Postsecondary Education Participants System Training Guide

1. Postsecondary Education Participants System Training Guide September 2013 Volume V (Visit our webpage @ www2.ed.gov/offices/OSFAP/PEPS)

2. INDEX - Volume V Page • Online Queries and Data Extracts: • School Information Queries 3 • Accreditation Queries 8 • Eligibility and Certification Queries 16 • AAA Monitoring Queries 35 • Direct Loan Program Queries 42 • Program Review Queries 54 • Closed School Queries 62 • Default Management 70 • Logoff of PEPS 79

3. From the PEPS main menu bar select “School”, from the first drop down box select “School Profile” from the second drop down box select “School Information” and from the third drop down box select “School Information Query”.

4. To prepare an extract of “all schools with an application in-process”, select the “Enter Query/Show Last” icon.

5. Select the “Application In-process” check box (i.e. make sure it has a check in it) and then select the “Find” icon.

6. The “Schools Matching Search Criteria” box will display with all schools that have ‘applications in-process’. With your cursor on any one of the schools, select the “OK” button.

7. University of Montevallo's data displays with information that an application with a start date of 15/12/2005 is ‘in-process’. Note, if you wish to create an extract so that you can review the data of all the schools retrieved in this query, in one report, you would select the “Extract File” icon. Instead, let’s begin a new query; select the “Exit” icon to continue.

8. From the PEPS main menu bar select “School”, from the first drop down box select “School Profile” and from the second drop down box select “Accreditation”.

9. To prepare an extract of “all schools that are currently accredited by the Association of Theological Schools in the USA and Canada (ATSUSC)”, select the “Enter Query/Show Last” icon to dismiss the current ‘accreditation’ data from the screen. This action will also place the system in a query mode so you can query for ‘ATSUSC’ accredited schools.

10. The screen will clear and you will find that the cursor will be in the ‘Header Block’. Select the “Switch Blocks/Cancel Query” icon to move the cursor to the ‘Lower Block’. Select the “?” button to the right of the “Agency” field.

11. The “Accrediting Agency” data window will display. Find and click on ATSUSC - Association of Theological Schools in the USA and Canada, then select the “OK” button.

12. Enter :ED in the ‘End Date’ field and select the “Find” icon.

13. An “Query/Where” screen will pop up. This is where the statement(s) are written that define the parameters you selected for a query (i.e. here is where you will define what the ‘values’ or ‘ed’ that were used for ‘end date’, is supposed to do). Enter :ed is null . Now what this means is that no end date should exist, that the field in which you keyed in ‘ed’ in this query, should be blank. Select the “OK” button.

14. The “Schools Matching Search Criteria” box will display all schools that are currently accredited by ‘ATSUSC’. In other words, these schools whose accreditation screen in PEPS lists ‘ATSUSC’ as either the primary or secondary accreditor, and there is no ‘end date’. With the cursor on any school, select the “OK” button. This example selects Denver Seminary.

15. Denver Seminar’s accreditation data displays, listing ‘ATSUSC’ as its primary accreditor since 2002, and there is no end date. Should you select another school from the list, it also should list ‘ATSUSC’ as its current accreditor. As mentioned with the conclusion of the last query, if you wish to create an extract you will need to select the “Extract File” icon. Instead, select the “Exit” icon to run a new query.

16. Eligibility Determination - 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”.

17. Let’s perform a query to retrieve all “fully certified and/or provisionally certified ‘Main’ schools within the U.S. and Trust Territories”. Select the “Enter Query/Show Last” icon. Note: This query is being performed in the ‘Header Block’, hence it will retrieve ‘main’ schools only, no additional locations will be retrieved.

18. The screen will clear. Use the Horizontal scroll bar at the bottom of your screen to the ‘State’ field and click in it. Or, if the cursor is already in any field within the ‘Header Block’, simply use the ‘Tab’ key, and continue to tab until you reach the “St” field. Enter :s in the “St” field.

19. Use the horizontal scroll bar again until you reach the “Elig” field. ‘Click on’ the “Elig” indicator or put a check in this box. Next scroll two (2) fields over and enter :c in the “Certified” field. Select the “Find” icon.

20. The “Query/Where” screen will display. Enter :s is not null and :c <> ‘N’ (in essence, the request is for the ‘state field to be filled’ and the ‘certification status to equal either full certification or provisional certification’). When you have carefully completed entry of the parameters seen below, select the “OK” button.

21. The “Schools Matching Search Criteria” screen will display. Select the “OK” button. Select any of these schools to verify that it meets the criteria as a fully certified or provisionally certified main school within the U.S. and Trust Territories. If you wish to create an extract, select the “Extract File” icon. Otherwise, select the “OK” button now.

22. Let’s perform a query of “all Fully Certified and/or Provisionally Certified, Foreign, ‘Main’ schools”. Select the “Enter Query/Show Last” icon to clear the screen.

23. The screen is clear of all school data and the cursor is in the ‘Lower Block’. Select the “Switch Blocks/Cancel Query” icon to move the cursor to the ‘Header Block’ so that only ‘main’ schools are retrieved for the next query.

24. Use the horizontal scroll bar at the bottom of your screen to move right within the ‘Header Block’ fields, over to the ‘State’ field. Enter :s in the “St” field.

25. Use the horizontal scroll bar again until you reach the “Elig” field. ‘Click on’ the “Elig” indicator and then enter :c in the “Certified” field. Select the “Find” icon.

26. The “Query/Where” screen will display. Enter :s is null and :c <> ‘N’ as shown in the screen captured below. In essence the request is that the ‘state’ field be blank (as would be for a foreign school having only country and province data), and that the school be certified ( having to be either ‘full’ or ‘provisional’). or that its certification status not be equal to: ‘not certified’. Select the “OK” button to initiate the search.

27. The “Schools Matching Search Criteria” box will display. Select any one that you want to verify that it is in fact either a Fully Certified and/or Provisionally Certified, Foreign, ‘Main’ school, then select the “OK” button.

28. If you wish to create an extract you will need to select the “Extract File” icon. However, to perform a query to find “all currently Eligible, Fully Certified or Provisionally Certified, ‘Main’ schools in the U.S., Trust Territories and Foreign that are no longer certified for FFEL”, select the “Enter Query/Show Last” icon.

29. The screen will clear and the cursor will be in the ‘Lower Block’. Select the “Switch Blocks/Cancel Query” icon to move the cursor to the ‘Header Block’.

30. Use the scroll bar to move the ‘Header Block’ to the “Elig” field. ‘Click on’ the “Elig” indicator then enter :c in the “Certified” field.

31. Continue using the scroll bar right to the “FFEL Cert” field and enter :ffel in the “FFEL Cert” field and then select the “Find” icon. This query will find “all currently eligible, certified ,‘Main’ schools within the U.S. or Trust Territories and Foreign schools that are not currently certified for FFEL”. Note: ‘Loan Deferment Only’ schools are not included in this query.

32. The “Query/Where” screen will display. Enter :c <> ‘N’ and :ffel <> ‘Certified’ and then select the “OK” button.

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

34. If you wish to create an extract you will need to select the “Extract File” icon. Otherwise, select the “Exit” icon to run another query from another module.

35. AAA Monitoring - From the main menu bar select “School” and from the first drop down box select “AAA Monitoring”.

36. The “AAA Administrative Actions Public Query” screen will display. To perform a query to find all schools where the final result is “Termination”, “Termination/Fine” or “Termination (Medical Only)” select the “Enter Query/Show Last” icon.

37. The screen will clear and your cursor will be in the header block. Select the “Switch Blocks/Cancel Query” icon to move the cursor to the lower block.

38. Using the horizontal scroll bar, scroll over until you see the “Action Final” column. Enter “:af” in the “Action Final” field and select the “Find” icon.

39. The “Query/Where” screen will display. Enter :af in (‘T’,’TF’,’TM’) and select the “OK” button.

40. The “Schools Matching Selection Criteria” listing screen will display the results of your query. Select the “OK” button to continue.

41. If you wish to create an extract you will need to select the “Extract File” icon. Select the “Exit” icon to continue.

42. From the main menu bar select “School”, from the first drop down box select “Direct Loan Program” and from the second drop down box select “Direct Loan Basic Information”.

43. The “Direct Loan Basic Information” screen will display. Let’s perform a query to find “all schools that are participating in Direct Loans”. Select the “Enter Query/Show Last” icon.

44. The screen will clear. Enter :SD in the “Start Date” field and :ED in the “End Date” field. Select the “Find” icon.

45. The “Query/Where” screen will display. Enter “:sd is not null and :ed is null” then select the “OK” button.

46. The “Schools Matching Search Criteria” box will display. Select the “OK” button.

47. If you wish to create an extract you will need to select the “Extract File” icon. Select the “Exit” icon to continue.

48. From the main menu bar select “School”, from the first drop down box select “Direct Loan Program” and from the second drop down box select “Direct Loan Basic Information”.

49. The “Direct Loan Basic Information” screen will display. Let’s perform a query to find “all schools that are no longer participating in Direct Loans and have an end reason code of : 07 (Default Rate), 13 (Voluntarily Withdrawal from Title IV), 50 (Voluntarily Withdrawal from Direct Loan), 51 (Voluntary Deferral of Direct Loan Participation) or 52 (Termination from Direct Loans)”. Select the “Enter Query/Show Last” icon.

50. The screen will clear and the cursor will be in the ‘Lower Block’. Enter :SD in the “Start Date” field, :ED in the “End Date” field and :e in the “End Reason” field. Select the “Find” icon.