Insights into Payback Information Management System (PIMS)

RSAs Payback RSA s Payback Information Information Management Management System (PIMS) System (PIMS) October 31, 2019 October 31, 2019

Agenda Overview of Payback Information Management System (PIMS) PIMS data collection components and demo Service obligation regulation reminders Resources for scholars 2

What is PIMS? Online data collection system available year-round designed to: Collect and analyze data on scholars funded by Rehabilitation Long-Term Training (RLTT) grants, and Track the service obligations of scholars funded by RLTT grants Replaces the Rehabilitation Services Administration (RSA) Management Information System (MIS) 3

Benefits of PIMS PIMS will: Allow scholars to verify the accuracy of data in the system Enable scholars to submit employment data electronically Enable grantees & employers to approve & verify employment information electronically 4

How to Access PIMS Grantees, scholars, and employers will have access to the web-based system year-round; 24 hours/day, 7 days/week Requires Multi-Factor Authentication The Help Desk, at RLTTHelpDesk@ed.gov or 1-800-832-8142, is available Monday through Friday from 8 am 8 pm (Eastern Time) 5

What is Multi-Factor Authentication (MFA)? MFA is a security process that requires a user to verify their identity in multiple ways to gain system access These multiple factors may include: Something only the individual user knows (e.g., a password) Something only the individual user possesses (e.g., a smartphone app) knows 6

Protecting Personally Identifiable Information (PII) Users access system with a unique username, password, and Multi-Factor Authentication Key information, including social security numbers, is encrypted at rest in the database All system activity (e.g., changes to the data, login attempts, deleting users) is logged and reviewed 7

Timeline for PIMS Access All Project Directors have access to PIMS Scholars will be able to access PIMS starting in November 8

Scholar Access Every few weeks starting November 18th groups of scholars will be sent an email from RLTTHelpDesk@ed.gov with instructions for accessing PIMS Make sure to check your spam and junk mail for Make sure to check your spam and junk mail for emails from emails from RLTTHelpDesk@ed.gov RLTTHelpDesk@ed.gov and add us to your contacts to your contacts If you do not receive an email by If you do not receive an email by December 16th contact us at contact us at RLTTHelpDesk@ed.gov RLTTHelpDesk@ed.gov or 1 832 832- -8142 8142 and add us December 16th or 1- -800 800- - 9

Scholar Training Review the recorded Scholar Training available at https://pdp.ed.gov/RSA/Home/Training 10

PIMS Data PIMS Data Collection Collection

PIMS Data Collection Process University/scholar complete Payback Agreement and university enters scholar data in PIMS Scholar exits program & university/scholar complete Exit Certification Scholar enters two-year grace period Scholar begins fulfilling obligation through service Scholar not in compliance and therefore in repayment status Scholar submits employment information in PIMS University determines employment is eligible for payback in PIMS Scholar enters repayment status or scholar processed for deferral or waiver Employer verifies employment in PIMS 12

Overview of PIMS Data Collection Components Grantees will: Grantees will: Upload completed and signed Payback Agreements and Exit Certifications Enter the scholar contact, demographic, and training information (and continue to update as long as the scholar is receiving funding) Determine if scholars employment is eligible Scholars will: Login regularly to ensure accuracy of contact and other info Enter employment information Request deferrals and waivers (as necessary) Employers will: Verify scholars employment information 13

Previous System (MIS) vs. PIMS MIS MIS PIMS PIMS SERVICE OBLIGATION: SERVICE OBLIGATION: Employment documentation emailed, mailed, or faxed to PD and RSA Scholar responsible for entering employment information directly to PIMS, PIMS facilitates approval by employer and PD REPAYMENT REFERRALS REPAYMENT REFERRALS: PD responsible for submitting scholars for repayment during data reporting period PIMS regularly generates report showing scholars entering repayment status for review/approval by RSA 14

Previous System (MIS) vs. PIMS (continued) MIS MIS PIMS PIMS WAIVERS AND DEFERRALS: WAIVERS AND DEFERRALS: Waiver and deferral request documentation emailed, mailed, or faxed to PD and RSA. PD responsible for submitting request form to RSA Scholar responsible for requesting waiver or deferral in PIMS and uploading the documentation within PIMS for RSA review 15

Scholar Responsibilities in PIMS Scholars must login to PIMS every six months to: Ensure their contact and training information is current and correct Update their contact information Enter all employment data completely and accurately, after completing or exiting from the program, and Submit requests for deferrals or waivers 16

Scholar Responsibilities in PIMS: Service Obligation Scholars will submit employment directly through PIMS for grantee review and employer verification Scholars only receive credit once a position is Scholars only receive credit once a position is approved by the grantee and verified by the employer approved by the grantee and verified by the employer Scholars will only receive credit that is approved by the grantee and verified by the employer as of the date the scholar submitted the employment record To continue obtaining credit scholars must resubmit their employment records for employer verification 17

Scholar Responsibilities in PIMS: Service Obligation (continued) Scholars are responsible for ensuring employers respond to system-generated emails requesting employer verification of reported employment Scholars who do not secure qualifying employment by the time the service obligation becomes effective will be referred for repayment 18

Employment Data to be Entered by Scholars Employer name and contact information Start and end dates Whether the position is full-time or part-time Job title Description of job duties 19

Data to be Reviewed by Grantees Grantees review scholars employment information to determine if it is eligible for payback consistent with the program regulations After the grantees indicate whether the employment is eligible, an email notification is sent to the scholars After the grantees approve the employment record, it is sent to the employer for verification 20

Employer Responsibilities in PIMS: Employment Verification Employers will: Review employment data entered by the scholars to verify accuracy Describe the reason for any disagreement Completed employer review (approval OR dispute) will trigger notification email to scholar Scholar will have an opportunity to correct any disputed information and re-submit for approval and verification 21

PIMS: Live Demonstration We will now demonstrate the following activities in PIMS: Logging in to the system Updating contact information Submitting employment information Submitting a request for a deferral or waiver 22

Reminders: Reminders: Service Service Obligation Obligation and Debt and Debt Repayment Repayment

Service Obligation Reminders Scholars who receive funds after September 2016 and leave the program prior to completing one year may not repay the obligation through service may not repay the obligation through service Criteria used to determine qualified employment has not changed Grantees will still assist scholars in identifying names and addresses of qualifying employers 24

Repayment Scholars are submitted for repayment when: They leave the program and have not completed at least one year of a multiple-year program (for scholars that received funds after Sept. 2016) The two-year grace period has passed, and they have not obtained qualifying employment, or It is apparent that all or part of the employment obligation will not be fulfilled by the payback completion date 25

Waivers and Deferrals Scholars may request a waiver if they are unable to obtain employment in the field of rehabilitation counseling due to a disability or functional limitation Scholars may request a deferral for educational, medical, or other purposes 26

Resources Training and Resources http://pdp.ed.gov/RSA/Home/Training FAQs http://pdp.ed.gov/RSA/Home/FAQs PIMS Help Desk is available Monday through Friday from 8 am to 8 pm EST 27

Contact Us Email RLTTHelpDesk@ed.gov or call 1-800-832-8142 with questions or comments 28