Posted Date: June 4, 2008

Subject: COD Common Record XML Schema Version 3.0a (Supersedes 3/11/2008 Posting)

Note: In March 2014, we plan to implement a new version of the Common Origination and Disbursement (COD) Common Record XML Schema - 4.0a. In a July 11, 2013 Electronic Announcement, we provide preliminary information about the COD Common Record XML Schema change to assist schools in their planning efforts.

ALERT! On July 25, 2008, we posted updated guidance regarding the COD Common Record XML Schema Version that will be required for the 2009-2010 Award Year. Please refer to the updated guidance regarding required use of schema version 3.0b after the COD System implementation for the 2009-2010 Award Year posted at http://www.ifap.ed.gov/codxmlschema/CODXMLSchema3pt0b.html.

Note: This posting supersedes the COD Common Record XML Schema Version 3.0a that we posted on March 11, 2008. We have changed the earlier posting by correcting the information about COD Web Activity responses. Specifically, we have corrected the posting to accurately reflect that beginning June 28, 2008 all COD Web Activity responses will be sent by the COD System using COD Common Record XML Schema Version 3.0a.

In the earlier posting, we included COD Web Activity responses in the table that listed unsolicited system-generated responses. In doing so, we incorrectly implied that schools would be able to receive COD Web Activity responses in schema version 2.0e after the COD System implementation scheduled for June 27-28, 2008. COD Web Activity responses are not unsolicited system-generated responses. Unlike unsolicited system-generated responses, the COD System will only send COD Web Activity responses using schema version 3.0a after we complete the implementation.

The sections of this posting that required revision are shown in red below. None of the three file attachments required revision. All three files are attached to this posting of COD Common Record XML Schema Version 3.0a. This is now the authoritative posting of schema version 3.0a.

In June 2008, we will implement Common Origination and Disbursement (COD) System functionality that will support the processing of Teacher Education Assistance for College and Higher Education (TEACH) Grant awards for the 2008-2009 and subsequent award years. As explained in Dear Colleague Letter GEN-08-01 posted on the Information for Financial Aid Professionals (IFAP) Web site, this new grant program was established by the College Cost Reduction and Access Act (the CCRAA), Pub. L. 110-84, and is effective July 1, 2008.

We previously informed the financial aid community that we will post numerous communications about the operational implementation of the TEACH Grant Program over the next several months. This communication focuses on the implementation of a new version of the COD Common Record Extensible Markup Language (XML) Schema. The new version - 3.0a - of the COD Common Record XML Schema incorporates 1) a new block for TEACH Grant awards and 2) other changes throughout the schema to comply with standards established by the Postsecondary Electronic Standards Council (PESC).

In short, we are phasing in required use of COD Common Record Schema Version 3.0a. As you will read in more detail below, use of the new schema version for the 2008-2009 Award Year will be required only for TEACH Grant Common Record documents. Use of the new schema version for all Common Record documents will be required beginning with the 2009-2010 Award Year.

In this announcement, we cover information in the following order:

  • Updating to COD Common Record XML Schema Version 3.0a
  • Files and 2008-2009 COD Technical Reference Information
  • Contact Information
  • Attachments/Enclosures

Updating to COD Common Record XML Schema Version 3.0a

To determine a plan for updating to COD Common Record XML Schema Version 3.0a, a school or third party software provider should consider the following information:

Effective after COD System implementation for TEACH Grant scheduled for June 28, 2008 and before COD System implementation for 2009-2010 Award Year—

  • All 2008-2009 Common Record documents that contain TEACH Grant origination and disbursement information must be sent by schools and will be acknowledged by the COD System using COD Common Record XML Schema Version 3.0a.

  • A school that begins to use COD Common Record XML Schema Version 3.0a on or after June 28, 2008 will need to take action regarding unsolicited system-generated responses.

    The school will receive unsolicited system-generated responses for the TEACH Grant Program from the COD System in schema version 3.0a. However, the school will have the option to receive unsolicited system-generated responses for all other programs from the COD System in either schema version 3.0a or schema version 2.0e. To set this option, the school will enter its schema version preference for each program (other than TEACH Grant) via the COD Web Site's School Options Information screen.

    To set the "Schema Version for System Generated Response" option, click on the School link on the COD Web site's main menu bar, School Information, and Options. The School Options Information screen will open. After selecting the applicable program and the applicable award year on the School Options Information screen, scroll to the Program Relations Information section, enter the applicable schema version (3.0a or 2.0e) next to "Schema Version for System Generated Response", and click on Update.

  • A school that does not begin to use the COD Common Record XML Schema Version 3.0a on or after June 28, 2008 will need to take no action regarding unsolicited system-generated responses. In this case, unsolicited system-generated responses will continue to be sent by the COD System using schema version 2.0e.

  • Beginning June 28, 2008, all schools will receive COD Web Activity responses from the COD System in COD Common Record XML Schema Version 3.0a. A school that does not begin to use schema version 3.0a will be unable to import COD Web Activity responses. Until a school begins to use schema version 3.0a, the school may want to change its "Web Activity Response Option" for each program on the COD Web site's School Options Information screen.

    To change the "Web Activity Response Option" from "Y" to "N", click on the School link on the COD Web site's main menu bar, School Information, and Options. The School Options Information screen will open. After selecting the applicable program and the applicable award year on the School Options Information screen, scroll to the Program Relations Information section, change "Web Activity Response Option" from "Y" to "N", and click on Update.

    Note to EDExpress Users: On June 30, 2008, we will post an updated version of the EDExpress 2008-2009 software (EDExpress for Windows 2008-2009, Release 3.0) that supports TEACH Grant origination and disbursement processing functions. The updated EDExpress software will allow a school to enter, store, and export/import TEACH Grant origination, disbursement, and response information. In a forthcoming communication, we will provide detailed information about Release 3.0 and strongly encourage all EDExpress users to upgrade to the new version of the software. A specific disadvantage to not upgrading to Release 3.0 is that the EDExpress user will be unable to successfully import all COD Web Activity responses, which, as explained above, will be sent by the COD System in COD Common Record XML Schema Version 3.0a beginning June 28, 2008. If an EDExpress user enters or updates records using the COD Web site, the user will first need to import all outstanding responses for records that were created in Release 2.0, before upgrading to Release 3.0. The user should then plan to complete the upgrade as soon as possible.
  • All available school reports, including data requests, will continue to be sent in formats other than XML.

Unsolicited system-generated responses are listed in the table below.

ACG
National SMART Grant
Negative Disbursement
Pell Grant Negative Disbursement
TEACH Grant Agreement to Serve (ATS) Response
Booking Notification

Direct Loan Booking Notification
Credit Decision Override
MPN Response
Payment to Servicing

Effective after COD System implementation for 2009-2010 Award Year scheduled for March 2009—

  • All Common Record documents that contain Academic Competitiveness Grant (ACG), National Science and Mathematics Access to Retain Talent Grant (National SMART Grant), Federal Pell Grant (Pell Grant), TEACH Grant, and William D. Ford Federal Direct Loan (Direct Loan) origination and disbursement information must be sent by schools and will be acknowledged by the COD System using COD Common Record XML Schema Version 3.0a.

  • All unsolicited system-generated responses will be sent by the COD System using COD Common Record XML Schema Version 3.0a.

  • All COD Web Activity responses will be sent by the COD System using COD Common Record XML Schema Version 3.0a.
  • All available school reports, including data requests, will continue to be sent in formats other than XML.

Note: We strongly encourage all schools and third party software providers to update to COD Common Record XML Schema Version 3.0a for all programs as soon as possible after the June 28, 2008 implementation. However, the COD System will continue to process, except as noted above, using the current version of the COD Common Record XML Schema (2.0e) until the March 2009 implementation of the COD System for the 2009-2010 Award Year.

Files and 2008-2009 COD Technical Reference Information

Attached to this announcement are files that schools and third party software providers will need to update to COD Common Record XML Schema Version 3.0a. One of the attachments is a change log that identifies the changes made to the current version of the COD Common Record XML Schema (2.0e). In addition, we have posted updated sections of the 2008-2009 COD Technical Reference on the IFAP Web site.

Contact Information

If you have any questions, contact the COD School Relations Center at 800/474-7268 for Grants or 800/848-0978 for Direct Loans. You may also e-mail CODSupport@acs-inc.com.

Attachments/Enclosures:

XML Common Record 3.0a in XML Code, 99KB

XML Common Record 3.0a - Value Range for the Common Record in XML Code, 8KB

Common Record Change Log in Microsoft Excel Format, 47KB

   

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