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COD Update for Software Vendors

COD Update for Software Vendors. June 2014 U.S. Department of Education Software Vendors Webinar. Sarah Utz Direct Loan Division Federal Student Aid Sarah.Utz@ed.gov 202-377-3140. Agenda. COD Release April 2014 Recap COD Release June 2014 Update Future Enhancements

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COD Update for Software Vendors

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

  2. Sarah UtzDirect Loan DivisionFederal Student AidSarah.Utz@ed.gov202-377-3140

  3. Agenda • 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

  4. COD Release April 2014 Recap On April 14, 2014, COD implemented the 2014-2015 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

  5. COD Release April 2014 Recap New Award Year Setup • 2014-2015 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

  6. COD Release April 2014 Recap 150% Subsidized Usage Limit tags • Award Block • <PublishedPgmLengthYears> or <PublishedPgmLengthMonths> or <PublishedPgmLengthWeeks> • <WeeksProgramsAcademicYear> (in specific cases) • <SpecialPrograms> (in specific cases) • <ProgramCredentialLevel> • Disbursement Block • <PaymentPeriodStartDate> • <ProgramCIPCode> • http://nces.ed.gov/ipeds/cipcode/Default.aspx?y=55 • <EnrollmentStatus> • Submitted by schools Further details can be found in the 2014-2015 COD Technical Reference (Volume II, Sections 1 and 3)

  7. COD Release April 2014 Recap 150% Subsidized Usage Limit tags • Person Block • <SubsidizedUsageLimitApplies> • <SumActualSubUsagePeriods> or <SumActualNonCredTeacherCertSubUsagePeriods> • Award Block • <CalculatedPublishedPgmLengthYears> • <AcademicYearLength> • <LoanPeriodLength> • <MaxSubEligibilityPeriod> Unsubsidized Category • <AnticipatedSubUsagePeriod> or <ActualSubUsagePeriod> • < SumAnticipatedSubUsagePeriods> or <SumActualSubUsagePeriods>(Person Block} • < RemainingAnticipatedSubEligibilityPeriod> or < RemainingActualSubEligibilityPeriod> Returned in Response

  8. COD Release April 2014 Recap 150% Subsidized Usage Limit tags • Award Block Non-Credential Teacher Certification Category • < AnticipatedNonCredTeacherCertSubUsagePeriod> or < ActualNonCredTeacherCertSubUsagePeriod> • < SumAnticipatedNonCredTeacherCertSubUsagePeriods> or <SumActualNonCredTeacherCertSubUsagePeriods> (Person Block) • < RemainingAnticipatedNonCredTeacherCertSubEligibilityPeriod> or < RemainingActualNonCredTeacherCertSubEligibilityPeriod> Returned in Response Further details can be found in the 2014-2015 COD Technical Reference (Volume II, Sections 1 and 3)

  9. COD Release April 2014 Recap Subsidized Usage Limit - New Schema 4.0a • New system generated message classes: • • CRSU15OP (2014-2015 Award Year) • • CRSU14OP (2013-2014 Award Year) • • CRSU13OP (2012-2013 Award Year) • • CRSU12OP (2011-2012 Award Year) • • CRSU11OP (2010-2011 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

  10. COD Release April 2014 Recap DL Rebuild Changes • The following new fields will be added to the Direct Loan Rebuild file: • 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 1200. Prior year Rebuild files have spaces.

  11. COD Release April 2014 Recap New Award Level Edits Note: “Maintenance Record” and “Change Record” are synonymous

  12. COD Release April 2014 Recap Reporting Non-Credential Teacher Certification • 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,

  13. COD Release April 2014 Recap Direct Subsidized Loan Usage Change report • 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

  14. COD Release April 2014 Recap Full Schema Validation • 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 For inquiries regarding XML schema enforcement contact: codsupport@ed.gov

  15. COD Release April 2014 Recap Full Schema Validation • 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

  16. XML Schema Validation Partial Validation – failure results in reject edit 210

  17. 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, <City> in the <PermanentAddress> block) (Edit 210) • Submitting tag names that do match the COD XML Schema (tag names are case-sensitive) (Edit 210)

  18. XML Schema Validation • COD Update (05/30/2014): • “COD System Warning Edit 211 (5/20/14)” http://ifap.ed.gov/eannouncements/attachments/053014CODProcUpdate.pdf • Schema Validation Instructions: http://www.ifap.ed.gov/codxmlschema/attachments/CODGuidetoFullyValidXMLDocuments.pdf • 4.0a Schema: http://ifap.ed.gov/codxmlschema/CODXMLSchema4pt0a.html • Previous schema versions: http://www.ifap.ed.gov/ifap/codXMLSchema.jsp When trying to determine why a file failed schema validation, use the file the school sent to COD, not the response file.

  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, 2015. Note: Existing calculation and truncation rules remain the same

  21. 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). https://ifap.ed.gov/dpcletters/GEN1410.html

  22. COD Future Enhancements – Mid-September 2014 • 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.

  23. COD Future Enhancements Origination Fee Percentage Changes: • Message Classes for the New System Generated Response: • CROF15OP (2014-2015 Award Year) • CROF14OP (2013-2014 Award Year) • CROF13OP (2012-2013 Award Year) • CROF12OP (2011-2012 Award Year)

  24. Top Direct Loan COD Edits Edits for Award Year 2013-2014 Edits for Award Year 2014-2015 * Data as of 5/9/2014

  25. COD Technical Reference Updates

  26. 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”

  28. Enrollment School Code

  29. Enrollment School Code • The <EnrollmentSchoolCode> tag seems to still be a “mystery” to some schools… • The <EnrollmentSchoolCode> 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

  30. Contact Information COD School Relations Center Email: CODSupport@ed.gov URL: http://www.cod.ed.gov Phone - Direct Loans: (800) 848-0978 Phone - Grants: (800) 474-7268

  31. Appendix

  32. New Schema 4.0A Special Programs Values The new <SpecialPrograms> tags.

  33. COD Release April 2014 Recap SULA Phase II - New Schema 4.0a COD validates the <SpecialPrograms> tag against Grade Level on an incoming loan.

  34. COD Release April 2014 Recap SULA Phase II - New Schema 4.0a The <ProgramCredentialLevel> tag will assist in validating the type/length of program

  35. COD Release April 2014 Recap New Disbursement Level Edits Existing Edit 994 and Edit 996 will be triggered if a value is missing or not valid

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