# Presentation: 659925

## <date/time>

## Session 22

***What’s New for Pell Grant Processing in 2003-2004? ***

- Session 22 -

## Overview of COD

- Redefines aid origination and disbursement processes for Pell Grants and Direct Loans, and provides optional common reporting opportunities for campus-based programs
- Integrates a common process with a system designed to support origination, disbursement, and reporting
- Increases accountability and program integrity

- Session 22 -

## Overview of COD

- COD replaces the Recipient Financial Management System (RFMS) and the Direct Loan Origination System (DLOS) starting in 2002-2003
- ALL SCHOOLS data is processed by COD beginning in award year 2002-2003
- ALL SCHOOLS can access the COD website at https://cod.ed.gov (see later slides for how)

- Session 22 -

## Your school’s “participant” status is determined by the method you use to transmit your data to COD:

Full Participants
Schools that submit data using the COD Common Record Layout in XML format

Phase-In Participants
Schools that submit data using Pell Grant/Direct Loan Record Layouts in fixed-length, flat file format

**Full Participants**
**Schools that submit data using the COD Common Record Layout in XML format**
**Phase-In Participants**
**Schools that submit data using Pell Grant/Direct Loan Record Layouts in fixed-length, flat file format**

***COD Participation***

- Session 22 -

## COD Participation

***COD Participation***

- Session 22 -

## COD Participation

**ALL**** Schools must be Full Participants by 2004-2005 !**

- Session 22 -

## COD Cash Management Tools

- COD Web Pages
- Provide up to date information about funds drawn by school
- Allow for easy comparison of accepted student level disbursement records to funds
- Allow easy view of Current Funding Level
- Show GAPS activity
- Provide for self-assessment of cash management compliance

- Session 22 -

## COD Cash Management Tools

- Aging of Drawdowns
- Each drawdown is aged to see how long it takes to “substantiate” the draw
- Lets a school know at any point how much funds have not been substantiated
- Funds are available based on actual disbursement records
- Records are accepted 30 days out
- CFL is increased 7 days out

- Session 22 -

## COD Cash Management Tools

- Customer Service assistance
- Primary representative for each School/Servicer
- Performs outreach activities including for funding issues (calls & warning messages)
- Reconciliation Team
- Provides Funds Management Support to Schools
- Has access to GAPS information

- Session 22 -

## COD Web Pages

- School Summary Information
- School Funding Information
- School Summary Financial Information
- Refunds of Cash Information
- Cash Activity

- Session 22 -

## Slide 12

- Session 22 -

## Slide 13

- Session 22 -

## Slide 14

- Session 22 -

## Slide 15

- Session 22 -

## Slide 16

- Session 22 -

## Processing Statistics - Originations

- Session 22 -

## Processing Statistics - Disbursements

- Session 22 -

## Changes for 02-03: POP

|  | OLD |
| --- | --- |
| Overawards allowed to exist for 30 days | Pell did not allow overawards for any period of time |
| MRR is produced informing all schools involved of the situation and providing contact information | MRR is produced informing all schools involved of the situation and providing contact information |
| If after 30 days the situation has not been remedied, all schools involved will receive a negative disbursement. Eligible school submits positive disbursement | Required submission first of a negative disbursement and then a positive disbursement |

- NEW

***Changes for 02-03: POP***

- Session 22 -

## POP on the Web

- Session 22 -

## POP on the Web

- Session 22 -

## Why New POP Process?

- School Feedback
- RFMS Mad Dog indicated improvements were needed
- Removal of Reliance on Schools That Can’t Respond
- Allows Funds to Flow Instead of Inhibiting Funds

- Session 22 -

## New demographic info used for the new student identifier information in COD

Current SSN, Date of Birth and First Two Characters of Last Name (CPS Transaction Number)

These components used to tie student to CPS information

To make changes to these fields, CPS must be updated

Update COD by re-originating the student with a new  CPS Transaction Number

**Current SSN, Date of Birth and First Two Characters of Last Name (CPS Transaction Number)**
**These components used to tie student to CPS information**
**To make changes to these fields, CPS must be updated**
**Update COD by re-originating the student with a new  CPS Transaction Number**

***Changes for 02-03: Student Identifier***

- Session 22 -

## Student Identifier

**Step 1 – Student Files FAFSA (Transaction 01)**

- CPS

***Original SSN: 123******54******6789***
***Last Name: J******a******nes***
***DOB: 01-01-1981***
- Current SSN: 123546789
- Current Last Name: Janes

- The Student Makes a mistake on SSN and Last Name

***Student Identifier***

- Session 22 -

## Student Identifier

- SSN: 123546789
- Last Name: Janes
- DOB: 01-01-1981
- Transaction Number - 01

**Step 2 – School Sends in Origination to COD**

- COD

***Student Identifier***

- Session 22 -

## Student Identifier

***Original SSN: 123******54******6789***
***Last Name: J******a******nes***
***DOB: 01-01-1981***
- Current SSN: 123456789
- Current Last Name: Jones

**Step 3 – Student Corrects SSN & Last Name (Transaction 02)**

- CPS

***Student Identifier***

- Session 22 -

## Student Identifier

- COD

- SSN: 123456789
- Last Name: Jones
- DOB: 01-01-1981
- Transaction Number - 02

**Step 4 – Submission to COD**

***Student Identifier***

- Session 22 -

## Pell Award on the Web

- Session 22 -

## Start Up Issues

**Timing of Disbursements**

_**Issue**_

_**Resolution**_

**When an origination and a disbursement are sent to COD in the same batch or within a short period of each other, COD rejects the disbursement**

**COD rejects the disbursement because it processes the disbursement before the origination.  The workaround is for schools to send disbursement records after the origination records are acknowledged**
**COD is currently analyzing a long term solution to prevent this from happening**

- Session 22 -

## Start Up Issues

**Processing Originations**

_**Issue**_

_**Resolution**_

**COD requires a CPS match**

**Schools must ensure that the student identifier being submitted matches a transaction on CPS and that the student is Pell eligible**
**COD Customer Service and Operations are doing analysis to provide guidance to schools on solutions**

- Session 22 -

## Start Up Issues

**Processing Originations**

_**Issue**_

_**Resolution**_

**COD issue with matching on the CPS match. Some edits being returned inaccurately. Edit 824 (312) , 024 (311), 012 (332, 333, 334)**

**A programmatic issue in COD was not allowing accurate comparisons of the school reported data and the data from CPS. This issue has been fixed.**
**Schools must resubmit the rejected records.**

- Session 22 -

## Start Up Issues

**Processing Originations**

_**Issue**_

_**Resolution**_

**A programmatic issue in COD is not allowing schools to round the award amount up to the next whole dollar when performing validation and correction calculations.**
**Change to program will be implemented before the end of the calendar year.**

**COD is not allowing the use of pennies on the Award Amount (Origination Award Amount) to be optional for all schools**

- Session 22 -

## Start Up Issues

**NSLDS**

_**Issue**_

_**Resolution**_

**Code changes have been made and testing continues.  Daily NSLDS feed is expected to begin very soon.**
**Code changes have been made and both the zeroing out of disbursements and the values being passed to NSLDS for blank first name have been corrected and are reflected in the weekly file.**

**COD is currently reporting to NSLDS weekly**
**Zeroing out of disbursement amounts and issues with blank first names**

- Session 22 -

## Start Up Issues

**Year to Date File**

_**Issue**_

_**Resolution**_

**COD is in the final stages of testing of the Pell YTD file. It is expected to be completed as soon as possible. If you have requested a YTD via COD Support, it will be sent to your mailbox when the YTD is implemented.**
**Batch based data requests will be available beginning in February 2003. To request the YTD prior to then, please call or e-mail COD support.**

**COD has not implemented the Pell Year to Date File.**
**Batch based data requests not available.**

- Session 22 -

## Common Record Layout changes

Modified Tag Names 
Eliminating abbreviations from tag names [suggestion from the Post Secondary Education Standards Council (PESC)]

- Modified Tag Names
- Eliminating abbreviations from tag names [suggestion from the Post Secondary Education Standards Council (PESC)]

***What’s Planned for  2003-2004?***

- Session 22 -

## Common Record Layout Changes –  New Tags

- <NegativePendingAmount>
- New for **Full Participants**; will be returned on the Common Record Response document for Document Type = RS
- Indicates the amount by which disbursement(s) will be reduced if action is not taken by the school within 30 days

- Session 22 -

## <TotalFinancialDisbursementAccepted>
Total Disbursement Amount Accepted – the total amount of disbursement records accepted 

For Full Participants only; will be returned on the Common Record Response document

Includes both “anticipated” and “actual” disbursements

- Total Disbursement Amount Accepted – the total amount of disbursement records accepted
- For **Full Participants only**; will be returned on the Common Record Response document
- Includes both “anticipated” and “actual” disbursements

***Common Record Layout Changes –  New Tags***

- Session 22 -

## <TotalFundedDisbursementAccepted>
Total Funded Disbursement Amount Accepted – the total amount of “actual” disbursement records accepted 

For Full Participants only; will be returned on the Common Record Response document

Includes only accepted disbursements with Disbursement Release Indicator = True

- Total Funded Disbursement Amount Accepted – the total amount of “actual” disbursement records accepted
- For **Full Participants only**; will be returned on the Common Record Response document
- Includes only accepted disbursements with Disbursement Release Indicator = True

***Common Record Layout Changes –  New Tags***

- Session 22 -

## <TotalNonFundedDisbursementAccepted>
Total Non-Funded Disbursement Amount Accepted – the total amount of “anticipated” disbursement records accepted 

For Full Participants only; will be returned on the Common Record Response document

Includes only accepted disbursements with Disbursement Release Indicator = False

- Total Non-Funded Disbursement Amount Accepted – the total amount of “anticipated” disbursement records accepted
- For **Full Participants only**; will be returned on the Common Record Response document
- Includes only accepted disbursements with Disbursement Release Indicator = False

***Common Record Layout Changes –  New Tags***

- Session 22 -

## Phase In Participant Record Layout Changes

Addition of “S” as a valid value for Verification Status in the Origination and Origination Acknowledgement (YTD records as well)

- Addition of “S” as a valid value for Verification Status in the Origination and Origination Acknowledgement (YTD records as well)

***What’s Planned for  2003-2004?***

- Session 22 -

## What’s Planned for  2003-2004?

- EDExpress users will become Full Participants in 2003-2004
- EDExpress Software will be modified to import and export XML to the COD System
- For combo systems, external import and exports will continue to be in current fixed length formats
- All reports will continue to be produced and imported in current formats not XML
- All EDExpress users must register with COD Customer Service as 2003-2004 Full Participants

- Session 22 -

## 
New Pell Verification Status Codes

The Valid Values for Verification Status Code will be “V”, “W”, “S” and BLANK.

“S” has been added and is to be used for “Selected Not Verified”

Editing on that field remains the same as for the 2002-2003 Award Year

- New Pell Verification Status Codes
- The Valid Values for Verification Status Code will be “V”, “W”, “S” and BLANK.
- “S” has been added and is to be used for “Selected Not Verified”
- Editing on that field remains the same as for the 2002-2003 Award Year

***What’s Planned for  2003-2004?***

- Session 22 -

## COD Timeline

- 2003 – 2004 Development Schedule:
- Requirements Complete	July 2002
- Design Complete			September 2002
- Development Complete 		November 2002
- School/Vendor Testing:		February 2003
- System Start Up:			March 2003

- Session 22 -

## 2003-2004 COD School Testing

- School Testing Phases:
- Common Record Manual Verification – February 2003
- Structured Application Testing – Mar. 2003 – Sept. 2003
- Schools must sign-up in advance to participate in school testing:
- Contact COD School Relations and request a school testing sign-up sheet (**codsupport@acs-inc.com**)
- School Testing Guide available on IFAP beginning in January 2003

- Session 22 -

## Who Should Participate in School Testing?

- Software Vendors modifying software to support the XML Common Record are encouraged to test with COD
- Full Participant Schools that use their own software product are encouraged to test with COD
- The EDExpress product is tested extensively with COD prior to being released to schools; therefore, EDExpress Users do NOT need to test with COD
- Since most software vendors test with COD on their school’s behalf; schools utilizing a software vendor’s product do NOT need to test with COD
- Schools are encouraged to talk to their vendor about test plans and testing results

- Session 22 -

## School Testing Lessons Learned

- Plan to participate in manual verification testing prior to participating in additional testing phases
- Have a good understanding of SAIG On-Line Screen Manager in order to see that files were sent and received correctly
- Allow at least 2 weeks of setup time from sign-up prior to starting testing
- Plan and allow time for issue identification, error resolution and retesting with COD
- Be careful to send test files to the correct mailbox and with the correct testing message classes

- Session 22 -

## COD is a web based application that can be accessed using Microsoft Internet Explorer 4.01 or Netscape Navigator 4.73 
The URL for COD is http://cod.ed.gov 

A username and password are required to access school data

- The URL for COD is _http://cod.ed.gov_
- A username and password are required to access school data

***How do I obtain access to the COD Web Site?***

- Session 22 -

## How do I obtain access to the COD Web Site?

- Submit a Security Administrator Request Letter on school or corporate letterhead
- Security Administrator is responsible for setting up additional users at your institution
- Reporting/Attending school relationships in COD will automatically allow access to other school codes
- Refer to announcements on IFAP for detailed instructions
- 6/3/02 - Updated: COD Website Access for Schools
- 6/3/02 - COD Website Access for Vendors/3rd Party Servicers

- Session 22 -

## Where do I send my Security Administrator Account Information?

	U.S. Department of Education
	COD School Relations Center
	P.O. Box 9003
	Niagara Falls, NY 14302

**	**U.S. Department of Education
- 	COD School Relations Center
- 	P.O. Box 9003
- 	Niagara Falls, NY 14302

***How do I obtain access to the COD Web Site?***

- Session 22 -

## How do I become a COD Full Participant?

- Schools must register with COD to become a Full Participant in Award Year 2003-2004
- To register, contact COD School Relations
- Email **CODSupport@acs-inc.com**
- Indicate “2003-2004 Full Participant”  in Subject Line
- Call COD School Relations
- Select Award Year 2002-2003 and express interest to COD CSR
- All EDExpress Users must register as Full Participants for 2003-2004

- Session 22 -

## How do I contact COD Customer Service?

- Email  **CODSupport@acs-inc.com**
- Call COD School Relations Center
- 1-800-4-P-GRANT for Pell Grants
- 1-800-848-0978 for Direct Loans
- Enter Award Year 2002-2003
- COD Web Site (www.cod.ed.gov)

- Session 22 -

## Where can I get more information?

- IFAP Web Site (www.IFAP.ed.gov)
- Common Origination and Disbursement page
- Announcements and FAQs
- COD Technical Reference
- COD Web Site (www.cod.ed.gov)
- Daily Processing Updates
- School Funding and Processing Information
- Contact COD Customer Service

- Session 22 -

## COD Sessions

- Session 19 – Cash Management Overview A-Z
- Session 21 – What’s New for Direct Loan Processing in 	2003-2004?
- Session 22 – What’s New for Pell Grant Processing in 	2003-2004?
- Session 23 – COD and Pell Grants: Updates to Edits and 	Record Layouts for 2003-2004
- Session 24 – COD and Direct Loan: Updates to Edits and 	Record Layouts for 2003-2004
- Session 25 – Meet the COD Customer Service Team and 	Get Answers to Your COD Questions

- Session 22 -

## COD Sessions

- Session 26 – COD: Using the New Web Site
- Session 27 – COD Full Participants for 2003-2004
- Session 28 – COD and Direct Loans: Balancing the 	Books
- Session 29 – COD, Pell, and Direct Loans: Funding for 	Schools
- Session 58 – Tribally Controlled Colleges: Operating as a 	Full Participant in the COD environment
- COD Customer Service Staff are available in the PC Lab

- Session 22 -

## QUESTIONS???

- Session 22 -