Common Origination and Disbursement

COD Processing Update

March 4, 2005

Direct Loan
COD News

Updated COD Frequently Asked Questions (FAQs) Available (03/03/05)

COD has updated the FAQs on the COD web site, www.cod.ed.gov. The FAQs are available on
the COD web site by clicking the "Today's Update" link at the bottom of the page. The Updated
FAQs are also available on the IFAP web site at
http://www.ifap.ed.gov/eannouncements/0512FAQCOD.html/. If you have any questions about
the FAQ document or would like to suggest items that should be added in the future, please
contact the COD School Relations Center at [email protected] with the subject line of
"FAQ".

Acknowledgements/Responses For Batches Submitted To COD System On February 22nd

And 23rd [02/24/05 (Updated 03/01/05)]
Some schools reported a delay in receiving acknowledgements/responses for batches submitted to
the COD System beginning on February 22, 2005. The COD development team investigated this
issue and determined that most batches were acknowledged and the acknowledgements are in
schools' SAIG mailboxes. However, the COD System was not correctly storing the
"acknowledgement sent" status on February 22 and 23, 2005. Schools using the COD web site on
February 23rd to determine if a batch was acknowledged were led to believe that a batch had not
yet been acknowledged.

The COD development team fixed the "acknowledgement sent" status issue on the evening of
February 23rd. The COD database was corrected on February 28th to accurately reflect the
"acknowledgement sent" status for batches in this two-day period. The "acknowledgement sent"
status is displayed correctly on the COD web site for all batches affected by the issue.

We appreciate your patience as we corrected the COD database. If, after checking your school’s
SAIG mailbox and the COD web site, it appears that the COD System has not acknowledged a
batch outside this two-day period, please contact the COD School Relations Center.

All Schools Must Be COD Full Participants Beginning With 2005-2006 Award Year
[08/02/04 (Updated 10/25/04)]
As a reminder, all schools must be Full Participants beginning with the 2005-2006 Award Year.
This means that all schools must be able to submit 2005-2006 Pell and/or Direct Loan origination
and disbursement data to the COD System using the COD Common Record in XML format.

If your school currently is a Phase-In Participant (for one or all of the programs in which it
participates) and has not yet submitted the required Full Participant information specified in the
announcement posted on the IFAP web site at

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 Common Origination and Disbursement

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http://www.ifap.ed.gov/eannouncements/0806CODFullParticReq0506.html, please submit it to
the COD School Relations Center as soon as possible. Doing so will assist us in preparing the
COD System to accept and process your school’s 2005-2006 Pell Grant and/or Direct Loan data.

Reports and Data Requests

This section contains important notices regarding reports. While we encourage you to review
this section, note that some schools may not be impacted by the information presented below.
NOTICES

• Duplicate Student Borrower Reports— Have not yet been sent to schools’ SAIG
mailboxes. However, these reports are
available on the COD web site. COD will
inform schools when these reports have been
pushed to schools’ SAIG mailboxes.
(02/09/05)

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
ISSUES at www.IFAP.ed.gov/. There are issues with the following Direct Loan reports and/or data
requests:
• Funded Disbursement List— Is not displaying correct figures in the Previous
Downward Disbursement Adjustments Not Yet
Applied field. COD is researching the code fix
for this issue and will provide updates as more
information becomes available. (12/20/04)
• Direct Loan Rebuild File— Cannot be requested on the COD web site and
is not being produced. COD is researching
several issues related to incorrect data in the
file. (08/25/04)

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
Disbursements Not Displaying On COD Web √
Site And/Or SAS

COD Processing Update

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 Common Origination and Disbursement

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Current Issues
COD Incorrectly Rejecting For COD Edit 039 [12/27/04 (Updated 02/24/05)]
COD has become 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 continues to research a fix for this issue and will provide updates as more information
becomes available. In the meantime, please do not resubmit your records. We appreciate your
patience as we complete the research necessary to resolve this issue.

COD Rejecting Records Incorrectly For COD Edit 12 (02/10/05)

COD has identified three situations in which records are rejecting incorrectly for COD Edit 12
(No Eligible SSN, DOB, and Last Name Combination Match Found on CPS for Student). These
situations are as follows:

• 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 is currently researching 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.

• An award is being established in the COD System; however, a rejected response (COD
Edit 12) is being sent back to the school.

COD is currently researching 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.

• When making online changes to names that contain a space rather than a character,
schools are receiving COD Edit 12.

COD is aware that this is occurring and is in the process of developing a code fix to
resolve this situation. At this time, there is no need to contact the COD School Relations
Center to report the affected records.

COD apologizes for any inconvenience caused by these processing issues.

Phase-In Records Incorrectly Rejecting For COD Edit 056 [08/12/04 (Updated 09/27/04)]
COD previously notified schools that some Phase-In 2003-2004 and 2004-2005 records are
incorrectly rejecting for COD Edit 056 (Sequence Number Not In Sequential Order). This edit is

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 Common Origination and Disbursement

COD Processing Update

being returned incorrectly to Phase-In schools that submit changes to anticipated disbursement
amounts.

Additionally, when a change to the anticipated disbursement amount is submitted along with a
reduced award amount, COD is only accepting the reduced award amount. As a result, COD Edit
846 (Total 'Anticipated Gross Amount' must be less than or equal to the Loan Amount Approved)
is returned because the award amount is less than the total anticipated disbursements.

COD is researching a code fix for this issue and will continue to provide updates as more
information becomes available.

Student Name And Date Of Birth Not Updated In COD [05/03/04 (Updated 09/17/04)]
As previously reported, COD identified an issue where new 2003-2004 and 2004-2005
origination records are accepted in COD; however, the student’s Name and Date of Birth (DOB)
updates submitted by the school are not displaying on the COD web site’s Person Information
screen. The COD web site is reflecting the Name and DOB from the previous award year.
Additionally, in some cases, changes to Name and DOB for previously accepted origination
records are not displaying on the Person Information screen as well.

COD is still analyzing this issue and appreciates your patience. Updates will be provided as more
information becomes available.

Some Null Tags Submitted Via Batch Not Updated In COD (09/01/04)
A null tag containing a nil=”true” attribute can be submitted for some data elements in a
Common Record document to remove or delete content currently on file in the COD database.
Recently, COD determined that some null tags are being accepted by the COD System, but are
not appropriately updating the COD database. This means that if a school submits a null tag for
some data elements, the COD System is ignoring it and the content on the COD database for that
data element is not being removed.

On August 10, 2004, COD implemented a code fix to allow a null tag submitted for the
Verification Status Code data element to update the COD database correctly. COD continues
research to ensure that all applicable data elements reported with a null tag will update the COD
database correctly. Note that not all data elements can be submitted with null tags; refer to the
COD Technical Reference, Volume II, Section 3 for the applicable data elements.

COD will provide updates as more information becomes available. In the meantime, schools
needing to remove or delete content in COD for a specific data element may do so via the COD
web site.

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 Common Origination and Disbursement

COD Processing Update

Pell Grants
COD News

Updated COD Frequently Asked Questions (FAQs) Available (03/03/05)

COD has updated the FAQs on the COD web site, www.cod.ed.gov. The FAQs are available on
the COD web site by clicking the "Today's Update" link at the bottom of the page. The Updated
FAQs are also available on the IFAP web site at
http://www.ifap.ed.gov/eannouncements/0512FAQCOD.html/. If you have any questions about
the FAQ document or would like to suggest items that should be added in the future, please
contact the COD School Relations Center at [email protected] with the subject line of
"FAQ".

Acknowledgements/Responses For Batches Submitted To COD System On February 22nd

And 23rd [02/24/05 (Updated 03/01/05)]
Some schools reported a delay in receiving acknowledgements/responses for batches submitted to
the COD System beginning on February 22, 2005. The COD development team investigated this
issue and determined that most batches were acknowledged and the acknowledgements are in
schools' SAIG mailboxes. However, the COD System was not correctly storing the
"acknowledgement sent" status on February 22 and 23, 2005. Schools using the COD web site on
February 23rd to determine if a batch was acknowledged were led to believe that a batch had not
yet been acknowledged.

The COD development team fixed the "acknowledgement sent" status issue on the evening of
February 23rd. The COD database was corrected on February 28th to accurately reflect the
"acknowledgement sent" status for batches in this two-day period. The "acknowledgement sent"
status is displayed correctly on the COD web site for all batches affected by the issue.

We appreciate your patience as we corrected the COD database. If, after checking your school’s
SAIG mailbox and the COD web site, it appears that the COD System has not acknowledged a
batch outside this two-day period, please contact the COD School Relations Center.

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

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 Common Origination and Disbursement

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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 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.

All Schools Must Be COD Full Participants Beginning With 2005-2006 Award Year
[08/02/04 (Updated 10/25/04)]
As a reminder, all schools must be Full Participants beginning with the 2005-2006 Award Year.
This means that all schools must be able to submit 2005-2006 Pell and/or Direct Loan origination
and disbursement data to the COD System using the COD Common Record in XML format.

If your school currently is a Phase-In Participant (for one or all of the programs in which it
participates) and has not yet submitted the required Full Participant information specified in the
announcement posted on the IFAP web site at
http://www.ifap.ed.gov/eannouncements/0806CODFullParticReq0506.html, please submit it to
the COD School Relations Center as soon as possible. Doing so will assist us in preparing the
COD System to accept and process your school’s 2005-2006 Pell Grant and/or Direct Loan data.

Reports and Data Requests

Except as listed below, all Pell Grant 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
ISSUES 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
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 Common Origination and Disbursement

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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

Disbursements Not Displaying On COD Web √
Site

Current Issues

Schools Unable To Import Response With A Negative Dollar Amount [02/21/05 (Updated
02/22/05)]
COD has 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.

If a school suspects that it is experiencing this issue, contact the COD School Relations Center to
report the affected Batch ID. The COD Development team is researching this issue and will
provide updates as more information becomes available.

COD Rejecting Records Incorrectly For COD Edit 12 (02/10/05)

COD has identified three situations in which records are rejecting incorrectly for COD Edit 12
(No Eligible SSN, DOB, and Last Name Combination Match Found on CPS for Student). These
situations are as follows:

• 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 is currently researching 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.

COD Processing Update

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 Common Origination and Disbursement

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• An award is being established in the COD System; however, a rejected response (COD
Edit 12) is being sent back to the school.

COD is currently researching 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.

• When making online changes to names that contain a space rather than a character,
schools are receiving COD Edit 12.

COD is aware that this is occurring and is in the process of developing a code fix to
resolve this situation. At this time, there is no need to contact the COD School Relations
Center to report the affected records.

COD apologizes for any inconvenience caused by these processing issues.

Student Name And Date Of Birth Not Updated In COD [05/03/04 (Updated 09/17/04)]
As previously reported, COD identified an issue where new 2003-2004 and 2004-2005
origination records are accepted in COD; however, the student’s Name and Date of Birth (DOB)
updates submitted by the school are not displaying on the COD web site’s Person Information
screen. The COD web site is reflecting the Name and DOB from the previous award year.
Additionally, in some cases, changes to Name and DOB for previously accepted origination
records are not displaying on the Person Information screen as well.

COD is still analyzing this issue and appreciates your patience. Updates will be provided as more
information becomes available.

Some Null Tags Submitted Via Batch Not Updated In COD [08/31/04 (Updated 09/16/04)]
As previously reported, a null tag containing a nil=”true” attribute can be submitted for some
data elements in a Common Record document to remove or delete content currently on file in the
COD database. Recently, COD determined that some null tags are being accepted by the COD
System, but are not appropriately updating the COD database. This means that if a school
submits a null tag for some data elements, the COD System is ignoring it and the content on the
COD database for that data element is not being removed.

On September 7, 2004 COD implemented a code fix to allow a null tag submitted for the Low
Tuition and Fees Code data element to update the COD database correctly. Additionally, a null
tag submitted for the Verification Status Code data element continues to update the COD
database correctly. COD continues research to ensure that all applicable data elements reported
with a null tag will update the COD database correctly. Note that not all data elements can be
submitted with null tags; refer to the COD Technical Reference, Volume II, Section 3 for the
applicable data elements.

In the meantime, schools needing to remove or delete content in COD for a specific data element
may do so via the COD web site.

COD Processing Update

www.cod.ed.gov Page 8 of 8