Common Origination and Disbursement (COD) System Update

1

• Common Origination and Disbursement (COD) System
  Update
• Marie Fitzpatrick
• U.S. Department of Education, Federal Student Aid
  
• Wood Mason
• U.S. Department of Education, Federal Student Aid

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Agenda

• 2010-2011 Processing Recap
• DL Edits and Statistics
• MPN Print Code
• Pell Edits and Statistics
• IASG Processing
• 2011-2012 Processing
• COD Release 10.0 Recap
• COD Release 10.1 Direct Loan Recap
• COD Release 10.2 Direct Loan Update
• 2012-2013 Processing
• COD Release 11.0 Update

3
Year to Date DL Originations Statistics
Award Year Participating Schools () Originations () Total Origination Activity ()
2008-2009 1,913 5,424,448 22,083,017,864
2009-2010 4,034 10,175,561 40,641,085,039
2010-2011 6,193 25,411,912 111,124,800,990
2011-2012 2,255 2,186,378 13,644,588,739

Data as of 6/17/2011
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Paper MPN vs Electronic MPN YTD
Data as of 6/6/2011
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Top 10 DL Edits for Award Year 2010-2011
Edit Error Message DL Hits
54 Disbursement Date Within 7 Days or Passed, Disbursement Release Indicator Set To False 15,937,485
111 First Actual Disbursement was submitted less than 5 days prior to the first disbursement date without an indication that the school printed/provided a disclosure statement 4,430,866
59 Duplicate Adjustment Information on File 3,830,439
55 Disbursement Information Received 30 Days after Date of Disbursement 2,994,758
56 Sequence Number Not In Sequential Order 2,851,697
120 Incomplete Address Complete Address Exists on COD. For Direct Loan PLUS Only, Student Address is Incomplete. 2,713,778
119 COD has reduced the anticipated disbursements and made this loan inactive based upon your record reducing the Award Amount to 0. 2,361,268
58 Duplicate Disbursement Information On File 1,416,003
994 Missing Value 1,389,996
74 Incorrect Adjustment to Disbursement Release Indicator 1,189,661
Total Top 10 DL Edits for 2010-2011 Total Top 10 DL Edits for 2010-2011 39,115,951
Data as of 6/7/2011
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Top 10 DL Edits for Award Year 2010-2011
Edit Error Message Resolution DL Hits
54 Disbursement Date Within 7 Days or Passed, Disbursement Release Indicator Set To False Review record to determine if a Disbursement Release Indicator flag of True is appropriate. This record will not be considered an actual disbursement until a Disbursement Release Indicator flag of True is received. If you intended this to be an actual disbursement, update the Disbursement Release Indicator flag and resubmit. 15,937,485
111 First Actual Disbursement was submitted less than 5 days prior to the first disbursement date without an indication that the school printed/provided a disclosure statement Review school procedures to ensure that DL borrowers receive disclosure statement prior to or on disbursement date. 4,430,866
Data as of 6/7/2011
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Top 10 DL Edits for Award Year 2010-2011
Edit Error Message Resolution DL Hits
59 Duplicate Adjustment Information on File Review the field you are attempting to change and resubmit. 3,830,439
55 Disbursement Information Received 30 Days after Date of Disbursement Please refer to The Code of Federal Regulation 690.81 for more information. 2,994,758
56 Sequence Number Not In Sequential Order Review disbursement transactions and disbursement sequence numbers for this disbursement and resubmit all transactions not yet accepted by COD in the proper order. 2,851,697
Data as of 6/7/2011
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MPN Print Codes

• COD receives many, many print requests on
  incoming LORs.
• Substantial numbers of unnecessary paper MPNs are
  printed and mailed to borrowers
• Use the eMPN process to its fullest extent
• Double check with your software vendor for proper
  setup of this field in your export setup
• The LOR print tag is an optional field
• The LOR print tag takes precedent over the Pnote
  Print option
• Send print request ONLY IF YOUR BORROWER REQUESTS
  A PAPER MPN AND YOU WILL NOT BE PRINTING IT

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Year to Date Pell Originations
Award Year Originations () Total Origination Activity () Accepted Disbursements () Total Disbursement Activity ()
2006-2007 5,833,804 17,545,074,254 10,842,370 12,835,259,885
2007-2008 6,261,431 20,167,908,505 11,688,531 14,719,888,564
2008-2009 6,988,620 25,064,817,144 12,927,855 18,342,657,966
2009-2010 9,195,432 42,909,493,673 18,252,998 30,120,799,880
2010-2011 10,354,047 48,348,118,037 19,325,137 33,394,088,114
2011-2012 321,357 1,511,341,974 15,351 26,399,019
Total 38,990,731 155,546,753,590 73,052,242 109,439,093,430
Data as of 6/6/2011
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Top 10 Pell Edits for Award Year 2010-2011
Edit Error Message Pell Hits
120 Incomplete Address Complete Address Exists on COD. For Direct Loan PLUS Only, Student Address is Incomplete. 2,151,852
55 Disbursement Information Received 30 Days after Date of Disbursement 1,646,449
56 Sequence Number Not In Sequential Order 1,404,321
54 Disbursement Date Within 7 Days or Passed, Disbursement Release Indicator Set To False 1,375,103
59 Duplicate Adjustment Information on File 1,212,905
74 Incorrect Adjustment to Disbursement Release Indicator 916,932
39 Incorrect Award Amount 516,447
58 Duplicate Disbursement Information On File 338,090
51 Disbursement Date With Disbursement Release Indicator Set to True Outside of Allowable Window 326,846
97 Disbursement amount would have been corrected to zero by COD calculations so the record was rejected 300,381
Total Top 10 Pell Edits for 2010-2011 Total Top 10 Pell Edits for 2010-2011 10,189,326
Data as of 6/7/2011
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Pell Edits Of Note
Edit Error Message Resolution
14 Citizenship Status is not eligible for this award If this data is correct, the student is not eligible for a loan. If this data is incorrect, update and resubmit. For grants, if the ltCitizenshipStatusCodegt was not submitted on the common record, it may be required if the student citizenship status could not be confirmed on the corresponding CPS transaction.
39 Incorrect Award Amount Review the maximum annual limit for this award. If appropriate, update this field and resubmit.
51 Disbursement Date With Disbursement Release Indicator Set to True Outside of Allowable Window Review your Disbursement Release Indicator Flag and submit a release based on the disbursement date and your schools allowable disbursement window.
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Pell Edits Of Note
Edit Error Message Resolution
74 Incorrect Adjustment to Disbursement Release Indicator No action required. Disbursement Release Indicator cannot be changed to False after disbursement becomes an actual disbursement. If you are attempting to cancel a disbursement, then you must send an adjustment to the disbursement amount.
97 Disbursement amount would have been corrected to zero by COD calculations so the record was rejected Review disbursement amount and resubmit disbursement record.
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Iraq Afghanistan Service Grant Processing

• Iraq and Afghanistan Service Grants are available
  for students who are
• Not Pell Eligible
• Identified by the Department of Defense as being
  dependents of a veteran that died as a result of
  service after 9/11/2001

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Iraq Afghanistan Service Grant Processing
Checkbox will be displayed to award the IAS
Grant Note IAS Grant indicator will only
display if the student is not Pell eligible and
has been flagged by the Department of Defense as
a dependent of a veteran that died as a result of
service after 9/11/2001
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COD Release 10.0 Recap

• With Release 10.0, the COD System implemented the
  following functionality on February 18, 2011
• Cessation of ACG and SMART
• Capability for schools to report Ability to
  Benefit for Pell, DL, and TEACH
• Removal of Two Pells in an award year for
  2011-2012 and forward
• No Initial Authorization for Pell Grant Program
• New Entrance Counseling Report
• TIVAS added to the DL School Account Statement
  (SAS)

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Cessation of ACG and SMART

• Starting with the 2011-2012 award year, no
  funding will be available for ACG or National
  SMART
• Will continue to process for prior award years

Date Cessation of ACG and SMART Grant Processing Events
9/30/2011 Deadline for Processing 06-07 ACG and SMART Grants
9/30/2012 Deadline for Processing 07-08 ACG and SMART Grants
9/30/2013 Deadline for Processing 08-09 ACG and SMART Grants
9/30/2015 Deadline for Processing 09-10 ACG and SMART Grants
9/30/2016 Deadline for Processing 10-11 ACG and SMART Grants
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Ability to Benefit

• In the 3.0d Schema, the following tags were added
  to the Award Block for Pell, DL, and TEACH
• ltAbilityToBenefitCodegt
• ltAbilityToBenefitTestAdministratorCodegt
• ltAbilityToBenefitTestCodegt
• ltAbilityToBenefitCompletionDategt
• ltAbilityToBenefitStateCodegt

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Ability to Benefit
COD Release 10.0 implemented a process for
schools to report to COD when Ability To Benefit
was used to determine student eligibility for
Grants and Direct Loans. As part of the Schema
Version 3.0d, the following fields on the next
few slides will be processed for all program
award blocks
AbilityToBenefitTestAdministrator AbilityToBenefitTestAdministrator
Code Description
01 Assessment Center
02 Independent Test Administrator
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Ability to Benefit
AbilityToBenefitCode AbilityToBenefitCode
Code Description
01 Test Completed
02 College Credits
03 State Process
04 Home Schooled
05 Other
AbilityToBenefitCompletionDate AbilityToBenefitCompletionDate
Valid Date Association Requirements
01 Test Completed Ability To Benefit code of 01 CCYY-MM-DD
03 State Process Ability to Benefit code of 03 CCYY-MM-DD
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Ability to Benefit

AbilityToBenefitTestCode AbilityToBenefitTestCode
Code Description
01 ASSET Program
02 Career Program Assessment (CPAT)
03 Combined English Language Skills Assessment (CELSA)
04 Compass Subtests (COMPASS)
05 Computerized Placement Tests (CPTs)
06 Descriptive Tests of Language Skills (DTLS)
07 ESL Placement Test (COMPASS/ESL)
08 Wonderlic Basic Skills Test (WBST)
09 WorkKeys Program
10 Test of Adult Basic Education (TABE)
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Ability to Benefit
New Edits for Ability to Benefit New Edits for Ability to Benefit New Edits for Ability to Benefit
Edit Message Condition
195 Missing Ability To Benefit State Code and/or Ability To Benefit Completion Date If the Ability To Benefit Code is 03, the record must contain a valid Ability to Benefit State Code and Ability to Benefit Completion Date.
196 Invalid Completion Date for the Submitted Ability to Benefit Code If the Ability To Benefit Code is 03, the record must contain a valid Ability to Benefit Completion Date for the submitted Ability To Benefit State Code or the Ability to Benefit Completion Date is greater than the current COD processing date. If the Ability To Benefit Code is 01, the record must contain a valid Ability to Benefit Completion Date for the submitted Ability To Benefit Test Code or the Ability to Benefit Completion Date is greater than the current COD processing date.
197 Missing Ability To Benefit Test Administrator Code, and/or Ability To Benefit Test Code, and/or Ability To Benefit Completion Date. If the Ability To Benefit Code is 01, the record must contain a valid Ability to Benefit Test Administrator Code, Ability To Benefit Test Code, and Ability to Benefit Completion Date.
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Ability to Benefit
New Edits for Ability to Benefit New Edits for Ability to Benefit New Edits for Ability to Benefit
Edit Message Condition
198 Incorrect Ability To Benefit Code submitted. If the Ability To Benefit Code is 02, 04, or 05, the record must not contain any of the following tags ltAbilityToBenefitTestAdministratorCodegt ltAbilityToBenefitTestCodegt ltAbilityToBenefitStateCodegt ltAbilityToBenefitCompletionDategtIf the Ability To Benefit Code is 01, the record must contain the following tags, unless already stored on COD ltAbilityToBenefitTestAdministratorCodegt ltAbilityToBenefitTestCodegt ltAbilityToBenefitCompletionDategtIf the Ability To Benefit Code is 03, the record must contain the following tags, unless already stored on COD ltAbilityToBenefitStateCodegt ltAbilityToBenefitCompletionDategt If attempting to change the Ability To Benefit Code to a value that does not require additional Ability To Benefit data elements, you must null out all the stored Ability To Benefit values currently stored on COD.
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Ability to Benefit

Schools can select Ability to Benefit from a
dropdown field on the COD Web Create Award page
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Ability to Benefit

• The new Ability to Benefit data elements were
  also added to the COD Web Create Award page and
  the following reports
• Pell Grant Year-to-Date (YTD) Record
  Origination Record Layout, positions 311-326
• Direct Loan Rebuild File Origination Detail
  Record Layout, positions 935-950
• TEACH Rebuild File Origination Detail Record
  Layout, positions 316-331
• For more information about the report layout
  changes, refer to Volume VI, Section 8 of the
  2011-2012 COD Technical Reference

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Removal of Two Pells in an Award Year

• Due to new legislation, the ability to award two
  Pells in an award year was removed from the COD
  System.
• 2011-2012 award year and forward
• COD no longer accepts the ltAdditionalEligibilityIn
  dicatorgt field with value of true within the
  Pell Award Block
• General Edit 995 corrects Pell originations or
  maintenance with an AEI value of true
• For Correcting Schools, the logic changes the AEI
  value to false and may reduce the award amount
  to the students SFPG (Scheduled Federal Pell
  Grant)
• General Edit 996 rejects Pell originations or
  maintenance with an AEI value of true for
  non-Correcting Schools
• Department of Defense and Full-Year Continuing
  Appropriations Act,
• 2011 (P. L. 112-10), Enacted 4/15/2011

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No Initial Authorization for Pell Grants

• Beginning with the 2011-2012 award year, the COD
  System no longer system generates Initial
  Authorizations for the Pell Grant Program. Pell
  Grant Funding is provided on a records first
  basis for all institutions.
• Schools will not receive an authorization until
  COD accepts disbursement records
• COD will update the schools Current Funding
  Level (CFL) once the COD System has accepted and
  posted actual disbursement records for that award
  year
• An Electronic Statement of Account will be sent
  to a school each time its Pell Grant CFL amount
  changes

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No Initial Authorization for Pell Grant
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Reporting Updates

• DL SAS was modified to include the TIVAS in a
  Servicer Name field.
• Located on the Loan Detail, Loan Level section
• Servicer identification now available via SAS,
  COD Person screen, NSLDS, Date Range search on
  COD website
• An Entrance Counseling Report was created for
  Entrance Counseling completed on
  StudentLoans.gov.
• Contains Entrance Counseling data for the week
  prior to the report generation date
• Delivered to the Direct Loan newsbox of the COD
  Reporting Web site in CSV format

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COD Release 10.1 Direct Loan Recap

• With Release 10.1, the COD System implemented the
  following functionality on July 8, 2011
• New 3.0d schema tags are being sent on PLUS
  Application Acknowledgements
• FAFSA matching on PLUS Students
• Two new reports for MPNs and PLUS applications
• New School Options for StudentLoans.gov
• StudentLoans.gov Enhancements
• Available in Spanish
• Additional Parent Plus credit balance options
• Default yes/no

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FAFSA Matching on PLUS Student

• The student identifier data for DL Parent and
  Graduate PLUS awards will be compared against the
  stored CPS record.
• To ensure the student data matches the FAFSA
  application eMPN
• Beginning with award year 2011-2012
• Functionality already exists for Pell, TEACH, ACG
  and SMART grants, and Direct Loan Subsidized and
  Unsubsidized loans
• CPS transaction number is required data on Loan
  Origination Record and maintenance submissions
• Edit 24 reject volume has increased since 10.1
  implementation

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New MPN and PLUS Application Reports

• With Release 10.1, a new MPN Report is available
  for schools.
• Online only Direct Loan newsbox on the COD web
  site
• CSV format
• Electronic and paper MPNs
• Saturday-Friday activity
• No activity No report
• Data of note

• MPN ID
• PLUS Loan Type
• Endorser
• MPN Status
• Linked
• Expiration Date

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New MPN and PLUS Application Reports

• With Release 10.1, a new PLUS Application Report
  is available for schools.
• Online only Direct Loan newsbox on the COD web
  site
• CSV format
• Saturday-Friday activity
• No activity No report
• Data of note

• PLUS Application/Previous ID
• PLUS Loan Type
• Application Submission Reason
• Award Year
• Credit Decision Status
• School Credit Balance Option
• Award Range Dates
• Loan Amount Requested

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School Options for StudentLoans.gov

• On COD Web School Options, schools have
  additional selections for StudentLoans.gov.
  These modifications include
• PLUS Application participation options are now
  Award Year specific
• Main Schools can add and/or remove the states
  that display their school location for PLUS
  (Parent/Grad), eMPN and Entrance Counseling
  processes on StudentLoans.gov
• Associated States replaces Multiple Location
• Additional location cannot change Associated
  States
• Set by school users with appropriate COD access
  rights

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School Options for StudentLoans.gov
Main Schools can add and/or remove the states
that display their school location
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School Options for StudentLoans.gov

• Within COD School Options, Schools will also have
  the ability to
• Determine valid Award Ranges (Loan Periods),
  which borrowers may select when completing a PLUS
  Application for their school
• Select participation in Entrance Counseling on
  StudentLoans.gov in addition to eMPN

36
School Options for StudentLoans.gov
Award ranges set in School Options will be
available for borrowers to select on
StudentLoans.gov
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COD Release 10.2 Direct Loan Update

• With Release 10.2, the COD System will implement
  the following functionality on October 21, 2011
• Redesign the MPN submit button
• New Actual Disbursement Listing (ADL) Report
• Change single disbursement exemption threshold
  from lt10 to lt15
• FAFSA school selection on Applicant Detail Screen

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Actual Disbursement Listing Report

• An Actual Disbursement Listing Report will be
  created to display future dated actual
  disbursements.
• Includes booked and unbooked actual disbursements
• Produced weekly
• Award Year specific starting with 2011-2012 Award
  Year and forward
• Message Class DLADYYOP (where YY is equal to
  award year)
• Delivered via the COD Reporting Website in a
  school's Direct Loan newsbox and SAIG
• COD Reporting Website CSV format only
• SAIG Comma-delimited format only

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COD Release 11.0 Update

• With Release 11.0, the COD System PLANS to
  implement the following functionality in Spring
  2012
• Foreign School Tool updates
• New MPN status code of E
• Verification status code for Direct Loan awards
• Declined/pending PLUS award maintenance
• School and Vendor Testing for 2012-2013

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Foreign School Tool Updates

• The Foreign School Tool (DLOT) on the COD website
  will be modified to allow maintenance on Direct
  Loan Subsidized, Unsubsidized, Parent, and Grad
  PLUS Awards.
• View and modify current student information on
  file with COD
• Remove, view, and modify Direct Loan awards
• Users with access to originate awards through the
  DLOT will have access to perform maintenance
  through the maintenance tool
• Maintenance can be perform to multiple awards,
  disbursements, and students simultaneously
• Only one award year per batch

41
New MPN Code of E

• When a PLUS Award has linked to an MPN and an
  Endorser, a new value of E will be displayed in
  the ltMPNStatusCodegt tag.
• COD will return in the Common Record responses
• COD Web will display 'Inactive - Endorsed' on the
  Award Promissory Notes web pages
• Starting with the 2012-2013 Award Year and
  forward
• Value of I will continue to be returned for
  Award Years 2011-2012 and prior
• 'Inactive' will contained to be displayed on the
  COD Web Award Promissory Notes pages for Award
  Years 2011-2012 and prior

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Verification Status Code

• The COD System will begin to process Subsidized
  Direct Loans with the Verification Status Code
  data element.
• 2012-2013 Award Year and forward
• ltVerificationStatusCodegt tag will be in the new
  COD Schema version 3.0e for Direct Loans
• Values will continue to be to V-Verified,
  S-Selected but not verified, W-Without
  Documentation, and Niltrue
• New Award Level Reject Edit when a school submits
  a Direct Loan Subsidize award record with the
  ltVerificationStatusCodegt W

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Decline/Pended PLUS Award Maintenance

• Starting with Release 11.0, the COD System will
  allow maintenance to Declined/Pended Direct Loan
  PLUS Awards.
• Maintenance can be performed on COD Web or via
  batch
• Users can update award, disbursement, and person
  fields
• The COD System will continue to reject Actual
  Disbursements for PLUS Awards with decline/pended
  status
• New credit check will be performed when a
  maintenance record is submitted for a
  declined/pended Parent or Grad PLUS award
• Credit Check will use the borrower person
  identifier change field values (SSN, DOB, Last
  Name)

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New Schema Tag for 2012-2013!

• A new schema tag will be added to the
  disbursement block for the DL, TEACH, and Pell
  programs.
• This ltEnrollmentSchoolCodegt tag will convey the
  location the student is attending and will be
  required for all disbursement records.
• The required value will be 8 digit, valid OPEID.

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We appreciate your feedback and comments. We
can be reached at Grants Marie
Fitzpatrick Phone [phone] Email
marie.fitzpatrick_at_ed.gov Direct Loans Wood
Mason Phone [phone] Email
wood.mason_at_ed.gov
Contact Information
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COD School Relations Center URL
http//www.cod.ed.gov Email CODSupport_at_acs-inc.co
m Phone - Grants [phone] Phone - Direct
Loans [phone] Direct Loan
Operations Email dlops_at_ed.gov
Contact Information
47
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