# Presentation: 661185

## <date/time>

## Session 29

***Pell 2002- 2003 Processing Changes***

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## Objectives

**Who is COD affecting?**
**Where do I fall in the COD picture?**
**What changes apply to me?**
**What are the changes?**
**And the Web?**
**What is coming next?**
**What is this COD thing?**

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## Who does COD affect?

**All Schools are going to be processed by the Common Origination and Disbursement System**
**Not all schools are going to be using the Common Record**
**Full Participant and Phase-In**
** ****Schools**

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## COD: Who’s Who

**Origination and Disbursement**

- (Pell, Campus-Based, Direct Loans)

**Full Participant**

**Phase-In Participant**

- Student (Pell,

- C-B, Direct)

- Pell

- Campus-

- Based

- Direct

**Integration**

**Tool**

**FISAP**

**FISAP**

**Processing**

**LOS Records**

**RFMS Records**

**Common Record**

- Common Record

***COD: Who’s Who***

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## Who’s Who: The Scorecard

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## Changes For 02-03

**Record Layouts**
**Process**
**Identifier Changes        ****	****Verification**
**POP****	****	****	****	****Enrollment Status**
**Edits ****	****	****	****	****Pennies**
**Institutional Data **
**Record Removed**
**	****	**
**Web**

** ****Customer Service**

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## Changes for 02-03 – Record Layouts

**Added Negative Pending Amount to Origination Acknowledgement **
**Added Cents to the Award Amount on the Origination (and Acknowledgement) Record(s)**
**Addition of five new fields to multiple records:**
**Current SSN**
**Date of Birth**
**Last Name, First Name, and Middle Initial**
**Added to the Origination, Data Request, MRR and YTD records**

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## Changes for 02-03 : Identifier

**The new demo info used to create the new student identifier information in COD**
**Current SSN, Date of Birth and 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**

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## Student Identifier

- Step 1 – Student Files FAFSA (Transaction 01)

- CPS

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

- The Student Makes a mistake on SSN and Last Name

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- COD

- SSN: 123546789
- Last Name: Janes
- DOB: 01/01/81
- Transaction Number - 01

- Step 2 – School Sends in Origination to COD

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- CPS

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

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

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- COD

- SSN: 123456789
- Last Name: Jones
- DOB: 01/01/81
- Transaction Number - 02

- Step 4 – Submission to COD

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## 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 |

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

- NEW

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## Changes for 02-03 - Verification

**Valid Values for Verification are now “W” (Without Documentation), “V” (Verified) and “Blank”**
**Schools may report a Verification of Status of “W” for students that do not have completed documentation**
**Once the student’s documentation has been completed a school must report a status of “V” (verified) for that student in order not to have that student’s disbursements limited.**

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## Changes for 02-03 - Pennies

**We’ve added the ability to report pennies in the Origination Award Amount**
**If the school is using whole dollars, they must zero fill the two places after the decimal (implied decimal)**

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## Changes for 02-03 - Edits

**Adding edits for the new identifier fields**
**Current SSN -332**
**DOB  - 333**
**Student’s Name - 334, 335, 336**
**Verification Status – Only “V”, “W” or “Blank” will be accepted**
**Enrollment Status – Will not be edited**

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## Change to Pell Edits

**Edit on Pell Eligibility - 337 “Student Not Pell Eligible for Award Year 2003 and beyond”**
**Duplicate Match on CPS - 338 “Duplicate Match on CPS for Award Year 2003 and beyond”**
**Origination Award Amount of Zero - 339 “Origination Reported with Zero Award Amount for Award Year 2003 and beyond”**

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## Web – Phase-In Schools

**All rejects for Pell Grants stored and viewable via the web (except batch level rejects)**
**Web access to:**
**Real-time processing statistics (e.g.: # submitted, # accepted/ rejected/ corrected, % rejected by edit type). Helps schools improve business process**
**Consolidated funding information (e.g.: $ drawn by program, timeliness of reporting)**
**Single web site access to Pell Grant, Direct Loan and campus-based (optional) information available at all times, 24x7**

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## Web: Phase-In Schools

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## Web: Phase-In Schools

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## COD Transition

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## Customer Service Transition

- Award Year
- 04-05

** ****Common **
**Record**

- COD

-   All Schools

- Award Year
- 01-02

- All Origination Disb. Records

- PELL

- DL

- RFMS

- DLOS

**Pell Customer Service Center**

**    ****Direct Loan Customer**
**    ****Service Center**

**COD Customer Service Center **
**Niagara Falls**

- Phase in Participant

- PELL

- Full Participant

**Common **
**Record**

- DL

- SFA
-  Integration
- Tool

- Award Year
- 02-03
- 03-04

- COD

**COD Customer Service Center**
**Niagara Falls**

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**Notes:**
Make note transilation coming in of no conversion in middleware, conversion actually taking place in the COD – TSYS system

## Customer Service TransitionThe Call Center Solution

**Incoming Call****(Current Pell and Direct Loan Numbers)**

**Caller chooses award year he/she is calling about**

**Pell Customer Service**

**?**

**?**

**Award Year 2001-2002 and prior**

**Award Year 2002-2003**

**Loan Origination Customer Service**

**COD Customer Service****(Niagara Falls, NY)**

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## 	   	March 2002                          Dec 2002                     	 	Mar 2003

-  **March 2003**
**Archive closed LOS data**
**Applicant Services functions transfer to COD         representatives**
**All school services calls are answered by COD representatives**
**COD processes credit appeals & incoming correspondence**

**Dec 2002**
**Migration of open LOS data to COD**
**Migration of RFMS data to COD**
**Customer service functions transfer to COD**

**Begin March 2002**
** ****COD Center Opens**
** ****Updated Voice Response unit to direct calls**
** ****COD customer service accepting calls for 2002/2003 award years**
** ****LOC customer service accepting calls for 2001/2002 award years and prior**
** ****RFMS customer service accepting calls for 2001/2002 award years and prior**
** ****Prom Notes continue to be mailed to LOC**
** ****Accepting Applicant Services calls at LOC**

**	****   ****	****March 2002                          Dec 2002                     ****	**** ****	****Mar 2003**

**March 2002 Through March 2003**
**Customer Service Centers working together**

***Customer Service Timeline***

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## COD Timeline

- Jan

- Feb

- Mar

- Nov

- Dec

- 2001

- 2002

- Apr

- May

- 11/17 - COD Technical Reference posted to IFAP

- 2/15 – SFA User Acceptance Test Complete

- 3/8 – InterSystem Test Complete

**3/18 – COD Goes Live**

- 4/29 – Additional COD Capabilities

- 12/11 – COD System Development Complete

- 1/20 - System Integration Test Complete

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## Data Migration

- Direct Loan (DLOS)
- Planned System Retirement in December 2002
- All schools must close out Award Year ’01-’02 and prior years by December 2002.
- Pell Grant (RFMS)
- Planned System Retirement in December 2002
- All prior year data will be migrated in November 2002

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## More Information on COD

- Other EAC Sessions
- Session 32 – Direct Loans: 2002-03 Processing Changes
- Session 33 – Customer Service: The New Integrated Customer Service Center for Pell, Direct Loans & Campus Based
- Session 35 – COD: What is the Common Record?
- Session 39 – COD: The Big Picture
- Session 41 – Tools for Monitoring Pell and Direct Loan Funds
- IFAP Website (www.IFAP.ed.gov)
- Common Origination and Disbursement section
- Technical Reference – DLOS, RFMS and COD
- Updates and Frequently Asked Questions
- COD On-Line Training – Spring 2002

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## Pell Grants

**E-Mail Address:**
** ****pell.systems@ed.gov**
**Pell Grant Hotline:**
**1-800-4PGRANT**
**1-800-474-7268**
**Pell Grant Technical Reference**
**IFAP**
**SFA Download**

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## Questions

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