Introduction of This Section to See Where It Breaks
Table of Contents
Issued:DRAFT 3Page: 1.1
Revises:0409/30/1998
NCHELP CommonLine® Network for FFELP and Alternative Loans
Reference ManualTable of Contents
TABLE OF CONTENTS
CHAPTER 1: INTRODUCTION...... 1-1
Letter from the President...... 1-1
How to obtain further assistance...... 1-2
Changes to the format of this manual...... 1-2
CHAPTER 2: COMMONLINE OVERVIEW...... 2-1
General Information...... 2-1
CommonLine benefits...... 2-2
Advantages to schools...... 2-3
CommonLine file formats...... 2-4
Identifying applications, loans, and disbursements...... 2-5
Identifiers in the Application Send File...... 2-6
Identifiers in the Response File...... 2-7
Identifiers in the Disbursement Information File...... 2-7
Identifiers in the Change Transaction Send File...... 2-7
CommonLine unique identifier format...... 2-8
Transmitting files...... 2-9
Testing and certification...... 2-9
Updates to CommonLine processes and file formats...... 2-9
CHAPTER 3: COMMONLINE COMPLIANCE...... 3-1
CommonLine compliance rules...... 3-1
Application Send File and Response File...... 3-1
Disbursement Information File...... 3-4
Change Transaction Send File and Response File...... 3-6
CHAPTER 4: APPLICATION SEND FILE...... 4-1
General information...... 4-1
File structure...... 4-2
Application processes...... 4-5
Submitting applications (initial requests)...... 4-5
Guarantee only (GO)...... 4-6
Guarantee and print (GP)...... 4-7
Print and guarantee (PG)...... 4-7
Print only (PO)...... 4-8
Credit only (CO)...... 4-9
Credit and Print (CP)...... 4-9
Guarantee and disburse...... 4-10
Loan status reporting...... 4-10
Master Promissory Note processing...... 4-10
Blanket Guarantee processing...... 4-14
Submitting applications (subsequent requests)...... 4-14
Correction...... 4-15
Reprint...... 4-16
Termination...... 4-17
Additional services...... 4-17
School Certification Request...... 4-18
Pre-approval credit requests - PLUS/Alternative loans...... 4-18
Hold/release disbursement funds...... 4-19
Alternative loans...... 4-20
Program type code...... 4-21
Alternative student/borrower indicator code...... 4-21
Reference/cosigner information...... 4-21
Supplemental borrower information...... 4-21
Supplemental disbursement information...... 4-22
CHAPTER 5: RESPONSE FILE...... 5-1
General information...... 5-1
File structure...... 5-2
Response processing...... 5-6
Application responses...... 5-6
Initial application responses...... 5-6
School Certification Requests (C records)...... 5-7
Application responses (S records)...... 5-7
Modification responses (M records)...... 5-7
Reprint responses (N records)...... 5-10
Change transaction responses (R records)...... 5-11
Unidentified loans/unsupported transaction responses (X records)..... 5-11
Application processing errors...... 5-12
Change Transaction Status Response (@6) Detail Records...... 5-12
Master Promissory Note—serial loan processing...... 5-13
Borrower confirmation for serial loans...... 5-16
Additional services...... 5-16
School Certification Request (C Records)...... 5-17
Pre-approval credit requests for PLUS/Alternative loans...... 5-17
Special messages...... 5-18
Alternative loans...... 5-18
Reference/cosigner information...... 5-19
Supplemental borrower information...... 5-20
Supplemental disbursement information...... 5-20
CHAPTER 6: DISBURSEMENT INFORMATION FILE...... 6-1
General information...... 6-1
Three formats...... 6-1
File structure...... 6-2
Disbursement processes...... 6-4
Submitting disbursement information...... 6-5
Methods of disbursement...... 6-5
Processing options...... 6-5
Additional disbursement considerations...... 6-6
Acknowledging disbursement information (CDA processes only)...... 6-7
Additional services...... 6-7
Netting and adjusted disbursements...... 6-7
Special messages...... 6-8
CHAPTER 7: CHANGE TRANSACTION SEND FILE...... 7-1
General information...... 7-1
Change Transaction Send File/Common Account Maintenance File relationship. 7-2
File structure...... 7-3
Change transactions...... 7-7
Change transaction flow...... 7-7
Routing agents...... 7-8
Submitting change transactions...... 7-9
Additional services...... 7-16
Hold/release disbursement funds...... 7-16
Netting...... 7-17
CHAPTER 8: PARTICIPANT PROFILES...... 8-1
General information...... 8-1
Profile contents...... 8-1
Completing and maintaining a profile...... 8-2
THIS PAGE IS INTENTIONALLY BLANK
Issued:02/15/20091
Revises:11/26/2001
Chapter 1: Introduction
CommonLine® Release 5
CHAPTER 1: INTRODUCTION
CommonLine Introduction
/ The NCHELP (National Council of Higher Education Loan Programs) CommonLine® Network for FFELP (Federal Family Education Loan Program) and Alternative Loans has become, in a few short years, the FFELP industry standard for electronic transmission of student loan data between schools and their varied service providers. From its beginnings as a vehicle for the electronic transmission of standard loan application data, it has developed into a full-service network, which includes standard file formats for FFELP and alternative loan application, disbursement, and change transaction data transmission and processing. As a result of these collective efforts, schools now have the ability to communicate electronically with all service providers via a standardized electronic format.This manual and the accompanying file descriptions are the result of a rigorous development and review process. They reflect the collective best efforts of FFELP participants, especially schools, to improve and clarify CommonLine file formats and processes. Considerable thought and care have been given to make the CommonLine Network easier to use and understand, with the goal of simplifying the student loan application, disbursement, and change transaction processes for both students and schools. If you are new to the CommonLine Network, this manual and the associated file descriptions provide you with the information you will need to get “up and running” with CommonLine. If you currently use CommonLine, they provide the latest version of CommonLine file formats and processes in an easily referenced format.
The CommonLine Network represents a continuing cooperative effort in the FFELP community and our commitment is to improve and enhance its effectiveness for all participants. To that end we welcome your input and comments on this documentation and on the CommonLine Network itself.
If you have any questions or comments regarding these file formats please submit an issue through the Electronic Standards Committee issue submission process at
How to obtain further assistance
/ Contact the Electronic Standards Committee’s (ESC) Origination Standards Advisory Team (OSAT) to obtain assistance with the following topics:- Obtaining the latest revision information about CommonLine file descriptions.
- Obtaining contact information for the OSAT.
NCHELP contact information
/ The NCHELP central office can be reached using any of the following contact information:National Council of Higher Education Loan Programs, Inc.
1100 Connecticut Avenue, NW
Suite 1200
Washington, DC20036-4110
Phone:(202) 822-2106
Fax:(202) 822-2142
E-mail:
Web site:
Changes to the format of this manual
/ Beginning with CommonLine Release 5, the following changes have been made to this manual.- The information pertaining to school-based software (formerly chapter 8) has been removed. As of the publication of this document, that information was is still in development. Eventually, it will be included in a separate document, the NCHELP Technical Manual for CommonLine and Common Account Maintenance Processes. This document can be found on the NCHELP Web site (
- The information pertaining to transmitting CommonLine files (formerly chapter 9) has been removed and included in a separate document, the NCHELP Technical Manual. This document can be found on the NCHELP Web site (
- The information pertaining to testing and certification (formerly chapter 10) has been removed.
- The glossary has been removed.
Issued:11/26/20011-1
Revises:04/01/2001
NCHELP CommonLine® Network for FFELP and Alternative LoansChapter 2
Reference ManualCommonLine Overview
CHAPTER 2: COMMONLINE OVERVIEW
General information
/ The NCHELP CommonLine® Network for FFELP and Alternative Loans represents the nationally-recognized standard for FFELP and alternative loan applications and disbursements. The term CommonLine is a registered trademark to ensure that it can only be used for student loan processing and is not the property of any one organization.NOTE
Proprietary formats that are developed and used by one or more organizations may continue in use and are outside the responsibility of the CommonLine process.
In 1995, CommonLine participants established standard procedures and software to allow the electronic exchange of loan processing data for FFELP loans among schools and service providers. Many schools and service providers began changing their systems and procedures to take advantage of this technology. Schools were able to use the school-based software (SBS) of their choice to initiate applications and receive loan status updates from many service providers.
In 1996, CommonLine was improved to support private, non-Title IV (alternative) loans and to make electronic disbursement and loan adjustment data available to participants.
In 1997, CommonLine was improved to provide transaction-based functionality for change transaction information and a more simplified response processing for communications back to school and between service providers.
For Release 4, CommonLine was improved to support the implementation of the Master Promissory Note (MPN) for Federal Stafford loans, to accommodate disbursement holds and releases from the school as well as e-mail address information, and to include more borrower, cosigner, and reference information.
For Release 5, CommonLine was again improved based on industry comment and further attempts to provide standardized data processing formats. The most significant revisions include the following:
- Loan status reporting has been redesigned to deliver a mechanism that provides a more accurate depiction of a loan’s disposition within the loan process. The single Application/Loan Phase Code used prior to Release 5 has been replaced with four new status codes which include Guarantor Status, Lender-Servicer Status, Promissory Note Status, and Credit Status.
- @8 Detail Records have been created for the Application Send and Response Files to support up to 20 disbursements.
- Change Transaction Send File layouts have been improved to support school and service provider requested enhancements for improved change transaction processing.
- The Disbursement Forecast File has been created to report all potential upcoming disbursements that are scheduled to be disbursed by the lender or lender-servicer.
CommonLine Benefits
/ The CommonLine Network offers the following advantages:- It simplifies the application, guarantee, disbursement, and change transaction processes.
- It facilitates communication among schools and service providers (guarantors, lenders, and servicers) through the use of common files and simplified processes. For example, a school submitting applications to many different guarantors can use a single file format for all communications.
- It enables participants to retain existing CommonLine-compliantSchool Based Software, while becoming part of a common data exchange .
- It enables participants to send key loan information electronically, through the use of an industry standard. The types of information that are being sent include applications, application updates, disbursement data, and change transactions.
NOTE
CommonLine compliance rules have been established for each CommonLine process. Participants must adhere to these compliance rules. (See chapter 3, CommonLine Compliance, CommonLine compliance rules.) /
- It offers flexibility by allowing schools and service providers to select the CommonLine processes they will implement.
Advantages to schools
/ School based software (SBS) is purchased by schools to assist them in the processing and electronic exchange of student loan applications, disbursement data, and change transactions.The goal of CommonLine is to simplify the student loan process by:
- Establishing standard file formats and a simplified approach for the electronic exchange of student loan data.
- Allowing schools to use one SBS or financial aid management system to communicate with all CommonLine participants.
- Enabling schools to initiate electronic communication with service providers with whom they currently communicate non-electronically.
Before common file formats and file transfer standards were established, one school could potentially have multiple SBS systems with multiple formats to transmit data to service providers (guarantors, lenders, and servicers). For example, a school might have SBS-A loaded on one PC to communicate with Guarantor A and SBS-B on another PC to communicate with Lender B. They might have to communicate with still other service providers using paper rather than electronic transmissions.
Schools may use CommonLine-compliant SBS to submit a single electronic format for FFELP and alternative loans. The following are typical steps in the CommonLine loan-origination process:
1.The school enters student loan certification data using SBS.
2.The SBS sorts data by service provider and transmits the data through a CommonLine-compliant file transport system (see the NCHELP Technical Manual for CommonLine and Common Account Maintenance Processes) using the Application Send File format.
3.Certification data is transmitted to the service provider via an Application Send File.
4.The service provider processes the data for initial requests (guarantee only, guarantee and print, print and guarantee, print only, or pre-approval credit requests), subsequent requests (correction requests, reprint requests, or terminate requests), or additional services (School Certification Requests, pre-approval credit requests, and disbursement hold/release requests).
NOTE
Pre-approval credit requests can be submitted as part of the initial request process; however, since the pre-approval credit request function is an optional service, it has been included under the additional services category as well.
5.The service provider sorts response records by school and batches them for transmission.
6.The service provider creates a Response File and sends it to the school through a CommonLine-compliant file transport system.
7.The school uses the response data for further loan processing.
CommonLine file formats
/ Following are the four main file formats used in the CommonLine process. Additional information can be found regarding these files in the actual file description documentation.- Application Send File
This file may also include alternative loan, borrower reference, borrower/cosigner, borrower/cosigner employer, supplemental borrower, or supplemental disbursement information, if applicable. For additional information, see Chapter 4.
- Response File
This file may also include alternative loan, reference, cosigner, supplemental borrower, or supplemental disbursement information, if applicable. For additional information, see Chapter 5.
- Disbursement Information File
- Change Transaction Send File
Identifying applications and loans via CommonLine Unique ID and Loan Sequence Number / Loans that originate under CommonLine are required to use the CommonLine unique identifier and CommonLine loan sequence number as detailed in this manual and the file descriptions. (See CommonLine file formats, Identifying applications and loans.) These two fields are designed as unique identifiers for the application and resulting loans. The CommonLine unique identifier and loan seuquence number (once guaranteed) are required to be used as the primary matching for CommonLine processing. Once the Loan Sequence Number is assigned it can not be modified, which means you cannot have more than one loan of the same type with the same unique id and multiple sequence numbers. All CommonLine files submitting information related to an application must include the CommonLine unique identifier, excluding print only requests in the Application Send File. The CommonLine loan sequence number is required, if known by the file creator per instructions in this section. While CommonLine is the primary focus, use of the CommonLine unique identifier and CommonLine loan sequence number is strongly encouraged between all business partners in processes outside of CommonLine.
NOTE
Because the CommonLine loan sequence number is assigned at the time of guarantee, it is not included in the Application Send File unless it is a Blanket Certificate of Guarantee (BCG) request. However, this field is included in all other CommonLine files.
NOTE
No CommonLine Unique Identifier is created or stored for a print only (PO) request. In addition, PO requests do not require guarantee processing and no Response (@1) Detail Record will be sent. / The CommonLine unique identifier is assigned at the application level. This code is assigned by the organization that transmits the first electronic record containing information about the application. Typically, this takes place when the Application Send (@1) Detail Record is submitted in the Application Send File. Please note that, for SCR requests, this number is typically assigned by the service provider in the Response File. However, there are cases in which the CommonLine unique identifier may not yet be assigned when other CommonLine files are created. When creating CommonLine files, it is the file creator’s responsibility to confirm whether the CommonLine unique identifier has been assigned; if not, it is the file creator’s responsibility to assign it.
The CommonLine loan sequence number is assigned at the loan level and is used in conjunction with the CommonLine unique identifier to identify each loan. This number is assigned by the guarantor at the time of guarantee or the lender at the time of BCG. Typically, this takes place when the Response (@1) Detail Record is submitted in the Response File.
Application Send File / The organization that transmits the first electronic record containing information about the application assigns the CommonLine unique identifier. The CommonLine loan sequence numberdoes not appear in the Application Send File unless it is a BCG request, since this field is created when the loan(s) is guaranteed.