04 - Additional Current State Technical Constraints.xlsx
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- Request for Information: Award Eligibility Determination Federal contract opportunity
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About this file
This Request for Information from the Department of Education seeks industry input on capabilities for an Award Eligibility Determination system to modernize processing of Federal Student Aid applications. The RFI specifies that responses are for information purposes only and do not constitute a request for proposal or commitment to procure any requirements discussed. Interested parties are advised no costs will be reimbursed for responding. The AED system would receive information from the Free Application for Federal Student Aid and other federal systems to calculate applicants' Expected Family Contribution, modernizing the Department's existing Central Processing System.
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| 09 - FSA Current State.pdf | ||
| AED RFI Final.pdf | ||
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| 08 - FSA Identity Access Mgt Solution Overview.docx | DOCX document | |
| 05 - Hosting Environments with Approved Agency ATOs.pdf | ||
| 10 - AED Draft SLAs.xlsx | XLSX spreadsheet | |
| 12 - CPS 101 with FA impacts 09102020.pdf | ||
| 11 - ED CSF Risk Scorecard Overview_July 2020.pdf |
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Series Table U.S. Department of Education Office of Federal Student Aid Next Generation Financial Services Environment Attachment 04 – Additional Current State Technical Constraints (Updated)
| NOTE: As a broader informational view of FSA’s current environment, vendors are encouraged to review this document, which provides a representative, though not comprehensive, set of technical constraints in use currently. These constraints are derived from existing laws, regulations, agency guidance, and business rules, and will change based on acts of Congress, updates to Federal regulatory and non-regulatory guidance, and FSA goals. A comprehensive set of binding requirements will be defined post award. | ||
| Series | Category | Related to |
| 1000 | Security, Networks, Connectivity, & Phone | Security and any specific network actions related to phones or connectivity |
| 2000 | Accessibility | Accessibility, mostly related to Section 504/508 requirements |
| 3000 | Website and applications | Website & Mobile application |
| 4000 | Loan Origination Interface | Activities to receive originations from COD/TIVODs system |
| 5000 | Repayment Plans | Activities related to federal loan repayment plans |
| 11000 | Operations Reports/Data Mart | Activities & deliverables for operational reports and data reporting (non-NSLDS/EDWA) |
| 12000 | NSLDS | Reporting and interfacing with NSLDS |
| 13000 | Interaction with TPD vendor | Federal servicer to interact with the existing TPD vendor (prior to becoming the TPD servicer) |
| 14000 | Interaction with Debt Collection vendor | Federal servicer to interact with the existing Debt Collection vendor |
| 15000 | Consolidation Origination | Originating consolidation loans once an application has been received |
| 16000 | Common Application Interface | Activities to receive applications for consolidation or repayment request/recertification |
| 17000 | Compliance & Monitoring | Activities & deliverables associated with compliance/monitoring of a servicer |
| 18000 | Servicing Transfers | Identifying the ability to transfer to/from other non-defaulted federal servicers |
| 19000 | System Access | Getting access to FSA systems and allowing access to servicing system |
| 20000 | Processing - General Information | Processing activities for federal accounts. |
| 21000 | Deferments | Deferment |
| 22000 | Forbearances | Forbearance |
| 23000 | Discharges, Forgiveness, Bankruptcy, and Litigation | Accepting, reviewing, and processing discharges and forgiveness of loans and on bankruptcy/litigation activities |
| 24000 | Correspondence, Communication & Due Diligence | Activities related to correspondence, communications, and due diligence for federal loan servicing |
| 25000 | Borrower Benefits & Subsidies | Federal loan borrower benefits & subsidies |
| 26000 | Interest Rates, Interest Calculation, Charges, Fees | Interest Rates, Interest Calculation, Charges, Fees |
| 27000 | Interest Capitalization | Interest Capitalization |
| 28000 | Payment & Refund Processing | Payment processing, payment application, pre-pay, etc |
| 29000 | Adjustment Processing | Activities related to adjustment processing on federal accounts |
| 30000 | Credit Reporting & Clearing | Activities related to credit reporting & credit clearing on federal accounts |
| 31000 | Cohort Default Rate Activity | cohort default rate activities for a federal servicer |
| 32000 | Control/Congressional Mail, Ombudsman & Escalated Issues | Activities related to Control/Congressional Mail, Ombudsman & Escalated Issues |
| 33000 | Outreach Campaigns | Activities related to outreach for federal loan servicing |
| 34000 | TEACH | TEACH grant/loan servicing |
| 35000 | Public Service Loan Forgiveness (PSLF) | Acting as the Public Service Loan Forgiveness servicer for federal loans |
| 36000 | Training | Activities related to training of servicing personnel, FSA, and related vendors |
| 37000 | Loan Purchase Programs | Activities related to loan purchase programs |
| 38000 | FFEL Guaranty Agency Rehabilitation Loan Purchases | Activities related to GA rehabilitated loan purchases |
| 39000 | Total & Permanent Disability | Acting as the TPD servicer for federal loans |
| 40000 | Change Management | Activities related to change management of federal loan servicing system and operations |
| 41000 | Defaulted Debt Collection | Acting as the Debt Collection servicer for federal loans |
| 43000 | Treasury Offset Program (TOP) | Activities to execute treasury offset processing |
| 44000 | Administrative Wage Garnishment (AWG) | Activities to execute administrative wage garnishment |
| 46000 | Record Retention | Actions/standards for record retention |
| 47000 | EDWA | providing/supporting FSA social media efforts |
| 49000 | Social Media | servicer to work (via FSA tool) responses to servicing comments on social media |
| 50000 | Other | Information and current state constraints not specific to other categories |
| 51000 | Perkins Assignments | Accepting Perkins loan assignments from schools |
| 52000 | Default Management Collection System (DMCS) | Current operations and maintenance of DMCS |
Constraints List U.S. Department of Education Office of Federal Student Aid Next Generation Financial Services Environment Attachment 04 – Additional Current State Technical Constraints (Updated)
NOTE: As a broader informational view of FSA’s current environment, vendors are encouraged to review this document, which provides a representative, though not comprehensive, set of technical constraints in use currently. These constraints are derived from existing laws, regulations, agency guidance, and business rules, and will change based on acts of Congress, updates to Federal regulatory and non-regulatory guidance, and FSA goals. A comprehensive set of binding requirements will be defined post award.
| Series | Number | Category | Technical constraints | Citation | Regulation |
| 2000 | 2000.000 | Accessibility | The servicer shall provide borrowers the option of receiving communications via alternative formats and provide a process for borrowers to request alternative formats. | ||
| 2000 | 2000.010 | Accessibility | The servicer shall create a process to in-take, track, and change alternative format requests for borrowers. The borrower requests shall each be included/stored within the borrowers servicing history record and available on the servicing system for customer service representatives to access. | ||
| 2000 | 2000.020 | Accessibility | The servicer shall create a process to provide communications via alternative formats, including Braille, HTML, Large Print, Electronic(digital navigable formats supported by computers and digital talking-book players) and/or Audio when requested by the borrower. | ||
| 2000 | 2000.030 | Accessibility | The servicer shall halt other delivery types once a borrower has chosen to receive communications via alternative formats. | ||
| 2000 | 2001.000 | Accessibility | The servicer shall inform borrowers of the availability of the alternative formats and the process for borrowers to request alternative formats. | ||
| 2000 | 2001.010 | Accessibility | The servicer shall post the alternative format availability language on the servicing website. | ||
| 2000 | 2001.020 | Accessibility | The servicer shall include the alternative format availability language on the loan statements. | ||
| 2000 | 2001.030 | Accessibility | The servicer shall train customer service representatives to explain the available options and the process a borrower can follow to request alternative formats. | ||
| 2000 | 2001.040 | Accessibility | The servicer shall post on website and include on loan statements the following text about availability of alternative formats: Current and prospective borrowers are entitled to receive any student loan related communication or document in an accessible, alternative format. Borrowers interested in receiving student aid forms, student loan statements, notices, written communications, and publications in alternative formats should contact us directly at <loan servicer phone number> or by email at <loan servicer email address>. <Name of servicer> offers various alternative formats such as Braille, large print, audio CD, and digital navigable formats supported by computers and digital talking-book players, delivered through data CD, email, or other electronic means. | ||
| 2000 | 2002.000 | Accessibility | The servicers shall create and provide the alternative formats to the borrowers. | ||
| 2000 | 2002.010 | Accessibility | The servicer shall monitor the quality of the alternative formats created and ensure the readability of the communications. The servicer should provide results of quality reviews to FSA on a monthly basis. | ||
| 2000 | 2002.020 | Accessibility | The servicer shall store copies of all alternative formatted information provided to borrowers as part of the borrower's servicing record. | ||
| 2000 | 2003.000 | Accessibility | The servicer shall track any borrower feedback (i.e. complaints, inquiries on status of the alternative status) regarding the borrower's alternative format in the borrower account history. | ||
| 2000 | 2003.010 | Accessibility | The servicers shall track any alternative format issues in the borrower account history (e.g. braille unreadable or audio CD does not work). | ||
| 2000 | 2003.020 | Accessibility | The servicer's shall provide an on-line method for borrower's to report accessibility issues | ||
| 2000 | 2004.000 | Accessibility | The servicer shall accept requests from borrowers to receive additional copies of communications via non-alternative formats. | ||
| 2000 | 2004.010 | Accessibility | The servicer shall accept requests for regular mail or email communications from borrowers with a current option to get all communications via an alternative format (for previously sent communication in an alternative format back one year). | ||
| 2000 | 2004.020 | Accessibility | The servicer shall note in the borrower servicing history the date of each request and details of the request. | ||
| 2000 | 2005.000 | Accessibility | The servicer shall create and provide operational reports detailing summary of alternative format requests, fulfillment, request fulfillment turnaround times, and borrower feedback. | ||
| 2000 | 2005.010 | Accessibility | The servicer shall include the report(s) as part of the operational reports to be identified in the Operations Reports requirements and provided to FSA by the 10 business day of each month. | ||
| 2000 | 2005.020 | Accessibility | The servicer shall track and include within report(s) a list of alternative format requests by type (with a description of the type) and a count of total borrowers receiving that format. | ||
| 2000 | 2005.030 | Accessibility | The servicer shall track and include within report(s) a count and description of all complaints and/or feedback in relation to alternative requests, the results of the request or the overall process. | ||
| 2000 | 2005.040 | Accessibility | The servicer shall track and report on turnaround times for when requests have been fulfilled as well as volume of outstanding requests and date of oldest unfulfilled request. | ||
| 2000 | 2006.000 | Accessibility | The servicer shall provide/request alternative format request information in a transfer. | ||
| 2000 | 2006.010 | Accessibility | The servicer shall be prepared to provide the alternative format request indicator to the receiving servicer for any transferred loans. | ||
| 2000 | 2006.020 | Accessibility | The servicer shall request any alternative format information on borrowers received from the sending servicer. | ||
| 2000 | 2007.000 | Accessibility | The servicer shall provide specially trained customer service representatives (CSR) to assist with accessibility issues raised by the blind and/or other borrowers with disabilities or requesting alternative formats. | ||
| 2000 | 2007.010 | Accessibility | The servicer shall train all contact center staff on the basic availability of and process to request alternative formats. All contact center staff should also be trained on how and when to refer accessibility issues to the specially trained accessibility CSR(s). | ||
| 2000 | 2007.020 | Accessibility | The servicer shall accept requests from blind and visually impaired borrowers via email, internet, or telephone as well as accept/respond to TDD (Telecommunications Device for the Deaf) calls. | ||
| 2000 | 2007.030 | Accessibility | The servicer shall provide blind and visually impaired borrowers the ability to contact a designated CSR or representative(s) via email, internet, or telephone. | ||
| 2000 | 2007.040 | Accessibility | The servicer shall have the ability to read/interpret incoming Braille correspondence if received from borrowers. | ||
| 2000 | 2008.000 | Accessibility | The servicer shall comply with Section 508 of the Rehabilitation Act of 1973, which requires that federal agencies’ electronic publications (forms, letters, etc.) and information technology (websites) is accessible to people with disabilities. | ||
| 2000 | 2008.010 | Accessibility | The servicer shall ensure the website meets all Section 508 standards and Web Content Accessibility Guidelines (WCAG 2.0) | ||
| 2000 | 2008.020 | Accessibility | The servicer shall complete internal testing of the website prior to implementation of the initial website and prior to any future implementation of website modifications. | ||
| 2000 | 2008.030 | Accessibility | The servicer shall ensure all testing efforts (internal, independent and FSA) include review of all electronic forms including, but not limited to student loan statements, notice, communications, and publications. | ||
| 2000 | 2009.000 | Accessibility | The servicer shall provide independent testing of the website to ensure it meets Section 508 standards and WCAG 2.0. | ||
| 2000 | 2009.010 | Accessibility | The servicer shall secure an independent testing service (approved by FSA) to execute testing of the website and provide certification that the independent agency confirms the site meets the proper standards. | ||
| 2000 | 2009.020 | Accessibility | The servicer shall have the website tested by the independent service at least one time per calendar year and prior to any significant website changes. | ||
| 2000 | 2009.030 | Accessibility | The servicer shall resolve all problems/issues found by the independent testing service and have the website re-tested for compliance to ensure the website meets standards prior to any implementations. | ||
| 2000 | 2009.040 | Accessibility | The servicer shall share all testing results from the independent service with FSA, including all details, issues, recommendations. | ||
| 2000 | 2010.000 | Accessibility | The servicer shall request and support FSA testing of the website to ensure it meets Section 508 standards and WCAG 2.0. | ||
| 2000 | 2010.010 | Accessibility | The contractor shall request to have the website tested on the Section 508/WCAG 2.0 accessibility standards every 6 months by the Department of Education, Assistive Technology Team (ED-AT) and every 3 months after each implementation of any substantial changes to its website(s). Substantial changes are defined as website changes that affect user interface interactive elements and or documents. | ||
| 2000 | 2010.020 | Accessibility | If the ED Assistive Technology Office gets a complaint about a particular portion of a website that had previously passed 508 reviews and the AT team determines that the fix needs remediation. The servicers are required to fix the problem promptly. | ||
| 2000 | 2011.000 | Accessibility | The servicer shall allow borrower forms on the website to be completed via "Form Wizards" on the website. | ||
| 2000 | 2011.010 | Accessibility | The servicer shall create a website form wizard version of each form that allows the user to complete the form in a step by step process and allows the user to fill in responses to each needed piece of information, and then electronically sign and submit the form. The step by step process should assist the borrower with completing the form, pre-populating sections when possible, and providing explanations or hints to assist the user. | ||
| 2000 | 2011.011 | Accessibility | The servicer shall ensure the form wizard includes the functionality for a borrower to upload an image of their signature or otherwise electronically sign. | ||
| 2000 | 2011.012 | Accessibility | The servicer shall make the form wizard generate at the end of the process a filled out accessible PDF (either fully completed and submitted or one that contains the image signature for printing out). | ||
| 2000 | 2011.013 | Accessibility | The servicer shall provide instructions at the end of the form wizard explaining next steps. | ||
| 2000 | 2011.014 | Accessibility | The servicer shall have the HTML form wizard to include at the beginning a link to an HTML preview of the entire form (text and image). | ||
| 2000 | 2011.015 | Accessibility | The servicer shall include a ‘close’ button on the HTML preview of the entire form | ||
| 2000 | 2011.016 | Accessibility | The servicer shall have the ‘close’ button on the HTML preview of the entire form return the user back to the form wizard. | ||
| 2000 | 2011.017 | Accessibility | The servicer shall make any unfilled parts of the form fillable. | ||
| 2000 | 2011.018 | Accessibility | The servicer shall make any unfilled signature boxes restricted to imaged signatures only. The user shall not be allowed to "type" in a signature - it must be a uploaded image of the borrower's signature. | ||
| 2000 | 2011.019 | Accessibility | The servicer shall create and maintain the HTML form wizard and preview based on the currnet version of the paper form (updates to existing forms will be requested via change control). | ||
| 2000 | 2011.020 | Accessibility | The servicer shall ensure the form is savable upon completion in HTML-based or other universally accessible, non-proprietary format. | ||
| 2000 | 2011.030 | Accessibility | The servicer shall ensure the form wizard allows for the user to review a read-only HTML version prior to completing the questions. | ||
| 2000 | 2012.000 | Accessibility | The servicer shall create all borrower forms in PDF format. | ||
| 2000 | 2012.010 | Accessibility | The servicer shall create the forms in compliance with PDF and WCAG 2.0 standards and to be viewable, fillable, savable and signable with a facsimile signature. | ||
| 2000 | 2012.020 | Accessibility | The servicer shall include creation of all new or updated forms using this format (new forms and updates to existing forms shall be initiated by FSA change request, servicer shall include effort to create this format when assessing each change request). | ||
| 2000 | 2013.000 | Accessibility | The servicer shall create all borrower forms in HTML format. | ||
| 2000 | 2013.010 | Accessibility | The servicer shall create the forms in a read-only HTML based format in compliance WCAG 2.0 standards and to be viewable as a read-only document available on the servicer's website. | ||
| 2000 | 2013.020 | Accessibility | The servicer shall include creation of all new or updated forms using this format (new forms and updates to existing forms shall be initiated by FSA change request, servicer shall include effort to create this format when assessing each change request). | ||
| 2000 | 2014.000 | Accessibility | The servicer shall maintain a catalog and repository of all forms. | ||
| 2000 | 2014.010 | Accessibility | The servicer shall maintain a list of all forms, including name, purpose, version, date of implementation and description. This listing shall be provided to FSA annually by October 31 each year and on demand if requested by FSA. | ||
| 2000 | 2014.020 | Accessibility | The servicer shall maintain a repository of all forms in HTML and fillable PDF forms and provide all, or any, forms to FSA upon request for FSA to share with other vendors or servicers as needed. | ||
| 2000 | 2015.000 | Accessibility | The servicer shall monitor for any Section 508 or WCAG modifications. | ||
| 2000 | 2015.010 | Accessibility | The servicer shall inform FSA of any changes to Section 508 or WCAG standards that may impact the website, forms, or practices. | ||
| 2000 | 2015.020 | Accessibility | The servicer shall support FSA in identifying, analyzing and creating any change requests needed to support changes to Section 508 or WCAG standards. | ||
| 3000 | 3000.000 | Website and applications | The servicer shall develop and host a Federal Servicing website that allows borrower/student access to servicing accounts. | ||
| 3000 | 3000.010 | Website and applications | The website shall be created in compliance with the Policies for Federal Agencies Public Websites found here: https://www.whitehouse.gov/sites/default/files/omb/memoranda/fy2005/m05-04.pdf | ||
| 3000 | 3000.020 | Website and applications | The website shall be created using application program interfaces (API) and designed to accommodate various browsers and screen sizes. | ||
| 3000 | 3001.000 | Website and applications | The website URL/name shall be approved by FSA and exist on a .gov domain. | ||
| 3000 | 3002.000 | Website and applications | The website shall be compatible (allowing all functionality) and tested with the leading browsers and operating systems. | ||
| 3000 | 3002.020 | Website and applications | The website shall leverage Responsive Web Design optimizing the user experience for both mobile (phone and tablet) and desktop use. | ||
| 3000 | 3004.000 | Website and applications | The website shall be available 24 hours a day, 365 days a year except for when FSA approved routine maintenance is being performed or during FSA approved outages . | ||
| 3000 | 3004.010 | Website and applications | The servicer shall post FSA approved "outage" messages to the website whenever the site is unavailable for routine maintenance as well as planned or unexpected outages. | ||
| 3000 | 3004.030 | Website and applications | The servicer shall notify FSA immediately upon knowledge that the website or any web functionality is down. | ||
| 3000 | 3006.022 | Website and applications | The system shall integrate with an industry standard SSO authentication standard (such as SAML 2.0 or OAuth) with FSA serving as the Identify Provider (IdP) over HTTPS. | ||
| 3000 | 3006.023 | Website and applications | The system shall perform SOAP-based web service call to retrieve user personally identifiable information (PII) and demographic data after submission. | ||
| 3000 | 3006.024 | Website and applications | The call to the SOAP-based web service requires a 256 bit or 512 bit Binary Security Token with the XML Signature for data retrieval. | ||
| 3000 | 3006.025 | Website and applications | The system shall be able to generate a certificate signing request for signing by FSA which will be used for all external communications. | ||
| 3000 | 3006.026 | Website and applications | The system shall handle all necessary user authorizations after authentication. | ||
| 3000 | 3006.027 | Website and applications | The system shall programmatically end the user session with FSA on logout, tab/browser close, or timeout as required by FSA security standards. | ||
| 3000 | 3009.000 | Website and applications | The website shall appear consistent and seamless to the borrower, with the same look and feel on all pages that exist throughout StudentAid.gov and StudentLoans.gov. | ||
| 3000 | 3009.010 | Website and applications | The website shall incorporate similar headers, footers, colors, and branding as found on StudentAid.gov and StudentLoans.gov. | ||
| 3000 | 3009.020 | Website and applications | The website shall consider the most recent version of FSA’s Brand Style Guide, Web Developer Guide, and Writing Style Guide during website creation. See attachments 03009a_BrandStyleGuide2014, 03009b_WebDeveloperGuide, 03009c_FSAWritingStyleGuide | ||
| 3000 | 3009.030 | Website and applications | The servicer shall ensure FSA approval prior to implementing any updates, changes, corrections or improvements to the website. | ||
| 3000 | 3017.010 | Website and applications | The servicer shall record the borrower's updates and store in the borrower's permanent servicing record, including the date/time and option chosen. The history of all options and when chosen/changed shall be stored. | ||
| 3000 | 3018.020 | Website and applications | The servicer shall record the borrower option chosen to the borrower's permanent servicing record, including the date/time and option chosen. | ||
| 3000 | 3019.030 | Website and applications | The website shall prevent a non-Parent PLUS borrower from selecting a payment plan until 75 days prior to grace end. Parent PLUS loans should have the option to select a payment plan once the loan is loaded to the system. | ||
| 3000 | 3021.010 | Website and applications | Each of the forms listed in attachment 03021_WebForms shall be available for viewing/downloading/printing. | ||
| 3000 | 3027.010 | Website and applications | The borrower shall be able to sign up online for repeating automatic debit payments from a bank account (ACH/EDA). | ||
| 3000 | 3027.011 | Website and applications | The borrower shall be able to stop recurring payments by making an online notification before a scheduled payment. | ||
| 3000 | 3027.012 | Website and applications | Prior to finalizing EDA enrollment, the borrower shall be prompted with an option to pay more than the regular monthly payments via automatic payments, which will be accompanied by a prompt to select how those payments should be allocated and require the borrower to opt out of advancing due dates/prepayment. | ||
| 3000 | 3027.020 | Website and applications | The borrower shall be able to sign up for one-time automatic debit payments from a bank account. The servicer shall allow payments to be scheduled up to 120 days in the future. | ||
| 3000 | 3027.030 | Website and applications | The website shall clearly identify the date online payments will be credited to the borrower account (effective date) prior to the submission online payments. | ||
| 3000 | 3027.040 | Website and applications | The servicer shall allow the borrower to provide instructions on applying payments. See Payment Requirement Category for detail on options. | ||
| 3000 | 3027.050 | Website and applications | The website shall require a borrower to select the prepayment option (advance/don't advance due date) when the borrower is making an online payment that would allow for advancement of the due date. | ||
| 3000 | 3027.060 | Website and applications | The website shall display clear explanations of the payment application options and the default method that will be used if no other option is chosen on the web page for borrowers attempting to make online payments. Links to detailed explanations and examples should also be provided. | ||
| 3000 | 3029.000 | Website and applications | The website shall provide a payoff amount. | ||
| 3000 | 3031.000 | Website and applications | The website shall be compliant Sections 504 and 508 of the Rehabilitation Act of 1973 (29 U.S.C. sections 794 and 794d, as amended). | ||
| 3000 | 3034.010 | Website and applications | The servicer shall ensure that the web pages are translated into Spanish, utilizing the English-Spanish glossary, found at http://www.tgslc.org/spanish/glossary/index.cfm | ||
| 3000 | 3034.020 | Website and applications | The servicer shall ensure FSA approval of web pages are translated into Spanish. | ||
| 3000 | 3038.020 | Website and applications | The servicer shall store a record of the complete chat session to the borrower's permanent servicing record. | ||
| 3000 | 3038.070 | Website and applications | The servicer shall ensure that transcripts of each chat session are stored permanently and available for viewing as part of the borrower's permanent record on file with the servicer and transferred with the borrower record if the borrower/loan is transferred. | ||
| 3000 | 3047.000 | Website and applications | The website shall provide the borrower with the ability to request Income Driven Repayment and allow for IRS income information to be accessed via the IRS Date Retrieval Tool | ||
| 3000 | 3049.000 | Website and applications | The servicer shall conduct an annual website usability assessment. | ||
| 4000 | 4000.000 | Loan Origination Interface | The servicer shall implement the Common Servicing Interface with the Common Origination and Disbursement (COD) system to send and receive Direct Loan and Teach Grant awards. | SEC. 456. CONTRACTS.>456(b) CONTRACTS FOR ORIGINATION, SERVICING, AND DATA SYSTEMS. |
4000 4001.000 Loan Origination Interface The servicer shall send and receive the Common Servicing Interface files using the Student Aid Internet Gateway (SAIG). SEC. 456. CONTRACTS.>456(b) CONTRACTS FOR ORIGINATION, SERVICING, AND DATA SYSTEMS.
4000 4001.010 Loan Origination Interface Common Servicing interface files shall be submitted via the Electronic Data exchange over SAIG.
The SAIG Host Communication Guide is located at:
https://www.fsadownload.ed.gov/softedconnect.htm 4000 4001.020 Loan Origination Interface The servicer shall send and receive files daily; excluding Federal Holidays and outages.
***Changes due to scheduled COD System releases or other outages will be communicated during the COD/Servicer Weekly meetings.
| 4000 | 4001.030 | Loan Origination Interface | The servicer shall have a unique Test TG mailbox number to send and receive files from COD using SAIG. |
| 4000 | 4001.040 | Loan Origination Interface | The servicer shall have a unique Production TG mailbox number to send and receive files from COD using SAIG. |
| 4000 | 4002.000 | Loan Origination Interface | The servicer shall receive and process the Common Servicing Interface file. |
See attachments:
4002_CoreMainXSD 4002_CommonServicingSchemaFileLayout V5 4002_CommonServicingXSD SEC. 456. CONTRACTS.>456(b) CONTRACTS FOR ORIGINATION, SERVICING, AND DATA SYSTEMS.
| 4000 | 4002.010 | Loan Origination Interface | The Request file shall be provided from COD via an XML interface. |
| 4000 | 4002.020 | Loan Origination Interface | Common Servicing files shall be sent via SAIG using specific message classes for the file type. |
| 4000 | 4002.030 | Loan Origination Interface | The servicer shall expect to receive an unlimited amount of borrowers, loans, and grants within each daily file. |
| 4000 | 4002.040 | Loan Origination Interface | The servicer shall process the files in the order they are received. |
| 4000 | 4002.050 | Loan Origination Interface | If there is no activity for the servicer on a given processing day, COD will send a minimal file. The file will include only the SAIG header, Document Block, and SAIG trailer. |
| 4000 | 4002.060 | Loan Origination Interface | COD shall send the Common Servicing file daily between 12:00am and 8:00am and the servicer's shall send receipts and responses within 24 hours. |
4000 4003.000 Loan Origination Interface The servicer shall adhere to the Common Servicing Schema Processing rules as outlined in the Additional Servicer Interface Support Guide. SEC. 456. CONTRACTS.>456(b) CONTRACTS FOR ORIGINATION, SERVICING, AND DATA SYSTEMS.
| 4000 | 4003.010 | Loan Origination Interface | If a document does not validate against the XML Common Servicing Schema, the servicer shall not process the document and shall contact the LDE Service desk at LDEServicedesk@accenturefederal.com | |
| 4000 | 4003.020 | Loan Origination Interface | The servicer shall code according to the XSD; however, additional details regarding the field descriptions, format, valid values, and business/processing rules can be found in the Common Servicing Schema Layout document and the Interface Support Guide. | |
| 4000 | 4004.000 | Loan Origination Interface | The servicer shall receive Initial booked Direct Loan and Teach Grant award and disbursement information in the Loan Activity File (LAF). | SEC. 456. CONTRACTS.>456(b) CONTRACTS FOR ORIGINATION, SERVICING, AND DATA SYSTEMS. |
4000 4004.010 Loan Origination Interface The LAF file shall be sent via SAIG with message class --LAASTQOP--Test File --LAASPQOP--Production File 4000 4004.020 Loan Origination Interface A loan and grant is "booked", when a loan or grant that has an award and disbursement amount greater than or equal to $0, and the award is linked to a Master Promissory Note/Agreement to Serve, and the initial disbursement date is less than or equal to the current processing date.
***Schools may disburse and zero out an award in the same day, therefore, the servicer shall accept a zero dollar award.
| 4000 | 4004.030 | Loan Origination Interface | Initial loan activity shall be sent to the servicer in the LAF file with all required tags, per the schema, in the borrower block, award block(s), disbursement block(s) as well as the most recent information for optional tags. |
| 4000 | 4004.040 | Loan Origination Interface | The disbursement amount and disbursement adjustment amount shall be the same for initial loan activity. |
| 4000 | 4004.050 | Loan Origination Interface | The Master Promissory Note and Agreement to Serve reference information will be included in the initial loan activity file for a new loan. |
| 4000 | 4004.060 | Loan Origination Interface | The endorser (if any for PLUS loans) will be included in the initial loan activity file. |
| 4000 | 4004.070 | Loan Origination Interface | The servicer shall accept the SSN, Name, and Date of Birth fields from COD even if that data does not match their system. The records can be placed in WIP while validation occurs. |
COD has an up front edit that matches the SSN/NAME/DOB sent from the school's to the borrower's FAFSA data. The FAFSA data is matched to the IRS.
4000 4005.000 Loan Origination Interface The servicer shall receive modifications to borrower, award, and disbursement information for Direct Loans and TEACH grants via the Loan Activity File from COD. SEC. 456. CONTRACTS.>456(b) CONTRACTS FOR ORIGINATION, SERVICING, AND DATA SYSTEMS.
4000 4005.010 Loan Origination Interface COD will send updates to borrower and award level information with replacement values in the relevant tag, except in the case of a SSN or date of birth change. In the case of SSN or date of birth, COD will send the previous identifier and the current identifier in the borrower block.
***SSN and Name changes will be sent with one award block and trigger borrower only blocks to be submitted on other awards. Example: if a school submitted a change to the name on the Direct Subsidized loan, then the borrower block for the Direct Plus loan will also be triggered.
| 4000 | 4005.020 | Loan Origination Interface | Modifications to the student or endorser information in a Direct PLUS loan will not be sent to the servicer after the initial loan activity is sent unless there is a corresponding award modification made. |
| 4000 | 4005.030 | Loan Origination Interface | The replacement value of 0 in the <FinancialAwardAmount> tag is valid and indicates the award was inactivated by the school. |
***Servicer shall accept the reduction to zero even if all disbursements have not been reduced to zero. Due to Heightened Cash Monitoring schools, the disbursement adjustment requires FSA approval prior to being sent to the servicer and will delay the disbursement modifications from being sent the same day.
| 4000 | 4005.040 | Loan Origination Interface | COD will not send borrower and/or award level modifications to the servicer for borrower's with only a Direct Consolidation Loan or Federally held FFEL loans. |
| 4000 | 4005.050 | Loan Origination Interface | COD will not send borrower and/or award level modifications to the servicer for an award with the Paid in Full indicator set to true. |
**Only valid for Loan's PIF by consolidation.
| 4000 | 4005.060 | Loan Origination Interface | Borrower and award level modifications shall be sent for the current award year and previous two years. |
| 4000 | 4005.070 | Loan Origination Interface | If there is an award modification, the entire award block with the most recent information will be sent along with the entire borrower block. |
| 4000 | 4005.080 | Loan Origination Interface | COD will send updates to disbursement level information with replacement and delta/adjustment values. In cases where there are multiple changes within the same day, COD will send the Servicer both the final value from the latest change (as the replacement value) and the total delta (from all changes). |
| 4000 | 4005.090 | Loan Origination Interface | The servicer shall receive a unique disbursement number for each disbursement and a unique sequence number for each adjustment to a specific disbursement number. |
| 4000 | 4005.100 | Loan Origination Interface | The actual numerical value of the disbursement number/sequence number does not indicate what the most recent information is. The unique combination of a disbursement number and sequence number for a specific loan indicates that an adjustment needs to be processed. |
4000 4005.110 Loan Origination Interface Sequence numbers are assigned based on source of the adjustment.
Sequence 1-65--School Assigned Sequence 66-90--COD Assigned (web processing) Sequence 99-91--Servicer assigned (Payment to Servicing)
4000 4005.120 Loan Origination Interface Multiple modifications made to a disbursement in the same day will be sent with the most updated information associated with the latest sequence number for that disbursement and the combined adjustment amount for the day.
| 4000 | 4005.130 | Loan Origination Interface | The servicer shall follow the business rules as outlined in the Additional Servicer Interface Support Guide for borrower, award, and disbursement modifications. | |
| 4000 | 4005.140 | Loan Origination Interface | The servicer shall process Loan Activity Files in the order in which they are received according to the date the file was created (<CreatedDateTime> tag in the schema) and prior to processing the next file. | |
| 4000 | 4006.000 | Loan Origination Interface | The servicer shall receive corrections for previously rejected items for Direct Loans and TEACH grants via the Loan Activity File from COD. | SEC. 456. CONTRACTS.>456(b) CONTRACTS FOR ORIGINATION, SERVICING, AND DATA SYSTEMS. |
4000 4006.010 Loan Origination Interface The servicer shall be able to accept all rejects for a single award/disbursement in a single file.
Example: If a disbursement was initially rejected and 2 subsequent adjustments to that disbursement were also rejected, COD will send all 3 transactions in one file to the servicer.
4000 4007.000 Loan Origination Interface The servicer shall send a receipt file to COD, via SAIG, for each Loan Activity File received. SEC. 456. CONTRACTS.>456(b) CONTRACTS FOR ORIGINATION, SERVICING, AND DATA SYSTEMS.
| 4000 | 4007.010 | Loan Origination Interface | The servicer shall send a Receipt to acknowledge the receipt of the file as a whole and indicate that the Loan Activity File was received by the Servicer. |
| 4000 | 4007.020 | Loan Origination Interface | The Receipt file shall be provided to COD via an XML interface. |
| 4000 | 4007.030 | Loan Origination Interface | Loan Activity Receipt files shall be sent via SAIG using specific message classes for the file type: |
LAASTCIN--Test Receipt File LAASPCIN--Production Receipt File
4000 4008.000 Loan Origination Interface The servicer shall process the Loan Activity File and send a Response file to COD. SEC. 456. CONTRACTS.>456(b) CONTRACTS FOR ORIGINATION, SERVICING, AND DATA SYSTEMS.
| 4000 | 4008.010 | Loan Origination Interface | The servicer shall send one Response file document for each Loan Activity File processed, returned in order. |
| 4000 | 4008.020 | Loan Origination Interface | The Response file shall be provided to COD via an XML interface. |
| 4000 | 4008.030 | Loan Origination Interface | Loan Activity Response files shall be sent via SAIG using specific message classes for the file type: |
LAASTSIN--Test Receipt File LAASPSIN--Production Receipt File
4000 4008.040 Loan Origination Interface The servicer shall send the LAF response file within 24 hours of receiving the LAF file.
***The servicer shall send response files on Saturday's for Friday files.
| 4000 | 4008.050 | Loan Origination Interface | The servicer shall send a response block at the document, borrower, award, and disbursement level. |
| 4000 | 4008.060 | Loan Origination Interface | The servicer shall process transactions received from COD in the Loan Activity File and return edits and/or accepted responses for each transaction ID in a Loan Activity Response file to COD. |
| 4000 | 4008.070 | Loan Origination Interface | The servicer shall create/send a Response complex element for each Transaction ID associated with Document, Borrower, Award, and/or disbursement complex elements sent in the Loan Activity File. |
| 4000 | 4008.080 | Loan Origination Interface | A response complex element with a Response code of 'accepted' does not exclude another complex element(s) in the hierarchy from being accepted or rejected. |
Example: If a borrower complex element is accepted, this does not exclude the possibility of the award or disbursement complex elements may be accepted or rejected.
| 4000 | 4008.090 | Loan Origination Interface | When a response complex element is rejected, the servicer shall include at least one Error Code and return no more than one hundred Error Codes per transaction ID. |
| 4000 | 4008.100 | Loan Origination Interface | A response complex element with a response code of "rejected" can result in other complex elements being rejected. |
| 4000 | 4008.110 | Loan Origination Interface | If there is a reject at the document level, the servicer shall return a response only to the Document Transaction ID and it will be assumed all other transactions are rejected. |
| 4000 | 4008.120 | Loan Origination Interface | If a borrower complex element is rejected, then the award complex element and all associated elements will also be rejected. The servicer shall return a response with the error code and reason at the borrower level, and the award will just have a response of "rejected" without the code and reason. |
| 4000 | 4008.130 | Loan Origination Interface | The servicer shall return edit 001 at the document level if the batch was sent to the wrong mailbox. |
| 4000 | 4008.140 | Loan Origination Interface | The servicer shall return edit 002 at the document level if COD sent a duplicate batch ID. |
| 4000 | 4008.150 | Loan Origination Interface | The servicer shall return edit 002 at the borrower, award, and/or disbursement level if COD submits duplicate transaction ID's within the same file. |
| 4000 | 4008.160 | Loan Origination Interface | The servicer shall return edit 003 at the document level if the create date is greater than the current date. |
| 4000 | 4008.170 | Loan Origination Interface | The servicer shall return edit 004 when the New borrower, New Award, and/or New disbursement indicator are inconsistent with servicer data. New Borrower is a SSN that the servicer has "Never" had on their system with a Federally held FFEL Loan, Direct Loan, or TEACH grant. |
Note: This includes all Federal loan types for the above programs (TEACH, Direct Loan, Direct Loan Consolidation, FFEL, and FFEL consolidation).
| 4000 | 4008.180 | Loan Origination Interface | The servicer shall return edit 005 at the batch level if there are schema validation errors. |
| 4000 | 4008.190 | Loan Origination Interface | The servicer shall return edit 006 if the borrower has been transferred to another servicer. |
This does not include transfer to DMCS. If a borrower has been transferred to DMCS, the servicer shall accept the transaction.
| 4000 | 4008.200 | Loan Origination Interface | The servicer shall return edit 007 at the borrower and/or award level when the data is inconsistent with what the servicer has on file. This only applies to non-financial borrower identifier, non-financial discrepancies. It should only be returned in cases where edit 4, 6, or 18 are not returned. (Such as non-financial disbursement fields such as disbursement date.) |
| 4000 | 4008.210 | Loan Origination Interface | The servicer shall return edit 13 at the batch, borrower, award, or disbursement level when the file is missing functionally required tags. |
| 4000 | 4008.220 | Loan Origination Interface | The servicer shall return edit 018 when the disbursement adjustment amount does not match the calculated difference between the new disbursement amount in the LAF file and the previous disbursement amount that they servicer has on file. |
| 4000 | 4009.000 | Loan Origination Interface | The servicer shall use the <Correspondence Type> (paper or electronic) and <CorrespondenceEffectivedate> fields in the LAF file to determine if they need to establish or update the borrower's electronic correspondence option within their systems. |
SEC. 456. CONTRACTS.>456(b) CONTRACTS FOR ORIGINATION, SERVICING, AND DATA SYSTEMS.
| 4000 | 4009.010 | Loan Origination Interface | The servicer shall only process a correspondence option change from COD if the effective date received is more current than the most recent option effective date stored on the servicer's system. |
| 4000 | 4009.020 | Loan Origination Interface | The servicer shall use the effective date to determine if the borrower's has changed their correspondence type option. |
i. Example
1. New Loan sent in LAF file on 1/15/2013
a. Correspondence Type is electronic
b. Effective date is 12/15/2012
c. Servicers shall set the borrower's correspondence type to electronic.
2. Adjustment sent on 2/10/2013
a. Correspondence type is paper
b. Effective date is 02/08/2013
c. Servicer shall update their system to send paper correspondence 4000 4009.030 Loan Origination Interface The schema contains 2 email address fields.
<PermittedAddress> This is the email address that the borrower consented for use with eCorrespondence.
< NonpermittedAddress> is supplemental information that was provided to COD by a source (school/FAFSA) other than the borrower. This is informational and should not be used for eCorrespondence
Note: Per schema this is a required field, but based on business rules it is required when borrower's Opt in, so it is only required for specific scenarios. It is possible the same email will be in both fields.
4000 4009.040 Loan Origination Interface The servicer shall use the attached eCorrespondence Consent Language on all communications/websites/applications that allow a user to consent to eCorrespondence See attachment 4009.040 eCorrespondenceConsentlanguage 4000 4010.000 Loan Origination Interface The servicer shall use the text messaging <SMSAllowedFlag> and <SMSEffectivedate> fields in the LAF file to determine if they need to establish or update the borrower's text messaging option within their systems.
| 4000 | 4010.010 | Loan Origination Interface | The servicer shall only process a SMS text messaging option change from COD if the effective date received is more current than the most recent option effective date stored on the servicer's system. | |
| 4000 | 4011.000 | Loan Origination Interface | The servicer shall use the <InSchoolDefermentFlag> and the <SixMonthDefermentOption> fields in the LAF file to apply the In School deferment to a Direct Parent Plus loan. | |
| 4000 | 4011.010 | Loan Origination Interface | Parents have an option to defer their payments while the student is in school, in addition, they can also defer payments during the students grace period. The servicer shall use these fields to determine whether a deferment needs to be applied or if the Parent borrower will go into repayment. | |
| 4000 | 4011.020 | Loan Origination Interface | If the parent borrower elects to defer their payments, the servicer shall apply the Parent Plus borrower deferment. See requirements 21000. | |
| 4000 | 4013.000 | Loan Origination Interface | The servicer shall send a Servicer Activity File (SAF) to COD on each processing day. | SEC. 456. CONTRACTS.>456(b) CONTRACTS FOR ORIGINATION, SERVICING, AND DATA SYSTEMS. |
4000 4013.010 Loan Origination Interface The SAF file shall be sent via SAIG with message class --SAASTQIN--Test File --SAASPQIN--Production File
| 4000 | 4013.020 | Loan Origination Interface | The servicer shall send Payment to Servicer, Transfer, and Discharge activity to COD by end of day each processing day. COD will process and send receipts and responses around 6:00am the next business day. |
| 4000 | 4013.030 | Loan Origination Interface | The servicer shall only send Payment to servicer and discharge activity for awards that are currently on the COD system. If COD has archived an award year, the servicer shall no longer send the transactions. |
| 4000 | 4013.031 | Loan Origination Interface | COD will annually notify the servicer's when an award year will be archived. |
| 4000 | 4013.032 | Loan Origination Interface | The servicer shall update their systems to no longer send the payment to servicer or discharge transactions for the "archived" year on the date provided by COD in the notification. |
| 4000 | 4013.040 | Loan Origination Interface | The servicer shall include payment to servicer (School Payments or Borrower payments received within 120 days of disbursement date (Cash Cancels)) transactions for Direct Loan Subsidized, Direct Loan Unsubsidized, and Direct Perkins loans in the Servicer Activity File. |
Note: Perkins is not a program that is currently processed by COD, however, it is a valid value in the schema.
| 4000 | 4013.050 | Loan Origination Interface | The servicer shall assign a new disbursement sequence number for each payment to servicer transaction on a disbursement, using 99 - 91 as sequence numbers (descending order). |
| 4000 | 4013.060 | Loan Origination Interface | Payment to servicer activity will be sent as a negative amount for a standard payment and as a positive amount for an adjustment that decreases the payment amount, or to represent a NSF. |
| 4000 | 4013.070 | Loan Origination Interface | If a payment modification is made, the servicer shall provide the current payment amount values as well as the payment adjustment amount values. If the payment is not a modification, the payment adjustment values will be populated with the payment amount. |
| 4000 | 4013.080 | Loan Origination Interface | The servicer shall only send one payment per Servicer Activity File per borrower, award, and disbursement combination. |
| 4000 | 4013.090 | Loan Origination Interface | The servicer shall include transfer activity in the Servicer Activity File. |
| 4000 | 4013.100 | Loan Origination Interface | Transfer activity includes loans/grants that have been transferred, New consolidation loans, and Paid In full indicator on underlying loans that were PIF by consolidation. |
| 4000 | 4013.110 | Loan Origination Interface | The servicer shall send the transfer notification to COD the day the transfer is received. The servicer shall include the previous servicer ID and effective date of the transfer. |
| 4000 | 4013.120 | Loan Origination Interface | The servicer shall send the transfer notification to COD the day the New Consolidation Loan is booked. |
| 4000 | 4013.130 | Loan Origination Interface | The servicer shall send the transfer notification to COD when underlying loans are PIF by a consolidation loan. Once received, COD will no longer send borrower level updates for the underlying award. |
| 4000 | 4013.140 | Loan Origination Interface | All records sent in the transfer block are required to have the effective date, previous servicer ID, and Paid in Full indicator populated with valid values |
| 4000 | 4013.150 | Loan Origination Interface | The servicer shall include discharge activity in the Servicer Activity File for Direct Loans, Perkins, and TEACH awards (see support guide for list of discharge types). |
Note: Perkins is not an eligible program at this time. Only servicer's under contract to receive TEACH grants will receive them.
| 4000 | 4013.160 | Loan Origination Interface | The servicer shall include full and partial discharges and discharge reversals in the Servicer Activity File. |
| 4000 | 4013.170 | Loan Origination Interface | The servicer shall include the following discharges: |
--Cl…
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