Record Layouts
This section provides all the necessary record layouts needed for users to create their own software to participate in the EDE process.
Header Record Sent To/Received From The CPS
Field # / Start Position / End Position / FieldLength / Field Name / Valid Field Content / Justify
1 / 1 / 12 / 12 / Header Record Identifier / CPS HEADER
Left justified with one blank position after CPS, and two blank positions after HEADER / Left
2 / 13 / 16 / 4 / Data Record Length
Indicates length of the data records / 4-digit numeric
Right justified, zero filled / Right
3 / 17 / 17 / 1 / Sent To CPS:
Type of Data Transmitted
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Received From CPS: Filler / A = Initial Applications
R = Renewal Applications
H = History corrections or Duplicate requests
F = FDR Request
S = Signature Corrections
7 = RAD Request
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For ED Use Only / Left
4 / 18 / 24 / 7 / Destination Number
WAN assigned when initial Letter of Application was processed / ‘TGXXXXX’ where XXXXX is the 5-digit code for your destination point / Left
Header Record Sent To/Received From The CPS (Continued)
Field # / Start Position / End Position / FieldLength / Field Name / Valid Field Content / Justify
5 / 25 / 26 / 2 / Filler / For ED Use Only / Left
6 / 27 / 34 / 8 / Creation Date
Date that batch was created. / Format is CCYYMMDD where
CC = 20
YY = Year 00, 01 or 02
MM = Month 01-12
DD = Day 01-31 / Left
7 / 35 / 40 / 6 / Creation Time
Time that batch was created. / Format is HHMMSS where
HH = Hour 00-23
MM = Minute 00-59
SS = Second 00-59 / Right
8 / 41 / 52 / 12 / Filler / Blank / Left
9 / 53 / 56 / 4 / Award Year
Current Academic Cycle / ‘0102’ for 2001-2002 / Right
Header Record Sent To/Received From The CPS (Continued)
Field # / Start Position / End Position / FieldLength / Field Name / Valid Field Content / Justify
10 / 57 / 79 / 23 / Sent To CPS:
Batch Number
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Received From CPS: Batch Number
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Both Sent To/Received From CPS:
------
Both Sent To/Received From CPS:
------
Both Sent To/Received From CPS:
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Both Sent To/Received From CPS: / IF SENT, Batch Type:
#A = Export ApplicationsInitial
#B = Export ApplicationsRenewal
#C = Export Corrections/ Duplicates
#F = Export FDR
#S = Signature Corrections
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IF RECEIVED,
ISIR Batch Type:
#A = Electronic App ISIRs
#B = Renewal App ISIRs
#C = Correction/Duplicate ISIRs
#E = Automatic ISIRs
#F = Federal Data Requests
#G = System Generated
#I = Year To Date (YTD)
#K = State Agency Non Resident ISIRs
#L = State Agency Resident ISIRs
#S = Signature Corrections
#Y = Reprocessed Records
#Z = CPS System Generated (Dup. request and NSLDS data changed.)
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Cycle Year:
2 = 2001-2002
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Federal School Code:
X00000 to X99999
Valid characters for the first position are 0, B, E, or G.
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Date: Current date using the format CCYYMMDD
------
Time: Current time using the format HHMMSS / Right
Header Record Sent To/Received From The CPS (Continued)
Field # / Start Position / End Position / FieldLength / Field Name / Valid Field Content / Justify
11 / 80 / 82 / 3 / Filler / Blank / Left
12 / 83 / 84 / 2 / Sent To CPS:
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Received From CPS: Transaction Source Site Code
Indicates the origin of the transaction and the site location. / Blank
------
11 = Electronic App
21 = Electronic Renewal App
31 = Electronic History Correction
41 = FAFSA Express
51,54 = ACT MDE Lawrence
52,53,55,56 = ACT MDE Mt. Vernon
61 = FAFSA on the Web
62 = Renewal on the Web
63 = Web Corrections
64 = FAA Correction
71 = NCPS ADE
72 = NCPS System Generated
73 = NCPS NSLDS Post-Screening
74 = NCPS FDR and YTD
75 = NCPS Signature HC
76 = NCPS INS Secondary Confirmation
77 = NCPS Prisoner Post-Screen
81 = PIC / Right
13 / 85 / 85 / 1 / Filler / Blank / Left
14 / 86 / N / N minus 85 / Filler
This filler space is appended to make the Header the same length as the longest record in the file. / Blank
N = The length of the record found in the Data Record length field. (Field #2) / Left
Trailer Record Sent To/Received From The CPS
1 / 1 / 12 / 12 / Trailer Record Identifier / CPS TRAILER
Left justified with one blank position after CPS and one blank position after TRAILER / Left
2 / 13 / 16 / 4 / Data Record Length
Indicates length of the data records / 4-digit numeric / Right
3 / 17 / 17 / 1 / Sent To CPS: Type of Data Transmitted
------
Received From CPS: Filler / A = Initial Applications
R = Renewal Applications
H = Corrections or Duplicates
S = Signature Corrections
F = FDR Request
7 = RAD Request
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Blank / Left
4 / 18 / 24 / 7 / Destination Number
WAN assigned when initial Letter of Application was processed / ‘TGXXXXX’ where XXXXX is the 5-digit code for your destination point / Left
5 / 25 / 32 / 8 / Creation Date
Date that batch was created by CPS / Format is CCYYMMDD where
CC = 20
YY = Year 00, 01, or 02
MM = Month 01-12
DD = Day 01-31 / Left
Trailer Record Sent To/Received From The CPS (Continued)
Field # / Start Position / End Position / Field Length / Field Name / Valid Field Content / Justify6 / 33 / 38 / 6 / Creation Time
Time that batch was created by CPS / Format is HHMMSS where
HH = Hour 00-23
MM = Minute 00-59
SS = Second 00-59 / Right
7 / 39 / 52 / 14 / Filler / Blank / Left
8 / 53 / 56 / 4 / Award Year
Current Academic Cycle / ‘0102’ for 2001-2002 / Right
9 / 57 / 61 / 5 / Total Number of Student Records in this batch
Number of Students that you will receive an ISIR or a reject for. / 00000 – 99999
This count includes all records originally included in this batch, including those imported as error files. / Right
10 / 62 / 84 / 23 / Batch Number / Same as in the Header Record / Right
11 / 85 / 85 / 1 / Filler / Blank / Left
Trailer Record Sent To/Received From The CPS (Continued)
Field # / Start Position / End Position / Field Length / Field Name / Valid Field Content / Justify12 / 86 / 87 / 2 / Sent To CPS:
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Received From CPS: Transaction Source Site Code
Indicates the origin of the transaction and the site location. / Blank
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11 = Electronic App
21 = Electronic Renewal App
31 = Electronic History Correction
41 = FAFSA Express
51,54 = ACTMDE Lawrence
52,53,55,56 = ACTMDE Mt. Vernon
61 = FAFSA on the Web
62 = Renewal on the Web
63 = Web Corrections
64 = FAA Correction
71 = NCSCPS ADE
72 = NCSCPS System Generated
73 = NCSCPS NSLDS Post-Screening
74 = NCSCPS FDR and YTD
75 = NCSCPS Signature HC
76 = NCSCPS INS Secondary Confirmation
77 = NCSCPS Prisoner Post-Screen
81 = PIC / Right
13 / 88 / 94 / 7 / Sent To CPS: Filler
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Received From CPS: Accepted Student Record Count (Count of student records within this batch being added to the database) / Blank
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0000001 to 9999999 / Right
Trailer Record Sent To/Received From The CPS (Continued)
Field # / Start Position / End Position / Field Length / Field Name / Valid Field Content / Justify14 / 95 / 101 / 7 / Sent To CPS: Filler
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Received From CPS: Error Record Count (Count of student records within this batch which are in error and will be imported as error files) / Blank
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0000001 to 9999999 / Right
15 / 102 / 108 / 7 / Sent To CPS: Filler
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Received From CPS: Not On Database Count (Count of student records not on the CPS database). These records are also included in the count for error records. / Blank
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0000001 to 9999999 / Right
16 / 109 / 109 / 1 / Sent To CPS: Filler
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Received From CPS: Batch Indicator / Blank
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Y = Accepted
N = Rejected
Must be nonblank / Left
17 / 110 / N / N minus 109 / Filler
This filler space is appended to make the Trailer the same length as the longest record in the file. / Blank
N = The length of the record found in the Data Record length field. (Field #2) / Left
EDE Batch Level Error Report Import Record Layout
(CORE02OP/EAPR02OP/FDRE02OP/FDRU02OP/RAPR02OP/SIGA02OP)
Field# / Start Position / End Position / Field Length / Field Name / Valid Field Content / Justify
1 / 1 / 1 / 1 / Reject Type / Always 'B' / Left
2 / 2 / 24 / 23 / Batch Number / Batch Type:
#A = Electronic App ISIRs
#B = Renewal App ISIRs
#C = Correction/Duplicate ISIRs
#E = Automatic ISIRs
#F = Federal Data Requests
#K = State Agency Non Resident ISIRs
#L = State Agency Resident ISIRs
#S = Signature Corrections
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Cycle Year:
2 = 2001-2002
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Federal School Code:
X00000 to X99999
Valid characters for the first position are 0, B, E, or G.
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Date: Current date using the format CCYYMMDD
------
Time: Current time using the format HHMMSS / Left
EDE Batch Level Error Report Import Record Layout (Continued)
(CORE02OP/EAPR02OP/FDRE02OP/FDRU02OP/RAPR02OP/SIGA02OP)
Field# / Start Position / End Position / Field Length / Field Name / Valid Field Content / Justify
3 / 25 / 33 / 9 / Original Social Security Number
The student's original SSN as processed initially by the CPS. / 001010001 to 999999999 / Right
4 / 34 / 35 / 2 / Name ID
First two characters of last name. Will be constant throughout the cycle, regardless of corrections to last name. / Uppercase A to Z
If non-blank, first character must contain a letter and second character must be non-numeric. / Left
5 / 36 / 37 / 2 / Transaction Number
The transaction number indicating the ISIR transaction to be corrected. / 01 to 99 / Left
6 / 38 / 44 / 7 / WAN Destination Number / TGXXXXX, where XXXXX = Destination Point number / Left
7 / 45 / 45 / 1 / Transaction Type
Type of transactions being rejected / E = Electronic History Correction /Duplicates
R = Electronic Renewal
S = Signature Record
Z = Electronic Applications
F = FDR / Left
8 / 46 / 53 / 8 / Creation Date
Date created / Format is CCYYMMDD / Left
EDE Batch Level Error Report Import Record Layout (Continued)
(CORE02OP/EAPR02OP/FDRE02OP/FDRU02OP/RAPR02OP/SIGA02OP)
Field# / Start Position / End Position / Field Length / Field Name / Valid Field Content / Justify
9 / 54 / 57 / 4 / Award Year
Current Academic Cycle / Always ‘0102’ for 2001-2002 / Right
10 / 58 / 106 / 49 / Error Message Text / See ‘Batch Level Error Messages’ table in the Processing Codes/ System Requirements section. / Left
11 / 107 / 108 / 2 / Error Message Code / See ‘Batch Level Error Messages’ table in the Processing Codes/ System Requirements section. / Left
12 / 109 / 109 / 1 / Filler / For ED Use Only / Left
Total Bytes / 109
EDE Record Level Error Report Import Record Layout
(CORE02OP/FDRE02OP/EAPR02OP/RAPR02OP/SIGA02OP)
Field # / Start Position / End Position / Field Length / Field Name / Valid Field Content / Justify1 / 1 / 5 / 5 / Serial Number
Must be non-blank
Must be in ascending sequential order. / 00001 to 99999 / Right
2 / 6 / 14 / 9 / Original Social Security Number
The student's original SSN as processed initially by the CPS. / 001010001 to 999999999 / Right
3 / 15 / 16 / 2 / Name ID
First two characters of last name. Will be constant throughout the cycle, regardless of corrections to last name. / Uppercase A to Z
If non-blank, first character must contain a letter and second character must be non-numeric. / Left
4 / 17 / 18 / 2 / Transaction Number
The transaction number indicating the ISIR transaction to be corrected. / 01 to 99 / Left
5 / 19 / 34 / 16 / Student's Last Name
If non-blank, first character must contain a letter and second character must be non-numeric. / 0 to 9
Uppercase A to Z
Space(s)
. (period)
' (apostrophe)
- (dash)
Can be blank
Second character non-numeric / Left
EDE Record Level Error Report Import Record Layout (Continued)
(CORE02OP/FDRE02OP/EAPR02OP/RAPR02OP/SIGA02OP)
Field # / Start Position / End Position / Field Length / Field Name / Valid Field Content / Justify /6 / 35 / 46 / 12 / Student's First Name
If non-blank, first character must contain a letter (A-Z).
Must be non-blank if student’s last name is blank. / 0 to 9
Uppercase A to Z
Space(s)
. (period)
' (apostrophe)
- (dash)
Can be blank / Left
7 / 47 / 49 / 3 / SAR Item Number / 000 to 999 / Right
8 / 50 / 65 / 16 / Error Message Text / See ‘Record Level Error Messages’ table in the Processing Codes/System Requirements section. / Left
9 / 66 / 102 / 37 / Invalid field content sent from the destination point
Actual data submitted by the destination point. / 0 to 9
Uppercase A to Z
. (Period)
‘ (Apostrophe)
- (Dash)
, (Comma)
# (Number)
@ (At)
% (Percent or care of)
& (Ampersand)
/ (Slash)
Space(s)
* (asterisk) = Corrected to Blank / Right
10 / 103 / 106 / 4 / Edit Code – For CPS Use Only / 0000 to 9999 / Left
11 / 107 / 108 / 2 / Error Code / See ‘Record Level Error Messages’ table in the Processing Codes/System Requirements section. / Left
12 / 109 / 109 / 1 / Filler / For ED Use Only / Left
Total Bytes / 109
ISIR Record Description/Data Dictionary
(SARA02OP, EAPS02OP, REAP02OP, CORR02OP, ESFN02OP, ESFR02OP, FDRF02OP,