Process Guide for

Renewal Application
Data (RAD)

2005-2006

U.S. Department of Education

 TABLE OF CONTENTS

Overview............................................................................................................................................ 1

Preface ............................................................................................................................................ 1

What’s New for 2005-2006?.............................................................................................................. 2

Changes .......................................................................................................................................... 2

2005-2006 Schedule .......................................................................................................................... 5

Important Renewal Application Dates ........................................................................................... 5

Eligibility for the Renewal Application Process................................................................................ 7

School Eligibility to Make Paper Renewal FAFSA Requests........................................................ 7

Student Eligibility to Participate in the Renewal Application Process .......................................... 8

Renewal Application Process ............................................................................................................ 9

Questions & Procedures for the Renewal Application Process ..................................................... 9

What does the student automatically receive as part of the renewal process?......................... 9

What do I need to do if I want my students to receive a Renewal Reminder? ...................... 10

What do I need to do if I want my students to receive a paper Renewal FAFSA?................ 10

What are the important dates I need to remember?................................................................ 11

What are my paper Renewal Application request options? ................................................... 11

How do I make a paper Renewal Application request? ......................................................... 12

What happens if I request a paper Renewal FAFSA for a student who does not have a
deliverable address? ............................................................................................................... 15

When will my paper Renewal Application request be processed? ........................................ 15

I received an EREP06OP file. What is it and what do I do with it? ..................................... 15

How do I determine if a student received a Renewal Reminder or a paper Renewal

FAFSA?.................................................................................................................................. 21

September 2004 (2005-2006) RAD Process Guide i

 What happens to students who submit their 2004-2005 FAFSA after October 4, 2004? ...... 22

I received a PINR06OP File. What is it and what do I do with it? ....................................... 22

Helpful Hints ................................................................................................................................ 26

Record Layouts ................................................................................................................................ 28

Where can I find the Renewal Application record layouts?......................................................... 28

Getting Help..................................................................................................................................... 29

How do I get help? ....................................................................................................................... 29

September 2004 (2005-2006) RAD Process Guide ii

Overview

Preface
Each year the Central Processing System (CPS) creates a Renewal Free Application for Federal
Student Aid (FAFSA) for students who are eligible to participate in the renewal application
process. The Renewal FAFSA is a tremendous time-saver for students because most of the
information they provided on their prior-year application is carried forward and pre-printed on
their Renewal FAFSA. Students need only answer certain income and asset questions and
update other information if it has changed from the previous year.

The Renewal Application Data (RAD) Process Guide is designed to meet the reference needs of
financial aid administrators, programmers, and data processing staff. It provides useful
information about the 2005-2006 renewal application process, including a summary of the major
changes to the process and the form, a schedule of important dates, and procedures for requesting
paper Renewal FAFSAs using the FAA Access to CPS Online Web site.

September 2004 (2005-2006) RAD Process Guide 1

What’s New for 2005-
2006?

Changes
Processing trends show that an increasing number of students are using the Web to reapply for
aid each year, and fewer are submitting paper Renewal Applications. In 2004-2005 about 10.4
million students were eligible to participate in the renewal application process. Of those, nearly
7.8 million received Renewal Reminders and 2.5 million received paper Renewal FAFSAs. Of
the students who received a paper Renewal FAFSA, only 10% (250,000) completed and mailed
the form for processing.

Since most continuing students are now using the Web to reapply for aid, beginning in 2005-
2006 we will automatically send Renewal Reminders to all renewal eligible students instead of
sending them paper Renewal FAFSAs. Renewal Reminders inform students they may use the
Web to reapply for aid.

However, if you want to request that some of your students continue to receive paper Renewal
FAFSAs instead of Renewal Reminders, you can do so through FAA Access to CPS Online or
by sending a request file though the Student Aid Internet Gateway (SAIG).

As in past years, only students who meet certain criteria are eligible to receive paper Renewal
FAFSAs. Therefore, if you wish to request paper Renewal FAFSAs for selected students for
2005-2006, you can only do so for those students who provided a deliverable mailing address on
their 2004-2005 applications and fall into at least one of the following categories:

• Students who did not use the Web to file an application or make a correction in 2004-2005,
OR

September 2004 (2005-2006) RAD Process Guide 2

• Students who did not provide a valid e-mail address on their 2004-2005 FAFSA, OR

• Students who are not fifth-year undergraduates or graduate/professional students in 2004-

2005.
If we do not have a deliverable mailing address with which to correspond with the student, we
will not create a paper Renewal FAFSA. However, if the student provided a valid e-mail address
on his or her 2004-2005 FAFSA, we will send a Renewal Reminder in lieu of a paper Renewal
FAFSA.
We are also making the following changes to the renewal application process for 2005-2006:
• Because no schools used the RAD Request option Type 4 last year, we are eliminating this
option in 2005-2006. RAD Request option Type 4 allowed schools to request records by
grade level.
• We have expanded the Renewal Application eligibility requirements. We will now send an
E-mail Renewal Reminder to any student who has an undeliverable mailing address if he or
she provided an e-mail address with valid syntax. An “undeliverable” address is one that is
missing at least two of the following: city, state, and zip code.
• Before creating Renewal Applications for students, we will compare renewal eligible records
with a Death Master File, which is a listing of Social Security Numbers (SSNs) associated
with deceased persons. If an SSN on the Death Master File matches an SSN on the renewal
eligible records file, we will not create a Renewal Application for that individual. In
addition, the CPS will disable PINs associated with individuals found in the file of deceased
persons.
• If the student’s parents received a positive SSN, name, and date of birth (DOB) match (SSN
Match Flag equals 4) with the Social Security Administration (SSA) on the student’s 2004-
2005 application, we will:
− Carry forward the parental SSN match results to the 2005-2006 Renewal FAFSA, and
− Pre-print on the 2005-2006 Renewal FAFSA the parents’ names, DOBs, and the last four
digits of the parents’ SSNs from the student’s 2004-2005 application.
To protect privacy, we are only printing the last four digits of the parent’s SSN. The first
five digits will appear as Xs. If you need to access the full parental SSN, you can view it
using FAA Access to CPS Online.
If the student’s parent(s) did not receive a positive SSN match, we will not carry forward the
parent’s SSN Match Flag results, nor will we pre-print the parent’s SSN, name, or DOB on
the 2005-2006 Renewal FAFSA.
• On Renewal FAFSA on the Web, we are carrying forward the parent’s e-mail address from
the 2004-2005 application if it contains valid syntax.

September 2004 (2005-2006) RAD Process Guide 3

• We changed the CPS for 2005-2006 to accept two-character Canadian province codes in the
mailing state field. Therefore, if the Mailing State field was CN on the student’s 2004-2005
FAFSA, we are setting it to blank on the 2005-2006 Renewal FAFSA so the student can fill
in the appropriate province or territory code.
• To ensure that you always have the most current versions of the record layouts for Type 2
Individual Paper Renewal Export and Error Import Records and RAPP PIN/Print
Notifications, we have removed them from this process guide and ask that you refer to the
“Record Layouts” section of the 2005-2006 Electronic Data Exchange (EDE) Technical
Reference. You can download the 2005-2006 EDE Technical Reference in Adobe PDF
format from the U.S. Department of Education’s Federal Student Aid Download
(FSAdownload) Web site located at fsadownload.ed.gov. See the “Where can I find the
Renewal Application record layouts?” on page 27 of this guide for more information.
• To help you and the FAFSA processor more quickly identify the cycle year of each Renewal
FAFSA, we are making the following changes:
− Beginning this year, at the top of the application we will alternate the side of the page on
which we print the Department of Education logo.
− We are adding the cycle year to the bar code to ensure forms are processed in the correct
cycle flow.
− To simplify mail sorting, we are now providing a gray return envelope with the 2005-
2006 paper Renewal FAFSA.
− Because we no longer need it for quality control purposes, we are no longer printing the
student’s last name on page two of the Renewal FAFSA.

September 2004 (2005-2006) RAD Process Guide 4

2005-2006 Schedule

Important Renewal Application Dates

Event Date
FSA sends a network message to schools August 2004

• The network message reminds schools to tell their students to

update their mailing addresses or e-mail addresses in the CPS so
their Renewal Reminders or paper Renewal FAFSAs can be sent to
the correct address. We are also placing a reminder message on the
FAFSA on the Web site.
The CPS finalizes the Renewal Application database 10/4/04 – 10/8/04

• The CPS finalizes the Renewal Application Eligibility File during

this time. Corrections to a student record that affect 2005-2006
Renewal Application eligibility determination, such as resolving a
reject or correcting an address, must be made before October 4,
2004. Otherwise, the student may not qualify for a Renewal
FAFSA or the changes will not appear on the Renewal FAFSA.
See the “Student Eligibility to Participate in the Renewal
Application Process” section on page 8 to determine which
students are eligible for a Renewal Application.
Schools can begin submitting paper Renewal Application requests 10/4/04

• You may begin submitting 2005-2006 paper Renewal Application

requests on this date, but the CPS does not begin processing
requests daily until October 11, 2004.

September 2004 (2005-2006) RAD Process Guide 5

2005-2006 Schedule (Continued)

Event Date
The CPS processes paper Renewal Application requests daily 10/11/04 – 10/29/04

• Your paper Renewal Application Request File must be transmitted

and completely received by the CPS no later than 5:00 p.m. CT,
October 29, 2004.
The CPS transmits to each destination point a RAPP PIN/Print 11/4/04
Notification File (PINR06OP), which lists the school’s 2005-2006
Renewal Application eligible student participants and indicates
whether students were sent a PIN, a paper Renewal FAFSA, or neither
• Every school associated with a destination number receives this
file.
The CPS sends Renewal Reminders directly to students 11/5/04 – 12/17/04

• See “What does the student automatically receive as part of the

Renewal Process?” on page 9 to determine which students are
eligible for a Renewal Reminder.
The CPS prints and mails paper Renewal FAFSAs directly to students 11/5/04 – 12/17/04
whose schools requested they receive a paper Renewal FAFSA instead
of a Renewal Reminder.

September 2004 (2005-2006) RAD Process Guide 6

Eligibility for the Renewal
Application Process

School Eligibility to Make Paper Renewal

FAFSA Requests
If you would like to request paper Renewal FAFSAs for students at your school through FAA
Access to CPS Online or through the Student Aid Internet Gateway (SAIG), your school must
have completed and filed an SAIG Enrollment form.

The school’s Destination Point Administrator (DPA) can complete, review, or update his or her
enrollment information on the U.S. Department of Education’s SAIG Enrollment Web site,
located at fsawebenroll.ed.gov. After selecting “Check Enrollment Status,” the DPA will be
required to enter his or her TG number, SSN, and DOB. DPAs can also verify enrollment
information by contacting CPS/SAIG Technical Support at 800/330-5947.

Your school must have an active enrollment status for the Federal School Code you plan to use
for your paper Renewal Application request, which means you have correctly indicated the
Federal School Code on your SAIG Enrollment form to perform the following Electronic Data
Exchange (EDE) services:

• Submit electronic applications for 2004-2005 or 2005-2006.

• Submit electronic corrections for 2004-2005 or 2005-2006.
• Have write access for doing paper Renewal Application requests through FAA Access to
CPS Online (DPAs automatically have these rights).

September 2004 (2005-2006) RAD Process Guide 7

Student Eligibility to Participate in the
Renewal Application Process
The CPS builds the 2005-2006 Renewal Application (RAPP) database from the 2004-2005
database and finalizes the build from October 4 through October 8, 2004. The build process
selects the highest 2004-2005 CPS transactions with EFCs that did not result from a dependency
override or professional judgment.

A renewal application record is produced from the selected transaction, and the student is
eligible to file a 2005-2006 Renewal FAFSA if the selected transaction also meets all the
following conditions:
• The transaction does not have a duplicate current SSN (that is, the student does not have the
same current SSN as another student on file with the CPS for 2004-2005),
• The transaction does not contain an NSLDS match flag indicating the student is in default or
owes an overpayment on a Title IV grant or loan,
• The transaction is not on the Drug Abuse Hold File, and
• The SSN does not match a record on a Death Master File, which is a listing of SSNs
associated with deceased persons.

September 2004 (2005-2006) RAD Process Guide 8

Renewal Application
Process

Questions & Procedures for the Renewal

Application Process
What does the student automatically receive as part of the renewal
process?

After the CPS determines which students are eligible to participate in the 2005-2006 renewal
process, the CPS reviews each student’s 2004-2005 record to determine which type of Renewal
Reminder the student will receive. The CPS automatically sends the appropriate Renewal
Reminder, so you do not need to make a request for this. The following types of Renewal
Reminders are sent:

PIN Mailer Renewal Reminder

A PIN Mailer is a paper document that we mail to a student’s permanent mailing address. It
reminds students that beginning on January 1, 2005, they can use their PINs to access and
complete their 2005-2006 Renewal FAFSAs on the Web. The PIN Mailer will once again
contain a tear-out card with the student’s PIN.

Students who received a positive SSN, name, and DOB match (SSN Match Flag equals 4) with
the SSA in 2004-2005 and did not provide an e-mail address will receive a PIN Mailer Renewal
Reminder. Note that if your school or another school requested that a student receive a paper
Renewal FAFSA through the paper Renewal Application request process we will not send that
student a Renewal Reminder.

September 2004 (2005-2006) RAD Process Guide 9

E-mail Renewal Reminder
If the student supplied an e-mail address with correct syntax on his or her 2004-2005 FAFSA,
the student will receive an E-mail Renewal Reminder instead of a PIN Mailer.

The e-mail, which is similar to the PIN Mailer, reminds students that with their PINs they can
reapply for aid on the Web beginning on January 1, 2005. The e-mail also tells students who
have forgotten their PINs to go to the pin.ed.gov Web site to request a duplicate PIN. In
addition, the e-mail reminds students about the sensitivity of their PINs and urges them to protect
their application data by never sharing their PINs with anyone, including commercial service
providers.

What do I need to do if I want my students to receive a Renewal

Reminder?

You do not need to do anything if you want your renewal eligible students to receive Renewal
Reminders. The CPS automatically generates and sends the appropriate Renewal Reminders to
them.

What do I need to do if I want my students to receive a paper

Renewal FAFSA?

You will need to make paper Renewal FAFSA requests through FAA Access to CPS Online or
Type 2 Requests through the SAIG. Instructions for making paper Renewal FAFSA requests are
found in the “How do I make a paper Renewal Application request?” section on page 12 of this
guide.

It is important to note that the system allows you to request a paper Renewal FAFSA for any
student, but only students who meet the criteria described earlier in this guide will receive paper
Renewal FAFSAs. If you request a paper Renewal FAFSA for a student who does not meet the
criteria, the CPS will attempt to send the student a PIN Mailer or E-mail Renewal Reminder
instead.

September 2004 (2005-2006) RAD Process Guide 10

What are the important dates I need to remember?

Schools can begin submitting 2005-2006 paper Renewal Application requests to the CPS on
October 4, 2004, using one of the options described in the next section, “What are my paper
Renewal Application request options?” Students can enter and submit 2005-2006 Renewal
FAFSA data to the CPS beginning on January 1, 2005.

By submitting your paper Renewal Application request by October 29, 2004, at 5:00 p.m. CT,
you are asking the CPS to send paper Renewal FAFSAs instead of Renewal Reminders to
selected students.

What are my paper Renewal Application request options?

If your school’s destination is properly set up to participate (see the “Eligibility for the Renewal
Application Process” section on page 7 for additional details on school eligibility to participate),
you can submit a paper Renewal Application request for the 2005-2006 processing cycle. Again,
by submitting a paper Renewal Application request you are telling the CPS you want selected
students to receive paper Renewal FAFSAs instead of Renewal Reminders.

Your school has two options for requesting paper Renewal FAFSAs for your students:

• Make a paper Renewal Application request through FAA Access to CPS Online. From FAA
Access to CPS Online you can choose the following request types:
− Type 1: Request paper Renewal Applications for all records for all schools under your
destination point
− Type 2: Request paper Renewal Applications individually by Social Security Number
(SSN must be listed under your school code)
− Type 3: Request paper Renewal Applications for all records for specific schools
• Make a Type 2 individual paper Renewal Application request through the SAIG. You can
build an ASCII file of SSNs and name IDs and transmit it to the CPS through the SAIG.

Note the following about Type 2 Requests:

− EDconnect, the SAIG transmission software, does not check your paper Renewal
Application Request File to ensure correct formatting. We suggest you double-check
your file before transmission to confirm that it is formatted correctly. See the “Helpful
Hints” section on page 26 for formatting tips.

September 2004 (2005-2006) RAD Process Guide 11

 − You must include the SAIG transmission header and trailer records within the ASCII file
you build.
− Do not use last year’s record layouts, dates, or blank lines within your Type 2 Request
file.
− Enter all alphabetical information in uppercase letters throughout the file.

How do I make a paper Renewal Application request?

Using the FAA Access to CPS Online Web site

Follow the steps below to access the FAA Access to CPS Online Web site to submit your 2005-
2006 paper Renewal Application requests.

Important Note: Only students eligible for a paper Renewal FAFSA will receive one. See the
“What do I need to do if I want my students to receive a paper Renewal FAFSA?” section on
page 10 for more details on paper Renewal FAFSA eligibility.

1. Go to the FAA Access to CPS Online home page at fafsa.ed.gov/FAA/faa.htm.

2. Select Make Paper Renewal Application Requests on the “Welcome to the FAA Access to
CPS Online!” page. The PIN Authentication page appears.

3. Enter your SSN, first two letters of your last name, your DOB, and your PIN. After the
server authenticates your identity, the “Welcome to the FAA Main Menu” page appears.

4. From the “Welcome to the FAA Main Menu” page, select Make Paper Renewal
Application Requests. This option is removed from this page after the paper Renewal
Application Request cut-off date, October 29, 2004.

5. Enter your Destination Number (TG#) on the “Destination/Federal School Code Entry”
page and click Next. The “Paper Renewal Application Requests” page appears. Click Next.
The “Step 1: Paper Renewal Application Request Type” page appears.

6. Select the paper Renewal Application request type option that best suits your needs and click
Next. Remember that not all students can receive a paper Renewal FAFSA. More details
can be found in the “What do I need to do if I want my students to receive a paper Renewal
FAFSA?” section earlier in this process guide.

September 2004 (2005-2006) RAD Process Guide 12

 Type 1: Request Paper Renewal Applications for all records for all the schools under your
destination point
A. The “Step 2: Paper Renewal Application Request Verification” page appears.
B. Go to step 7 below.

Type 2: Request Paper Renewal Applications individually by Social Security Number

(SSN must be listed under your school code)
From the “Step 1: Request by Social Security Number” page:
A. Enter individual student SSNs and name IDs (first two letters of the student’s last
name) on this page.
B. If you need to submit more than 12 entries (each page can contain up to 12 entries),
click Enter More Students. A new page with 12 additional entry fields appears.
C. Click Enter More Students until you have entered all SSNs and name IDs.
D. If you want to go back through the list and make revisions, click Previous.
E. After you enter all SSNs and name IDs, click Next. The “Step 2: Paper Renewal
Application Request Verification” page appears.
F. Go to step 7 below.

Type 3: Request Paper Renewal Applications for all the records for specific schools
From “Step 1: Request All Records for Specific Schools” page:
A. Enter individual Federal School Codes on this page.
B. If you need to submit more than 40 Federal School Codes (each page can contain up
to 40 school codes), click Enter More School Codes. A new page with 40 additional
entry fields appears.
C. Click Enter More School Codes until you have entered all your Federal School
Codes.
D. If you want to go back through the list and make school code changes, click
Previous.
E. After you enter all of your Federal School Codes, click Next. The “Step 2: Paper
Renewal Application Request Verification” page appears.
F. Go to step 7 below.

September 2004 (2005-2006) RAD Process Guide 13

7. If you want to go back and select a different paper Renewal Application request type, select
the “Step 1: Paper Renewal Application Request Type” link, which returns you to the
paper Renewal Application request type page.

8. Now you are ready to submit your request. Click Submit at the bottom of the verification
page. The “Step 3: Confirmation - Paper Renewal Application Request” page appears,
providing the date the request was submitted to the CPS for processing. You can print this
confirmation page for your records by clicking Print.

Using the Student Aid Internet Gateway

A Type 2 request is the only request type you can make using the SAIG. To make a Type 2
Request, build an ASCII file of SSNs and name IDs that is transmitted to the CPS through the
SAIG. If you choose this method to submit your paper Renewal Application request, you must
follow the “Type 2 Individual Paper Renewal Request Export and Error Import Record Layout”
in the “Record Layouts” section of the 2005-2006 EDE Technical Reference. This document is
available for downloading in Adobe PDF format at the FSAdownload Web site located at
fsadownload.ed.gov. The CPS cannot process Type 2 Individual Paper Renewal Application
Requests submitted in any other file format. You should use the message class RADD06IN for
your Paper Renewal Application Request File when you transmit it to the CPS through the
SAIG.

Helpful Hints for Submitting Type 2 Requests through the SAIG

In past years, EDE schools that submitted Type 2 Requests made some errors on their requests.
To avoid these common errors, refer to the “Helpful Hints” found on pages 26 and 27 of this
guide.

Example of a Type 2 Paper Renewal Application Request file

The following is an example of a correctly formatted Type 2 Individual Paper Renewal
Application Request Export Record file. Your file should look similar to this:
TGXXXXX62 111111111AB 222222222AB 333333333AB 444444444AB 555555555AC @@@@@@ Y
TGXXXXX62 666666666AD 777777777AD 888888888AD 999999999AD 101010101AD @@@@@@ Y
TGXXXXX62 121212121AD 131313131AD 141414141AH 151515151DN 161616161DO @@@@@@ Y
TGXXXXX62 171717171ZN 181818181ZO 191919191ZO 202020202ZU 212121212ZU @@@@@@ Y
TGXXXXX62 232323232ZU 242424242ZU @@@@@@ Y

Note: XXXXX = your school’s TG number @@@@@@ = your school’s Federal School Code

September 2004 (2005-2006) RAD Process Guide 14

What happens if I request a paper Renewal FAFSA for a student who
does not have a deliverable address?
• On Type 1 Requests (paper Renewal FAFSAs for all paper renewal application eligible
records for all schools under your destination number) and Type 3 Requests (paper Renewal
FAFSAs for all paper renewal application eligible records for specific schools), we will skip
the paper request, and the CPS will check the student’s eligibility for an E-mail Renewal
Reminder. You will not receive an error message for students who do not meet the criteria
for a paper Renewal FAFSA for your destination or your specific schools.
• On Type 2 Requests (paper Renewal FAFSAs for selected students by SSNs), we will return
an error message in your error file, and the CPS will check the student’s eligibility for an E-
mail Renewal Reminder.

When will my paper Renewal Application request be processed?

The CPS begins processing 2005-2006 paper Renewal Application requests on October 11,
2004, and continues to process requests daily through October 29, 2004.

Note: You can submit requests beginning October 4, 2004.

The CPS returns any Paper Renewal Application Request Error Import files to your destination
number through the SAIG, even for paper Renewal FAFSAs requested through the FAA Access
to CPS Online Web site. The message class for Paper Renewal Application Request Error files
is EREP06OP.

If your file contains no errors, you can assume your requests have been processed. The CPS
does not send an acknowledgement of your paper Renewal Application requests.

I received an EREP06OP file. What is it and what do I do with it?

What is it?
The CPS can reject a paper Renewal Application request for a variety of reasons. If this occurs,
the CPS generates and sends you an EREP06OP file through the SAIG.

September 2004 (2005-2006) RAD Process Guide 15

What do I do with the EREP06OP file?
To determine what type of error your paper Renewal Application request generated, open the
EREP06OP file in an ASCII-compatible text file viewer (such as Microsoft WordPad, Notepad,
or Word). Use the record layouts in the “Record Layouts” section of the EDE Technical
Reference to assist you in interpreting the file. This document is available for downloading in
Adobe PDF format at the FSAdownload Web site located at fsadownload.ed.gov.

You can receive five types of errors from the CPS:

• Error Code (position 10): Entire request is rejected.
Found on all request types
• ID Error Code (positions 22, 34, 46, 58, or 70): Specific student ID is rejected.
Found on the Type 2 Request only
• Federal School Code Error Code (positions 17, 24, 31, 38, 45, 52, 59, 66, or 73): Specific
Federal School Code rejected.
Found on the Type 3 Request only
• Federal School Code Error Code (position 77): Federal School Code is rejected.
Found on the Type 2 Request only
• Format Error Code (position 81): Entire request is rejected
Found on the Type 2 Request only
Note: All request types can be submitted using the FAA Access to CPS Online Web site. In
addition to FAA Access to CPS Online, a Type 2 Individual Paper Renewal Application Request
can be constructed and submitted through the SAIG.

September 2004 (2005-2006) RAD Process Guide 16

How do I interpret the specific error messages in the EREP06OP file?
The following tables define all valid error codes and their resolutions. Look in the specified
field position listed in the table heading. Identify the error code and use the table to determine
the error definition and resolution.
Error Code found in position 10
All requests
Error
Code Definition Resolution
1 Invalid destination number Verify that the destination number in positions 1
to 7 is correct.
2 Destination not valid for Verify that the destination number in positions 1
participation to 7 is correct and has a proper SAIG Enrollment
Form on file with the SAIG for paper Renewal
Application requests.
3 No records found in Renewal Verify that the SSN and name ID entries are
Application database valid and meet specifications. Also, verify that
you have not previously requested these student
records.

September 2004 (2005-2006) RAD Process Guide 17

 ID Error Code found in positions 22, 34, 46, 58 or 70
Type 2 Request Only
Error
Code Definition Resolution
1 ID not flagged for Renewal Verify the SSN and name ID. If correct, the
Application eligibility student is not eligible to participate in the
Renewal Application request process.
2 ID and Federal School Code Verify that the Federal School Code in positions
mismatch 71 to 76 is correct and on the student record. If
the code is not on the student record, the
requesting school cannot make a paper Renewal
Application request for the student.
4 Duplicate request, record No action needed. Your previous request has
previously sent been processed.
5 Undeliverable mailing address No action needed. This student is not eligible for
(any two of City, Mailing a paper Renewal FAFSA but will be considered
State, and Zip Code are blank) for a Renewal Reminder instead.
6 Student ID is not eligible for a No action needed. This student is not eligible for
paper Renewal FAFSA a paper Renewal FAFSA but will be considered
for a Renewal Reminder instead.

Federal School Code Error Code found in positions 17, 24, 31, 38, 45, 52, 59, 66, or 73
Type 3 Request Only
Error
Code Definition Resolution
1 Federal School Code invalid or Verify the Federal School Code entries are
not under this destination correct or check the PIN enrollment status.
number
2 No records found for Federal Verify that the Federal School Code entries are
School Code correct and have appropriate EDE production
status.

September 2004 (2005-2006) RAD Process Guide 18

 Federal School Code Error Code found in position 77
Type 2 Request Only
Error
Code Definition Resolution
3 Federal School Code invalid or Verify that the Federal School Code in positions
not under this destination 71 to 76 is correct or check PIN enrollment.
number

Format Error Code found in position 81

Type 2 Request Only
Error
Code Definition Resolution
A Incorrect destination number Verify the destination number in positions 6 to12
(TGXXXXX) on the SAIG on the SAIG network Header/Trailer records.
network Header/Trailer
records
B Incorrect message class on the Message class must be “RADD06IN” in
SAIG network Header/Trailer positions 25 to 32 on the SAIG network
records Header/Trailer records.
C Incorrect destination number Verify that the destination number matches in the
(TGXXXXX) on the SAIG SAIG network records and Type 2 Individual
network Header/Trailer and Paper Renewal Request file detail records.
Type 2 Individual Paper
Renewal Request file detail
records
D Incorrect Year Indicator Year Indicator must be “6” in position 8 of the
Type 2 Individual Paper Renewal Request file
detail record.
E Non-Type 2 Request sent Paper Renewal Application Request Type must
electronically through the be “2” in position 9 of the Type 2 Individual
SAIG Paper Renewal Request file detail record.

September 2004 (2005-2006) RAD Process Guide 19

 Format Error Code found in position 81 (Continued)
Type 2 Request Only
Error
Code Definition Resolution
F Mismatch of type and record Verify that the Type 2 Individual Paper Renewal
format Request File submitted matches the record
layouts included in the “Record Layouts” section
of the 2005-2006 EDE Technical Reference.
This document is available for downloading in
Adobe PDF format at the FSAdownload Web site
located at fsadownload.ed.gov.
G Paper Renewal Application Verify that the Type 2 Individual Paper Renewal
request contains blank lines Request File submitted matches the record
layouts included in the “Record Layouts” section
of the 2005-2006 EDE Technical Reference.
This document is available for downloading in
Adobe PDF format at the FSAdownload Web site
located at fsadownload.ed.gov.
H Paper Renewal Application Verify that the Type 2 Individual Paper Renewal
request contains error codes Request File submitted is not the file returned in
the EREP message class.
I Empty paper Renewal Verify that the Type 2 Individual Paper Renewal
Application request submitted Request File submitted contains at least one SSN
and Name ID detail record.
J Paper Renewal Application Verify that the Type 2 Individual Paper Renewal
request contains low values Request File submitted matches the record
(Example: Hex “00”) layouts included in the “Record Layouts” section
of the 2005-2006 EDE Technical Reference and
initialize all field positions. This document is
available for downloading in Adobe PDF format
from the FSAdownload Web site, located at
fsadownload.ed.gov.

September 2004 (2005-2006) RAD Process Guide 20

How do I determine if a student received a Renewal Reminder or a
paper Renewal FAFSA?
After the records for Renewal Reminders and Renewal FAFSAs have been selected, your school
receives a file called the RAPP PIN/Print Notification file (PINR06OP). This file tells you
whether students from your school received a Renewal Reminder or paper Renewal FAFSA, or
if you have students who were eligible to participate in the Renewal Application process but did
not receive either the Renewal Reminder or a paper Renewal FAFSA. You will receive this file
even if you did not choose to make a paper Renewal Application request for your students. Each
PINR06OP file includes all applicants who have your school code listed in any of the six school
choice fields on their 2004-2005 renewal eligible transaction.

Renewal Reminder
If the Renewal Reminder Indicator field in position 167 contains a Y, the student received a
Renewal Reminder. To determine if the student received a PIN Mailer or an e-mail, review the
Student’s E-mail Address field. If this field contains data, an e-mail reminder was sent to that e-
mail address. If the Student’s E-mail Address field is blank, the student received a PIN Mailer.

Paper Renewal FAFSA

If the Print Indicator in position 168 contains a Y, the student received a paper Renewal FAFSA.

Neither a Renewal Reminder nor Paper Renewal FAFSA

The Renewal Reminder Indicator and the Print Indicator fields are both set to N to indicate that
the student did not receive a Renewal Reminder or a paper Renewal FAFSA. This situation can
occur when:
• The student does not have a positive SSN, name, and DOB match (SSN Match Flag is not
equal to 4) with the SSA and a paper Renewal FAFSA was not requested by a school for this
student; or
• The student did not provide a deliverable mailing address or an e-mail address with valid
syntax and has an SSN Match Flag equal to 4.

September 2004 (2005-2006) RAD Process Guide 21

What happens to students who submit their 2004-2005 FAFSA after
October 4, 2004?

We will create Renewal Applications on FAFSA on the Web for students who apply for aid for
2004-2005 after October 4, 2004, and meet the eligibility requirements for a 2005-2006 Renewal
Application. While these students won’t receive Renewal Reminders from us, with their PINs
they can still take advantage of the simplicity of the renewal process by using the Web to reapply
for aid.

I received a PINR06OP File. What is it and what do I do with it?

What is it?
A RAPP PIN/Print Notification File is sent to all schools with a Federal School Code that
participate in the Electronic Data Exchange and have Renewal FAFSA eligible students
attending them. This file, which is sent by the CPS in November 2004 under the message class
PINR06OP, lists your school’s eligible 2005-2006 Renewal FAFSA student participants. It also
indicates whether students were sent a PIN, paper Renewal FAFSA, or neither.

The CPS generates and sends the file only once during the 2005-2006 cycle. It is sent in a flat
ASCII text format, which can be read by most text readers (word processing, database, and
spreadsheet software). This flat ASCII file can be viewed and printed in a number of ways.

What do I do with the PINR06OP File?

The first step is to download your PINR06OP File. You can download the PINR06OP from the
SAIG using EDconnect, mainframe-to-mainframe, or your own transmission software. Be sure
to note the folder on your computer or network drive to which you save the file.
After you have downloaded the PINR06OP File, you have two options for viewing the data:
• Import the file into software, such as spreadsheet or database software, that enables you to
sort and format the data to suit your needs; or
• Print a paper copy of the PINR06OP file.
Procedures for these two options follow.
Note: Before reviewing these procedures, we recommend you print the full record layout for the
RAPP PIN/Print Notification file (PINR06OP) found in the “Record Layouts” section of the
2005-2006 EDE Technical Reference. This document is available for downloading in Adobe
PDF format from the FSAdownload Web site, located at fsadownload.ed.gov. This record layout
is useful in viewing and interpreting the data in the file.

September 2004 (2005-2006) RAD Process Guide 22

Importing the PINR06OP into a Spreadsheet Program
Follow the steps below to import the PINR06OP file into a spreadsheet program (we use
Microsoft Excel 97 for this example):
1. Start Microsoft Excel.
2. Select File, Open from the menu bar and then select the drive and folder where you saved
the PINR06OP file. To locate the PINR06OP file in the folder window, you may need to
change the Files of Type field to “All Files.”
As the PINR06OP file is not in Excel spreadsheet format (XLS), Excel automatically
prompts you to convert it.
3. Follow the prompts using these responses: the fields are fixed width, start import at row 2.
Select Next. Select Next again to continue and then select Finish.
4. After you have imported the file into a spreadsheet, you will probably want to increase the
column width for certain fields to see all the data. Do this by choosing Format, Column,
and Width. Increase the number to match the field’s length (you can find the record length
for each field in the record layouts in the “Record Layouts” section of the 2005-2006 EDE
Technical Reference. This document is available for downloading in Adobe PDF format
from the FSAdownload Web site, located at fsadownload.ed.gov.
5. Before printing, use File, Print Preview to see if the report fits across a single page. If it
does not, select Margins under Print Preview to adjust left and right margins as necessary
before printing.
The file includes one line for each student’s 2005-2006 Renewal FAFSA information.

September 2004 (2005-2006) RAD Process Guide 23

Printing a Paper Copy of the PINR06OP File
To print the contents of the PINR06OP file:
1. Start a text viewer or word processing program on your computer. For instance, you can
print the file using the WordPad software program included in all versions of Microsoft
Windows. To access WordPad, select Start, Programs, Accessories, WordPad from the
Windows task bar.
2. Select File, Open, then the drive and folder where you saved the PINR06OP file. To locate
the PINR06OP file in the folder window, you may need to change the Files of Type field to
“All Files.”
3. After the file is open, use File, Print Preview to determine if you need to change your
margins. Use File, Page Setup to set left and right margins to “0” to print one student per
line.
4. If you prefer to leave the margin settings unchanged, you can go to Edit, Select All and then
decrease the font size using the list on the toolbar or by selecting Format, Font from the
menu bar. Adjust the settings until the file is formatted with one student per line.
5. After you are satisfied with the formatting of the data, select File, Print and print the report.
Depending on the number of pages the file contains, you may want to print the file in groups
of pages instead of all at once.
The file includes one line for each student’s 2005-2006 Renewal FAFSA information.

September 2004 (2005-2006) RAD Process Guide 24

How do I interpret the data in the PINR06OP File?
The PINR06OP is produced in the following field order (from left to right). See the RAPP
PIN/Print Notification Record Layout in the “Record Layouts” section of the 2005-2006 EDE
Technical Reference for specific field positions. This document is available for downloading in
Adobe PDF format from the FSAdownload Web site, located at fsadownload.ed.gov.
• Original SSN
• Original Name ID
• Student’s Last Name
• Student’s First Name
• Middle Initial
• Permanent Mailing Address
• Student’s Permanent City
• Student’s Permanent State
• Student’s Permanent Zip Code
• Student’s DOB
• Student’s Permanent Phone Number
• Student’s E-mail Address
• Renewal Reminder Indicator
Y = Student received a Renewal Reminder. If Student’s E-mail Address contains data, the
student received a Renewal Reminder e-mail; otherwise, the student received a PIN Mailer.
N = Student did not receive a Renewal Reminder
Blank
• Print Indicator
Y = Student received direct print paper Renewal FAFSA
N = Student did not receive direct print paper Renewal FAFSA
Blank
• Destination Number (your TG number)
• Federal School Code

September 2004 (2005-2006) RAD Process Guide 25

Helpful Hints
We compiled a list of helpful hints for submitting Type 2 Requests based on the most common
errors that EDE schools made in past years with their Type 2 Requests. The following table
provides tips to help you avoid or fix common errors.

Helpful Hints
The CPS rejected the Type 2 Request
because the request file contained… Review your request file to ensure that…

Information typed in lowercase All alphabetical information in the file is in all

uppercase letters.

Incorrect order of the layout The order of records in the file is:
• O*N05 (SAIG network header),
• Type 2 Individual Paper Renewal Application
Request records (student IDs), and
• O*N95 (SAIG network trailer).
Note: Schools transmitting their data with the
EDconnect software do not need to add the SAIG
header and trailer records, as the software does this
for you.

Student name IDs typed in lowercase All student name IDs are in uppercase letters.

Blank lines between data lines No blank lines are between data records in the file.

No network header/trailer (only schools The network header and trailer records (O*N05
using the mainframe version of the and O*N95, respectively) are in the file.
SAIG transmission software)

Application or correction data You cannot send electronic application or

electronic correction data in the RADD06IN
message class.

September 2004 (2005-2006) RAD Process Guide 26

 Helpful Hints (Continued)
The CPS rejected the Type 2 Request
because the request file contained… Review your request file to ensure that…

Duplicate student identifiers Each student identifier (SSN and the first two
letters of the last name) provided in each student
ID block of the detail line must be unique. Do not
send the same student identifiers in all five student
blocks in the record.

No detail individual paper Renewal Do not send an empty file. Individual student
Application request records paper Renewal Application requests should be
included in the request file.

Detail individual paper Renewal The detail records start in position 1 with the
Application request records in the destination number. Do not start a Type 2 detail
incorrect positions record with a blank.

Federal School Code in incorrect Your Federal School Code is in positions 71 to 76

position of the Type 2 Individual Paper Renewal
Application Request Export Record detail lines.

Student identifier in incorrect positions The student identifiers (SSN and first two letters of
last name) are positioned incorrectly within the
Type 2 Individual Paper Renewal Application
Request Export Record detail lines. Not all of the
five-student ID blocks per line must contain data,
but at least one student identifier per line must
contain data.

A resubmission of Paper Renewal The EREP06OP file (Paper Renewal Application

Application Request Error File sent by Request Error File sent to your school by the CPS)
the CPS to the school is not returned to the CPS for the second Paper
Renewal Application Request file.

September 2004 (2005-2006) RAD Process Guide 27

Record Layouts

Where can I find the Renewal Application

record layouts?
The Type 2 Individual Paper Renewal Export and Error Import Record Layout and RAPP
PIN/Print Notification Layout can be found in the “Record Layouts” section of the 2005-2006
EDE Technical Reference. You can download this technical reference in Adobe PDF format
from the U.S. Department of Education’s Federal Student Aid Download (FSAdownload) Web
site, located at fsadownload.ed.gov, or more specifically,
fsadownload.ed.gov/DataExchTechRef0506.htm.

September 2004 (2005-2006) RAD Process Guide 28

Getting Help

How do I get help?

If after reading this guide you have questions regarding the 2005-2006 Renewal Application
process and paper Renewal FAFSA request processes, contact CPS/SAIG Technical Support for
assistance. The following services are supported by calling 800/330-5947 or sending an e-mail
to [email protected]:
• Logging in to FAA Access to CPS Online
• Making your paper Renewal Application request when logged in to FAA Access to CPS
Online
• Checking updates or status checks on Electronic Data Exchange (EDE) processing status
• Downloading the EREP data file from the SAIG
• Answering questions on the Type 2 Layout and Error file
• Checking status on paper Renewal Application requests
• Answering questions about the paper Renewal Application request process
• Correcting and resubmitting rejected paper Renewal Application requests
You can also post questions regarding this guide and the paper Renewal Application request
process on our e-mail listserv, FSATECH. FSATECH is an e-mail listserv for technical
questions about the U.S. Department of Education’s FSA systems, software, and mainframe
products. For more information about FSATECH, including how to subscribe, visit the FSA
Schools Portal: Listservs & Mailing Lists Web site at
ed.gov/offices/FSA/services/fsatechsubscribe.html.

September 2004 (2005-2006) RAD Process Guide 29