Posted Date: October 30, 2019

Subject: COD Common Record XML Schema Version 4.0d

In spring 2020, we plan to implement Common Origination and Disbursement (COD) System functionality that will support the processing of Federal Pell Grant (Pell Grant), Iraq and Afghanistan Service Grant, Teacher Education Assistance for College and Higher Education (TEACH) Grant, and William D. Ford Federal Direct Loan (Direct Loan) awards for the 2020–21 Award Year. In conjunction with this implementation, we will begin using a new version of the COD Common Record Extensible Markup Language (XML) Schema. The new schema version is 4.0d.

Effective upon completion of the spring 2020 COD System implementation—

  • All 2020–21 Common Record documents must be sent using COD Common Record XML Schema Version 4.0d. All 2020–21 Common Record responses will be sent by the COD System using COD Common Record XML Schema Version 4.0d.

  • Unsolicited system-generated responses for all award years will be sent by the COD System using COD Common Record XML Schema Version 4.0d.

  • COD Web Activity responses for all award years will be sent by the COD System using COD Common Record XML Schema Version 4.0d.

  • All available school reports, including data requests, will continue to be sent in formats other than XML.

  • We will continue to fully validate all Common Record files against the published COD Common Record XML Schema.

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

  • COD Common Record XML Schema Version 4.0d

  • Schema Files and 2020–21 COD Technical Reference Information

  • Contact Information

  • Attachments/Enclosures

COD Common Record XML Schema Version 4.0d

COD Common Record XML Schema Version 4.0d is being updated to support some upcoming COD System changes. The schema updates include existing tags (and valid values) in the disbursement block that will now be required for all programs and new tags (and valid values) added to the award block for Direct Loan awards. We will also begin to return a new system-generated response. We will provide more information about these tags and other planned COD System changes in forthcoming Electronic Announcements planned for late 2019 and early 2020.

All incorporated changes are outlined in the attachment titled “Common Record Change Log.” It is important that a school or third-party software provider carefully review the COD Common Record XML Schema changes, including the new tags and valid values, in conjunction with the Common Record Layout. When planning the update to COD Common Record XML Schema Version 4.0d, a school or third-party software provider should consider the following impact areas:

  • Common Record Documents

  • Unsolicited System-Generated Responses

  • COD Web Activity Responses

  • School Reports and Data Requests

  • Full COD Schema Validation

Note to EDExpress Users: We plan to post EDExpress for Windows 2020–21, Release 2.0 in spring 2020. This release will incorporate schema version 4.0d for 2020–21 records.

Information about each of the impact areas follows below.

Common Record Documents

All 2020–21 Common Record documents must be sent using COD Common Record XML Schema Version 4.0d. All 2020–21 Common Record responses will be sent by the COD System using COD Common Record XML Schema Version 4.0d.

Unsolicited System-Generated Responses

Unsolicited system-generated responses for all award years will be sent by the COD System using COD Common Record XML Schema Version 4.0d.

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

Program

Response Type/Message Class

Pell Grant

  • Negative Disbursement (CRND)

TEACH Grant

  • ATS (CRAT)
  • Booking Notification (CRBN)
  • TEACH Grant Counseling (CRAC)

Direct Loan

  • Booking Notification (CRBN)
  • DL Entrance Counseling, Financial Awareness Counseling, and Exit Counseling (CREC)
  • Credit Status (CRCS)
  • MPN (CRPN)
  • Payment to Servicing (CRPS)
  • DL PLUS Application (CRSP)
  • SULA Calculation (CRSU)
  • Origination Fee and Interest Rebate Percentage (CROF)
  • Informed Borrowing Confirmation (CRxx…full message class still being determined)

COD Web Activity Responses (CRWB)

Like unsolicited system-generated responses, COD Web Activity responses for all award years will be sent by the COD System using COD Common Record XML Schema Version 4.0d.

If a school is unable to import COD Web Activity responses, it has two options:

  1. Submit new records or update existing records for an impacted award year via batch processing. These records will be acknowledged by the COD System using the schema version used by the school for Common Record documents.

  2. Change its “Web Activity Response Option” for each applicable program/award year so that it will not receive COD Web Activity responses. The school will make these changes on the COD Web site’s School Options Information screen. To change the “Web Activity Response Option” from “Y” to “N”:

    1. Click on the School link on the COD Web site’s main menu bar, then click on School Information, and then click on Options. The School Options Information screen will open.

    2. After selecting the applicable program and the applicable award year, scroll to the Program Relations Information section and change “Web Activity Response Option” from “Y” to “N.”

    3. Click on Update.

School Reports and Data Requests

All available school reports, including data requests, will continue to be sent in formats other than XML.

Full COD Schema Validation

We will continue to fully validate all Common Record batches against the published COD Common Record XML Schema (versions 3.0d, 3.0e, 4.0a, 4.0b, 4.0c, and 4.0d). This means that if a school submits a Common Record that does not conform to the published schema format, all student, award, and disbursement information within the batch will not be processed by the COD System.

To help schools and software providers identify XML errors, we continue to send COD System edits as follows:

COD Reject Edit 210 – This reject edit will be returned for batches that fail XML validation. The new reject edit will be returned at the document level and will indicate that a batch contains invalid XML. The student, award, and disbursement information within the batch will not be processed.

COD Warning Edit 211 – This warning edit will be returned for batches using schema versions 3.0d, 3.0e, 4.0a, and 4.0b that contain invalid XML, but the batches can still be processed by the COD System. Note: This warning edit is intended to help schools and software providers identify and fix invalid XML, but still allow the data to be processed by the COD System. We encourage schools and software providers to fix these errors as soon as possible to avoid future rejects.

Warning Edit 211 will NOT be returned for batches using the new schema version 4.0c and 4.0d. Batches submitted using schema version 4.0c and 4.0d with invalid XML will be returned with Reject Edit 210, as noted above.

Schema Files and 2020–21 COD Technical Reference Information

A file that schools and third-party software providers can use to prepare for using COD Common Record XML Schema Version 4.0d is attached to this announcement. A change log that identifies the changes made to the current version of the COD Common Record XML Schema (4.0c) is also attached. In addition, information about the COD Common Record XML Schema will be included in the initial posting of the 2020–21 COD Technical Reference (planned for November 2019).

Contact Information

If you have questions, contact the COD School Relations Center at 1-800-848-0978. You may also email CODSupport@ed.gov.

Attachments/Enclosures:

XML Common Record 4.0d in XML Code

Common Record Change Log

   

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