Common Origination and Disbursement

COD Processing Update

June 17, 2005

Direct Loan
COD News

COD System Maintenance Planned For Sunday, June 19, 2005 (06/15/05)
The COD System will undergo routine maintenance on Sunday, June 19, 2005 from 2:00
A.M. until 8:00 A.M. (ET). During this period, users will not be able to submit or retrieve
data via the COD Web site. Additionally, batches submitted by schools will be held and not
processed until after the COD System comes back up. COD apologizes for any
inconvenience this outage may cause. If you have any questions, contact the COD School
Relations Center.

Extended Direct Loan Electronic MPN Web Site Outage For Sunday, June 19, 2005
(06/15/05)
As a reminder, the Direct Loan Electronic Master Promissory Note (MPN) Web site is
unavailable every Sunday morning from 5:00 A.M. until 11:00 A.M. (ET) while routine
maintenance is performed. During this period, borrowers are not able to complete new
MPNs electronically or retrieve existing MPNs that were completed electronically.

Due to COD System routine maintenance on Sunday, June 19, 2005, the Direct Loan
Electronic MPN Web site will be unavailable for an extended period of time from 2:00
A.M. until 11:00 A.M. (ET). As previously noted, borrowers will not be able to complete
or retrieve MPNs during this extended period.

COD apologizes for any inconvenience this outage may cause. If you have any questions,
contact the COD School Relations Center.

NEW! Unlocking And Resetting COD Web Site Passwords (06/17/05)

COD would like to remind COD Web site users that Security Administrators (COD Web
site User Level 5) are able to unlock and reset passwords for the users (User Level 1-4) they
established at their school or organization. However, if the Security Administrator needs
his or her password unlocked or reset, the Security Administrator must contact the COD
School Relations Center.

In order to unlock users, a Security Administrator should log in to the COD Web site,
www.cod.ed.gov, and complete the following steps:

Step 1: From the Welcome to Common Origination & Disbursement Web Site screen, click
on the User tab on the blue bar at the top of the screen. The User Search screen
displays.

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Step 2: Enter the search criteria for the user and click on the submit button at the bottom of
the User Search screen. The Search Results screen displays and lists users that
match the search criteria.
Step 3: On the Search Results screen, select the name of the user that needs to be unlocked.
The User Information screen displays.
Step 4: Click on the Modify button at the bottom of the User Information screen. The
Update User Profile screen displays.
Step 5: The Locked Out box on the Update User Profile screen contains a checkmark.
Click on the Locked Out box to remove the checkmark.
Step 6: If a new temporary password is not needed, skip this item and go to Step 7. If a
new temporary password is needed, enter the new temporary password in the New
Password field. Then re-enter the new password in the Re-enter New Password
field to confirm. The user will need to change this password to one of his or her
choosing.
Step 7: Click on the submit button at the bottom of the Update User Profile screen. The
Update Your Profile screen displays.
Step 8: On the Update Your Profile screen, click on the Submit button to confirm the
updates made to the user’s profile.

This information is also posted on the COD Web site in a document entitled “Unlocking
And Resetting COD Web Site Passwords.” To access the document before you log in to the
Web site, click on the “Click here if you are looking for more information on Common
Origination and Disbursement” Link. To access the document after you log in to the Web
site, click on the “Today’s Updates” link at the bottom of the page.

Schools can refer to the Electronic Announcement on the IFAP Web site,
http://www.ifap.ed.gov/eannouncements/0316UpdateCODWebsiteaccessforschools.html,
for information regarding COD Web site access. Third party servicers can refer to the
Electronic Announcement on the IFAP Web site at
http://www.ifap.ed.gov/eannouncements/0316UpdatedCODWebsiteaccessforthirdpartyservi
c.html

Contacting The Direct Loan Consolidation Center (06/16/05)

The COD School Relations Center is experiencing an unusually high call volume from
borrowers with inquiries regarding consolidation. Unfortunately, the COD School
Relations Center cannot assist borrowers with this information. Many students are waiting
for an extended period of time only to be directed back to the Loan Consolidation Center for
help. Schools should refer their borrowers to the Loan Consolidation Center (800/557-
7392) or the Direct Loan Consolidation Web site (http://loanconsolidation.ed.gov) for
assistance with consolidation inquiries. Due to the pending interest rate changes and peak
consolidation processing, schools should prepare their borrowers for long wait times at the
Loan Consolidation Center.

2005-2006 Award Year Deadline Dates Published In Federal Register (06/14/05)

On June 7, 2005, the Department announced the deadline dates for the receipt of documents
and other information from schools and applicants for the Federal student aid programs for
the 2005-2006 Award Year. The text of the Federal Register notice is posted on the IFAP
Web site at http://ifap.ed.gov/fregisters/FR06072005.html.

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Direct Loan Bulletin 05-10 Released (06/13/05)
Direct Loan Bulletin 05-10 was released to schools from the COD School Relations Center
on June 10, 2005, and is posted on the IFAP Web site at
http://www.ifap.ed.gov/dlbulletins/DLB0510.html. This bulletin reminds schools of the
upcoming record submission deadline for the 2003-2004 Direct Loan Program year.

If you would like to be added to or removed from the distribution list, please submit an e-
mail to [email protected] with the subject line of “DLB Distribution”.

Contacting The Direct Loan Servicing Center For Direct Loan Borrower Account
Information (06/10/05)
The COD School Relations Center is experiencing an unusually high call volume from
borrowers with inquiries regarding their Direct Loan borrower accounts. Unfortunately, the
COD School Relations Center cannot assist borrowers with this information. We encourage
schools to advise their borrowers to contact the Direct Loan Servicing Center (Borrower
Services) (800/848-0979) for assistance with their accounts. Schools can also refer
borrowers to the Direct Loan Servicing Web site (http://www.dl.ed.gov/) to access borrower
account information. If you have questions regarding your Direct Loan processing at COD,
please contact the COD School Relations Center.

Reports and Data Requests

ISSUES
Except as listed below, all Direct Loan reports and data requests are available as specified in
Volume VIII, Section 8 of the 2004-2005 COD Technical Reference posted on the IFAP
Web site at www.IFAP.ed.gov/. There are issues with the following Direct Loan reports
and/or data requests:

• Duplicate Student Borrower Have all now been sent to schools’ SAIG
Reports— mailboxes. These reports are also available
on the COD Web site. COD apologizes for
any inconvenience caused by the delay.
[02/09/05 (Updated 06/16/05)]

• MPN Discharge Reports— Were sent to some schools containing an

• MPNs Due To Expire Reports— incorrect total record byte (length). COD is
• Expired MPN Reports— developing a code fix for this issue and will
provide updates as more information
becomes available. In the meantime,
schools should notify the COD School
Relations Center if they suspect that this
situation has occurred. [03/31/05 (Updated
05/19/05)]

• Direct Loan Rebuild File— Cannot be requested on the COD Web site.
However, schools in need of this file should
contact the COD School Relations Center to

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discuss their options. [08/25/04 (Updated
04/13/05)]

Current Issues
COD Rejecting Records Incorrectly For COD Edit 12 [(02/10/05 (Updated 06/01/05)]
COD previously reported three situations in which records were rejecting incorrectly for
COD Edit 12 (No Eligible SSN, DOB, and Last Name Combination Match Found on CPS
for Student). At this time, two of the three issues are resolved, however, the following issue
remains:

Some schools are receiving COD Edit 12 for students with prior year Direct Loan Awards
in the COD System who have since changed their name or require a change to their date of
birth. The schools are attempting to submit updates to Direct Loan origination records. In
the reported cases, students have updated their SARs appropriately and there are valid CPS
transactions on file in the COD System.

COD continues to research a code fix to resolve this situation and will provide updates as
more information becomes available. If your school has students affected by this situation,
contact the COD School Relations Center to report the affected records.

Issue With Submitting The 2003-2004 Balance Confirmation Form Via Web (05/31/05)
Some COD Web site users are unable to submit the Balance Confirmation Form via the
COD Web site’s School Balance Confirmation screen. This issue is isolated to users with
Netscape Navigator version 7.1 and 8.0 Internet browser. After clicking the “I Agree” tab
on the School Balance Confirmation screen, users are redirected to the login page or receive
an error message.

COD is researching this issue and will provide updates as more information becomes
available. As a workaround, we encourage users to use Internet Explorer as their Internet
browser. Furthermore, schools may submit written authorization allowing the COD School
Relations Center to perform this activity via the web on their behalf. For detailed
information about submitting this authorization, please review the School Online Change
Authorization Instructions posted on the COD Web site under the “Click here if you are
looking for more information on Common Origination and Disbursement.” link.

COD Incorrectly Rejecting For COD Edit 039 [12/27/04 (Updated 04/15/05)]
COD became aware of an issue that results in schools receiving COD Edit 039 (Incorrect
Award Amount) in error. This sometimes occurs when schools submit changes to awards to
lower the amount to zero through either batch or online processing.

COD has made significant progress in analyzing the issue and is currently developing a
code fix. COD will continue to provide updates as more information becomes available. In
the meantime, please do not resubmit your records. We appreciate your patience as we
work to resolve this issue.

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Pell Grants
COD News

COD System Maintenance Planned For Sunday, June 19, 2005 (06/15/05)
The COD System will undergo routine maintenance on Sunday, June 19, 2005 from 2:00
A.M. until 8:00 A.M. (ET). During this period, users will not be able to submit or retrieve
data via the COD Web site. Additionally, batches submitted by schools will be held and not
processed until after the COD System comes back up. COD apologizes for any
inconvenience this outage may cause. If you have any questions, contact the COD School
Relations Center.

NEW! Unlocking And Resetting COD Web Site Passwords (06/17/05)

COD would like to remind COD Web site users that Security Administrators (COD Web
site User Level 5) are able to unlock and reset passwords for the users (User Level 1-4) they
established at their school or organization. However, if the Security Administrator needs
his or her password unlocked or reset, the Security Administrator must contact the COD
School Relations Center.

In order to unlock users, a Security Administrator should log in to the COD Web site,
www.cod.ed.gov, and complete the following steps:

Step 1: From the Welcome to Common Origination & Disbursement Web Site screen, click
on the User tab on the blue bar at the top of the screen. The User Search screen
displays.
Step 2: Enter the search criteria for the user and click on the submit button at the bottom of
the User Search screen. The Search Results screen displays and lists users that
match the search criteria.
Step 3: On the Search Results screen, select the name of the user that needs to be unlocked.
The User Information screen displays.
Step 4: Click on the Modify button at the bottom of the User Information screen. The
Update User Profile screen displays.
Step 5: The Locked Out box on the Update User Profile screen contains a checkmark.
Click on the Locked Out box to remove the checkmark.
Step 6: If a new temporary password is not needed, skip this item and go to Step 7. If a
new temporary password is needed, enter the new temporary password in the New
Password field. Then re-enter the new password in the Re-enter New Password
field to confirm. The user will need to change this password to one of his or her
choosing.
Step 7: Click on the submit button at the bottom of the Update User Profile screen. The
Update Your Profile screen displays.

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Step 8: On the Update Your Profile screen, click on the Submit button to confirm the
updates made to the user’s profile.

This information is also posted on the COD Web site in a document entitled “Unlocking
And Resetting COD Web Site Passwords.” To access the document before you log in to the
Web site, click on the “Click here if you are looking for more information on Common
Origination and Disbursement” Link. To access the document after you log in to the Web
site, click on the “Today’s Updates” link at the bottom of the page.

Schools can refer to the Electronic Announcement on the IFAP Web site,
http://www.ifap.ed.gov/eannouncements/0316UpdateCODWebsiteaccessforschools.html,
for information regarding COD Web site access. Third party servicers can refer to the
Electronic Announcement on the IFAP Web site at
http://www.ifap.ed.gov/eannouncements/0316UpdatedCODWebsiteaccessforthirdpartyservi
c.html

2005-2006 Award Year Deadline Dates Published In Federal Register (06/14/05)

On June 7, 2005, the Department announced the deadline dates for the receipt of documents
and other information from schools and applicants for the Federal student aid programs for
the 2005-2006 Award Year. The text of the Federal Register notice is posted on the IFAP
Web site at http://ifap.ed.gov/fregisters/FR06072005.html.

Pell Grant Year-To-Date Record In Production [12/01/04 (Updated 02/09/05)]

Pell Grant Year-to-Date (YTD) records (PGYRxxOP) are being generated and sent to
schools’ SAIG mailboxes. The YTD record can be used to assist a school with its year-end
and ongoing reconciliation processes.
Previously, we informed schools of three COD System issues affecting the Pell Grant YTD
record and cautioned schools not to use the YTD record for rebuilding a complete student
record or Pell database until the issues were resolved. At this time, two of the three issues
are no longer affecting the YTD Record.
We regret that the one remaining COD System issue continuing to affect the Pell Grant
YTD record has taken longer than initially expected to resolve. We continue to caution
schools not to use the YTD record for rebuilding a complete student record or Pell
database until the issue is resolved. The issue is as follows:
• In some cases, when we process more than one disbursement transaction for the
same disbursement number on the same day, the individual transactions are
currently not reflected in the YTD record and on the COD Web site. Instead,
one combined disbursement transaction is reflected with the correct disbursement
amount, the correct disbursement date, and the highest disbursement sequence
number. We are currently researching a code fix and cleanup plan for this issue.
Note: For a disbursement with this issue, if a school encounters difficulty
processing further disbursement activity through its software, the activity can be
performed on the COD Web site.
Schools should also refer to the Electronic Announcement that was posted on the IFAP Web
site, http://www.ifap.ed.gov/eannouncements/1130PellGrantYTDRecord.html, for

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additional information on the Pell Grant YTD record. Note: The status of the YTD record
will continue to be covered in the Reports and Data Requests section of this document until
the COD System issue affecting the YTD record is resolved.

Reports and Data Requests

Except as listed below, all Pell Grant reports and data requests are available as specified in
ISSUES Volume VIII, Section 8 of the 2004-2005 COD Technical Reference posted on the IFAP
Web site at www.IFAP.ed.gov/. There are issues with the following Pell Grant reports
and/or data requests:
• Pell Year-to-Date (YTD) Records— For all award years, are being sent to schools' SAIG
mailboxes (Message Class PGYRxxOP). The YTD
record can be used to assist a school with its year-
end and ongoing reconciliation processes. Until
resolution of a current COD System issue affecting
the YTD record, we caution a school not to use the
current YTD record for rebuilding a complete
student record or Pell database. See the “Pell Grant
Year-To Date Record Back In Production” item in
the COD News section of this document for an
explanation of the issue. [10/05/04 (Updated
02/09/05)]

Resolved Issues In Clean Up

COD has implemented code fixes for the issues listed below and is cleaning up the affected
records. After a clean up has been completed, its status will be updated and it will remain in
this section for an additional 7 calendar days.
Issue In Progress Completed
Pell Grant Information Not Updated In √
NSLDS

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Current Issues

Schools Unable To Import Response With A Negative Dollar Amount [02/21/05

(Updated 06/03/05)]
As previously reported, COD learned of an issue affecting some Full Participants that have
their Pell Grant Error Processing Option set to "Corrected". COD is returning to some Full
Participants, Pell Grant responses with a disbursement amount corrected to a negative value
in error. As a result, the affected schools are unable to import the responses. At this time,
COD believes this issue is occurring when a Full Participant submits multiple disbursement
adjustments for the same disbursement number within the same batch.

The COD Development team is developing a code fix for this issue and will provide
updates as more information becomes available. In the meantime, COD has worked with
schools affected by this issue and will continue to do so. If a school suspects that it is
experiencing this issue, contact the COD School Relations Center to report the affected
Batch ID. COD will then clean up the affected response and resend it to the school.

COD Rejecting Records Incorrectly For COD Edit 12 [(02/10/05 (Updated 06/01/05)]
COD previously reported three situations in which records were rejecting incorrectly for
COD Edit 12 (No Eligible SSN, DOB, and Last Name Combination Match Found on CPS
for Student). At this time, two of the three issues are resolved, however, the following issue
remains:

Some schools are receiving COD Edit 12 for students with prior year Pell Awards in the
COD System who have since changed their name or require a change to their date of birth.
The schools are attempting to submit updates to Pell origination records. In the reported
cases, students have updated their SARs appropriately and there are valid CPS transactions
on file in the COD System.

COD continues to research a code fix to resolve this situation and will provide updates as
more information becomes available. If your school has students affected by this situation,
contact the COD School Relations Center to report the affected records.

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