COD Technical Reference

Volume II Table of Contents

VOLUME II, SECTION 1 – IMPLEMENTATION GUIDE............................................... 1

Overview ..................................................................................................................................................................1
Implementation Guide for 2008 - 2009 ....................................................................................................................6
XML version of EDExpress for 2008-2009..........................................................................................................6
Common Record Valid Format Rules.......................................................................................................................7
Common Record XML Schema Guidelines ..........................................................................................................7
2008-2009 Common Record XML Schema..........................................................................................................7
Maximum Length Values and Leading Zeros ......................................................................................................9
Empty (Blank) and Null Tags.............................................................................................................................10
Data Types .........................................................................................................................................................11
Date Fields.........................................................................................................................................................11
Year Fields .........................................................................................................................................................12
Date/Time Fields................................................................................................................................................12
Decimal Fields ...................................................................................................................................................12
Dollar Amount Fields ........................................................................................................................................13
Percentage Fields ..............................................................................................................................................16
Integer Fields .....................................................................................................................................................16
String Fields.......................................................................................................................................................16
Boolean Fields ...................................................................................................................................................17
XML Predefined Entity References ....................................................................................................................17
Common Record Processing Rules.........................................................................................................................18
Document ...........................................................................................................................................................18
Document Submission........................................................................................................................................18
Batch Processing ...............................................................................................................................................18
COD Message Classes .......................................................................................................................................19
Logical Record Length Limitation .....................................................................................................................19
COD Receipts.....................................................................................................................................................19
Response Documents .........................................................................................................................................20
Response Code ...................................................................................................................................................22
Storing of Reject Records...................................................................................................................................24
Document Validation .........................................................................................................................................25
Sequence of Data Elements Required for Document Processing ......................................................................26
Document ID Required for Document Submission ............................................................................................26
Duplicate Document IDs....................................................................................................................................26
Inability to Process Future-Dated Documents ..................................................................................................27

October 2007 (2008-2009) COD Technical Reference Page II - i

Volume II - Common Record Technical Reference
 Documents Submitted Must Contain at Least One Detailed Record .................................................................27
Document Submissions of One Detailed Record ...............................................................................................28
Minimum Data Elements Required for Document Processing ..........................................................................29
Routing ID..........................................................................................................................................................40
Entity ID.............................................................................................................................................................41
Total Count in the Reported Financial Summary Complex Element .................................................................48
Total Award Amount Reported in the Reported Financial Summary Complex Element ...................................49
Total Disbursement Amount Reported in the Reported Financial Summary Complex Element........................49
Person Identifier ................................................................................................................................................50
Student Identifier................................................................................................................................................54
Changing Student Identifier Information...........................................................................................................56
Borrower Identifier ............................................................................................................................................59
Changing Borrower Identifier Information .......................................................................................................61
CPS Transaction Number ..................................................................................................................................62
Student Identifier and Data Elements Matched against the CPS.......................................................................62
Data Elements Pulled from the CPS ..................................................................................................................67
Note Message Field............................................................................................................................................68
Updating Phone Numbers..................................................................................................................................69
Direct Loan Award and Disbursement Process ......................................................................................................70
Utilizing Loan Key for Subsidized and Unsubsidized Direct Loans ..................................................................70
Disbursement Sequence Number Required on all Disbursements .....................................................................74
Disbursement Release Indicator ........................................................................................................................75
Establishing an Initial Direct Loan Award........................................................................................................76
Submitting Direct Loan Anticipated Disbursement Information .......................................................................78
Generating Disclosure Statements.....................................................................................................................79
Performing Annual Loan Limit Edits.................................................................................................................84
Submitting Direct Loan Disbursement Information and Disbursement Release Indicator ...............................88
Reporting Pennies in the Award and Disbursement Amount Data Elements ....................................................93
Calculating Direct Loan Disbursements............................................................................................................94
Disbursement Net Amount, Disbursement Fee Amount, and Interest Rebate Amount Calculations .................97
Updating and Adjusting Direct Loan Disbursement Amounts and Dates .......................................................102
Disbursement Requirements for Award Amount Updates ...............................................................................105
Inactivating a Direct Loan...............................................................................................................................107
Generating Direct Loan Booking Notification Responses ...............................................................................108
Generating Payment to Servicing Responses...................................................................................................111
Loan Discharge................................................................................................................................................114
Direct Loan Master Promissory Notes..................................................................................................................117
Master Promissory Notes.................................................................................................................................117
Master Promissory Note Features ...................................................................................................................118
Multi-Year MPN Feature .................................................................................................................................119
Schools Opting for Single-Year MPN Feature.................................................................................................120
Single-Year MPN Feature................................................................................................................................120
Single-Loan MPN Feature (PLUS and Grad PLUS Only) ..............................................................................121
Electronic Master Promissory Notes (e-MPN) ................................................................................................122
Master Promissory Note Printing Process ......................................................................................................122
Submitting a Promissory Note Print Code.......................................................................................................126
Linking an MPN to a Direct Loan Subsidized/Unsubsidized Grad PLUS or PLUS Award ............................127
Generating an Expiration Date for an MPN ...................................................................................................134
Closing MPNs ..................................................................................................................................................135
Generating a Master Promissory Note Response ............................................................................................136
Direct Loan PLUS and Grad PLUS Credit Check................................................................................................140
Requesting a PLUS and Grad PLUS Credit Decision .....................................................................................140
Credit Decision Appeal Process ......................................................................................................................140
Generating Credit Decision Override Responses ............................................................................................140
Direct Loan Entrance/Exit Interview ....................................................................................................................143

October 2007 (2008-2009) COD Technical Reference Page II - ii

Volume II - Common Record Technical Reference
 Requesting an Entrance Counseling File/Report.............................................................................................143
Requesting an Exit Counseling File/Report.....................................................................................................143
Direct Loan Closeout............................................................................................................................................144
Pell Grant Award and Disbursement Process .......................................................................................................146
Pell Grant Correction Edits can be Treated as Rejects ...................................................................................146
Reporting Pennies in the Award and Disbursement Amount Data Elements ..................................................146
Establishing Pell Grant Award Information ....................................................................................................147
Disbursement Sequence Number Required on all Disbursements ...................................................................150
Disbursement Release Indicator ......................................................................................................................151
Submitting Pell Grant Disbursement Information and Disbursement Release Indicator................................152
Updating and Adjusting Pell Grant Disbursement Amounts and Dates..........................................................156
Processing System-Generated Pell Responses.................................................................................................157
Reporting Verification Status Code .................................................................................................................158
Deobligation of Funds Due to Verification Status “W” ..................................................................................160
Negative Pending Records ...............................................................................................................................163
Concurrent Enrollment ....................................................................................................................................165
Pell Potential Overaward Process (POP) .......................................................................................................165
Pell Administrative Cost Allowance (ACA) .....................................................................................................168
Post-Deadline Processing................................................................................................................................168
Pell Close-Out Processing ...............................................................................................................................169
Academic Competitiveness Grant (ACG) Award and Disbursement Process......................................................170
Overview ..........................................................................................................................................................170
School Eligibility..............................................................................................................................................170
Student Eligibility.............................................................................................................................................170
ACG Data Will Not Be Corrected....................................................................................................................171
Reporting Pennies in the Award and Disbursement Amount Data Elements ..................................................171
Creating Financial Award ID and Financial Award Number .........................................................................172
Establishing ACG Award Information.............................................................................................................174
Updating and Adjusting ACG Awards .............................................................................................................177
Disbursement Sequence Number Required on all Disbursements ...................................................................177
Submitting ACG Disbursement Information and Disbursement Release Indicator.........................................178
Updating and Adjusting ACG Disbursement Amounts and Dates...................................................................182
Deobligation of Funds Due to “No Pell” ........................................................................................................183
National Science and Mathematics Access to Retain Talent (SMART) Grant Award and Disbursement Process
..............................................................................................................................................................................185
Overview ..........................................................................................................................................................185
School Eligibility..............................................................................................................................................185
Student Eligibility.............................................................................................................................................185
National SMART Grant Data Will Not Be Corrected ......................................................................................186
Reporting Pennies in the Award and Disbursement Amount Data Elements ..................................................186
Creating Financial Award ID and Financial Award Number .........................................................................187
Establishing National SMART Grant Award Information ...............................................................................189
Updating and Adjusting National SMART Grant Awards ...............................................................................192
Disbursement Sequence Number Required on all Disbursements ...................................................................192
Submitting National SMART Grant Disbursement Information and Disbursement Release Indicator...........193
Updating and Adjusting National SMART Grant Disbursement Amounts and Dates.....................................197
Deobligation of Funds Due to “No Pell” ........................................................................................................198
User Readiness Checklist......................................................................................................................................200
School Processing Options ...................................................................................................................................201
Promissory Note Print Option .........................................................................................................................201
Promissory Note Type Option..........................................................................................................................202
Disclosure Statement Print Option ..................................................................................................................202
Administrative Cost Allowance Option............................................................................................................203
Pell Grant Error Processing Option................................................................................................................203
Full or Standard Response...............................................................................................................................203

October 2007 (2008-2009) COD Technical Reference Page II - iii

Volume II - Common Record Technical Reference
 Response Records Generated Based on Web Activities ...................................................................................204
Common Record Response Document Length Option .....................................................................................205

VOLUME II, SECTION 2 – MESSAGE CLASSES ......................................................... 1

Message Classes .......................................................................................................................................................1
Common Record Message Classes ......................................................................................................................2
Non-Program Specific, Non-Award Year Specific...............................................................................................3
Non-Program Specific, Award Year Specific.......................................................................................................3
Program Specific, Non-Award Year Specific.......................................................................................................4
Program Specific, Award Specific .......................................................................................................................5
System-Generated Responses for 2008-2009.......................................................................................................6
Receipts ................................................................................................................................................................6
Pell Grant Report Message Classes.....................................................................................................................7
Academic Competitive Grant (ACG) Report Message Classes............................................................................8
National Science and Mathematics Access to Retain Talent (SMART) Grant Report Message Classes .............9
Direct Loan Report Message Classes ................................................................................................................10

VOLUME II, SECTION 3 - COMMON RECORD LAYOUT.............................................. 1

Introduction ..............................................................................................................................................................1
The Common Record Layout ...................................................................................................................................3
Document Information .........................................................................................................................................3
Entity Information................................................................................................................................................6
Person Information ..............................................................................................................................................9
Award Information.............................................................................................................................................16
Disbursement Information .................................................................................................................................31
Response ............................................................................................................................................................35
Physical Layout Introduction..................................................................................................................................45
Line Length Limitations .....................................................................................................................................45
Line Length Limitation Solution ........................................................................................................................46

VOLUME II, SECTION 4 – EDITS ............................................................................. 1

Edits ..........................................................................................................................................................................1

October 2007 (2008-2009) COD Technical Reference Page II - iv

Volume II - Common Record Technical Reference