Publication Date: September 2004
DCL ID: GEN-04-08
Required electronic processes and related system requirements
Posted on 09-14-2004
Subject: Required electronic processes and related system requirements.
Summary: This letter informs schools of the electronic processes in which they must participate and the updated system requirements needed to conduct these processes.
On September 14, 2004 we published a notice in the Federal Register designating the electronic processes that schools must participate in to be considered administratively capable under the regulations at 34 CFR 668.16(o). That notice also included minimum and optimal system (desktop PC and communications) requirements needed by schools to participate in the required electronic processes. We have included, as an attachment to this letter, a link to the Federal Register Notice from our IFAP website.
The enclosures to this letter summarize the required electronic processes (Enclosure A) and the system requirements (Enclosure B) that were included in the Federal Register Notice. In addition, answers to frequently asked questions about the system requirements are provided in Enclosure C of this letter.
We want to emphasize that a new required electronic process is that, beginning with the 2005-2006 award year, all schools must send and receive origination and disbursement data for the Federal Pell Grant Program and the Federal Direct Loan Program to the Common Origination and Disbursement (COD) system using the Extensible Markup Language (XML) "Common Record: COD." This requirement applies to all schools, including COD phase-in participants that currently submit and receive information using flat-file record formats.
We thank you for your continuing cooperation and partnership in using technology to more efficiently administer the FSA Programs. Please refer to the last page of the Federal Register Notice for contact information in the event you have questions on the information included in the Notice and in this letter.
Federal Student Aid
Attachment: Federal Register Notice Link
Enclosure A: Designated Electronic Processes
Enclosure B: System Requirements
Enclosure C: Frequently Asked Questions