COD Technical Reference

Volume VIII– Appendices

Table of Contents

Section 1: Glossary of Terms ................................................................................... VIII – 1 – 1

Glossary of Terms................................................................................................ VIII – 1 – 1

Section 2: Funding Methods .................................................................................... VIII – 2 – 1

Current Funding Level......................................................................................... VIII – 2 – 1
Funding Delivery Methods .................................................................................. VIII – 2 – 2
Advance Pay ......................................................................................... VIII – 2 – 2
Pushed Cash ......................................................................................... VIII – 2 – 2
Funding Controls ................................................................................................. VIII – 2 – 2
Advance Pay ......................................................................................... VIII – 2 – 3
Just-In-Time ......................................................................................... VIII – 2 – 3
Cash Monitoring 1 (CM1) ................................................................... VIII – 2 – 4
Cash Monitoring 2 (CM2) .................................................................... VIII – 2 – 5
Reimbursement ..................................................................................... VIII – 2 – 5
Relationship between DL Processing Options and Funding Controls.. VIII – 2 – 7
Relationship between Pell Processing Options and Funding Controls. VIII – 2 – 8

Section 3: Pell Grant Calculation Table ................................................................. VIII – 3 – 1

Pell Payment Schedule......................................................................................... VIII – 3 – 1
Pell Calculation Table.......................................................................................... VIII – 3 – 1
Introduction .......................................................................................... VIII – 3 – 1

Section 4: State, Jurisdiction, and Country Codes ................................................ VIII – 4 – 1

Phase-In Participant State/Jurisdiction/Country Codes ....................................... VIII – 4 – 1
Full Participant State/Jurisdiction/Country Codes .............................................. VIII – 4 – 3
Full Participant State/Jurisdiction Codes ............................................. VIII – 4 – 3
Full Participant Country Codes ............................................................ VIII – 4 – 4

Section 5: System Security ....................................................................................... VIII – 5 – 1

Privacy Notice...................................................................................................... VIII – 5 – 1
COD Website Access .......................................................................................... VIII – 5 – 1
System Administrator Request ............................................................ VIII – 5 – 2
Rules of Behavior ............................................................................................... VIII – 5 – 4
Introduction .......................................................................................... VIII – 5 – 4
Physical Security .................................................................................. VIII – 5 – 4

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 Computer Virus Protection .................................................................. VIII – 5 – 5
Computer System Responsibilities ...................................................... VIII – 5 – 5
Unofficial use of Government equipment ............................................ VIII – 5 – 6
Work at home ....................................................................................... VIII – 5 – 7
Dial-in access ....................................................................................... VIII – 5 – 7
Connection to the Internet .................................................................... VIII – 5 – 8
Email .................................................................................................... VIII – 5 – 8
Copyright ............................................................................................. VIII – 5 – 8
User IDs ............................................................................................... VIII – 5 – 9
Passwords ............................................................................................. VIII – 5 – 9
Users .................................................................................................. VIII – 5 – 10
Other Policies and Procedures ........................................................... VIII – 5 – 10

Section 6: School Processing Options...................................................................... VIII – 6 – 1

Overview ............................................................................................................. VIII – 6 – 1
Promissory Note Print Option .............................................................. VIII – 6 – 2
Promissory Note Type Option ............................................................. VIII – 6 – 2
Disclosure Statement Print Option ....................................................... VIII – 6 – 3
Administrative Cost Allowance Option ............................................... VIII – 6 – 4
Number of Future Days to Display Disbursements ............................. VIII – 6 – 5
Pell Grant Error Processing Option ..................................................... VIII – 6 – 5
Full or Standard Response ................................................................... VIII – 6 – 5
Response Records Generated Based on Web Activities ...................... VIII – 6 – 6
Common Record Response Document Length Option ........................ VIII – 6 – 7

Section 7: Print Specifications and Forms.............................................................. VIII – 7 – 1

Print Specifications .............................................................................................. VIII – 7 – 2
Direct Loan Subsidized/Unsubsidized Disclosure Statement Print Specifications
............................................................................................................... VIII – 7 – 2
Direct Loan PLUS Disclosure Statement Print Specifications ........... VIII – 7 – 15
Direct Subsidized/Unsubsidized Loan Master Promissory Note (MPN) Print
Specifications...................................................................................... VIII – 7 – 21
Direct PLUS Loan Master Promissory Note (MPN) Print Specifications
............................................................................................................. VIII – 7 – 23
ESOA Print Specifications.................................................................. VIII – 7 – 26
Direct Loan Forms ............................................................................................. VIII – 7 – 31
Creating Master Promissory Note Paper Manifests............................ VIII – 7 – 31
Direct Subsidized/Unsubsidized Loan MPN ...................................... VIII – 7 – 34
Direct PLUS Loan MPN..................................................................... VIII – 7 – 34
Endorser Addendum for Direct PLUS Loan MPN ............................. VIII – 7 – 34

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 Direct Subsidized/Unsubsidized Loan Borrower’s Rights and Responsibilities
Statement (BRR)................................................................................. VIII – 7 – 34
Direct PLUS Loan Borrower’s Rights and Responsibilities Statement (BRR)
............................................................................................................. VIII – 7 – 34
Direct Subsidized/Unsubsidized Loan Plain Language Disclosure (PLD)
............................................................................................................. VIII – 7 – 34
Direct PLUS Loan Plain Language Disclosure (PLD) ....................... VIII – 7 – 35

Section 8: COD Reports ............................................................................................ VIII – 8 - 1

Pell Grant Reports.................................................................................................VIII – 8 - 2
Pell Grant Report Options...................................................................... VIII – 8 - 2
Pell Grant Data Requests .......................................................................VIII – 8 - 3
Data Request Acknowledgement...........................................................VIII – 8 - 8
Data Request Edit Codes .....................................................................VIII – 8 - 12
Multiple Reporting Record (MRR)...................................................... VIII – 8 - 16
Reconciliation Report ..........................................................................VIII – 8 - 22
Year-to-Date Record (YTD) ................................................................VIII – 8 - 25
SSN/Name/Date of Birth Change Report ............................................VIII – 8 - 51
Electronic Statement of Account (ESOA) ........................................... VIII – 8 - 52
Pending Disbursement List Report ......................................................VIII – 8 - 60
Funded Disbursement List Report .......................................................VIII – 8 - 62
Direct Loan Reports............................................................................................VIII – 8 - 64
Direct Loan Reports Options ...............................................................VIII – 8 - 64
School Account Statement (SAS)........................................................VIII – 8 - 66
Pending Disbursement List Report ....................................................VIII – 8 - 120
Funded Disbursement List Report .....................................................VIII – 8 - 122
30 Day Warning Report .....................................................................VIII – 8 - 124
Inactive Loans Report ........................................................................VIII – 8 - 127
Duplicate Student Borrower Report................................................... VIII – 8 - 129
SSN/Name/Date of Birth Change Report ..........................................VIII – 8 - 131
Direct Loan Rebuild Process .............................................................VIII – 8 - 133
Entrance Counseling File/Report.......................................................VIII – 8 - 168
Exit Counseling File/Report ..............................................................VIII – 8 - 170
Delinquent Borrower Report..............................................................VIII – 8 - 180

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Volume VIII – Appendices