NSLDS Suspense Management

Purpose:  Use this document as a reference on how to review NSLDS FAH/TM response records that do not successfully load into ctcLink

Audience: Financial Aid staff

Once the Process NSLDS Files process is complete the EC Queue Instance number created will assist users in finding and reviewing suspended NSLDS files.  

NSLDS Suspense Management

Process Monitor

Navigation:  Main Menu > Financial Aid > File Management > NSLDS > Process NSLDS Files > Process Monitor

 

  1. From the Process Monitor page select the Details link.
  1. From the Process Detail select the Message Log link.
  1. Select the Last link to view the end of the process and locate the EC Queue Instance number.
Message Log Last Link
EC Queue Instance Number

If multiple files have been loaded it is possible that there could be more than one EC Queue Instance number created during processing.  Look through the message log and note all instances and review.

Review the NSLDS Suspense Management List

Navigation:  Main Menu > Financial Aid > File Management > NSLDS > NSLDS Suspense Management

Enter the following data:

  • EC Queue Instance
  • Load Status = Suspended
  • Select Search

The search can be also be narrowed to the:

  • EC Transaction ID
  • School Code
  • Load Status

By narrowing the search to EC Transaction ID a user can limit the type of file load they are viewing.

EC Transaction ID

When the NSLDS Suspense Management page opens a viewer will have various fields and possibly pages to review to determine the outcome of the suspended file.  

NSLDS Suspense Management - Page Details

The system displays the EC Transaction ID (electronic commerce transaction ID) and EC Queue Instance. The valid EC Transaction ID values are FAHEXTOP (Financial Aid History file) and TRALRTOP (Alert file).

Load Status

The system displays one of these values:

  • Error: An error occurred while trying to process this record from the staging tables. Records with this status are not picked up by the batch process. Refer to the Error Code description below.
  • Loaded: The record successfully loaded from the NSLDS staging tables into the application tables.
  • Skipped: This status is either set manually on the Suspense Management page or by the batch process when Search/Match parameters are set to 'Ignore'. Records with this status are not picked up by the batch process. Refer to the Skip Reason description below.
  • Suspended: The record did not load into the application tables because it did not meet the NSLDS load parameters. Records with this status are picked up by the batch process. Refer to the Suspend Reason description below.
  • Unprocessed: The FA Inbound process loaded the record loaded into the NSLDS staging tables, but the Process NSLDS Load process has not yet been run for the record. Records with this status are picked up by the batch process.

NSLDS Manual Load Parameters

  • ID: For records with a Load Status of Loaded, this field shows which ID the NSLDS data was loaded to - For records with a Load Status of Skipped or Suspended, the ID field may be blank or populated with one of the Search/Match results - For records with a Load Status of Suspended or Unprocessed records, you can use this field in conjunction with the ID Lock check box to manually match an ID to incoming NSLDS data.
  • ID Lock:  Select to match the Suspended or Unprocessed NSLDS record to the specified ID. This works in conjunction with the ID field. In order to use the ID Lock option, the ID field MUST be populated. Using this option essentially bypasses Search/Match the next time this record is processed. Although Search/Match is bypassed, the record must still meet the other NSLDS Data Load Parameters in order to load to the application tables.
  • Recycle:  This is set by the NSLDS load process if a student's NSLDS record cannot be loaded into the application tables because it does not meet the NSLDS Data Load Parameters.
  • Skip/Done: This is set by the system when the NSLDS record has been loaded to the application tables or if the record has been skipped/ignored (either manually or by the batch routine). To manually set the Load Status to Skipped, select this radio button and select the Process NSLDS button.
  • Process NSLDS: Select this button to perform the selected action: Recycle or Skip/Done.
  • School Code:  Displays the School Code value reported in the NSLDS file.
  • Branch Code:  Displays the Branch Code value reported in the NSLDS file.
  • Transaction Process Date: Displays the date when NSLDS generated the incoming NSLDS data

Load Information

  • Process Instance:  Displays the most recent process instance of when this record was processed through the batch load routine.
  • Process Date:  Displays the most recent process date of when this record was processed through the load routine   (either online or through the batch routine).
  • Max Match Level:  Displays the Search/Match level at which the NSLDS record was matched to an ID.

Note: Records with a Load Status of Error, Suspended or Skipped have an associated reason or code displayed. No reason or code is displayed for records having a Load Status of Unprocessed or Loaded.

Suspend Reason:   Displays the reason the record was suspended and not loaded into the application tables.

  • Data Load Parameters not found: Data Load Parameters were not found for the School/Branch code combination on this NSLDS record.
  • Effective Date Conflict: The record passed Search/Match but the Transaction Process Date is older than the student's current Effective Dated row in the NSLDS application tables.
  • Multiple Matches Found: Search/Match found multiple matches and the action in NSLDS Data Load Parameters is set to 'Suspend' for the designated Search/Match level. If multiple matches were found, the ID field is blank.
  • No Match Found: Search/Match found no matches and the No Match Found action in NSLDS Data Load Parameters is set to 'Suspend'.
  • One Match Found: Search/Match found one match and the action in NSLDS Data Load Parameters is set to 'Suspend' for the designated Search/Match level. If one match was found, the ID field is populated.

Skip Reason:  Displays the reason the record is skipped and not loaded into the application tables.

  • Manually set to Skip: The user manually set this record to Skip/Done on the NSLDS Suspense Management page.
  • No Match Found: Search/Match found no matches and the No Match Found action in NSLDS Data Load Parameters is set to 'Ignore'.
  • Multiple Matches Found: Search/Match found multiple matches and the action in NSLDS Data Load Parameters is set to 'Ignore' for the designated Search/Match level. If multiple matches were found, the ID field is blank.
  • One Match Found: Search/Match found one match and the action in NSLDS Data Load Parameters is set to 'Ignore' for the designated Search/Match level. If one match was found, the ID field is populated.

Error Code:   Displays the reason the record was set to Error and not loaded into the application tables. Invalid SSN Encountered: The SSN on this record is outside the valid range (001010001  999999999).

Student Information

  • Social Security #:  Displays the student's current SSN maintained by the NSLDS and reported in the FAH/Alert files
  • Last Name:  Displays the student's current last name maintained by the NSLDS and reported in the FAH/Alert files
  • First Name:  Displays the student's current first name maintained by the NSLDS and reported in the FAH/Alert files
  • Date of Birth:  Displays the student's current birth date maintained by the NSLDS and reported in the FAH/Alert files
  • Inform Last Name:  Displays the last name reported by the institution in the NSLDS Inform file or online. This information is returned to the school in the FAH/Alert file.
  • Inform First Name:  Displays the first name reported by the institution in the NSLDS Inform file or online. This information is returned to the school in the FAH/Alert file.
  • Inform Date of Birth:  Displays the date of birth reported by the institution in the NSLDS Inform file or online. This information is returned to the school in the FAH/Alert file.

Change Flags

  • Change Flags:  These flags are only populated on Alert files and indicate where changes have been detected on the student's NSLDS record which may affect eligibility. Valid values are Y: Yes and N: No. These fields are blank for FAH files.
Reviewing and Updating Suspended Files

When reviewing the NSLDS Suspense Management page, determine the Suspend Reason to decide the next action taken.

When working on suspense resolution, a user can note the Transaction Process Date and Suspend Reason and then compare it to what is on the View NSLDS Loan Data page for most Suspend Reasons.

In the example the Transaction Process Date is older than the date on the View NSLDS Loan Data page.  

The record will need to be skipped so it does not continue to be read and attempt to load during the Process NSLDS Files process.

Use the following to skip a record from the NSLDS Suspense Management page:

  1. Select the Skip/Done Radio Button.
  2. Select the Process NSLDS Button.
  3. Select Save.

If the record needs to be loaded, use the following steps:

  1. Mark the ID Lock box as "checked".
  2. Select Process NSLDS.
  3. Select Save.

You have successfully completed the NSLDS Suspense Management process.

End of procedure.