Posted Date: February 14, 2019
Author: | Federal Student Aid |
Subject: Resend Record to Matches Functionality Available in FAA Access to CPS Online to Streamline SAVE Third Step Verification Process
Federal Student Aid (FSA) is pleased to announce new functionality in FAA Access to CPS Online and a new procedure to assist Financial Aid Administrators (FAAs) with the third step verification process. This functionality will be implemented on February 17, 2019.
Third step verification is required to confirm Title IV eligibility for students who claim to be eligible noncitizens, but fail the first and second DHS match steps. In other words, records that receive a ‘C’ code and comments: 068, 141, 142, 046, 105 or 109 on the Institutional Student Information Record (ISIR).
The Resend Record to Matches process is necessary to create a new DHS Verification Number after you have reviewed a student’s Response screen in the DHS SAVE system and have determined that a third step verification cannot be completed. For example, when the Case Status is “Closed” or the SAVE Response does not match the immigration documentation the student provided.
A new field was added to FAA Access to CPS Online in Corrections, “Resend Record to Matches.” FAAs can use this field to resend a student’s record to matching agencies. The submitted correction record generates a new ISIR. The ISIR’s updated DHS Match flags will often confirm the student’s eligibility. If the student’s eligibility is not confirmed, a new DHS verification number is provided to resubmit the third step verification request through SAVE.
The new process replaces the “Requesting a new DHS Verification Number” section (pages 32 through 34) of the SAVE Instructions for School Users 2.0 document.
When is it necessary to Resend a Record to Matches? The reasons have changed since the SAVE system was implemented for schools in June 2018. Now, you will use the “Resend Record to Matches” field in Corrections on the FAA Access to CPS Onlinewebsite if you receive one of the following two scenarios in the SAVE system:
Instructions for handling the other SAVE Response screens can be found in the “Review the SAVE Response to Determine How to Proceed” section of the SAVE Instructions for School Users 2.0, beginning on page 22.
Be sure that the student’s immigration documentation supports an eligible noncitizen status by comparing the documentation to the descriptions and examples in Volume 1, Chapter 2 of the FSA Handbook to determine if it supports an eligible status.
Confirm that the student’s ISIR contains the correct data as follows:
Using The Resend Record to Matches Field in FAA Access to CPS Online:
1. | Click on the drop down box next to “Resend Record to Matches.” |
2. | Select “Yes,” from the drop down menu. |
3. | Click on the orange “Submit” button. |
CPS will generate a new ISIR transaction in FAA Access to CPS Online in 3 to 5 business days. If you are using third party software, and do not at first see a new ISIR, check that you have pulled in the latest ISIR transaction.
Check the new ISIR DHS Match Flags in FAA Access to CPS Online in Student Inquiry by either comparing transactions or by viewing the FAA Information page. More information on using these two methods can be found in the SAVE Instructions for School Users Version 2.0 on IFAP. The DHS Match flags consist of three key indicators:
If “Eligible Noncitizen Status Confirmed,” appears in the DHS Match Flag field, or “Citizenship confirmed” in the DHS Secondary Confirmation flag field, use this ISIR to process the student’s Title IV aid. Do not check the student’s case in the SAVE system, as the “Case Status” will be “Case Closed.”
If the DHS Match Flag shows “Confirmation in Continuance,” wait up to 10 business days for a new system-generated ISIR with updated DHS Match Flags. If a system-generated ISIR is not received within 10 business days, use the DHS Verification Number on the most recent ISIR transaction to submit the student’s record through the SAVE system.
If the DHS Secondary Confirmation Flag shows: “Citizenship not confirmed,” or “DHS did not have enough information to determine the student’s status,” use the new DHS Verification Number to submit the student’s record through the SAVE system.
If the DHS Match Flags and/or the DHS Verification Number have not changed, check again that you have properly followed all the previous instructions. This issue occurs most often when the student’s ARN field is blank or the Citizenship Status is not Eligible Noncitizen. If this data is correct, reach out to the Application Processing Division.
Send an email to [email protected] with “DHS Verification Number Did Not Change” in the subject line. In the body of the email, provide us with only the student’s current DHS Verification Number. DHS Verification Numbers are not PII and do not require encryption. Never send PII, such as date of birth and social security number, unencrypted over the internet. As an alternative, you can call the Application Processing Division at (202) 377-4600 and leave a message with your name, your contact information, and the student’s DHS Verification Number.
Attached to this Electronic Announcement are the presentation slides. To watch a short training video click here: https://www.youtube.com/watch?v=V8lOCrWfJj0&feature=youtu.be. Other useful information, such as how to submit a student’s record for third step verification, can be found in the SAVE Instructions for School Users 2.0.
A DHS-SAVE, Eligible Noncitizen link has been established on the Information for Financial Aid Professionals (IFAP) website located under the “Information Links” on the right side of the IFAP website. This serves as a repository for all Electronic Announcements; SAVE system instruction documents; Federal Student Aid Handbook, Volume I, Chapter 2: U.S. Citizenship and Eligible Noncitizens; and other information related to eligible noncitizen issues.
Need Help?
For the timeliest response, email your questions to:
(NOTE: Do not call the SAVE Call Center because they do not have a full understanding of our unique access).
Attachments/Enclosures:
Resend Record to Matches Presentation in PDF Format, 413KB, 10 Pages
Publication Date: 2/14/2019