Adding Program Data to SMS for COD and NSCH Reporting
The Moving Ahead for Progress in the 21st Century Act (MAP-21) (Public Law 112-141) limits a first time
borrower’s eligibility for Direct Subsidized Loans to a period not to exceed 150 percent of the length of the
borrower’s educational program. Late last year, the Department of Education released new reporting
requirements for enrollment reporting to NSLDS (National Student Loan Data Systems) and Direct Loan
reporting to COD (Common Origination and Disbursement System) to track students’ subsidized loan usages.
The new reporting requirements include additional information about the student’s program of enrollment and
colleges are required to report this data beginning summer 2014.
To meet this requirement, five new data elements have been added to SMS. The data elements will be included
with the extracts sent to the NSCH (National Student Clearinghouse) and Direct Loan reporting to COD. The data
are reported by student, but the actual elements are added to the program record in SMS. The new data are:
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Program Credential Level
Special Program
CIP (existing data element)
Program Length
Program Length Units
Program Weeks in Academic Year
Currently, colleges maintain program information on the College Educational Programs table, SM5006. A second
page has been added to the screen so you can enter the required data for each program. The existing data on
SM5006 is stored in SM.EDUC-PRG-M. The new data is stored in a different table – SM.EDUC-PRG-MISC-D. To
get to the new screen, you enter the educational program code and press the F4 (MISC SCREEN) function key.
April 2014
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Entering the new data for a program
Data that is entered on the Miscellaneous Data screen is reported for each student assigned the program code.
All active program codes must have data that can be reported to the NSCH and to COD for each student.
Perform the following steps to add the new data for a program.
1. Bring up the existing program record on SM5006 or add a record for a new program. To bring up an
existing program, type the educational program code in the Educ Prg Cd field and press Enter. To add a
new program, type the educational program code and press F1 (ADD).
2. Select the F4 (MISC SCREEN) function key to bring up the Miscellaneous Data screen.
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3. In the Yrq Start field, type the year quarter code for the beginning of the program. This field can be
blank. Press F1, ADD.
The fields open for entry.
If a CIP exists in TBL3.PRG-INVEN-M for the program code, it will be pulled into the CIP field. Stateapproved vocational programs have a CIP assigned; non state-approved vocational and academic
programs do not have a CIP assigned. You will need to enter the CIP for all active non state-approved
vocational and academic programs.
4. Enter data in the appropriate fields.
Field
Credential Level
Special Program
Indicator
CIP
Program Length
Description
The level of credential a student receives after completion of the program. (required)
Valid codes:
• 1 = Undergraduate Certificate or Diploma Program
• 2 = Associate’s degree
• 3 = Bachelor’s degree
• 7 = First Professional degree
• 99 = Non Credential Program (Preparatory Coursework/Teacher Preparation)
Flag to indicate that the program belongs to one of the following groups below. (required)
Valid codes:
• A = Special Admission Associate Degree Program
• B = Bachelor’s Degree Completion Program
• T = Non Credential Teacher Certification
• U = Preparatory Coursework (Undergraduate)
• N = Not applicable
Note: if indicator is T or U, then Credential Level must be “99”.
The six-digit Classification of Instruction Program code identifying a program’s academic content.
Do not enter decimal points. (required) Note: this field is already populated if the program is a
state-approved vocational program.
Length of the instructional program in years, months or weeks. (required) Works in conjunction
with the Program Length Units field.
Format: xxx.xxx
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Program Length
Units
Program Weeks
in Academic Year
Financial Aid
Eligibility
The type of units used to measure the length of a program. (required) Works in conjunction with
the Program Length field.
Valid codes:
• W = weeks
• M = months
• Y = years
The number of weeks in the Title IV academic year that your institution defined under 34 CF
668.3. (required)
Format: xxx.xxx
Note: this is not the length or number of weeks that the student is in the program.
Indicates if the program is eligible for financial aid. (optional)
• Y = eligible
• N = not eligible
5. Press Enter to save the record.
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The PRG-MISC-D data shows
on the first line of the record.
As miscellaneous data changes for a program, you can track the changes by creating a new record. See the
example below:
Original record
nd
2 record
To add another miscellaneous data record to the same program:
1. In the Yrq Start field, type the year/quarter code that the changes to the record will be effective.
2. Press F1 (ADD).
3. Enter data in the required fields.
4. Press Enter. The original record and the record after the change now display. You can have any number
of miscellaneous data records for a program, but only 12 will display on the screen.
To change a miscellaneous data record without tracking the changes:
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1. In the Yrq Start field, type the year/quarter code of the record you want to change. If you are changing a
record that does not have a year/quarter, leave the field blank.
2. Press F2 (CHANGE).
3. Change the data you want to change.
4. Press Enter.
To delete a miscellaneous data record:
1. In the Yrq Start field, type the year/quarter code of the record you want to delete. If you are deleting a
record without the year/quarter, leave the field blank.
2. Press F5 (DELETE).
3. Press F5 (DELETE) again.
This deletes the specific miscellaneous data record but does not delete the educational program record.
4. To return to the main page, press F8 (RETURN/CANCEL).
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