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Application Processing System Update

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Title: Application Processing System Update Author: Shamarli Kollock Last modified by: Authorised User Created Date: 7/8/2011 2:45:26 PM Document presentation format – PowerPoint PPT presentation

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Title: Application Processing System Update


1
Application Processing System Update
  • Shamarli Kollock
  • Misty Parkinson
  • July 18, 2011 (NASFAA Conference)

2
Application Processing Statistics Total Filers
through Week 27
3
Application Processing Statistics
  • The increase in applications completed by
    independent students is nearly double the
    increase of applications completed by dependent
    students.
  • Applications by independent students in 2011-2012
    have increased nearly 70 when compared to
    2010-2011 rates, while applications by dependent
    students are up 37 this year over last.

4
Application Processing Statistics
  • Nationally, applications have increased by 12
    for families whose income level is greater than
    41K compared to an increase of 7 for families
    whose income level is less than 41K.
  • Ex. In California, applications from families
    earning more than 41K are up 20.3, while
    applications from families earning less than 41K
    have increased by 12. 

5
How Are We Doing?
  • Application Simplification
  • In January we deployed updates to the online
    application experience intending to provide a
    more intuitive and customized experience for each
    applicant.

6
Application Simplification American Customer
Satisfaction Index
  • ACSI is a national indicator of customer
    evaluations of the quality of products and
    services available to U.S. household consumers

7
Application Simplification American Customer
Satisfaction Index
  • FAFSA Score Jan 1, 2011 July 8, 2011 Customer
    Satisfaction Index
  • 89 based on 15,455 respondents
  • Up 3 points from 86 in 2010-2011
  • Significantly higher than other Federal
    Government websites, who had an overall ACSI
    score of 75

8
Application Simplification FOTW Completion Time
38
9
Recent process changes
10
Social Security Process Change
  • On June 25, 2011 the Social Security
    Administration (SSA) implemented new guidelines
    for assigning Social Security Numbers (SSNs). 
  • SSA will begin assigning SSNs in previously
    unused ranges, including the ranges beginning
    with 7 or 8.

11
SSA Process Change Impact
  • Does have impact on the application process 
  • The FSA system(s) had utilized the previously
    unassigned range for some students (ex. Pacific
    Islanders) and the application system had also
    been developed to identify SSN ranges that were
    not considered valid SSN values (ex. the 7
    range of SSNs).

Alert! If you have recently been issued a Social
Security Number, you may encounter an error when
you try to start your FAFSA. If this occurs,
contact the Federal Student Aid Information
Center at 1-800-433-3243 for additional
instructions on how to complete your FAFSA.
12
Pacific Islander students previously assigned
an 888 pseudo-SSN by the CPS system
  • Pacific Islander students that previously applied
    for aid were assigned a pseudo 888 SSN by FSA
    in order to allow them to complete the FAFSA. 
  • These students will be able to continue to use
    the current processes since they are already in
    our system. The process will not change for these
    students until 10/23/2011.

13
Pacific Islander students previously assigned an
888 pseudo-SSN by the CPS system
  • On 10/23/2011, we will convert all Pacific
    Islander records from the 2004-2005 cycle through
    the 2011-2012 cycle to a new pseudo-SSN range
    starting with 666 (instead of 888).
  • For all Pacific Islander records from the
    2010-2011 and 2011-2012 cycles (submitted through
    October), we will also system-generate new
    SAR/ISIR transactions.
  • Monitor IFAP for final details on this
    reprocessing.

14
Students randomly assigned a new SSN by the SSA
who are not Pacific Islanders
  • After June 25th, students may be randomly
    assigned a new SSN that begins with a seven 7
    or an 8.
  • Until 10/23/2011 these students will not be
    able to complete their initial FAFSA using FAFSA
    on the Web. 
  • These students can complete a paper FAFSA in the
    interim.
  • After the paper FAFSA has been processed, these
    students will be able to interact with our system
    as they normally would, including using FAFSA on
    the Web (still need to have applied for a PIN).

15
Students randomly assigned a new SSN by
the SSA which begins with 888
  • After June 25th, students may be randomly
    assigned a new SSN that begins with 888.
  • Until 10/23/2011 these students will not be
    able to complete their initial FAFSA using FAFSA
    on the Web. 
  • These students may be able to submit a paper
    FAFSA depending on the full SSN assigned.
  • These students should be directed to the Federal
    Student Aid Information Center for a complete
    determination of how they should proceed.

16
IFAP Guidance
  • 2011-2012 FAFSA Submission Guidance for Students
    Impacted by New SSA Guidelines
  • http//ifap.ed.gov/eannouncements/070811FAFSAGuida
    nceStudentsSSAGuidelines1112.html

17
2012-2013 Application changes
18
Paper FAFSA
  • No data element changes
  • Minor wording changes to some instructions
  • Application materials scheduled for posting in
    Federal Register in early August

19
Smarter Search Capabilities
  • Federal School Code and High School Search
  • Search criteria more user-friendly and logical
  • Aliases and abbreviations will be recognized
  • U.S. Postal Service standards
  • Top ranked schools on FAFSA on the Web
  • Common abbreviations found in the current
    databases
  • Common alias provided by surveyed FAAs and/or FSA
  • Commonly misspelled words

20
FSC Search Design Update
21
High School Question
  • In 2011-2012, the high school question was added
    (Q27).
  • Any student that was presented the question in
    2011-2012 will be presented the question again
    and have the opportunity to search the database
    with the smarter search function.

22
Gender Question Edit
  • While the gender question is not required, it is
    used to determine which applicants need to be
    matched with the Selective Service.
  • To provide an extra reminder to applicants, a
    warning edit will display in FAFSA on the Web if
    the question is not answered.

23
IRS Data Retrieval Tool
  • 2011-2012 Statistics
  • January 30, 2011 July 2011
  • IRS Data Transferred
  • Initial FAFSA -- 2,617,428
  • FAFSA Corrections -- 334,306

24
IRS Data Retrieval Tool
2011-2012 Statistics
25
IRS Data Retrieval Tool
  • Tentative - February 1st deployment for 2012-2013
  • The IRS DRT process will be enhanced to more
    effectively encourage users to link to and
    transfer data from the IRS.
  • More applications will have more accurate data,
    which will contribute to increased accuracy in
    awarding aid.

26
IRS Data Retrieval Tool
  • 2011-2012 FAFSA on the Web relies on the
    applicants determination of whether the IRS DRT
    should be used.
  • 2012-2013 FAFSA on the Web will include logic to
    make the determination for the applicant.

27
IRS Data Retrieval Tool
  • Confirmation Page
  • Upon submission, reminds students that the IRS
    DRT option is the preferred method of providing
    tax information and they can return when their
    application has been processed to use the tool.
  • Customized messaging displays when the student
    and/or parent was eligible to use the IRS DRT and
    didnt, or the student and/or parent indicated
    Will file taxes

28
IRS Data Retrieval Tool
  • Income Estimator Notifications
  • After the April 15th IRS tax filing deadline,
    students and/or parents will receive e-mail
    reminders to update the students FAFSA with
    filed tax information.
  • Messaging encourages the use of the IRS DRT if
    the option is available in FAFSA on the Web.

29
IRS Data Retrieval Tool
  • IRS DRT Eligible Filer Notifications
  • Students and parents who were eligible to use the
    IRS DRT but didnt will receive an e-mail
    notification encouraging them to return to FAFSA
    on the Web and use the tool.
  • E-mails will be sent beginning on April 1, 2012,
    with subsequent messages sent every 45 days until
    mid-September, and then every 60 days until the
    end of the cycle. E-mails will only be sent once
    per student/parent. 

30
Updated IRS Request Flags
  • 00 Student/Parent was ineligible to use the IRS
    Data Retrieval Tool and was therefore not
    presented with the option to use it in FAFSA on
    the Web
  • 01 Student/Parent was presented with the option
    to use the IRS Data Retrieval Tool in FAFSA on
    the Web and elected to use it, but did not
    transfer IRS data into the FAFSA
  • 02 IRS data for the student/parent was
    transferred from the IRS and was not changed by
    the user prior to submission of an application or
    correction
  • 03 IRS data for the student/parent was
    transferred from the IRS and changed by the user
    prior to submission of an application or
    correction
  • 04 IRS data for the student/parent was
    transferred from the IRS and then changed by the
    user on a subsequent transaction
  • 05 Student/parent was presented with the option
    to use the IRS Data Retrieval Tool in FAFSA on
    the Web, but did not elect to use it
  • 06 IRS data for the student was transferred
    from the IRS, but a subsequent change made the
    student/parent ineligible to use the IRS Data
    Retrieval Tool
  • blank IRS Data Retrieval Tool not available in
    the application method utilized by the
    student/parent(i.e., paper FAFSA, EDE, or FAA
    Access)

31
Asset Threshold Question
  • Added to FAFSA on the Web in 2011-2012
  • Independent students and parents of dependent
    students that meet certain criteria are presented
    with the asset threshold question to determine if
    asset net worth must be reported and used in the
    EFC calculation. Question displays if the
    student
  • Is not eligible for an automatic zero EFC or
    simplified needs calculation, and
  • Reports a state of legal residence that allows
    students to skip income and asset questions

32
Asset Threshold Question
  • 2011-2012
  • 2012-2013
  • Comment codes are used to notify schools when the
    asset threshold question was displayed to the
    applicant and the response is No
  • Comment codes deleted
  • Response to asset threshold question provided on
    ISIR record layout, Student Inquiry, and ISIR
    Compare

33
Need Analysis
  • Automatic Zero EFC Income Threshold
  • For 2012-2013, increases to 32,000 or less
  • 31,000 or less for 2011-2012

34
Verification Tool
  • Disabled for 2012-2013

35
Marital Status Updates
  • A regulation change allows an institution, at its
    discretion, to require an applicant to update
    his/her marital status, even if it results in a
    change in the applicant's dependency status, if
    the institution determines the update is
    necessary to address an inequity or to reflect
    more accurately the applicant's ability to pay.
  • Students can use FAFSA on the Web to update their
    marital status after submission of their FAFSA
  • An EFC will not be calculated
  • Reject 21 will be set
  • Only an FAA can override the reject

36
Homeless Youth Determination
  • A student is eligible for homeless youth status
    if he/she meets the homeless definition and was
    determined to be homeless by his/her high school
    or school district homeless liaison, the director
    of a runaway or homeless youth center, or HUD.
  • Students who meet this criteria are independent.

37
Homeless Youth Determination
  • A student is also eligible for homeless youth
    status if he/she meets the homeless definition,
    but was determined to be homeless by the
    financial aid office.
  • Students who meet this criteria can use FAFSA on
    the Web to set the Special Circumstances Flag to
    3.

38
Homeless Youth Determination
  • Currently, FAAs set the Dependency Override Flag
    to 1 for these students.
  • FAAs cannot easily distinguish between dependency
    overrides done to update a students dependency
    status, and those done to confirm a students
    homeless youth status.

39
Homeless Youth Determination
  • New Dependency Override Flag value of 4 added
    for 2012-2013

40
2012-2013 Application Activities
  • The Secretary of Education announces the annual
    updates to the tables used in the statutory
    Federal Need Analysis Methodology to determine
    a students EFC for the 2012-2013 Award Year (May
    24,2011 76 FR 30139).
  • http//ifap.ed.gov/fregisters/052411FedNeedAnalysi
    sMethodology1213.html

41
Tentative Schedule 2012-2013 Application
Activities
  • August 3, 2011
  • 2012-2013 Electronic Data Exchange (EDE)
    Technical Reference draft (including the ISIR
    Record Layout and ISIR Cross-Reference) on the
    IFAP and FSAdownload Web sites.
  • August 12, 2011
  • 2012-2013 Application Processing System
    Specifications for Software Developers on the
    IFAP and FSAdownload Web sites.
  • October 13, 2011
  • 2012-2013 EFC Formula Guide on the IFAP Web site,
    pending final 2011 IRS tax legislation. This
    guide can be used to calculate an EFC.
  • October 13, 2011
  • 2012-2013 CPS Test System User Guide on the
    FSAdownload Web site.

42
Tentative Schedule 2012-2013 Application
Activities
  • October 25, 2011
  • 2012-2013 Electronic Data Exchange (EDE)
    Technical Reference on the IFAP and FSAdownload
    Web sites.
  • October 27, 2011
  • 2012-2013 SAR Comment Codes and Text
  • October 28, 2011
  • 2012-2013 ISIR Guide on the IFAP and FSAdownload
    Web sites.

43
Tentative Schedule 2012-2013 Application
Activities
  • December 12, 2011
  • The CPS Test System is made available.
  • January 1, 2012
  • 2012-2013 FAFSA on the Web site is available to
    students and 2012-2013 FAA Access to CPS Online
    Web site.
  • January 2, 2012
  • The 2012-2013 CPS begins processing.

44
QUESTIONS
  • Please email the presenters
  • Shamarli Kollock
  • Shamarli.Kollock_at_ed.gov
  • Misty Parkinson
  • Misty.Parkinson_at_ed.gov
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