Volume 4
Campus-Based
Record Layout
COMMON ORIGINATION AND DISBURSEMENT
2023 − 2024 technical reference
Common Origination and Disbursement
2023 – 2024 Technical Reference: Volume 4
Table of Contents
SECTION 1
3
CB Common Record Layout ....................................................................................................................... 3
Introduction ................................................................................................................................................... 4
Full Schema Enforcement ........................................................................................................................... 6
Schema Version 1.0a Common Record Layout ........................................................................................ 6
Common Record Physical Layout ............................................................................................................ 43
Line Length Limitations .............................................................................................................................. 43
Standard ..................................................................................................................................................... 44
Coding Guidelines ...................................................................................................................................... 44
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Section 1
CB Common
Record Layout
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This Chapter provides the Campus-Based Record layout table, which lists the valid tags that can be used
in the new Campus-Based (CB) Common Record XML Schema version 1.0a as well as their valid values.
Additionally, this section provides standards for the physical layout of the CB Common Record XML
Document file. Standards on the physical layout of the Common Record XML Document file are required
to ensure all systems transmitting or processing an instance of the file can do so without encountering
physical constraint errors.
This section will also assist Schools, EdExpress Users, Third-Party Servicers, and Software Providers
with implementing the Campus Based Common Record Schema for Federal Work Study (“FWS”) and
Federal Supplemental Educational Opportunity Grant (“FSEOG”) Programs.
Introduction
This section provides the CB Common Record layout table, which lists block information grouped
according to the following column headings:
• Field Number - Lists the Common Record field number
• CB Data Field – Contains the CB Common Record 2021-2022 tag name (Schema version 1.0a)
and a description
• Minimum Length – Specifies the minimum length of the element
• Maximum Length – Specifies the maximum length of the element
• Nillable – Specifies whether or not the tag is nillable
• Data Type – Specifies the type of field (e.g. date, integer, string, boolean, etc.)
• Field Type – Specifies whether the field is a simple or complex element
• Complex Element Sequence – Specifies in which complex element and what order the tag is
required to be submitted
• For example: (4th element) means that the tag is the 4th possible tag in the
FWS award block.
• It may not always be the 4th tag submitted, depending on whether the tags above it are required
or optional but the tag will always come after tags 1, 2, and 3 and before any tags listed as 5 or
higher.
• Valid Schema Values – Describes the acceptable content for a given Common Record element in
order to pass XML schema validation
• Business Rules – Describes the acceptable content for a given Common Record element in order
to pass various business rules
A brief note on Required vs. Optional tags in the XSD schema. Next to each complex or simple element
in the XSD schema are additional details regarding if the element is required or optional. If minOccurs=”0”
is next to the element, then that complex or simple element is optional. If minOccurs equal to or greater
than one, then the element is required. If minOccurs=”0” is not next to the element name, then that
complex or simple element is required (also note that it is possible for elements to have maxOccurs=”#”,
in this case the element can only occur the specified number of times per block). For instance, the
Transmission Data element can be defined as required and is listed as follows:
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2023 – 2024 Technical Reference: Volume 4
However, the FWS element is optional:
The FWS complex element is optional; however, if an FWS award is submitted and the block is included,
certain elements that pertain to the FWS type are required and some are optional (complex elements
within the CB Common Record have similar rules):
value="1"/>
The intent of this Technical Reference is to describe the purpose and use of the COD Process and the
CB Common Record. XML Standards are not presented here and should be obtained from other sources.
The following is a representation of the Common Record content, for example, data elements, valid
values and maximum field lengths. It does not represent the physical layout of the data transmission. The
layout is depicted in a separate document, the XML schema.
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Schema Version
Status
Schema Name
1.0a
New as of
July 2023
CBCommonRecord1.0a
Table 1
Schema Versions with Current Status
Beginning in July 2023, schools that will use the CB Common Record XML schema to report FWS wages
for the 2022 calendar year and forward, must use version 1.0a.
The CB Common Record Layout lists elements in block sequence. A general rule regarding sequence of
data within blocks, and within complex elements: the start and end data tags and their context must be
presented on the XML document within the block’s tags or the complex element tags to which they
belong. The sequence of the data within that block or element is dictated by the sequence of the data
tags presented in the ‘Block Sequence’ column of this document and further shown in the XML schema.
For example, if a complex element has ten simple elements within it, those ten elements must occur in
the same sequence as listed numerically below according to their ‘Block Sequence’ and depicted in the
XML schema. If there is any discrepancy between the information presented here and the information
presented in the XML schema, the XML Schema should be considered as the correct source for the
information.
Full Schema Enforcement
COD shall perform full Common Record Schema validation on all incoming Campus-Based Common
Record batches. This full schema enforcement pertains to all valid schema versions as of July 2023. All
Campus-Based Common Record batches submitted to COD must follow exactly the Common Record
XML schema outlined in one of the below documents.
COD XML Schema files are posted on the Knowledge Center website at COD XML Schema | Library |
Knowledge Center.
Schema Version 1.0a Common Record Layout
The COD System implemented Campus-Based Common Record Schema version 1.0a to enable FWS
reporting for the 2021-2022 Award Year and/or 2022 calendar year and forward.
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DOCUMENT INFORMATION
Field
#
1
CB Data Field
Common Record: The
root element for the
document.
Min
Length
Max
Length
Nillable?
Data Type
NA
NA
No
NA
Field
Type
Complex
Element
with
Attribute
Complex
Element
Sequence
1st element
in document
Valid Schema Values
Other COD Rules
The namespace must be
used exactly as it is
appears in the Valid
Schema Values
column.
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Field
#
CB Data Field
2023 – 2024 Technical Reference: Volume 4
Min
Length
Max
Length
Nillable?
Data Type
Field
Type
Complex
Element
Sequence
Valid Schema Values
Other COD Rules
2
NA
NA
NA
NA
Within
block, 1st
element
NA
NA
3
TransmissionData:
Nested immediately
below the Common
Record element, it
contains the DocumentID,
CreatedDateTime,
Source, Destination,
Software, and
FullResponseCode
Complex
Element
30
30
No
String
Simple
Element
Within
block, 1st
element
CCYY-MMDDTHH:mm:ss.ff99999999
Submitting a DocumentID
that is already in the
system will result in a 003
batch level reject.
Within
block, 2nd
element
CCYY-MMDDTHH:mm:ss.ff
Document ID: The Date
and Time stamp with the
Source Entity ID.
4
Created Date and Time:
The Date and Time
stamp when the
document was created.
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22
22
No
Date/Time
Simple
Element
Volume 4 – Implementation Guide
Once initial information is
submitted to COD, new
content cannot overwrite
the database.
Submitting a
CreatedDateTime that is in
the future will result in a
006 batch level reject.
Once initial information is
submitted to COD, new
content cannot overwrite
the database.
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Field
#
CB Data Field
2023 – 2024 Technical Reference: Volume 4
Min
Length
Max
Length
Nillable?
Data Type
Field
Type
Complex
Element
Sequence
Valid Schema Values
Other COD Rules
5
NA
NA
NA
NA
Within
block, 3rd
element
NA
Once initial information is
submitted to COD, new
content cannot overwrite
the database.
6
Source: This element
provides a logical
grouping of elements
related to Document
Information.
Complex
Element
NA
NA
NA
NA
Complex
Element
Within
block, 4th
element
NA
Once initial information is
submitted to COD, new
content cannot overwrite
the database.
NA
NA
NA
NA
Complex
Element
Within
block, 1st
element
Within
block, 1st
element
NA
—
1
8
No
String
Simple
Element
1st
element in
block
1st element
in block
1 to 99999999
Must be a valid unique
identifier for each data
exchange partner.
7
8
Destination: This element
provides a logical
grouping of elements
related to Document
Information.
Complex element
containing the Routing ID
simple element that
identifies data exchange
partner.
Routing ID: Element
containing the unique
identifier for each data
exchange partner. This
identifier is used by a
translator to produce
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COD will pad the Routing
ID with leading 0's to reach
8 digits.
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Common Origination and Disbursement
Field
#
CB Data Field
Min
Length
2023 – 2024 Technical Reference: Volume 4
Max
Length
Nillable?
Data Type
Field
Type
related identifiers (i.e.,
OPE ID, DUNS number,
etc.)
9
Software: This element
provides a logical
grouping of elements
related to Entity
Information.
February 2023
NA
NA
NA
NA
Complex
Element
Complex
Element
Sequence
1st
element in
block
1st
element in
block
1st element
in block
1st
element in
block
1st
element in
block
1st
element in
block
Within
block, 5th
element
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Valid Schema Values
Other COD Rules
The Routing ID of COD is
00000001.
NA
—
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Field
#
10
CB Data Field
2023 – 2024 Technical Reference: Volume 4
Min
Length
Max
Length
Nillable?
Data Type
0
10
Yes
String
Simple
Element
Within
block, 1st
element
—
Software provider defined
Software Provider: This
element indicates the
software provider and
product.
Field
Type
Complex
Element
Sequence
Valid Schema Values
Other COD Rules
11
0
6
Yes
String
Within
block, 2nd
element
—
Software version defined
12
Software Version: This
element indicates the
software version number.
Simple
Element
0
10
Yes
String
Simple
Element
Within
block, 3rd
element
—
Other Software provider
defined
Other Software Provider:
This element indicates
the other software
provider and product.
13
Other Software Version:
This element indicates
the other software version
number.
0
6
Yes
String
Simple
Element
Within
block, 4th
element
—
Other Software version
defined
14
1
1
No
String
Simple
Element
Within
block, 6th
element
Enumerated list, value must
be: S or F
Defaults to Standard
Response if not included.
Full Response Code: This
element provides a code
allowing an override on
Entity profile concerning
the response document.
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S = Standard Response
F = Full Response
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Field
#
15
CB Data Field
Reporting School Entity
Identification: This
element provides a
logical grouping of
elements
related to Entity
Information.
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2023 – 2024 Technical Reference: Volume 4
Min
Length
Max
Length
Nillable?
Data Type
NA
NA
NA
NA
Field
Type
Complex
Element
Complex
Element
Sequence
Within
block, 2nd
element
Valid Schema Values
NA
Other COD Rules
Once initial information is
submitted to COD, new
content cannot overwrite
the database.
Table 2
An em dash or “—” indicates no data
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ENTITY INFORMATION
Field
#
16
CB Data Field
Min
Length
Max
Length
Nillable?
Data Type
NA
NA
NA
NA
Field
Type
Complex
Element
School Financial
Summary: A complex
element. This element
provides a logical
grouping of elements
related to reported
summary information.
17
Financial Award Type:
This element indicates
the award type. This tag
is listed in the Reported
Financial Summary and
the Response Financial
Summary complex
elements.
February 2023
3
5
No
String
Simple
Element
Complex
Element
Sequence
Within
block
starting at
2nd element
Include extra
blocks for
each
combination
of Award
Type / Award
Year /
Calendar
Year
1st
element in
block
Volume 4 – Implementation Guide
Valid Schema Values
Other COD Rules
NA
—
Must be one of the following
values (enumerated list):
FWS
FSEOG
Once initial information is
submitted to COD, new
content cannot overwrite
the database.
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Field
#
18
CB Data Field
2023 – 2024 Technical Reference: Volume 4
Min
Length
Max
Length
Nillable?
Data Type
4
4
No
Year
Calendar Year: This
element indicates the
calendar year
corresponding to awards.
19
Award Year: This element
indicates the year
corresponding to awards.
This tag is listed in the
Reported Financial
Summary and Response
Financial Summary.
4
4
No
Year
Field
Type
Simple
Element
Simple
Element
Complex
Element
Sequence
Valid Schema Values
2nd
element in
block
CCYY
3rd
element in
block
CCYY
Other COD Rules
The CB Common Record
calendar year cannot be
submitted after the current
COD System year.
If an FWS Award Type is
submitted and the
Calendar Year is earlier
than 2022, this will result
in a 996 award level
reject.
The CB Common Record
Award Year cannot be
submitted after the current
COD System year.
If an FWS Award Type is
submitted and the Award
Year is earlier than 2022,
this will result in a 996
award level reject.
Last year in cycle is used
(i.e., 2023 corresponds to
2022-2023)
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Field
#
CB Data Field
2023 – 2024 Technical Reference: Volume 4
Min
Length
Max
Length
Nillable?
Data Type
Field
Type
Complex
Element
Sequence
Valid Schema Values
Other COD Rules
20
1
9
No
Integer
4th
element in
block
0-999999999
Once initial information is
submitted to COD, new
content cannot overwrite
the database.
21
Total Number of Awards:
Total number of award
tags in this document
(can be duplicated). This
information is
summarized by award
type and by award year.
This tag is listed in the
Reported Financial
Summary and the
Response Financial
Summary complex
elements.
Simple
Element
1
9
No
Integer
Simple
Element
5th
element in
block
0-999999999
Once initial information is
submitted to COD, new
content cannot overwrite
the database.
Amounts will be reported
in whole dollars
Reported Funds Amount
Reported: The total dollar
value for awards reported
in this document. This
information is
summarized by award
type by award year.
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Field
#
22
23
24
CB Data Field
2023 – 2024 Technical Reference: Volume 4
Min
Length
Max
Length
Nillable?
Data Type
This element indicates
the total dollar value for
all FWS awards reported
in this document.
1
9
No
Integer
This element indicates
the total dollar value for
all FSEOG awards
reported in this
document.
1
Attending School Entity
Identification: A complex
element. This element
provides a logical
grouping of elements
related to Entity
Information.
February 2023
NA
9
NA
No
NA
Integer
NA
Field
Type
Simple
Element
Simple
Element
Complex
Element
Complex
Element
Sequence
Valid Schema Values
6th
element in
block
0-999999999
7th
element in
block
0-999999999
starting
after the last
block and
continuing
until all
blocks
per
have
been
reported
25
26
Routing ID: Element
containing the unique
identifier for each data
exchange partner. This
identifier is used by a
translator to produce
related identifiers (i.e.,
OPE ID, DUNS number,
etc.)
Student: A complex
element that provides a
logical grouping of
elements related to Entity
Information.
February 2023
1
8
No
String
Simple
Element
1st element
in block
1 to 99999999
Must be a valid unique
identifier for each data
exchange partner.
COD will pad the Routing
ID with leading 0's to
reach 8 digits.
The Routing ID of COD is
00000001.
NA
NA
NA
NA
Complex
Element
Within
block,
1st element
NA
NA
Table 3
An em dash or “—” indicates no data
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PERSON INFORMATION
Field #
27
28
29
CB Data Field
Index: This element
provides a logical
grouping of elements
related to indexing
information, which
includes the SSN,
BirthDate and
LastName elements.
Social Security
Number: The person's
current Social Security
Number. This tag can
be used to change the
stored SSN.
Birth: A complex
element containing the
BirthDate simple
element.
February 2023
Min
Length
Max
Length
Nillable?
Data Type
Field
Type
Complex
Element
Sequence
NA
NA
NA
NA
Complex
Element
Within
block, 1st
element
NA
NA
7
9
No
String
Simple
Element
1st
element in
block
Must follow one of the
following 3 patterns:
XXXXXXX
XXXXXXXX
XXXXXXXXX
Values ranging from
001010001 to 999999998
Values should not be
submitted using dashes ()
10
10
No
Date/Time
Simple
Element
2nd
element in
block
CCYY-MM-DD
1922-01-01 to 2013-12-31
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Valid Schema Values
Other COD Rules
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Field #
CB Data Field
2023 – 2024 Technical Reference: Volume 4
Min
Length
Max
Length
Nillable?
Data Type
Field
Type
Complex
Element
Sequence
Valid Schema Values
Other COD Rules
30
0
35
Yes
String
3rd
element in
block
—
Uppercase A to Z;
Space(s); .(period);
‘(apostrophe); -(dash);
numeric values are not
valid.
31
Last Name: The
person's current Last
Name. This tag, in the
Name block, can be
used to change the
stored Last Name. If
the content of this tag
is different when
comparing the Index
and Name block then
COD will update the
stored value as the
value in the Name
block.
Simple
Element
NA
NA
NA
NA
Complex
Element
2nd element
in block
NA
NA
0
20
Yes
String
Simple
Element
1st
element in
block
—
Institutionally defined
32
Person Identifiers: This
element provides a
logical grouping of
elements related to
identification
information.
School Assigned
Person ID: This is an
institutionally defined
identification number
for the student.
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Common Origination and Disbursement
Field #
CB Data Field
2023 – 2024 Technical Reference: Volume 4
Min
Length
Max
Length
Nillable?
Data Type
Field
Type
Complex
Element
Sequence
Valid Schema Values
Other COD Rules
33
NA
NA
NA
NA
3rd element
in block
NA
NA
34
Name: This element
provides a logical
grouping of elements
related to name
information.
Complex
Element
0
30
Yes
String
1st
element in
block
NA
The valid business rule
values are: Uppercase A
to Z; Space(s); .(period);
‘(apostrophe); -(dash);
numeric values are not
valid.
35
First Name: The
person's first name.
This basic component
specifies the name
given to a person at
birth, baptism, or
another naming
ceremony, or through
legal change.
Simple
Element
0
1
Yes
String
Simple
Element
2nd
element in
block
—
The valid business rule
values are:
Uppercase A to Z;
numeric values are not
valid.
Middle Initial: The
person's middle name
at one character
(middle initial). This
basic component
specifies a person's
middle initial.
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Common Origination and Disbursement
Field #
CB Data Field
2023 – 2024 Technical Reference: Volume 4
Min
Length
Max
Length
Nillable?
Data Type
Field
Type
Complex
Element
Sequence
Valid Schema Values
Other COD Rules
36
0
35
Yes
String
3rd
element in
block
—
Uppercase A to Z;
Space(s); .(period);
‘(apostrophe); -(dash);
numeric values are not
valid.
37
Last Name: The
person's current Last
Name. This tag, in the
Name block, can be
used to change the
stored Last Name. If
the content of this tag
is different when
comparing the Index
and Name block then
COD will update the
stored value as the
value in the Name
block.
Simple
Element
NA
NA
NA
NA
4th element
in block
NA
—
38
Contacts: This element
provides a logical
grouping of elements
related to contact
information.
Complex
Element
NA
NA
NA
NA
Complex
Element
1st element
in block
NA
—
Permanent Address:
This element provides
a logical grouping of
elements related to
Permanent Address
information.
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Common Origination and Disbursement
Field #
CB Data Field
2023 – 2024 Technical Reference: Volume 4
Min
Length
Max
Length
Nillable?
Data Type
Field
Type
Complex
Element
Sequence
Valid Schema Values
Other COD Rules
39
NA
NA
NA
NA
2nd element
in block
NA
—
40
Temporary Address:
This element provides
a logical grouping of
elements related to
Temporary Address
information.
Complex
Element
1
40
No
String
Simple
Element
1st
element
inblock
1st
element
inblock
Maximum of 3 appearances
per block for this tag.
The valid business rule
values are: 0 to 9
Uppercase A to Z;
.(Period); ‘(Apostrophe); (Dash); ,(Comma);
#(Number); @(At);
%(Percent or care of);
&(Ampersand); /(Slash);
Space(s)
Address Line: A line of
the person's address.
There is a maximum
occurrence of three
address lines for this
tag. The sequence of
this tag maps to the
person's first, second,
and third lines of
address. This basic
component specifies
the local delivery
information such as
street, building
number, post office
box, or apartment
portion of a postal
address.
February 2023
COD will strip characters
other than the ones listed
above.
For accents, COD will
attempt to remove an
accent from the character
first if that results in a
valid character we will
store it. If it results in a
non-valid character, it will
be removed.
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Field #
41
CB Data Field
2023 – 2024 Technical Reference: Volume 4
Min
Length
Max
Length
Nillable?
Data Type
2
30
No
String
City: The student's
current resident city.
Field
Type
Simple
Element
Complex
Element
Sequence
2nd
element
inblock2nd
element
inblock
Valid Schema Values
—
Other COD Rules
The valid business rule
values are: Uppercase A
to Z; .(Period);
‘(Apostrophe); -(Dash);
,(Comma); #(Number);
@(At); %(Percent or care
of); &(Ampersand);
/(Slash); Space(s)
COD will strip characters
other than the ones listed
above.
42
State/Province Code:
The person's State or
Province. This tag is
required for a Domestic
Address
February 2023
2
2
No
String
Simple
Element
3rd
element in
block for
Domestic
Addresses
3rd
element in
block for
Domestic
Addresses
Volume 4 – Implementation Guide
This tag is only used for
domestic addresses.
For accents, COD will
attempt to remove an
accent from the character
first if that results in a
valid character we will
store it. If it results in a
non-valid character, it will
be removed.
The valid business rule
values are:
AA, AB, AE, AK, AL, AP,
AR, AS, AZ, BC, CA, CO,
CT, CZ, DC, DE, FL, FM,
GA, GU, HI, IA, ID IL, IN,
KS, KY, LA, MA, MB, MD,
ME, MH, MI, MN, MO,
MP, MS, MT, NB, NC,
ND, NE, NF, NH, NJ, NL,
NM, NS, NT, NU, NV, NY,
OH, OK, ON, OR, PA, PE,
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Common Origination and Disbursement
Field #
43
CB Data Field
Postal Code: The
person's Postal Code
(Zip Code).
Min
Length
1
2023 – 2024 Technical Reference: Volume 4
Max
Length
17
Nillable?
No
Data Type
String
Field
Type
Simple
Element
Complex
Element
Sequence
4th
element in
block for
Domestic
Addresses
4th
element in
block for
Domestic
Addresses
Valid Schema Values
Other COD Rules
PR, PW, QC, RI, SC, SD,
SK, TN, TX, UT, VA, VI,
VT, WA, WI, WV, WY, YT
—
The valid business rule
values are: 0 to 9;
Uppercase A to Z. Spaces
are permitted.
COD will strip characters
other than the ones listed
above.
4th
element in
block for
International
Addresses
February 2023
Volume 4 – Implementation Guide
Page 24 of 44
Common Origination and Disbursement
Field #
CB Data Field
Min
Length
2023 – 2024 Technical Reference: Volume 4
Max
Length
Nillable?
Data Type
Field
Type
Complex
Element
Sequence
Valid Schema Values
Other COD Rules
4thelement in
block for
International
Addresses
44
State Province: The
person’s State
Province
2
2
No
String
Simple
Element
5th
element in
block for
International
Addresses
5th
element in
block for
International
Addresses
February 2023
Volume 4 – Implementation Guide
This tag is only used for
foreign addresses.
The valid business rule
values are:
AA, AB, AE, AK, AL, AP,
AR, AS, AZ, BC, CA, CO,
CT, CZ, DC, DE, FL, FM,
GA, GU, HI, IA, ID IL, IN,
KS, KY, LA, MA, MB, MD,
ME, MH, MI, MN, MO,
MP, MS, MT, NB, NC,
ND, NE, NF, NH, NJ, NL,
NM, NS, NT, NU, NV, NY,
OH, OK, ON, OR, PA, PE,
PR, PW, QC, RI, SC, SD,
SK, TN, TX, UT, VA, VI,
VT, WA, WI, WV, WY, YT
Page 25 of 44
Common Origination and Disbursement
Field #
45
CB Data Field
Country Code: The
person's country. This
basic component
specifies the ISO
standard 3166-alpa 2
and is required for
international
addresses.
February 2023
2023 – 2024 Technical Reference: Volume 4
Min
Length
Max
Length
Nillable?
Data Type
2
2
No
String
Field
Type
Single
Element
Complex
Element
Sequence
6th
element in
block for
International
Addresses
6th
element in
block for
International
Addresses
Volume 4 – Implementation Guide
Valid Schema Values
This tag is only used for
foreign addresses.
Other COD Rules
Not required for domestic
addresses
The valid business rule
values are:
AF, AX, AL, DZ, AS, AD,
AO, AI, AQ, AG, AR, AM,
AW, AU, AT, AZ, BS, BH,
BD, BB, BY, BE, BZ, BJ,
BM, BT, BO, BA, BW, BV,
BR, IO, BN, BG, BF, BI,
KH, CM, CA, CV, KY, CF,
TD, CL, CN, CX, CC, CO,
KM, CG, CD, CK, CR, CI,
HR, CU, CY, CZ, DK, DJ,
DM, DO, EC, EG, SV,
GQ, ER, EE, ET, FK, FO
FJ, FI, FR, GF, PF, TF,
GA, GM, GE, DE, GH, GI,
GR, GL, GD, GP, GU, GT,
GN, GW, GY, HT, HM,
VA, HN, HK, HU, IS, IN,
ID, IR, IQ, IE, IL, IT, JM,
JP, JO, KZ, KE, KI, KP,
KR, KW, KG, LA, LV, LB,
LS, LR, LY, LI, LT, LU,
MO, MK,MG, MW, MY,
MV, ML, MT, MH, MQ,
MR, MU, YT, MX, FM,
MD, MC, MN, MS, MA,
MZ, MM, NA, NR, NP, NL,
AN, NC, NZ, NI, NE, NG,
NU, NF, MP, NO, OM,
Page 26 of 44
Common Origination and Disbursement
Field #
CB Data Field
Min
Length
2023 – 2024 Technical Reference: Volume 4
Max
Length
Nillable?
Data Type
Field
Type
Complex
Element
Sequence
Valid Schema Values
46
NA
NA
NA
NA
3rd element
in block
—
47
Phone: This is a
complex element that
provides a logical
grouping to information
related to the phone
number.
Complex
Element
7
17
Yes
String
Simple
Element
1st
element in
block
—
Phone Number: The
person's phone
number. There is a
maximum occurrence
of three phone
numbers for this tag;
however the COD
System only stores the
February 2023
Volume 4 – Implementation Guide
Other COD Rules
PK, PW, PS, PA, PG, PY,
PE, PH, PN, PL, PT, PR,
QA, RE, RO, RU, RS,
RW, SH, KN, LC, PM, VC,
WS, SM, ST, SA, SN, SC,
SL, SG, SK, SI, SB, SO,
ZA, GS, ES, LK, SD, SR,
SJ, SZ, SE, CH, SY, TW,
TJ, TZ, TH, TL, TG, TK,
TO, TT, TN, TR, TM, TC,
TV, UG, UA, AE, GB, US,
UM, UY, UZ, VU, VE, VN,
VG, VI, WF, EH, YE, ZM,
ZW, GG, IM, JE, ME, BL,
MF, BQ, CW, SS, SX
—
Maximum of 3
appearances per block for
this tag.
Page 27 of 44
Common Origination and Disbursement
Field #
CB Data Field
2023 – 2024 Technical Reference: Volume 4
Min
Length
Max
Length
Nillable?
Data Type
Field
Type
last occurrence of this
tag.
Complex
Element
Sequence
Valid Schema Values
Other COD Rules
48
NA
NA
NA
NA
4th element
in block
NA
—
49
Email: This is a
complex element that
provides a logical
grouping to information
related to the email
address.
Complex
Element
0
128
Yes
String
Simple
Element
1st
element in
block
—
The valid business rule
values are: Any valid
keyboard character
including an underscore;
but not the pipe symbol or
space. If the field is not
blank, an @ and a “.”
(period) to the right of the
@ are required and a
valid character must exist
prior to the “.” (period) and
after the “.” (period).
Email Address: The
person's email
address. This basic
component specifies
the numbers, letters,
and symbols used to
identify an electronic
mail (e-mail) user
within the network to
which the person or
organization belongs.
Follows the format of
username@domain.
February 2023
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Page 28 of 44
Common Origination and Disbursement
Field #
50
51
CB Data Field
Citizenship:
A complex element
containing the
CitizenshipStatusCode
simple element
2023 – 2024 Technical Reference: Volume 4
Min
Length
Max
Length
Nillable?
Data Type
Field
Type
NA
NA
NA
NA
Complex
Element
5th element
in block
NA
—
1
1
Yes
String
Simple
Element
1st element
in block
—
For all award programs,
this value must be equal
to either 1 or 2.
Citizenship Status: The
person's citizenship
status. COD will pull
student citizenship
status from CPS.
52
Note: This complex
element contains the
School Note Message
simple element
February 2023
Complex
Element
Sequence
Valid Schema Values
Other COD Rules
Note: COD will pull this
value from CPS for all
award types.
NA
NA
NA
NA
Complex
Element
6th element
in block
Volume 4 – Implementation Guide
NA
Value definitions for tag:
1 = U.S. Citizen (or U.S.
national)
2 = Eligible noncitizen
3 = Not eligible
—
Page 29 of 44
Common Origination and Disbursement
Field #
53
CB Data Field
School Note Message:
This tag contains
cross-reference
information useful to
the School.
2023 – 2024 Technical Reference: Volume 4
Min
Length
Max
Length
Nillable?
Data Type
0
20
Yes
String
Field
Type
Simple
Element
Complex
Element
Sequence
1st
element in
block
Valid Schema Values
—
Other COD Rules
Institutionally defined.
Table 4
An em dash or “—” indicates no data
February 2023
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Common Origination and Disbursement
2023 – 2024 Technical Reference: Volume 4
AWARD INFORMATION
Field
#
54
COD Data Field
Min
Length
Max
Length
Nillable?
Data Type
NA
NA
NA
NA
Complex
Element
7th element
in block
NA
FWS Award Block is
present if FWS awards
have been submitted
4
4
Yes
Year
Simple
Element
1st
element in
block
CCYY
The CB Common Record
calendar year cannot be
submitted after the current
COD System Year.
FWS Award Level block
will house the award level
information pertaining to
student FWS awards
55
Calendar Year: This
element indicates the
calendar year
corresponding to a given
student's FWS award.
56
Award Year: This element
indicates the financial
award year
corresponding to this
particular FWS award.
February 2023
Field
Type
Complex
Element
Sequence
Valid Schema Values
Other COD Rules
If an FWS Award Type is
submitted and the
Calendar Year is earlier
than 2022, this will result
in a 996 award level
reject.
4
4
No
Year
Simple
Element
2nd
element in
block
CCYY
The CB Common Record
Award Year cannot be
submitted after the current
COD System Year.
If an FWS Award Type is
submitted and the Award
Year is earlier than 2022,
Volume 4 – Implementation Guide
Page 31 of 44
Common Origination and Disbursement
Field
#
COD Data Field
Min
Length
2023 – 2024 Technical Reference: Volume 4
Max
Length
Nillable?
Data Type
Field
Type
Complex
Element
Sequence
Valid Schema Values
Other COD Rules
this will result in a 996
award level reject.
Last year in cycle is used
(i.e., 2023 corresponds to
2022-2023)
57
58
CPS Transaction
Number: Transaction
number from eligible ISIR
used to calculate award.
1
2
No
Integer
Simple
Element
3rd
element in
block
Value must be between 1 99
—
1
9
No
Integer
Simple
Element
4th
element in
block
0-999999999
Amounts will be reported
in whole dollars
0
10
Yes
Date
Simple
Element
5th
element in
block
CCYY-MM-DD
**For Future Use Only**
0
10
Yes
Date
Simple
Element
6th
element in
block
CCYY-MM-DD
**For Future Use Only**
This element indicates
the total dollar value for
all FWS awards reported
for this student.
59
60
This element will report
the FWS earning period
start date.
This element will report
the FWS earning period
end date.
February 2023
Volume 4 – Implementation Guide
Page 32 of 44
Common Origination and Disbursement
Field
#
Min
Length
Max
Length
Nillable?
Data Type
1
9
Yes
Integer
Simple
Element
7th
element in
block
0-999999999
Amounts will be reported
in whole dollars
1
9
Yes
Integer
Simple
Element
0-999999999
Amounts will be reported
in whole dollars
63
The Institutional Share
Amount field represents
the Entity portion of a
disbursement amount.
8th
element in
block
0
4
Yes
String
Simple
Element
9th
element in
block
Enumerated List:
ONCP = On campus
OFCN = Off-campus nonprofit
OFNF = Off-campus nonprofit / 90% fed share
OFCP = Off-campus forprofit
**For Future Use Only**
64
0
2
Yes
String
Simple
Element
10th
element in
block
Enumerated List:
RT = Reading tutor/family
literacy
MT = Math tutor
CE = Civic Education
**For Future Use Only**
65
1
3
Yes
Integer
Simple
Element
11th
element in
block
Acceptable Value Range:
0 to 100
**For Future Use Only**
Business Rules shall be
employed to ensure that
the Fed Share Percentage
61
COD Data Field
2023 – 2024 Technical Reference: Volume 4
The Federal Share
Amount field represents
the Federal portion of a
disbursement amount.
62
February 2023
Field
Type
Complex
Element
Sequence
Volume 4 – Implementation Guide
Valid Schema Values
The percentage sign will be
Other COD Rules
Page 33 of 44
Common Origination and Disbursement
Field
#
COD Data Field
Min
Length
2023 – 2024 Technical Reference: Volume 4
Max
Length
Nillable?
Data Type
Field
Type
Complex
Element
Sequence
Valid Schema Values
1
1
Yes
Boolean
Simple
Element
true/false
67
Community Service
Indicator is the indicator
for whether or not the
position is classified as
community service.
12th
element in
block
is limited to the following
valid percentage values:
- 50
- 75
- 90
- 100
If the Fed Share
Percentage submitted
does not fall under the
valid percentage, it will
result in a 996 award level
reject.
**For Future Use Only**
1
1
Yes
Boolean
13th
element in
block
true/false
**For Future Use Only**
68
JLD Indicator is the Job
Location Development
Indicator.
Simple
Element
1
1
Yes
Boolean
Simple
Element
14th
element in
block
true/false
66
The field indicates
whether or not a student
has been impacted by a
Disaster designation
February 2023
Volume 4 – Implementation Guide
displayed as part of the
frontend
Other COD Rules
**For Future Use Only**
Page 34 of 44
Common Origination and Disbursement
Field
#
COD Data Field
2023 – 2024 Technical Reference: Volume 4
Min
Length
Max
Length
Nillable?
Data Type
Field
Type
Complex
Element
Sequence
Valid Schema Values
Other COD Rules
69
NA
NA
NA
NA
Complex
Element
8th element
in block
NA
** For Future Use Only. If
submitted will be ignored
by COD**
FSEOG Award Block is
present if FSEOG awards
have been submitted
70
4
4
Yes
Year
Simple
Element
1st element
in block
CCYY
** For Future Use Only. If
submitted will be ignored
by COD**
The CB Common Record
Award Year cannot be
submitted after the current
COD System Year.
Award Year: This element
indicates the financial
award year
corresponding to this
particular FSEOG award.
71
72
CPS Transaction
Number: Transaction
number from eligible ISIR
used to calculate award.
This element indicates
the total dollar value for
all FSEOG awards
February 2023
1
2
No
Integer
Simple
Element
2nd element
in block
Value must be between 1 99
0
9
Yes
Integer
Simple
Element
3rd element
in block
0 - 999999999
Volume 4 – Implementation Guide
If an FSEOG Award Type
is submitted and the
Award Year is earlier than
2022, this will result in a
996 award level reject.
** For Future Use Only. If
submitted will be ignored
by COD**
** For Future Use Only. If
submitted will be ignored
by COD**
Page 35 of 44
Common Origination and Disbursement
Field
#
COD Data Field
2023 – 2024 Technical Reference: Volume 4
Min
Length
Max
Length
Nillable?
Data Type
Field
Type
0
9
Yes
Integer
Simple
Element
4th element
in block
0 - 999999999
** For Future Use Only. If
submitted will be ignored
by COD**
1
2
Yes
String
Simple
Element
—
** For Future Use Only. If
submitted will be ignored
by COD**
75
The source of funding for
the school’s share of
disbursement amount
5th element
in block
0
9
Yes
Integer
6th element
in block
0 - 999999999
** For Future Use Only. If
submitted will be ignored
by COD**
76
The Federal Share
Amount field represents
the Federal portion of a
disbursement amount.
Simple
Element
NA
NA
Yes
Boolean
Simple
Element
7th element
in block
true/false
** For Future Use Only. If
submitted will be ignored
by COD**
reported in this
document.
73
74
The Institutional Share
Amount field represents
the School’s portion of a
disbursement amount.
The field indicates
whether or not a student
has been impacted by a
Disaster designation
February 2023
Complex
Element
Sequence
Valid Schema Values
Other COD Rules
Table 5
An em dash or “—” indicates no data
Volume 4 – Implementation Guide
Page 36 of 44
Common Origination and Disbursement
2023 – 2024 Technical Reference: Volume 4
Response Information
Field
#
CB Data Field
Min
Length
Max
Length
Nillable?
Data Type
Field
Type
77
NA
NA
NA
NA
78
Response: This element
provides a logical
grouping of elements
related to COD System’s
processing of the
submitted record
Complex
Element
1
1
No
String
NA
NA
NA
NA
Response indicator: The
result of processing the
record on COD.
79
Edit Process Result: A
complex element. This
element provides a
logical grouping of
elements related to the
edit response information.
February 2023
Complex
Element
Sequence
Valid Schema Values
Other COD Rules
Utilized at
various levels
of the
schema
NA
NA
Simple
Element
1st element in
block
Enumerated value list,
value must be:
A or R
Value definitions for tag:
A = Accepted
R = Rejected
Complex
Element
block,
4th element
—
—
Volume 4 – Implementation Guide
Page 37 of 44
Common Origination and Disbursement
80
2023 – 2024 Technical Reference: Volume 4
1
3
No
String
Simple
Element
1st
element in
block
—
—
0
150
Yes
String
Simple
Element
2nd
element in
block
—
—
0
200
No
String
Simple
Element
3rd
element in
block
—
—
Response Error Code:
Edit result from COD
processing.
81
Response Message: The
text of the edit result. This
field is transmitted only
via web applications.
82
Response Error Field:
This tag referenced by
the Edit Code.
February 2023
Volume 4 – Implementation Guide
Page 38 of 44
Common Origination and Disbursement
83
2023 – 2024 Technical Reference: Volume 4
0
150
Yes
String
Simple
Element
4th
element in
block
—
—
NA
NA
NA
NA
Complex
Element
—
—
85
This element provides a
logical grouping of
elements related to
summary information.
3
5
No
String
Must be one of the following
values (enumerated list):
FWS
FSEOG
—
86
This element indicates
the award type. This tag
is listed in the Reported
Financial Summary and
the Response Financial
Summary complex
elements.
Simple
Element
Reporting
School
Within
block, 1st
element in
block
1st
element in
block
4
4
No
Year
Simple
Element
2nd
element in
block
CCYY
—
Reported Value: The
value reported by the
school in the tag
contained in the
tag.
84
This element indicates
the calendar year
corresponding to awards.
This tag is listed in the
Reported Financial
Summary and Response
Financial Summary.
February 2023
Volume 4 – Implementation Guide
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Common Origination and Disbursement
2023 – 2024 Technical Reference: Volume 4
87
4
4
No
Year
Reporting
School
3rd
element in
block
CCYY
—
88
This element indicates
the year corresponding to
awards. This tag is listed
in the Reported Financial
Summary and Response
Financial Summary.
Simple
Element
0
9
No
Integer
Reporting
School
4th
element in
block
0-999999999
—
89
Total number of award
tags in this document
(can be duplicated). This
information is
summarized by award
type and by award year.
This tag is listed in the
Reported Financial
Summary and the
Response Financial
Summary complex
elements.
Simple
Element
0
9
No
Integer
—
90
0
9
No
Integer
Simple
Element
Reporting
School
5th
element in
block
Reporting
School
6th
element in
block
0-999999999
Total number of accepted
awards in this document.
This information is
summarized by award
type and by award year.
Simple
Element
0-999999999
—
Total number of rejected
awards in this document.
This information is
summarized by award
type by award year.
February 2023
Volume 4 – Implementation Guide
Page 40 of 44
Common Origination and Disbursement
91
2023 – 2024 Technical Reference: Volume 4
0
9
No
Integer
Simple
Element
Reporting
School
7th
element in
block
0-999999999
—
Total number of duplicate
awards in this document.
This information is
summarized by award
type by award year.
92
0
9
No
Integer
Reporting
School
8th
element in
block
0-999999999
Amounts will be reported
in whole dollars
93
Reported Funds Amount
Reported: The total dollar
value for awards reported
in this document. This
information is
summarized by award
type by award year. This
tag is listed in Reported
Financial Summary and
the Response Financial
Summary complex
elements.
Simple
Element
2
2
No
String
CB Common
Record
—
Value Definitions for tag:
CB = Campus-Based
Common Record
Response
WB = Campus-Based
Web-Initiated Response
94
Document Type Code:
This element indicates
the code corresponding
to the type of data being
returned in the document.
Simple
Element
1
1
No
String
95
The status of the
processed document on
COD.
Simple
Element
10
10
No
Date
Simple
Element
February 2023
Within
block, 1st
element
Within
block,
2nd element
Within
Volume 4 – Implementation Guide
Enumerated value list,
value must be:
A or R
Formatting restricted to
CCYY-MM-DD
Value definitions for tag:
A = Accepted
R = Rejected
—
Page 41 of 44
Common Origination and Disbursement
The date the document
information was
processed at COD.
February 2023
2023 – 2024 Technical Reference: Volume 4
block,
3rd element
Table 6
An em dash or “—” indicates no data
Volume 4 – Implementation Guide
Page 42 of 44
Common Origination and Disbursement
2023 – 2024 Technical Reference: Volume 4
COMMON RECORD PHYSICAL LAYOUT
This section provides standards for the physical layout of the Campus Based Record XML
Document file. Standards on the physical layout of the Campus Based Record XML Document
file are required to ensure all systems transmitting or processing an instance of the file can do so
without encountering physical constraint errors.
Examples of physical constraint errors include exceeding available memory, exceeding available
disk space, or exceeding available network bandwidth (and timing out). While most physical
constraint errors can be avoided by proper coding techniques on the host system, there are some
error conditions best handled through the definition of, and adherence to, a set of well-defined
and well-publicized standards. Such error conditions and their corresponding standards for
resolution are provided in this section.
XML and its associated technologies, (XML Schema, Document Type Definitions), do not provide
for a mechanism to define the physical layout of a file. In fact, XML does not depend on the
physical layout of the elements by design. White space and line lengths are not relevant to the
logical construction and reading of an XML document. Therefore, the Common Record XML file
physical layout standards are defined as guidelines and examples presented in this Section.
LINE LENGTH LIMITATIONS
32-kilobyte Line Length Limitation on Mainframe System
Some mainframe systems cannot create or read a line longer than 32 kilobytes. A line consists of
a string of data with an “end of line marker.” The phrase “end of line marker” in this document
refers to whatever mechanism is used on a platform to terminate an individual line or record. For
example, an end of line marker can be set by the writing out of a record (on a mainframe), by
inserting a character sequence (on a PC), or by inserting a character (on UNIX).
(carriage return character) and (linefeed) are ASCII codes 13 and 10, respectively.
Systems with this limitation cannot handle a string of data longer than 32 kilobytes without
encountering some type of data corruption (most likely truncation). By rule, XML ignores white
space, which includes tabs, linefeeds, and carriage returns. Since XML has no means to regulate
line lengths, a separate standard must be set to ensure lines do not exceed 32 kilobytes.
9,999-byte Line Length Limitation on COD System
The COD System cannot process documents that contain over 9,999 bytes per line. A line
consists of a string of data with an “end of line marker.” The phrase “end of line marker” in this
document refers to whatever mechanism is used on a platform to terminate an individual line or
record. For example, an end of line marker can be set by the writing out of a record (on a
mainframe), by inserting a character sequence (on a PC), or by inserting a
character (on UNIX). (carriage return character) and (linefeed) are ASCII codes 13
and 10, respectively. COD will not process or acknowledge Common Record Documents that are
submitted with a string of data greater than 4,000 bytes.
Line Length Limitation Solution
The solution, in its general form, is to make sure an end of line marker is always set before a
particular output stream of data reaches 9,999 bytes. This end of line marker should be created in
the format native to the system where the file is being created.
The data transmission software used by COD and by participating schools handles the translation
of end of line markers across platforms. For example, if a file were sent from a PC to a UNIX box,
the character sequence would be automatically changed to characters.
Therefore, the insertion of an end of line marker does not have to take into consideration the
February 2023
Volume 4 – Implementation Guide
Page 43 of 44
Common Origination and Disbursement
2023 – 2024 Technical Reference: Volume 4
platform of the destination system. This same principle holds true between mainframes (EBCDIC
or ASCII), PCs and UNIX boxes.
STANDARD
The following standard is a strongly recommended approach for schools and vendors
who want to guarantee their files will not exceed the 9,999 byte limitation. If a school or
vendor can ensure their submitted files will not exceed the 9,999 byte limitation by some
other means, those files will be accepted by COD. However, the burden of responsibility
will then rest with the school or vendor for files incorrectly submitted.
In order to ensure no line grows larger than 9,999 bytes, all Campus Based Record XML files
submitted to COD should be constructed with end of line markers inserted at specified points in
the document. These points are tied to specific elements in the XML document. The points are:
•
•
•
After the AttendedSchool element opening tag,
After every Student element closing tag,
Before beginning an ”Award” element opening tag, which could be , ,
and the opening tags of all other elements designated as part of the Award substitution
group in the Common Record XML Schema specification
The CB Common Record XML Schema has been evaluated to confirm that if the above standard
is maintained, the maximum size of the data sent in any one of these lines will never exceed
9,999 bytes. The maximum line size takes into account all tags, all maximum data lengths for
each element, and all maximum numbers of repetitions of nested data elements.
The following example found is a skeleton submission file correctly formatted according to the
end of line marker standards. In this example, for clarity, sub-elements are not listed, and the
characters, [EOL], end of line, explicitly mark the end of a line.
COD guarantees the Response Document files it produces will not contain lines longer than
9,999 bytes, but the files will not necessarily match the line breaks as specified for submissions.
This is due in part to the additional space used by the Response blocks.
CODING GUIDELINES
The code should track the Common Record elements as they are written to the output stream
and write out a line of XML text (via the appropriate end of line marker) as any of the EOL points
are encountered. Code to construct the Common Record can vary greatly depending on the
platform, libraries, and languages used, so specific examples are not provided.
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February 2023
Volume 4 – Implementation Guide
Page 44 of 44
File Type
application/pdf
File Title
Volume I: Getting Started
Subject
The 2022-2023 COD Technical Reference contains message classes, edits, record layouts, implementation guides, and supporting inf
Author
U.S. Department of Education’s office of Federal Student Aid