Cod Files, short for Common Origination and Disbursement files, are crucial for exchanging financial aid data. This guide provides a comprehensive overview of creating COD files for various aid programs, including Pell Grants, Direct Loans, and ACG/SMART grants. Understanding the nuances of COD file creation ensures accurate and timely disbursement of funds to students.
Understanding COD File Creation
Each financial aid program, like Pell Grants, Direct Loans, and ACG/SMART, requires a specific outbound process to generate COD files. These processes create XML records in the Common Record format, enabling seamless data exchange between institutions and the Department of Education.
The process typically involves selecting the appropriate schema version based on the aid year. For aid years prior to 2009-2010, schema version 2.0 is used. For 2009-2010 and beyond, schema version 3.0 is the default. The system automatically determines the correct version of schema 3.0 based on the aid year. It’s important to note that TEACH grant data is not transmitted via COD Common Record XML.
Creating COD Files for Specific Programs
Pell Grants
The Pell Outbound process (PELLOUT) generates COD origination and disbursement records for Pell Grants. It involves two key steps:
- Data Selection and Staging: The system selects originated Pell Grants ready for transmission and moves them to COD staging tables if all necessary data is present.
- XML File Creation: The SFA_COD_OUT process creates the common record XML file in the designated location and with the specified name.
Direct Loans
The Direct Loan Outbound process (DLOUT) generates COD files for Direct Loans. Similar to Pell Grants, it involves data selection, validation, and XML file creation. Unique file paths and names are crucial for each Attended School Routing ID to prevent overwriting data. The process includes validation edits to ensure data accuracy before transmission.
Common Direct Loan Outbound Validation Edits: These edits check for various data inconsistencies, including missing or invalid SSNs, birthdates, names, addresses, citizenship status, loan periods, disbursement dates, amounts, and dependency status. Addressing these edits is critical for successful COD file processing. A full list of validation edits can be found in the Federal Student Aid Handbook.
ACG/SMART Grants
The ACG/SMART Outbound process (ASGOUT) generates COD files for Academic Competitiveness Grants (ACG) and National Science and Mathematics Access to Retain Talent Grants (SMART). This two-step process involves:
- Data Selection and Staging: The FAPASOUT process selects eligible grants and moves them to COD staging tables.
- XML File Creation: The SFA_COD_OUT process creates the XML file. Correct grant message class names are essential when sending these files to COD.
Managing Student Name and Address Information
Accurate student name and address information is crucial for successful COD processing. The system retrieves this information from ISIR tables and Campus Community. Name changes require updates in Campus Community and ISIR correction. Both Direct Lending and Pell COD addresses should originate from Campus Community or the Address Usage page, ensuring consistency.
Conclusion
Creating accurate COD files is paramount for effective financial aid administration. Understanding the specific processes and requirements for each aid program, along with meticulous data validation, ensures timely and accurate disbursement of funds to eligible students. By adhering to these guidelines, institutions can streamline their financial aid processes and contribute to a smoother student experience.
