kathleen wicks and wendy jerreld | nov. 2012 u.s. department of education 2012 fall conference

Kathleen Wicks and Wendy Jerreld | Nov. 2012U.S. Department of Education

2012 Fall Conference

Common Origination &Disbursement (COD)

System Update

Session 10

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AgendaPell Lifetime Eligibility Used (LEU) RecapCOD Release 11.2 Grant UpdateCOD Release 12.0 Grant UpdateTop Grant COD EditsAbility To Benefit (ATB) UpdateCOD Release 11.2 Direct Loan UpdateCOD Release 12.0 Direct Loan UpdateTop Direct Loan COD EditsFuture COD EnhancementsHelpful COD Information

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Pell LEU RecapCAA 2012 Pell Changes Recap

On December 23, 2011, President Obama signed into law the Consolidated Appropriations Act, 2012*.

• Reduces the duration of a student’s Federal Pell Grant eligibility from 18 semesters to 12 semesters Pell LEU equivalent of 900% to 600%

• Applies to ALL Pell-eligible students effective with the 2012-2013 award year

• Numerous Pell LEU communications

*Federal Pell Grant Duration of Eligibility - Public Law 112-74 amended HEA section 401(c)(5)

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Pell LEU RecapSpring 2012 Pell LEU Recap

On April 16, 2012, COD began performing outreach to impacted 2012-2013 FAFSA Pell-eligible applicants.

• Targeted e-mail messages sent to 2012-2013 FAFSA Pell-eligible applicants near, or exceeding, an LEU percentage of 600%

• Pell LEU applicant e-mail outreach continued through June 30, 2012

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Pell LEU RecapCOD 2012-2013 Pell LEU Report

The Pell LEU Report identifies 2012-2013 Pell-eligible CPS applicants with LEUs greater than or equal to 450%.

• Each school’s report includes students who listed a Federal School Code on their 2012-2013 FAFSA

• Generated weekly in school’s Pell newsbox on COD Reporting Website

• CSV format so it can be easily imported and sorted• Generated for 2012-2013 award year until 6/30/13

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For an applicant to appear on a school’s “Pell Lifetime Eligibility Used 2012-2013” report, the following are required:

• Submitted a 2012-2013 FAFSA• Pell-eligible for the 2012-2013 award year as determined by

CPS • LEU greater than or equal to 450% as determined by the COD

System

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Pell LEU RecapCOD Release 11.1 Pell Modifications

With Release 11.1, on July 7, 2012, the COD System modified the following LEU functionality:

• COD returns the Pell LEU in the common record response for ALL Pell recipients Common Record Response tag <LifetimeEligibilityUsed> returned

on Pell responses Pell awards for Award Year 2010-2011 forward

• Modified current COD Warning Edits to reflect new limits

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Two Pell LEU warning edits were modified:

Edit # Message Updated Trigger177 Lifetime Percentage of

Eligibility Used is near the lifetime limit

For Pell Awards in AY 2008-2009 forward when a student’s LEU is greater than/equal to 450% and less than/equal to 600%

178 Lifetime Percentage of Eligibility Used has exceeded the lifetime limit

For Pell Awards in AY 2008-2009 forward when a student’s LEU is greater than 600%

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There is NO HARD REJECT EDIT in COD that prevents a school from disbursing Pell awards to a student with an LEU of > 600%.

Significant numbers of the warning edits have been triggered so far for the 2012-2013 award year:

Edit # Message # of Triggers177 Lifetime Percentage of Eligibility Used

is near the lifetime limit877,567

178 Lifetime Percentage of Eligibility Used has exceeded the lifetime limit

52,287

* Data as of 10/15/2012

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COD also provides the LEU on the following Pell Grant SAIG reports for 2010-2011 and forward:

• Pell Grant Multiple Reporting Record (MRR)• Pell Grant Reconciliation Report• Pell Grant Year to Date File

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With Release 11.1, the COD website was modified to provide additional Pell LEU information:

• COD displays LEU on the COD web for all Pell recipients• A new COD Pell LEU History page available on the COD

website allows schools to view historical Pell Grant student data to determine how the LEU was calculated

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COD Web modified to provide additional Pell LEU information to the schools. Those pages include:

• Person Pell Information page• Pell LEU History Search• Pell LEU History

Export capability in CSV format

Note: COD has the most reliable Pell historical data for a student’s Pell LEU. Schools should consider COD as the system of record for Pell LEU data.

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John A Doe1234567895/14/1969

Attending School Eligibility Used Total Amount DMCS Amount Scheduled Year '12-'13 COUNTY COMMUNITY COLLEGE 100.0000% $5,550.00 $5,550.00Total Percent Eligibility Used for 100.0000%Year '11-'12 COUNTY COMMUNITY COLLEGE 100.0000% $5,550.00 $5,550.00Total Percent Eligibility Used for 100.0000%Year '10-'11 COUNTY COMMUNITY COLLEGE 100.0000% $5,550.00 $5,550.00Total Percent Eligibility Used for 100.0000%Year '09-'10 COUNTY COMMUNITY COLLEGE 100.0000% $5,350.00 $5,350.00Total Percent Eligibility Used for 100.0000%Year '08-'09 COUNTY COMMUNITY COLLEGE 100.0000% $4,731.00 $4,731.00Total Percent Eligibility Used for 100.0000%Year '07-'08 COUNTY COMMUNITY COLLEGE 11.6009% $500.00 $4,310.00Total Percent Eligibility Used for 11.6009%Year '06-'07 COUNTY COMMUNITY COLLEGE 12.3457% $500.00 $4,050.00Total Percent Eligibility Used for 12.3457%

1414.04%

Pell LEU History

Pell Grant Summary

Lifetime Eligibility Used:

From the Pell LEU History Page users can export data to

XLS format

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Pell LEU RecapNSLDS

With each disbursement, COD calculates Pell LEU for all Pell recipients and sends it to NSLDS.

• NSLDS records updated with the COD LEU data Records are not updated real-time, but on a daily basis

• Displays LEU on the Professional Access-Grant Page, Student Access Grant Section, and on Transfer Monitoring/FA History files

• NSLDS will provide LEU information to the CPS via the pre-screening and post-screening process

• COD should be considered the system of record for Pell LEU data

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Pell LEU RecapNSLDS & CPS Interface

During pre-screening for matches between NSLDS and CPS, a Pell Grant Lifetime Limit flag is provided on ISIRS to schools:

Pre-Screening Flags

Description

E Limit met or exceeded (= or > 600%)

C Close to limit (> 500% but < 600%)

H High % warning (= or > 450% but < or = 500%)

N No Problem

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Pell LEU RecapNSLDS & CPS

The post-screening Reason Codes for match between NSLDS and CPS on ISIRS are:

Reason Code Description

20 Pell Grant eligible and met/exceeded Pell LEU limit

21 No longer meeting/exceeding Pell Grant LEU limit

22 Pell Grant eligible and close to Pell LEU limit

23 No longer close to Pell Grant LEU limit

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In July 2012, the CPS began reporting Pell LEU information for 2012-2013 award year on ISIRs and SARs using comment codes during pre-screening to alert schools and applicants who are close to or have exceeded 600% LEU

Updates will only be provided for the records if triggered during post-screening

Refer to the 2012-2013 SAR/ISIR Guide reissued June 2012

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Starting with the 2013-2014 award year, the following CPS ISIR modifications will be implemented:

• Pell LEU limit flag will be added to the ISIR• Pell LEU percentage itself will be included in the NSLDS pre-

screening data • Pell LEU percentage will be added to the ISIR• For the applicant, SAR comments will be generated for all Pell-

eligible transactions based on the Pell LEU percentage from NSLDS The amount of eligibility used is converted to the academic year

equivalent and included in the comment For Pell-eligible transactions that include a Pell LEU of 0%, a

comment provides general information about the Pell lifetime limit

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Starting with the 2013-2014 award year, the following CPS FAA Access modifications will be implemented for the SAR & ISIR Compare Tool:

• The NSLDS Pell Lifetime Limit Flag is now displayed with the other NSLDS flags

• The NSLDS Pell Lifetime Eligibility Used percentage is now displayed after the NSLDS flag

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The following Pell LEU Comment Codes will be added for the 2013-2014 award year:

# Description349 General comment explaining Pell award amount limited to the

equivalent of six school years.350 Identifies an applicant who has received Pell Grants for the

equivalent of up to one-half of a school year.351 Identifies an applicant who has received Pell Grants for the

equivalent of between one-half and one school year.352 Identifies an applicant who has received Pell Grants for the

equivalent of between one and one and one-half school years.353 Identifies an applicant who has received Pell Grants for the

equivalent of between one and one-half and two school years.

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The following Pell LEU Comment Codes will be added for the 2013-2014 award year:

# Description354 Greater than 200% and less than or equal to 250% and Pell

Grant Flag is set to Y.355 Greater than 250% and less than or equal to 300% and Pell

Grant Flag is set to Y.356 Greater than 300% and less than or equal to 350% and Pell

Grant Flag is set to Y.357 Greater than 350% and less than 400% and Pell Grant Flag is

set to Y.

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COD Release 11.2 Grant Update

The COD System implemented new Pell Grant Experimental Sites with Release 11.2 on November 9, 2012.

• Experiment 1: Eligibility of students with bachelor's degrees who enroll in vocational or career programs 10 schools for 2012-2013, 2 schools for 2013-2014 award year

• Experiment 2: Eligibility of students enrolled in certain short-term training programs 12 schools for 2012-2013, 2 schools for 2013-2014 award year

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COD Release 11.2 Grant Update Pell Experimental Sites

With Release 11.2, the COD System implemented new COD Experimental Sites functionality for the ability to submit and accept Pell Grant records for students with a bachelor's degree that are enrolled in vocational or career programs.

• Only schools that have been approved for this experiment will have this capability

• Ability to process Pell Grants with the CPS Applicant Pell Eligible flag = No (N) when the award is submitted by a school that has an appropriate PEPS experimental site flag set

• Processing can be performed via batch or Web for the 2012-2013 award year and forward

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COD Release 12.0 Grant UpdateWith Release 12.0, the COD System will implement the following functionality in March 2013:

• New Award Year Set-Up for 2013-2014• Pell LEU Report will continue to be produced for future awards

years but in SAIG format, not in the school’s Pell newsbox on the COD Reporting website CSV Format SAIG Message Class: PGLEYYOP Where “YY” is award year Example: PGLE14OP for award year 2013-2014

Top Pell COD Edits Edits for 2012-2013 Award Year

Edit Message # of TriggersW-177 Lifetime Percentage of Eligibility Used is near the lifetime limit 877,567

W-54 Disbursement Date Within 7 Days or Passed, Disbursement Release Indicator Set To “False”

414,218

W-59 Duplicate Adjustment Information on File 290,941

W-55 Disbursement Information Received 30 Days after Date of Disbursement

163,041

R-994 Missing Value 157,024

R-56 Sequence Number Not In Sequential Order 134,616

R-24 Reported CPS Transaction Number Does Not Match CPS 76,609

R-996 Invalid Value 75,918

R-58 Duplicate Disbursement Information On File 74,874

R-38 Student Not Pell Eligible 66,703

* Data as of 10/15/2012

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Ability to Benefit UpdateWith Release 12.0, the COD System will implement new modifications to Ability to Benefit (ATB) to improve reporting.

• New valid values for <AbilityToBenefitCode> tag include: 06 = High School Diploma 07 = GED

• <AbilityToBenefitCode> tag will be a required field• Reject Edit 994 will be triggered if the <AbilityToBenefitCode>

tag is not submitted on origination for any program• New warning Edit 199 when <AbilityToBenefitCode> tag value

submitted does not match the High School Diploma or equivalent value from the CPS Transaction Number

• Applies to 2013-2014 award year and forward

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The Ability to Benefit modifications for award years 2011-2012 and forward will include:

• Reject Edit 198 if the <AbilityToBenefitCode> tag is submitted on origination with values equal to 05 “Other” and 03 “State” for all COD programs (Pell, Direct Loans, and TEACH) for origination and maintenance

• These are never valid codes

Ability to Benefit Update

Attention: Any submission of value 05 will be rejected.

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Ability to Benefit Update

Program Award Year Origination Count

Total Originations

Total Disbursements

Direct Loan 2011-2012 500 $2,421,523.00 $2,232,460.00Direct Loan 2012-2013 186 $922,778.00 $427,953.00

Pell 2011-2012 457 $2,023,594.00 $1,422,701.97Pell 2012-2013 366 $1,745,086.00 $714,145.23

TEACH 2011-2012 2 $6,000.00 $6,000.00TEACH 2012-2013 1 $1,000.00 $1,000.00

* Data as of 10/15/2012

Currently, there are numerous outstanding originations that still have a value of 05 in the <AbilityToBenefitCode> tag.

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COD Release 11.2 DL UpdateThe COD System implemented the following functionality with Release 11.2 on November 9, 2012.

• Final modifications for ending eligibility for upfront Direct Loan interest rebates Required: Awards with invalid upfront interest rebates must be

corrected• New Direct Loan Experimental Sites for COD• Retire Warning Edit 111• Paper Promissory Notes will no longer be available

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The COD System implemented new Direct Loan Experimental Sites.

• Experiment 3: Single disbursement of a one-term loan for study abroad students 5 schools for 2012-2013, 2 schools for 2013-2014 award year

• Experiment 4: Early disbursement for study abroad students and for students enrolled in foreign institutions 9 schools for 2012-2013, 2 schools for 2013-2014 award year Edit 50 will allow approved schools to submit Direct Loan

disbursements that are dated up to 30 days before start of classes/award begin date

• Experiment 5: Unequal disbursements 4 schools for 2012-2013, 4 schools for 2013-2014 award year

COD Release 11.2 DL Update DL Experimental Sites

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The COD System will be modified to publish the new OMB versions of the Master Promissory Note (Pnote) for Sub/Unsub and PLUS Loans.

• StudentLoans.gov Pnote will be updated to the new version• Paper and electronic Pnote correspondence will no longer be

generated• Printable Pnotes will be available on StudentLoans.gov

Prior to Sign-In: Print MPN link will be added to the Tools and Resources dropdown

Signed-In: Print MPN link on the left navigation under the Master Promissory Note header

COD Release 11.2 DL Update Retire Paper Promissory Notes

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COD Release 12.0 DL UpdateWith Release 12.0, the COD System will implement the following functionality in March 2013:

• New Award Year Set-Up for 2013-2014• Direct Loan and TEACH SAS Disbursement Detail made

available On Demand• Exit Counseling available on StudentLoans.gov• Entrance Counseling modified to Financial Awareness

Counseling format

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COD Release 12.0 UpdateSAS Disbursement On Demand

Starting with the 2013-2014 Award Year, COD will provide schools the option to request TEACH and Direct Loan SAS Disbursement Detail on an On Demand basis.

• Grant Data Requests, DL Rebuild and SAS Disbursement Detail will be combined on one COD webpage

• New message classes will be created for the data requested DL and TEACH SAS files

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Users will have the following options for SAS Disbursement Detail On Demand:

• Direct Loan or TEACH Program• Award Year• Start Date/End Date, Month-to-Date or Year-to-Date • Format • Display Names of Borrowers • DL SAS Detail

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Activity Type Format Type New Message Class Header

Month-to-Date Fixed-Length DSMFyyOP

Month-to-Date Comma-Delimited with Headers DSMHyyOP

Month-to-Date Comma-Delimited without Headers DSMCyyOP

Month-to-Date Pipe-Delimited DSMPyyOP

Direct Loan SAS Message Classes

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Date Range Fixed-Length DSRFyyOP

Date Range Comma-Delimited with Headers DSRHyyOP

Date Range Comma-Delimited without Headers DSRCyyOP

Date Range Pipe-Delimited DSRPyyOP

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Year-to-Date Fixed-Length DSYFyyOP

Year-to-Date Comma-Delimited with Headers DSYHyyOP

Year-to-Date Comma-Delimited without Headers DSYCyyOP

Year-to-Date Pipe-Delimited DSYPyyOP

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TEACH SAS Message Classes


Month-to-Date Comma-Delimited TSOMyyOP

Year-to-Date Comma-Delimited TSOYyyOP

Date Range Comma-Delimited TSORyyOP

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COD Release 12.0 UpdateExit Counseling on StudentLoans.gov

Exit Counseling will be made available on StudentLoans.gov with Release 12.0.

• Entrance and Exit Counseling will be in a similar format to the Financial Awareness Counseling Tool (FACT)

• New <CounselingType> value: ExitCounseling <CounselingType> value was published with the November COD

Technical Reference edition• Exit Counseling data will be added to the existing COD

Counseling Report• NSLDS will continue to send details for Exit Counseling

Session 9 – Loan Counseling Tools will provide overviews for Entrance, FACT, and Exit Counseling

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Counseling landing page will provide

students with information on selecting the type of Counseling

Entrance Counseling will also be transitioned into

the FACT format

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COD web’s Counseling Search will include

Exit Counseling

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School Options will include Exit Counseling

participation and response frequency

* Data as of 10/15/2012

Edit Message # of TriggersW-111 First Actual Disbursement was submitted less than 5 days prior

to the first disbursement date without an indication that the school printed/provided a disclosure statement

14,435,470

W-54 Disbursement Date Within 7 Days or Passed, Disbursement Release Indicator Set To “False”

6,372,184

R-62 Disbursement Amount(s) Is Less Than Or Equal to Zero for Disbursement Sequence Number 1

4,140,556

W-119 COD has reduced the anticipated disbursements and made this loan inactive based upon your record reducing the Award Amount to $0

2,232,560

W-55 Disbursement Information Received 30 Days after Date of Disbursement

985,802

Top Direct Loan COD EditsEdits for 2012-2013 Award Year

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Edit Message # of TriggersW-59 Duplicate Adjustment Information on File 978,874

R-50 Disbursement Date Outside Allowable Window 917,828

R-81 No Promissory Note on File 750,232

W-36 PLUS Credit Decision Status is not accepted for this PLUS award

595,949

R-994 Missing Value 592,895

Top Direct Loan COD EditsEdits for 2012-2013 Award Year

* Data as of 10/15/2012

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Future COD EnhancementsIn the coming months and future award years, the following COD System modifications may be implemented:

• Begin performing full XML validation for the 2014-2015 award year

• Participation Management and AIMS system to manage COD user accounts and passwords starting in May 2013 Visit Session 29 - Enterprise Identity Management – Leveraging

PM to Provide Reduced Sign-On for COD • Pell LEU percentage dispute process• Considering a new Pell LEU edit to reject disbursements over

600% LEU

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For the 2014-2015 award year, COD will begin performing full XML validation.

• New validation will be based on the most frequent COD XML errors• Example of common errors include general file formatting such as:

Invalid character or invalid byte Content before the <?xml tag Opening tag exists but end tag is missing

• Please see the following slide for further examples

Future COD EnhancementsXML Validation

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COD Future EnhancementsXML Error Type Error Description

cvc-maxLength-valid String is too longcvc-datatype-valid.1.2.1 Value is not valid for data type

cvc-attribute.3 Required attribute missingcvc-minLength-valid String is too short

cvc-enumeration-valid Value not in set of valid optionscvc-type.3.1.3 Element not valid

cvc-complex-type.3.2.2 Attribute 'xsi:schemaLocation' is not allowed to appear in element

cvc-elt.3.1 Required value missingcvc-complex-type.2.3 Element contains children, but is defined as element-only

cvc-length-valid String length is wrong (length has to be exact)cvc-minInclusive-valid Number is too small

cvc-pattern-valid String format wrongcvc-complex-type.2.2 Element contains no sub-element whereas one is expected

cvc-maxInclusive-valid Number is too large

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Date Technical Reference Updates

November 2012 Technical Reference was posted including Release 12.0 updates, but without a new schema

Spring 2013 Technical Reference will be posted for any Summer 2013 updates

COD Helpful InformationCOD Technical Reference Updates

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Session # Title

4 Pell Grant Program Update

9 Loan Counseling Tools

11 Hands-On COD

16 Title IV Reconciliation

29 Enterprise Identity Management – Leveraging PM to Provide Reduced Sign-On for COD

COD Helpful InformationRelated FSA Conference Sessions

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Contact InformationWe appreciate your feedback and comments. We can be reached at:

Direct Loans: Wendy JerreldPhone: 202-377-4135

E-mail: [email protected]

Grants: Kathleen WicksPhone: 202-377-3110


mailto:[email protected]


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Contact InformationCOD School Relations Center


URL: http://www.cod.ed.gov

Phone - Grants: 800-474-7268

Phone - Direct Loans: 800-848-0978

Effective December 2012 New Customer Service E-mail Address

[email protected]


http://www.cod.ed.gov/


QUESTIONS?

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kathleen wicks and wendy jerreld | nov. 2012 u.s. department of education 2012 fall conference

Documents

pell leu report

pell modifications

pell responses pell

pell leu warning edits

cod system pell leu

students leu

leu percentage

disbursing pell awards