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(COD System) Subject: Report Alert: Changes to COD Reporting Newsboxes Effective January 23, 2010

Posted Date:January 14, 2010

Author: William Leith, Service Director, Program Management, Federal Student Aid

Subject: Report Alert: Changes to COD Reporting Newsboxes Effective January 23, 2010

On a regular basis, Federal Student Aid maintains and enhances the Common Origination and Disbursement (COD) System. Increased system capacity is one of the many important reasons for our ongoing maintenance and enhancement activities. On January 23, 2010, we will implement a change to the COD Reports area of the COD Web site that is specifically targeted to increase COD System capacity. In addition to supporting our ongoing efforts related to increasing system capacity, this change will assist us in handling increased William D. Ford Federal Direct Loan (Direct Loan) Program volume as necessary.

In this announcement, we provide the following important information related to the change:

  • COD Reporting Newsbox Outage Information

  • New COD Reporting Newsbox Retention Rules

  • COD Report Removal

  • Contact Information

COD Reporting NewsBox Outage Information

In order to implement the change, the COD Reports area of the COD Web site will be unavailable from 8:00 AM (ET) until 10:00 P.M. (ET) on Saturday, January 23, 2010. During this period, a school will not be able to access reports through its COD Reporting NewsBox.

Note: In addition to this outage, we will execute a COD System maintenance activity on Sunday, January 24, 2010. Please refer to the "COD Processing Update" posted on the COD Web site for an explanation of this activity.

New COD Reporting Newsbox Retention Rules

Beginning with COD reports generated on Sunday, January 24, 2010 and posted on the COD Web site, we will store reports according to new COD Reporting Newsbox retention rules. The COD reports and new retention rules are outlined below for your reference.

Daily Reports on the COD Web site

We will store the last 30 versions of the following daily reports:

  • Direct Loan Funded Disbursement List
  • Pell Grant Funded Disbursement List

Weekly Reports on the COD Web site

We will store the last 26 versions of the following weekly reports:

  • Direct Loan MPN Discharge
  • Direct Loan MPN Expired
  • Pell POP
  • Pending Disbursement List (all programs)
  • SSN/Name/Date of Birth Change (Pell Grant and Direct Loan)
  • TEACH Grant Agreement to Serve (ATS) Discharge
  • TEACH Grant Pending Disbursement List
  • TEACH Grant SSN/Name/Date of Birth Change

Monthly Reports on the COD Web site

We will store the last 6 versions of the following monthly reports:

  • Direct Loan 30-Day Warning
  • Direct Loan Duplicate Student Borrower
  • Direct Loan MPNs Due to Expire
  • Direct Loan Inactive Loans
  • Pell Grant Verification Status Report
  • TEACH Inactive Grants

COD Report Removal

With this change to the retention rules, we will permanently remove some of the past versions of the COD reports in schools’ COD Reporting Newsboxes. Specifically, all COD reports older than the new retention rules in a school’s COD Reporting Newsbox will no longer be available when the COD Reports area outage ends at 10:00 P.M. (ET) on Saturday, January 23, 2010.

For example, the SSN-Name-Date of Birth Change report is received on a weekly basis. Until January 23, 2010, the last 52 versions of the report will be available in a school’s COD Reporting Newsbox. After January 23, 2010, only the last 26 versions of the report will be available in a school’s COD Reporting Newsbox.

The removal of COD reports from a school’s COD Reporting Newsbox will have no impact on these same reports that were sent to the school’s Student Aid Internet Gateway (SAIG) mailbox. In addition, data requests, which are always sent to the school’s SAIG mailbox, will not be impacted.

If a school needs to refer to a COD report after it is no longer available in the school’s COD Reporting Newsbox, it may notify the COD School Relations Center via e-mail at CODSupport@acs-inc.com. In follow up, the report will be sent to the school via e-mail. In order for a school’s request to be processed successfully, please include "Report Request" in the subject line of the e-mail and the following information in the body of the e-mail:

  • School Name
  • School ID
  • Contact Person’s E-mail Address
  • Report Name
  • Award Year
  • Report Date
  • Program (ACG, National SMART Grant, Pell Grant, or Direct Loan)
  • Note: For Funded Disbursement List requests, include the Batch ID and dollar amount associated with the report.

We apologize for any inconvenience and appreciate your understanding.

Contact Information

If you have questions about this announcement, contact the COD School Relations Center at 800/474-7268 for Grants or 800/848-0978 for Direct Loans. You may also e-mail CODSupport@acs-inc.com.

Last Modified: 01/13/2010