Tania N PittmanNovember 30, 2009

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Pell Grant Flow Diagram Pell Introduction Create/ Update Pell Origination Records Pell Origination Extractiong Pell Origination Import Reviewing COD Document Control Printing Pell Origination ReportHelpful Information

Once an institution has awarded Pell Grants Once an institution has awarded Pell Grants, they are now ready to create and send origination records as well as student identifier records to the COD identifier records to the COD.

These records report to the COD information These records report to the COD information regarding a student’s Pell Grant award, such as amount awarded.

NOTE: Increases to the Pell award level will automatically create a request for auto at cally c eate a equest o subsequent origination records.

A Student Identifier record validates the student’s Pell Grant eligibility against the Central Processing System (CPS) when processing Pell, Direct Loans ACG SMART as well as TEACH Direct Loans, ACG, SMART, as well as TEACH Grant award records.

When changes are made to a student’s Pell Grant status, users must correct the Student’s EDE record and receive the corrected EDE from the record and receive the corrected EDE from the CPS confirming the change. Once this step has been completed, corrections are needed to the Student Identifier.

Note: Corrections to the student’s Pell Grant status can Grant status can also be made to the Student Id tifi i g th Identifier using the COD extract process, REREXxxb i h by setting the “Update Student Identifier” parameter to “Y”.

Students who are receiving Pell or who’ve had Students who are receiving Pell or who ve had an increase will have the Pell Origination field checked automatically on the Packaging G I f i i d RPAAWRD Group Information window on RPAAWRD, RPAAPMT, or ROARMAN forms.

This field can also be checked if a reduction in Pell awards, but only if the Pell Reduce Pell awards, but only if the Pell Reduce Eligibility Ind field is checked on ROAINST.

The Grant Origination/Acknowledgement The Grant Origination/Acknowledgement Form, REAORxx, is used for creating origination records for a large group of

d i h G C i P students via the Grant Creation Process, which is RERORxx.

After the origination record has been created in batch using the REAORxx, the Pell in batch using the REAORxx, the Pell Origination Indicator on the award forms (RPAAWRD, RPAAPMT, and ROARMAN) will be

d b th t removed by the system.

You may also manually create origination records y y gfor one student at a time. One way to do this is on the Grant Origination/Acknowledgement Form which is REAORxxForm- which is REAORxx.

By checking the Pell Origination field, which is By checking the Pell Origination field, which is located on many forms, you are choosing to create records manually. Anytime this field is h k d h d ill b ll d h checked, the student will be pulled when

running the Grant Origination Creation process. process.

Remember - The Pell Origination field is found Remember The Pell Origination field is found on multiple forms and remember it is automatically set for students who have an

i i l P ll d P ll i original Pell award or Pell increase.

Please note: Origination records may be deleted on the GrantGrant Origination/Acknowledgment Form only if the origination records has NOT yet beenhas NOT yet been sent.

Campuses can run the RERORxx process to update Pell origination records.

The system does not allow you to create updated origination records either manually or online if the current origination records or online if the current origination records has not yet received an acknowledgement.

An updated Pell origination record can only p g ybe created if the initial Pell origination records have already been sent and

k l d d If th i iti l d h t acknowledged. If the initial records has not been sent, simply make necessary changes to the appropriate data on the initial record. the appropriate data on the initial record.

New origination records must be manually created for students when certain identifying criterion, such as his/her name, SSN, or attending campus ID has changed.

In that case, follow these steps to make the correction with the COD: correction with the COD:

Remember, the COD processes and reviews Remember, the COD processes and reviews information for Pell, ACG, SMART, TEACH and Direct Loans. Campuses must use the REREX h f d REREXxx process to extract these funds.

If this is the first time a file has been extracted from Banner to the COD, the Student Identifier record will also be created on REASTID and sent to the COD automatically In addition any changed automatically. In addition, any changed student identifier records will also be sent to the COD.

The COD File Import, RERIMxx, loads the acknowledgement (response) files received from COD into Banner. The following files must be downloaded from the COD software to your local PC then ftp’d in binary mode to your local PC, then ftp d in binary mode to your finaid dataload directory.

Once you have imported successfully or if Once you have imported successfully or if you just want to check on the status of any imported/exported files, use the COD Document Control Form, REICODD, to assist you in monitoring.

RERCDxx, COD Print Process, prints a report of Pell as well as ACG, SMART, or Direct Loans origination and/or disbursement Document ID’s which have been sent to the COD.

You can run this process by selecting specific Document ID’s all Document ID’s for a Document ID s, all Document ID s for a specific date, or all Document ID’s for the aid year.

Institutions can choose to prevent the Institutions can choose to prevent the automatic Pell calculation for either all students or students for a specific campus by h i h “P P ll C l l i ” choosing the “Prevent Pell Calculation”

option on ROAINST.

To make adjustments to an existing Pell award on a student’s award letter, you can award on a student s award letter, you can make those by going to the Fund Awards By Term tab and change the Offered Amount on th t d t RPAAWRD RPAAPMT f the students RPAAWRD or RPAAPMT form.

Campuses can find more information about PELL as well as baseline forms and processes on SGHE’s UDC Academy.

https://udca.sungardhe.com/cp/home/displaylogin

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