COD Common Record XML Schema Version 5.0a

Subject
COD Common Record XML Schema Version 5.0a

In spring 2022, we plan to implement Common Origination and Disbursement (COD) System functionality that will support the processing of Federal Pell Grant (Pell Grant), Iraq and Afghanistan Service Grant, Teacher Education Assistance for College and Higher Education (TEACH) Grant, and William D. Ford Federal Direct Loan (Direct Loan) awards for the 2022–23 award year. In conjunction with this implementation, we will begin using a new version of the COD Common Record Extensible Markup Language (XML) Schema. The new schema version is 5.0a.

Effective upon completion of the spring 2022 COD System implementation—

  • All 2022–23 Common Record documents must be sent using COD Common Record XML Schema Version 5.0a. All 2022–23 Common Record responses will be sent by the COD System using COD Common Record XML Schema Version 5.0a.

  • Unsolicited system-generated responses for all award years will be sent by the COD System using COD Common Record XML Schema Version 5.0a.

  • COD Web Activity responses for all award years will be sent by the COD System using COD Common Record XML Schema Version 5.0a.

  • All available school reports, including data requests, will continue to be sent in formats other than XML.

  • We will continue to fully validate all Common Record files against the published COD Common Record XML Schema.

COD Common Record XML Schema Version 5.0a

The COD Common Record XML Schema is being updated to support upcoming COD System changes. The schema update includes three new tags that will be part of Common Record submissions for the 2022–23 award year and forward:

  • <DirectLoanAttendanceCost> will be added to the award block for Direct Loans.

  • <PaymentPeriodEndDate> will be added to the disbursement block for all award types.

  • <IncarceratedStudentIndicator> will be added to the disbursement block for Federal Pell Grant and Iraq and Afghanistan Service Grants.

We will provide more detailed information about the valid values and business rules for these tags and other planned 2022–23 COD System changes in forthcoming Electronic Announcements and technical documentation planned for late 2021 and early 2022.

All incorporated changes are outlined in the attachment titled “Common Record Change Log.” It is important that a school or third-party software provider carefully review the COD Common Record XML Schema changes, including the new tags and valid values, in conjunction with the Common Record Layout. When planning the update to COD Common Record XML Schema Version 5.0a, a school or third-party software provider should consider the following impact areas:

  • Common Record Documents

  • Unsolicited System-Generated Responses

  • COD Web Activity Responses

  • School Reports and Data Requests

  • Retirement of COD Schema Versions 2.0 and 3.0a-3.0e

  • Full COD Schema Validation

Note to EDExpress Users: We plan to post EDExpress for Windows 2022–23, Release 2.0 in spring 2022. This release will incorporate schema version 5.0a for 2022–23 records.

Information about each of the impact areas follows below.

Common Record Documents

All 2022–23 Common Record documents must be sent using COD Common Record XML Schema Version 5.0a. All 2022–23 Common Record responses will be sent by the COD System using COD Common Record XML Schema Version 5.0a.

Unsolicited System-Generated Responses

Unsolicited system-generated responses for all award years will be sent by the COD System using COD Common Record XML Schema Version 5.0a.

A full list of unsolicited system-generated responses is in Volume II, Section 2 of the COD Technical Reference.

COD Web Activity Responses (CRWB)

Like unsolicited system-generated responses, COD Web Activity responses for all award years will be sent by the COD System using COD Common Record XML Schema Version 5.0a.

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 be acknowledged by the COD System using the schema version used by the school for Common Record documents.

  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.

School Reports and Data Requests

All available school reports, including data requests, will continue to be sent in formats other than XML.

Retirement of COD Schema Versions 2.0 and 3.0a-3.0e

With the implementation of COD XML Schema Version 5.0a, we will retire all versions prior to 4.0a. This includes versions 2.0, 3.0a, 3.0b, 3.0c, 3.0d, and 3.0e; schools submitting records using these schemas will receive COD Reject Edit 210 (see below).

Full COD Schema Validation

We will continue to fully validate all Common Record batches against the published COD Common Record XML Schema (versions 4.0c, 4.0d, 4.0e, and 5.0a). This means that if a school submits a Common Record that does not conform to the published schema format, all student, award, and disbursement information within the batch will not be processed by the COD System.

To help schools and software providers identify XML errors, we continue to send COD System edits as follows:

COD Reject Edit 210 – This reject edit will be returned 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. The student, award, and disbursement information within the batch will not be processed.

Schema Files and 2022–23 COD Technical Reference Information

A file that schools and third-party software providers can use to prepare for using COD Common Record XML Schema Version 5.0a is attached to this announcement. A change log that identifies the changes made to the current version of the COD Common Record XML Schema is also attached. In addition, information about the COD Common Record XML Schema will be included in the initial posting of the 2022–23 COD Technical Reference (planned for November 2021).

Contact Information

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

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