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:
Review COD setup.
Create COD files.
Review COD data.
Load COD XML files.
Submit documents.
Use common origination message classes.
See Also
U.S. Deparment of Education's Common Origination and Disbursement System (COD) Technical Reference
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.
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:
Create a COD file for Pell.
Create a COD file for Direct Loans.
Create a COD file for ACG or SMART.
Process COD names and addresses.
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. |
Page Name |
Definition Name |
Navigation |
Usage |
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. |
|
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. |
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:
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.
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. |
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.
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.
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. |
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:
The FAPASOUT process selects all originated grants that are ready for transmission. If all required data is present, the data is moved into the COD staging tables. Selected records that are not processed are documented in the message log.
The SFA_COD_OUT process creates the common record XML file in the location and name you specify. When sending the files to COD, be sure to use the correct grant message class names for these files.
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. |
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:
Campus Community (Managing Biographical Information, Managing Addresses and Phone, Addresses)
Address Usage page that is based on your ISIR Address Usage parameters and the owning School Code that you select.
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
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:
View COD document information.
View document response information.
View COD school information.
View reporting school summary information.
View reporting school response.
View attended school response.
View student biographical and demographic information.
View student address information.
View student phone number information.
View student response data.
View a student's award information.
View responses to award rejections and corrections.
View additional loan information.
View loan response information.
View borrower information.
View borrower address information.
View borrower phone number information.
View borrower response data.
View disbursement information.
View responses to disbursement rejections and corrections.
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. |
Page Name |
Definition Name |
Navigation |
Usage |
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. |
|
SFA_COD_DOC_RSP |
Click the Response Information link on the COD Document page. |
View document level response rejection or correction information from COD. |
|
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. |
|
SFA_COD_RPRTSCHL_SUM |
Click the Reporting School Summarylink on the COD School Information page. |
View document summary totals by award type. |
|
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. |
|
SFA_COD_ATTEND_RSP |
Click the Response Information link on the COD School Information page. |
View attending school level response rejection or correction information. |
|
SFA_COD_STUDENT |
Financial Aid, File Management, COD Full Participant, View COD Data, COD Student |
View a student's biographical and demographic information. |
|
SFA_COD_ADDRESS |
Click the Address Information link on the COD Student page. |
View student address information. |
|
SFA_COD_PHONE |
Click the Phone Number Information link on the COD Student page. |
View student phone number information. |
|
SFA_COD_STU_RSP |
Click the Response Information link on the COD Student page. |
View response data for rejections or corrections. |
|
SFA_COD_AWARD |
Financial Aid, File Management, COD Full Participant, View COD Data, COD Award |
View a student's award information. |
|
SFA_COD_AWARD_RSP |
Click the Response Information link on the COD Award page. |
View responses to award rejections and corrections. |
|
SFA_COD_LOANINFO |
Click the Additional Loan Information link on the COD Award page. |
View additional loan information. |
|
SFA_COD_LN_RSP |
Click the Response Information link on the Loan Information page. |
View loan level response rejection or correction information. |
|
SFA_COD_AWARD |
Click the Counseling Information section. |
View data provided on the CRECMYOP message class or document type = EC. |
|
SFA_COD_BORROWER |
Click the Borrower Information link on the COD Award page. |
View borrower information. |
|
SFA_COD_BORR_ADDR |
Click the Address link on the Borrower Information page. |
View borrower address information. |
|
SFA_COD_BORR_PHONE |
Click the Phone Number Information link on the Borrower Information page. |
View borrower phone information. |
|
SFA_COD_BORR_RSP |
Click the Response Information link on the Borrower Information page. |
View borrower level response rejection or correction information. |
|
SFA_COD_DISB |
Financial Aid, File Management, COD Full Participant, View COD Data, COD Disbursement |
View disbursement information, including disbursement amount and disbursement date. |
|
SFA_COD_DSB_RSP |
Click the Response Information link on the COD Disbursement page. |
View responses to disbursement rejections and corrections. |
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. |
Access the Document Response page (click the Response Information link on the COD Document page).
This page displays rejection or correction information from COD.
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. |
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.
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.
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.
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. |
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.
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.
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.
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).
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. |
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.
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. |
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.
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. |
Access the Borrower Address page (click the Address link on the Borrower Information page).
This page displays the borrower's address 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.
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.
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. |
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.
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,
Page Name |
Definition Name |
Navigation |
Usage |
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. |
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:
The SFA_COD_IN process loads the XML file into the COD staging tables.
The FAPCODIN process is a common process for DL, PELL, and ACG/SMART and updates different application data depending on what document type you are loading.
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).
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.
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