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Common Origination and

Disbursement (COD)
Update

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 In this session…
 Overview
 Processing Changes for 2004-2005
 Customer Service Update
 Processing Updates

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 What’s going on with COD?
 On March 15th, COD went live with Release 3.0 for
the 2004-2005 award year.
 Operational performance continues to improve –
number of issues decreasing!
 COD received a clean audit for the 2nd year in a row!
 COD has extended the Full Participant deadline to
the 2005-2006 award year.
 2004-2005 Technical Reference published in
November, and the most recent set of change pages
were published in March
 Upcoming Focus Group in Reston, VA – April 15th –
16th, 2004 3
 COD Processing
YTD Totals – as of March 23, 2004

Pell & Direct Loan Totals

2002-2003 2003-2004
Originations (#) 8.8 million 8.4 million
Originations ($) $27.9 billion $29 billion
Actual Disbursements (#) 17.8 million 14.4 million
Actual Disbursements ($) $23 billion $21.2 billion
% Substantiated 99.77% 99.81%

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 Processing
Changes for
2004-2005
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 Summary of 2004-2005
Processing Changes
Pell Grant and Direct Loan Changes
 Enhanced Message Class Options for Full
Participants
 Increased variable field length on the SAIG
Transmission Header.

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 Summary of 2004-2005
Processing Changes
Pell Grant Changes
 Verification Initiatives
– CPS Verification Indicator tag added to Common Record
Response
– Highest CPS Transaction Number tag added to Common
Record Response
– Pell Verification Status Report

 Pell POP Report (Future Release)

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 Summary of 2004-2005
Processing Changes
Pell Grant Changes cont.
 Data elements no longer required for Pell Grant
processing:
– Academic Calendar Code
– Payment Methodology Code
– Weeks of instructional time used to calculate payment
– Weeks of instructional time in program’s definition of award
year
– Credit/Clock hours used to calculate payment
– Credit/Clock hours in this student’s program of study’s
academic year

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 Summary of 2004-2005
Processing Changes
Direct Loan Changes
 Anticipated disbursement information required when
establishing Direct Loan awards.
 Automatic recalculation of anticipated disbursements
when Award Amount is decreased.
 Automatic reduction of anticipated disbursements to
allow loan inactivation.
 Pennies will not be processed in the Direct Loan
Program.

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 Summary of 2004-2005
Processing Changes
COD Web Site Changes
 Enhanced CPS applicant data search functionality.
 Person Information pages allow filtering by award
year.
 Award Amount Disbursed and Award Amount
Approved added to Person Information pages.
 Batch Search screens allow filtering by Award Type
and Doc Type.
 Batch Detail Information page split to display
information submitted to COD and information
returned by COD.
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 Summary of 2004-2005
Processing Changes
COD Web Site Changes
 Promissory note search by SSN, MPN ID, or First
Name and Date of Birth.
 School Summary Financial Information screen
reflects information contained in the Direct Loan
School Account Statement.
 Enhanced disbursement functionality to allow
creation of multiple anticipated disbursements when
originating an award.
 Ability to select Award Year and Program for web
navigation.
 GAPS Debit Date added to Cash Activity Screen. 11
 Extended Full Participant
Deadline for 2004-2005
 COD will accept Phase-In Participant records in
2004-2005.

 All schools must be Full Participants using the XML

Common Record in 2005-2006.

Reminder: If you would like to be a Full Participant

for the 2004-2005 award year and were not a Full
Participant for a prior award year, you must register
with COD School Relations prior to submitting
records.
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 2004-2005 Processing
Changes Update
 COD will no longer be instituting the following functionality
for the 2004-2005 award year:
– Campus-Based processing
– School Report Options via the COD web site

 Campus-Based
– Due to feedback on the proposed Campus-Based functionality for the
2004-2005 award year, enhancements to Campus-Based functionality
are now being explored. The implementation of Campus-Based
processing has been postponed pending further discussion of
Campus-Based design requirements.

 School Report Options

– COD will not be providing enhanced School Report Options. Current
COD processing will continue to allow for the selection of limited
report delivery, sort, and format options via the web and by contacting
Customer Service.
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 2004-2005 Update
Current School Report Options
Pell Reports
 The following reports can be requested via the Pell Data
Request link on the COD web site and will be delivered in
fixed-length file format via the school’s SAIG mailbox:
– ESOA
– MRR
– Pell Reconciliation
– YTD

 The following reports can be viewed on the COD web site in

PDF or comma-delimited format by clicking on the Services
tab:
– Pending Disbursement List Report
– Funded Disbursement List Report

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 2004-2005 Update
Current School Report Options
Direct Loan Reports
 The following reports can be displayed on the COD web site
by clicking on the Services tab. These reports are
automatically sent to the schools SAIG mailbox:
– 30 Day Warning Report
– Pending Disbursement List Report
– Funded Disbursement List Report
– Duplicate Student Borrower
– SSN/DOB/Name Change Report
 Format and delivery options for the above reports can be
modified by accessing the Report Selection link on the
School Summary Information Screen.
 Format and delivery modifications for the SSN/DOB/Name
Change Report must be made by contacting Customer
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Service.
 XML Schema Processing
2004-2005 Update
 COD originally intended to return Common Record
documents in the latest release of the XML Schema.
 Due to feedback received from vendors, COD has
modified its approach to Schema processing and has
instead instituted a temporary workaround.
 While investigating possible long term solutions, COD
will temporarily return the highest Schema version for
the award year contained in the Common Record
document.
 For more information, please refer to the COD
Technical Reference, March Release or access the
following IFAP message:
– http://www.ifap.ed.gov/eannouncements/0310CODSchemaChange0
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Customer
Service
Update
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 COD Full P ar ticipant s
As of March 1, 2004

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1895

3537
5512

2002-2003 2003-2004
1490 All schools must be
Full Participant for
the 2005-2006 Award
Year.

3840
Phase-In Participants
Full Participants
2004-2005 (Projected) 18
 COD Outreach Efforts
 The COD School Relations Center performs outreach
via phone and e-mail to schools.
– E-mail is sent to Financial Aid Administrators.
– COD encourages schools to review their contact
information in COD to ensure it is current.

 Customer Service has increased their outreach

efforts in order to help schools meet regulatory and
reporting requirements.
 In January 2004 COD requested feedback on
Customer Service and Outreach Efforts.
 THANK YOU to all schools that participated.

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 Role of COD Customer
Service Representative
 COD CSR teams are arranged by region and area
code. Each school has a primary CSR assigned to it.
Your primary CSR is available to:
– Answer COD processing questions about the COD
System, Pell Grant and Direct Loan Programs
– Assist in obtaining COD web site access assist in web
navigation
– Assist in Full Participant registration for 2004-2005
Award Year
– Provide updates on your current issues
– Perform outreach to their schools

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 COD Customer Service
Outreach
 Each morning COD reviews the previous day’s batch
processing to determine in what areas outreach is
necessary. Based on our findings, common outreach
concerns:
– Schools with processing abnormalities or with unusually
high reject numbers
– Invalid fixed-length or XML format batches that fail to
process in COD
– Helping schools substantiate their funds at intervals of
20, 30, 45, 60 and 75 days..
– Status updates to schools that have been identified in
COD cleanup projects and/or have resolved COD
System issues.
– Software Vendors and Third Party Servicers in early
issue identification and resolution.
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 COD Customer Service
Outreach
 Pell Grant specific outreach includes:
– Schools that have students in a POP situation that have
not submitted an adjustment within 30 days.
– Unprocessed Deobligations
– Verification “W” updates

 Direct Loan specific outreach includes:

– Schools with Direct Loan PLUS records that have a
pended credit check in COD are contacted to obtain
additional information in order to proceed with the credit
check.
– Direct Loan Award Year closeout.
– Direct Loan Bulletin distribution.

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 COD Communications
 COD utilizes various methods to communicate to the
Financial Aid Community. These methods include:
– COD Processing Updates
– IFAP Electronic Announcements
– PMessage to SAIG mailbox
– Direct Loan Bulletins
– COD Web Site Messages
– COD Technical Reference
– COD Frequently Asked Questions (FAQs)
– COD & CPS/WAN-Quick Reference Guide

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 COD Substantiation Process
 COD proactively contacts schools that have drawn
down funds from GAPS and have not yet submitted
the minimum amount of disbursement records to
substantiate the funds.

 School’s Financial Aid Administrators are contacted at

various increments to alert them of the need to justify
drawn down funds.
– Email contact at 20, 30, 45 and 75 days.
– Phone contact at 60 days.

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 COD Substantiation Process
Methods of Contact
Email Contact:
 Each week an automated warning email is sent to the
Financial Aid Administrator when a drawdown has not
been substantiated.
– Emails sent at 20, 30, 45, and 75 days.

 Schools that have current issues affecting their ability

to substantiate drawdowns will not receive the email.

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 COD Substantiation Process
Methods of Contact
Phone Contact:
 CSR makes phone contact with school when a
drawdown is not substantiated within 60 days.
– Research is conducted prior to the call to verify the
unsubstantiated cash and to check recent disbursement
activity.
– COD will attempt to contact schools 3 times, leaving a
detailed message on the 3rd attempt.

 CSRs help schools review their cash balances online

and determine the next steps to substantiation.

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 Funds Control Methods
 Global Reduction of Current Funding Level (CFL)
– Every Spring the Department decreases the schools’ CFL to
the total amount of the disbursements schools have reported
and COD has accepted, for their students.
• Warning message sent to schools before reduction takes place.
• Decrease is sent to GAPS.
• Schools receive ESOA that reflects the adjustment.

 Prior Award Year Negative Balance Reduction

– Letter sent to schools that have a negative balance for 2001-
2002 Award Year.
• Applies to both Pell Grant and Campus-Based programs.

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 COD School Relations Center
Contact Information
 E-mail [email protected]

 Call the COD School Relations Center

– 1-800-4-PGRANT for Pell Grants
– 1-800-848-0978 for Direct Loans

 COD Web Site (www.cod.ed.gov)

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 Processing
Updates
Please refer to the COD Processing Updates handout!!
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 Other COD Sessions
 Session 18: COD 101: The Basics
 Session 19: COD Open Forum

COD School Relations Staff is available

in the PC Lab!!

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Questions?

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