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Session #51
2008-2009 Application Processing
and Common Origination and
Disbursement Systems Update
Sue O’Flaherty
Lisa DiCarlo
Kathleen Wicks
Session Agenda
• CPS Update
• COD Update
• Testing Information
• Resources
• Questions
• Contact
2
3
CPS Updates
• 2008-2009 FAFSA Changes
• 2008-2009 Institutional Student
Information Record (ISIR) Changes
• 2008-2009 Participation
Management (PM) System
4
2008-2009 Paper FAFSA
• Minimal changes
• Simplified clearance process
• Draft and Summary of Changes published
on IFAP 6/1/2007 in an Electronic
Announcement
– http://www.ifap.ed.gov/fafsa/0809FAFS
A.html
5
2008-2009 Paper FAFSA
• Paper FAFSA is orange (student) and purple
(parent)
• Design and layout remains unchanged
– Question numbers the same as 2007-2008
– Wording of two questions has been revised
– Enhanced text in some “Notes” for clearer
instruction
6
2008-2009 Paper FAFSA
Question #21 revised to ask if the
applicant is male or female
7
2008-2009 Paper FAFSA
• Question #27 revised to allow for additional
options equivalent to high school completion
• Notes contain additional response choices
8
CPS Updates
• 2008-2009 FAFSA Changes
• 2008-2009 Institutional Student
Information Record (ISIR) Changes
• 2008-2009 Participation
Management (PM) System
9
2008-2009 ISIR Changes
• Draft 2008-2009 ISIR Record
Layout posted to IFAP
• No XML ISIR
10
ISIR Record Description/Data
Dictionary Changes
Changed the meaning of values for FAFSA
Question #21 “Are you male?” with change
in question to “Are you male or female?
• Field #24 Starting at position 218
• Field Name “Are you male or female?”
• Valid Content --
– 1 = Male
– 2 = Female
– Blank
11
ISIR Record Description/Data
Dictionary Changes
Modified format for FAFSA Questions # 27
from “High School diploma or GED” to “HS
Diploma or Equivalent”
• Field #30 Starting at position 224
• Field Name “HS Diploma or Equivalent”
• Valid Content
– 1 = High school diploma
– 2 = GED
– 3 = Home schooled
– 4 = Other
– Blank
12
ISIR Record Description/Data
Dictionary Changes
Up to 10 school and housing choices on the
2008-2009 ISIR
• Field numbers 100 through 119
Starting at position 466
• Field Name “Federal School Code #” (1-10)
• Valid Content:
X00000 through X99999 and blank for school code
13
ISIR Record Description/Data
Dictionary Changes
Two new reject override codes displayed
• Field number 139 (Reject Override 4)
• Field number 141 (Reject Override 20)
• Field names “Reject Override 4” and
“Reject Override 20”
• Valid Content
– 1 = Yes
– Blank
14
ISIR Record Description/Data
Dictionary Changes
Updated label for “FAA Adjustment” to
“Professional Judgment”
• Field #156
• Field Name: “Professional Judgment”
• Valid Content
– 1 = EFC adjustment processed
– 2 = EFC adjustment request failed
– Blank = no EFC adjustment requested
15
2008-2009 ISIR Changes
• EFC will be calculated for records with
signature only rejects (14, 15 and/or 16)
– Records will be rejected with no official EFC
calculated
– Signature required to resolve reject
– Signature Reject EFC field added to ISIR for use
by state agencies and schools
16
2008-2009 ISIR Changes
• NSLDS Data Elements added
– “PX” added for new “Identity Theft
Discharged” loan status code
– COD Grant sequence numbers added to
Pell data
– “Fraud Loan Flag” added
17
2008-2009 ISIR Changes
• NSLDS Data Elements added/changed
for ACG and National SMART Grant
• Scheduled Award
• % Eligibility Used by Scheduled Award
• Total % Eligibility Used by Academic Year
• Award Year
• “School Year” label changed to “Academic Year
Level”
18
2008-2009 ISIR Changes
“High School Graduation” question in the
ACG data file (ED2009OP) revised to be
“High School Graduation Year”
• Field #8 Starting at position 51
• Field Name “High School Graduation Year”
• Valid Content:
2005-2009 (Format is CCYY)
19
CPS Updates
• 2008-2009 FAFSA Changes
• 2008-2009 Institutional Student
Information Record (ISIR) Changes
• 2008-2009 Participation
Management (PM) System
20
2008-2009 Participation
Management System Changes
• Supply of existing unassigned TG numbers is dwindling--
– We are currently at number TG43323
– We will run out of numbers at TG49999
• We expect to run out of existing unassigned TG numbers
after the new year begins
• Current assignment of TG numbers is being modified to allow
for alpha characters in the 3rd byte (e.g. TGA1234)
• Change will take effect with annual PM rollover activity in
December
• Will continue to assign numeric TG numbers until we run out
21
22
COD Updates
• March 2008 Release Updates
• MPN Updates
• Potential Updates
23
March 2008 Release Updates
• Inconsistent Identifiers
• Edit 16 Changes
• Additional Unsubsidized Indicator
• Award Discharges & MPN Expiration Date
• Verification W Cut-off Deadline Date
• Eligibility Used, Total Eligibility Used for
ACG, SMART
24
Inconsistent Identifiers
• New Edits only applicable to award years 2008-
2009 and forward
Edit Award Type
Edit Code Block Message Affected
147 R Person Identifier inconsistency for PLUS DL-PLUS
Award for Graduate/Professional
Student
148 W Person First Name inconsistency for a PLUS DL-PLUS
Award for Graduate/Professional
Student
149 R Person Identifier inconsistency for PLUS All
Award Award for Parent of a Dependent
Undergraduate Student
25
Edit 147
If the Student SSN matches the Borrower SSN and a
Grad PLUS award exists on COD…
Student Borrower
<LastName> MUST <LastName>
<BirthDate> MATCH <BirthDate>
<SSN> <SSN>
Edit Award Type
Edit Code Block Message Affected
147 R Person Identifier inconsistency for PLUS DL-PLUS
Award for Graduate/Professional
Student
26
Edit 148
If the Student SSN matches the Borrower SSN and a
Grad PLUS award exists on COD…
Student MUST Borrower
<FirstName> MATCH <FirstName>
Edit Award Type
Edit Code Block Message Affected
148 W Person First Name inconsistency for a PLUS DL-PLUS
Award for Graduate/Professional
Student
27
Edit 149
If the Student SSN doesn’t match the Borrower SSN
and a Parent PLUS award exists on COD:
• Student and Borrower Date of Birth (DoB) change must not match
• Student DoB change must not match what exists on COD for Borrower DoB
AND no Borrower DoB change tag is submitted
• Borrower DoB change must not match what exists on COD for Student DoB
AND no Student DoB change tag is submitted
This can be triggered by all award programs!
Edit Award Type
Edit Code Block Message Affected
149 R Person Identifier inconsistency for PLUS All
Award Award for Parent of a Dependent
Undergraduate Student
28
Edit 149 Example
Parent PLUS
• Borrower B created on
COD for PLUS award Student A 01/01/81
Borrower B 02/02/55
• Borrower B (Student B
Pell
X
on Pell award) submits
a Date of Birth change Student B 01/01/81
Borrower B Date of Birth now matches Student A -
This will trigger Reject Edit 149!
29
Edit 16 Changes
• Edit 16 has been divided into 4 new
edits.
• Only applicable for award years 2008-
2009 and forward
• Edit 16 will only be triggered for
award years 2007-2008 and prior
30
Edit 16 Changes
Edit Award Type
Edit Code Block Message Affected
Incorrect Student Grade Level on a
150 R Award Direct Loan PLUS Award for DL-PLUS
Graduate/Professional Student
Invalid Student/Borrower SSN
151 R Person combination on a Direct Loan PLUS Award DL-PLUS
for Graduate/Professional Student
Invalid Student SSN change on a Direct
152 R Person Loan PLUS Award for Parent of a All
Dependent Undergraduate Student
Invalid Borrower SSN change on a
153 R Award Direct Loan PLUS Award for Parent of a All
Dependent Undergraduate Student
31
Edit 153 Example
Parent PLUS
• Borrower B created on
COD for PLUS award Student A 111223333
Borrower B 777889999
• Borrower B (Student B
ACG
X
on ACG award) submits
an SSN change Student B 111223333
Borrower B SSN now matches Student A -
This will trigger Reject Edit 153!
32
Edit 16 Changes
A new Edit will be added
Edit Award Type
Edit Code Block Message Affected
Incorrect Student Grade Level
159 R Award DL-PLUS
for a Parent PLUS award
• Only applicable for award years 2008-2009
and forward
33
Additional Unsubsidized Indicator
<DependencyStatusCode>
• Required for all Direct Loans
• Valid values: “D” or “I”
• Blank or other values will trigger Reject Edit 998
<AdditionalUnsubsidizedIndicator>
• Required for Unsubsidized Direct Loans
• Valid values: “true” or “false”
• Blank or other values will trigger Reject Edit 998
• Edit 994 will be triggered for missing tags
34
Additional Unsubsidized Indicator
New Edits
Edit Award Type
Edit Code Block Message Affected
Dependency Status set to D and Grade
154 R Award DL
Level greater than or equal to 6
Dependency Status set to I and Additional
156 R Award DL
Unsubsidized Indicator set to true
Sum of Award Amounts exceeds Base
157 R Award DL
Annual Loan Limit
HPPA Indicator set to true and Grade Level
158 R Award DL
less than 6
35
Additional Unsubsidized Indicator
<DLLoanInformation LoanKey="1“>
<!—Loan Information--> Loan Key
</DLLoanInformation>
<DLUnsubsidized>
<FinancialAwardYear>
Award
<CPSTransactionNumber>
<FinancialAwardAmount>
<LoanKey>
<AdditionalUnsubsidizedIndicator>
<DependencyStatusCode>
<FinancialAwardNumber>
<FinancialAwardID>
<FinancialAwardCreateDate>
<Disbursement>
<!—Disbursement Information--> Disbursement
</Disbursement>
</DLUnsubsidized>
36
Award Discharges, MPN Expiration Date
Upon award discharge, the COD system will update
associated MPN(s) as follows:
Discharge Message MPN Expiration Dates
Code Updated for…
D Death All MPNs for Borrower
Unauthorized Signature/Unauthorized MPN associated with
G
Payment specified loan
MPN associated with
I Identity Theft
specified loan
37
Discharge Reversal
Recalculating MPN Expiration Date
If MPN associated with the discharged MPN Expiration Dates Will be
loan… recalculated as follows…
Not linked to any loans with funded
365 days from MPN Received Date
disbursements or is unlinked
Linked to any loan with funded
3,650 days from MPN Received Date
disbursements
(Due to death) is linked to any awards
3,650 days from MPN Received Date
with accepted and funded disbursements
38
Discharge Reversal
Recalculating MPN Status
Updated MPN
Condition(s):
Status
New MPN Expiration Date <= Current Processing Date Inactive
Recalculated MPN Expiration MPN is linked to an award Active
Date > Current Processing
Date MPN not linked to an award Pending
39
DL Rebuild File Impacts
• New fields added:
• Additional Unsubsidized Indicator (position 164)
• MPN Expiration Date (positions 926-933, length = 8)
• Pre-Professional Coursework Indicator (position 934)
• Positions 926-958 were previously filler
• No change to record length
• Associated updates will be made to DL
Tools
40
Verification-W Cut Off Date
• Applies to Pell Grant Verification W
• Created to prevent Verification W
records from being accepted into the
COD System after a specified date
• Verification W Cut-off Date is normally
September 30
41
Verification-W Cut Off Date
Award
Edit Type
Edit Code Block Message Affected
114 R Disbursement Disbursement or Pell
existing
Disbursement Adjustment
received after Verification
Status W Deadline Date
NEW 145 R Award New Pell origination or award Pell
increase with Verification
Status of W or invalid
change to Verification Status
submitted after Verification
W cut-off date
NEW 146 R Disbursement New disbursement or Pell
disbursement increase
submitted after Verification
W cut-off date
42
Verification-W Cut Off Date
For 2007-2008 Award Year and prior…
Once COD reduces a disbursement to zero due to
Verification Status “W”, new Disbursement information
changes to existing Disbursement information submitted
with a Verification Status of “W” for that Award will
trigger Reject Edit 114.
For 2008-2009 Award Year and forward…
COD will allow a school to increase the disbursement back
from zero without triggering Reject Edit 114
43
Verification-W Cut Off Date
For 2008-2009 Award Year and forward, after the
Verification W Cut-off Date schools:
• May NOT submit new Pell origination…
• May NOT submit award amount increase…
• May NOT submit new disbursement or disbursement increase…
…If Pell award has Verification Status of “W”
Additionally, schools may NOT change Verification
Status to “W” after the Verification W Cut-off
Date.
44
Eligibility Used, Total Eligibility Used
For ACG, National SMART Grant
Eligibility Used (EU) and Total Eligibility
Used (TEU) will be calculated differently for
ACG and National SMART Grant than for
Pell
• Academic Year Level not factored into Pell EU, TEU
45
Eligibility Used, Total Eligibility Used
For ACG, National SMART Grant
EU% = 100% × (Sum of Actual Disbursements of
Award – Debt Management Collections System
(DMCS) Repayments of Award) ÷ Scheduled
Award Amount*
TEU% = Sum of all EU%’s at each applicable Academic
Year Level** Across Award Years and Schools
* Scheduled Award Amount is the maximum award amount by
Academic Year Level and Award Year
** The COD System considers Academic Year Levels 0 and 1 to be
the same when calculating TEU %
46
Eligibility Used, Total Eligibility Used
Example 1
A student in Academic Year Level 3 is awarded an 2007-2008
SMART grant for $3000, $1250 in actual disbursements.
EU% = 100% × ($1250 ÷ $4000) = 31.2500%
Grade Award Award Anticipated Actual Disb Scheduled Eligibility
Level Year Amount Disb Amount Amount Award Amt Used
3 2008 3000 1000 1250 4000 31.2500%
Total Eligibility Used (Sum of all EU's) – Academic Year Level 3 31.2500%
47
Eligibility Used, Total Eligibility Used
Example 2
A Student in Academic Year Level 4 is awarded an 2007-2008
SMART grant. However the student’s second disbursement
would have caused his actual disbursements to exceed his
award amount so the disbursement is rejected with Edit 137.
Academic Actual
Award Disb Year Award Award Disb Scheduled Eligibility
Number Number Level Year Amount Amount Award Amt Used
X
001 1 4 2008 4000 1050 4000 26.2500%
001 2 4 2008 4000 3000 4000 N/A
Total Eligibility Used (Sum of all EU's) – Academic Year Level 4 26.2500%
The student’s second disbursement would cause EU to equal
EU% = 100% × [($1050 + $3000) ÷ $4000] = 101.2500%
48
Eligibility Used, Total Eligibility Used
Example 3
A student has 4 ACG Awards for Academic Year Levels 1 and 2 in the
2007-2008 and 2008-2009 Award Years.
Suppose the Scheduled Grant Amount for ACG is increased 50% from
$750 to $1125 for Academic Year Level 1 and from $1300 to $1950
for Academic Year Level 2.
Attende Academic Award Award Disbursement Scheduled Eligibility
Award d School Year Level Year Amount Amount Award Amt Used
1 A 1 2008 500 125 750 16.6666%
2 A 1 2009 1125 500 1125 44.4444%
3 B 1 2008 200 200 750 26.6666%
4 B 2 2009 1300 1250 1950 64.1025%
Total Eligibility Used (Sum of all EU's) – Academic Year Level 1 87.7776%
Total Eligibility Used (Sum of all EU's) – Academic Year Level 2 64.1025%
49
Eligibility Used, Total Eligibility Used
Percent Eligibility Used
Scheduled Award
Amount
Academic Year
Level
Total Percent
Eligibility Used
(Across all
Schools, Award
Years)
50
Eligibility Used, Total Eligibility Used
For ACG and National SMART Grant programs,
COD sends, via daily outbound NSLDS file:
• Percent Eligibility Used at this School
• Total Percent of Eligibility Used
• Scheduled Award Amount
51
Multiple Reporting Records
Pell
• The Eligibility Used field has been renamed to Percent
Eligibility Used by Scheduled Award
• The Eligibility Used in field position 381-385 has been
expanded to 7 bytes and moved to position 442-448
• Positions 381-385 are now an unused field
52
Multiple Reporting Records
ACG, National SMART Grant
• The Unused field in field position 321-327 will be
renamed ACG/National SMART Grant Scheduled Award
• Positions 463-469 will be added to the end of the existing
layout and populated with the Percent Eligibility Used by
Scheduled Award
• Positions 470-476 will be added to the end of the existing
layout and populated with the Total Percent Eligibility
Used by Academic Year Level
• The total record length will be increased to 476 bytes
from 462 bytes (14 bytes increase)
53
Year-To-Date (Disbursement)
Pell
• Positions 66-72 will be populated with the Percent
Eligibility Used by Scheduled Award
• Positions 73-79 will be populated with the Total Percent
Eligibility Used
• Positions 80-103 will remain an unused field
• There are no changes to the total record length of the
Pell YTD (Disbursement) record
54
Year-To-Date (Origination)
ACG, National SMART Grant
• The Unused field in field position 252-256 will be
renamed ACG/National SMART Grant Scheduled Award
• There are no changes to the total record length of ACG
YTD – Origination record (350 bytes)
55
Year-To-Date (Disbursement)
ACG, National SMART Grant
• Positions 66-72 will be populated with the Percent
Eligibility Used by Scheduled Award
• Positions 73-79 will be populated with the Total Percent
Eligibility Used by Academic Year Level
• Positions 80-103 will remain an unused field
• There are no changes to the record layout of the
ACG/National SMART Grant YTD – Disbursement (350
bytes)
56
COD Updates
• March 2008 Release Updates
• MPN Updates
• Potential Updates
57
Requiring MPNs Before Disbursement
Beginning in March 2008, all schools
will be required to have an accepted
MPN on file at COD before actual
disbursements can be accepted for
the associated Direct Loan award.
58
PLUS MPN Redesign
• Incorporates HERA changes
– Still ONE MPN for all PLUS borrower types
(parent and graduate/professional student)
• New OMB form expiration date
• Incorporates Borrower’s Rights and
Responsibilities (BRR)
COD will not accept older MPN version
after March 1, 2008!
59
COD Updates
• March 2008 Release Updates
• MPN Updates
• Potential Updates
60
Potential Updates
• Tuition Sensitivity
• TEACH Grants
• Schema Changes
Schema Changes
COD will introduce a new OPTIONAL schema as
part of CCRAA legislative changes (expected
summer 08) to support the new TEACH Grant.
The new schema will be REQUIRED for all
schools as part of Release 8.0 (expected
March 09).
COD will retire the 1.0g schema in March 2008.
62
Schema Changes
Reason for schema changes:
• New award block for TEACH Grants
• PESC Compliance
Scope of Changes:
• Add new elements
• Rename existing elements
• Nesting of tags
• Removal of attributes
63
64
CPS 2008-2009 Test System Update
• Mechanism for you to confirm that your
system
– Meets specifications for interfacing with CPS
– Is calculating correct results
• Allows you to:
– Test applications and corrections
– Receive ISIR data
65
CPS 2008-2009 Test System Update
• Available on November 20, 2007, and remains
available through the end of the processing cycle
• User Guide will be posted to Federal Student Aid
Download Web site (FSAdownload.ed.gov) by the
end of October
• An Electronic Announcement will be posted when
the test system goes live
66
CPS 2008-2009 Test System Update
• Test files will be available at FSAdownload.ed.gov
• Separate input and output files will be posted for
testing specifications
• Remember - CPS is still in test until Federal Student
Aid accepts the system and production starts on
January 2, 2008
67
COD March 2008 Release Testing
• User Guide available in the COD Technical
Reference, Volume V, Section 1
• Test Cases available in the COD Technical
Reference, Volume V, Section 2
• An Electronic Announcement will be posted when
the test system goes live
68
COD March 2008 Release
School & Vendor Testing – Tentative Schedule
Sign Up 12/03/07 - 05/02/08
Phase I 01/02/08 - 5/30/08
Implementation 03/14/08
Phase II 04/07/08 - 07/25/08
Unstructured 06/02/08 - 09/30/08
69
70
Available Tools & Training
• CPS Technical References
• COD Technical Reference
• Webinars
• COD Computer-Based Training
71
CPS Technical References
Document IFAP Posting
EDE Technical Reference (Software Developers' Conference Version) August, 2007
Software Developers' Specifications (Software Developers' Conference
August, 2007
Version)
Software Developers' Specifications (Final Version) January, 2008
EDE Technical Reference (Fall Conference Version) October, 2007
CPS Testing System User Guide October, 2007
EDExpress Packaging Technical Reference October, 2007
ISIR Guide October, 2007
Application Processing System Changes Process Guide October, 2007
School Electronic Process Guide October, 2007
Student Web Application Products Process Guide October, 2007
SAR Comment Codes and Text (Reference Guide) October, 2007
EDExpress 2008-2009 Release 1.0 Documentation January, 2008
EDExpress 2008-2009 Release 2.0 Documentation March, 2008
DL Tools Release 8.0 Installation Guide (and accompanying docs) July, 2008
72
COD Technical Reference
Volume First Publication Final Publication
Volume I – Getting Started July 2007 October 2008
Volume II – Common Record Technical July 2007 October 2008
Reference
Volume II, Section 1: Implementation Guide September 2007
Volume III – DL & Pell Grant Combo September 2007 October 2008
System Supplement
Volume III, Section 1: Combination System September 2007
Implementation Guide
Volume IV – DL Tools July 2008 July 2008
Volume V – School Testing Guide September 2007 October 2008
Volume VI – Appendices September 2007 October 2008
Volume VI, Section 3: Pell Grant Calculation February 2008
Table
73
Webinars
Internet Training and Webinars
http://ifap.ed.gov/IFAPWebApp/currentCPresentationsYearPag
.jsp?p1=Additional+FSA+Presentations&p2=c
74
COD Computer Based Training
An exciting new CBT
will be released by COD
to familiarize users with
the capabilities of the
COD System!
Now Available!
75
Related CPS Sessions
Resolving Database Match Results & CPS
Session #14
Rejects
FAA Access to CPS Online for New Users
Session #21
(Hands On)
Session #15 EDExpress Update
General Session Application Processing Update
Session #2 NSLDS Aggregate Calculations
Session #1 NSLDS Security & What’s New
76
Related COD Sessions
Session #24 COD Web (Hands On)
Operational Update: ACG & National SMART
Session #5
Grant
Exploring Direct Loan Data on the Web and
Session #39 Unlocking the Potential of Direct Loan
Reports
Session #38 A Direct Loan Primer
Session #40 What’s New for Direct Loans for 2008-2009
Session #15 EDExpress Update
77
78
Contact Information
Sue O’Flaherty
Senior Advisor, Program Operations Channel
sue.o’flaherty@ed.gov
Kathleen Wicks
Director, Grant Operations
kathleen.wicks@ed.gov
Lisa DiCarlo
Director, Direct Loan Operations
Acting Director, COD Systems
lisa.dicarlo@ed.gov
79
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