# Presentation: 560244

## Session # C-23

- Cod Grants
- Hands-on
- Barbara Davis
- Wood Mason

**Notes:**
Welcome – Introductions
Find out who the audience is- experience with COD website? < 2 years, 
Use the website at least once a week?
How many brought their user id and password to log into COD – try to get from walking the line before class
How many brought school specific issues to work with- try to get from walking the line before class
Training Methods
COD CBT
Lecture and practice mode 
Lecture (screen shots)
Hands on practice either with your school’s data or using the COD CBT 
lessons or open format
Cod CBT
 Where can I find it?
Download instructions
Things you need to know
Entering data exactly
Simulates the COD web site

## Research/Resolve edit code rejects
Access reports 
FAA’s perspective on cash management
TEACH/ATS

- Access reports
- FAA’s perspective on cash management
- TEACH/ATS

**What Does a “Pro” Need to Know****	**

- New!

**Notes:**
Ok, what will we cover today – review topics above
What will our plan be?
We will teach a topic, then you will be released to practice with your school records ( or the COD CBT)

So let’s get started with our first lesson – researching and resolving edit code rejects

## Research/Resolve Rejects

- Why is it important to fix edit code rejects?
- More efficient processing
- Avoid hitting duplicate rejects
- Better cash flow
- Easier reconciliation
- Where do I find a list of rejects and how to fix them?

**Notes:**
Why?
More efficient processing- what does that mean? Rejected records are not built on the cod system (there is something wrong with the data) so your school records and cod records will not match. The official Federal Student aid records as reflected on COD reports will not contain the rejected data.
 Many school software is set up to resend rejected records- so if you don’t fix it before you send in another batch the bad data will continue to be sent again and again (duplicate rejects) and will continue to reject
Rejected records can affect your cash flow. Remember that there is no initial authorization for ACG and SMART. Only accepted actual disbursements serve to increase the school’s CFL. Same with Pell about half way through the year when the initial authorization is exhausted.
Easier reconciliation- if you fix your rejects than both the cod and your FA data will match (those two legs of the three legged recon stool will be the same- don’t forget you need to reconcile internally.
How do I do it?? Set aside a specific time, either daily or weekly to fix your rejected records

Where do I find a list of rejects. The COD technical reference (vol 2 sec 4 –we’ve included an example of two in your handout

## COD Technical Reference: Volume II Section 4-Edit Codes

**COD Technical Reference: Volume II Section 4-Edit Codes**

## Two Reject Research Methods

- Date range batch level rejects
- Edit 134 (ACG)
- Searching by specific student
- Student history
- Edit 24 (Pell)

**Notes:**
The best way to research edit code rejects or warnings is either to use an import edit report that you may receive when you import your batch/document from COD .... Or
From the batch menu choose to do one of two types of batch searches.
The first is to search for a specific batch or group of batches by date range and the second type of batch search that will assist you with resolving edit code rejects is to search by specific student SSN.
We will do our first search by date range and work some Edit 97 rejects and then follow up with by searching for a specific student to resolve and edit code 24 reject

## Batch Search: Date Range

**60 day range**

## Batch Search Results

**Batch Search Results**

## Batch Detail Summary

## Viewing Reject Reasons

## Slide 11

## Slide 12

## Summary of Batch Level Edit Reject Research

- Select Batch Menu
- Enter in date range search
- Click on batch
- Filter by program/status
- Click on word reject
- Refer to student record
- Make corrections as necessary

**Notes:**
Ok, before I cut you loose to practice resolving reject edits on your own, lets recap

## Summary of Student level Edit Reject Research

- Select Batch Menu
- Enter in SSN and award year or choose all
- Review history to see when rejects first started occurring
- Click on word reject
- Correct either award,disbursement or identifiers

**Notes:**
Ok so let’s review how to research and fix a record using the student specific SSN search

## “Pro” Practice Time

- Log into COD
- Choose batch menu
- Perform SSN or Date range search
- Research and resolve a specific reject code
- Or...
- Use the				COD CBT

- New and Improved

**Notes:**
Go back to COD and use one of your student’s ssn’s (If you did not bring one with you you can find an ssn to research by doing a date range batch search, find an ssn with a reject and then go back and do the search using that ssn.
Or you can continue the COD CBT lesson Working with Batches

## COD CBT- New Format!

- Locating Grant Information
- Managing School Information
- Using COD Search
- Updating and Creating Records
- Working with Batches
- Edits

## COD CBT – New Format!

- Working the Action Queue
- Grant Reports
- Requesting Data
- ACG, SMART, TEACH
- ATS

## Accessing COD Reports

- Services tab
- Same log in ID as COD
- Separate database
- Can have both COD and reports open at same time
- Must log off each separately
- Use the CBT Grants Reports
- Accessing reports on the web

**Notes:**
Ok our next lesson in our journey to become COD pro’s is accessing COD reports. 
A couple of points before we begin
You access COD reports from the Blue menu bar by selecting Services
You do not need an additional log on. COD serves as a portal to this separate reports database

Ok for this lesson we will use the new CBT grants report. We will work through part of it together and then you may either complete the rest of the lesson yourself or go to COD and access your school’s reports through the services menu

Together work through the CBT first doing the Grant request tutorial, then continue with accessing reports online tutorial, continue and view the pell pop report, then let class loose for pro practice time.

## Services Menu: Grant Reports

## “Pro” Practice Time

- Practice by logging in and looking at a POP or verification report for your school
- Or... continue with the Grants report CBT to explore all reports available: Pell, ACG and SMART

## Cash Management

- What’s an FAA supposed to do??
- Check Cash screens to see if funds have been drawn to support disbursements
- Read only view in G5

**Notes:**
Ok Step 3 on our way to becoming a COD pro
Cash management.... So you think that is really not an FAA responsibility??? You’re right but there are lots of things you can do to assist in the reconciliation process and to make sure your school stays in compliance.

There are several screens in COD that you can check to see if funds have been drawn to support disbursements you have reported and vice versa... ie funds have been drawn but you have not reported disbursements yet or not enough disbursements to ‘substantiate’ the cash.

You can also request view only access in GAPs to see funds that have been drawn to help you report disbursements within 30 days of funds being credited to student’s accounts. Your business offce may think that don’t need access to COD but they can also request view only access from your schools COD security administration

## Funding Information

**Notes:**
Ok, let’s check out the first screen in COD that can be useful to you. We access it through the school menu in the blue bar and then click on Funding information

## Cash Activity

- Printer Friendly
- Net Draws
- Cash>Accepted and Posted Disbursements

## G5 Award Activity Report

## Yearly Totals

## “Pro” Practice Time

- Log on to COD and visit your school’s cash screens
- What was your initial CFL for 0809 CFL?
- Are you currently substantiated for all programs?
- COD CBT lesson

**Notes:**
COD CBT – managing school data.

## Teach Grant/Agreement to Serve (ATS)

- IFAP
- Final Regulation _[http://www.ifap.ed.gov/fregisters/FR06232008TEACH.html](http://www.ifap.ed.gov/fregisters/FR06232008TEACH.html)_
- DCL: Gen 08-01; Gen 08-07
- EA:06/04/08, 06/19/08,06/20/08, 06/27/08,07/28/08

**Notes:**
This data is from the test region and contains no PII
Payment start date defaults to blank . Note not a required field!!

## TEACH and COD

- ATS completion
- Viewing the ATS
- TEACH batches

## HTTPS://teach-ats.ed.gov

## Slide 37

## TEACH Batches

## Slide 39

## 40

## Contact Information

- We appreciate your feedback and comments. We can be reached at:
- _[Barbara.davis@ed.gov](mailto:Barbara.davis@ed.gov)_
- _[Wood.mason@ed.gov](mailto:Wood.mason@ed.gov)_