Beginning in May 2018, the U.S. Department of Education (ED) will give Title IV schools access to the U.S. Department of Homeland Security (DHS) Systematic Alien Verification for Entitlements (Save) system for submitting third step verification requests to obtain the immigration status for determining student eligibility for Title IV aid. Increasing electronic access for Title IV schools to the save system is a collaborative effort by ED and DHS, designed to modernize the third step verification process. DHS’ existing paper-based process will be discontinued on May 1, 2018.
To assist schools in getting up to speed with the new process, the Department created a new DHS-SAVE resource page on the IFAP website. It provides the guidance on the electronic third step verification process for determining a student’s eligibility for title iv as well as dear colleague letters and announcements and other resources.
When a FAFSA applicant fails primary and secondary confirmation with the U.S. Department of Homeland Security database matches performed by the Central Processing System, they only have a limited amount of time to complete paper third step confirmation. Applicants who fail to provide documentation of their immigration status to the school within nine months will be closed in the DHS Systematic Alien Verification Entitlement System known as SAVE.
Federal Student Aid recently advised schools to check student ISIRS to identify a closed case before attempting to complete the G-845 form.
First check the date of the first 01 ISIR transaction and if applicable, the date a transaction on which a correction was made to the student’s name, date of birth or Alien Registration Number (ARN). Corrections made to one or more of these three specific fields should cause the FAFSA to be resubmitted through the DHS match resulting in the issuance of a new DHS Verification Number on the resulting Institutional Student Information Record (ISIR). If the latter of these dates was more than nine months ago, follow the instructions below to generate a new ISIR:
Resolve this issue via a correction record
To resolve this issue, the financial aid administrator must:
1. Return the record to DHS to request a new DHS Verification Number.
2. Log in to FAA Access to CPS Online, click on the applicant’s most recent transaction, open corrections, and re-enter the student’s name (by typing over the same letters).
3. Submit this update as a correction record to the Central Processing System. In three business days, the institution will receive a new ISIR.
4. Check the DHS Match Flags to determine if the applicant’s status has been updated to “Eligible Noncitizen.”
• If so, the school may process aid for this applicant
• If the DHS Match Flags indicate that the student is ineligible and the DHS Verification Number has changed from the previous ISIR transaction, enter the applicant’s new DHS Verification Number on the G-845 and mail it to:
U.S. Citizenship and Immigration Services
Attention: Immigration Status Verification Unit
300 North Los Angeles Boulevard, Room 3204
Los Angeles, CA 90012.
If the DHS Verification Number did not change after submitting an update via the correction process above, email only the student’s DHS Verification Number to firstname.lastname@example.org. The applicant’s FAFSA record will be resent to DHS, and the school will receive a new ISIR within three days. Check the DHS Match Flags on the ISIR to determine if the applicant’s status has been updated to “Eligible Noncitizen.” If so, the school may process aid for this applicant.
Paper Secondary Confirmation is initiated when a student’s ISIR does not pass automated secondary confirmation or when the school has conflicting information about a student’s eligible noncitizen status. Paper secondary confirmation is accomplished by completing the G-845 form and sending supporting documentation to the United States Citizen and Immigration Services for review by their case teams.
The G-845 form is completed by the Financial Aid Office and sent to the Department of Homeland Security/ USCIS along with a student’s eligible noncitizen documentation to support a claim of being an eligible noncitizen for Title IV purposes, after primary and secondary verification when a non-citizen student’s eligible status is not confirmed during the match with the Department of Homeland Security.
When an ISIR is processed for an eligible noncitizen, a verification number is created (similar to a case number). If the USCIS does not receive a G-845 form within 60 days of when the verification number was created, they automatically close the case.
If you need to send in a G-845 form after 60 days has elapsed, a new verification number must be created. According to the USCIS, you can create a new verification number on the ISIR by submitting a correction to the ISIR. They suggest making a simple correction on the ISIR to generate a new one. Just be sure not to change anything important. Once the correction is submitted, a new verification number should be created on the resulting ISIR, which can then be used to submit the G-845.