June 2014 U.S. Department of Education Software Vendors Webinar - PowerPoint Presentation

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

Sarah UtzDirect Loan DivisionFederal Student AidSarah.Utz@ed.gov 202-377-3140

3 COD Release April 2014 Recap COD Release June 2014 UpdateFuture EnhancementsTop Direct Loan COD EditsCOD Technical Reference UpdatesExchanging Data Between the Financial Aid Office and the Business OfficeEnrollment School Code Agenda

On April 14, 2014, COD implemented the 2014-2015 Award Y ear with the following functionality: New Award Year SetupDirect Subsidized Loan Usage Limit150% subsidized usage tags and dataEnforcement of the 150% subsidized usage time limitFull XML Common Record schema validationNew Schema 4.0a4 COD Release April 2014 Recap

5COD Release April 2014 Recap 2014-2015 includes: Common Record response files returned in schema of submissionAward year designator is “15” Loan IDAgreement To Serve (ATS) IDMaster Promissory Note (MPN) IDMessage Classes for System Generate FilesNew Award Year Setup

6COD Release April 2014 Recap 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 150% Subsidized Usage Limit tags Further details can be found in the 2014-2015 COD Technical Reference (Volume II, Sections 1 and 3)

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 Response7 COD Release April 2014 Recap 150% Subsidized Usage Limit tags

Award BlockNon-Credential Teacher Certification Category< AnticipatedNonCredTeacherCertSubUsagePeriod> or < ActualNonCredTeacherCertSubUsagePeriod> < SumAnticipatedNonCredTeacherCertSubUsagePeriods> or <SumActualNonCredTeacherCertSubUsagePeriods> (Person Block )< RemainingAnticipatedNonCredTeacherCertSubEligibilityPeriod> or< RemainingActualNonCredTeacherCertSubEligibilityPeriod> Returned in Response8COD Release April 2014 Recap150% Subsidized Usage Limit tagsFurther details can be found in the 2014-2015 COD Technical Reference (Volume II, Sections 1 and 3)

9COD Release April 2014 Recap New system generated message classes:• CRSU15OP (2014-2015 Award Year) • CRSU 14OP (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 Subsidized Usage Limit - New Schema 4.0a

10The following new fields will be added to the Direct Loan Rebuild file : COD Release April 2014 Recap DL Rebuild Changes Origination RecordDisbursement RecordCalculated Published Program Length YearsPayment Period Start DateSpecial Program IndicatorProgram CIP codeProgram Credential LevelEnrollment StatusWeeks Programs Academic YearSum Actual Subsidized Usage PeriodActual 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 1200. Prior year Rebuild files have spaces.

EditProgramTrigger Reject 202 DL Cannot submit more than one tag for Published Program Length (Years, Months or Weeks)Reject 203DLIncorrect Special Program submittedReject 206DL SubRemaining Subsidized Eligibility Period is less than zero for this awardWarning 207 DL Sub Maintenance to this tag may have caused the Remaining Subsidized Eligibility Period to drop below zero for this award Reject 208 DL Incorrect Student Level Code submitted Reject 209 DL Invalid 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

12Non-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 NCTCMYINSee COD Technical Reference Implementation Guide Page II - 1 – 179, COD Release April 2014 RecapReporting Non-Credential Teacher Certification

13Identifies first time borrowers whose subsidized usage has changed within the past week Maximum Eligibility Period Usage Period Remaining Eligibility PeriodCOD website NewsBox Weekly CSV formatSchools can choose to receive or not receiveCOD Release April 2014 RecapDirect Subsidized Loan Usage Change report

14New validation is based on the published Common Record XML schema versionCOD will return edits 210 (Reject) or 211 (Warning) on documents which fail full schema validationEnforced : 3.0d, 3.0e, and 4.0a Retiring: 2.0e, 3.0a, 3.0b, and 3.0cCOD Release April 2014 RecapFor inquiries regarding XML schema enforcement contact: codsupport@ed.gov Full Schema Validation

15Fall 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 RecapFull Schema Validation

XML Schema ValidationXML Error TypeError Description cvc-maxLength-valid String is too long cvc-datatype-valid.1.2.1Value is not valid for data type cvc-attribute.3 Required attribute missingcvc-minLength-validString is too shortcvc-enumeration-validValue not in set of valid optionscvc-type.3.1.3Element not validcvc-complex-type.3.2.2Attribute 'xsi:schemaLocation' is not allowed to appear in elementcvc-elt.3.1Required value missingcvc-complex-type.2.3Element contains children, but is defined as element-only cvc-length-valid String length is wrong (length has to be exact) cvc-minInclusive-valid Number is too small cvc-pattern-valid String format wrong cvc-complex-type.2.2 Element contains no subelement whereas one is expected cvc-maxInclusive-valid Number is too large General File Formatting e.g. -Invalid character or invalid byte - Document contains non-UTF8 characters, -Content not allowed before <?xml tag, -Content is not allowed in trailing section - 0xFF character after </CommonRecord> -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=&quot;true&quot) -XML version is not supported (needs to be 1.0) - <?xml version="3.0"?>; version 3.0 does not exist -XML document structures must start and end within the same entity - <tag1>value<tag2> -XML does not begin with <?xml -Catastrophic xml formatting error, e.g. file is email message 16 Partial Validation – failure results in reject edit 210

XML Schema ValidationCommon 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) 17

XML Schema ValidationCOD 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.jspWhen trying to determine why a file failed schema validation, use the file the school sent to COD, not the response file.18

19COD 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 domesticNew Warning Edit 214New Master Promissory Notes (Sub/Unsub & PLUS)

20Increased Loan Origination FeesApply to loans with the Earliest Disbursement Date (EDD) on or after October 1, 2014 and before October 1, 2015. Loan Type Prior Rate New 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 ChangesA 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 eligibleAn 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 21

22COD 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 changeCOD will update origination fee percentages and disbursement amounts on loans reported with only anticipated disbursementsNew system generated responses intended for school import to update records.Mid-September 2014

23COD Future Enhancements 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)Origination Fee Percentage Changes:

EditMessage # of Triggers R-994 Missing Value 519,061R-996Invalid Value390,409Top Direct Loan COD Edits* Data as of 5/9/201424Edits for Award Year 2013-2014Edits for Award Year 2014-2015 Edit Message # of Triggers R-994 Missing Value 85,379 R-996 Invalid Value 21,410

COD Technical Reference Updates25 Date Technical 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

27Processing 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

29Enrollment 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 IDAn OPE ID is NOT 6-digits…some vendor software does NOT identify the OPE ID correctly

Contact Information30COD School Relations Center Email : CODSupport@ed.gov URL: http://www.cod.ed.gov Phone - Direct Loans: (800) 848-0978Phone - Grants: (800) 474-7268

Appendix

The new <SpecialPrograms> tags. Value Description A Selective Admission Associate Program BBachelor’s Degree Completion Program NNot Applicable PPreparatory Coursework Graduate Professional ProgramT Non-Credential Teacher Certification Program U Preparatory Coursework Undergraduate Program 32 New Schema 4.0A Special Programs Values

COD validates the <SpecialPrograms> tag against Grade Level on an incoming loan. Special Programs Tag Value Valid Grade Levels Sel Adm Assoc Prog A0-5Bach Deg Completion PrgmB0-5 Not Applicable N N/A Prep Grad P 5 Teacher Cert T 5 Prep Undergrad U 1, 0 Tag Not Submitted N/A N/A 33 COD Release April 2014 Recap SULA Phase II - New Schema 4.0a

The <ProgramCredentialLevel> tag will assist in validating the type/length of program Description Program Credential Level Student Level Code Undergraduate certificate or diploma010-5 (Undergraduate)Associate’s degree020-5 (Undergraduate)Bachelor’s degree 03 0-5 (Undergraduate) Post Baccalaureate certificate 04 0-5 (Undergraduate) Master’s degree 05 6-7 (Graduate) Doctoral degree 06 6-7 (Graduate) First Professional degree 07 6-7 (Graduate) Graduate/Professional certificate 08 6-7 (Graduate) Non-credential programs ( preparatory coursework/teacher certification) 99 0-5 (Undergraduate) 34 COD Release April 2014 Recap SULA Phase II - New Schema 4.0a

EditProgramTrigger Reject 204 DL & TEACH Incorrect Program CIP Code submitted Reject 205 DLPayment Period Start Date is outside the Award Begin and End datesReject 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