Posted Date: September 4, 2018

Author:  Federal Student Aid

Subject: No Records Found Issue Resolved in DHS-SAVE System

In the Electronic Announcement (EA) dated August 13, 2018, “DHS-SAVE System Available for Schools to Submit Third Step Verification Requests,” Federal Student Aid (FSA) explained that schools were receiving a “No records found” error message in the SAVE system after entering some student identifiers to submit a third step verification request. The Department of Homeland Security (DHS) reports that they have successfully addressed these known issues and all such records are now immediately accessible for Third Step verification in SAVE.

Even with the correction, DHS acknowledges that there remain conditions that may still result in the “No records found” response to submissions to SAVE. If a school continues to receive this message:

Confirm that  the student’s identifiers are entered correctly, including the two alpha characters in the DHS Verification number entered as upper case, and the Date of Birth is entered with leading zeros (“01” rather than “1.”)  

If the “No records found” error message is received, email the DHS Verification number to applicationprocessingdivision@ed.gov with a message indicating that the “No records found” message was received for the record. FSA will respond as soon as possible.

Please refer to “Preparing to Submit a Third Step Verification request” on page 32 of the SAVE Instructions for School Users at: https://ifap.ed.gov/eannouncements/051018DHSSAVEInstUSDeptEDSchoolUsers.html before submitting any third step verification requests. The instructions have not changed for the “Resubmit Document” screen or for “Checking SAVE for a Response” on page 41.

Completing Third Step Verification requests for Response Screens Containing: “Application Pending,” “Parolee Expires,” “Parolee – Indefinite,” “Non-Immigrant” or “Other”

Schools will now see the SAVE second step response screen for each of the statuses above. FAAs must scroll to the top of the screen to see if the “Closed Case” message appears. If the message appears, FAAs should follow the instructions below regarding Closed Cases. If the case is not closed, schools should scroll down on the screen and click on the link labeled “Still not sure? Additional Verification.” This link will take users to a second screen that has the same immigration response message at the top and that contains all the buttons and choices that are needed to complete the student’s third step verification. 

On this second response screen, FAAs may: add comments (e.g.: “VAWA verification requested”), click on the “Cuban/Haitian Entrant button” to indicate the student requires special review (when necessary), “Drag file to upload” or “Upload file” (to attach the student’s immigration document), and click on the “Institute Additional Verification” button (which turns dark green after attaching the student’s immigration document) to submit the third step verification request to SAVE.

If the student’s immigration documentation matches the SAVE Response, the student is not eligible for Title IV funds.

“Parolee,” or “Other” Status Responses

For a student to be eligible for Title IV aid under a DHS “Parolee” status, FAAs must collect the following 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-485.” Form I-485 is an application for “Lawful Permanent 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. 

A SAVE response of “Other” indicates that the student is not eligible for Title IV aid. See the SAVE response comments box for details.

Details on immigration documentation and how to determine whether a SAVE response confirms  the student’s status as eligible or ineligible for Title IV aid is available beginning on page 1-36 of Volume 1, Chapter 2 of the 2018–2019 FSA Handbook at: https://ifap.ed.gov/eannouncements/051418FSAHbk1819Vol1Avail.html.

Always Check for Closed Case in SAVE

FAAs must scroll up to the top of the Response screen to check for a “Closed Case” message. If this message appears, and the student’s immigration document does not match the response status, schools should make a correction in FAA Access to CPS Online to the student’s name, date of birth or Alien Registration Number to generate a new ISIR. If the resulting ISIR:

  • Confirms the student’s eligible noncitizen status, use it to process the student’s aid.
  • Does not confirm the student’s eligible noncitizen status but contains a new DHS Verification number, use the new number to submit the record through the SAVE system.
  • Has the same DHS Verification number as the last transaction, send only the DHS Verification number in the subject line to: applicationprocessingdivision@ed.gov for the purpose of generating a new DHS Verification number for resubmission of the student’s immigration documentation to SAVE. 

Documenting Immigration Status in Later Award Years

Some students do not require verification by SAVE every year. See Volume 1, Chapter 2, page 1-48 of the 2018-2019 FSA Handbook for details. 

Instructions and Information

A new DHS-SAVE, Eligible Noncitizen link has been established on the Information for Financial Aid Professionals (IFAP) website. Located under the “Information Links” on the right side of the IFAP website, this serves as a repository for all Electronic Announcements; SAVE system instruction documents; Federal Student Aid Handbook, Volume I, Chapter 2: U.S. Citizenship and Eligible Noncitizens; and other information related to eligible noncitizen issues.

Need Help?

For the best response, email your questions to:

(NOTE: Do not call the SAVE Call Center because they do not have a full understanding of our unique access.)

FSA appreciates the community’s patience and assistance throughout the transition of this process.

   

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