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Publication Date: April 22, 2004

Author: General Manager, School Delivery Channel, FSA ASEDS

Summary: Pell Grant Data Requests and Pell Grant Reports

Posted on 04-22-2004

TO: All Destination Points
FROM: General Manager, School Delivery Channel, FSA ASEDS
SUMMARY: Pell Grant Data Requests and Pell Grant Reports

Pell Grant Data Requests

Pell Grant data requests are available for schools via the COD web site and via the batch process. The following data requests are available for Award Years 1999 2000 through 2004 2005:

• Electronic Statement of Account (ESOA),
• Multiple Reporting Record (MRR),
• Reconciliation File, and
• Year-to-Date (YTD) Record.

Performing Data Requests via the COD Web Site

• To perform a Pell Grant data request via the COD web site, www.cod.ed.gov/, log in to the COD web site and:

  o Click on the Batch tab located on the upper blue menu bar.
  o On the Batch Search Screen, click on the Pell Data Requests link located on the left side. You may search for the status of a previous data request or perform a new data request.

• To search for the status of a previous data request:

  o On the Pell Data Requests screen, enter the Entity ID Type and Entity ID.
  o Select the Report Type, Start Date, and End Date by using the dropdown boxes.
  o Click the Search button.
  o The Pell Data Request List screen will display the results of the search.

• To perform a new data request:

o Click on the New Request button on the bottom right side of the Pell Data Request screen.
o On the New Pell Data Request screen, a school user's Entity ID will display. If a school has multiple campuses, the applicable campus can be selected from the Entity ID dropdown box. Non-school users must enter the Entity ID Type and the Entity ID of the school for which the report is being requested.
o Select the Report Type, Award Year, and Request Type by using the dropdown boxes.
o Click the Submit button.

Note: The COD web site automatically defaults to the 2004-2005 Award Year. For award years prior to 2004-2005, schools need to select the applicable award year for the data request.

When a new data request is submitted to the COD System via the COD web site, the screen displays the message "Pell Data Request Created Successfully". The data request is sent to the school's SAIG mailbox within 24 48 hours after it is submitted.

Requesting Data Requests via the Batch Process

• To request a Pell Grant data request via the batch process, refer to the COD Technical Reference for the applicable award year to obtain the correct record layouts and batch types. The data request is sent to the school's SAIG mailbox within 24 48 hours after COD receives the batch request.

Pell Grant Reports

The following Pell Grant reports are pushed to schools' SAIG mailboxes and are available on the COD website:

• The Pell Pending Disbursement List report is available for Award Year 2002 2003 and forward. This report provides a listing of all Pell anticipated disbursements (DRI = false) and actual disbursements (DRI = true) with a disbursement date 8 to 30 days in the future.
• The Funded Disbursement List report is available; however, FSA recommends that schools not use the report at this time due to a data-display issue. The data displaying in this report is not reliable and requires evaluation.

Accessing Reports via the COD Web Site

• To retrieve a Pell Grant report from the COD web site, www.cod.ed.gov/, log in to the COD web site and:

  o Click on the Services tab located on the upper blue menu bar. This brings you to the COD Reports screen.
  o On the COD Reports screen, click on the link "https://codreports.cod.ed.gov". This opens a new browser window containing your school's Pell Report newsbox.
  o Click on the Pell Reports link. This brings up a list of the available reports.
  o Select the report of your choice by clicking on the word Actions listed under the report name. Clicking on Actions brings up the following choices:

  • Show the most recent report in PDF format is a link that allows you to see the most recently run report in a PDF version.
  • Previous Versions is a link that allows you to select and view a previously run report.
  • Create a shortcut is a link that allows you to create a shortcut to a location that you specify.
  • Return to the newsbox is a link that returns you to the main newsbox page.

Note: For a complete listing of all available Pell Grant reports, report descriptions, report formats, and message classes, refer to the 2004 2005 COD Technical Reference Volume 8, Section 8.

Contact Information

If you have questions about Pell Grant data requests or Pell Grant reports, contact the COD School Relations Center at 800/4PGRANT. You may also e-mail CODSupport@acs-inc.com/.