June 2014 U.S. Department of Education Software Vendors Webinar COD Update for Software Vendors

Sarah Utz Direct Loan Division Federal Student Aid

3 COD Release April 2014 Recap COD Release June 2014 Update Future Enhancements Top Direct Loan COD Edits COD Technical Reference Updates Exchanging Data Between the Financial Aid Office and the Business Office Enrollment School Code Agenda

On April 14, 2014, COD implemented the Award Year with the following functionality: New Award Year Setup Direct Subsidized Loan Usage Limit 150% subsidized usage tags and data Enforcement of the 150% subsidized usage time limit Full XML Common Record schema validation New Schema 4.0a 4 COD Release April 2014 Recap

includes: Common Record response files returned in schema of submission Award year designator is “15”  Loan ID  Agreement To Serve (ATS) ID  Master Promissory Note (MPN) ID  Message Classes for System Generate Files New Award Year Setup

6 COD Release April 2014 Recap Award Block or or (in specific cases) Disbursement Block Submitted by schools 150% Subsidized Usage Limit tags Further details can be found in the COD Technical Reference (Volume II, Sections 1 and 3)

Person Block or Award Block Unsubsidized Category or or (Person Block} or Returned in Response 7 COD Release April 2014 Recap 150% Subsidized Usage Limit tags

Award Block Non-Credential Teacher Certification Category or or (Person Block) or Returned in Response 8 COD Release April 2014 Recap 150% Subsidized Usage Limit tags Further details can be found in the COD Technical Reference (Volume II, Sections 1 and 3)

9 COD Release April 2014 Recap New system generated message classes: CRSU15OP ( Award Year) CRSU14OP ( Award Year) CRSU13OP ( Award Year) CRSU12OP ( Award Year) CRSU11OP ( Award Year) Returned will all awards at a school that have a Subsidized Usage Calculation change, but no school reported updates processed on that day Subsidized Usage Limit - New Schema 4.0a

10 The following new fields will be added to the Direct Loan Rebuild file: COD Release April 2014 Recap DL Rebuild Changes Origination RecordDisbursement Record Calculated Published Program Length YearsPayment Period Start Date Special Program IndicatorProgram CIP code Program Credential LevelEnrollment Status Weeks Programs Academic Year Sum Actual Subsidized Usage Period Actual Subsidized Usage Period Max Subsidized Eligibility Period Remaining Subsidized Eligibility Period Sum Actual Non-Cred Teacher Cert Subsidized Usage Period Actual Non-Cred Teacher Cert Subsidized Usage Period Remaining Non-Cred Teacher Cert Subsidized Eligibility Period The existing fields in the DL Rebuild file remain in their original position prior to April 2014 and the new fields will be added to the end of the file. The new Origination and Disbursement file length will be Prior year Rebuild files have spaces.

EditProgramTrigger Reject 202DLCannot submit more than one tag for Published Program Length (Years, Months or Weeks) Reject 203DLIncorrect Special Program submitted Reject 206DL SubRemaining Subsidized Eligibility Period is less than zero for this award Warning 207DL SubMaintenance to this tag may have caused the Remaining Subsidized Eligibility Period to drop below zero for this award Reject 208DLIncorrect Student Level Code submitted Reject 209DLInvalid value submitted for Weeks Programs Academic Year Note: “Maintenance Record” and “Change Record” are synonymous 11 COD Release April 2014 Recap New Award Level Edits

12 Non-Credential Teacher Certification comma delimited files Subsidized Loans reported for prior years First time borrowers enrolled in Non-Credential Teacher Certification Programs T = Non-Credential Teacher Certification subsidized usage Message Class NCTCMYIN See COD Technical Reference Implementation Guide Page II - 1 – 179, COD Release April 2014 Recap Reporting Non-Credential Teacher Certification

13 Identifies first time borrowers whose subsidized usage has changed within the past week  Maximum Eligibility Period  Usage Period  Remaining Eligibility Period COD website NewsBox  Weekly  CSV format  Schools can choose to receive or not receive COD Release April 2014 Recap Direct Subsidized Loan Usage Change report

14 New validation is based on the published Common Record XML schema version  COD will return edits 210 (Reject) or 211 (Warning) on documents which fail full schema validation  Enforced: 3.0d, 3.0e, and 4.0a  Retiring: 2.0e, 3.0a, 3.0b, and 3.0c COD Release April 2014 Recap For inquiries regarding XML schema enforcement contact: Full Schema Validation

15 Fall 2013 the Common Record Layout portion of the COD Technical Reference was restructured and the new format includes: New columns outlining the minimum length required for fields, whether or not a field is nillable, and field sequencing requirements A column specifically indicating values that are valid per the schema for each field COD Release April 2014 Recap Full Schema Validation

XML Schema Validation XML Error TypeError Description cvc-maxLength-validString is too long cvc-datatype-valid.1.2.1Value is not valid for data type cvc-attribute.3Required attribute missing cvc-minLength-validString is too short cvc-enumeration-validValue not in set of valid options cvc-type.3.1.3Element not valid cvc-complex-type.3.2.2Attribute 'xsi:schemaLocation' is not allowed to appear in element cvc-elt.3.1Required value missing cvc-complex-type.2.3Element contains children, but is defined as element-only cvc-length-validString length is wrong (length has to be exact) cvc-minInclusive-validNumber is too small cvc-pattern-validString format wrong cvc-complex-type.2.2Element contains no subelement whereas one is expected cvc-maxInclusive-validNumber is too large General File Formatting e.g. -Invalid character or invalid byte - Document contains non-UTF8 characters, -Content not allowed before -Opening tag exists but end tag is missing -xsi:nil doesn't have ="true" but uses HTML escape sequence for double quote instead ( xsi:nil="true&quot) -XML version is not supported (needs to be 1.0) - ; version 3.0 does not exist -XML document structures must start and end within the same entity - value -XML does not begin with <?xml -Catastrophic xml formatting error, e.g. file is message 16 Partial Validation – failure results in reject edit 210

XML Schema Validation Common errors: Submitting tags out of order (Edit 211) Submitting a string longer than the posted maximum length value specified by the COD XML Schema (Edit 210) Submitting an integer or decimal outside of the posted value range specified by the COD XML Schema (Edit 210) Neglecting to submit a required tag within a complex element (for example, in the block) (Edit 210) Submitting tag names that do match the COD XML Schema (tag names are case-sensitive) (Edit 210) 17

XML Schema Validation COD Update (05/30/2014): “COD System Warning Edit 211 (5/20/14)” Schema Validation Instructions: lidXMLDocuments.pdf lidXMLDocuments.pdf 4.0a Schema: Previous schema versions: When trying to determine why a file failed schema validation, use the file the school sent to COD, not the response file. 18

19 COD Release June 2014 Update June 26, 2014 the following will be implemented: Direct PLUS Loan borrowers with a foreign reported as his/her permanent address Will begin using the borrower’s temporary address if it is a domestic New Warning Edit 214 New Master Promissory Notes (Sub/Unsub & PLUS)

20 Increased Loan Origination Fees Apply to loans with the Earliest Disbursement Date (EDD) on or after October 1, 2014 and before October 1, Loan TypePrior RateNew Rate Subsidized Loans1.072%1.073% Unsubsidized Loans1.072%1.073% Direct PLUS Loans4.288%4.292% Note: Existing calculation and truncation rules remain the same

Other Sequester Changes A TEACH Grant where the first disbursement is on or after October 1, 2014 and before October 1, 2015 requires a reduction of 7.3 percent from the award amount for which the student would otherwise have been eligible An Iraq-Afghanistan Service Grant where the first disbursement is on or after October 1, 2014 and before October 1, 2015 requires a reduction of 7.3 percent from the award amount for which the student would otherwise have been eligible (i.e., the maximum Federal Pell Grant award amount for the relevant award year). 21

22 COD Future Enhancements – Origination Fee Percentage Changes: Earliest Disbursement Date (EDD) will continue to be used to determine the correct percentages. COD system will reject a DLS, DLU, or DLP award with new Edit 213 when: the award has a disbursement that has a DRI of ‘True’ AND the EDD for the award is on or after the FSA anticipates the fees to change COD will update origination fee percentages and disbursement amounts on loans reported with only anticipated disbursements New system generated responses intended for school import to update records. Mid-September 2014

23 COD Future Enhancements Message Classes for the New System Generated Response: CROF15OP ( Award Year) CROF14OP ( Award Year) CROF13OP ( Award Year) CROF12OP ( Award Year) Origination Fee Percentage Changes:

EditMessage# of Triggers R-994Missing Value519,061 R-996Invalid Value390,409 Top Direct Loan COD Edits * Data as of 5/9/ Edits for Award Year Edits for Award Year EditMessage# of Triggers R-994Missing Value85,379 R-996Invalid Value21,410

COD Technical Reference Updates 25 DateTechnical Reference Updates May 2014 Revised Technical Reference was posted based on Summer and Fall 2014 system modifications

Exchanging Data Between the Financial Aid Office and the Business Office

27 Processing Flexibility Actual disbursement data can be transmitted to COD up to 7 days prior to the actual disbursement date Ensures funds will be available to draw from G5 on the actual date of disbursement “Records First” process, i.e., the Pell Grant Program and Direct Loan HCM 1 schools MUST have accepted disbursement data in COD to establish and/or increase their Current Funding Level In some cases the date of submission to COD is reflected in the business office as the actual date of disbursement in error The actual date of disbursement MUST be consistent between COD, the Financial Aid Office, and the student account Can be a “review finding”

Enrollment School Code

29 Enrollment School Code The tag seems to still be a “mystery” to some schools… The tag indicates the physical location where the student is attending class Must be reported with each actual disbursement submitted to COD Some vendor software does NOT identify this tag clearly A back-end process combines the first six digits of the OPE ID and a branch campus ID An OPE ID is NOT 6-digits…some vendor software does NOT identify the OPE ID correctly

Contact Information 30 COD School Relations Center URL: Phone - Direct Loans: (800) Phone - Grants: (800)

Appendix

The new tags. ValueDescription ASelective Admission Associate Program BBachelor’s Degree Completion Program NNot Applicable PPreparatory Coursework Graduate Professional Program TNon-Credential Teacher Certification Program UPreparatory Coursework Undergraduate Program 32 New Schema 4.0A Special Programs Values

COD validates the tag against Grade Level on an incoming loan. Special ProgramsTag ValueValid Grade Levels Sel Adm Assoc ProgA0-5 Bach Deg Completion PrgmB0-5 Not ApplicableNN/A Prep GradP5 Teacher CertT5 Prep UndergradU1, 0 Tag Not SubmittedN/A 33 COD Release April 2014 Recap SULA Phase II - New Schema 4.0a

The tag will assist in validating the type/length of program DescriptionProgram Credential LevelStudent Level Code Undergraduate certificate or diploma010-5 (Undergraduate) Associate’s degree020-5 (Undergraduate) Bachelor’s degree030-5 (Undergraduate) Post Baccalaureate certificate040-5 (Undergraduate) Master’s degree056-7 (Graduate) Doctoral degree066-7 (Graduate) First Professional degree076-7 (Graduate) Graduate/Professional certificate086-7 (Graduate) Non-credential programs (preparatory coursework/teacher certification) (Undergraduate) 34 COD Release April 2014 Recap SULA Phase II - New Schema 4.0a

EditProgramTrigger Reject 204DL & TEACHIncorrect Program CIP Code submitted Reject 205DLPayment Period Start Date is outside the Award Begin and End dates Reject 207DL SubFor HCM/Reimbursement schools, sequence issues Existing Edit 994 and Edit 996 will be triggered if a value is missing or not valid 35 COD Release April 2014 Recap New Disbursement Level Edits