Application for Approval to Participate in Federal Student Financial Aid
Programs
U.S. Department of Education, Federal Student Aid
Help
- The Electronic Application
is password protected. You must have an 8-digit OPE ID assigned by the
U.S. Department of Education (ED) to use as your "User name" preceded
by “ED” (example ED09999900). Your password is your 9-digit Taxpayer
Identification Number (TIN) preceded by “ED” (example ED999999999). Refer
to your Program Participation Agreement (PPA) or Eligibility and
Certification Approval Report (ECAR) to get your OPE ID and TIN. If you
still need help, contact the School Participation Division for your
state. The contact numbers are provided in the Introduction.
If this is a change in ownership and if you have a new TIN, you must get
the user name and password from the previous owner.
- Please fill out Section A
before continuing to the rest of the application.
- Information that you have
previously given to the U.S. Department of Education will be displayed on the application. You can
update any of this data, except your OPE ID number.
- Some information is
purposely not pre-populated, and must be filled out, if applicable, on
each application you submit. (This includes Questions 1 and 4 in Section A,
Section G, Section H, Questions 41-45, 50, 52-57 in Section I, Section K,
and Section L)
- Each page has an
"OK/Save Data" button at the bottom. Some sections have a
"Go to..." next section button in the middle of the page that
you can use if the rest of the section does not apply to you. After
entering all of your data on the page, click either button to save the
changes and display the next page of the form.
- If you click a hot link to
leave a page, any changes you made will not be saved. You can use your
browser's Back button to return to the page and then click on the
"OK/Save Data" button to save your changes.
- YOU MUST CLICK ON THE
"OK/SAVE DATA" or a "GO TO..." BUTTON ON EACH PAGE TO
SAVE YOUR DATA.
- Each page also has a
"Restore Original Values" button. As long as you have not saved
your changes, clicking this button will remove any changes you made on the
page and redisplay the data as it was retrieved from the Postsecondary
Education Participants System (PEPS).
- If you did not make any
changes on a page, you do not need to click the "OK/Save Data"
button. There is a hot link available at the bottom of each page to return
to the Application Index.
- You do not need to
completely fill out a page to save any changes you have made. If you start
a page and do not wish to complete it at the time,
- Click the
"OK/Save Data" button to save any changes you have made.
- Note: You may receive
"edit" messages informing you of areas that must still be
completed or are inconsistent with the information entered.
- You can return to the
page later to complete it and make any corrections indicated by the
messages displayed.
- Select "Check
here to perform the action selected below even if there are edit errors
on this page." (Note: These errors must be corrected before you
submit the application.)
- The earlier changes
entered and edits will be displayed on the page.
- If the purpose of your
application (which you checked in Question 1) is only to update your
information for the U.S. Department of Education, you do not need to complete Sections G and K. All
other applicants must fill out these sections.
- The application will not
be considered submitted to the U.S. Department of Education until you use the Submit
Application page to submit it.
- Section M will list the
documents you need to submit separately to the U.S. Department of Education. Refer to the Introduction
for instructions on submitting the signature page and supporting documents. You do not
need to submit to the U.S. Department of Education a copy of this application.
- If the only changes you make
are to phone numbers, fax numbers, or internet addresses and the purpose
of your application is “Gen List Update”, you do not need to complete
Section L or submit any other documents. All other applicants must complete
Section L, sign it, and submit it to the U.S. Department of Education with the rest of your
supporting documentation. You have several options for signing Section L: (1) Print, sign, and scan,
or (2) Sign with your manually drawn signature by placing a photo of your signature on the signature line
or using a mouse or finger to sign the document. The signature must be manually drawn, even if digitally.
Font-based typed signatures, and certificate-based signatures without a manually drawn signature, are not
authorized for use.
Page Navigation
- Use the TAB key or your
mouse to navigate from field to field on each page of the application. Do
not use the ENTER key. (Note: If your web browser is MS IE, pressing the
ENTER key will perform the same action as clicking the "OK/Save
Data" button.
- If your web browser is MS IE
and you make changes on a page and then click on a hot link to leave that
page, the changes you made will be lost.
- On every page you have three
options to choose regarding the data you entered.
- Check here if you are
satisfied with your entries on this page. (This is the defaulted option
and is used in most cases)
- Check here to perform
the action selected below even if there are edit errors on this page.
(Use this option if you receive an edit and you do not have the
information readily available to clear the edit. Remember, these errors
must be corrected before you submit the application.)
- Check here if you do
not want to update your data or start an application. (Use this option if
all you wish to do is review your data.)
- When you click the
"OK/Save Data" button, by default the next page of the
application will be displayed. However, if you have selected “Update Information”
and selected only one reason from the pick-list, the appropriate section
of the application will be displayed after you select “OK/Save Data”.
Other options that may be available for you to choose:
- Click the
"Redisplay this page" option if you would like to redisplay the
page to see data displayed from PEPS (and you have not previously saved
the information).
- Click the "Go to
Section" option and enter the Section you would like to skip to in
the box next to it.
- Click the
"Return to Index" option if you wish to select a different
option from the Index.
- Click the
"Submit the Application" option if you have finished entering
data on the application and would like to proceed directly to the
"Submit Application" page.
Data Entry
- All dates must be entered in
mm/dd/yyyy format. For example June 15, 2005 would be entered as
6/15/2005.
- High order 0's on the
month and day are not required.
- All four digits of
the year must be entered.
- Slashes (/) are
required to separate the month, day, and year.
- If you enter a change to a
person's name anywhere in the form,
- Check the "For
name changes, check here if this is a new person" box, if this is
the name of a different person.
- If you are just
correcting a person's name, do not check the box.
- A complete address is
required for all entries where address fields are included. A complete
address includes:
- Street Address
- City Name
- State and Zip Code or
Country Name
(Zip code and Zip+4 must be entered for U.S. addresses. Foreign addresses
should have the Foreign Postal Code entered.)
- Note: Zip+4 are
required for your main and additional locations for U.S. schools.
- Phone Number
- Email address
- Fax Numbers are optional
entries for the address.
Data Edits
- JavaScript is used to
provide interactive data checking for dates, numeric, fixed length
fields, and required entries. If JavaScript detects an invalid entry, a
pop-up box with an alert message will display. Please read the alert
message and correct the data.
- Additional edit checks will
be performed on each page when the "OK/Save Data" button is
clicked. If any invalid data entries are detected, the page will redisplay
with message(s) at the top indicating the question whose data needs to be
corrected and the correction to be made. Make the changes indicated by the
message(s) displayed and click the "OK/Save Data" button to save
them.
- If your questions are
specific to the school, including its password, please contact the School
Participation Division responsible for the state in which your
institution is primarily authorized to offer instruction. The phone number
for your division is listed in the Introduction.
- If you have specific
questions about the receipt of the supporting documentation for your
application, please contact the School Participation Division responsible for the state in which your institution is primarily authorized to offer instructions. The phone number for your division is listed in the Introduction.
- If you have problems
connected with accessing the electronic application, other than the
password, please contact the PEPS staff via email at
FSA_PEPS@ed.gov.
- If you have assistive
technology needs, you can email the School Participation Management Division staff
at CaseTeams@ed.gov for assistance.
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This section contains general questions about your institution. All schools
must fill out this section.
Due to its large size, this section has been divided into three pages.
Questions 1-9 are on the first page of Section A, questions 10-12 are on the
second page, and questions 13 and 14 are on the third page.
Question 1: Purpose of Application
- At least one purpose box
must be checked.
- If the purpose for your
application is not one of those described, you can either:
- Click the
"Update Information" checkbox and select a purpose from the
pick-list.
OR if your reason is not in the pick-list,
- Click the "Other"
checkbox and enter the purpose in the field next to the checkbox.
Question 2: Name of your institution
This is a required entry. Do not abbreviate unless necessary. Do not enter
your corporate name here. Do not include "Incorporated" or
"Inc." as part of your school's name.
Question 3: Other Name for your institution
- Check "No" if you
do not have another name under which you legally do business as a
postsecondary educational institution.
- Check "Yes" and
enter the name if you have another name.
- Do not abbreviate unless
necessary. Do not enter your corporate name here. Do not include
"Incorporated" or "Inc." as part of your school's
other name.
Question 4: School Mergers
- If you are an institution
resulting from a merger, check the box and enter the OPE ID of the former
institution(s).
- The TIN and school name will
display when you redisplay the page.
- The OPE ID number must be a
valid ID number.
Question 5: OPE ID
This is a display only question.
Question 6a: TIN number
- Enter your institution's Taxpayer
Identification Number (TIN).
- This is a required entry
for U.S. schools.
- This field will not display
if this is a Foreign school.
- If you change your TIN and
the reason for submission of the application is not "change in
institutional ownership or structure", provide an explanation in
question 69.
Question 6b: DUNS number
- Enter your institution's
DUNS number.
- This is a required entry
for all schools.
- If you change your DUNS and
the reason for submission of the application is not "change in institutional
ownership or structure", provide an explanation in question 69. (If
you do not have a DUNS number, you can contact Dun & Bradstreet at
1-800-333-0505 to have a number assigned.)
Question 7 and 8: Award Years
- Award years are displayed
for you based on the current date.
- If these dates are not
correct for your school, you may replace them with the correct year(s).
- All four digits of the year
are required.
Question 9: Home Page
Enter your Internet website (home page) address if you have one.
Question 10: CEO/President/Chancellor – This must be a school official
- The name of the
CEO/President/Chancellor must be entered along with a job title, complete
address, and phone number.
- If there is no address
provided for Questions 11-14, a checkbox will be displayed to allow you to
copy the address from Question 10 for the official if they are the same,
rather than typing in the address over again.
- If you check the
box, the street address, city, state or country, and mail code will be
copied after you click the "OK/Save Data" button.
- Phone and fax
numbers and internet addresses will not be copied from Question 10 to the
other questions.
Question 11: Chief Fiscal/Financial Officer – This must be a school official
The name of the chief fiscal/financial officer must be entered along with a
job title, complete address, and phone number.
Question 12: Financial Aid Director – This must be a school official
The name of the financial aid director must be entered along with a job
title, complete address, and phone number.
Question 13: "Ongoing Correspondence" – This must be a school
official
- Check a box if the person
who is to receive all ongoing correspondence with the U.S. Department of Education is the same as the
person entered in Question 10 or 12 and leave the name and address fields
blank.
- If it is not the same
person, check the "If neither of these people" option and enter
the name along with a job title, complete address, and phone number.
Question 14: School Contact – This must be a school official
- Check a box if the person
who is the application contact is the same as the person entered in
Question 10 or 12 and leave the name and address fields blank.
- If it is not the same
person, check the "If neither of these people" option and enter
the name along with a job title, complete address, and phone number.
Note:
You may report the contact that is not a school official in question 70(a).
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This section is used to enter your accreditation and state authorization.
This section is required for all non-foreign schools. Pick-lists are available
in this section for selecting new agencies. These pick-lists will not display
when agency information is displayed from PEPS.
- Accrediting information that
you have previously submitted to the U.S. Department of Education will be displayed for you to update.
- You must have at least one
primary accrediting agency, unless you are a foreign school.
- If you are a foreign school,
check the box at the beginning of the section to skip Section B and go to
Section C.
- If you have institution-wide
accreditation, enter your accrediting information in Question 15.
- If you have more than one
institution-wide accrediting agency, you must indicate which agency's
accreditation is the primary accreditation you wish the U.S. Department of Education to use in
determining your eligibility for federal student financial aid programs.
- If you do not have
institution-wide accreditation but have program accreditation, enter your
accrediting information in Question 15.
- The year the accrediting
agency accredited you is required and must be entered as a four-digit
year.
- If your accreditation is no
longer valid (the year last accredited + the number of years accredited
for is less than the current year), you must provide an explanation in
Question 69 in Section K.
- Existing accrediting agency
codes cannot be updated.
- Do not attempt to clear the
fields for an accrediting agency. If you have NOT saved information you
started to enter, click the "Restore Original Values" button. If
you have already saved the information, enter a date in the "End
Date" field to indicate that this information is not valid for your
school.
- To indicate that an
accrediting agency listed no longer accredits your school, enter the date
the accreditation ended in the "End Date" field.
- If you added an accrediting
agency in error, select “delete this accrediting agency”.
- To add additional
accrediting agencies,
- select "Click
here to add a new accreditor"
- Select the
appropriate agency from the pick-list of agencies.
- To review and/or change
information for any agency which currently accredits you,
- click on the
"Update/Review accreditor" hot link
- Section B will
redisplay with this accrediting agency
- If you add an
accreditor in error and want to delete it, select "delete this
accreditor".
Question 16: Flight Programs
- If do not have a flight
program, check the box at the beginning of the question.
- If you offer a flight
program, enter your certification number and expiration date.
Question 17: State Authorizations
- You must enter a state
authorizing agency unless:
- You are a foreign
school.
- You are a public
institution and do not provide at least 50% of an educational program
outside your state. Please click option "a." for question 17.
- Your programs are
not required to be authorized or licensed by a state agency (you must
submit a copy of the basis for that determination). Please click option
"d." for question 17.
- If you are entering a new
state authorization and you wish to see a list of state authorizing
agencies:
- Select "Click
here to add a new state authorizing agency".
- You may click on the
"Click here for a list of State Authorizing Agencies" hot link
at the beginning of Question 17. (This hot link will not appear if the
fields are currently populated from PEPS.)
- Click on the state
code for any state to display its agencies.
- Click on your
browser's back button to return to Section B.
- Do not attempt to clear the
fields for an authorizing agency. If you have NOT saved information you
started to enter, click the "Restore Original Values" button. If
you have already saved the information, enter a date in the "End
Date" field to indicate that this information is not valid for your
school.
- If you added a state agency
in error, select “delete this state agency”.
- To indicate that an
authorizing agency listed no longer authorizes your school, enter the date
in the "End Date" field that the authorization ended.
- To review and/or change
information for any current state authorizing agency:
- Click on the
"Update/Review State Authorization Agency" hot link
- Section B will
redisplay with this state authorization agency
- If you add an agency
in error and want to delete it, select "delete this state
authorization agency".
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This section is used to indicate your institutional control and structure.
This section is required for all schools.
Question 18: Institution Type
Check your type of institutional structure.
Question 19: Change of Structure
If your institutional structure in Question 18 has changed since you were
last certified or if you have entered merger information in Question 4, you must
enter the date of the change.
Public institutions do not need to fill out Questions 20 and 21. All other
institutions must complete both questions.
Question 20: Board of Trustees or Board of Directors
- Check whether you have a
board of trustees or board of directors.
- Check if you have over 10
members on your board.
- Enter the names of the
board members, or if you have more than ten, enter only the board's
executive committee.
- Do not attempt to clear out
the name of former board members. If a board member listed is no longer on
your board, enter the date the member left the board in the End Date
field.
- If you need to enter
additional board members, click the "Redisplay this page option"
and the "OK/Save Data" button at the bottom of the page
Question 21: Recording Secretary
- If you provided only the
board's executive committee in question 20, enter your board's recording
secretary.
- The name, job title,
complete address, and phone number are required for the board's recording
secretary.
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This section is used by for-profit institutions and for non-for-profit
institutions with a change in control.
Due to its large size, this section has been divided into two pages.
Questions 22-24 are displayed on the first page and question 25 is displayed on
the second page.
Note: You must provide the U.S. Department of Education with the Social Security Number
(SSN) and home address for each of the owners. Due to security concerns, the U.S. Department of Education is
not collecting SSNs or home addresses over the Internet at this time. However,
you must submit your SSNs and home addresses to the U.S. Department of Education by writing them on Section
M. Please refer to the Introduction for
Privacy Act Information.
Question 22: Ownership Type
You must check the type of ownership you have.
- If you check
"corporation" in question 22:
- Fill in information
about the corporation registered agent for each corporation in question
23,
- Check the "a
corporation" option in question 24,
- Fill in information
about the corporation in question 24a,
- And then enter
information about the corporation owners, if any, in question 24b and
24c, and leave 24d blank.
- If you check
"proprietorship" in question 22:
- Check "an
individual" in question 24a,
- Leave question 23,
24b and 24c blank,
- And enter
information about the individual(s) who own the school in question 24d.
Ownership Tree
If you wish to view all the owners reported on the application at one time,
select “Click here to see what the U.S. Department of Education’s records show as the ownership tree of your
institution.
Question 23: Corporation Registered Agent
If the owner is a corporation, you must enter the contact person, or
registered agent, with a complete address and phone number.
Question 24: Owners
- Question 24a.
- Check the type of
owner.
- This information
must be consistent with the information provided in Question 22.
- Question 24b.
- Fill in this section
for all owners that are business entities (either incorporated or
unincorporated), if any, with at least a 25% interest in your
institution.
- Following the
corporation information, enter the persons, if any, who own a 25% or
greater interest in the business entity.
- Question
24c.
- If you checked
"an individual" in Question 24a, list the individuals who are
owners with at least a 25% interest in your institution.
- You must enter a complete
address and phone number for each owner.
- You must enter the home
address for each owner.
- The percentage of ownership
and date ownership began are required entries.
- The total percentage of
ownership for all owners of your institution cannot be over 100%.
- If the total percentage of
ownership for all owners of your institution that you entered in Question
24 is less that 76%, you must enter an explanation in Question 69, in
Section K.
- To indicate that an owner
listed no longer has an ownership interest in the school, enter the date
the ownership ended in the "End Date" field.
- Do not attempt to clear the
fields for an owner. If you have NOT saved the information you started to
enter, click the "Restore Original Values" button. If you have
already saved the information, enter a date in the "End Date"
field to indicate that this information is not valid for your school.
- To add additional
institution owners, select:
- Click here to add a
new Person owner of your institution, or
- Click here to add a
new (not yet displayed) Entity owner of your institution
- To review/change
information about an owner of your institution,
- Click on the
"Update/Review this owner" hot link.
- The page will display
with the information about that owner.
- If you add an owner
in error and want to delete it, select "delete this owner".
- To review/change
information about the owner of an entity,
- Click on "Redisplay" Page with owners (of entity name).
Question 25: Other entities owned
- If any of the owners of
your school individually or together with a family member or in
combination with others, such as a voting trust, have owned:
- At least 25% or more
of another institution which is now/was Title IV eligible
OR
Check “Yes” and then fill in the appropriate boxes in the chart.
- If an individual currently
having substantial control at your school (e.g. board member, chief
executive officer, president, etc.) has held a position of substantial
control at another institution which is now/was Title IV eligible, check Yes
and then fill in the appropriate boxes in the chart.
- To indicate that an owner
listed no longer has an ownership interest in the school, enter the date
the ownership ended in the "End Date" field.
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This section is used to enter additional information about programs that you
want to be eligible to participate in federal student financial aid programs.
Due to its large size, Section E has been divided into three pages. Question
26 is on the first page. The second page, Question 27, must contain a list of
your non-degree programs. Question 28, contracts with an organization or
ineligible institution, is on the third page.
Question 26: Types of Programs
- Check all boxes that
describe programs provided by your institution.
Question 27: Non-degree Programs
The application will allow you to enter more than one program with the same
CIP code.
- Section E page 2 contains a
table of the non-degree programs offered by your institution.
- To update information about
one of your programs, click on the "Update/Review Program" hot link.
A page containing all of the information about this program will be
displayed.
- If required information is
missing for one of your programs, a red * will display in the "Need
More Info" column.
- If you need to add another
non-degree program, click on the hot link "Click here to add a new
program".
- To display a list of valid
CIP codes and program names, click on the "A list of CIP codes
accompanies this application" hot link.
- To copy a CIP code into
Question 27,
- Highlight the CIP
code.
- Press Control-C to
copy the code.
- Use your browser's
back button to return to Section E.
- Click on the CIP
code field in Question 27.
- Press Control-V to
paste the code into Question 27.
- If you checked box e. in
Question 26, you must fill out section 27a for each graduate non-degree
program.
- If you checked box g. or h.
in Question 26, you must fill out section 27b for each undergraduate
non-degree program.
- If you checked box i. in
Question 26, you must fill out section 27c for each short-term
undergraduate non-degree program.
- If you did not check box
e., g., h., or i. in Question 26, do not enter any school programs in
Question 27.
- You must enter the number
of clock hours for each program, unless it is exempt from the clock to
credit hour formula. If the program is offered in credit hours, you must
enter the number of hours and the type of credit hours must be checked.
- The information about
school programs that the U.S. Department of Education has for your school is displayed with the
exception of completion rate and placement rate in Question 27c. These
rates must be re-filled in on each application for each program you have
entered in 27c.
- To indicate that a program
is no longer offered by your school, enter the date it ended in the
"End Date" field.
- Do not attempt to clear the
fields for a school program. If you have NOT saved the information you
started to enter, click the "Restore Original Values" button. If
you have already saved the information, enter a date in the "End
Date" field to indicate that this information is not valid for your
school.
- If you added a program in
error, select “delete this program”.
- Enter information about
organizations or ineligible institutions that provide more than 25% of any
of your programs.
- You must answer
"Yes" or "No" to Question 28. If you answer "Yes",
you must enter information about the ineligible institution(s) providing
programs for your school.
- You must enter the program
name.
- You must enter a complete
address for the ineligible institution.
- To indicate that an
organization or ineligible institution listed is no longer providing
programs for your school, enter the date it ended in the End Date field.
- If you are a proprietary
school, enter any owner of your institution who also owns or controls 25%
or more of this ineligible institution in Question 28b.
- You must answer
"Yes" or "No" to Question 28c.
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This section is used to enter information about your locations. This section
must be filled out by all schools.
- Do not enter a post office
box in the business street address
- You must enter a complete
address for all locations.
- Do not abbreviate the name
or address unless limited by space.
Question 29: Principal Location
- Use this question to enter
information about your principal location’s legal street address.
- If you are a domestic
school, you must enter the ZIP+4 for your principal location.
Question 30: Additional Location(s)
- Use this question to enter
information about your secondary locations. An indication of whether or
not this location is currently approved by the U.S. Department of Education, will display above the
location.
- To review and/or change
information for any location you, click on the "Update/Review
location" hot link
- To add additional
locations, select "Click here to add a new location". If you add
a location in error and want to delete it, select "delete this
location".
- To indicate that one of
your additional locations is no longer valid, enter the appropriate date
in the "End Date" field. Do not attempt to clear the fields for
a location. If you have NOT saved the information you started to enter,
click the "Restore Original Values" button. If you have already
saved the information, enter a date in the "End Date" field to
indicate that this information is not valid for your school.
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This section is used to answer questions about tele/corr courses,
ability-to-benefit students, and incarcerated students.
- This section must be filled
out by all schools, unless the purpose of your application is only to notify
the U.S. Department of Education of updated information.
- You must answer
"Yes" or "No" to each question. You may enter an
explanation for any answer in Question 69.
- The information in this
section must be completed each time you submit a full application to the U.S. Department of Education.
- Information entered on
previous applications will not be displayed here.
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This section must be filled in by schools submitting an application for
initial eligibility, designation as an eligible institution, a change in
ownership or structure, merger, or schools seeking reinstatement. Also if a currently certified school wants
to be determined to be eligible for another Title IV program, it must answer
Question 37.
Question 35:
You must check the reason you are filling out this application.
Question 36:
The number of clerical and professional full time staff is required and must
be completed.
Question 37:
Check all of the financial aid programs in which you are seeking approval to
participate.
Question 38:
This enrollment information is required and must be completed.
Questions 39 and 40 are only for schools seeking initial approval and
reinstatement.
Question 39:
The enrollment and dropout numbers are required and must be completed.
Question 40:
- The school programs that
you entered in Question 27 will be displayed here with a box to check
“yes” if the programs have been provided continuously for at least 24
months.
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This section is filled in by foreign schools.
- You must check
"Yes" or "No" for each of these questions.
- Information sent to the U.S. Department of Education on
previous applications will not be displayed here, it must be completed
each time you submit an application to the U.S. Department of Education.
- You must check
"Yes" or "No" to indicate if you use U.S.
administrative or recruiting offices.
- If you have U.S. administrative
or recruiting offices, you must enter the office name, complete address,
and phone number.
- If you have more than one
U.S. administrative or recruiting office, select “Click here to add a U.S.
administrative office”.
- Enter the name of the medical
facility at which you provide graduate medical educational program
instruction in your country. This is a required entry.
- Enter the name, complete
address, and phone number for your medical facility.
- If you have more than one
medical facility, select “Click here to add a foreign medical facility”.
- Enter the name of the
entity in your country that is authorized to evaluate your medical
educational programs. This is a required entry.
- Enter the name, complete
address, and phone number for your evaluating entity.
- If you have more than one
evaluating entity, select “Click here to add the entity which is legally
authorized to evaluate your programs”.
You must check "Yes" or "No" to indicate if you are
approved by the entity listed in Question 48.
- You must enter the number
of months of graduate clinical and medical instruction.
- This information must be
completed each time you submit a full application to the U.S. Department of Education. Information entered
on previous applications will not be displayed here.
- You must check
"Yes" or "No" to indicate if any part of your medical
program instruction is offered in the U.S.
- If you check
"No", do not fill out the rest of Question 51.
- If you check
"Yes",
- Enter the facility
name, complete address, and phone number in Question 51a.
- Check the part(s)
of the program offered in Question 51b.
- If you check
"Other" in Question 51b, you must specify the part of the
program training in the blank next to it.
- Enter the Medical
licensing boards and evaluating bodies in the U.S. that currently approve
this part of you medical program in Question 51c.
- You must check
"Yes" or "No" to both questions in 51d.
Question 52
- Enter the dates and number
of graduates who graduated within the past three 12-month periods. This is
a required entry.
- This information must be
completed for each application you submit to the U.S. Department of Education. Information entered on
previous applications will not be displayed here.
- You must provide an answer
for each of these questions.
- This information must be
completed for each application you submit to the U.S. Department of Education. Information entered on
previous applications will not be displayed here.
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This section is used to enter your third-party servicers and your ability to
benefit (ATB) testers. This section must be filled in by all schools with
third-party servicers and ATB testers.
- If you don't contract with
any third-party servicers or have an ATB tester, check the box at the
beginning of the section and continue to Section K.
- A complete address and
phone number are required for each servicer and ATB tester.
- You must check at least
one service provided by each third-party servicer.
- Do not attempt to clear
the servicer name and address for a third-party servicer. You may update
the contact name and job title, if the contact name displayed is not
applicable for your institution. If you have NOT saved the information you
started to enter, click the "Restore Original Values" button. If
you have already saved the information, enter a date in the "End
Date" field to indicate that this information is not valid for your
school.
- To indicate that you no
longer use a third-party servicer listed or ATB tester, enter the date
your contract with the servicer ended in the "End Date" field.
- To add additional
third-party servicers, select "Click here to add a new servicer/ATB
tester". Then select the appropriate agency from the pick-list
of servicers.
- To review and/or change
information for your third-party servicers, click on the "Update/Review
Servicer/Tester" hot link.
- If you add a third-party
servicer/ATB tester in error and want to delete it, select "delete
this servicer".
- Enter the name and job
title of your contact person.
- You may select your
third-party servicer from the pick-list, or if your servicer is not on the
list, enter the servicer name and complete address.
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This section is used to answer questions about your administrative capability
and financial responsibility. This section must be filled out by all schools,
unless the purpose of your application is only to notify the U.S. Department of Education of updated information.
- The information in this
section must be completed each time you submit a full application to the U.S. Department of Education.
Information entered on previous applications will not be displayed here.
- Question 64 does not apply
to foreign schools.
- If you do not answer
"Yes" to any of the questions 59-68, you must enter an
explanation in Question 69.
- Question 69 can be used to
enter additional information about any question in the application.
- If
you cannot fit all of your comments in Question 69, please include
additional comments with the application documents you submit to the U.S. Department of Education.
Question 71 Reporting of Foreign Gifts, Contracts and
Relationships.
Section 117 of the
Higher Education Act of 1965 (HEA), as amended, requires most institutions that
participate in the Title IV student assistance programs to submit to the
Secretary disclosure reports containing information about gifts received from
any foreign source, contracts with a foreign entity, and any ownership
interests in or control over the institution by a foreign entity. We want to
remind institutions of the importance of complying with this provision of the
HEA.
The following information
is presented in a Question & Answer (Q&A) format to provide details
about the reporting requirement.
General -
Q1 How do I know if my
institution is required to submit a report of foreign gifts, contracts, or
ownership and control?
A1 All domestic institutions that
receive any Federal financial assistance (directly or indirectly) and that
offer a bachelor's degree or higher, or that offer a transfer program of not
less than two years that is acceptable for credit toward a bachelor's degree,
are required to report. [See HEA section 117(h)(4)]
Q2 What are the conditions that
require reporting?
A2 An institution must submit a
report if the total of all gifts from and contracts with a foreign source
total $250,000 or more in any calendar year or it is owned or controlled by a foreign
source. [See HEA section 117(a)]
Q3 Is the foreign gift, contract,
and ownership information my institution reports made public?
A3 Yes, consistent with the law, all
disclosure reports are public records and are available for inspection and
copying. [See HEA section 117(e)]
Q4 What happens if my institution
does not comply with the foreign gift, contract, or ownership reporting
requirements?
A4 If an institution fails to comply
with the reporting requirement in a timely manner the Secretary may recommend
that the Department of Justice undertake a civil action in Federal District
Court to ensure compliance. In addition, the institution must reimburse the
government for the full costs of obtaining compliance following a knowing or
willful failure to comply. [See HEA section 117(f)]
When and How to Report -
Q5 When must my institution
submit its foreign gift, contract, and ownership or control report?
A5 An institution must report no
later than the January 31 or July 31, whichever is sooner, that immediately
follows the activity that triggers the need for a report as discussed in
Q&A #2. [See HEA section 117(a)]
Q6 What if I have missed filing a
required report?
A6 You should immediately file all
of the missed reports.
Q7 If my institution meets the
"ownership or control" criteria noted in Q&A #2, must we continue
to report that condition every six months?
A7 No, an institution must only report when there is a substantive change to a
previously reported ownership or control status, or in the institution's
program or structure, as it relates to a foreign source.
Q8 How does my institution report
foreign gift, contract, or ownership and control information to the Secretary?
A8. Foreign gifts and contracts must be reported to the Department of Education, Federal Student Aid,
using the Foreign Gift and Contract Disclosure system (https://partners.ed.gov/ForeignGifts). Ownership or control changes must be reported to
the Department of Education, Federal Student Aid, using the electronic application process (E-App) (www.eligcert.ed.gov).
Contents of Reports -
Q9 In the case of an institution
that meets the "contract" or "gift " criteria noted in Q&A #2, what
information is required to be included in the report?
A9 For gifts received from or
contracts entered into with a foreign government the report must include the
identity of the foreign country and the aggregate amount of such gifts and
contracts received from each foreign government. [See HEA section 117(b)(2)]
For gifts received from or contracts
entered into with a foreign source other than a foreign government the report
must include the name of the foreign state to which the contract(s) or gift(s) is
attributable and the aggregate dollar amount of such gifts and contracts
attributable to a particular country. [See HEA section 117(b)(1)]
Q10 In the case of an institution
that meets the "ownership or control" criteria noted in Q&A #2,
what information is required to be included in the report?
A10 For such an institution each
disclosure report must contain the identity of the foreign entity, the date on
which the foreign entity assumed ownership or control, and a description of any
substantive changes to previously reported ownership or control, or in
institutional program or structure resulting from the change in ownership or
control. [See HEA section 117(b)(3)]
Q11 What additional information
must be included in the report about restricted or conditional gifts or
contracts?
A11 Whenever an institution receives
a restricted or conditional gift or contract from a foreign government it must
disclose the name of the country, the amount of the gift or contract, the date
of the gift or contract, and a description of all conditions or restrictions as
defined below. [See HEA section 117(c)(2)]
Whenever an institution receives a
restricted or conditional gift or contract from a person it must disclose the
citizenship, or if unknown, the principal residence for that person, the amount
of the gift or contract, the date of the gift or contract, and a description of
all conditions or restrictions as defined below. [See HEA section 117(c)(1)]
Whenever an institution receives a
restricted or conditional gift or contract from a legal entity other than a
foreign state or an individual it must disclose the country of incorporation,
or if unknown, the principal place of business for that foreign source, the
amount of the gift or contract, the date of the gift or contract, and a
description of all conditions or restrictions as defined below. [See HEA
section 117(c)(1)]
Alternative Reporting -
Q12 What if my state requires
similar reporting of foreign gifts, contracts, and ownership?
A12 If the state has provided the
Secretary assurances that the institution has met the requirements for public
disclosure under State law the institution may submit a copy of the disclosure
report filed with the State in lieu of the report required by the Secretary.
[See HEA section 117(d)(1)]
Q13 What if another Federal
agency requires similar reporting of foreign gifts, contracts, and ownership?
A13 If an institution has filed a report substantially similar to the report
required under section 117 of the HEA with any other agency of the Federal
Government it may submit a copy of that
report in lieu of the report required by the Secretary.
[See HEA section 117(d)(2)]
Definitions regarding Foreign gift-
Q15 What is the definition of a
"foreign source"?
A15 The HEA defines the term
"foreign source" as -
§ A foreign government, including an
agency of a foreign government;
§ A legal entity created solely under the laws of a foreign state or states;
§ An individual who is not a citizen or national of the United States; and
§ An agent acting on behalf of a foreign source.
[See HEA section 117(h)(2)]
Q16 What is the definition of a
"contract"?
A16 The HEA defines the term
"contract" as any agreement for the purchase, lease, or barter of
property or services. [See HEA section 117(h)(1)]
Q17 What is the definition of a "gift"?
A17 The HEA defines the term
"gift" as any gift of money or property. [See HEA section 117(h)(3)]
Q18 What is the definition of the
term "restricted or conditional gift or contract" used in Q&A
#11?
A18 For purposes of the reporting
required by section 117 of the HEA, "restricted or conditional gift or
contract" means any endowment, gift, grant, contract, award, present, or
property of any kind which includes provisions regarding -
§ The employment, assignment, or
termination of faculty;
§ The establishment of departments, centers, research or lecture programs, or
new faculty positions;
§ The selection or admission of students; or
§ The award of grants, loans, scholarships, fellowships, or financial aid
restricted to students of a specified country, religion, sex, ethnic origin, or
political opinion.
[See HEA section 117(h)(5)]
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This section must be completed
by all schools, unless your application purpose was to update data and the only
fields you changed were phone numbers, fax numbers or internet addresses. The date signed must
be entered before the application can be submitted. The current date will be
displayed for you in this field. If the person who is signing the
application was entered in Question 10 (CEO/President/Chancellor), check the
box and do not fill out the rest of the page. Otherwise, the name, job
title, complete address, and phone number of the person who is signing the
application must be entered here.
You have several options for signing Section L for
separate submission with the supporting documents: (1) Print, sign, and scan, or
(2) Sign with your manually drawn signature by placing a photo of your signature
on the signature line or using a mouse or finger to sign the document. The signature
must be manually drawn, even if digitally. Font-based typed signatures, and
certificate-based signatures without a manually drawn signature, are not authorized
for use. (If you are using Internet Explorer, use the "file" and then "print" option to print Section L.)
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- Use this section to verify
the supporting documentation that you are required to submit separately to
the U.S. Department of Education .
- If your application
purpose is to update information and the only information you changed were
phone numbers, fax numbers, or internet addresses, you do not need to submit
a signature page or any supporting documentation.
- The supporting
documentation you are required to submit to the U.S. Department of Education, based on application type
and school type, will be listed here.
- If you are a for-profit
institution, your individual owners will each need to provide their information for Section M.
You must submit this information for all individual owners, either combined or separately,
to the U.S. Department of Education.
- You must sign Section
L and submit it to the U.S. Department of Education (unless your application purpose was to update
information and the only information changed was phone numbers, fax
numbers, or internet addresses). You do not need to submit other sections of
the application.
- If you are not a foreign
school, you must submit a current letter of accreditation.
- If you are not a foreign
school or a public institution (with additional locations only in your
state), you must submit a valid state license or other state authorization.
- If you are a private
nonprofit institution, you must submit your 501(c)(3) designation from the
IRS unless the U.S. Department of Education already has a copy on record.
- If your institution
contracts with ineligible institutions to provide more than 25% of any
educational program, you must submit a copy of the approval from your
accrediting agency for contracting this program.
- If you are an initial
application, seeking reinstatement, or an institution with a change in
ownership or structure, you must submit:
- Audited financial
statements for the two most recently completed fiscal years.
- Audited financial statements
of the institution's new owner's two most recently completed fiscal years
that are prepared in accordance with Generally Accepted Accounting
Principles (GAAP) and audited in accordance with Generally Accepted
Government Auditing Standards (GAGAS) or equivalent information for that
owner that is acceptable to the Secretary.
- The default
management plan, if the plan is not the plan recommended by the
Secretary.
- If your default
management plan is the plan recommended by the Secretary, click the checkbox
and then click the "Click Here" button so that the U.S. Department of Education will know
that you will not be submitting a default management plan.
- If you are exempt
under 487(a)(14)(C) of the HEA from providing a default management plan,
click the "Click Here" button so that the U.S. Department of Education will know that you
will not be submitting a default management plan.
- If you are an institution
with a change in ownership or structure, you must submit an audited balance
sheet showing the financial condition of the institution at the time of
the change.
- If you are a foreign
institution, you must submit:
- For private
nonprofit institution - a certified English translation of nonprofit
designation status
- Most recent catalog
and its certified English translation of all sections dealing with
degrees and programs provided at your institution
- Legal authorization
and its certified English translation to provide an educational program
beyond the secondary school level in the country where you are located
- Legal authorization
and its certified English translation to award a degree that is
equivalent to a degree awarded in the United States
- Legal authorization
and its certified English translation to provide graduate medical
education, if you are a foreign graduate medical school.
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- After you have finished
entering the data on the application, click on the "Submit
Application" hot link from the index page or click the "Submit
the Application" option from any application page and click the
"OK/Save Data" button.
- The Application Submission
form will be displayed.
- If there are any
edit errors on the application or if any required fields have not been
entered, messages will display to indicate what changes are required with
hot links to follow to access the appropriate section of the application
directly.
- If there are no edit
errors on the application and all required fields have been entered, a
"Submit Application" button will be displayed.
- Click on this
button to submit the application.
- A page will display
with the message, "Application has been submitted to the U.S. Department of Education."
verifying that the application has been submitted.
- If you need to make
additional changes to your application after it is submitted the first time,
follow this same process to resubmit the application after completing the
changes.
- Note: You
will be allowed to make changes to the application after submitting the
application up until the reviewer actually begins to review the data on
the application. After that you will not be allowed to make changes,
unless the reviewer notifies you that changes need to be made. At the
time you are notified that changes need to be made, you will be given
five days to enter changes to the application.
- If you need to
submit a new application for update, but cannot because your current
application shows "Review in Process," contact the School
Participation Division responsible for the state in which your
institution is primarily authorized to offer instruction. The phone
number for your School Participation Division is listed in the Introduction.
- Remember to save
a copy of the application for your records, but DO NOT submit a copy of
the application to the U.S. Department of Education. You can save and/or print a copy of the application by
clicking on the “Display Application” hotlink.
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Click on the Status hot link from the Index page after you have submitted
your application to display information about the status of your application.
- If you do not have
a current application, then the status displayed will be:
"No application pending, you may begin entering one."
- If you have begun
entering an application, but have not yet submitted it to the U.S. Department of Education, the status
displayed will be:
"Application entry in process. The application you started has not been
submitted to the ED."
- If the application
has been submitted but all of the required supporting documentation has
not been received by the U.S. Department of Education, the status displayed will be:
"Application was submitted on [date]. Awaiting supporting
documentation."
- If the application
has been submitted and the U.S. Department of Education has requested supporting documentation because
not all supporting documentation has been received, the status displayed
will be:
"Application submitted on [date]. Supplemental documentation has been
requested by SPD on [date]."
- If the supporting
documentation has been received by the U.S. Department of Education and the application is currently in
the review process, the status displayed will be:
"Review in process."
- If the
application has completed the review process, the status displayed will
be:
"Document preparation in process."
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