Bob Berry/Oct. 2013

U.S. Department of Education

2013 NYSFAAA Fall Conference

Basic COD Hands-On Training

•The Common Origination and Disbursement

System (COD) Overview

•Pell Processing and Practice

•Direct Loan Processing and Practice

•Q & A

Basic COD Hands-On Training Agenda

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COD Computer-Based Training

“Tools for Schools” section on the IFAP home page, click on COD Computer-Based Training.

• COD System Simulations – These simulations explain the COD Web site screens and functionality available

to a school administrator. There are 12 lessons with text to guide a user through each area of the COD Web

site. By entering fictitious data, the user can explore basic navigation and functions of the COD Web site

and practice locating and creating information in a safe environment that includes tips for assistance.

• Direct Loan Reports CBT – This CBT includes several sections that explain the COD reports a school can

use to assist with the administration of and reconciliation process for William D. Ford Federal Direct Loan

(Direct Loan) awards.

• Grant Reports CBT – These two separate CBTs explain the COD reports a school can use to assist with the

administration of and reconciliation process for Federal Pell Grant (Pell Grant) and Teacher Education

Assistance for College and Higher Education (TEACH) Grant awards.

• Direct Loan (DL) Tools Simulation – This simulation demonstrates how to use the DL Tools software to

assist with the reconciliation process for Direct Loan awards. Although the simulation can be used both by

schools that use the EDExpress for Windows software and schools that do not use this software, the

simulation is especially useful for schools that do not use the EDExpress software on a regular basis but

are interested in a Direct Loan reconciliation resource.

• StudentLoans.gov Web Site Simulations – These five separate simulations offer a step-by-step walk

through of the various functions available on the StudentLoans.gov Web site. Three simulations

demonstrate electronically completing a Direct Loan Master Promissory Note (MPN), based on loan type,

and entrance counseling. The other two simulations demonstrate completing a credit check or credit

appeal online and completing an Endorser Addendum online.

• TEACH Grant Web Site Simulations

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COD CBT System Requirements

• To function properly, all COD CBT components must be run on a system that meets the following

requirements:

• Windows 98, 2000, XP, Vista, or Windows 7 operating system

• Latest version of Adobe Flash Player

• 15-20 megabytes of free disk space on local hard drive

• 20 megabytes of RAM

• 15" monitor with 16-bit color depth and minimum resolution of 1024 x 768

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COD CBT- Download from IFAP

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COD CBTs (cont’d)

• COD System Simulations

• Using the COD System Search Function (November 2012)

• Managing School Information (August 2013)

• Locating Grant Information (September 2012)

• Locating Direct Loan Information (November 2012)

• Working with Batches (November 2012)

• Updating and Creating Records (November 2012)

• Requesting Data (August 2012)

• Working the Action Queue (November 2012)

• COD System Correspondence (September 2012)

• COD System Edits (July 2013)

• COD System Password Reset (August 2013)

• TEACH Grant (July 2013)

• Direct Loan Reports CBT

• Direct Loan Reports (September 2012)

• Grant Reports CBTs

• Pell Grant Reports (June 2012)

• TEACH Grant Reports (July 2013)

• Direct Loan (DL) Tools Simulation

• Direct Loan Tools (November 2010)

• StudentLoans.gov Web Site Simulations

• Completing a Subsidized-Unsubsidized eMPN and Entrance Counseling (November 2010)

• Completing a Graduate PLUS eMPN and Entrance Counseling (November 2010)

• Completing a Parent PLUS eMPN (November 2010)

• PLUS Credit Checks and Appeals (November 2010)

• Completing an Endorser Addendum (November 2010)

• TEACH Grant Web Site Simulation

• TEACH Grant Web site (July 2013)

• Foreign Schools Processing Simulations

• Direct Loan Origination Tool – Set-up and Student Management (August 2013)

• Direct Loan Origination Tool – Origination Process (August 2013)

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COD CBT Training

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August ‘13

COD Website Tabs

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COD has 6 Main tabs

Program, Award Year

Defaults

COD Navigation Panels

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Navigation Panel

-- unique to the Tab

COD Today’s Update

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“Pro” Practice Time (15-20 mins.)

• If you are sharing a computer with a

colleague from your school:

• Log into COD and practice navigation free-

lance (e.g., for a school, student or

students, batchs, etc.) • VERY IMPORTANT Remember, ANYTHING you

practice with today is your ‘real/live school data’ and

you are responsible for any change(s) made to it if

you submit to COD !

• Or, use a COD CBT to explore a subject

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Accessing COD Reports

• SAIG mailbox

• COD website/Services tab

• Separate databases

• Can have both COD and reports open at same

time

• Must log off each separately

COD Technical Reference pg VI-8-24 Pell Reports

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COD Technical Reference pg VI-8-120 DL Reports

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Services/ COD Reports

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COD reports – Program Selection

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10000466-DL 10000466-PL

10000466

COD reports – Pell Reports

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Pell Lifetime Eligibility Used Report

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Pell LEU Report

Beginning with the COD Release 12.0 on March 22,

2013, COD modified production of the Pell LEU

Report and made it a scheduled report sent to your

SAIG mailbox for award year 2013-2014 and forward

• Ceased to be available in your School NewsBox on the

COD website after October 5, 2013

• Comma-Delimited format

• SAIG Message Class PGLEYOP

“YY” designates award year

PGLE14OP for award year 2013-2014

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COD reports – Program Selection

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10000466-DL 10000466-PL

10000466

COD Reports – Direct Loan

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COD reports – Actual Disbursement List

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COD CBTs (on IFAP, ‘Tools for Schools’)

• COD System Simulations

• Using the COD System Search Function (November 2012)

• Managing School Information (August 2013)

• Locating Grant Information (September 2012)

• Locating Direct Loan Information (November 2012)

• Working with Batches (November 2012)

• Updating and Creating Records (November 2012)

• Requesting Data (August 2012)

• Working the Action Queue (November 2012)

• COD System Correspondence (September 2012)

• COD System Edits (July 2013)

• COD System Password Reset (August 2013)

• TEACH Grant (July 2013)

• Direct Loan Reports CBT

• Direct Loan Reports (September 2012)

• Grant Reports CBTs

• Pell Grant Reports (June 2012)

• TEACH Grant Reports (July 2013)

• Direct Loan (DL) Tools Simulation

• Direct Loan Tools (November 2010)

• StudentLoans.gov Web Site Simulations

• Completing a Subsidized-Unsubsidized eMPN and Entrance Counseling (November 2010)

• Completing a Graduate PLUS eMPN and Entrance Counseling (November 2010)

• Completing a Parent PLUS eMPN (November 2010)

• PLUS Credit Checks and Appeals (November 2010)

• Completing an Endorser Addendum (November 2010)

• TEACH Grant Web Site Simulation

• TEACH Grant Web site (July 2013)

• Foreign Schools Processing Simulations

• Direct Loan Origination Tool – Set-up and Student Management (August 2013)

• Direct Loan Origination Tool – Origination Process (August 2013)

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COD CBT Training

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“Pro” Practice Time (20-30 mins.)

• If you are sharing a computer with a

colleague from your school:

• Log into COD and practice Program

Reports navigation free-lance (eg, for Pell

or Direct Loans Reports) • VERY IMPORTANT Remember, ANYTHING you

practice with today is your ‘real/live school data’ and

you are responsible for any change(s) made to it if

you submit to COD !

• Or, use a COD CBT to explore a subject

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COD 2013-2014 Award Year Releases

• Release 12.0, March 22, 2013

• Release 12.1, May 3, 2013

• Release 12.2, June 28, 2013

-----------------------------------------------

• Release 12.3, October 25, 2013

• Release 12.4, December 13, 2013

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COD implemented modifications to Ability to Benefit

(ATB) for 2013-2014 and forward

• New valid values for <AbilityToBenefitCode> tag

06 = High School Diploma

07 = GED

• <AbilityToBenefitCode> tag required field

Reject Edit 994 returned if NOT submitted on origination for any

program

New warning Edit 199 when <AbilityToBenefitCode> tag value

submitted does not match the High School Diploma or

equivalent value from the CPS Transaction Number

Ability To Benefit (Release 12.0)

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Valid Ability to Benefit codes for award year 2013-2014

and forward are

• 01 - Testing completed

• 02 – College credit

• 04 – Home schooled

• 06 – High school

• 07 - GED

Ability To Benefit (Release 12.0)

NOTE: ATB codes 03 and 05 are NOT valid

ATB codes and should NOT be submitted

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Don’t forget the <EnrollmentSchoolCode> tag

• 8-digit OPE ID code of the campus the student attends!

• Disbursement block of the Common Record

• Required on Direct Loan, Pell Grant, TEACH origination

NOT required if Pell Grant award originated without disbursement data

• COD will verify it’s a valid OPE ID and proper format of 8 digits

• Required on Sequence 01 of actual disbursement data

NOT required on adjustments to actual disbursement data

Sequence number MUST be incremented if changing the Enrollment School Code on an actual disbursement

Enrollment School Code (Release 12.0)

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With COD Release 12.2, implemented on June 28, 2013, COD

was modified to return a reject edit, #201, for incoming Pell

Grant disbursements that cause an award to exceed a student’s

Pell LEU of 600%

• Award years 2012-2013 and forward

• Disbursement Level reject on origination and maintenance submissions

For correcting schools the edit will update submitted disbursements

on awards with a Pell LEU that exceeds 600%

• Award Level Warning edits #177 and #178 remain in effect and were

not modified • W 177 Lifetime Percentage of Eligibility Used is near the lifetime limit Pell A student's Lifetime Eligibility Used is within 450% and 600%. No action

required

• W 178 Lifetime Percentage of Eligibility Used has exceeded the lifetime limit Pell A student's Lifetime Eligibility Used has exceeded 600%. Review the

record and ensure the student is eligible for Pell Grant funding.

COD Release 12.2 – Pell Grants

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To manage any Pell LEU discrepancies, a dispute process has been setup

•Disputes should be utilized for situations where an adjustment would bring the student’s Pell Grant LEU to less than 600%

•Schools should contact the COD Contact Center to initiate the dispute process

•Documentation will be requested to support the dispute case

• If the dispute is approved, FSA will systematically adjust the student’s Pell LEU

COD Release 12.2 – Pell Grants

Dear Colleague Letter 2013-2014 (5/16/2013)

Pell LEU Dispute EA (June 27, 2013)

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COD Release 12.2 – Pell Grants

Adjustments for

approved Pell LEU

disputes will be

identified and

displayed on the

student’s Pell LEU

History screen

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COD Release 12.2

Adjustments

will also be

viewable on

the Pell LEU

History

Summary

screen

One last thing…The 12.2 changes did not

retroactively “fix” the 12/13 and 13/14

overpayments to students with Pell LEUs greater than

600% schools have already submitted

• The 12.2 changes will only prevent schools from awarding

to students who have exceeded their 600% LEU limit going

forward

Reject edit code 201

• Schools are expected to have in place a process to

proactively identify these overpayments via Warning edit

code 178 and resolve them

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COD Release 12.2 – Pell Grants

“Pro” Practice Time (20-30 mins.)

• If you are sharing a computer with a

colleague from your school:

• Log into COD and practice/research • VERY IMPORTANT Remember, ANYTHING you

practice with today is your ‘real/live school data’ and

you are responsible for any change(s) made to it if

you submit to COD !

• Or, use a COD CBT to explore a subject

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COD was enhanced to generate and make available a School Account Statement (SAS) Disbursement Detail On Demand report

• Requested on the COD website via new Reports Request link

Available for Direct Loan and TEACH Grant participating schools

Delivered to your SAIG TG Mailbox

Format flexibility

• File length and existing fields remain the same as the SAS Loan Detail, Disbursement Activity Level section

• Direct Loan Tools software does NOT support the import and display of the SAS Disbursement Detail On Demand Report

COD Release 12.0 – Direct Loan Program

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The SAS Disbursement Detail On Demand report

provides options for flexibility in coverage

• Year To Date

School chooses end date

• Month To Date

School chooses end date

• Date Range

• All are program and award year specific

Data doesn’t include more than one award year

COD Release 12.0 - Direct Loan Program

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With COD Release 12.2 Phase 1 of the modifications to

enforce the 150% Direct Subsidized Loan Limit were

implemented

• COD evaluates borrowers for the new Subsidized Usage

Limit Applies (SULA) flag

• The flag = “Y” if the borrower has no outstanding loan

balance at the time he or she receives a Direct Loan after

June 30, 2013

• Displays as the date the maximum eligibility window opens

View Person Information screen

The date COD receives a Direct Loan award for this person

The date is a non-editable field

COD Release 12.2 - Direct Loan Program

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COD Release 12.2 - Direct Loan Program

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A new Warning Edit, edit code #200, will trigger on

origination and maintenance submissions and will

indicate that the borrower is a “first-time” borrower

and subject to the Subsidized Usage Limit

COD Release 12.2 - Direct Loan Program

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COD began to generate and deliver a new report that

identifies all borrowers that have the Subsidized Usage

Limit Applies flag set to “Y”

• The borrower will appear on the report for 90 days

Each borrower will appear only once per school report per

award year

The report will be delivered via the School NewsBox on the COD

website each week in CSV format

If no borrowers meet the report generation criteria the school

will not receive a report for that week

COD Release 12.2 - Direct Loan Program

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COD code was modified to reject incoming Loan

Origination Records (LORs) with an earliest

disbursement date on or after July 1, 2013, and NOT

having the appropriate origination fee

COD Release 12.2 - Direct Loan Program

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COD code was modified to perform an additional evaluation of a declined borrowers’ credit checks

•Determines whether the declined credit decision could be reconsidered and eligible for appeal

•A “Reconsideration Eligibility” value is now displayed on the COD website screens below

Credit Check Detail screen

Credit History screen

PLUS Award Detail screen (quasi awards only)

PLUS Application Detail screen (declined only)

•StudentLoans.gov and Correspondence will notify the borrower of the reconsideration eligibility

COD Release 12.2 - Direct Loan Program

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COD will generate and make available to schools a new

“PLUS Loan Reconsideration” report

•Generated weekly and posted to the school NewsBox on the

COD website in CSV format

• Identifies borrowers at their school whose most recent

credit check is eligible for credit check reconsideration

• If the borrower appeal is accepted, then the record will not

display on the following week’s report

•A borrower’s credit check will be displayed on the report for

180 days from the record’s Credit Check Date

COD Release 12.2 - Direct Loan Program

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COD will now require your OPE ID when conducting an

online, instant credit check of a borrower via the COD

website

•Additional field on the online credit check form

•Required entry

COD Release 12.2 - Direct Loan Program

“Pro” Practice Time (20-30 mins.)

• If you are sharing a computer with a

colleague from your school:

• Log into COD and practice/research • VERY IMPORTANT Remember, ANYTHING you

practice with today is your ‘real/live school data’ and

you are responsible for any change(s) made to it if

you submit to COD !

• Or, use a COD CBT to explore a subject

58

QUESTIONS?

Robert.Berry@ed.gov

(202) 384-4869

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