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(COD System) Subject: Implementation Update - COD System Functionality for 2011-2012 Award Year

Posted Date:July 15, 2011

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

Subject: Implementation Update - COD System Functionality for 2011-2012 Award Year

During the period July 8-9, 2011, we implemented additional Common Origination and Disbursement (COD) System functionality to support the 2011-2012 Award Year processing. After major system releases such as this one, we routinely inform the higher education community if post-implementation issues arise. While these issues are generally resolved quickly, we communicate the issues and our resolution plans as part of our commitment to serving our customers.

We explained all of the system changes in a June 30, 2011 Electronic Announcement posted on the Information for Financial Aid Professionals (IFAP) Web site. In this announcement, we provide information about two post-implementation issues that may impact school processing.

Post-Implementation Information

  1. Some Master Promissory Note (MPN) Acknowledgements Contain Incorrect Student Information – We have determined that, in some cases, MPN acknowledgements contain incorrect student identifier information. Currently, the issue has impacted approximately 3 percent of the MPN acknowledgement files generated from July 9, 2011 to July 14, 2011. It is important to note that the underlying data on the COD System is correct and only the data in the MPN acknowledgement file is incorrect.

    As of late July 14, 2011, we implemented a process to identify and hold any MPN acknowledgement file that contains the incorrect information. As a result, some schools may be delayed in receiving some of their MPN acknowledgement files for the next few days. In addition, we identified the MPN acknowledgement files with incorrect information sent to schools during the July 9-14, 2011 period. We are in the process of correcting those files.

    We are working to fix the underlying issue and clean-up the affected MPN acknowledgement files by the end of processing on Sunday, July 17, 2011. On Monday, July 18, 2011, we will send corrected MPN acknowledgement files to the schools impacted by this issue.

    As we continue our work on this issue, we will provide updates through the COD Processing Update document posted on the COD Web site.

  2. Some Pell Grant, ACG, and National SMART Grant Awards Not Reflected in NSLDS – We have identified a COD- related formatting issue that is impacting acceptance of some Federal Pell Grant (Pell Grant), Academic Competitiveness Grant (ACG), and National Science and Mathematics Access to Retain Talent Grant (National SMART Grant) records by the National Student Loan Data System (NSLDS). This issue affects the following records transmitted from the COD System to the NSLDS since Monday, July 11, 2011:

    • Pell Grant, ACG, and National SMART Grant records for the 2009-2010 and 2010-2011 award years
    • Pell Grant records for the 2011-2012 award year

    As a result, the Pell Grant, ACG, and National SMART Grant information for some students may be incomplete in the NSLDS.

    We are working to resolve this issue. Full resolution is expected by July 19, 2011, and a clean up of the rejected records is scheduled for July 22, 2011. In the meantime, disbursement data for affected awards in the NSLDS may be incorrect. Refer to the COD Web site for the most up-to-date disbursement data.

Note: We have identified a few other relatively minor post-implementation issues earlier in the week and have posted information about them in the COD Processing Update document posted on the COD Web site. We will continue to provide updates about those items through that document.

Contact Information

We appreciate the community’s support as we implemented COD System functionality for the 2011-2012 Award Year. If you have questions about the functionality or information in 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: 07/14/2011