Federal Work Study (FWS) Wages for Student Aid Index

Federal Work Study (FWS) Wages for Student Aid Index

Volume 4_ PDF_Complete_v2

Federal Work Study (FWS) Wages for Student Aid Index

OMB: 1845-0178

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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.

February 2023

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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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

Volume 4 – Implementation Guide

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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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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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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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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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

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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

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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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,

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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

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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

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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

—

—

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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

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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

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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

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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

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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

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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.
[EOL]
 [EOL]
 [EOL]
[EOL]
[EOL]

February 2023

Volume 4 – Implementation Guide

Page 44 of 44


File Typeapplication/pdf
File TitleVolume I: Getting Started
SubjectThe 2022-2023 COD Technical Reference contains message classes, edits, record layouts, implementation guides, and supporting inf
AuthorU.S. Department of Education’s office of Federal Student Aid
File Modified2023-03-08
File Created2023-02-24

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