Guide to Assist Users with Dear Colleague Letter G-03-348

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Guide to Assist Users with Dear Colleague Letter
G-03-348 September 2006
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• INDEX
• Page
• Eligibility and Certification for Title IV 4
• EAPP Info Box 11
• SFAP Certification 22
• Officials and Directors 36
• Foreign School US Admin Office 48
• Foreign Schools Case Team Contact Information 52
• Student Aid Report Information (SAR) 52

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• This guide was created as a tool to assist
  Guarantors in their compliance with Dear
  Colleague Letter (DCL) G-03-348, subject Foreign
  Schools posted on 08/25/2003.
• A copy of DCL G-03-348 may be found at the
  following link
• http//ifap.ed.gov/dpcletters/G03348.html

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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.
5
Page 1 of the Eligibility and Certification
screen will display. Enter 034564 in the OPE
ID field within the Header Block and then select
the Find icon.
6
The Schools Matching Search Criteria screen
will display. Select the OK button to continue.
7
The following school is Eligible for Loan
Deferment Only (Eligibility Status Eligible
checked and Loan Deferment checked
Certification Status Not Certified radio box
selected). Each of these three conditions must
be true. NOTE Schools Eligible for Loan
Deferment Only are not required to have a Program
Participation Agreement (PPA). The different
types of eligibility/certification are explained
on the following pages.
8

• Eligible for Loan Deferment Only School has
  been designated as an eligible institution so
  that its students may receive deferments under
  federal student loan programs. The institution
  may also apply to participate in federal HEA
  programs other than Title IV student financial
  aid programs, including the Hope and Lifetime Tax
  Credits.
• Timeframe for Renewal Secretary of Education
  notifies the school for renewal consideration.
• Eligibility Status
• Eligible checked
• Loan Deferment checked
• Certification Status
• Not Certified radio box selected
• Program Participation Agreement (PPA)
• Expiration Date not required

9

• Eligible for Loan Deferment and Provisionally
  Certified to Participate in Title IV School has
  been designated as eligible and certified.
  However, the Secretary determined that the
  institution does not fully meet the factors of
  financial responsibility or the standards of
  administrative capability. An institution is
  provisionally certified for other reasons
  including its initial participate, after it has
  undergone a change in ownership that resulted in
  a change of control, the institutions
  participation has been limited or suspended under
  Subpart G, the institution voluntarily enters
  into provisional certification, the certified
  institutions accreditor lost recognition by the
  Secretary of Education or the institution sought
  recertification after the expiration of their
  program participate agreement.
• Timeframe for Renewal Period of participation
  cannot exceed 3 complete award years.
• Eligibility Status
• Eligible checked
• Loan Deferment checked
• Certification Status
• Provisionally radio box selected
• Program Participation Agreement (PPA)
• Expiration Date must not be blank.
• NOTE The Secretary may revoke the institutions
  provisional certification for participation if
  the Secretary determines that the institution is
  unable to meet its responsibilities under its
  program participation agreement.

10

• Eligible for Loan Deferment and Fully Certified
  to Participate in Title IV School has been
  designated as eligible and certified. It meets
  all the eligibility, financial and administrative
  requirements.
• Timeframe for Renewal Period of participation
  cannot exceed six years.
• Eligibility Status
• Eligible checked
• Loan Deferment checked
• Certification Status
• Fully Certified radio box selected
• Program Participation Agreement (PPA)
• Expiration Date must not be blank.
• NOTE If the Secretary determines that the
  institution is unable to meet its
  responsibilities under its program participation
  agreement, the institution is terminated under
  the proceedings of Subpart G.

11
Note the EAPP Info Box (or section) located in
the lower left of the screen. This new feature
was added to PEPS on April 19th, 2004. Detailed
information regarding this sections data is
discussed on the following page.
12

• 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 School Participation Management
  Team, 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. )

13

• The EAPP Info Box contains the following
  fields
• Application 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
  Federal Student Aid 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
• Eligibility Only

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• Purpose (continued)
• Financial Aid Administrator
• Foreign Grad Med Sch Approval of Authorizing
  Entity
• Foreign Grad Med Sch Authorizing Entity
• Foreign Grad Med Sch Clinical Programs Located
  in the U.S.
• Foreign Grad Med Sch Length of Program
• Foreign Sch Degree Authorization
• Foreign Sch Facility at Which You Provide Grad
  Med Instruction
• 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

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• Purpose (continued)
• Other Purpose
• Reapproval (Recertification)
• Redesignation of Main Campus
• Reinstatement
• Short-Term Training Program
• State Authorizing Agency
• Third Party Servicer
• Status Indicates the current status of the
  EAPP
• Not Submitted the school has started an EAPP,
  but has not yet submitted the EAPP to Federal
  Student Aid for review.
• Assigned EAPP has been assigned to a School
  Participation Management Team Analyst but the
  review has not started.
• Review Started EAPP is currently under review
  by a School Participation Management Team
  Analyst.
• Review Completed the School Participation
  Management Team Analyst has completed their
  review of the EAPP.
• ECAR Completed the School Participation
  Management Team has completed their review and
  the documentation to send to the school has been
  prepared.
• Co-Team Leader Disapproved Co-Team Leader sent
  the EAPP back to the Analyst for changes.
• Pending PPA Execution Date School Participation
  Management Team is awaiting for the school to
  sign and return two copies of the Program
  Participation Agreement (PPA), so that Federal
  Student Aid can countersign the PPA. Applies
  only to initial, change in ownership,
  recertification, reinstatement or merger
  applications.

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In this example, the EAPP Info Box reveals that
this school has started an EAPP although it has
not yet submitted or designated the purpose.
Select the Officials on App button.
17
The Officials from Current EAPP Application
window will display the following data NAME
officials name as provided on the EAPP SCHOOLS
TITLE officials title at the school
APPLICATION CONTACT schools contact for
information person reported on the EAPP
APPLICATION REP any person or firm the school
wishes to designate as an agent to represent the
school in matters related to the EAPP EMAIL
ADDRESS officials email PHONE officials
phone number. Select the OK button to dismiss
the window.
18
Select the Enter Query/Show Last icon to find
another school.
19
The cursor will be in the Lower Block of the
screen. Select the Switch Blocks/Cancel Query
icon to move the cursor to the Header Block.
20
Enter 036193 in the OPE ID field and then
select the Find icon.
21
The Schools Matching Search Criteria screen
will display. Select the OK button to continue.
22
Page 1 of the Eligibility and Certification
screen will display. This school is Eligible for
Loan Deferment and Provisionally Certified to
participate in Title IV (Eligibility Status
Eligible checked and Loan Deferment checked
Certification Status Provisionally radio box
selected PPA Execution Date must not be
blank). Each of these four conditions must be
true. Select the SFAP button to identify which
Title IV programs the school is approved to
participate in.
23
The Program Certification screen will display
the current Title IV program certification status
for the school. Ensure that the school is
approved for the type of loan students are
applying for (i.e. FFEL Staff, FFEL Staff
Unsub and/or FFEL Plus). Use the horizontal
scroll bar to view the remainder of this screen.
NOTE If a school is not approved for FFEL PLUS,
more than likely the school only offers graduate
level programs. If a school is approved for FFEL
PLUS, please ensure the school is offering
undergraduate programs prior to approving the
loan.
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The remainder of the Program and Certification
screen will display. To view history for each
program you may select the History button which
corresponds with the SFA Program you desire.
Select the History button for FFEL Staff at
this time.
25
The History screen will display an entry for each
review of certification and will display if the
SFA Program was ever disapproved and the reason
for disapproval. Select the Exit icon.
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The Program and Certification screen will
display. Select the Exit icon.
27
Select the Enter Query/Show Last icon to find
another school.
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Enter 005034 in the OPE ID field and then
select the Find icon.
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The Schools Matching Search Criteria screen
will display. Select the OK button to continue.
30
Page 1 of the Eligibility and Certification
screen will display. This school is Eligible for
Loan Deferment and Fully Certified to participate
in Title IV (Eligibility Status Eligible
checked and Loan Deferment checked
Certification Status Fully Certified radio
box selected PPA Execution Date must not be
blank). Each of these four conditions must be
true. Select the SFAP button to identify which
Title IV programs the school is approved to
participate in.
31
The Program Certification screen will display
the current Title IV program certification status
for the school. Ensure that the school is
approved for the type of loan students are
applying for (i.e. FFEL Staff, FFEL Staff
Unsub and/or FFEL Plus). Use the horizontal
scroll bar to view the remainder of this screen.
NOTE If a school is not approved for FFEL PLUS,
more than likely the school only offers graduate
level programs. If a school is approved for FFEL
PLUS, please ensure the school is offering
undergraduate programs prior to approving the
loan.
32
The remainder of the Program and Certification
screen will display. To view history for each
program you may select the History button which
corresponds with the SFA Program you desire.
Select the History button for FFEL Staff at
this time.
33
The History screen will display an entry for each
review of certification and will display if the
SFA Program was ever disapproved and the reason
for disapproval. Select the Exit icon.
34
The Program and Certification screen will
display. Select the Exit icon.
35
Page 1 of the Eligibility and Certification
screen will display. Select the Exit icon.
36
Verifying Schools Loan Certification Official -
From the main menu bar select School from the
first drop down box select School Profile and
from the second drop down box select Officials
and Directors.
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The Officials and Directors screen will display
school officials in a grid format. Officials
display on this screen after the approval process
has completed by the Case Team. To view data for
an official in a full screen mode, place the
cursor in the officials Name/Job Title field
you wish to view and then select the Details
icon.
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The official selected will display in a full
screen mode. Officials are considered current in
PEPS when the End Date field within the
Official section of this screen is blank.
Officials may wear many hats and these may be
identified within the Positions section of this
screen. Fields within the Positions section
are Title the EAPP Title that closest matches
the position served Schools Job Title the
Officials true title at the school End Date
date the Official stopped serving in that
position.
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In the lower right corner of the screen are four
categories. Dear Colleague, Application
Signature, Application Contact and
Application Rep (see next page for detailed
definitions of each). If Application Contact
and/or Application Rep are checked signifies
the school official to contact when confirming
the individual that signed the loan certification
form is authorized to submit and sign on behalf
of the school.
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• DETAILED CATEGORY DEFINITIONS
• Dear Colleague School Official identified on
  the EAPP to receive all ongoing correspondence
  and publications concerning federal student
  financial aid (from Question 13 on EAPP).
• Application Signature School Official whom
  signed the current EAPP (from Section L on EAPP).
• Application Contact School Official designated
  as the contact for data submitted (from Question
  14 on EAPP).
• Application Rep Person outside of the School
  whom the School has designated to act as a
  representative for the School (from Question 70
  on EAPP).
• NOTE If any of these officials have changed
  and are not noted in PEPS nor in a pending EAPP,
  please advise the institution to submit an
  updated application via the EAPP. If the
  guarantor has sufficiently confirmed and
  documented that the appropriate individuals has
  completed the loan application, then the
  guarantee process does not need to wait for the
  name change (if appropriate) to appear in PEPS.

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If the person who signed the loan certification
form is listed as one of the officials in PEPS,
you may call that individual to confirm the
student is enrolled and the loan certification
was submitted by that official. Telephone and/or
Fax numbers for Domestic schools are noted to the
right of the Officials address. Telephone and/or
Fax numbers for Foreign school Officials may be
found by selecting the Globe located under the
State field of the Officials address.
42
The Province, Country, Mail Code as well as
the Officials Phone and Fax numbers will
display. Select the OK button to dismiss the
pop-up window.
43
The Officials Email address field is located
to the right of the State field.
44
As mentioned earlier, the EAPP Info Box
displays if the school has an application
in-process. New Applications normally provide
updates to Officials and their address, phone,
fax and email data. As this screen shows, the
school submitted an EAPP on 12/10/2003. Select
the Officials on APP button to view the new
data.
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The Officials from Current EAPP Application
window will display. PEPS shows Dr. John D.
Gerhart as the schools President, however the
EAPP submitted on 12/10/2003 shows Dr. David
Arnold as the schools President. Be sure to
use the more recent data to assist you in
resolving contact issues with the school. Select
the OK button to dismiss the pop up window.
46
The Officials and Directors screen will
display. Select the Exit icon.
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The Officials and Directors grid screen will
display. Select the Exit icon.
48
Foreign School US Admin Office - 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.
49
The Foreign School General screen will
display. Select the US Admin Office button to
continue.
50
The screen will display in a grid format. Use
the horizontal scroll bar to view the remainder
of the screen.
51
The screen will display a Contact, Email,
Phone and Fax for the U.S. Admin Site. This
person may be the individual authorized to sign
the loan certification form on behalf of the
school. Select the Exit icon to continue.
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• Contact the School Participation Management
  Foreign Schools Team at 202-377-3168 or via email
  at osfa.foreign.schools.team_at_ed.gov if you have
  any questions or need assistance.
• SPECIAL INSTRUCTIONS For those schools that
  cannot receive electronic Student Aid Reports
  (SAR), the school must request a SAR from the
  Department. The contact person for this
  information is
• Valerie Conrad [phone] valerie.conrad_at_ed.g
  ov