SAVE Instructions for US Department of Education User

Transcript

1 U.S. DEPARTMENT OF E DUCATION System Instructions for SAVE U S . Department of Education . (School) Users Version .0 2 November 2018

2 Table of Contents ... ... ... 3 Introduction ... ... ... ... 3 Why is it called “third step only ... ... ... ... .. 4 SAVE User Type Functionality/Hierarchy Section I: ... 5 Instructions for Primary Destination Point Administrators (PDPAs) ... ... The SAVE PDPA Supervisor Third Step Only User ID 5 ... Retrieve Yo ... ... 5 ur PDPA User ID from the Participation Management (PM) System If You Did Not Receive a PDPA User ID ... ... ... ... 6 Activate your PDPA User ID ... ... ... 6 ... ... ... PDPA Supervisor Responsibilities and Information 9 ... If You Leave Your Institution ... ... ... ... 9 If Your Institution Has SAVE System Access for Another Purpose ... ... 10 Creating a (Subordinate) User ID to Submit Verification Requests ... ... 10 Managing the User IDs You Created ... ... ... ... 13 PDPAs responsible for More than One Federal School Code ... ... . 16 Section I I: Instructions for Third Step Only 17 ... ... Activating your Third Step Only User ID ... ... . 17 ... ... ... ... 19 Password Creation and Maintenance ... ... ... ... 20 Requesting a Third Step Verification ... ... ... ... 20 When is Third Step Verification Request Necessary? Some Students do not Require SAVE Third Step Verification Every Year ... ... 20 ... Gather Documentation for the Third Step Verification Request 20 ... Access the Student’s SAVE Record ... ... ... 21 ... Review the SAVE Response to Determine How to Proceed ... ... ... 22 One of five SAVE ... ... ... 22 Responses will appear: ... 1. “Resubmit Doc” “Case Status: Case Closed” ... ... 22 – 2. Resubmit Doc” – “Case Status: Case Returned” ... ... ... 23 3. “Applicant Status:” “Application Pending,” “Parolee - Expires” “Parolee - Indefinite” “Non - - – With “Still Not Sure...” Link (2 pages) ... ... 24 Immigrant” or “Other” 25 4. “Case Under Review” ... ... ... ... 1

3 If a SAVE Response Is Not Received within 15 Business days of Submitting a Third Step Verification Request 26 ... ... 5. “Applicant Status: [status]” or “Applicant is a [status]”final response 27 ... 27 (no link) Can th is SAVE response be used to continue processing the student’s Title IV aid? ... 27 Checking SAVE for a Response After submitting a Third Step Verification Request ... 28 Third step verification request response is #5. “Applicant Status: [status]” or “Applicant is a [status]” ... 30 (Final response (no link)) No Cases Found – Error Message ... 31 Requesting a new DHS Verification Number ... 32 If APD Resent the Record but the DHS Verification Number Did Not Change on the Resulting ISIR ... 33 ... If the Record Has a Professional Judgement (PJ) Flag 34 Determining If the Student an Eligible Noncitizen ... 35 ... Eligible Statuses 35 ... 36 “Other” Status Ineligible Statuses 36 ... Other Home Page Buttons ... 37 “SAVE Website is down” Error Message ... . 38 Need Help? 38 ... For Federal Student Aid questions related to: ... 38 SAVE System issues related to: ... 38 Additional Resources ... 39 2

4 Introduction In conjunction with the U.S Department of Homeland Security (DHS), the Office of Federal Student Aid (FSA) at the U.S. Department of Education (ED) has created an electronic process to eligible noncitizens through FSA’s automated verify students who were not confirmed to be the DHS Systematic Alien Verification Entitlement (SAVE) Program matching process with . of May 1, 2018, SAVE no longer process es paper Form G-845. Paper Forms G-845 received As on or after May 1, 2018 will be returned to the institution that originated the form . Returned Forms G-845 must be submitted to SAVE via the electronic process. Ea ch Primary Destination Point Administrator (PDPA) with Central Processing System (CPS) access (as per their Student Aid Internet Gateway (SAIG) Enrollment form) has been assigned a SAVE user ID and temporary password. PAs must activate their SAVE user ID as soon as possible, assign subordinate users and begin PD submitting third step verifications electronically through the SAVE system. is it called “third step only ?” The SAVE system is used by hundreds of entities Why nationwide to check individuals’ immigration status es for a variety of benefits. Most entities begin their eligibility verification at the first of the three step verification process. After a student completes the Free Application for Federal Student Aid ( FAFSA®) and enters an Alien Registration Number (ARN), FSA completes the first and second steps and returns the matching on each student’s (ISIR) in the Match Flags results Institutional Student Information Record ’s “DHS match” and “DHS section ” fields. Since post-secondary institutions must Sec. Confirm confirm that a student is in an immigration status that qualifies them for Title IV funds (when the first and second steps fail), institutions request verification for only the third step of the process. DHS created this third step only electronic process in their SAVE system especially for FSA. he instructions on the SAVE website explain how to use SAVE for all three steps, which is not T the FSA process. Use the following instructions to access and navigate the third step only process designed for FSA. N ote : As SAVE makes adjustments and enhancements to their system, the third step verification process will continue to change for U.S. Department of Education users. on The Electronic Announcement (EA) announcing this process was posted on IFAP.ed.gov 2/26/18. The figure below describes the general process. 3

5 • Noncitizen student files the FAFSA, marks that they are an eligible noncitizen and enters their Alien Registration Number (ARN) Filing the FAFSA CPS sends student's identifiers to DHS-USCIS for matching • • DHS Match generates DHS Confirmation match flags on ISIR Electronic Matches • For students with a C-code or conflicting information, institution must submit a third step verification C-code Student submits immigration documents to institution • • Institution submits a third step verification request electronically through DHS-SAVE System because DHS no longer processes paper Form G- 845 *NEW* For institutions required to complete third step verificatio n to confirm a student’s status as an eligible noncitizen, the regulations at 34 CFR 668.135 provide that the submission request to DHS- USCIS must be made within 10 business days upon receipt of the student’s immigration documentation. The figure below describes the two types of SAVE users used by institutions. SAVE User Type Functionality/Hierarchy PDPA Supervisor Third Step Third Step Only User Only User PDPA assigns this subordinate  Assigned to each user type to individuals institution's PDPA by FSA authorized to view, initiate & and SAVE submit third step verification Creates & manages third  step only user IDs requests at their institution(s) Can view cases  Cannot initiate or submit  cases through the SAVE System 4

6 Section I: Instructions for Primary Destination Point Administrators (PDPAs) The SAVE PDPA Supervisor Third Step Only User ID Retrieve Your PDPA User ID from the Participation Management (PM) System 1. SAIG Enrollment Home Page . Navigate to the 2. Select the “Primary Destination Point Administrator Access” option. 3. Enter your FSA user ID and password. Sel ect “Login”. 4. On the “Primary Destination Point Administration Management” screen, select the “Manage your SAIG Mailboxes” link. 5. On the “Make yo ur selection below” screen, select “View DHS/SAVE User ID and T emporary Password”. 6. On the “View DHS/SAVE User ID and Temporary Password” screen, enter your Primary TG number with CPS Service and click the “Next” button. Note: If you are a PDPA with CPS access to more than one Federal School Code (FSC), a unique SAVE user ID will appear in the TG mailbox associated with each FSC. Rather than activate multiple SAVE user IDs, you may (but are not required to) activate one SAVE user to access the SAVE system, and add all your (subordinate) school users under that user ID. See the “ PDPAs Responsible for More Than One Federal School Code" section later in this document for more information . 7. On the next screen, enter your Federal School Code and click “Next . ” 8. Your SAVE user ID and temporary password will display on the next screen. 9. You will enter these credentials to login to the SAVE system. NOTES :  If you recently started at an institution , the SAVE user ID associated with your new institution may not be available on the SAIG system yet. Check again two weeks after your SAIG Enrollment Form was updated with your name. After your PDPA account has been activated in SAVE, your temporary password will  eventually be removed from your PM screen to ensure security. 5

7 If a PDPA User ID You Did Not Receive If you are your school’s PDPA and did not receive a SAVE user ID on your PM login screen (as explained above), send an email to [email protected] with “PDPA Issue” in the Subject line. In the text of your email explain your issue. I nclude your Federal School Code, the name of your school, your name, and a phone number at which you can be reached. We will respond promptly to your email. Activate your PDPA User ID Open Web Browser (in Internet Explorer, Chrome, Firefox, or Safari) and enter the following in the address line of your web browser to access the SAVE system : https://save.uscis.gov/web/vislogin.aspx?JS=YES . System Use Agreement screen  Read the agreement.  Check the “I agree” box . Click “Next” to use the system .  6

8 Welcome, Sign in screen  Enter your PDPA supervisor third step only user ID and temporary password from your PM “Manage Your TG Mailboxes” screen . .  Click the “ Submit ” button 7

9  Enter your temporary password. a new password (See “ Password Creation and Maintenance ” ).  Enter Re -type your new password.   Select three Password Challenge Questions and enter the Answers. Ensure that the answers to your Password Challenge Questions are in a secure place.  Click the “Submit” button. Verify Your User Information  Validate that your email address and phone number are correct. Update them if necessary.  Click the “Submit” button to activate your PDPA Supervisor user ID and return to the Home page. Home Page for PDPA Supervisor Third Step Only Users 8

10 PDPA Supervisor Responsibilities and Information  Activate your PDPA supervisor third step user ID. With this user ID type, you can view third step verifications, add and delete (manage) a third step user ID for yourself and other authorized individuals at your institution to submit third step verification You cannot, however, submit third step verification requests with the PDPA requests. supervisor third step user ID.  Create a third step only user ID for yourself (if you will be submitting third step verification requests) and other individuals at your institution who will submit third step verification requests.  Due to limited customer service availability, FSA is relying on Financial Aid Administrators (FAAs) to self-assist as much as possible by studying and understanding , Volume I, Chapter 2: U.S. Citizenship & Eligible Noncitizens this instructional document of the Federal Student Aid Handbook (FSA Handbook) and the most recent EAs posted on the DHS-SAVE Eligible Noncitizen website at: https://ifap.ed.gov/DHSSAVEEligibleNoncitizen/ElectThirdStepVerfi.html  Notify the (subordinate) third step only users of the user ID that you have assigned to them and share Section II of this instructional document, Volume I, Chapter 2 of the Federal Student Aid Handbook and the most recent E As posted on the DHS-SAVE Eligible Noncitizen website: https://ifap.ed.gov/DHSSAVEEligibleNoncitizen/ElectThirdStepVerfi.html .  Manage (add and delete) third step only user IDs within your institution. Manage user access to all FSC s and user IDs for your institution responsibly  . Since the URL can be accessed from any device, do not assign a user ID to an individual that is not associated with your institution(s) or allow unauthorized users to access the system. PDPA supervisor third step only users cannot create additional supervisor third step only  users. PDPA supervisor third step only users can only create subordinate third step only users. If You Leave Your Institution The PDPA supervisor third step only user and (subordinate) third step only user will be deleted when your name is deleted from your SAIG Enrollment form. The third step only users at your institution will remain active and can continue to process third step verificatio ns . FSA will create a new PDPA SAVE user ID for y our replacement when your school’s updated SAIG Enrollment form is received. When an institution becomes eligible or ineligible for Title IV funds, FSA will create and send a PDPA Supervisor user ID to the TG mailbox, or delete all users associated with the institution, respectively. 9

11 as SAVE System Access for Another Purpose If Your Institution H Purposes can include, but are not limited to, confirmation for in-state tuition, or for employment authorization. The URL and user ID SAVE provided for those purposes cannot be used to check students’ Title IV aid eligibility. Likewise, the SAVE URL and access credentials used to check students’ Title IV aid eligibility cannot be used for the other purposes. Creating a (Subordinate) User ID to Submit Verification Requests If you (the PDPA) wish to submit third step verification requests, you must create a (subordinate) third step user ID for yourself. You cannot submit third step verification requests using the PDPA user ID. Home Page for PDPA Supervisor Third Step Only User  Click the “Agency” button from the top horizontal menu bar.  Click “Add User” from the drop down list. 10

12 1. Assign the Third Step Only User Role to ubordinate User the S Role Selectio n screen  “ User Role ” box. Click the Drop Down box on the right of the  “Third Step Only User” (the only choice) . Choose  Click “Next . ” 2. Enter the New User Demographic Information: ’s screen User Information to the SAVE system structure, “ FAFSA S chool Users (Washington, DC)” is the Due “Department” assigned to all schools. The “Group” field is pre-populated with your school’s FSC and name. Enter the u ser’s demographic information requested . The fax number is not  required.  Click “Next .” 11

13 3. New User is Created , Assign Temporary Password ID Password screen Note: SAVE generates the new username (user ID). It is formatted as: first letter of the user’s first name , the first three letters of the user’s last name and a random ly generated four digit number (in this example, Minnie Mouse ’s user ID is MMOU4483). On this screen, you can change the user ID to any combination of: four letters followed by any combination of four numbers (e.g.: MMOU4483, MINN0001).  Enter a temporary password for the user ID. “  See Password Creation and Maintenance ” section below for acceptable password combinations.  Write down the new user ID and temporary password because the temporary password will not appear again.  lick “Submit . ” C 4. User Successfully Created Confirmation screen You have created a (subordinate) third step only user ID which enables the owner to submit third step verification requests. If it is for you, and you are ready to activate it: 12

14  Log out of SAVE (because you are still logged in with your PDPA supervisor third step only user credentials). Note : You must log into SAVE with your PDPA user ID to manage users. You must log in with your (subordinate) third step only user ID to submit third step verification requests.  Log back into SAVE with your (subordinate) third step only user ID and password.  Follow the instructions below in Section II (Instructions for Third Step Only Users) to submit a third step verification . If it is for another staff member at your Institution:  Send to the new owner, the user ID and temporary password, Section II of this instruction document, Volume I, Chapter 2: U.S. Citizenship & Eligible Noncitizens of SA Handbook, and the most recent EA posted on the DHS-SAVE Eligible the F Noncitizen website at: . Due to limited customer service capacity, FSA is IFAP.ed.gov relying on F to self-assist as much as possible by studying and understanding AAs these documents.  Click “Home” to return to the SAVE Home page or use the home icon on the top left corner of your screen. Us Manag ing the er ID s You Created Home Pa ge for PDPA Supervisor Third Step Only User  Click the “Agency” button. “Search Users” button on the Drop Down box .  Click the 13

15 Search Users Criteria screen submit. view a list of all the third step only users you have created , click on  To ” “ They will appear on the Summary List screen. To find a user, or to reset users ’ passwords, click on the “L ast Name ” or “F irst N ame ”  , and enter the name of a subordinate user, to find that user. field Search Users, Summary List screen Th is is an example of a l ist of one (subordinate) third step only user a PDPA (Supervisor) created for his institution. On this screen you can: Sort users by column heading.  Delete use rs, click “Delete” in the Actions column (see “Delete User” screen below).   Ed it users’ data and reset users’ passwords , c lick on the “User Name” (see “User Information” screen below). , see the “Status” column. s password Ch eck the status of a user ’  14

16 Delete User screen If you clicked the “ Delete ” button on the “Search Users” screen , the Delete Confirmation screen appears. Delete User  Click on “ ” to delete the user ID.  to discontinue the action. Cli ck on “ Cancel ” User Information screen Reset the third step only user password in the two fields at the bottom of this  screen. 15

17 PDPAs responsible for More than One Federal School Code A SAVE User ID was sent to the TG mailbox of each FSC for which you are indicated as the PDPA for CPS Services (as per each of your institutions’ SAIG Enrollment Form s). You may:  Activate each institution using the PDPA SAVE user ID assigned to each FSC, and set up subordinate users under each FSC by following the instructions above for each institution. Be sure to log into SAVE with the PDPA user ID that corresponds with the correct institution when submitting a verification request. Or,  Choose one SAVE user ID, and create all subordinate users for all FSCs under it . The third step only user name appears on the SAVE system screen when you request a third step verification. The FSC and school name do not appear. When you create a new subordinate user, the new user is tied to the PDPA supervisor third step user ID that was activated. As long as you are the PDPA for each school for which you are managing subordinate users, the subordinate users are valid. You are responsible for their activity. Your subordinate users are responsible for filing or saving SAVE documents for each school.  Follow the instructions above to add all subordinate users. 16

18 : Instructions for Third Step Only Section II Users Activating your Third Step Only User ID Open Web Browser (Google Chrome (most preferred), Internet Explorer, Modzilla Firefox, etc.) : and enter the following in the address line of your web browser https://save.uscis.gov/web/vislogin.aspx?JS=YES . User Access Agreement Page  Read the agreement.  Check the “I agree” box .  Click “Continue” to use the system . Sign in page  Enter the SAVE user ID and temporary password assigned by your PDPA. Click the “Submit” button .  17

19 Change Password Page temporary password.  Enter the section below).  Enter New Password (See “ Password Creation and Maintenance ” Re  -Type new password. Enter password challenge questions and answers.  “Submit” button  Clicking the takes you to the Password Successfully Changed Confirmation page. Confi rmation/Password Was Successfully Changed screen click “Submit” to return to the  Verify your email address and phone number, then SAVE Home Page. 18

20 Password Creation and Maintenance When creating a new password, it must be between eight and 14 characters in length and include the following characteristics: At least one uppercase or lowercase letter 1. 2. At least one number 3. ~ At least one special character: ! @ $ % * ( ) < > ? : ; { } + - Contain no more than two identical consecutive characters in any position from the 4. previous password 5. : Example: Contain a non-numeric symbol or letter in the first and last positions ILikeH2O!  A Password cannot be identical to the user ID A Password cannot start with a single digit or with a two digit "year" string, such as  xyz123” 98 Notes:  For security purposes, ALL users must change their password every 90 days . The system prevents the re-use of the previous six passwords. From the “Home” page, click on the “Profile” tab at the top of the screen. Between 90 and 270 days , ALL  users can access the system and change their own third step only password and/or their own supervisor third step only password using their challenge questions.  If 270 consecutive days have elapsed since last log on: o Supervisor third step only users must reset their third step o nly users’ passwords. To have the supervisor user ID reset, supervisor s must call: o  FSA Application Processing Division (APD) at (202) 377-4600 and leave a message, or send an email to: [email protected] , with “Reset Supervisor Password” in the Subject line. Note: SAVE does not provide automated password expiration notices. 19

21 Requesting a Third Step Verifi cation When is Third Step Verification Request Necessary? You must request a third step verification request when you receive an ISIR with a SAR C Code, a DHS Match Flag of N and a DHS Secondary Match Flag ( “ DHS Sec. Conf. Flag”) of: N ” code 046 , “The student’s immigration status was not confirmed. ” or “ “ X ” code 109 , “ DHS did not have enough information to determine t he student’s status. ” If the DHS Secondary Match Flag is “ C ” “In continuance , ” code 105, “The student’s eligible noncitizen status has not yet been verified, ” you mu st wait up to 10 business days for another ISIR with an updated match result. If there is no update, begin the third step verification process. Some Students do not Require SAVE Third Step Verification Every Year See Documenting Immigration Status in Later Award Years on page 1-48 of Volume 1, Chapter 2 of the 2018-2019 F Handbook at IFAP.ed.gov . SA Gather Documentation for the Third Step Verification Request Contact the student and request their current, unexpired immigration document(s). Your institution must give the student at least thirty (30) days to furnish documentation. Examine the document(s) to determine whether it supports an eligible noncitizen status  for Title IV aid by reviewing the “Eligible ocumentation” and the Noncitizens and D Statuses and D “Ineligible sections of Volume I, Chapter 2 of the F SA Handbook ocuments” at: IFAP.ed.gov . If you are not sure if the document supports an eligible immigration status, after reviewing the F SA Handbook, call (202) 377-4600 to leave a message, or [email protected] send an email to: , with “Eligible Noncitizen Policy Question” in the subject line. A response will be sent promptly. o If the immigration document does not support the student’s eligibility (e.g.: the student provides only documentation of Deferred Action for Childhood Arrivals (DACA) status) the student is not eligible. Do not continue with third step verification. SAVE only verifies the status of the immigration document submitted, therefore, a document with an ineligible status will not result in an eligible status. SAVE charges FSA a fee for each third step verification that is submitted. Inform the student that they are not eligible for Title IV aid now. If or when the student receives an immigration document that supports an eligible noncitizen status, the student can submit it to the school for reconsideration. If the student does not accept the decision, you must complete third step verification. 20

22 o (e.g.: A refugee provides an If the document(s) supports the student’s eligibility 94 showing “RE” as the class of admission and “DS” as the electronic I- (admit until date)). Photocopy both sides of the document(s) and continue with third step verification. : Your institution must submit a third step verification within 10 business days upon Note receipt of the student’s immigration documentation. Access the Student’s SAVE Record Third Step Only User Home page  From the Home page, click on the “ Search Case ” button Case Search screen  Enter the DHS verification number located in the Match Flags section of the student’s most recent ISIR. It is 15 digits long, begins with a year (e.g. 2018, 2019 ) and ends in two upper case alpha characters. The alpha characters must be entered as capital letters. 21

23  date of birth (DOB) with preceding zeros (ex. 01/01/2018). Enter the student’s  Clic k the “ Submit ” button . If the “No cases found” Error message appears, see the “No cases found” sec tion Note: of this document for instructions to resolve the issue. Search Cases Summary List screen Review the SAVE Response to Determine How to Proceed One of five SAVE Responses will appear: 1. “Resubmit Doc” - Case Status: “ Case Closed” 2. “Resubmit Doc” - Case Status: “ Case Returned” “Applicant Status:” “Application 3. - Pending,” “Parolee -Expires, ” “Parolee - Indefinite” “Non - link (2 pages) Immigrant” or Other,” with “Still not sure?...” review” Under 4. “Case “Applicant Status: [status]” or “Applicant is a [status]” final response (no link) 5. 1. Doc ” – “ Case Status: Case Closed ” “ Resubmit Scroll to the top of the screen to check the Case Status bar:  If the Case Status is “Case Closed,” follow the instructions in the “ Requesting a New DHS Verification Number ” section. follow the instructions below ” .  If the Case S tatus is “ Status Returned, 22

24 Case Status: Case Returned 2. ” – “ submit Doc ” Re The ” “ Agency Submitted Details  box is prepopulated. If any of the data in the “Agency Submitted Details” box does not match the information on the student’s immigration document, enter a note in the “ Spec ial Comments ” box . This information will help the status verifier at SAVE, but will not cause delays. :  “ Special Comments ” box ter the status that you are expecting to receive such as “LPR . o En ” o Students claiming status under the Violence Against Women Act (VAWA) do not require SAVE verification. If the student’s documentation matches the eligible documentation described in the F SA Handbook, the student is eligible for Title IV aid. If you are not sure, and wish to request verification through SAVE, you must enter “VAWA verification requested,” so SAVE will review and respond accordingly . o If the student claims to be a Cuban Haitian Entrant: (until 12/9/18) enter “Requesting C/HE review.”  “Additional Requests” button (available after 12/9/2018): If the student claims to be Haitian entrant, click this button so SAVE will complete a special review and - a Cuban respond accurately. “  Upload A Document ” button: Only one Word or PDF can be attached to each student’s third step verification request. Follow the ins tructions in the next graphic. ; this will stop  Do not click on the “Close Case” or “Close and Start New Case” button . If you click on either of these buttons, a the verification request and close the case new DHS verification number must be requested to resubmit the case. 23

25 After November 2018, the Response screen may show a “User Case Number” Note: field which contains the student’s SSN and first two letters of the last name. Never email this screen without first encrypting and password protecting it for security . Since the DHS verification number is a unique identifier, it can be sent without encryption if no other personal identification information is included. - 3. “Applicant Status : ” “Application - Pending,” “Parolee - Expires” “Parolee – Indefinite” “Non - Immigrant” or “Other” With “Still Not Sure...” Link (2 pages) SAVE created this screen for FAAs to view and submit cases with the ineligible second Previously, these records were returned with “No cases found.” step responses above.  This is page one ” link to proceed to page 2.  Click the “ Still not sure? Institute Additional Verification 24

26 – Case Status Returned” screen. Follow those Page 2 is identical to the “Resubmit Doc instructions to complete third step verificati on. 4. “Case Under Review” 25

27 The “Case Under Review appears immediately after the request is submitted ” response and remains for approximately three to five business days or until a response is received.  Click on the “Print” button t o create a copy for tracking. On the copy, write : The date and time that you submitted the case to SAVE. A program reviewer o or auditor may request this and other related documentation. o Any comments you entered in the “Special Comments” box . After waitin g three to five business days, check for the new SAVE Response. See the  “ Checking SAVE for a Response ” section of this document for instructions to view the third step response. If a SAVE Response Is Not Received within 15 Business days of Submitting a Third Step Verification Request As per federal regulation 668.136(b)(3) , if you have sufficient documentation to make a decision, and if you have no information that conflicts with the student’s documents or claimed status, you must review his file and determine whether he meets the eligible noncitizen requirements. If he does meet the requirements, make any disbursement for which he is eligible and note in his file that SAVE exceeded the time allotment and that noncitizen eligibility was determined without their verification. You are not required to follow up with SAVE for a final response. Note: Beginning in December 2018, SAVE will send an automated email to the user who submitted a case after the “Case in review” message is completed and the response has been posted. Before this date, check the SAVE system for case responses. You are not required to act on a SAVE response or notification of a SAVE response received after the 15 day determination date explained above. 26

28 5. “Applicant Status: [status]” or “Applicant is a [status]” final response (no link)  This response may appear: o After entering a case the first time, or o After submitting a third step verification request doesn’t mean the student is eligible.  Green “ thumbs up ” “Case Status” may be “Returned” or “Closed.”  ned in words SAVE Response box shows the student’s immigration status (explai  “Parolee (e.g.: Expires” or “Refugee”); use it to determine whether the student is - eligible for Title IV Aid. The responses are the same as those received on the Form G- 845 without the numbered boxes. Can this SAVE response be used to continue processing the student’s Title IV aid? e the student’s immigration document with the SAVE Response: Compar  If they match, and support an eligible noncitizen status , use this SAVE response to . Stop third step verification. the student’s Title IV aid continue processing 27

29  If they match, but do not support an eligible noncitizen status , the student is not eligible for Title IV aid. Stop third step verification.  If the document supports an eligible noncitizen status (e.g.: LPR), but the SAV response shows an ineligible status (e.g.: “Application Pending I - 485”) , or vice versa: request a new DHS verification number to resubmit the verification request. Note: If you requested a specific SAVE review (e.g.: ”VAWA” or “Cuban Haitian Entrant” ) when you submitted the record, but the SAVE response does not indicate that status, send an email to [email protected] with the DHS Verification number” in the subject line. In the text of the message explain the situation. APD will forward your email to SAVE for review and response. Note: The three bullets above. the “Case Status” can be “returned” or “closed” for Checking SAVE for a Response After submitting a Third Step Verification Request After you have submitted a third step verification request AND have waited three to five business days, log into the SAVE URL : https://save.uscis.gov/web/vislogin.aspx?JS=YES . See also: “ If a SAVE Response Is Not Received within 15 Business days of Submitting a Third Step Verification Request .” Note: Beginning in November 2018, SAVE will send an automated email to the user who submitted a case when the response has been posted. Before this date, check the SAVE system for case responses. You are not required to act on a SAVE response or notification of a SAVE response received after the 15 day determination date explained above. System Use Agreement screen 28

30  Check the “I agree” box and click “Next.” Sign In screen Enter your username (user ID) and Password.  Third Step Only User Home Page  Click on either of the “Search Cases” buttons. Search Cases screen 29

31  Enter the DHS verification number with capital alpha characters  Enter the student’s DOB with preceding zeros (e.g.: “01” rather than “1”)  Click on “Submit.” Summary List screen  Click on the “Verification Number” field. d step verification request response is #5. “Applicant Status: Thir [status]” or “Applicant is a [status]” (Final response (no link))  Follow the instructions for SAVE response #5 above to determine if this response can be used to pr ocess the student’s Title IV aid. 30

32 No Cases Found Error Message – If th e “No cases found” error message appears after entering the student’s DHS Verification number and date of birth, follow these steps to resolve i t: Reenter the DHS verification number with capitalized alpha characters and the DOB 1. with leading zeros (“01” rather than “1”) . If you continue to receive this message: Check the student’s most recent ISIR transaction 2. (pull it into your database if necessary),  Compare the student’s FAFSA DOB with the student’s immigration document DOB. If they don’t match, e nter the immigration document DOB. If access is successful, follow up with the student to verify the correct DOB and correct it on the FAFSA or with DHS-SAVE later. If this is unsuccessful,  Check the DHS Sec. Confirm. Match Flag field and associated comments: shows the message, “ Eligible Noncitizen Status If the DHS Sec. Conf. Flag o Confirmed ” on the ISIR (DHS Sec. Conf. Match Flag = Y, comment code 120), process the student’s aid. Third step verification is no longer required. o If the DHS Sec. Conf. Flag shows that DHS could not confirm noncitizen eligibility status (comments 046 or 109) , or the record is “In Continuance” (comment 105) , send an email to [email protected] with “No Cases Found” in the Subject line. APD will research the record and send a response as soon as possible. 31

33 Requesting a new DHS Verification Number Request a new DHS verification number only if the SAVE response is: “Resubmit doc,” “Case Status: Case Closed,” or #1 . ” final response ( no link) and #5. “ Applicant Status: [status]” or “Applicant is a [status] the student’s immigration document does not support that status. To request a new DHS verification number , In FAA Access to CPS Online Student Entry Corrections click on the most recent 1. transaction: Blank out and reenter the student’s name, DOB or ARN,  Be sure that the ARN field is populated (if not, enter ARN from the student’s  immigration document) and that the Citizenship Status field indicates “Eligible Noncitizen,”  Click “Submit.” This will generate a new ISIR that may contain a new DHS verification number. 2. After three to five business days, log back into FAA Access to CPS Online 3. If: (pull it into your system if necessary). View the new ISIR transaction  The DHS Match Flag or the Sec. Conf. Flag shows, “Match conducted. Eligible noncitizen status is confirmed, or “Citizenship confirmed ,” respectively, use this ISIR transaction to process the student’s Title IV aid. Third step verification is not necessary.  The DHS Sec. Conf. Flag shows , “Confirmation In Continuance ,” wait up to 10 business days for a CPS system generated ISIR: o If you receive a system generated ISIR , review it beginning with instruction . step “3 View the new ISIR transaction... ” above. o If a system generated ISIR is not received within 10 business days, assume that DHS could not confirm noncitizen eligibility status.  The DHS Sec. Conf. Flag shows , that DHS could not confirm noncitizen eligibility status ,” compare the “DHS Verification #” field on the two most recent ISIR transactions . o On the Transactions screen, click on the box in front of the two most recent transactions, and click on “Compare ISIRs.” 32

34 o On the most recent transaction (right hand column) check the DHS verification number. If: It has changed:  enter it and the student’s DOB into the SAVE system to submit the third step verification. See “ Requesting a Third Step Verification” for next steps. send an email to:  It has not changed: [email protected] with only the DHS verification number and the associated award year in the subject line. The DHS verification number will be re sent to DHS. See instruction step “3 . Check the DHS Match Flags (in the Match Flags section) of the new ISIR” above . If APD Resent the Record but the DHS Verification Number Did Not Change on the Resulting ISIR Check the ARN field on the transaction that was corrected. If the field is blank , review the student’s earlier ISIRs to identify the last transaction number containing the correct ARN. Send an email to: [email protected] with the DHS verification number and ” [number] in the Subject line. In the text of the email explain that you need “ Transaction XX transaction XX updated due to an ARN error. 33

35 If the Record Has a Professional Judgement (PJ) Flag Before sending a record to the APD mailbox, identify the last transaction that does not contain a PJ. APD will correct that transaction to generate a new ISIR which you will use only for the eligible noncitizen verification (not for awarding). To do so, send an email to [email protected] with the DHS verification number and “ Transaction XX ” [number] in the Subject line. In the text of the email explain that transaction XX must be updated due to a PJ. No te: On February 24, 2019 a “Resend to Matches” option will be available in FAA Access to Clicking CPS Online Application Entry Corrections . “Yes” to this option, will enable you to resend the record to DHS directly . A new ISIR with a new DHS verification number will always be generated with one exception explained below. You will skip the steps of:  M , aking a correction to the student’s name, DOB or ARN and  Sending a DHS verification number to [email protected] because the DHS verification number didn’t change . Exception : If the ARN field is blank on the transaction to be resent, a new DHS verification number will not be generated. If so, review the student’s earlier ISIRs to identify the last transaction number containing the correct ARN . Access that transaction, choose the “Resend to Matches” option, and resend it to generate a new ISIR with a new DHS Verification number. More information will be available in a February 2019 Electronic Announcement. 34

36 Determining If the Student an Eligible Noncitizen Below is an eviated list of all the SAVE Immigration status responses. If the SAVE abbr response is not on this list or if you need more information about a status, see “Interpreting the ” section of Volume I, Chapter 2 of the F SAVE Response Handbook. SA If you have a policy question about whether a student’s status is eligible or ineligible for Title IV aid after reviewing the FSA Handbook (referenced above) , call (202) 377 - 4600 and leave a message with your name, question and phone number, or email your question to: [email protected] . We will respond to your question promptly. Eligible Statuses  Lawful Permanent Resident  Conditional Resident  Asylee  Refugee Parolee – Expires, Parolee Indefinite : Eligible if paroled into the U.S. for one year or  has evidence from DHS that he or s more AND he is in the U.S for other than a temporary purpose and intends to become a citizen or permanent resident (such as having filed a valid permanent resident application). For a student to be eligible for Parolee” status, FAAs must collect the following Title IV aid under a DHS “ immigration documentation: a document such as a Form I- 94 showing the student’s unexpired Parolee status and a document providing evidence that the student is in the U.S. for other than a temporary purpose, which the student may provide on an I- 797 Notice of Action. In the past, on the paper Form G-845 response, DHS checked the box indicating that the student was paroled for at least one year. That has changed; currently, the SAVE system response screen will contain the message, - “Application Pending I Form I 485.” lication for “Lawful Permanent -485 is an app Resident Status” and is evidence that the student is in the U.S. for other than a temporary purpose. This comment must be present in the SAVE system for the student to be eligible for Title IV aid when designated by DHS as having Parolee status.  Conditional Entrant: Eligible if the student has evidence from DHS that he or she is in the U.S. for other than a temporary purpose and intends to become a citizen or permanent resident (such as having filed a valid permanent resident application). See the F SA Handbook for more information.  U.S. Citizen  Violence Against W omen’s Act (VAWA) : if the student’s immigration documentation matches the eligible documentation described in the F SA Handbook, the student is eligible and SAVE verification is not required. See also: “Other” below.  American Indian Born in Canada Cuban/Haitian Entrant  35

37 “ Other ” Status A student with this status be eligible or ineligible. All the possible “Other” responses are may not available at this time. “ SAVE Comments ” box for more information. Check the Verification of Eligible VAWA documentation may appear here (e.g.: “Student has approved I- 360” (VAWA approval) or “Pending prima facie VAWA self - petition” (person met the prima facie requirements)). “Filed prima facie Verification of ineligible VAWA documentation may also appear here (e.g.: VAWA self- petition” ( the prima facie determination has not yet been made)). If you receive an “Other” response , first check the immigration document(s) against the eligible and ineligible document descriptions in the FSA Handbook to determine the student’s eligibility . If you are still unsure, send an email to: [email protected] , with “Response is Other” in the Subject line. In the text of the email include the student’s DHS verification number and a description of the student’s immigration document(s) . Do not send a copy of the actual document. APD will respond promptly. Ineligible Statuses Em ployment Authorized   Not Employment Authorized  Application(s) Pending  Non-Immigrant Deferred Action for Childhood Arrivals (DACA) : ineligible for Title IV aid, but may be  eligible for state or private aid.  Temporary Protected Status (TPS)  Deferred Action Status Withholding of Removal   Family Unity  Advanced Parole No Status  36

38 Other Home Page Buttons Profile: Update your demographic information here. Contact Us: View more SAVE customer service contact information. : Help View Tutorial (See Resources discussion section). Agency: Available to PDPAs for managing users. Resources: More information about DHS/USCIS and SAVE is located under this button. The SAVE system is used by thousands of entities for many different purposes across the U . S. Most entities initiate the immigration status verification process from the “Initial” FSA electronically exchanges FAFSA records containing a n (“Primary” or “First”) Step. ARN with SAVE to complete initial and secondary matching . Institutions (FAAs) receive the i nitial and secondary verification step results on students’ ISIRs. FAAs only complete the third step of the verification process . The instructional SAVE system resources on the resources link are designed to assist SAVE users that begin the i mmi gration process at the Initial Step. Therefore, those User Guides and System instructions will not be useful to FAAs. link that has been established on the Use the DHS-SAVE, Eligible Noncitizen Information for Financial Aid Professionals (IFAP) website . It serves as a repository for all Electronic 37

39 Announcements; SAVE system instruction documents; F SA Handbook, Volume I, Chapter 2: U.S. Citizenship and Eligible Noncitizens; and other information related to eligible noncitizen issues. SAVE Website is down” Error Message “ Need Help? Due to limited customer service capacity, FSA is relying on FAAs to read and understand the information in this DHS-SAVE Instruction document, Volume I, Chapter 2: U.S. Citizens and SA Aid Handbook and all Electronic Announcements regarding SAVE Eligible Noncitizens of the F on the DHS-SAVE, Eligible Noncitizen Information Page on IFAP . This serves as a repository for all SAVE documents. The Federal Student Aid Information Center (FSAIC), Central Processing System (CPS) support cannot assist you with SAVE system issues. For Federal Student Aid questions related to:  Policy issues regarding students’ eligible noncitizen status, after reviewing the FSA Handbook (referenced above); A specific SAVE review was requested (e.g.: VAWA or Cuban Haitian Entrant ) and it is  not returned in the SAVE response; or  Resetting a PDPA supervisor third step only user password; Locating your PDPA SAVE user ID  4600 and leave a Call the Federal Student Aid, Application Processing Division at: (202) 377 - message with your name, question and phone number, or email your question to: [email protected] . SAVE System issues related to:  Website access, navigation or Web screen assistance. 38

40 Send an email to Tommy Benbow at: [email protected] (with applicant information readily available). For SAVE System technical, performance issues and questions call 1-800- 741-5023. Do not call the SAVE Helpdesk , they will not be able to assist you with Department of Education issues or to reset passwords . The SAVE system is maintained and operated by DHS. Email your suggestions to improve these instructions to: [email protected] . Additional Resources can be found on: https://ifap.ed.gov/DHSSAVEEligibleNoncitizen/indexV1.html 39

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