Federal Student Aid. U.S. Department of Education Common Origination and Disbursement
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A B C D E F G H I J K L M N O P Q R S T U V W X Y Z
 A 

Abbreviated Applicant File

A file that contains applicant data sent by the Central Processing System (CPS) to the COD System. The file contains all accepted and rejected ISIR transactions on file at the CPS. There is a maximum of 250,000 applicants per transmission on the Abbreviated Applicant File. COD edits the Common Record against the Abbreviated Applicant File to verify a successful match.

Ability to Benefit Approved Tests and Valid Dates

A list of the approved Ability to Benefit (ATB) tests and the completion dates for which they are valid.

Academic calendar

The way in which a school measures a student's academic progress.

  • 1 (Credit Hours - Nonstandard terms)
  • 2 (Credit Hours - Standard terms of quarters)
  • 3 (Credit Hours - Standard terms of semesters)
  • 4 (Credit Hours - Standard terms of trimesters)
  • 5 (Clock Hours)
  • 6 (Credit Hours - Without terms)

The academic calendar dictates which Payment Methodology can be accepted and the data required for the elements used in calculating the student's award.

Academic Year

A period that begins on the first day of classes and ends on the last day of classes or examinations and that is a minimum of 30 weeks (except as provided in 34 CFR 668.3) of instructional time during which, for an undergraduate educational program, a full-time student is expected to complete at least - * Twenty-four semester or trimester hours or 36 quarter hours in an educational program whose length is measured in credit hours; or * Nine hundred clock hours in an educational program whose length is measured in clock hours.

See 34 CFR 668.2 for additional information. Academic years may be scheduled or borrower based. The annual loan limits for a Direct Loan apply to an academic year.

Academic Year Start Date

A field in the Common Record that marks the date the student's academic year starts at the school.

Academic Year End Date

A field in the Common Record that marks the date the student's academic year ends at the school.

Academic Year Length

Period between the Academic Year Begin Date and the Academic Year End Date (inclusive).

Accepted Batch

An accepted batch is a batch that passed all document information edits. An accepted batch can contain warning information.

Accepted Record

An accepted record is a record with no rejected edits and no corrections applied. An accepted record can have warning edits. This term applies for all award years.

Accepted With Corrections Record

A record that contains at least one data element that has been changed by COD; this applies to Pell records only. This term applies for all award years.

Account

When a Common Record is submitted to COD, the data is organized by student and/or borrower on the database. This data is organized into logical groupings called Accounts.

Action Queue

Place where COD stores all edit-only transactions that have not been released; all records that are pended and now inactive; and future dated disbursements. They are separated by the queue status. Pended status includes all edit-only transactions and transactions whose disbursement date is not within the specified range.

Actual Disbursement Record

Actual Disbursement Records are disbursement records submitted with a Disbursement Release Indicator set to "Y" within the established time frames. Actual Disbursement Records post to a student/borrower's award (loan or grant). These records are used to substantiate money that has been drawn down via G5 and influence the amount of money available to the school for subsequent drawdowns. If the school has chosen to have COD initiate a drawdown on its behalf, this record may also trigger a drawdown request to G5.

Additional Eligibility Indicator

For the 2017-2018 Award Year and forward, a student may be eligible to receive up to 1.5 times the Scheduled Federal Pell Grant (SFPG) according to the amendments to Section 401(b)(8) of the Higher Education of Act. The Additional Eligibility Indicator (AEI) indicates whether a student is eligible for additional Pell Grant.

Administrative Cost Allowance(ACA)

The Department of Education reimburses institutions participating in the Federal Pell Grant Program $5 for each student at the school who receives a Pell Grant. This is money paid to schools to offset some of the cost of delivering financial aid to students. This amount is based on the number of Pell recipients reported by the school, including students who withdrew from the school or were transferred, even if all Federal Pell Grant funds were recovered.

Administrative Relief Request

Federal Grant Programs provide grant relief during extenuating circumstances. An institution may request administrative relief when it is unable to meet the September 30th deadline for submitting records, due to either an event, such as a natural disaster, or a processing error.

Aging of Drawdown

The process of tracking the time elapsed from the date funds were drawn down to the date a school fully substantiates the drawdown.

ATS

Agreement to Serve. A legal document required to receive a TEACH grant.

ATS ID

The unique identifier printed on the Agreement to Serve (ATS). It is made up of a student's SSN, 'C' - for TEACH, the last two digits of the award year, the first six digits of a school's OPEID, and a three-digit sequence number.

Attended School

The location where the student attends classes for which Federal Financial Aid funds are being used. The Attended School is a field in the Common Record that is a complex element and provides a logical grouping of elements related to Entity Information.

Attended School Entity Identifier

Institutions may report the attended school entity identifier. This information is captured for both Federal Grant and Direct Loan Programs.

Available Balance

The difference between an obligation and net Drawdowns for Grants. Available balance does not include obligations supported by accepted disbursements.

Award

An Award refers to the amount of money a student and/or borrower is eligible to receive for a period of time. Awards are designated by program (e.g., Direct Loan or Grant), institution, and award year.

Award Amount

The total award amount that a student is eligible to receive for a period of time as determined by the school. The award amount is defined as a field in the Common Record.

Award Amount Requested

The total award amount that the parent or Graduate student is interested in borrowing for a PLUS loan. It is a required field on the Common Record.

Award Begin Date

The date when classes begin for the specific period covered by aid. For Direct Loans this is the Loan Period Start Date. A loan period may be all or a portion of an academic year and may not exceed 36 months in length.

Award End Date

The date when classes end for the specific period covered by aid. For Direct Loans this is the Loan Period End Date. A loan period may be all or a portion of an academic year and may not exceed 36 months in length.

Award ID

Is a field in the Common Record, this is noted as the Unique Award Identifier. This is also known as the loan identifier for a Direct Loan.

Award Number

Is a field in the Common Record, this is noted as the Award Identifier.

Award Type

This tag is listed in the Reported Summary and the Program Year Summary. It is a complex element that indicates the award type (e.g., Pell Grant, Teacher Education Assistance for College and Higher Education (TEACH) Grant, Subsidized Loan, Unsubsidized Loan, PLUS Loan) in the Common Record.

Award Year (AY)

The twelve-month period beginning on July 1st and ending June 30th of the following year. Campus-Based student level data may also be reported by schools. This also applies to what has previously been called the Direct Loan Program Year, which is the period of time (approximately 2 1/2 years in length) in which schools could potentially process a Direct Loan for a particular Award Year.

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Batch

One or more records submitted together.

The batch contains a network header record, the Common Record with one or more students / awards / disbursements and the network trailer record. Periodic sweeps of a school's mailbox are performed to pick up these batches and send them to the COD System for processing.

Booked Loan

An award (loan) that has been linked to a promissory note and actual disbursement, and has had the disbursement transmitted to servicing.

Booked Loan Amount

A field in the Common Record that indicates the total net amount of disbursements accepted and booked for an award (loan).

Booked Loan Date

A field in the Common Record that indicates the date the loan booked on COD.

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Call for Cash

Action taken by Federal Student Aid (FSA) to request a return of cash received by a school.

Cash > Net Accepted & Posted Disbursements

The difference between Net Drawdowns and Net Accepted & Posted Disbursements.

Cash > Net Accepted & Posted Disbursements & older than 30 days

Cash in excess of accepted and posted disbursements and older than 30 days.

Cash Activity

A drawdown occurs when a school or COD, on behalf of a school, initiates a request for money through G5, and the funds are transmitted from the US Treasury to the school's bank account.

Central Processing System (CPS)

This is the Department of Education system that processes information from the Free Application for Federal Student Aid (FAFSA®) and verifies with government databases that the social security number, citizenship, and other information are correct. CPS also calculates the Expected Family Contribution (EFC) for each applicant, prints the Student Aid Report (SAR), and transmits Institutional Student Information Record (ISIR) data electronically. Starting in 2003 - 2004, the CPS will generate the Abbreviated Applicant File for the COD System. CPS Transaction Number field in the Common Record that shows the transaction number from eligible SAR/ISIR used to calculate an award.

Changes

Updates that Full Participants make to previously submitted Common Records are referred to as Changes, or General Updates.

Classification of Instructional Programs (CIP CODE)

List of eligible majors and the corresponding CIP Codes

Clock Hour Programs (or Credit Hour Programs without Terms)

This identifies academic programs in which duration is measured by clock hours or by credit hours completed with no terms.

COD Initiate Drawdown

COD may initiate drawdowns on behalf of a school based on actual disbursement records. In most cases, schools may choose this option instead of initiating Drawdowns themselves through the G5 web site. However, some schools may be required to use this option.

Common Origination and Disbursement (COD) Process

The COD Process is a common process integrated with a system designed to support origination, disbursement and reporting for Direct Loan, Pell Grant, and the Teacher Education Assistance for College and Higher Education (TEACH) Grant.

Common Origination and Disbursement (COD) System

The COD System is a technical solution designed to accommodate the COD Process for Pell Grant, the Teacher Education Assistance for College and Higher Education (TEACH) Grant, and Direct Loan funding.

Common Record

The Common Record is a vehicle that schools use to submit data to the COD system. Schools use the Common Record to submit Title IV program data to Federal Student Aid (FSA) (began with the 2002-2003 award year). The Common Record is formatted in Extensible Markup Language (XML), and contains simple and complex elements.

Complex Element

An XML Element that contains simple elements. Text is not required within a complex element; however, a complex element may also contain text. Elements contain other simple elements in order to provide for logical groupings of data. For example, an applicant's address can be represented by the following XML:


<PermanentAddress>
   <AddressLine>1 Country Drive</AddressLine>
   <City>Small Town</City>
   <StateProvinceCode>VA</StateProvinceCode>
   <PostalCode>11111</PostalCode>
</PermanentAddress>

Through the nesting of street, city, state, and zip code information in the home address and work address complex elements, the information is logically grouped and the meaning of each group of address information is very clear. Complex elements may contain other complex elements to achieve many levels of nesting and organization.

Confirmation Flag

Indicates that a disbursement has been confirmed by the borrower at the school.

Consolidation Loan

A loan that combines multiple federal student loans into a single loan with one monthly payment.

Contacts

As a field in the Common Record, this complex element provides data related to contact information (e.g., SSN, driver's license number, email address).

Correspondence Variable

Defines a specific field from a school, person, and award or disbursement record. Each variable has a unique name. Variables are inserted into the text of the correspondence when the correspondence is initially defined. When the correspondence is generated, COD pulls the data from the school, student, award or the disbursement record and inserts them into the text.

Cost of Attendance (COA)

Tuition and fees, room and board expenses while attending school, allowances for books and supplies, transportation, loan fees (if applicable) dependent child care costs, costs related to a disability, study-abroad costs, and other miscellaneous expenses, as outlined in Section 472 of the Higher Education Act.

Credit Check

A review of a borrower's credit history and a credit check are initiated against the borrower for a PLUS Loan when the COD system receives a PLUS Loan Award. PLUS borrowers may request an abbreviated credit check to verify eligibility. Authorized users would initiate an abbreviated credit check via the web.

Current Credit Check

A credit check that has been performed within the last 180 days.

Current Credit Check Decision

A Credit Check decision that has been received within the last 180 days.

Current Funding Level (CFL)

Total amount of cash available for a school to Drawdown at any point in time, and is a subset of the school ceiling amount (SCA). A school's current funding level may be adjusted based on the amount of substantiated cash. A change in CFL will directly impact the SCA.

Current Social Security Number

This is the Social Security Number (SSN) reported by the student on the Free Application for Federal Student Aid (FAFSA®) for the given transaction number.

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Date Enrolled This Award Year

This is the date the student first enrolled (for example, the first day the student attended classes) in an eligible program for the applicable award year. If the student enrolled in a crossover payment period before the first day of the award year (July 1), report the actual date enrolled, even though that date occurs before the start of the award year. This is for the Grant programs only.

DateTime

This is a field in the Common Record that signifies the date and time of when a document was created.

Deferment

A period of postponement during which repaying loan principal is suspended as a result of the borrower meeting one or more deferment requirements established by law. Interest continues to accrue during the deferment period of an unsubsidized loan. Interest does not accrue during the deferment period of a subsidized loan.

Dependency Indicator

Indicates the student's dependency status, (D) dependent or (I) independent. This indicator is used for the Expected Family Contribution (EFC) calculation, and is an element on the Common Record.

Dependency Override

COD will download dependency status from the Central Processing System (CPS). This is a field in the Common Record that allows schools to override dependency information.

Destination

This field in the Common Record provides data related to Document Information. Destination is the location where the Common Record will be received.

Direct Loan Origination System (DLOS)

The Direct Loan Origination System was the system that processed Direct Loan data through the 2001-2002 processing cycle. The Direct Loan Origination System was replaced by the Common Origination and Disbursement (COD) system starting with the 2002-2003 processing cycle.

Direct Loan Program

A Federal program where the government provides five types of education loans available to students, parents and endorsers:

  • Federal Direct Stafford Loan (subsidized, for students)
  • Federal Direct Unsubsidized Stafford Loan (for students)
  • Federal Direct PLUS Loan (for parents and/or endorsers)
  • Federal Direct Consolidation Loan (for students and parents)
  • Federal Graduate PLUS loan (for Graduate students)

These loans, which are referred to collectively as Direct Loans, are guaranteed by the Department of Education.

Disbursement

Title IV program funds are disbursed when a school credits a student's account with funds or pays a student or parent directly with either:

  • Title IV funds received from the Department of Education (ED) or,
  • Institution funds used before receiving Title IV program funds.

Disbursement Amount

For Grants, this is a field in the Common Record that indicates the amount of money credited to the student's account at the school or paid to the student directly. For Direct Loan, this field indicates the gross amount of the disbursement.

Disbursement Date

A field in the Common Record that indicates the date the money was credited to the student's account at the school or paid to the student (or borrower if a PLUS loan) directly.

Disbursement Fee Amount

A field in the Common Record that indicates the Disbursement Fee Amount, used for Direct Loans.

Disbursement Net Amount

Disbursement Net Amount is a required field in the Common Record. For Grants, this is the Disbursement Amount. For Direct Loans, the Disbursement Net Amount is the amount of money credited to the student's account at the school or paid directly to the student after fees are withheld. See the Direct Loan Technical Reference for the specific calculation.

Disbursement Number

A field in the Common Record that indicates the number of the disbursement.

Disbursement Reference Number

This is a unique number 01 to 90 that is on each disbursement. It cannot be duplicated. The disbursement reference number applies to award years 2001-2002 and prior.

Disbursement Release Indicator

The Disbursement Release Indicator Flag is a field on the Common Record that designates a record as an Actual Disbursement Record. It signals the COD System to post the amount of disbursement to an award (loan/grant) and to use the disbursement to substantiate drawdowns.

Disbursement Sequence Number

This is a field in the Common Record that determines the order in which transactions must be processed for a given disbursement number.

Disclosure Statement Print Indicator

A field in the Common Record which indicates whether the school or COD will print and mail the Disclosure Statement. The party (school or COD) who is responsible for mailing the Disclosure Statement is also responsible for printing and mailing the Plain Language Disclosure Statement.

Document

In the context of XML, a document is a message or data transmission and is a combination of markup and content. Markup is a type of language contained within start and end tags. Content is the data that falls between the tags. A Common Record message or transmission is considered to be an XML document. Documents refer to the 2002-2003 processing year and forward.

Document Identification

A field on the Common Record that indicates the date time stamp with an Entity ID. This field applies to schools submitting the Common Record for the 2002-2003 and forward award years. It maps to the Grant Batch ID and the Direct Loan Origination Batch Identifier, the Disbursement Batch Number, and the Change Batch Identifier

Document Information

The Document Information Block on the Common Record contains information that was previously associated with a batch. It contains a date/time stamp, document validation information, summary level document information, as well as the source of the document. This block occurs once per XML Document or submission.

DoD Match Flag

Indicates whether a student has been identified as a dependent of a soldier who died in Iraq or Afghanistan after September 11, 2001.

Drawdown Offsets

Amount of offset that is received from G5. An Offset occurs when a school owes G5 money. G5 then withholds the money owed by the school when the school makes a request for funds. Ex.: The school requests $5000 from G5. The school will receive $4500, and the screen will show the offset of $500.

Drawdown/Payments

Amount of the drawdown or payment transaction.

Duplicate Record

Record that (1) has previously been received or (2) is requesting maintenance to a data element, but the new value being requested is equal to the value already on the database.

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Edit

Process that verifies the validity and accuracy of information entered into a system.

Edit/Comment Codes

These are a series of numeric codes that explain processing results, including data corrections, duplicates, and record rejects, for specific processed records for all award years.

Edit Only Records

Edit Only Records are records that are submitted in advance to ensure they pass COD system edits, and allow time for corrections. These records may or may not contain disbursement information. Any disbursement information included in these records will be treated as anticipated disbursements, and will not be treated as actual disbursements on the COD system.

Edit Results

A complex element and a field in the Common Record that provides a logical grouping of elements related to Entity Information.

Electronic MPN Flag

A field in the Common Record that indicates whether the Master Promissory Note (MPN) is electronic or paper.

Element

XML documents consist of elements that are preceded and terminated with tags. An example of an element, named LastName is: <LastName>Smith</LastName>

Eligible Applicant

An eligible applicant is a student who has submitted a Free Application for Federal Student Aid (FAFSA®) and meets the eligibility requirements Title IV financial aid. The student must be currently enrolled or be a prospective student at a postsecondary school which is eligible to participate in Student Financial Aid programs.

Eligible Program

An educational program that meets regulatory requirements for participating in Title IV programs.

Eligibility Status Indicator

Indicates whether an institution is eligible to participate in Title IV programs; Y or N. A school may be eligible to participate in one program, but not eligible to participate in another. For example, a graduate school may be eligible to participate in the Direct Loan program, but would not be eligible to participate in the Pell Grant program.

Eligibility Used

The Eligibility Used percentage field is calculated by summing all of the accepted disbursement records for this student at the attended institution and dividing that amount by the Scheduled Federal Pell Grant Award at the attended institution.

Endorser

A person who signs a PLUS loan on behalf of the parent or graduate student because the parent's/graduate student's credit check was declined. The endorser accepts full financial responsibility to pay back the PLUS loan if the parent/graduate student does not do so.

Enrollment Date

As a required field in the Common Record, this marks the first date that the student was enrolled in an eligible program for the designated award year. If the student enrolled in a crossover payment period before the first day of the Pell award year (July 1), but which will be paid from the prior year's funds, report the actual start date of the student's classes for that payment period.

Enrollment Status

Enrollment Status is used only for standard academic term schools. It includes the student's expected enrollment status for the entire award year. If the student's enrollment status is mixed, then the enrollment status 5 (Other) is used. Input values are:

  • 1 (Full-time)
  • 2 (Three quarter-time)
  • 3 (Half-time)
  • 4 (Less than half-time)
  • 5 (Other)

Enterprise Application Integration Bus (EAI Bus)

This system acts as a bridge between schools, related systems and the COD System. It transmits information from schools to COD and vice versa. Schools send information through the EAI Bus via Direct Loan and Grant Origination and Disbursement records or Common Records.

Entity Identifier

Unique identifier for each data exchange partner.

Event

Any action on an account that is performed manually or automatically.

Event Tracking

Reporting of account activity, including actions, maintenance, and memos.

Expected Family Contribution (EFC)

The figure that indicates how much of family's financial resources should be available to help pay a student's postsecondary education expenses. This figure, which is determined according to a statutorily defined method known as the federal Need Analysis Methodology, is used for all students in determining eligibility for Title IV student financial aid. Rejected CPS transactions appear on COD and can only be used to award unsubsidized loans. No EFC is calculated for rejected CPS transactions, however, on COD the EFC for rejected transactions will display as all nines. Rejected CPS transactions will only be reflected on COD for 2008-2009 and forward.

Extended Processing

The Direct Loan Program provides award relief during extenuating circumstances. An institution may request extended processing if it is unable meet the processing deadline (also known as Closeout Deadline). The Department of Education grants extended processing due to either an event, such as a natural disaster, or a processing error.

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Federal Grant Payment Schedule

Schedule of Federal Pell Grant Awards. Schedule is based on the Expected Family Contribution (EFC), the enrollment status, and the school Cost of Attendance (COA). The schedule is usually posted in January on the IFAP Web site for the upcoming award year.

Federal Pell Grant Program

This is a type of federal financial aid awarded to qualified applicants. A Federal Pell Grant, unlike a loan, does not have to be repaid. Generally, Pell Grants are awarded only to undergraduate students who have not earned a bachelor's or professional degree. (A professional degree is usually earned after earning a bachelor's degree in a field such as medicine, law, or dentistry.) In some cases, you may receive a Pell Grant for attending a post baccalaureate teacher certificate program. For many students, Pell Grants provide a foundation of financial aid to which other aid may be added.

Financial Aid Management System (FMS)

This system is the general ledger for Federal Student Aid (FSA). FMS works with G5 to communicate financial information and to pay out disbursements to schools.

FISAP

The Electronic Fiscal Operations Report and Application to Participate, or FISAP is a report showing how a school spent allocated funds during the prior award year and an application to participate in the upcoming award year that must be submitted annually by schools that participate in any of the following programs: Federal Supplemental Educational Opportunity Grant (FSEOG), and Federal Work-Study (FWS).

FISAP Income Override

COD will download the primary and secondary FISAP Income Amounts from the Central Processing System (CPS). This is a Common Record field that allows schools to override the total Taxable and Nontaxable Income for the student and parents, if dependent, or the student only if independent.

Free Application for Federal Student Aid (FAFSA®)

This is the application that must be filed by an applicant to apply for any student financial aid distributed by the federal government.

Freeze Cash

Action Federal Student Aid (FSA) takes to eliminate a school's ability to draw additional funds.

Federal Supplemental Education Opportunity Grant (FSEOG)

A program that provides grant assistance to students with financial need who are in undergraduate programs and have not earned a bachelor's degree or first professional degree. Priority in awarding FSEOG funds is given to students who have exceptional financial need and are Federal Pell Grant recipients.

First Disbursement Flag

A flag identifying the disbursement with the earliest disbursement date. It is a required field in the Common Record.

FSA

Office of Federal Student Aid.

FSA Indicator

A Common Record field indicator set up to inform institutions of modifications that have been made to their database and require immediate action to rectify.

Full Response Flag

Flag on the Common Record that indicates what kind of response is returned to the school. The Full Response Flag can contain the following values:

  • S (Standard Response)
  • F (Full Response, standard plus original data)
  • M (Standard Response with Message, Web Only)
  • N (Full Response with Message, Web Only)
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General Update Record

Common Record requesting changes to existing data elements, not including a change to the Disbursement Release Indicator from N to Y.

Grade Level Indicator

Indicates the student's current college grade level in the program or college. This tag is located in the DLLoanInfo and Award complex elements field in the Common Record.

G5

G5 is the system used by Department of Education's Office of Chief Financial Officer to process school-specific obligations and to make payments (drawdowns) against those obligations. G5 communicates with the COD system through FMS. G5 is part of EDCAPS and interfaces directly with U.S. Treasury's Federal Reserve System.

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Hold Record

Record which is either (1) a non-PLUS record for which the only edit failed is the match against the Central Processing System (CPS) eligible applicant file when the school is making a change to one of the student identifiers or (2) an otherwise accepted PLUS record for which the credit check is pending.

Hours/Credits in Academic Year

This is the number of program hours in a program's year. It is completed only by programs using clock hour or non-standard term credit hour academic calendars. If the student attends a term-based program measured in credit hours (including standard academic term programs with less than 30 weeks of instructional time), enter the number of weeks of instructional time in the school's definition of academic year.

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Identifiers

A complex element and field in the Common Record that provides a logical grouping of elements related to identification information. These are student and award identifier complex elements.

Incarcerated

Some students who are incarcerated may be eligible to receive Federal Pell Grants. The Incarcerated Flag is a field on the Common Record that indicates the student's incarceration status for those students who are in local (not state or federal) penitentiaries and who are otherwise eligible to receive Federal Pell Grants.

Instance of Award

Multiple awards may be reported on a single Common Record. Each Instance of Award refers to each award that may be present on a single Common Record.

Information for Financial Aid Professionals (IFAP)

This Federal Student Aid (FSA) Web site provides information to financial aid professionals in the areas of Title IV federal programs, publications, regulations, and correspondence regarding administration of Title IV federal programs. This Web site also maintains Action Letters, Dear Partner Letters, Direct Loan Bulletins, Electronic Announcements (P-Messages), Federal Registers, and FSA Handbooks issued by Department of Education (ED).

Institutional Student Information Record (ISIR)

This is the electronic version of the Student Aid Report (SAR) that indicates eligibility for the Federal Pell Grant Program. The ISIR contains the student's Expected Family Contribution (EFC), the student's Free Application for Federal Student Aid (FAFSA®) information, and other information the Financial Aid Administrator will use to package the student's aid. ISIR also contains key processing results and National Student Loan Data System (NSLDS) Financial Aid History Information. It is transmitted electronically to postsecondary schools and state educational agencies.

Interest Rebate Amount

A field in the Common Record that indicates the Upfront Interest Rebate Amount.

Iraq Afghanistan Service Grant Indicator (IAS Grant)

Iraq and Afghanistan Service Grant Indicator will be added to the Pell create award screen for Award Years 2010-2011 and forward. This indicator will allow Pell ineligible students, identified by the Department of Defense as a dependent of a parent or guardian who died as a result of service in Iraq or Afghanistan, to be awarded Iraq and Afghanistan Service Grant funds.

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No entries for J

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No entries for K

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Lifetime Eligibility Used (LEU)

The sum of all Eligibility Used (EU) percentages for a Pell recipient over the course of their entire lifetime.

Loan Default/Grant Overaward

This a field in the Common Record and a complex element that provides a logical grouping of elements related to default/overaward information. This tag is located in the DLPLUS, DLUnsub, and DLSub complex elements.

Loan Default/Grant Overpay

This attribute identifies whether the value is referencing the student or borrower as a field requirement in the Common Record.

Loan Origination Center (LOC)

The Loan Origination Center provides origination servicing to Direct Loans in Montgomery, Alabama.

Loan Period

Period between the Financial Award Begin Date and the Financial Award End Date (inclusive).

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Master Promissory Note (MPN)

A promissory note that is used for all Direct subsidized, unsubsidized and Direct PLUS loans.

MPN Acknowledgement

Term used for the COD response, which is sent to the school once the edits have been performed and the linking has been attempted by COD.

MPN Link Flag

The MPN link flag refers to the MPN indicator and identifies whether or not the loan record has been linked to an MPN.

MPN ID

The unique identifier printed on the Master Promissory Note (MPN). It is made up of the student's SSN, 'M' (for Subsidized and Unsubsidized Direct Loans) or 'N' (for PLUS loans), the last two digits of the award year, the school's Direct Loan code, and a three-digit sequence number. (Example: 123456789M03G12345001).

MPN Status

Specifies the status of the Master Promissory Note (MPN) on file at COD as a required field in the Common Record.

Multiple Reporting Record

The multiple report record identifies originations and/or disbursements being reported by more than one institution for the same student. The multiple report records are designed to provide institutions with information to identify and resolve potential overaward payments and concurrent enrollments before they occur. Institutions may request records identifying the institutions which have originated or disbursed for specific recipients, specific institutions, or for all students originated at their school. This request can be done electronically through the COD Internet Web site or by phone to Customer Service. Disbursement records being reported by more than one school for the same student are automatically sent to each applicable institution for resolution.

Multi-Year Feature

A feature of the Master Promissory Note (MPN), which allows multiple Direct subsidized, unsubsidized and PLUS loans (if no endorser is obtained by the borrower) for the same student/parent to link to the same MPN. These loans may be from any four-year and graduate schools. Once an MPN has been accepted and remains open, schools eligible to use this feature don't have to obtain a new note each academic year. Schools may choose not to use this feature.

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National Student Loan Data System (NSLDS)

As a Title IV automated system, the National Student Loan Data System, or NSLDS, is a national database of information about loans and other financial aid awarded to students under Title IV of the Higher Education Act of 1965. This system prescreens applications for Title IV aid, supports program administrative research functions, and improves Title IV aid delivery through automation and standardization.

Net Accepted & Posted Disbursements

Net Accepted & Posted Disbursements (NAPD) = The net total of actual disbursement records (Disbursement Release Indicator = true) processed in COD for a school. The calculation of "net" includes any adjustments submitted by the school and processed in COD.

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Option

Parameter or criterion used to process information. See Option set.

Option Set

Group of related options.

Origination Acknowledgement

Term used for the COD response, which is sent to the schools when an origination record is sent to COD.

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Partial Record

Record for which at least one disbursement or award is rejected and at least one disbursement and/or award is accepted.

Payment

COD performs the drawdown for the school. Once the school sends in the promissory note, origination record and actual funded disbursement COD will send a transaction to FMS. FMS will pass it to G5. Once received G5 will send the money to the school.

Payment Period Start Date

A required field in the Common Record that marks the beginning date of the Payment Period. It is used to pay on awards submitted by schools that have become ineligible. This term applies to Pell Grants only.

Payment to Servicer Amount

Amount of payment sent to the Servicer by the borrower within 120 days of the disbursement date.

Person Identifier

The Person Identifier is a field on the Common Record. It contains a person's identification information on the COD System. For more information, see the COD Technical Reference.

PLUS

PLUS loans enable parents and graduate/professional students to borrow money to pay for education expenses.

Post 9/11 Deceased Veteran Dependent

A Pell eligible student who is a dependent of an armed forces member who died as a result of performing military service in Iraq or Afghanistan after September 11, 2001 is eligible for Pell Grants with Zero Expected Family Contribution (EFC) beginning with Award Year 2009-2010 and forward.

Postsecondary Education Participants System (PEPS)

PEPS is the system that provides the COD system with school eligibility information.

Potential Overaward Project (POP)

Federal Pell Grant recipients are allowed to receive a maximum of one full Scheduled Pell Grant (SPG) during an award year. The COD System is programmed to calculate the percentage of SPG used each time a school reports a recipient's award. Any amount exceeding 100 percent of a full SPG represents an overaward and is disallowed after 30 days. For more information, see the COD Technical Reference Document.

Program Specific

In the context of the edits, some edits performed in the COD System are program specific. They apply only to Direct Loans, such as loan limits, or only to one of the Grant programs.

Promissory Note

A legally binding contract between a lender and a borrower that contains the terms and conditions of the loan, including how the loan is to be repaid. It becomes legally binding when signed (executed) by the borrower.

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Real-time

Describes an application that requires a program or process to respond immediately, typically on-line while an operator waits for the response or update. The alternative is batch processing which is done for high volumes and does not require the operator to wait for each response.

Reasonability Checks

Checks that confirm information is within prescribed parameters to allow posting to the COD database (e.g., date of birth is numeric and between 19901231 and 19020101).

Receipt

The COD System returns a receipt after it performs an XML Schema check. The receipt is sent to the school after the Common Record is received by the COD System, but before actual processing of the Common Record.

Recipient Financial Management System (RFMS)

This system was retired and replaced by the Common Origination and Disbursement (COD) system.

Refunds of Cash

Refunds of Cash that are generated via the COD Website (for DL Only) or via G5.

Reimbursement Schools

Reimbursement schools must submit disbursement records and have them approved by a Reimbursement Analyst before they receive funds. The Reimbursement analyst initiates the drawdown of funds.

Reject Edits

The system will not continue processing the record and sends a response to the entity that submitted the record indicating a reject reason and the relevant element.

Rejected Batch

Batch for which any of the document information did not pass edits.

Rejected Record

Record with no accepted awards or disbursements.

Release Record

A record that changes an Edit Only disbursement to an Actual Disbursement Record. Schools submit a new record with the Disbursement Release Indicator set to "Y".

Reporting School

As a field in the Common Record and a complex element, this section provides a logical grouping of elements related to Entity Information.

Reporting School Entity Identification

As a field in the Common Record and a complex element, this section provides a logical grouping of elements related to Entity Information.

Response

The Common Record sent back to the school after processing is complete. This Common Record contains updated information including edit comments and reject codes, if necessary.

Response Error Code

A field in the Common Record that indicates an edit result from COD processing.

Response Indicator

A Common Record field that indicates processing record results on the COD System.

Response Message

This is a field in the Common Record that displays the text of the edit result. This message is transmitted only via web applications.

Returns of Cash

Returns are received from G5, and represent cash that is rejected by the financial institution.

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Secondary EFC Used Indicator

A field in the Common Record that is an Indicator of EFC value that is used to determine award amounts field in the Common Record.

Sequence Number

The number that determines the order in which transactions must be processed for a given disbursement number is a required field in the Common Record.

School Academic Calendar

See Academic Calendar.

School Accreditation End Date

The school's end date for Accreditation.

School Closeout

The process of identifying and submitting any outstanding records for an award year and returning any money for which there are no records to substantiate its use.

School Enrollment Code

The OPEID of the physical location where the student is attending.

School Identification (ID)

A unique number that identifies a school in the School File database.

School Level Option

This option can be a single option for which each school can select (Print Promissory Notes? Yes or No) or a series of options for which Federal Student Aid (FSA) determines the values and the schools to which they apply.

School Type (Branch Indicator)

Indicates whether the location is a branch; Y or N.

Secondary EFC (Expected Family Contribution)

This is a code indicating the Expected Family Contribution (EFC) on which the school based the student's award. The acceptable values are:

  • O (Federal Pell Grant award previously based on the Secondary EFC and reported to the Federal Pell Grant program; student's award now based on the original EFC.)
  • S (Federal Pell Grant award based on the Secondary EFC is calculated by the Central Processing System (CPS).)
  • Blank (Secondary EFC never used.)

Simple Element

An XML Element that does not contain any other elements. A Simple Element contains only text. An example of Simple Element is: <LastName>Smith</LastName>.

Single Year (SY) Feature

This feature of the Master Promissory Note (MPN) allows multiple subsidized and unsubsidized Direct Loans for the same student with the same academic year from the same school to link to the same MPN for a student. (Note: The Award Year in the MPN ID and Loan ID must match.)

Software Provider

Schools have a variety of options when choosing software. They may purchase software from a commercial software vendor which provides financial aid modules in their product, use EDExpress (a PC based software product offered free from the Department of Education) or create their own software. On the Common Record the software provider field indicates both the software provider and product. The provider cannot be sent without the Version attribute.

Software Version

Attribute that indicates the software version number indicated as a field in the Common Record.

Source

This element is a field in the Common Record that provides a logical grouping of elements related to Document Information.

Source and Destination Points of Contact

These tags are simple element fields in the Common Record that identify the type of data exchange partner.

Source System

Determines whether a Drawdown was initiated by COD or FMS.

Status

Code that indicates the condition of a record.

Student Aid Internet Gateway (SAIG)

The SAIG (formerly TIVWAN) is the internet based mail-boxing system used to transmit data between the schools and the Department of Education systems. It also provides COD with participation data. Schools must enroll in SAIG before they can begin transmitting records to COD.

Student Aid Report (SAR)

After the student's Free Application for Federal Student Aid (FAFSA®) is processed by the Central Processing System (CPS), the processor produces a Student Aid Report (SAR) that is sent to the student. The SAR reports the information from the student's application and, if there are no questions or problems with the application, the Expected Family Contribution (EFC), the number used in determining the eligibility for federal student aid, and the students financial aid history.

Student Eligibility Code

One of the criteria used to establish student eligibility in order to receive Title IV program assistance is that a student must have either earned a high school diploma or its equivalent. Students who do not have a high school diploma or its equivalent can demonstrate they have the "eligibility" from the education or training being offered by earning college credit or by passing an approved Ability to Benefit (ATB) test.

Student Eligibility Code Title Description
01 Ability to Benefit Testing Completed The student first enrolled in any Title IV eligible postsecondary program before 7/1/2012 AND passed an approved ATB test.
02 College Credits The student first enrolled in any Title IV eligible postsecondary program before 7/1/2012 AND was determined to have the ability to benefit based on completion of:
  • 6 credit hours,
  • 225 clock hours, or
  • the equivalent that are applicable toward a degree or certificate offered by your institution.
04 Home Schooled The student has completed a secondary school education in a homeschool setting treated as a homeschool or private school under State law, AND obtained a homeschool completion credential. If State law does not require a homeschool credential, the student has completed a secondary school education in a homeschool setting that qualifies as an exemption from compulsory school attendance requirements under State law.
06 High School Diploma The student has a high school diploma.
07 GED or State Auth. H.S. Equivalent Certificate The student has a General Educational Development (GED) certificate or a state certificate or transcript received after the student passed a State-authorized examination, e.g.:
  • High School Equivalency Test (HiSET),
  • Test Assessing Secondary Completion (TASC),
  • California High School Proficiency Exam (CHSPE), or
  • other State-authorized examination the State recognizes as equivalent to a high school diploma.
08 State Auth. H.S. Equivalent Certificate
09 2-yr prog. Transcript Accept for Credits to BA

The student has an academic transcript documenting successful completion of at least a two-year program that is acceptable for full credit toward a bachelor's degree.

Note: For graduate or professional programs where a high school diploma or its equivalent is not necessary for admission to the program and the student has a bachelor's degree, submit "09".

10 Prog. leads to assoc. degree, excel in H.S. and meets req. Student is seeking enrollment in an educational program that leads to at least an associate degree or its equivalent AND has not completed high school, but the institution documents that the student excelled academically in high school and has met the formalized, written policies of that postsecondary institution for admitting such students.
11 ATB-Test Completed- 1st Enrolled 7/1/12 to 6/30/15 The student first enrolled in any Title IV eligible postsecondary program on or after 7/1/2012 but before 7/1/2015, AND is currently enrolled in a Title IV eligible postsecondary program that is part of an eligible career pathway program, AND passed an approved ATB test.
12 ATB-Test Completed- 1st Enrolled 7/1/15 or After The student first enrolled in any Title IV eligible postsecondary program on or after 7/1/2015, AND is currently enrolled in a Title IV eligible postsecondary program that is part of an eligible career pathway program, AND passed an approved ATB test.
13 ATB-College Credits-1st Enrolled 7/1/12 to 6/30/15 Student first enrolled in any Title IV eligible postsecondary program on or after 07/1/2012 but before 7/1/2015, AND is currently enrolled in a Title IV eligible postsecondary program that is part of an eligible career pathway program, AND was determined to have the ability to benefit based on completion of:
  • 6 credit hours,
  • 225 clock hours, or
  • the equivalent that are applicable toward a degree or certificate offered by your institution.
14 ATB-College Credits-1st Enrolled 7/1/15 or After Student first enrolled in any Title IV eligible postsecondary program on or after 7/1/2015, AND is currently enrolled in a Title IV eligible postsecondary program that is part of an eligible career pathway program, AND was determined to have the ability to benefit based upon satisfactory completion of
  • 6 credit hours,
  • 225 clock hours, or
  • the equivalent that are applicable toward a degree or certificate offered by your institution.

Student Level

Student Level indicates the student's current college grade level in the program or college. Valid values are:

  • 0 = 1st year, undergraduate/never attended college;
  • 1 = 1st year, undergraduate/attended college before;
  • 2 = 2nd year, undergraduate/sophomore;
  • 3 = 3rd year, undergraduate/junior;
  • 4 = 4th year, undergraduate/senior;
  • 5 = 5th year/other undergraduate;
  • 6 = 1st year, graduate/professional;
  • 7 = Continuing graduate/professional or beyond.

Subsidized Direct Loan

A subsidized loan (sub) loan is a Direct Loan given to a student that does not begin accruing interest charges until 6 months after the student has left school. The federal government doesn't charge interest while the student is in school at least half-time, during the grace period, and during deferments (postponements of repayment). Students must show financial need to receive this type of loan.

Summary by Program by Award Year

A complex element and field in the Common Record that provides a logical grouping of elements related to Entity Information.

Summary Year

An element on the Common Record indicating the year to which the award summary record corresponds.

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Tag

A tag is an element name that is used inside brackets to denote the beginning and end of content. For example using the LastName tag: <LastName>Jones</LastName>.

TEACH

Teacher Education Assistance for College and Higher Education Grants. First became available in the 2008-2009 Award Year.

TFA Enabled Flag

Allows authorized users to view if they are enabled for Two-Factor Authentication (TFA).

Third Party Servicer

An individual or a State, or a private, profit or non-profit organization that enters into contract with an eligible institution (school) to administer, through either manual or automated processing, any aspect of the institution's (school's) participation in any Title IV, HEA program.

Title IV Student Financial Aid

Federal financial aid programs for students attending postsecondary educational institutions, authorized under Title IV of the Higher Education Act of 1965, as amended. The programs are administered by the U.S. Department of Education. The Title IV, HEA programs include:

  • Federal Pell Grant Program (34 CFR part 690)
  • Federal Work-Study (FWS) Program (CFR parts 673 and 675)
  • Federal Perkins Loan Program (34 CFR parts 673 and 674)
  • Federal Supplemental Educational Opportunity Grant (FSEOG) Program (34 CFR parts 673 and 676)
  • The William D. Ford Federal Direct Loan (Direct Loan) Program (34 CFR part 685)
    • Direct Subsidized Loan
    • Direct Unsubsidized Loan
    • Direct Parent Loan for Undergraduate Students (PLUS)
    • Direct Consolidation Loan
  • Leveraging Educational Assistance Partnership (LEAP) Program (34 CFR part 692)
  • National Early Intervention Scholarship and Partnership (NEISP) Program (34 CFR part 693)

Total Amount Accepted

The total dollar value reported as a required field in the Common Record. This information is summarized by year by program.

Total Amount Corrected

The total dollar value reported for corrected Pell awards as a required field in the Common Record. This information is summarized by program by award year.

Total Award Amount Reported

The total dollar value for awards reported in this document is required to submit as a field in the Common Record. This information is summarized by program by award year. This tag is listed in the Reported Summary and the Program Year Summary complex elements.

Total Financial Award Accepted

The total dollar amount accepted in this document for Grant or Direct Loan awards. For Grant and Direct Loan awards, this is the accepted award amount.

Total Financial Disbursement Accepted

The total dollar amount accepted in this document for Grant and Direct Loan awards. For Grants, the total disbursement amount accepted regardless of payment trigger. For Direct Loan, the total gross disbursement amount accepted, regardless of payment trigger.

Total Funded Disbursement Accepted

For Grant awards, the total disbursement amount accepted with a Disbursement Release Indicator of "true". For Direct Loan awards, the total net disbursement amount accepted and funded with a Disbursement Release Indicator of "true".

Total NonFunded Disbursement Accepted

For Grant awards, the total disbursement amount accepted with a Disbursement Release Indicator of "false". For Direct Loan Awards, the total net disbursement amount accepted with a Disbursement Release Indicator of "false" and the total net disbursement amount accepted without a valid Master Promissory Note (MPN) with a Disbursement Release Indicator of "false".

Total Number Accepted

A field in the Common Record that indicates the total number of accepted records summarized by program by award year.

Total Number Corrected

A field in the Common Record that indicates the total number of corrected records. Corrected records only apply to Pell Awards. This information is summarized by award year.

Total Number Duplicates

A field in the Common Record that indicates the total number of duplicate records. This information is summarized by program by award year.

Total Number Held

A field in the Common Record that indicates the total number of held records. This information is summarized by program by award year.

Total Number of Students

As a field in the Common Record, this element identifies the total number of student tags in this document (can be duplicated). This information is summarized by program by award year. This tag is listed in the Reported Summary and the Program Year Summary complex elements.

Total Number Partial

Total number of awards for which only part of the award transaction is accepted as a required field in the Common Record. This information is summarized by program by award year.

Total Number Rejected

A field in the Common Record that indicates the total number of rejected records. This information is summarized by program by award year.

Total Number SSA Match

A required field in the Common Record that indicates the total number of students in this document that are reported by the Central Processing System (CPS) to have a Social Security Administration (SSA) match not equal to 4. This information is summarized by program by award year.

Total Number Verified

A required field in the Common Record that indicates the total number of students that are reported to be selected for verification by the Central Processing System (CPS). This information is summarized by program by award year.

Trading Partner

Two parties that exchange electronic data.

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Unbooked Loan

A loan which has a reported disbursement, but for which no promissory note has been accepted.

Updated Record

A record that changes previously established data.

Unsubsidized Direct Loan

An unsubsidized (unsub) loan is a direct loan given to a student that will begin accruing interest charges from the disbursement date forward. The federal government charges interest to students on these loans from the date of disbursement. While the student is in school, in the grace period, or in deferment, students are not required to make payments on the loans, but may choose to do so.

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VDC

Virtual Data Center.

Verification Status Code

The regulations that govern the verification of Title IV Federal student aid application information are set forth in 34 CFR Part 668 Subpart E (34 CFR 668.51 - 668.61). In accordance with these regulations, a school is required to complete verification of information submitted by an applicant on the Free Application for Federal Student Aid (FAFSA®) in connection with the calculation of the applicant's expected family contribution (EFC) for the Title IV Federal student aid programs if the application has been selected for verification.

For each Pell Grant award disbursed to a student who was selected for verification, a school must accurately report the student's verification status using one of the verification status codes. The verification status codes are "V", "W", and "S". The conditions under which each verification status code should be used are as follows:

"V" is used when ... The school has verified the student.

"W" is used when ... The student was selected for verification by the Central Processing System (CPS) or by the school, and the school chose to pay a first disbursement of the Pell Grant without documentation as provided for in the regulations at 34 CFR 668.58.

Note: The "W" code must be updated to "V" once verification is complete. If the code is not updated, the Pell Grant will be reduced to a zero dollar amount ($0.00) when Federal Student Aid performs a global reduction of disbursements for awards with a "W" status.

"S" is used when ... The Central Processing System (CPS) selected the student for verification, but the school did not verify the student for one of the following reasons:

1) The school was not required to verify the student in accordance with the exclusions from verification provided for in the regulations at 34 CFR 668.54(b). These exclusions are outlined in the "Application and Verification Guide" of the "Federal Student Aid Handbook" posted on the Information for Financial Aid Professionals (IFAP) Web site (www.ifap.ed.gov).
2) The school was not required to verify the student because it had already reached the 30% verification threshold as provided for in the regulations at 34 CFR 668.54(a).
3) The school participates in the Quality Assurance Program, and the student's application did not meet the school's verification criteria established in accordance with the waiver of verification requirements in the Quality Assurance Program.

Note Regarding Leaving the Field Blank: A school does not need to submit a verification status code and should leave the field blank (nil = "true") if the student was not selected for verification or if a selected transaction was received by the school after the student was no longer enrolled.

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Warning Edit Codes

The records are processed, but a warning is sent to the school to alert them to a possible regulatory violation. The information sent includes a code indicating a warning, the warning type, and the relevant element.

Weeks in Academic Year

This is the number of weeks of instruction in the program's academic year.

Weeks Used to Calculate Payment

This is the total number of weeks of instructional time you use to calculate this student's award.

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XML

Extensible Markup Language.

XML Schema

XML Schema specifies the rules surrounding the structure of an XML document. It defines the elements present in the document and the order in which they appear, as well as any attributes that may be associated with an element.

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