Postsecondary Education Participants System PEPS

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Postsecondary Education Participants
System(PEPS)

• _______
• Jay R. Long
• U.S. Department of Education
• Federal Student Aid

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Topics to be covered in this Session

• Data maintained within PEPS
• Queries and Data Extracts
• Features to assist with Dear Colleague Letter
  (DCL) G-03-348 (Foreign Schools)
• Online access to Program Participation Agreements
  (PPA) Eligibility Certification Approval
  Reports (ECAR)
• PEPS Information Gateway (web page)

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What is PEPS?

• The Postsecondary Education Participants System
  (PEPS) is the repository for all data collected
  on the Electronic Application for Approval to
  Participate in the Federal Student Financial Aid
  Programs (eAPP) as well as FSAs management
  information system of institutions eligible to
  participate in Title IV.
• PEPS interfaces with several key FSA Systems
  (National Student Loan Data System (NSLDS),
  Common Origination and Disbursement (COD),
  Financial Management System (FMS), eCampus Based
  (eCB), eZ-Audit, Central Processing System (CPS),
  Direct Loan-Loan Consolidation Service (DL-LCS)
  and Grant Administration and Payment System
  (GAPS), on a daily basis to provide an
  institutions most recent eligibility status and
  demographic data.

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• Data maintained within PEPS?

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Institutions Title IV eligibility status as
determined by FSA.
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Title IV program approvals as determined by FSA.
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Physical address, type, web page, program length,
academic calendar, as reported by the school.
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Mailing Address (if applicable)
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Additional Locations
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Accreditation (primary and secondary)
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Identifier Crosswalk
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Default Rates
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A snapshot in time of funding data
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Compliance Audits
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Financial Statements
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Program Reviews
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Owners
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Officials
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• Queries and Data Extract Features!

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PEPS Users have the ability to perform queries
and extract the results. The following screens
are an example of a query to find all main
schools in the United States that are currently
Eligible, Provisional and/or Fully
Certified to participate in Title IV however are
not approved for FFEL.
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Select the variable s in the State field.
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Select the Elig indicator box and enter the
variable C in the Certified field.
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Enter the variable ffel in the FFEL Cert
field and then select the Find Icon.
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The Query/Where screen displays. This is where
you define your variables from the previous
screen. Once complete select the OK button.
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The Query returned a list of 197 schools. The
results of these queries may be extracted to a
users desktop and converted to Excel, Access,
etc. for further analysis.
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Features to assist Guarantorsin their compliance
withDear Colleague Letter (DCL) G-03-348
(Foreign Schools)
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The Electronic Application for Approval to
Participate in Federal Student Financial Aid
Programs (EAPP) is the tool used by a school to
apply for designation as an eligible institution
initial certification change in institutional
ownership or structure recertification
reinstatement and/or to provide updates
necessary to maintain Federal Student Aid,
eligibility/Title IV certification.PEPS
displays only currently approved data for all
schools. Any updates and/or revisions which a
school may submit thru the EAPP awaiting approval
by Case Management, are not displayed within the
basic PEPS screens. The EAPP Info Box was
developed to serve as a feature to notify users
if an application has been started by a school
and the status of the application. The EAPP
Info Box may be found on the following five
screens School Information (Page 1) Officials
and Directors (Detail, i.e. ) School
Vocational Program (Detail, i.e. ) Eligibility
and Certification (Page 1) Location Information
(Detail, i.e. )
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The EAPP Info Box contains the following
fieldsApplication In-process A check in
this box indicates if the school has started
and/or submitted an EAPP.Start Date the school
started an EAPP.Submit Date the school
submitted an EAPP to FSA for review.Officials on
App Will display the schools president,
financial aid director and financial aid
administrator as they appear on the updated EAPP.
The application contact and application
representative will also display on this screen.
It is important to note that officials from this
screen may not have passed the debarment
check.Purpose Purpose(s) for which the school
submitted an EAPP Accrediting Agency Add/Drop
a Title IV, HEA Program Additional
Location Address Change Audit Waiver
Request Board of Directors Change Educational
Measurement Change Phone/Fax Number or Internet
Address Change of Ownership
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Purpose (continued) Eligibility Only Financial
Aid Administrator Foreign Grad Med Sch
Approval of Authorizing Entity Foreign Grad Med
Sch Authorizing Entity Foreign Grad Med Sch
Clinical Pgms Located in the US Foreign Grad Med
Sch Length of Program Foreign Sch Degree
Authorization Foreign Sch Facility at Which
You Provide Grad Med Inst. Foreign Sch
Postsecondary Authorization Foreign Sch
Program Criteria Foreign Sch Program
Equivalence Foreign Sch U.S. Administrative
and/or Recruitment Offices Gen List
Update Increase Level of Offering of Educational
Programs Initial Certification Merger of Two
Institutions Name Change Name and Address
Change Both Nondegree Program Officials/Director
s of Institution
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Purpose (continued) Officials/Directors of
Ownership Entity Other Purpose Reapproval
(Recertification) Redesignation of Main
Campus Reinstatement Short-Term Training
Program State Authorizing Agency Third Party
ServicerStatus Indicates the current status of
the EAPP Not Submitted the school has started
an EAPP, but has not yet submitted the EAPP to
FSA for review. Assigned EAPP has been
assigned to a Case Team Analyst but the review
has not started. Review Started EAPP is
currently under review by a Case Team
Analyst. Review Completed the Case Team
Analyst has completed their review of the
EAPP. ECAR Completed the Case Team has
completed their review and the documentation to
send to the school has been prepared.
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Status (continued) Co-Team Leader Disapproved
Co-Team Leader sent the EAPP back to the Analyst
for changes. Pending PPA Execution Date Case
Team is awaiting for the school to sign and
return two copies of the Program Participation
Agreement (PPA), so that FSA can countersign the
PPA. Applies only to initial, change in
ownership, recertification, reinstatement or
merger applications.NOTE A detailed reference
manual Guide to Assist Users with Dear Colleague
Letter G-03-348 may be found on the PEPS
Information Gateway (web page) www.ed.gov/offices/
OSFAP/PEPS under the User Guide section.

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Note the EAPP Info Box (or section) located in
the lower left of this screen. Select the
Officials on App button.
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The Officials from Current EAPP Application
window will display as follows NAME
officials name as provided on the EAPP SCHLS
TITLE officials title at the schl APPLICATION
CONTACT schls contact for info. person
reported on the EAPP APPLICATION REP any
person or firm the schl wishes to designate as an
agent to represent the schl in matters related to
the EAPP EMAIL ADDRESS officials email PHONE
officials phone number.
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• Online access to
• Program Participation Agreements (PPA)
• Eligibility Certification Approval Reports (ECAR)

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Guarantors, State Licensing and Accrediting
Agencies may now print off copies of a schools
current Program Participation Agreement (PPA)
and Eligibility Certification Approval Report
(ECAR). From the following web address
http//eligcert.ed.gov , select the display your
PPA/ECAR button.
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The screen will prompt you to enter the User
Name and Password. Once completed, select the
OK button.
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The screen will prompt you to enter the OPE ID
(first six digits only required). The Section
will default to PPA and ECAR. Select the GO
button to continue.
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The screen will display two options, Program
Participation Agreement and Eligibility and
Certification Approval Report. Select the
Program Participation Agreement (PPA) option
and then select the Display Item Selected
button.
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The schools current Program Participation
Agreement will display. Select the Print icon
to print a copy.
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Once completed, select the Back to PPA
DOCUMENTS button to return to the previous
screen.
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The Documents screen will display again. Select
the Eligibility and Certification Approval
Report (ECAR) option and then select the
Display Item Selected button.
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The schools current Eligibility and
Certification Approval Report will display.
Select the Print icon to print a copy.
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Once completed, select the Back to PPA
DOCUMENTS button to return to the previous
screen.
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Once completed, select the Back to School
Section for Application for Approval to
Participate button.
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From this screen you may view another schools PPA
and/or ECAR by entering the OPE ID (first six
digits only required). The Section will default
to PPA and ECAR. Select the GO button to
continue.
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If you wish to exit from this feature select
File and then Close.
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If you have any questions pertaining to the data
within the PPA and/or ECAR documents, please
contact the Case Team responsible for the school
in question. The Case Team contacts are listed
on the opening web page of http//eligcert.ed.gov
as illustrated below.
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• PEPS Information Gateway
• (web page)
• www.ed.gov/offices/OSFAP/PEPS

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The PEPS Information Gateway provides a wealth of
information to our daily PEPS Users as well as
the general public.
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The following types of information may be found
under the tabs identified on the left column of
the web page.

• About PEPS Gives a brief description of PEPS
  and whom may apply for access to the online PEPS
  Database. Instructions and Security forms to
  apply for a User ID may also be found here.
• Data Extract PEPS produces a Weekly Data
  Extract. This extract closely resembles the
  PEPS Daily School File provided to FSA systems
  on a daily basis. The Weekly Data Extract is
  updated on Fridays and available in a Text File
  or Microsoft Access format. File layouts,
  reference documents and a step by step how to
  guide are available here.
• Case Management Weekly Institutional Update
  Reports Each week, PEPS produces nine Weekly
  Institutional Update Reports to identify activity
  of Institutions eligibility to participate in
  Federal Student Aid. These reports cover actions
  performed by Case Management and Oversight within
  a specific seven day period (Saturday to
  Saturday). The most current week in addition to
  the past three weeks are maintained online.

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• Case Management Contacts A listing of each Case
  Management Team, phone number and states, trust
  territories and foreign entities they represent.
• Connectivity Instructions Information for
  Remote PEPS Users (Guarantors, State Licensing
  and Accrediting Agencies) with direct access to
  the online PEPS Database.
• PEPS Hotline Help Desk and contact information
  for users with direct access to the online PEPS
  Database.
• Training Provides a listing of training classes
  for online PEPS Database users.
• User Guides Electronic copies of our Training
  Guides and Dear Colleague Letter Guide.
• Whats New A brief list of new/updated items
  that may be of interest to users of the PEPS
  Information Gateway and/or online PEPS Database
  users.
• PEPS Remote Web link for our Remote PEPS Users
  to access the online PEPS Database.

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Questions?
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Thank you for joining us!Please be sure to
complete your conference evaluation form!

• Jay R. Long
• U.S. Department of Education
• Federal Student Aid