1. ISIR Codes and Resolutions Stephanie Alford
Neophyte 2018
ISIR Codes and
Resolutions
Stephanie Alford

2. Icons
= question (most points gets a prize) = something to ponder or take back to ask your office

3. Background
Once a student completes a FAFSA the application goes to the CPS.
What does CPS stand for?
Central Processing System

4. The CPS
Captures FAFSA data
Calculates an EFC (if possible) and notifies applicants and institutions
Conducts database matches- generates comment codes
Checks for possible inconsistencies, contradictions, or missing data
CPS
This slide shows some of the primary roles of CPS. It is their responsibility to process the data once received, conduct database matches, calculate the EFC when possible, and then disseminate the data to students school, and other agencies.

5. How often and who pulls in your schools’ ISIRs?
Output Documents
A SAR is sent to the student
An ISIR is sent to the school(s) and other agencies
What do SAR and ISIR stand for?
How often and who pulls in your schools’ ISIRs?
Student Aid Report, Institutional Student Information Record

6. What is the highest tran number you have seen?
Transactions
A transaction is an interaction between the CPS and the student applicant, your school or another school.
The initial processing of the FAFSA results are transaction “01” of the ISIR.
Each correction generates a new record that is identified as a subsequent transaction, or number.
What is the highest tran number you have seen?

7. Do you know where to find these in your system?
Transaction 01
295 You did not report information about your parents on your
047 Description deleted per Department specifications
001 WHAT YOU MUST DO NOW. Use the checklist below to make
049 You must report a valid Social Security Number (SSN), name,
168 You must provide answers for your parents' marital status
129 You must provide your parent(s)' income information in Items
150 You must provide asset information for you and your parent(s).
108 Your parent did not sign your FAFSA or the SAR corrections
Do you know where to find these in your system?
If the number of transactions exceeds 30, subsequent transactions are rejected by the CPS for “too many transactions.”

8. Focus Today- Comments on the ISIR
Comment Codes-
C Codes (sometimes referred to as C Flags)- database match results that require resolution by school How many?
Rejects- application is ‘rejected’

9. Where do comments come from?
FAFSA data
Database matches
Corrections
Missing FAFSA data
Where do comments come from?

10. SAR Comment Codes and Text Guide (AKA Your BFF)
Text definition
Notes/Changes
Reason for comment
C Code
Reject Code
Action needed

12. What examples can you think of?
Rejects
When logical assumptions can’t be made
Missing information
Conflict of data
EFC not calculated
Comment(s) provided on SAR/ISIR
Correction is required
What examples can you think of?
Signature missing
In certain instances, the application is rejected if the student’s data is in conflict.
an independent student answers that he or she is not married but provides financial information for a spouse
Unusual high number of family members

13. Types of Reject Codes Alpha reject codes Numeric reject codes
Verifiable
Same value can be re-entered
Different value may be entered
Numeric reject codes
Non-verifiable
Questioned data must be changed or provided

14. How does your school handle rejects?
Rejects Codes
A- DOB equals
W- Usually high number in family
5- Missing in invalid DOB
12- Taxes paid greater/equal AGI
14- Student signature missing
How does your school handle rejects?
The school can override rejects, request info from family, or make family go back to FAA Access

15. What is a C code?
A flag of C is an indicator that institutional resolution is required.
Use the FSA Handbook, Student Eligibility chapter (Volume 1) for detailed information about the action needed to resolve discrepancies.
“C” codes are typically associated with student eligibility issues.
What are the seven databases eligibility is checked?

17. Social Security Administration (SSA)
To be eligible to receive FSA funds, each student must provide a correct Social Security number (SSN). To confirm the student’s SSN for schools, the Department conducts a match with the Social Security Administration.
The CPS verifies that the name and birth date associated with the SSN match the name and birth date on the application.
Match Issues
No match on SSN
No match on name or DOB
Missing Info

18. Documentation for Issues
SS Card
Driver’s License
Birth Certificate
Marriage Certificate

19. Citizenship Match- SSA
A student has to be a U.S. citizen, a citizen of the Freely Associated States, or an eligible noncitizen to be potentially eligible for federal student aid.
The Department of Education (The Department) matches all applications with the Social Security Administration (SSA) on U.S. citizenship status.
Successful- no comment
Data doesn’t match (SSN/Name/DOB)
Citizenship not confirmed- student needs to provide documentation (if citizen), if noncitizen student must submit correction with A# (Alien Registration Number)

20. Citizenship Documentation
If the status cannot be confirmed, the student must provide documents proving U.S. citizenship, citizenship of the Freely Associated States, or eligible non-citizenship:
Birth Certificate
U.S. Passport
Certificate of Naturalization or Citizenship
Can a passport be expired?
Original documentation can be expired except limited passport
If now provide ARN must reenter and fafsa and submit so DHS can confirm

21. Department of Homeland Security (DHS)
If the student provides an alien registration number (ARN) on the FAFSA, his record is also sent to DHS to check noncitizen immigration status. Eligible Noncitizens- Lawful permanent or conditional residents in the U.S. for other than a temporary purpose with intention of becoming a lawful permanent resident

22. Non Citizen Matches Matches A# with DHS records
Successful- confirmed immigration status
Not enough info- A# is missing or wrong
Status not confirmed- secondary confirmation needed
* Automated- by CPS
* Third Step Verification- by school
United States Citizenship and Immigration Services

23. Common C Codes

24. Third Step Verification- NEW Formerly G-845
Collect Documentation
Submit to SAVE system- NEW
When you receive the SAVE response, you determine the student’s eligibility (FSA Handbook- Volume 1)
What does SAVE stand for?

25. Documentation Must be unexpired Permanent Resident Card (I-551)
Resident Alien Card (I-551)
Arrival/Departure Record (I-94)
Machine Readable Immigrant Visa

26. Other eligible noncitizens
Refugee
Persons granted asylum
Persons paroled in U.S.
Cuban-Haitian
Conditional entrants
Jay Treaty
Must photocopy front and back
Are deferred action childhood arrivals eligible? DACA- no, but may get state and institutional aid

27. Selective Service System (SSS)
Males must register
Can say ‘yes’ on the FAFSA
Can register at post office or online
Students who knowingly and willfully failed to register are not eligible for FSA funds
Why must males register?

28. Exemptions Males 18-25 must register Can say ‘yes’ on the FAFSA
Can register at post office or online
How many exemptions to the requirement can you think of? 10

29. Selective Service Matches
Successful match
Shows the student is registered, exempt, or too young to register
Registration not confirmed
Student must register or show proof of exemption
Unsuccessful registration
CPS won’t forward the student for registration because info is missing
Selective Service matches do not result in a rejected ISIR if registration is NOT confirmed or if it was an unsuccessful registration. Instead, if a c-code is generated, the FSA Handbook requires certain steps in order to resolve this issue.

30. Failure to Register
Determining if non-registration was knowing and willful
Student must get a ‘status information letter’ from SS
Final decision rests with school
Have you seen this letter? What have you taken for documentation?

32. Your student has a C code on his SAR, with the 030 comment
Your student has a C code on his SAR, with the 030 comment. This student was born on October 31, 1971 and entered this country on January 2, He is an eligible non-citizen. Is he required to register for Selective Service? What documentation would you collect?
Student was 28 when he entered this country—he is exempt from registering with Selective Service—Student eligibility page 62

33. Veterans Affairs (VA)
Used when a student not independent for a reason other than veteran status
Not a veteran
C flag – resolution required
Not in database
Student on active duty
Veteran matches do not usually result in a rejected ISIR, but usually generate a c-code if the VA is unable to confirm status. Your institution may only resolve a VA mismatch if it is in relation to Independent status.

34. If a student indicates he/she is independent based ONLY on Active Duty Military or Veteran status, and the status cannot be confirmed, then the ISIR/SAR is rejected. The only way to resolve this issue to perform a dependency override, and make the student independent.

35. Common C Codes Dept of VA Veteran Status Data Match
162 and 173 The Dept of VA did not confirm that you are or will be a qualifying veteran for purposes of receiving federal aid…

36. VA Resolutions Independent if:
At least one day active duty (other than training or National Guard or Reserve enlistee activated only for state or training purposes )
Documentation
DD-214
A letter from a superior officer that documents the call-up to active duty (for national guardsman or reservists)
What must the ‘character of service’ show?

37. GI Joe completes his FAFSA and indicates that he is a veteran
GI Joe completes his FAFSA and indicates that he is a veteran. His ISIR comes back as a rejected SAR because the parent information and signature is missing. You speak to Joe and discover that he has recently left the army. He shows you a copy of his DD214, which indicates that he received a dishonorable discharge. How would you handle this situation?
His “Character of Service” must be other than dishonorable. He would not be considered independent because of Veteran status alone.

38. National Student Loan Data System (NSLDS)
Defaulted loans
Bankruptcy/Discharged loans
Unusual enrollment history
Overpayments of grants or loans/Fraud
Loan limits

39. Bankruptcy
A student who has filed for bankruptcy may need to give additional documentation before receiving aid.
Depends on loan code- check NSLDS for code
Ex- Code DO= no further FSA funds unless the student provides school with documentation from the holder of the debt stating it is dischargeable

41. Disability Discharge
A student who had a loan discharged for disability may need to give additional documentation before receiving aid.
Ok for FSA funds but… if they want DL or Teach
Must have physician’s certification that student has the ability to engage in substantial gainful activity
Borrower must sign statement acknowledging that the new loan or TEACH grant can’t later be discharged for any present impairment unless it deteriorates so that he is again totally and permanently disabled.
If the borrower requests a new loan or TEACH Grant during the post-discharge monitoring period, he must also resume payment on the old loan before receipt of the new loan or TEACH grant.

42. Unusual Enrollment History
To reduce fraud and abuse of Title IV
Looking for patterns of a student receiving Title IV then withdrawing or receiving aid at multiple schools during the same term.
If student is flagged school must review academic records (their institution and/or others) during the past 4 years to determine if/why academic credit wasn’t earned.

43. Defaults- DL, FFELP, Perkins
If NSLDS still shows a default you can use the following documentation from the loan servicer:
Repayment in full (including consolidation)- voluntary or involuntary
Satisfactory repayment arrangements- 6 voluntary payments on time (still in default though)
Loan rehabilitation- 9 voluntary payments within a 10 mo. period

44. Aggregate/Annual Loan Limits
Pull NSLDS to check most recent totals
Can still receive FSA funds unless they have gone over
If over limit, can’t receive any FSA funds until excess is repaid
- Need letter from holder showing excess has been repaid or there are satisfactory repayment arrangements made

45. Overpayments and Fraud
Refer to loan holder

46. Subsidized Usage Limit
Identifies applicant records that are being tracked based on regulations limiting the maximum period of time (measured in academic years) that a student can receive DL to 150% of the published program length of the program in which the applicant is currently enrolled.

47. How does your school handle these?
NSLDS History
NSLDS scans or postscreens its database weekly to find cases in which a student’s status has changed. If it finds a change that affects eligibility, it notifies CPS. The CPS sends an updated ISIR to the school.
How does your school handle these?

48. Department of Defense (DOD)
Determines if the student had a parent who died as a result of military service in Iraq or Afghanistan after 9/11/01.
The student may be Pell eligible.

49. Drug Conviction
Student is disqualified from receiving FSA if convicted for a federal/state offense (possession or sale of illegal drugs) while receiving Title IV aid.
If a student regains eligibility during the award year the school must certify student completed rehab program
Is this drug question checked against a database match?

50. Drug Conviction Worksheet

51. Department of Justice
Anti-Drug Abuse Act of 1988 says judges can deny aid to persons convicted of drug trafficking and possession.
CPS has ‘hold file’ of those convicted.
This is separate from the drug conviction question.
Will generate a reject.

52. Pell LEU
Comments tell the school about a student’s Pell LEU (600% max):
% is high
% is close to 600 limit
% is at or exceed 600
% is no longer exceeding 600

53. Comment Codes 400/401
To ensure that correct information is used to determine the applicant’s Title IV eligibility
The institution must review the relevant data items for all possible conditions noted.
The school may need to obtain documentation to support the accuracy of the information.
If the information is determined to be incorrect, institutions must submit corrections.

55. How does your school handle these?
What’s Next?
Once you have ‘cleared’ a C-flag or have a valid EFC you are good to go
HOWEVER…
You may have follow-up- ex. Default
You may receive a subsequent ISIR tran with new C-flags (you must look at these)!
How does your school handle these?

56. ISIR Comment Codes Reference Materials
SAR Comment Codes and Text
The ISIR Guide
FSA Handbook, Volume 1- Student Eligibility

57. Director, Financial Aid
Thank You!
Stephanie Alford
Director, Financial Aid
Goucher College