Documenti di Didattica
Documenti di Professioni
Documenti di Cultura
Introduction
This section provides the Common Record layout table, which lists block information grouped
according to the following column headings:
NOTE: A field is considered Optional (O) when it is not required in all business processes; however it
may be required in some business processes. For example, MPN Status Code is marked as Optional (O)
in the Response (RS) column as it is not returned on Pell responses but is required to be returned on
Direct Loan responses. For more specific information about required fields for each business process,
please refer to the topic entitled “Minimum Data Elements Required for Document Processing” in
Volume II, Section 1 – Implementation Guide.
• *This field is required if first disbursement has a disbursement number greater than 01.
The intent of this Technical Reference is to describe the purpose and use of the COD Process and the
Common Record. XML Standards are not presented here and should be obtained from other sources.
The following is a representation of the Common Record content, for example, data elements, valid
values and maximum field lengths. It does not represent the physical layout of the data transmission.
The layout is depicted in a separate document, the XML schema.
NEW: After December 16, 2006, the COD system will begin using Version 2.0e of the Common
Record XML schema for the 2006-2007 Award Year and forward. It is provided in a format that can be
downloaded for printing or importing to another application.
NOTE: The Common Record XML Schema Version 2.0e includes a DL Graduate PLUS Block. This
block is reserved for future use and will not be used for 2005-2006, 2006-2007 or 2007-2008 award year
processing. As such, schools should not use the DL Graduate PLUS Block for 2005-2006, 2006-2007
and 2007-2008 Direct PLUS Loans made to eligible graduate and professional students.
The Common Record Layout lists elements in block sequence. A general rule regarding sequence of
data within blocks, and within complex elements: the start and end data tags and their context must be
presented on the XML document within the block’s tags or the complex element tags to which they
belong. The sequence of the data within that block or element is dictated by the sequence of the data
tags presented in the XML schema. The Common Record Layout does not attempt to depict the order or
sequence of tags. For example, if a complex element has ten simple elements within it, those ten
elements must occur in the same sequence as depicted in the XML schema. If there is any discrepancy
between the information presented here and the information presented in the XML schema, the XML
Schema should be considered as the correct source for the information.
Document Information
DOCUMENT INFORMATION
Field COD Data Field Max Data Field Format and Valid Field Element Requirements for Various Business
# Length Type Type Values Processes
P A S DS DU DP DB RC RS
1. <CommonRecord NA NA Complex http://www.ed.gov/FSA/COD/2 R R R R R R R R R
xmlns=” ”> Element 006/v2.0e
with
Common Record: The Attribute
root element for the
document. The attribute:
“xmlns”, and its value:
http://www.ed.gov/FS
A/COD/2006/v2.0e, are
together used to indicate
the namespace of the
elements in the XML
document. The
namespace convention
COD incorporates the
schema version indicator.
The version indicator is
the “/v2.0e” component
of the namespace. When
schema updates are
made, the version
indicator must reflect the
update (e.g., “/v2.0f”,
“/v2.0g”). This attribute
and value are required
on all transmissions.
2. <DocumentID> 30 string Simple CCYY-MM- R R R R R R R R R
Element DDTHH:mm:ss.ff99999999
Document ID: The Date
and Time stamp with the Once initial information is
Source Entity ID. submitted to COD, new content
cannot overwrite the database.
<DocumentId>
P A S DS DU DP DB RC RS
3. <CreatedDateTime> 22 date/ Simple CCYY-MM- R R R R R R R R R
time Element DDTHH:mm:ss.ff
Created Date and Time:
The Date and Time For 2007-2008 awards, the
stamp when the valid date range is from
document was created. 2007-01-01 to 2009-10-05.
P A S DS DU DP DB RC RS
8. <SoftwareProvider> 10 string Simple Software provider defined O O O O O O O NA O
Element
Software Provider: This
element indicates the
software provider and
product. Provider cannot
be sent without the
Version element.
<FullRsFlg>
Entity Information
ENTITY INFORMATION
Field COD Data Field Max Data Field Format and Valid Field Element Requirements for Various Business
# Length Type Type Values Processes
P A S DS DU DP DB RC RS
11. <ReportingSchool 8 string Complex 99999999 R R R R R R R NA R
EntityID= " "> Element
with Once initial information is
Reporting School Entity Attribute submitted to COD, new content
Identification: A cannot overwrite the database.
complex element. This
element provides a
logical grouping of
elements related to Entity
Information.
<ReportingSchl
EntityId= " ">
12. <ReportedFinancialSum NA NA Complex NA R R R R R R R NA NA
mary> Element
Reported Financial
Summary: A complex
element. This element
provides a logical
grouping of elements
related to reported
summary information.
<ReportedSummary>
P A S DS DU DP DB RC RS
13. <FinancialAwardType> NA string Simple Pell R R R R R R R NA NA
Element AcademicCompetitivenessGr
Financial Award Type: ant
This element indicates NationalSMARTGrant
the award type. This tag DLSubsidized
is listed in the Reported DLUnsubsidized
Financial Summary and DLPLUS
the Response Financial DLGraduatePLUS – this is
Summary complex not a valid value for the
elements. 2006-2007 and 2007-2008
Award Year
FFELSubsidized, FFELSubsidized*
FFELUnsubsidized, FFELUnsubsidized*
FFELPLUS, and FFELPLUS*
AlternativeLoan are AlternativeLoan*
placeholders for those FWSP*
entities using the SEOG*
Common Record to Perkins*
transport FFEL and
Alternative Loan Once initial information is
information. These tags submitted to COD, new
cannot be used to submit content cannot overwrite the
information to COD. database.
<SummaryYr>
P A S DS DU DP DB RC RS
15. <TotalCount> 9 integer Simple 0-999999999 R R R R R R R NA NA
Element
Total Number of Once initial information is
Students: Total number submitted to COD, new
of student tags in this content cannot overwrite the
document (can be database.
duplicated). This
information is
summarized by award
type by award year. This
tag is listed in the
Reported Financial
Summary and the
Response Financial
Summary complex
elements.
<TotAwardAmtRep>
P A S DS DU DP DB RC RS
17. <TotalReportedDisburse 15 decima Simple 0-999999999999.99 O O O O O O R NA O
ment> l Element
Once initial information is
Total Disbursement submitted to COD, new
Amount Reported: The content cannot overwrite the
total dollar value database.
reported in this
document. For Direct
Loan, this is the total
gross disbursement
amount. This information
is summarized by award
type by award year. This
tag is listed in the
Reported Financial
Summary and the
Response Financial
Summary complex
elements.
<TotDisbAmtRep>
<AttendingSchl
EntityId= " ">
Person Information
PERSON INFORMATION
Field COD Data Field Max Data Field Format and Valid Field Element Requirements for Various Business
# Length Type Type Values Processes
P A S DS DU DP DB RC RS
19. <Student SSN=" " 54 NA Complex Person SSN: R R R R R R R NA R
BirthDate=" " Element 001010001 to 999999998
LastName=" ">
BirthDate:
<Borrower SSN=" " Format is CCYY-MM-DD
BirthDate=" " 1908-01-01 to 1999-12-31
LastName=" ">
NameLast:
Student/Borrower 0-9; Uppercase A to Z:
Identifier: The person's Spaces(s); . (period);
identification information '(apostrophe); -(dash)
on COD.
P A S DS DU DP DB RC RS
20. <Identifiers> NA NA Complex NA O O O O O O O NA O
Element
Identifiers: A complex
element. This element
provides a logical
grouping of elements
related to identification
information.
21. <SSN> 9 string Simple 001010001 to 999999998 O O O O O O O NA O
Element
Social Security Number:
The person's current
Social Security Number.
This tag is the
appropriate vehicle in
which to change the
Social Security Number.
If the content of this tag
is different than the SSN
in the Person Identifier,
then COD will update
the Person Identifier.
<SSNum>
<DriversLicense>
P A S DS DU DP DB RC RS
23. <DriversLicenseState> 3 string Simple Uppercase A to Z; Valid O O O O O O O NA O
Element postal code (See Volume VI,
Driver's License State: Section 4 - State, Jurisdiction,
Attribute indicating the Country Codes)
person's Driver's License
State.
<State>
Driver's License
Number: The person's
Driver's License Number.
<Number>
<DtofBirth>
P A S DS DU DP DB RC RS
26. <Name> NA NA Complex NA O O O O O O O NA O
Element
Name: A complex
element. This element
provides a logical
grouping of elements
related to name
information.
<MiddleInitial>
P A S DS DU DP DB RC RS
29. <LastName> 35 string Simple 0 to 9; Uppercase A to Z; O O O O O O O NA O
Element Space(s); .(period);
Last Name: The person's ‘(apostrophe); -(dash)
last name. This element
is the appropriate vehicle
in which to change the
Last Name. If the content
of this element is
different than the
NameLast in the Person
Identifier, then COD will
update the Person
Identifier.
P A S DS DU DP DB RC RS
33. <AddressTypeCode> NA string Simple T = Temporary O O O O O O O NA O
Element P = Permanent
Address Type Code:
This element indicates
the type of address.
<Temp>
<Addr>
P A S DS DU DP DB RC RS
36. <AddressStateProvinceC 3 string Simple Uppercase A to Z; Valid O O O O O O O NA O
ode> Element postal code (See Volume VI,
Section 4 - State,
Address State/Province Jurisdiction, Country Codes)
Code: The person's State
or Province. Note: For foreign addresses
schools should submit this
<StateProv> tag to ensure DL
Correspondence is sent to
This tag maps to the foreign addresses
Direct Loan Borrower's
Permanent Address State
and the Student's Local
Address State.
<PostalCd>
<County>
39. <AddressCountryCode> 3 string Simple Uppercase A to Z; Valid O O O O O O O NA O
Element postal code (See Volume VI,
Address Country Code: Section 4 - State, Jurisdiction,
The person's country. Country Codes)
P A S DS DU DP DB RC RS
40. <PhoneNumber> 17 string Simple 0 to 99999999999999999 O O O O O O O NA O
Element
Phone Number: The Nil = true
person's phone number.
There is a maximum
occurrence of three
phone numbers for this
tag; however the COD
System only stores the
last occurrence of this
tag.
<PhoneNum>
Nil = true
P A S DS DU DP DB RC RS
42. <CitizenshipStatusCode 1 string Simple The value the person O O O O O R O NA O
> Element reported for citizenship.
1 = U.S. citizen (or U.S.
Citizenship Status: The national)
person's citizenship 2 = Eligible noncitizen
status. COD will pull 3 = Not eligible
student citizenship status
from CPS. This is an For ACG and National
override field for student SMART, this value must be
citizenship status to equal to 1.
allow schools to report
correction information NOTE: If this tag is not
from documentation submitted, COD will pull
located at the school. This this value from CPS.
field must be submitted
for both the borrower
and the student when
submitting a PLUS loan.
<CitznStatusInd>
<SchlUseOnly>
Award Information
AWARD INFORMATION
Field COD Data Field Max Data Field Format and Valid Field Element Requirements for Various Business
# Length Type Type Values Processes
P A S DS DU DP DB RC RS
44. <DLLoanInformation 2 integer Complex 1-99 NA NA NA R R R O NA O
LoanKey = " " > Element
with
Loan Key: An attribute Attribute
that is used as a reference
key to identify related
loan information.
<DLLoanInfo LoanKey
="">
45. <OriginationFeePercent 7 decima Simple 0-100.000 NA NA NA R R R O NA O
> l Element
1 for 1 percent
Origination Fee Percent: 1.5 for 1.5 percent
The origination fee 2 for 2 percent
percent used for this 2.5 for 2.5 percent
record. 3 for 3 percent
4 for 4 percent
<OrigntnFeePct>
<IntRebatePct>
P A S DS DU DP DB RC RS
48. <DisclosureStatementPri 1 string Simple Y = COD prints and sends to NA NA NA O O O O NA O
ntCode> Element Borrower
R = COD reprint
Disclosure Statement S = School prints
Print Code: Indicates
whether the school or
COD will print the
Disclosure Statement.
The party (school or
COD) who is responsible
for mailing the
Disclosure Statement is
also responsible for
printing and mailing the
Plain Language
Disclosure Statement.
<DiscStmtPrtInd>
P A S DS DU DP DB RC RS
50. <FinancialAwardBeginD 10 date Simple CCYY-MM-DD NA NA NA R R R O NA O
ate> Element 2006-07-02 to 2008-06-30
Cannot be prior to the
Financial Award Begin student's academic year
Date: The date when begin date
classes begin for the
specific period covered
by aid.
<AwardBeginDt>
<AwardEndDt>
<AcYrBeginDt>
P A S DS DU DP DB RC RS
53. <AcademicYearEndDate 10 date Simple CCYY-MM-DD NA NA NA R R R O NA O
> Element 2007-07-01 to 2009-06-29
<AcYrEndDt>
<AwardYr>
P A S DS DU DP DB RC RS
56. <CPSTransactionNumbe 2 integer Simple 01-99 R R R R R O R NA O
r> Element
CPS Transaction
Number: Transaction
number from eligible
ISIR used to calculate
award.
<CPSTransNum>
P A S DS DU DP DB RC RS
57. <FinancialAwardAmoun 12 decima Simple Loan amount approved cannot R R R R R R O NA O
t> l Element be greater than the maximum
annual loan limit amount:
Financial Award
Amount: The total NOTE: Loan limit for DL
award amount that the Sub/Unsub awards first
student is eligible to disbursed on or after 7/1/07 in
parentheses
receive as determined by
1st Year (Grade level 0 or 1)
the school.
Sub Max=2,625 (3,500)
Unsub and Sub Max=6,625
<AwardAmt> (7,500)
2nd Year (Grade level 2)
This tag maps to the Pell Sub Max=3,500 (4,500)
Accepted Award Unsub and Sub Max=7,500
Amount for the Entire (8,500)
School Year and the 3rd Year, 4th Year, or 5th Year
Direct Loan Loan eligible undergraduate
Amount Approved. (Grade level 3, 4, or 5)
Sub Max=5,500
Unsub and Sub Max=10,500
Graduate/professional and
beyond (Grade level 6 or 7)
Sub Max=8,500
Sub and Unsub Max=18,500
(20,500)
Health Profession Programs
Loan Limits
4th Year or 5th Year eligible
undergraduate (Grade level 4
or 5)
Undergrad Sub Max= 5,500
Unsub and Sub Max= 27,167
Graduate/professional eligible
(Grade level 6 or 7)
Sub Max=8,500
Sub and Unsub Max=45,167
(47,167)
Preprofessional Coursework
Grade Level 5 Max = 12,500
PLUS - 0-99999999.99
ACG
1st Year (Grade level 0 or 1) --
750
2nd Year (Grade level 2) --
1,300
National SMART
3rd Year (Grade level 3) --
4,000
4th Year (Grade Level) --
4,000
P A S DS DU DP DB RC RS
58. <LoanKey> 2 integer Simple 1-99 NA NA NA R R R O NA O
Element
Loan Key: This tag
references related loan
information.
<LoanKey>
<LDefGOver>
P A S DS DU DP DB RC RS
61. <FinancialAwardNumbe 3 integer Simple 0-999 NA R R R R R R NA O
r> Element
For ACG and National
Financial Award SMART, schools should
Number: Award always use 001 as the
identifier or Award financial award number
Sequence Number (last when the award is the first
three positions of the award for the award year,
Financial Award ID). regardless of the student’s
grade level. Schools should
<AwardNum> always use 002 as the
financial award number
This tag maps to the last when the award is a second
three digits of the Direct award for the same student,
Loan Loan Identifier in the same award year, at
field. the same school, regardless
of student’s grade level.
Note: You will notice
that the order of these
tags are displayed
differently for ACG and
National SMART Grant
than for Direct Loan
awards in the 2.0e
Schema. However, this is
not an issue and we will
bring conformity to the
schema the next time the
schema requires change.
P A S DS DU DP DB RC RS
62. <FinancialAwardID> 21 string Simple For Direct Loan: NA R R R R R R NA O
Element Student's Social Security
Financial Award ID: Number: 001010001-
Unique award identifier. 999999998
Loan Type: S = Subsidized
<AwardID> U = Unsubsidized
P = PLUS for parent and
This tag maps to the graduate/professional
Direct Loan Loan borrowers
Identifier field. Program Year: 08
School Code: X00000-X99999
Note: You will notice where X = G or E
that the order of these Loan Sequence Number: 001-
tags are displayed 999
differently for ACG and
National SMART Grant For ACG and National
than for Direct Loan SMART:
awards in the 2.0e Student’s Social Security
Schema. However, this is Number: 001010001-
not an issue and we will 999999998
bring conformity to the Award Type: A = ACG, T =
schema the next time the National SMART
schema requires change. Award Year: 08
Pell School ID: 000000-999999
For the Direct Loan Award Sequence Number:
block, the 2.0e Schema 001-999
continues to be in the
order of Financial Award NOTE: Valid values must be
Number, then Financial uppercase
Award ID.
NOTE: Max length will be
For the ACG and 21 unless submitting Pell
National SMART Grant legacy records, which will
blocks, the order for the have a max length of 23.
2.0e Schema is Financial
Award ID, then Financial
Award Number
P A S DS DU DP DB RC RS
63. <FinancialAwardCreate 10 date Simple CCYY-MM-DD NA NA NA R R R NA NA O
Date> Element 1900-01-01 to 2099-12-31
<AwardCreateDt>
<AwardAmtRqd>
<AddtHPPA>
P A S DS DU DP DB RC RS
67. <FederalShareAmount> 12 decima Simple 0 - 99999999.99 NA NA NA NA NA NA NA NA O
l Element
Federal Share Amount:
The federal share portion
of the Perkins, FSEOG, or
FWS award amount.
<FedShareAmt>
<FISAPIncomeOverride
>
<CostOfAttend>
P A S DS DU DP DB RC RS
70. <AcademicCalendarCod 1 string Simple 1=Credit Hours-non- NA NA NA NA NA NA NA NA NA
e> Element standard terms;
2=Credit Hours-standard
Academic Calendar terms of quarters;
Code: Calendar that 3=Credit Hours-standard
applies to this student's terms of semesters;
educational program. 4=Credit Hours-standard
Must be valid or system terms of trimesters;
accepted to process 5=Clock hours;
record. 6=Credit Hours without
terms
<AcCal>
The academic calendar
This tag maps to the Pell dictates which Payment
Accepted Academic Methodology can be
Calendar and Academic accepted, and the data that is
Calendar fields. required for the elements
used in calculating the
student's award.
P A S DS DU DP DB RC RS
71. <PaymentMethodology 1 string Simple 1=(a)Credit hour with NA NA NA NA NA NA NA NA NA
Code> Element standard terms in which total
weeks of instructional time
Payment Methodology fall through spring terms
Code: Formula used to equal or exceed 30 weeks, or
calculate the student's have been granted waiver; or
Federal Pell Grant (b) Program has a summer
Award. term in addition to fall
through spring terms, and
<PmtMethod> the definition of an academic
year for the program
This tag maps to the Pell includes the weeks of
Accepted Payment instructional time for all
Methodology and terms in the award year,
Payment Methodology could calculate awards using
fields. Formula 1 or 2 and chooses
to perform alternate
calculation (AC: 2,3, or 4)
2=Credit hour with standard
terms in which total weeks of
instructional time fall through
spring terms are less than 30
weeks, has not been granted
waiver. School does not use
alternate calculation (AC: 2, 3,
or 4)
3=Credit hour with standard
or non-standard terms (AC:
1, 2, 3, or 4)
4=Clock hour or Credit hour
without terms (AC: 5 or 6)
5=Programs of study by
correspondence (AC: 1, 2, 3,
or 4 denotes Formula 5B AC:
6 denotes Formula 5A)
P A S DS DU DP DB RC RS
72. <WeeksUsedCalculate> 2 integer Simple No element reported in NA NA NA NA NA NA NA NA NA
Element Document (Payment
Weeks of instructional Methodology 1)
time used to calculate 0 - 78 (Payment Methodology
payment: Total Number 2, 3, 4, or 5)
of weeks of instructional IF PM=2 Must be valid range
time in the payment IF PM=3 Must be valid range
periods for which this IF PM=4 Must be valid range
student is eligible. Valid IF PM=5 Must be valid range
Values depend upon
Payment Methodology NOTE: Not applicable for
and Academic Calendar award year 2004-2005 and
fields. Must be forward
completed when
Payment Methodologies
2, 3, 4, or 5 are used.
<InstructWksUsed>
<InstructWksDefiningA
cYr>
P A S DS DU DP DB RC RS
74. <HoursAwardYear> 4 integer Simple Required for Academic NA NA NA NA NA NA NA NA NA
Element Calendars 5 and 6.
Credit/Clock hours used Ranges:
to calculate payment: 0-3120 AC=Clock Hour (5)
Total number of 0-100 AC=Credit Hours
credit/clock hours in all without terms(6)
payment periods School
expects this student to NOTE: Not applicable for
attend and be paid for award year 2004-2005 and
during this Federal Pell forward
Grant Award year.
<CrClockHrsinAwardYr
>
<CrClockHrsinProgsAc
Yr>
P A S DS DU DP DB RC RS
76. <LowTuitionFeesCode> 1 string Simple 1= 0 O NA NA NA NA NA NA NA O
Element 2= 1 - 268
Low Tuition and Fees 3= 269 – 536
Code: Indicator 4= 537 – 804
identifying tuition ranges Nil = true
when the annual tuition
is less than or equal to Note: These values are new
minimum defined by low for the 2007-2008 award year.
tuition and fees table.
<LowTuitFeesInd>
<VerifStatCd>
P A S DS DU DP DB RC RS
79. <EnrollmentDate> 10 date Simple CCYY-MM-DD R R R NA NA NA NA NA O
Element 2007-01-01 to 2008-06-30
Enrollment Date: First
date that the student was
enrolled in an eligible
program for the
designated award year.
If the student enrolled in
a crossover payment
period before the first
day of the Pell award
year (July 1), but which
will be paid from 2007-
2008 funds, report the
actual start date of the
student's classes for that
payment period.
<EnrollDt>
P A S DS DU DP DB RC RS
82. <RigorousHighSchoolPr 6 string Simple For a complete list of valid NA O NA NA NA NA NA NA O
ogramCode> Element values, please refer to
Volume VI, Section 9 of this
Rigorous High School Technical Reference
Program Code:
Description of a High This field is only required if
School Program <EligibilityPaymentReasonC
ode> = 01.
83. <ProgramCIPCode> 7 string Simple For a complete list of valid NA NA R NA NA NA NA NA O
Element values, please refer to
Program CIP Code: Volume VI, Section 9 of this
Description of student Technical Reference
CIP Code (major).
List of valid values can also
be found at this link:
http://ifap.ed.gov/dpcletter
s/GEN0606.html
Disbursement Information
DISBURSEMENT INFORMATION
Field COD Data Field Max Data Field Format and Valid Field Element Requirements for Various Business
# Length Type Type Values Processes
P A S DS DU DP DB RC RS
86. <Disbursement 2 integer Complex 1-20 O O O R R R R NA O
Number= " "> Element
with PLUS for parent and
Disbursement Number: Attribute graduate/professional student
Number of the borrowers: 1-4
disbursement.
P A S DS DU DP DB RC RS
87. <DisbursementAmount 12 decima Simple 0 - 99999999.99 (Or MAX O O O R R R R NA O
> l Element AWARD AMOUNT - for
Pell)
Disbursement Amount:
The amount of money Maximum amount:
credited to the student's
account at the school or ACG
paid to the student (or 1st Year (Grade level 0 or 1) --
borrower if PLUS) 750
directly. For Direct Loan, 2nd Year (Grade level 2) --
this is the gross 1,300
disbursement amount
before the fee and National SMART
interest rebate 3rd Year (Grade level 3) --
calculations are made. 4,000
4th Year (Grade level 4) --
If the 4,000
DisbursementReleaseIndi
cator = false, this is For Direct Loan: Refer to Field
anticipated disbursement #57 Financial Award Amount
information; if the for the maximum amount.
DisbursementReleaseIndi
cator = true, then this is
actual disbursement
information.
<DisbAmt>
P A S DS DU DP DB RC RS
88. <DisbursementDate> 10 date Simple CCYY-MM-DD O O O R R R R NA O
Element 2006-06-21 to 2013-09-30
Disbursement Date: The
date money was credited For Pell Grant:
to the student's account 2007-06-21 to 2013-09-30
at the school or paid to
the student (or borrower For ACG and National
if a PLUS loan) directly. SMART:
2007-06-21 to 2013-09-30
If the
DisbursementReleaseIndi For Direct Loan
cator = false, this is Sub/UnSub/PLUS:
anticipated disbursement 2006-06-22 to 2009-10-27
information. If the
DisbursementReleaseIndi For PLUS loans made to
cator = true, then this is graduate and professional
actual disbursement students:
information. 2006-07-01 to 2009-10-27
<DisbDt>
<PmtTriggerFlg>
P A S DS DU DP DB RC RS
90. <DisbursementSequenc 2 integer Simple 1-99 O O O O O O R NA O
eNumber> Element Disbursement sequence
numbers must be
Disbursement Sequence incrementally sequential.
Number: The number
that determines the order Pell, ACG and National
in which transactions SMART valid values are:
must be processed for a 1-65 School assigned
given disbursement 66-90 COD assigned
number. 99 – 91 Debt Collection
Services transactions (COD
<DisbSeqNum> assigned)
P A S DS DU DP DB RC RS
92. <DisbursementNetAmo 11 decima Simple 0 - 99999999.99 NA NA NA R R R R – NA O
unt> l Element DL
Disbursement Net
Amount: The net award
amount.
If the
DisbursementReleaseIndi
cator = false, this is
anticipated disbursement
information. If the
DisbursementReleaseIndi
cator = true, then this is
actual disbursement
information.
<DisbNetAmt>
Disbursement Fee
Amount: The Fee
Amount.
<DisbFeeAmt>
P A S DS DU DP DB RC RS
94. <InterestRebateAmount 11 decima Simple 0 - 99999999.99 NA NA NA O O O R – NA O
> l Element DL
If the
DisbursementReleaseIndi
cator = false, this is
anticipated disbursement
information. If the
DisbursementReleaseIndi
cator = true, then this is
actual disbursement
information.
<IntRebateAmt>
<ConfFlg>
P A S DS DU DP DB RC RS
96. <PaymentPeriodStartDa 10 date Simple CCYY-MM-DD NA NA NA NA NA NA R** NA O
te> Element 2007-01-01 to 2008-06-30
<PmtPeriodStartDt>
Response
RESPONSE INFORMATION
Field COD Data Field Max Data Field Format and Valid Field Element Requirements for Various Business
# Length Type Type Values Processes
P A S DS DU DP DB RC RS
97. <EMPNIndicator> NA boolea Simple true = Electronic MPN NA NA NA NA NA NA NA NA O
n Element
Electronic MPN
Indicator: This tag
indicates whether there is
an electronic or paper
MPN.
<EMPNFlg>
<MPNStat>
P A S DS DU DP DB RC RS
100. <MPNLinkIndicator> NA boolea Simple true = Record has been NA NA NA NA NA NA NA NA O
n Element linked to an MPN
MPN Link Indicator: false = Record is not linked
The Master Promissory to an MPN
Note indicator is used to
indicate whether or not
the record has been
linked to an MPN at
COD.
<MPNLinkFlg>
Payment to Servicer
Date: The date the
Servicer posted the
payment to the student's
account.
<PmttoSvcrDt>
103. <BookedLoanAmount> 11 decima Simple 0 - 99999999.99 NA NA NA NA NA NA NA NA O
l Element
Booked Loan Amount:
Total net amount of
disbursements accepted
and booked.
<BkdLoanAmt>
P A S DS DU DP DB RC RS
104. <BookedLoanAmountD 10 date Simple CCYY-MM-DD NA NA NA NA NA NA NA NA O
ate> Element
<BkdLoanAmtDt>
<CrDecisionStat>
<CrDecisionDate>
P A S DS DU DP DB RC RS
108. <EndorserAmount> 12 decima Simple 0 - 99999999.99 NA NA NA NA NA NA NA NA O
l Element
Endorser Amount: Total
amount of loan for which
the endorser has agreed
to co-sign.
Year-To-Date
Disbursement Amount:
For Pell, the total amount
that has been disbursed
to the student for the
award year at a single
school.
.
<YrTDDisbAmt>
<TotEligUsed>
111. <ScheduledPellGrant> 12 decima Simple 0-Award Amount Maximum NA NA NA NA NA NA NA NA O
l Element
Scheduled Federal Pell
Grant: Scheduled
amount for a full time
student.
<SchedFedPellGrt>
P A S DS DU DP DB RC RS
112. <NegativePendingAmou 12 decima Simple 0 - 99999999.99 NA NA NA NA NA NA NA NA O
nt> l Element
Negative Pending
Amount:
The amount by which the
Pell award is overpaid
(i.e., sum of
disbursements exceeds
Award Amount). School
must adjust either award
amount or disbursement
amount within 30 days to
avoid a COD-generated
negative disbursement.
113. <FSACode> 2 string Simple SA = Pell Shared SAR NA NA NA NA NA NA NA NA O
Element CE = Pell/ACG/National
FSA Code: Code set to SMART Concurrent
inform institutions of Enrollment
modifications that have PO = Pell POP
been made to their
database and require
immediate action to
rectify.
<SFAInd>
Response Financial
Summary: A complex
element. This element
provides a logical
grouping of elements
related to summary
information.
<ProgYrSummary>
P A S DS DU DP DB RC RS
115. <TotalCountAccepted> 9 integer Simple 0-999999999 NA NA NA NA NA NA NA NA O
Element
Total Number Accepted:
Total number of accepted
awards in this document.
This information is
summarized by award
type and by award year.
<TotNumAcc>
<TotNumRej>
<TotNumCorr>
P A S DS DU DP DB RC RS
118. <TotalCountDuplicate> 9 integer Simple 0-999999999 NA NA NA NA NA NA NA NA O
Element
Total Number Dup:
Total number of
duplicate awards in this
document. This
information is
summarized by award
type by award year.
<TotNumDup>
<TotNumVerif>
120. <TotalCountSSAdminist 9 integer Simple 0-999999999 NA NA NA NA NA NA NA NA O
ration> Element
<TotNumSSAdmin>
P A S DS DU DP DB RC RS
121. <TotalFinancialAwardA 15 decima Simple 0-999999999999.99 NA NA NA NA NA NA NA NA O
ccepted> l Element
Total Financial
Disbursement Accepted:
The total dollar amount
accepted in this document.
For Pell, ACG and National
SMART, the total
disbursement amount
accepted. For Direct Loan,
the total gross disbursement
amount accepted, regardless
of the Disbursement
Release Indicator. This
information is summarized
by year by award type.
<TotAmtAcc>
123. <TotalFundedDisburse 15 decima Simple 0-999999999999.99 NA NA NA NA NA NA NA NA O
mentAccepted> l Element
Total Funded
Disbursement Accepted:
For Pell, ACG and National
SMART, the total
disbursement amount
accepted with a
Disbursement Release
Indicator of “true.” For
Direct Loan, the total net
disbursement amount
accepted with Disbursement
Release indicator of “true.”
This information is
summarized by award type
by award year.
P A S DS DU DP DB RC RS
124. <TotalNonFundedDisbu 15 decima Simple 0-999999999999.99 NA NA NA NA NA NA NA NA O
rsementAccepted> l Element
Total NonFunded
Disbursement Accepted:
For Pell, ACG and National
SMART, the total
disbursement amount
accepted with a
Disbursement Release
Indicator of “false.” For
Direct Loan, the total net
disbursement amount
accepted with Disbursement
Release indicator of “false.”
This information is
summarized by award type
by award year.
125. <TotalFinancialAwardC 15 decima Simple 0-999999999999.99 NA NA NA NA NA NA NA NA O
orrected> l Element
<TotAmtCorr>
126. <Receipt> 22 date/ Simple CCYY-MM- NA NA NA NA NA NA NA NA O
time Element DDTHH:mm:ss.ff
Receipt: A date time
stamp indicating receipt
of the document at COD.
<Receipt>
127. <Response> NA NA Complex NA NA NA NA NA NA NA NA NA O
Element
Response: A complex
element. This element
provides a logical
grouping of elements
related to Entity
Information.
<Response>
P A S DS DU DP DB RC RS
128. <ResponseCode> 1 string Simple A = Accepted NA NA NA NA NA NA NA NA O
Element R = Rejected
Response Indicator: The D = Duplicate (Not in use)
result of processing the C = Corrected
record on COD.
<RsInd>
<DocumentStat>
<ProcessDt>
P A S DS DU DP DB RC RS
132. <EditProcessResult> NA NA Complex NA NA NA NA NA NA NA NA NA O
Element
Edit Process Result: A
complex element. This
element provides a
logical grouping of
elements related to the
edit response
information.
<Edit Results>
133. <ResponseErrorCode> 3 string Simple See COD edits, Volume II, NA NA NA NA NA NA NA NA O
Element Section 4.
Response Error Code:
Edit result from COD
processing.
<RsErrorCd>
<RsMsg>
<Field>
<Value>
P A S DS DU DP DB RC RS
137. <ReportedValue> 150 string Simple NA NA NA NA NA NA NA NA O
Element
Reported Value: The
value reported by the
school in the tag
contained in the
<ResponseErrorField>
tag.
PreviousSequenceNumb
er: The previous
disbursement sequence
number on the COD
database for the
disbursement number.
This tag is returned on all
disbursement responses
with a Disbursement
Sequence Number
greater than one,
including COD system-
generated responses.
139. <CPSVerificationIndicat NA boolea Simple true = Student selected for NA NA NA NA NA NA NA NA O
or> n Element verification by CPS
false = Student not selected for
CPS Verification verification by CPS
Indicator: Indicates
whether this student has
been selected for
verification by the CPS
on any transaction
number for this award
year.
140. <HighestCPSTransactio 2 integer Simple 01 – 99 NA NA NA NA NA NA NA NA O
nNumber> Element
Highest CPS
Transaction Number:
Indicates the highest
transaction number on
CPS for this student and
award.
Introduction
This section provides standards for the physical layout of the Common Record XML Document file.
Standards on the physical layout of the Common Record XML Document file are required to ensure all
systems transmitting or processing an instance of the file can do so without encountering physical
constraint errors.
Examples of physical constraint errors include: exceeding available memory, exceeding available disk
space, or exceeding available network bandwidth (and timing out). While most physical constraint
errors can be avoided by proper coding techniques on the host system, there are some error conditions
best handled through the definition of, and adherence to, a set of well-defined and well-publicized
standards. Such error conditions and their corresponding standards for resolution are provided in this
section.
XML and its associated technologies, (XML Schema, Document Type Definitions), do not provide for a
mechanism to define the physical layout of a file. In fact, XML does not depend on the physical layout
of the elements by design. White space and line lengths are not relevant to the logical construction and
reading of an XML document. Therefore, the Common Record XML file physical layout standards are
defined as guidelines and examples presented in this Section.
The data transmission software used by COD and by participating schools handles the translation of end
of line markers across platforms. For example, if a file were sent from a PC to a Unix box, the
<CR><LF> character sequence would be automatically changed to <CR> characters. Therefore, the
insertion of an end of line marker does not have to take into consideration the platform of the destination
system. This same principle holds true between mainframes (EBCDIC or ASCII), PCs and UNIX
boxes.
Note: The following standard is a strongly recommended approach for schools and vendors who want
to guarantee their files will not exceed the 9,999 byte limitation. If a school or vendor can ensure their
submitted files will not exceed the 9,999 byte limitation by some other means, those files will be
accepted by COD. However, the burden of responsibility will then rest with the school or vendor for
files incorrectly submitted.
Standard:
In order to ensure no line grows larger than 9,999 bytes, all Common Record XML files submitted to
COD should be constructed with end of line markers inserted at specified points in the document. These
points are tied to specific elements in the XML document. The points are:
• After the AttendedSchool element opening tag, - <AttendedSchool>
• After every Student element closing tag, - </Student>
• Before beginning an ”Award” element opening tag, which could be <Pell>,
<AcademicCompetitivenessGrant>, <NationalSMARTGrant>, <DLSubsidized>,
<DLUnsubsidized>, <DLPLUS>, <DLGraduatePLUS> (this tag is not used for the 2006-2007
Award Year) and the opening tags of all other elements designated as part of the Award
substitution group in the Common Record XML Schema specification
• Before beginning a Disbursement element opening tag, <Disbursement>, for every disbursement
under each of the “Award” elements listed above.
The following example found is a skeleton submission file correctly formatted according to the end of
line marker standards. In this example, for clarity, sub-elements are not listed, and the characters,
[EOL], explicitly mark the end of a line.
COD guarantees the Response Document files it produces will not contain lines longer than 9,999 bytes,
but the files will not necessarily match the line breaks as specified for submissions. This is due in part
to the additional space used by the Response blocks.
Note: For more information on the length of COD Response Files, please refer to Volume II, Section 1
– Implementation Guide – School Options for information on the school Common Record Response File
option.
Coding Guidelines:
The code should track the Common Record elements as they are written to the output stream and write
out a line of XML text (via the appropriate end of line marker) as any of the EOL points are
encountered. Code to construct the Common Record can vary greatly depending on the platform,
libraries, and languages used, so specific examples are not provided.