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(COD System) Subject: Removal of Data for Closed Award Years from Production Environment

Posted Date:June 2, 2010

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

Subject: Removal of Data for Closed Award Years from Production Environment

On a regular basis, Federal Student Aid maintains and enhances the Common Origination and Disbursement (COD) System. During the period June 11-12, 2010, we will remove data for closed years from the COD System's production environment. As a general rule, schools no longer need to submit data to the COD System or access data via the COD Web site for these closed years.

Note: We are also planning to execute a COD System maintenance activity on Sunday, June 13, 2010. Please refer to the "COD Processing Update" posted on the COD Web site for an explanation of this activity.

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

  • COD Batch Processing Suspension and Web Site Outage Information
  • COD Data Removal for Closed Years Effective June 12, 2010
  • Contact Information

We appreciate your patience and understanding as we complete this important activity.

COD Batch Processing Suspension and Web Site Outage Information

In order to complete our work—

  • We will suspend COD batch processing beginning at 8:00 P.M. (ET) on Friday, June 11, 2010. Records submitted after this time will be held and processed after 8:00 P.M. (ET) on Saturday, June 12, 2010.
  • Users will not be able to submit or retrieve data via the COD Web site between 8:00 P.M. (ET) on Friday, June 11, 2010 and 8:00 P.M. (ET) on Saturday, June 12, 2010.
  • Users will not be able to access the COD Reports area of the COD Web site between 8:00 P.M. (ET) on Friday, June 11, 2010 and 8:00 P.M. (ET) on Saturday, June 12, 2010.
  • An individual will not be able to complete online Direct Loan Entrance Counseling, complete a new Master Promissory Note (MPN) electronically, complete a Direct PLUS Loan Request electronically, or endorse a Direct PLUS Loan electronically via the StudentLoans.gov Web site between 8:00 P.M. (ET) on Friday, June 11, 2010 and 8:00 P.M. (ET) on Saturday, June 12, 2010.
  • An individual will not be able to complete TEACH Grant Initial and Subsequent Counseling, complete a new TEACH Grant Agreement to Serve (ATS), or retrieve an existing ATS via the TEACH Grant Web site between 8:00 P.M. (ET) on Friday, June 11, 2010 and 8:00 P.M. (ET) on Saturday, June 12, 2010.

COD Data Removal for Closed Years Effective June 12, 2010

During the period June 11-12, 2010, we will remove Federal Pell Grant (Pell Grant) and Direct Loan data from the COD System's production environment for the following closed years:

Pell Grant Closed Award Years

  • 2002-2003 Award Year
  • 2003-2004 Award Year

Direct Loan Closed Program Years

  • 2005-2006 Program Year
  • 2006-2007 Program Year
  • 2007-2008 Program Year

The June 11-12, 2010 removal of Pell Grant and Direct Loan data for the identified closed years from the COD System's production environment will have the following impact:

  • All records for the closed years that are submitted to the COD System will be rejected. Schools will receive COD Edit 996 (Invalid Value).
  • Data for the closed years will not be available via the COD Web site. The closed years will not appear in dropdown menus on the COD Web site.

We apologize for any inconvenience and appreciate your understanding as we complete this important activity.

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: 06/01/2010