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(COD System) Subject: Removal of Data for Closed Award Years from Production Environment (Updated October 4, 2011)

Posted Date:September 26, 2011

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

Subject: Removal of Data for Closed Award Years from Production Environment (Updated October 4, 2011)

Note: On October 4, 2011, we updated this announcement to reflect the extension of the outage period associated with the removal of data for closed award years.

We will suspend batch processing beginning at 8:00 P.M. (ET) on Friday, October 7, 2011. Records submitted after this will be held and processed after 2:00 A.M. (ET) on Sunday, October 9, 2011. In addition to this outage, routine Web site maintenance that occurs each Sunday will also be completed as scheduled.

The updated dates and times are shown in red below. Please review this updated information and evaluate the impact on your school or organization during the extended outage period.

During the period October 7-9, 2011, we will remove data for closed years from the Common Origination and Disbursement (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.

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

  • COD Batch Processing Suspension and Web Site Outage Information

  • COD Data Removal for Closed Years Effective October 9, 2011

  • Contact Information

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

COD Batch Processing Suspension and Web Site Outage Information

To implement the COD System change, we will suspend COD batch processing beginning at 8:00 P.M. (ET) on Friday, October 7, 2011. Records submitted after this time will be held and processed after 2:00 A.M. (ET) on Sunday, October 9, 2011.

In addition, between 8:00 P.M. (ET) on Friday, October 7, 2011 and 2:00 A.M. (ET) on Sunday, October 9, 2011.

  • Users will not be able to submit or retrieve data via the COD Web site.

  • Users will not be able to access the COD Reports area of the COD Web site.

  • 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, endorse a Direct PLUS Loan electronically, or view loan correspondence via the StudentLoans.gov Web site.

  • 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.

COD Data Removal for Closed Years Effective October 9, 2011

During the period October 7-9, 2011, 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

  • 2004-2005 Award Year

  • 2005-2006 Award Year

Direct Loan Closed Program Years

  • 2008-2009 Program Year

The October 7-9, 2011 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.

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: 09/25/2011