Using Common Origination and Disbursement

The Office of Federal Student Aid (FSA) Common Origination and Disbursement (COD) System processes financial aid award origination and disbursement data using the Common Record XML-format. The Common Record uses common data elements, definitions, edits, and structure. The Oracle Campus Solutions Financial Aid System uses the Common Record to exchange origination and disbursement data for the Pell Grant, Direct Loan, Academic Competitiveness Grant (ACG), and Science and Mathematics Access to Retain Talent (SMART) programs.

This chapter discusses how to:

See Also

U.S. Deparment of Education's Common Origination and Disbursement System (COD) Technical Reference

Click to jump to parent topicReviewing COD Setup

Before processing COD files, you must complete the appropriate COD award program setup options: Pell Payment, Direct Loans and ACG/SMART. Verify that you have done the setup indicated in the following table.

Warning! Do not change Pell ID Reporting values in the middle of an aid year. The Pell Grant payment and origination processes reference student awards which are in an Institution context and not directly related to a Pell ID. The Pell ID Reporting for Pell Grant processing is derived from the Institution using the Pell Payment Setup.

Process

Steps

Pell Payment

Select the COD Full Participant check box on the Pell Payment Setup page (PELL_PMT_OPTION) and enter your SFA Common School ID.

Enter the corresponding Common School ID for each Attended Pell ID on the Pell Attending page (PELL_ATTENDING).

Direct Loan

Select the COD Full Participant check box on the Loan Institution Table (LOAN_INST_TABLE) and enter your SFA Common School ID in the COD Common ID field.

Establish reporting/attended school relationships by associating Attended School Routing IDs with Reporting school Routing ID on Loan Attended Routing ID page (SFA_COD_LN_ATTEND)

ACG and SMART awards

Enter the disbursement offset and indicate whether to restrict the reporting of disbursement information to COD.

Campus OPEID for Direct Loans and Pell Payments

Link Campuses with OPEID codes on the Campus OPEID page (SFA_COD_CAMP_OPEID).

See Defining Pell Payment Setup.

See Setting Up Loan Institution Table for Direct Lending COD.

See Setting Up Attended School Routing ID's.

See Setting Up ACG and SMART Grants.

See Defining Your Campus OPEID Codes.

Click to jump to parent topicCreating COD Files

Each COD award program has its own outbound process. Run the appropriate outbound process to create XML records in the Common Record format for the type of COD award program for which you want to exchange data.

This section lists common elements and discusses how to:

Click to jump to top of pageClick to jump to parent topicCommon Elements Used in This Section

Schema Version

Select 2.0 to process aid years prior to 2009-2010.

Select 3.0 (default value) for aid years 2009-2010 and beyond. The system determines the correct version of COD Schema 3.0 based on Aid Year. Files for 2009-2010 use schema 3.0b, files for 2010-2011 use 3.0c, and files for 2011-2012 and beyond use schema 3.0d

Note. The Oracle Campus Solutions Financial Aid system does not support COD Common Record XML transmission of TEACH origination and disbursement data.

Click to jump to top of pageClick to jump to parent topicPage Used to Create COD Files

Page Name

Definition Name

Navigation

Usage

Pell Outbound

SFA_RUNCTL_PL_OUT

Financial Aid, File Management, COD Full Participant, Generate Pell Data, Pell Outbound

Generates COD Origination and Disbursement records for Pell, inserts data in the COD staging tables, and creates an XML file that contains Common Records.

Direct Loan Outbound

SFA_RUNCTL_DL_OUT

Financial Aid, File Management, COD Full Participant, Generate Direct Loan Data, Direct Loan Outbound

Generates COD Origination and Disbursement records for Direct Loan, inserts data in the COD staging tables, and creates an XML file that contains Common Records.

ACG/SMART Outbound

SFA_RUNCTL_AS_OUT

Financial Aid, File Management, COD Full Participant, Generate ACG/SMART Data, ACG/SMART Outbound

Generates COD Origination and Disbursement records for ACG and SMART, inserts data in the COD staging tables, and creates an XML file that contains Common Records.

Click to jump to top of pageClick to jump to parent topicCreating a COD File for Pell

Access the Pell Outbound page (Financial Aid, File Management, COD Full Participant, Generate Pell Data, Pell Outbound).

The Pell Outbound process (PELLOUT) updates Pell origination tables, updates the COD staging table, and creates an XML file that contains Common Records. You can run this process for multiple attending school IDs by inserting additional rows. The process has two steps:

  1. FAPPLOUT selects all originated Pell grants that are ready for transmission. If all data required to transmit the award is present, the data is moved to the COD staging tables. Selected records that are not processed are documented in the message log of the process.

  2. SFA_COD_OUT creates the common record XML file in the location and name specified in the run control.

SFA Common School ID (student financial assistance common school identification)

Select your institution's identification number.

File Path and Name

Enter the file path for which the process should create the XML file in and the name of the XML file. File names must include '.xml' at the end of each filename.

Pell Origination Outbound

Select this check box to process Pell origination outbound records.

Pell Disbursement Outbound

Select this check box to process Pell disbursement outbound records. When you select Pell disbursement, the system automatically activates the Pell Origination Outbound check box.

Send Disb if Verification "W" (send disbursement if verification "W")

Select this check box to send the disbursement if the verification status code is W (without documentation). This value is used only for disbursement.

Click to jump to top of pageClick to jump to parent topicCreating a COD File for Direct Loans

Access the Direct Loan Outbound page (Financial Aid, File Management, COD Full Participant, Generate Direct Loan Data, Direct Loan Outbound).

The Direct Loan Outbound process DLOUT) updates Direct Loan origination tables, updates the COD staging table, and creates an XML file that contains Common Records. You can run this process for multiple Academic Careers within an Academic Institution/Aid Year. You need a new run control row for each combination of required parameters.

  1. FAPDLOUT selects all originated Direct Loans that are ready for transmission. If all data required to transmit the award is present, the data is moved to the COD staging tables. Selected records that are not processed are documented in the message log of the process.

  2. SFA_COD_OUT creates the common record XML file in the location and name specified in the run control.

Attended School Routing ID

Select appropriate Attended School Routing ID.

Note. DLOUT generates separate files for each unique Attended School Routing ID. If your institution supports multiple Attending School IDs, then separate Selection Criteria rows must be added for each.

File Path and Name

Enter the file path where the XML file should be created and the name of the XML file. File names must include '.xml' at the end of each filename. File Path and Name must be a unique XML file based on the unique combination of Selection Criteria values or the process overwrites the contents of the existing XML file.

Originations

Select this check box to process Direct Loan origination outbound records.

Origination Changes

Select this check box to process changes to Direct Loan origination outbound records.

Disbursements

Select this check box to process Direct Loan disbursement outbound records.

Validate Only

Appears only when the Originations check box is selected. If you select both Originations and Validation Only check boxes, the system runs your origination in simulation mode. Use this feature to check your originated data on the View Direct Loan, Loan Processing Actions component for statuses and errors. After you verify your data, clear the Validation Only check box and run your process again.

Click to jump to top of pageClick to jump to parent topicCreating a COD File for ACG or SMART

Access the ACG/SMART Outbound page (Financial Aid, File Management, COD Full Participant, Generate ACG/SMART Data, ACG/SMART Outbound).

The COD ACG/SMART Outbound process (ASGOUT) is a two-step PSJob:

Academic Institution

Select the institution for which you want to create an XML file.

Academic Career

Select the academic career of the records selected for processing.

SFA Common School ID

Select your institution's identification number, the same number used for Pell reporting.

File Path and Name

Enter the file path and file name for which the process should create the XML file. File names must include '.xml' at the end of each filename.

Origination

Select this check box to process origination outbound records.

Origination and Disbursement

Select this check box to process disbursement outbound records. When you select this option, origination records are also processed.

Click to jump to top of pageClick to jump to parent topicProcessing COD Names and Addresses

The system retrieves student name information that is submitted to the COD for processing from ISIR tables and Campus Community. To process a name change, change the name on the Campus Community Bio/Demographic pages and process an ISIR correction through the Correct ISIR records component (Financial Aid, Federal Application Data, Correct 20nn-20nn ISIR Records).

COD returns a warning edit (Edit 120) when a complete student address does not exist on the incoming record. Therefore, both Direct Lending and Pell COD addresses must come from the same sources:

You cannot override the address using the Direct Loan Address page. Process any changes to the student's address in Campus Community using the override or correction functionality in ISIR address.

See Also

Reviewing FAFSA Student Information

Click to jump to parent topicReviewing COD Data

The View COD Data component is used to view all COD data for all COD award programs supported by the system: Pell Grant, Direct Loan, ACG, and SMART. The View COD Data component presents both inbound and outbound COD data.

This section discusses how to:

Click to jump to top of pageClick to jump to parent topicCommon Elements Used in This Section

Document ID

Displays the date and time stamp with the Source Entity ID.

Document Type

Displays the type of document being returned from COD.

Values are:

BN: Booking Notification

CO: Credit Decision Override

EC: Entrance Counseling

ND: Negative Disbursement

PS: Payment to Servicing

PN: Promissory Note

RC: Receipt

RS: Response

SG: System Generated

SP: PLUS Application Acknowledgement

WB: Web Initiated

Processing Status

Displays the status of the batch:

Outbound and Generated for outbound files

Processed and Loaded for inbound files

Reset

Available when you outbound a file to allow you to regenerate the XML file. When you select Reset, the system opens the File Path and Name field and updates the processing status from Generated to Outbound. You can correct and update the path if necessary. You must save the page before exiting to save the status change. Then when you rerun PELLOUT, DLOUT or ASGOUT, the system regenerates an XML file using the same Document ID. Running this process only calls the Application Engine section of the outbound process (PELLOUT/DLOUT/ASGOUT). The system creates an XML file only for records with the same Document ID associated with the reset process.

You can update the File and Name path in the run control if you are certain that these are the only records to be picked up by the PELLOUT/DLOUT/ASGOUT process.

Note. You must use a unique file path and name when you run the PELLOUT, DLOUT, or ASGOUT process. If they are not unique, the new records overwrite the reprocessed records in the XML file creation. File names must include '.xml' at the end of the filename.

Receipt Date

Displays the date and time stamp indicating receipt of the document at COD.

Document Status

Displays the status of the processed document on COD. Values are:

A: Accepted

R: Rejected

D: Duplicate

Process Date

Displays the date the document information was processed at COD.

ID

Displays the student's unique identification.

Reporting School ID

Displays an identification that provides a logical grouping of elements related to Reporting School Entity Information.

Attending School ID

Displays an identification that provides a logical grouping of elements related to Attending School Entity Information.

Response Indicator

Displays the result of processing the COD. Values are:

A: Accepted

R: Rejected

D: Duplicate

C: Corrected

Address Sequence

Identifies the order in which address updates occurred. Values are 1 and 2.

Phone Sequence

Identifies the order in which phone number updates occurred. Values are 1, 2, and 3.

Response Sequence Number (error code sequence)

Identifies the order in which error codes were received. Values are 1 through 999.

Click to jump to top of pageClick to jump to parent topicPages Used to Review COD Data

Page Name

Definition Name

Navigation

Usage

COD Document

SFA_COD_DOCUMENT

Financial Aid, File Management, COD Full Participant, View COD Data, COD Document

View information at the COD document level on your outbound and inbound XML record transmissions.

Document Response

SFA_COD_DOC_RSP

Click the Response Information link on the COD Document page.

View document level response rejection or correction information from COD.

COD School Information

SFA_COD_SCHOOL_INF

Financial Aid, File Management, COD Full Participant, View COD Data, COD School Information

View summary and response information at the reporting and attending school level.

Reporting School Summary

SFA_COD_RPRTSCHL_SUM

Click the Reporting School Summarylink on the COD School Information page.

View document summary totals by award type.

Reporting School Response

SFA_COD_REPORT_RSP

Click the Reporting School Response link on the COD School Information page.

View reporting school level response rejection or correction information.

Attended School Response

SFA_COD_ATTEND_RSP

Click the Response Information link on the COD School Information page.

View attending school level response rejection or correction information.

COD Student

SFA_COD_STUDENT

Financial Aid, File Management, COD Full Participant, View COD Data, COD Student

View a student's biographical and demographic information.

Student Address

SFA_COD_ADDRESS

Click the Address Information link on the COD Student page.

View student address information.

Student Phone

SFA_COD_PHONE

Click the Phone Number Information link on the COD Student page.

View student phone number information.

Student Response

SFA_COD_STU_RSP

Click the Response Information link on the COD Student page.

View response data for rejections or corrections.

COD Award

SFA_COD_AWARD

Financial Aid, File Management, COD Full Participant, View COD Data, COD Award

View a student's award information.

Award Response

SFA_COD_AWARD_RSP

Click the Response Information link on the COD Award page.

View responses to award rejections and corrections.

Loan Information

SFA_COD_LOANINFO

Click the Additional Loan Information link on the COD Award page.

View additional loan information.

Loan Response

SFA_COD_LN_RSP

Click the Response Information link on the Loan Information page.

View loan level response rejection or correction information.

Counseling Information

SFA_COD_AWARD

Click the Counseling Information section.

View data provided on the CRECMYOP message class or document type = EC.

Borrower Information

SFA_COD_BORROWER

Click the Borrower Information link on the COD Award page.

View borrower information.

Borrower Address

SFA_COD_BORR_ADDR

Click the Address link on the Borrower Information page.

View borrower address information.

Borrower Phone

SFA_COD_BORR_PHONE

Click the Phone Number Information link on the Borrower Information page.

View borrower phone information.

Borrower Response

SFA_COD_BORR_RSP

Click the Response Information link on the Borrower Information page.

View borrower level response rejection or correction information.

COD Disbursement

SFA_COD_DISB

Financial Aid, File Management, COD Full Participant, View COD Data, COD Disbursement

View disbursement information, including disbursement amount and disbursement date.

Disbursement Response

SFA_COD_DSB_RSP

Click the Response Information link on the COD Disbursement page.

View responses to disbursement rejections and corrections.

Click to jump to top of pageClick to jump to parent topicViewing COD Document Information

Access the COD Document page (Financial Aid, File Management, COD Full Participant, View COD Data, COD Document).

This page displays information at the COD document level on your outbound and inbound XML record transmissions. Refer to your COD Full Participant technical reference for field definitions not described below.

Inbound Date Time

Indicates the date and time that the file was loaded into your system.

Outbound Date Time

Indicates the date and time that the file was created for outbound transmission to the COD system.

Response Information

Click this link to access the Document Response page to review document level response rejection or correction information.

Click to jump to top of pageClick to jump to parent topicViewing Document Response Information

Access the Document Response page (click the Response Information link on the COD Document page).

This page displays rejection or correction information from COD.

Click to jump to top of pageClick to jump to parent topicViewing COD School Information

Access the COD School Information page (Financial Aid, File Management, COD Full Participant, View COD Data, COD School Information).

This page displays summary and response information at the reporting and attending school level.

Reporting School Summary

Click this link to access the Reporting School Summary page to review document summary totals.

Response Information

Click this link to access the Attended School Response page to review attending school level response rejection or correction information.

Reporting School Response

Click this link to access the Reporting School Response page to review reporting school level response rejection or correction information.

Click to jump to top of pageClick to jump to parent topicViewing Reporting School Summary Information

Access the Reporting School Summary page (click the Reporting School Summary link on the COD School Information page).

This page displays document summary totals by award type.

Click to jump to top of pageClick to jump to parent topicViewing Reporting School Response

Access the Reporting School Response page (click the Reporting School Response link on the COD School Information page).

This page displays reporting school level response rejection or correction information.

Click to jump to top of pageClick to jump to parent topicViewing Attended School Response

Access the Attended School Response page (click the Response Information link on the COD School Information page).

This page displays attended school level response rejection or correction information.

Click to jump to top of pageClick to jump to parent topicViewing Student Biographical and Demographic Information

Access the COD Student page (Financial Aid, File Management, COD Full Participant, View COD Data, COD Student).

Address Information

Click this link to access the Student Address page to review student address information.

Phone Number Information

Click this link to access the Student Phone page to review student phone number information.

Response Information

Click this link to access the Student Response page to review response data for rejections or corrections.

Click to jump to top of pageClick to jump to parent topicViewing Student Address Information

Access the Student Address page (click the Address Information link on the COD Student page).

This page displays address information that you report for the student.

Click to jump to top of pageClick to jump to parent topicViewing Student Phone Number Information

Access the Student Phone page (click the Phone Number Information link on the COD Student page).

This page displays phone number information that you report for the student.

Click to jump to top of pageClick to jump to parent topicViewing Student Response Data

Access the Student Response page (click the Response Information link on the COD Student page).

This page displays student level response rejection or correction information.

Click to jump to top of pageClick to jump to parent topicViewing a Student's Award Information

Access the COD Award page (Financial Aid, File Management, COD Full Participant, View COD Data, COD Award).

The COD Award tab provides detailed data for each COD award program: Pell Grant, Direct Loans, ACG, and SMART. Each COD award program has its own separate information section.

Note. The system does not process COD web-initiated response files (document type WB) or the System-Generated PLUS Application Acknowledgment files (document type SP). The COD import process only loads the COD XML data from these document types into the COD staging tables to view and query.

The system does import Entrance Counseling records (Document Type EC) from COD which are processed by the Process COD Counseling Data process to update the Loan Counseling application table (SFA_LN_CNSL_TBL).

See Managing Loan Counseling.

Additional Loan Information

Click this link to access the Loan Information page to review additional loan information.

Borrower Information

Click this link to access the Borrower Information page to review borrower information.

Click to jump to top of pageClick to jump to parent topicViewing Responses to Award Rejections and Corrections

Access the Award Response page (click the Response Information link on the COD Award page).

This page displays student award level response rejection or correction information.

Click to jump to top of pageClick to jump to parent topicViewing Additional Loan Information

Access the Loan Information page (click the Additional Loan Information link on the COD Award page).

Response Information

Click this link to access the Loan Information Response page to review rejection or correction information.

Click to jump to top of pageClick to jump to parent topicViewing Loan Response Information

Access the Loan Response page (click the Response Information link on the Loan Information page).

This page displays student loan award level response rejection or correction information.

Click to jump to top of pageClick to jump to parent topicViewing Borrower Information

Access the Borrower Information page (click the Borrower Information link on the COD Award page).

This page displays borrower information and provides access to the borrower's address, telephone number, and response information.

Address Information

Click this link to access the Borrower Address page to view the borrower's address.

Response Information

Click this link to access the Borrower Response page to view the borrower's response information.

Phone Number Information

Click this link to access the Borrower Phone Number page to view the borrower's telephone number.

Click to jump to top of pageClick to jump to parent topicViewing Borrower Address Information

Access the Borrower Address page (click the Address link on the Borrower Information page).

This page displays the borrower's address information.

Click to jump to top of pageClick to jump to parent topicViewing Borrower Phone Number Information

Access the Borrower Phone page (click the Phone Number Information link on the Borrower Information page).

This page displays the borrower's telephone information.

Click to jump to top of pageClick to jump to parent topicViewing Borrower Response Data

Access the Borrower Response page (click the Response Information link on the Borrower Information page).

This page displays the borrower's response to rejection or correction information.

Click to jump to top of pageClick to jump to parent topicViewing Disbursement Information

Access the COD Disbursement page (Financial Aid, File Management, COD Full Participant, View COD Data, COD Disbursement).

Response Information

Click this link to access the Disbursement Response page to view responses for disbursement rejections and corrections.

Click to jump to top of pageClick to jump to parent topicViewing Responses to Disbursement Rejections and Corrections

Access the Disbursement Response page (click the Response Information link on the COD Disbursement page).

This page displays student disbursement level response rejection or correction information.

Click to jump to parent topicLoading COD XML Files

This section discusses how to load an XML file. The Import COD Response Data component loads any COD XML file in the COD tables regardless of the COD award program,

Click to jump to top of pageClick to jump to parent topicPage Used to Load COD XML Files

Page Name

Definition Name

Navigation

Usage

Common Origination and Disbursement Inbound

SFA_RUNCTL_COD_INB

Financial Aid, File Management, COD Full Participant, Import COD Response Data, Common Origination and Disbursement Inbound

Load a COD response or system-generated file into your system.

Click to jump to top of pageClick to jump to parent topicLoading a COD XML File

Access the Common Origination and Disbursement Inbound page (Financial Aid, File Management, COD Full Participant, Import COD Response Data, Common Origination and Disbursement Inbound).

Enter the location and name of the file to import into your system.

The COD Inbound process (CODIN) is a two-step PSJob:

Click to jump to parent topicSubmitting Documents

You can submit common record documents to the COD System using the COD website or by batch processing. For batch processing, use the SAIG Electronic Data Exchange.

Note. The system does not process COD web-initiated response files (document type WB) or the System-Generated PLUS Application Acknowledgment files (document type SP). The COD import process only loads the COD XML data from these document types into the COD staging tables to view and query.

The system does import Entrance Counseling records (Document Type EC) from COD which are processed by the Process COD Counseling Data process to update the Loan Counseling application table (SFA_LN_CNSL_TBL).

See Managing Loan Counseling.

Note. There must be a one-to-one match between a system generated outbound record and the corresponding inbound acknowledgement record. For example, a Direct Loan Origination must be created (and sent to COD) using the Oracle Campus Solutions Financial Aid system. COD provides a corresponding response acknowledgement record using the same Document ID that is used to match and update the appropriate document and award programs.

Click to jump to parent topicUsing Common Origination Message Classes

Various message classes are to be used by Full Participants for sending and receiving data to and from the COD System for each current processing year. Oracle supports the message classes listed in the following table. The aid year is indicated by nn.

See the U.S. Department of Education's Common Origination and Disbursement System (COD) Technical Reference

Message Class

Description

COMRECOP

Responses containing data from any or multiple programs for any or multiple award years sent from COD System.

COMRECIN

Common Record Documents containing data from any or multiple programs for any or multiple award years sent from school to COD System.

CRAAnnOP

Responses sent from COD System to school for data received in the CRAAnnIN message class.

CRAAnnIN

Common Record Documents containing data from any or multiple programs for the specific Award Year sent from school to COD System.

CRPGnnOP

Responses sent from COD System to school for Pell Grant data for award year received in the CRPGnnIN message class.

CRPGnnIN

Common Record Documents containing Pell Grant data for specific award year sent from school to COD System.

CRDLnnOP

Responses sent from COD System to school for Direct Loan data for award year received in the CRDLnnIN message class.

CRDLnnIN

Common Record Documents containing Direct Loan data for specific award year sent from school to COD System.

CRAGnnOP

Responses sent from COD System to school for ACG data for award year received in the CRAGnnIN message class.

CRAGnnIN

Common Record Documents containing ACG data for specific award year sent from school to COD System.

CRSGnnOP

Responses sent from COD System to school for National SMART Grant data for award year received in the CRSGnnIN message class.

CRSGnnIN

Common Record Documents containing National SMART Grant data for specific award year sent from school to COD System.

CRRCnnOP

Receipts sent from COD System to school for the incoming message classes CRAAnnIN, CRPGnnIN, CRAGnnIN, CRSGnnIN, or CRTHnnIN.

CRBNnnOP

Booking Notification

CRCOnnOP

Credit Decision Override

CRNDnnOP

Negative Disbursement

CRPSnnOP

Payment to Servicing

CRPNnnOP

MPN Response

CRWBnnOP

Responses for activity performed on the COD website. Data is only imported into COD Staging tables

CRSPnnOP

DL PLUS Application Acknowledgement. Data is only imported into COD Staging tables.

CRECMYOP

Entrance Counseling.

PGASnnOP

Pell Electronic Statement of Account (ESOA)

PGMRnnOP

Pell Multiple Reporting Record (MRR)

PGRCnnOP

Pell Reconciliation Report

PGYRnnOP

Pell Year-to-date Record

AGASnnOP

ACG Electronic Statement of Account (ESOA)

AGMRnnOP

ACG Multiple Reporting Record (MRR)

AGRCnnOP

ACG Reconciliation Report

AGYRnnOP

ACG Year Year-to-date Record

SGASnnOP

National SMART Grant Electronic Statement of Account (ESOA)

SGMRnnOP

National SMART Grant Multiple Reporting Record (MRR)

SGRCnnOP

National SMART Grant Reconciliation Report

SGYRnnOP

National SMART Grant Year

DSDFnnOP

Import School Account Statement (Fixed-Length)

DSLFnnOP

Import School Account Statement (Fixed-Length)

PGRQnnIN

Pell Data Request file

AGRQnnIN

ACG Data Request file

SGRQnnIN

SMART Data Request file

See Also

U.S. Department of Education's Common Origination and Disbursement System (COD) Technical Reference