Campus-Based XML Schema Version 1.0b

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Campus-Based XML Schema Version 1.0b

In summer 2024, we plan to implement Common Origination and Disbursement (COD) System functionality that will support a new Extensible Markup Language (XML) Schema that will be used for reporting specific Campus-Based program data to the COD System. The new Campus-Based XML schema version is 1.0b.

Effective upon completion of the summer 2024 COD System implementation—

  • All Campus-Based Common Record documents submitted for reporting 2023 calendar year Federal Work-Study (FWS) earnings must be sent using Campus-Based XML Schema Version 1.0b.

  • Campus-Based Common Record documents submitted for reporting 2022 calendar year FWS earnings can be sent using Campus-Based XML Schema Version 1.0a or 1.0b.

  • Campus-Based Common Record responses will be sent by the COD System using the schema version of the original submission (i.e., 1.0a submissions will be returned with 1.0a responses).

  • COD Web Activity responses will be sent by the COD System using Campus-Based XML Schema Version 1.0b.

  • We will fully validate all Common Record files against the published Campus-Based XML Schema.

Campus-Based XML Schema Version 1.0b

The Campus-Based XML Schema 1.0b will be implemented to continue the support of school reporting of student-level earnings information for the FWS program. This version includes the following changes:

  • Three new tags (<NameSuffix>, <SSN>, and <BirthDate>) will be added.

  • The maximum lengths of several tags will be changed; some will be expanded (<FirstName>, <MiddleName>) while others will be reduced (<PostalCode>, <PhoneNumber>).

  • There is a new valid value for <CountryCode>.

  • <CPSTransactionNumber> will be updated to <FPSTransactionNumber>.

  • <StateProvince> and <PostalCode> tags will be made optional for international addresses. These tags remain required for domestic addresses.

  • <CalendarYear> for the Federal Supplemental Educational Opportunity Grant (FSEOG) in the <ResponseFinancialSummary> block will be optional. Note: The Campus-Based XML Schema 1.0b continues to include the reporting block for FSEOG-related data, but this data will not be collected upon implementation and remains reserved for future use, if needed.

It is important that a school or third-party software provider carefully review the Campus-Based Schema, in conjunction with the Campus-Based Common Record Layout.

We will provide more detailed information about the valid values and business rules for the Campus-Based XML schema 1.0b and related COD System changes in forthcoming Electronic Announcements and technical documentation planned for spring and early summer 2024.

Note to EDExpress Users: We plan to post EDExpress for Windows 2024–25, Release 3.0 in summer 2024. This release will incorporate Campus-Based schema version 1.0b for 2024–25 records. More information about this release will be provided in forthcoming communications.

Common Record Documents (CRCB)

All Campus-Based Common Record documents submitted for reporting 2023 calendar year Federal Work-Study (FWS) earnings must be sent using Campus-Based XML Schema Version 1.0b. Campus-Based Common Record documents submitted for reporting 2022 calendar year FWS earnings can be sent using Campus-Based XML Schema Version 1.0a or 1.0b.

All Common Record responses will be sent by the COD System using the schema version of the original submission (i.e., 1.0a submissions will be returned with 1.0a responses).

COD Web Activity Responses (CBWB)

COD Web Activity responses will be sent by the COD System using Campus-Based XML Schema Version 1.0b.

If a school is unable to import COD Web Activity responses, it has two options:

  1. Submit new records or update existing records for an impacted award year via batch processing. These records will then be acknowledged by the COD System through a batch response.

  2. Change its “Web Activity Response Option” for each applicable program/award year so that it will not receive COD Web Activity responses. The school will make these changes on the COD website’s School Options Information screen. To change the “Web Activity Response Option” from “Y” to “N”:

    1. Click on the School link on the COD website’s main menu bar, then click on School Information, and then click on Options. The School Options Information screen will open.

    2. After selecting the applicable program and the applicable award year, scroll to the Program Relations Information section and change “Web Activity Response Option” from “Y” to “N.”

    3. Click on Update.

Full COD Schema Validation

We will fully validate all Common Record batches against the published Campus-Based XML Schema version 1.0b. This means that if a school submits a Common Record that does not conform to the published schema format, all information within the batch will not be processed by the COD System.

We will send COD Reject Edit 210 for batches that fail XML validation. The reject edit will be returned at the document level and will indicate that a batch contains invalid XML.

Schema File and 2024–25 COD Technical Reference Information

A file that schools and third-party software providers can use to prepare for using Campus-Based XML Schema Version 1.0b is attached to this announcement. In addition, information about the Campus-Based XML Schema will be included in a forthcoming update to the 2024–25 COD Technical Reference in summer 2024. Additional operational information will also be provided in summer 2024.

Contact Information

If you have questions, contact the FSA Partner and School Relations Center at 1-800-848-0978. You may also email CODSupport@ed.gov.

Attachments

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Last Modified: 04/16/2024