Resolving INS Match Failures

1. Resolving INS Match Failures Pam McConahay Assoc Director, Compliance, Training & Lender Relations, University of Oklahoma SWASFAA 2002

2. Primary vs Secondary • Confirmation is attempted between CPS and INS when a student indicates he is an eligible non-citizen AND he provides an Alien Registration Number (“A-Number”) • If the student fails to provide A-Number, no match is attempted.

3. SSA • Social Security Administration (SSA) confirms U.S. citizenship • If SSA automated match fails to confirm citizenship for a U.S. citizen, documentation must be obtained by school to verify status. Documentation of U.S. citizen status is not submitted to any agency to confirm validity. • The U.S. Department of State issues proof of citizenship to non-naturalized citizens, not INS or SSA.

4. INS • Immigration & Naturalization Service (INS) confirms immigration status for non-citizens • If INS fails to confirm eligible non-citizen status via the automated match with CPS, an automated “secondary” confirmation is attempted. • If INS still can’t confirm via automated secondary confirmation, school must obtain documents and submit them to INS for paper secondary confirmation (Form G-845S)

5. Resolving Match Problems First Step---Clean Up the Record • Bad demographic data • Mistakes in spelling, DOB & A-Number • Double match attempts • Both SSA & INS databases may have been checked; if student is confirmed by either, make sure citizenship status on ISIR is correct and use the appropriate match. • Clean up the ISIR via corrections

6. Automated Secondary Confirmation • Y= status confirmed, student is eligible for TIV aid • C= in continuance, INS is re-checking. Wait 10 days for updated results before starting paper secondary confirmation • N= not confirmed. Start paper process. • X = INS needs more info. Start paper process.

7. Requesting Documents • Make clear to students what type of document is acceptable, how & where to submit it • Specify deadlines (must give them at least 30 days)

8. Ineligible Students • Familiarize staff with common international student visas (J-series, F-series) so they can be counseled of ineligibility before completing the FAFSA • Don’t submit G-845S to INS for students whose documents clearly indicate they are ineligible.

9. Form G-845S • Review documents before completing form; make sure student will be eligible non-citizen if document is valid. • Always submit front & back copies of documents, even the new “hologram” cards • Attach extra documentation, letters, etc. • Track when you submit forms and followup

10. When INS Doesn’t Respond • Can you evaluate documents yourself? • Yes, if INS doesn’t respond within 15 business days AND • There is no conflicting information AND • The immigration status documents submitted by the student appear to meet the eligibility requirements • Can’t use non-response as confirmation in subsequent year.

11. Resources • Federal Student Aid Handbook, Volume 1, Chapter 2 • Guide to ISIRs, Appendix B, Database Matches and Flags • NASFAA Encyclopedia, General Program Administration, 1.11.1

12. INS National Customer Service Center 1-800-375-5283 • www.ins.usdoj.gov • District Offices Servicing SWASFAA: • Arkansas, Louisiana: U.S. Dept of Justice, Immigration & Naturalization Service, 701 Loyola Avenue, Rm T-8011, New Orleans, LA 70113 • Oklahoma, Texas: US Immigration & Naturalization Service, 8101 N. Stemmons Fwy, Dallas TX 75247 • New Mexico, Texas: USINS El Paso District Office, 1545 Hawkins Boulevard, Suite 167, El Paso, TX 79925

13. Pam McConahay Assoc. Director, Compliance, Training & Lender Relations, University of Oklahoma Financial Aid Services pmcconahay@ou.edu 405.325.4617