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
/0809FAFSA.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
• Borrower B created on Parent PLUS
COD for PLUS award Student A 01/01/81
Borrower B 02/02/55

• Borrower B (Student B
Pell
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
• Borrower B created on Parent PLUS
COD for PLUS award Student A 111223333
Borrower B 777889999

• Borrower B (Student B
ACG
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 Pell

award 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
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