Postsecondary Education Participants

System Training Guide

September 2006 Volume II

(Visit our webpage @ www.ed.gov/offices/OSFAP/PEPS)

 INDEX - Volume II
Page
• School Profile – (continued Volume I):
– Administrative Capability 3
– Third-Party Servicer 6
– Change of Affiliation 12
– Foreign Gift 40
– Foreign School – General 46
– Foreign Med Grad School 59
• Eligibility Determination:
– Eligibility and Certification 61
– HCM1, HCM2, Reimbursement & Stop/Pay 86
– Waiver 98
– Informal Appeal 103
– Pending Application 105
• Stop Pay/Monitoring:
– Stop Pay/Monitoring 119
– Monitoring Package 120

2
Administrative Capability - From the main menu bar select “School”. From
the first drop down box select “School Profile” and from the second drop down
box select “Administrative Capability”.

3
The “Administrative Capability” screen is comprised of three (3) data sections:

Financial Aid Office and Financial Aid Office Workload : This data represents
the school’s number of ‘Professional Staff’ and ‘Clerical Staff’ and the
appropriate the ‘Award Year’ associated with: Initial Applications, Change In
Ownership, Change in Structure (i.e. moving from a ‘For Profit’ to ‘Non-Profit’),
Reinstatements and Mergers.

Procedures Indicator : This data is ‘Question #’ specific from Section K of the

Electronic Application for Approval to Participate in Federal Student Financial
Aid Programs (EAPP). The Regulation(s) that pertains to the following questions
are:
Questions 59, 60, 62 and 67 – 34 CFR 668.16
Question 61 – 34 CFR 668.14, 668.16, 674.19, 675.19, 676.19 & 690.81
Question 63 – 34 CFR 668.16 & 668.34
Question 64 – 34 CFR 668.163
Question 65 – 34 CFR 668.22
Questions 66a & 66b – 34 CFR 668.23
Question 68 – 34 CFR 668.12, 668.25, 600.20 & 600.21

4
The “Administrative Capability” screen is a small profile of some of the factors
that help the Department in determining a school’s ability to administer Title IV,
HEA programs. Select the “Exit” icon to continue.

5
Third Party Servicer - From the main menu bar select “School”. Next, from the
first drop down box select “School Profile” and from the second drop down box
select “Third Party Servicer”.

6
THIRD PARTY SERVICER – An institution may enter into a written contract
with a third party servicer for the administration of any aspect of the institution’s
participation in Title IV HEA Programs only to the extent that the servicer’s
eligibility to contract with the institution has not been limited, suspended or
terminated under the proceedings of subpart G of this section (34 CFR 668.25,
“Contracts between an institution and a third party servicer”).

7
The “Third Party Servicer” screen will display. Select the “Services Offered”
button for the first servicer listed under ‘Servicer Name’.

8
The “Services Offered” screen displays ‘Servicer Name’, ‘Services Offered, and
“End Date’ (when applicable). Select the “Exit” icon to continue.

9
The “Third Party Servicer” screen will redisplay. Select the ‘Horizontal Scroll
Bar’ in the ‘Lower Block’ and scroll to the right to view the data beyond the
‘Address1 / Address 2’ fields captured below.

10
The remainder of the ‘Third Party Servicer’ screen contains ‘City/ST/Zip’ data.
Select the “Exit” icon to exit this screen and return to the PEPS main menu.

11
Change of Affiliation - From the main menu bar select “School”, from the first
drop down box select “School Profile” and from the second drop down box select
“Change of Affiliation”.

12
The “Change of Affiliation” screen displays with a message that there are no
change of affiliation records for this school. Select the “OK” button to continue.

13
Enter “010727” in the ‘OPE ID’ field located in the ‘Header Block’. Select the
the “Find” icon (i.e. ‘magnifying glass’ image) to retrieve this school’s record.

14
The “Schools Matching Search Criteria” dialogue box will display with the
school matching the ‘OPE-ID’ criterion requested. Select the “OK” button to
review DeVry University, a school that presents a prime example of the ‘change
of affiliation’ process via the ‘Change of Affiliation’ screen.

15
DeVry University underwent a massive consolidation of many different OPE ID’s to all
fall within one ‘OPE ID’. As seen below the ‘Header Block’, the ‘Type’ data field
displays: ‘Merge/Consolidated’ as the first ‘change of affiliation’ record from 008322
00–DeVry Institute of Technology to 010727 02 – DeVry University. Select the “Next
Record” icon to see if there are any other ‘changes of affiliation’ for the original ‘OPE
ID’ queried (i.e. 010727 00).

16
The second ‘change of affiliation’ record displays: from 00822 03 of DeVry
Institute of Technology, a ‘Merged/Consolidated’ to 010727 03 of DeVry
University occurred, effective 06/26/2002. Select the “Next Record” icon again
to see if there are more ‘change of affiliation’ records for DeVry University.

17
The third record displays: another additional location of DeVry Institute of
Technology, OPE ID 008322 01, ‘merged/consolidated’ to additional location
010727 04 of DeVry University. Select the “Next Record” icon again to see if
there are more records.

18
The fourth record displays. However, note that this record documents the ‘merge/
consolidation’ from a different DeVry Institute of Technology, OPE ID’s
-023329 additional location 01, to an additional location of 010727 DeVry
University (i.e. additional location 05). Select the “Next Record” icon again to
continue the review.

19
The fifth record will display. Select the “Next Record” icon again to see if there
are more records.

20
The sixth record will display. Select the “Next Record” icon again to see if there
are more records.

21
The seventh record will display. Select the “Next Record” icon again to see if
there are more records.

22
The eighth record will display. Select the “Next Record” icon again to see if
there are more records.

23
The ninth record will display. Select the “Next Record” icon again to see if there
are more records.

24
The tenth record will display. Select the “Next Record” icon again to see if there
are more records.

25
The eleventh record will display. Select the “Next Record” icon again to see if
there are more records.

26
The twelfth record will display. Select the “Next Record” icon again to see if
there are more records.

27
The thirteenth record will display. Select the “Next Record” icon again to see if
there are more records.

28
The fourteenth record will display. Select the “Next Record” icon again to see if
there are more records.

29
The fifteenth record will display. Select the “Next Record” icon again to see if
there are more records.

30
The sixteenth record will display. Select the “Next Record” icon again to see if
there are more records.

31
The seventeenth record will display. Select the “Next Record” icon again to see
if there are more records.

32
The eighteenth record will display. Select the “Next Record” icon again to see if
there are more records.

33
The nineteenth record will display. Select the “Next Record” icon again to see if
there are more records.

34
The twentieth record will display. Select the “Next Record” icon again to see if
there are more records.

35
The twenty-first record will display. Select the “Next Record” icon again to see
if there are more records.

36
The twenty-second record will display. Select the “Next Record” icon again to
see if there are more records.

37
The twenty-third record will display. Select the “Next Record” icon again to see
if there are more records.

38
The twenty-fourth record displays. Note: You can tell that this is the last record
because of the system message: ‘Record: 24/24’ appearing in the bottom left
corner of the screen. Select the “Exit” icon (i.e. ‘red door’ image) at this time.

39
Foreign Gift - From the main menu bar select “School”, from the first drop down
box select “School Profile” and from the second drop down box select “Foreign
Gift”.

40
FOREIGN GIFTS – Dear Colleague Letter GEN-95-12 instructs Institutions to
report information about ownership or control by, contracts with, or gifts from,
foreign sources.

The Higher Education Act of 1965 (HEA), as amended, requires an Institution of

Postsecondary Education to file a disclosure report with the Secretary of
Education on January 31 or July 31 of each year, containing certain information
about gifts received from or contracts entered into with foreign sources or about
ownership or control of the institution by a foreign source (Section 1209. 20
U.S.C. 1145d).

41
The “Foreign Gift” screen will display for the school last viewed. Select the
“Enter Query/Show Last” icon (i.e. ‘green folder’ image) to change schools.

42
Enter “001426” in the ‘OPE ID’ field in the ‘Header Block’ and then select the
“Find” icon (i.e. ‘magnifying glass’ image).

43
The “Schools Matching Selection Criteria” dialogue box will display. Select
the “OK” button to retrieve the new school: ‘Yale University, OPE ID: 001426
00’.

44
The screen is now populated with all foreign gift data that Yale University reported to
the U.S. Department of Education. Use the vertical scroll bar on the right of the screen
to view all the entries from the first to the last record.
Exit the “Foreign Gifts” screen by selecting the “Exit” icon.

45
Foreign School General - From the main menu bar select “School”, from the
first drop down box select “School Profile” and from the second drop down box
select “Foreign School General”.

46
The “Foreign School - General” screen will display a message stating that the
current school (or Yale University because it was the last school selected) is not a
foreign school. Select the “OK” button to remove the message, then select the
‘Enter Query/Show Last’ icon to clear the screen of ‘Yale University’ data.

47
In the ‘OPE ID’ field enter “022460” and select the “Find” icon.

48
The “Schools Matching Search Criteria” dialogue box will display with the
school retrieved from the search: ‘OPE ID 022460, Ross University’. Select the
“OK” button to return to the “Foreign School – General” screen.

49
A compilation of general data ranging from credential, degree/programmatic and
authorization information, etc., along with basic demographic data, is housed on
the “Foreign School –General” screen for this foreign school. Within the lower
right of the screen, select the ‘button’ labeled “Medical School”.

50
The “Foreign Graduate Medical School” screen will display. Select the “U.S.
Trng Facility” button at this time.

51
The “U.S. Training Facility” screen captures data pertinent to three (3) data
specific sections: ‘U.S. Clinical/Medical Location’, ‘U.S. Evaluation Agency’,
and ‘Clinical Program Approved by State’. Select the “Exit” icon to return to the
“Foreign Graduate Medical School” screen .

52
The “Foreign Graduate Medical School” screen will redisplay. Select the “US
Vet Trng Fac.” button.

53
The “U.S. Vet Training Facility” screen will display. Select the “Exit” icon to
continue.

54
The “Foreign Graduate Medical School” screen will redisplay. Select the “Non-
US Med Eval Agency” button.

55
The ‘Non-US Medical Evaluation Agency’ window will display a pop up within
the screen. Select the “OK” button to dismiss the pop up.

56
The ‘Foreign Medical School’ screen will redisplay. Select the “Exit” icon to
continue.

57
The ‘Foreign School General’ screen will redisplay. Select the “Exit” icon to
continue.

58
Foreign Med Grad School - From the main menu bar select “School”, from the
first drop down box select “School Profile” and from the second drop down box
select “Foreign Med Grad School”.

59
The “Foreign Medical School” screen will display. All screens within this
module were previously covered in the “Foreign School General” screen review.
Select the “Exit” icon to return to the menu.

60
Eligibility Determination - Eligibility and Certification - From the main menu bar
select “School”, from the first drop down box select “Eligibility Determination”
and from the second drop down box select “Eligibility and Certification”.

61
Page 1 of the “Eligibility and Certification’s” screen will display. The screen
provides the Title IV SFA eligibility and certification status of a school, its most
recent ‘elig/cert’ action, reason, and program participation agreement data. Note
the “EAPP” Info Box is present in the lower left corner of the screen. Select the
“Enter Query/Show Last” icon to find another school.

62
Enter “001164” in the ‘OPE ID’ field and select the “Find” icon.

63
The “Schools Matching Search Criteria” dialogue box will display. Select the
“OK” button to continue.

64
Page 1 of the “Eligibility and Certification” screen will redisplay. Select the
“Location” button located in the ‘Eligibility Status’ section to review specific
data associated with all locations of Chapman University.

65
The “Location Information” screen will display in a grid format. Note this is the
same screen that you viewed previously via ‘School’, ‘School Profile’, ‘Location
Information’ from the PEPS main menu. Select the “Exit” icon to continue.

66
Page 1 of the “Eligibility and Certification” screen will redisplay. Select the
“Program” button also located within the ‘Eligibility Status’ section.

67
The “School Vocational Program” screen displays in a grid format. This is the
same screen viewed previously via ‘School’, ‘School Profile’, ‘School Vocational
Program’ from the PEPS main menu. Select the “Exit” icon to continue.

68
Page 1 of the “Eligibility and Certification” screen will redisplay. Select the
“SFAP” button located in the ‘Certification Status’ section of the screen.

69
The “Program Certification” screen will display the school’s current ‘Federal
Student Aid’ (FSA) program certification status, per program. To view history for
each FSA program, use the horizontal scroll bar to move to the far right of the screen
and select the ‘History’ button associated with the specific program. Select the
“Exit” icon to return to the “Eligibility and Certification” screen.

70
Page 1 of the “Eligibility and Certification” screen will redisplay. Select the
“Conditions” button also located in the ‘Certification Status’ section.

71
The “Provisional Certification” screen will display. A list of all conditions
associated with the school’s certification are captured here. Such conditions
usually exist only with a provisional certification status, which is the case with
Chapman University. Select the “Exit” icon to exit this form.

72
Page 1 of the “Eligibility and Certification” screen will redisplay. Select the
“Reasons” button slightly above the ‘EAPP’ section in the bottom left portion of
the screen. (Note: a “<“ would display to the button’s right if an ‘action’ or
‘reason’ existed for this school that required a ‘detail reason’ note be entered.)

73
The “Detailed Action Reasons” screen will display. In this case, a forms
dialogue box states that there are no detailed reasons for this school, as seen
below. Select the “OK” button to dismiss the message so the ‘Detail Reasons’
LOV (list of values) can be accessed.

74
To view a list of all ‘Detailed Reasons’, select the “Enter Query/Show Last” icon.
This is necessary to clear the screen of Chapman University data from the screen
and initiate a query mode state.

75
Once in ‘query mode’, select the “?” located between the “Action Date” and
“Detailed Reasons” data fields. The following “Detail Reasons” LOV will
display. Select the “Cancel” button to dismiss the “Detail Reasons” LOV.

76
The “Detailed Action Reasons” screen will display. Select the “Exit” icon at
this time.

77
Page 1 of the “Eligibility and Certification” screen will redisplay. Select the
“Next Page” icon.

78
Page 2 of the “Eligibility and Certification” screen displays the U.S Department
of Education’s Title Program data (i.e. all Titles for which the school has been
approved to participate) and the school’s next recertification due date. Select the
“Next Page” or “Previous Page” icon to return to Page 1.

79
Page 1 of the “Eligibility and Certification” screen will display. You may view
“History” within this module by choosing “Options” then “History” from the
PEPS main menu.

80
The current record will display first. Select the “Next Record” icon to view the
next record in ‘History’.

81
The second ‘History’ record will display. You may continue to view ‘History’ by
using the “Previous Record” and/or “Next Record” icons. Select the “Exit”
icon at this time.

82
Page 1 of the “Eligibility and Certification” screen will display. Select the
“Enter Query/Show Last” icon to find another school.

83
Enter “008872” in the ‘OPE ID’ field and select the “Find” icon.

84
The “Schools Matching Search Criteria” screen will display. Select the “OK”
button to retrieve “California School of Medical Sciences” records.

85
Notice the word ‘Reimbursement’ displayed in red type on your screen. This
indicates that this school is currently on the ‘reimbursement method’ of funding
(this method and other funding methods are defined on pages 87-88). When the
school is removed from ‘Reimbursement’, the word ‘Reimbursement’ will no
longer display on this screen. Select the “Stop Pay” button at this time.

86
 STOP PAY/MONITORING (pepsd188)
This screen documents an institution’s Title IV funding methods. It records the
institution’s participation in Title IV funding pertaining to Heightened Cash
Monitoring 1 (HCM 1), Heightened Cash Monitoring 2 (HCM 2), Reimbursement
and/or Stop Pay of Title IV funding. The cash monitoring methods are defined:

Heightened Cash Monitoring 1 – Institutions that are required to obtain Title IV

HEA program funds through the first type of cash monitoring under
§668.162(e)(1) may only submit requests for funds that do not exceed the amount
of the actual disbursements* the institution made to the students and parents
included in the request.

Heightened Cash Monitoring 2 – Institutions that are required to obtain Title IV

HEA program funds through the second type of cash monitoring under
§668.162(e)(2) may only submit requests for funds that do not exceed the amount
of the actual disbursements* the institution made to the students and parents.
Further, the institution must provide documentation that shows that each student
and parent included in the request was eligible to receive and has received the
Title IV HEA program funds for which funds are sought. The Secretary may
modify the documentation requirements and review procedures use to approve the
reimbursement requests.

*The Secretary considers an institution to have made a disbursement if the institution has either credited
a student’s account or paid a student or parent directly with its own funds. 87
Reimbursement – Institutions that are required to obtain Title IV HEA program
funds through the current reimbursement system are required under 668.162(d)(2)
to submit to the Secretary a request for funds that does not exceed the amount of
the actual disbursements* the institution has made to students and parents
included in that request. Further, the institution must provide documentation that
shows that each student and parent included in the request was eligible to receive
and has received the Title IV HEA program funds for which funds are sought.

Stop Pay – Department of ED withholds the authority of the Institution to draw

funds.

*The Secretary considers an institution to have made a disbursement if the institution has either credited
a student’s account or paid a student or parent directly with its own funds.

88
The “Stop Pay/Monitoring” screen displays data regarding the different types of
monitoring, when they were imposed and by whom. Use the ‘Horizontal’ scroll
bar to view more of this rather lengthy screen.

89
After the ‘Case Contact Person’ information, the ‘Last Update Date’ field
concludes the data captured on the “Stop Pay/Monitoring” screen. Select the
“Exit” icon.

90
Page 1 of the “Eligibility and Certification” screen will redisplay. Select the
“Enter Query/Show Last” icon to find another school for review.

91
Enter “034463” in the ‘OPE ID’ field and select the “Find” icon.

92
The “Schools Matching Search Criteria” box will display. Select the “OK”
button to continue.

93
You will notice the words ‘Stop Pay’ displaying in red on your screen. This
indicates that this school is currently on ‘Stop Pay’ status. Once the school is
removed from ‘Stop Pay’, the words will no longer display on this screen. Select
the “Stop Pay” button at this time.

94
The “Stop Pay/Monitoring” screen displays. Use the ‘Horizontal’ scroll bar at
the bottom of the screen to view the remainder of the screen to the right.

95
The far most right of the “Stop Pay/Monitoring” screen will display. Select the
“Exit” icon.

96
Page 1 of the “Eligibility and Certification” screen will redisplay. Select the
“Exit” icon.

97
Waiver - From the main menu bar select “School”, from the first drop down box
select “Eligibility Determination” and from the second drop down box select
“Waiver”.

98
The “Waiver” screen will display. Since the current school under review does
not have “waiver” data, select the “Enter Query/Show Last” icon to find a new
school.

99
To obtain a school that has ‘waiver’ data, enter “001717” in the ‘OPE ID’ field
and select the “Find” icon.

100
The “Schools Matching Selection Criteria” box will display. MacMurray
College is retrieved having met the ‘OPE-ID’ search criteria (i.e. 001717). Select
the “OK” button to continue.

101
‘Exceptions’ to Title IV HEA regulatory requirements or ‘waivers’ approved by
the U.S. Department of Education, are housed on this screen. Data includes types
of waiver(s), effective date(s), expiration date(s), authorization date(s) and
reviewer and office designation associated with each waiver. Select the “Exit”
icon at this time.

102
Informal Appeal - From the main menu bar select “School”, from the first drop
down box select “Eligibility Determination” and from the second drop down box
select “Informal Appeal”.

103
The “Informal Appeal” screen will display. At this time there are no ‘Informal
Appeals’ stored in PEPS. Select the “Exit” icon.

104
Pending Application - From the main menu bar select “More” and from the first
drop down box select “Pending Application”.

105
The “Pending Application” screen will display. This screen lists all applications
that are currently in process within the ‘School Participation Management Team’
oversight. From the “Case Team” field select the down arrow and then select
‘All’ to view ‘all pending applications’.

106
Once you select ‘All’ in the ‘Case Team’ field, select the “Find” icon to perform
the search.

107
The screen will display all applications that are currently pending. Once the “PPA
Counter-signed” field is entered, the data moves to production and is no longer
displayed as a ‘pending application’. Use the ‘Horizontal’ scroll bar located on
the bottom of the screen to view more ‘Pending Application’ data.

108
The remainder of the ‘Pending Application’ screen will display. A brief
description of each data field for this screen is provided on the next several pages.

109
Pending Application data fields are as follows:

– OPE ID – unique school identifier (Office of Postsecondary Education ID)

– School Name – name of the school
– St. – state where the school is located
– Cert Type – P = Provisional, C = Fully Certified, N – Not Certified
– Team Decision – date the School Participation Management Team made their
decision on the application
– PPA Sent/Notify Email Date – date PPA was sent to the school for signature
– School Opened PPA Date – date the school opened the electronic PPA
– ECAR Hard Copy – indicates if school received a hard copy ECAR
– ECAR Mail/Notify Email Date – date school is notified their PPA has been
counter-signed by ED and their electronic ECAR is available
– PPA Counter-signed – date the School Participation Management Team
countersigns the PPA
– PPA Expiration – date the new PPA will expire
– Purpose – indicates the purpose for the application

110
Pending Application data fields continued:

– Submitted – date the school submitted an EAPP to Federal Student Aid for
review
– Case Team – School Participation Management Team responsible for school’s
application and oversight
– Co-Team Reviewed PPA – School Participation Management Co-Team Leader
who reviewed the PPA
– Co-Team Approval – date School Participation Management Co-Team Leader
approved the Teams decision

111
A “<“ symbol located to the right of the “More” button indicates that there is
more than one purpose for this application. You may select the “More” button
for ‘OPE ID: 00104600’ to view all the reasons for which the school submitted its
most current application.

112
A ‘Purposes’ pop-up box will display with a listing of each and every purpose for
which the school submitted its most current application. Select the “OK” button
to dismiss the box.

113
The “Decision” button will display the proposed School Participation
Management Team decision on the school’s application under review, once the
PPA has been signed by the institution and countersigned by the School
Participation Management Team, as the Secretary’s designee. Select the
“Decision” button at the bottom left of the screen.

114
The “Team Recommendation (Recert, Reinstatement, CIO, Merger, Initials)”
screen will display. Select the “SFAPs” button to view which Title IV programs
the institution will be approved for once the PPA is signed by the institution and
countersigned by the School Participation Management Team.

115
The “Certification” screen will display all Title IV programs and their ‘approval’
status and ‘reason’ data. When applicable, schools having lost individual program
eligibility will have ‘Eligible To Reapply Date’ data posted to this screen. Select
the “OK” button to continue.

116
The “Team Recommendation (Recert, Reinstatement, CIO, Merger, Initials”
screen will display again. Select the “Exit” icon to continue.

117
The “Pending Application” screen will display again. Select the “Exit” icon at
this time.

118
Stop Pay/Monitoring selection found on the menu bar provides access to the
same data as the ‘Stop Pay’ button within the “Eligibility and Certification”
module.

119
Select “School”, then “Stop Pay/Monitoring”, and from the second drop down
box select “Monitoring Package”.

120
The “Monitoring Package” screen will display the school’s “monitoring” data:
‘Type’ of monitoring package (i.e. ‘reimbursement’ or ‘cash monitoring 2’),
‘Receipt Date’, ‘Requested Amount’, ‘Process Date’,‘Approved Amount’ and ‘Total
Not Approved’. Select the “Exit” icon.

121