COD Export

1. Select a Report Entity ID.

   The list contains Reporting Entity IDs for the campuses that you have access to. The default selected Report Entity ID is the Report Entity ID associated with the default campus for the logged-in user.

   Depending on the configuration of your campus location, Pell grants and Direct loans can have the same or different Report Entity IDs.

2. Select an Award Year or accept the session default.

3. In the Campuses list, select All Campuses or a specific campus.

   The list contains all campuses that share the selected Report Entity ID. Only campuses that you have access to will be listed.

4. The File Type indicates COD Export.

5. Select one of the available Export Type options depending on your campus configuration.

   • Origination and Disbursements

     Pell grant, TEACH grant, and/or Direct loan origination and disbursement data is submitted to the COD system in Common Record XML format. For all Common Records received and processed by the COD system, a Response document is returned indicating the record status, including any rejected data elements and the reason for the rejection.

     When you select Originations and Disbursements, you must specify further selection criteria.

   • Grant - Data Request

     Data Requests are sent by schools to request files. Data Requests are sent as fixed-length, flat files and not as XML documents. After the Data Request is received and processed, a Data Request Acknowledgment record is returned to the institution.

     When you choose Grant - Data Request, you must select a Grant - Data Request Message Class. Each option will display a different Results page after selecting Next.

     If you want to ...	Select this option
     Request information on other schools that have submitted origination records for certain students to identify and resolve potential over-award payments and concurrent enrollments	Pell Data Request - Multiple reporting
     Compare your institution's internal records with the COD records to identify and reconcile differences	Pell Data Request - Reconciliation Record
     Determine the status of your institution’s current funding level versus the net draw-down of Pell grants for the award year.	Pell Data Request - Statement of Account
     Determine the total grant amount disbursed to the student for the year	Pell Data Request - Year-to-Date
     Determine the status of your institution’s current funding level versus the net draw-down of Iraq and Afghanistan Service Grants for the award year	IASP Data Request - Statement of Account

   • Direct Loan - Master Promissory Note

     The Master Promissory Note (MPN) is required for Direct Loans. It is a legal document in which borrowers promise to repay direct loans and any accrued interest and fees. Signed MPNs and an MPN manifest that lists the borrower’s name and MPN IDs for each MPN must be printed and sent to the Department of Education.

     The COD Export process validates the MPN Expiration Date, i.e., the MPN must be valid for the award year associated with the loan and must be in accepted status.

     Note: As of Regulatory 13.1, the COD Export process allows all endorser-approved Grad/Parent Plus Direct Loans to pass the MPN Expiration Date validation. Previously, Grad/Parent Plus Direct Loans were blocked in the COD Export process when the MPN Expiration Date was before the Award Begin Date.

     When you select Direct Loan - Master Promissory Note, all remaining fields are hidden. Choose a Direct Loan - Master Promissory Note Option from the following list.

     If you want to ...	Select this option:
     Print a prom note manifest for unsubsidized and subsidized Direct Loans	Print Master Prom Note Manifest
     Print a prom note manifest for Parent PLUS and Graduate PLUS loans	Print PLUS Master Prom Note Manifest

6. If you selected Origination and Disbursements in the previous step, choose one of the following Grant Type options:

   • Pell
   • TEACH

   You can select both Pell and TEACH. However, if the Reporting Entity ID is configured to be program-specific, the following message is displayed: The message class for the selected entity is program-specific. COD can be exported for Pell only, TEACH only, or for Direct Loans only.

7. Select one of the following Grant Options:

   • Originations
   • Disbursements

   If Pell or TEACH is selected, at least one of the Originations or Disbursements check boxes must be selected. Otherwise, the following message is displayed: Please select at least one Extract Option.

   For Pell and TEACH grants, you can send Originations and Disbursements at the same time without waiting for a response from the COD system.

   When you select Disbursements, you must select a Disbursement Option.

   If you want to ...	Select this option:	Notes
   Extract records for all adjustments, paid disbursements, and all financial aid disbursement batches	All Records	This is the default selection for disbursement extracts. The following disbursements will be selected: Disbursements not yet paid but marked as 'Approved to be Paid' and having an expected date within the next 0* days. Disbursements that have been paid but not yet reported. Manual disbursement adjustments that have been entered since the last time the 'Export Disbursements' option was run. Scheduled disbursements within the next 0* days. *The number of days is based on the COD Grants configuration setting for the campus.
   Extract records for adjustments and paid disbursements only	Adjustments and Paid Disbursements	The following disbursements will be selected: Disbursements that have been paid but not yet reported. Manual disbursement adjustments that have been entered since the last time the 'Export Disbursements' option was run.
   Extract records for financial aid disbursement batches only	Select by FA Disbursement Batch	Exporting by Disbursement Batch is only available for a single Grant Type at a time. The following disbursements will be selected: Disbursements not yet paid but marked as 'Approved to be Paid' and having an expected date within the next 0* days and included on one of the batches selected. Disbursements that have been paid but not yet reported and included on one of the batches selected. Scheduled disbursements within the next 0* days. *The number of days is based on the COD Grants configuration setting for the campus. When Pell or TEACH (not both) is selected, the Batch IDs are loaded, and all batches are selected. You can remove Batch IDs from the selected list. If no batches are found, the 'All Records' option is reset.

8. Select one of the following Direct Loan Options:

   • Originations

   • Disbursements

   • Origination Changes - Use this option when date changes are made on the Awards form after the records have been exported.

   Note: With the introduction of the Informed Borrowing Requirement for award year 2020-21 and forward, all types of Direct Loan awards exported with Paid or Released disbursements (DRI= true) are prevented from export until an Informed Borrowing record can be found for the borrower.

   When you select Disbursements, you must select a Disbursement Option.

   If you want to ...	Select this option:	Notes
   Extract records for all adjustments, date changes, paid disbursements, and all financial aid disbursement batches	All Records	This is the default selection for disbursement extracts. The following disbursements will be selected: Disbursements not yet paid but marked as 'Approved to be Paid' and having an expected date within the next 0* days. Disbursements that have been paid but not yet reported. Manual disbursement adjustments that have been entered since the last time the 'Export Disbursements' option was run. Scheduled disbursements within the next 0* days. *The number of days is based on the Direct Loan configuration setting for the campus.
   Extract records for adjustments, date changes, and paid disbursements only	Adjustments, Date Changes, and Paid Disbursements	The following disbursements will be selected: Disbursements that have been paid but not yet reported. Manual disbursement adjustments that have been entered since the last time the 'Export Disbursements' option was run.
   Extract records for financial aid disbursement batches only	Select by FA Disbursement Batch	The following disbursements will be selected: Disbursements not yet paid but marked as 'Approved to be Paid' and having an expected date within the next 0* days and included on one of the batches selected. Disbursements that have been paid but not yet reported and included on one of the batches selected. Scheduled disbursements within the next 0* days. *The number of days is based on the Direct Loan configuration setting for the campus. The Batch IDs are loaded, and all batches are selected. You can remove Batch IDs from the selected list. If no batches are found, the 'All Records' option is reset.

   Notes :

   • If your selection includes disbursements that have already been exported in a prior batch, you will see a message indicating that the whole batch cannot be exported. The message "Disbursement Batches - No Data" may display a grid listing the records that caused the disbursement exceptions. In this scenario, select Remove Batches to prevent the batches from appearing for export again.

   • If you try to export disbursements by batch and you receive the exception "Already Exported in another Export Batch", clear the check box "Include Disbursement at the status of Scheduled" under Settings > Financial Aid > COD > COD Grants.

   • If you have made adjustments, or if origination changes and MPN status changes are pending, you can use the Override COD Originations process to change awards so that they can be exported to COD.

9. Under Other Options, the Identifier Changes option is selected by default. This ensures that changes in the social security number (SSN), last name, or birth date are included in the COD extract. You can clear this option as needed.

10. Select the Queue Student Review button.

11. If your selection criteria include disbursements, select OK on the following confirmation message.

    The following disbursements will be selected:
    1) Disbursements not yet paid but marked as 'Approved to be Paid' and having an expected date within the next 0 days.
    2) Disbursements that have been paid but not yet reported.
    3) Manual disbursement adjustments that have been entered since the last time the 'Export Disbursements' option was run.
    4) Scheduled Disbursements within the next 0 days.

    The number of days shown in the message is configured in the Financial Aid setup for your campus.

12. The Submit Batch window displays the default Batch Name. You can edit the Batch Name.

13. Select Submit in the Submit Batch window. This starts the background job to process the data and create a batch based on the selection criteria.

    When the job is submitted successfully, the message “COD Export job was successfully queued.” appears.

    When you export or regenerate a file from the Process tab, the notification “[EDEPATH\Filename] file created” indicates that the process finished successfully and the file is created.

14. When the job is completed, a notification appears in the command bar. The number of failed jobs will be indicated in red ().

    • The job status “Succeeded” indicates that the process is finished with no exceptions.

    • The job status “Completed” indicates that the process is finished with exceptions.

Continue with the Student Review Batches tab.

1. Review the grid listing the temporary COD Export batches. These batches will remain available for 7 days.

   Name The batch name. The name includes the date when the process was started. Report Entity ID Identifier assigned to the school that sends and receives data for the campuses it serves. Award Year The financial aid award year. Selection Criteria The record selection criteria chosen on the Process tab. Queued By The name of the staff member who submitted the background job or batch for processing.

   Started The start time of the background job. Duration The duration of the background job (hours minutes seconds). Status A status of Preparing indicates that the jobs in the batch are still being created or are waiting on the system resources required to create them. Started indicates that the batch has been started. (At least one job in the batch is Enqueued, Processing, Succeeded, or Deleted.) Succeeded indicates all jobs in the batch have been executed and ALL job states are Succeeded. Completed indicates all jobs in the batch have been executed and some jobs may be at Succeeded state, but at least one of the jobs is at a Deleted state. Awaiting indicates the batch is awaiting the completion of a dependent job or batch. Deleted indicates that the batch has been canceled. Results If the job succeeded, the field is empty. If the job failed, the field has a "Details" link. Select the link to view the reason for the failure.

2. Select the refresh icon () in the footer of the grid to retrieve the current status of the background jobs.

3. To remove a batch, select a batch and select the Cancel Batch button in the grid toolbar.

4. If the job status is Completed, select the Retry Batch button in the grid toolbar to resubmit the job.

5. For a job with a status of Succeeded, select the link in the Name column to review the records contained in the batch.

   The Job Results section is displayed.

The label of the Job Results grid indicates the name of the selected batch and the date and time when the process started.

1. In the Results section:

   The Campus EDE Path of the user's default campus is displayed.

   The System EDE Path is a backup location for the EDE files.

   The records matching your selection criteria are displayed on tabs. The tab labels indicate the number of records (#) on each tab. Select the tab that contains the records to be exported.

   Tab	Fields
   Pell Orig (#)	Student The last and first name of the student.    Campus The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column.  Pell Amount The amount in dollars. For some awards, a default amount is set. For example, for a Pell grant, the amount is calculated by COD from the student's FAFSA.   EFC/SAI The dollar amount in the Expected Family Contribution (EFC) field is based on a formula to determine the financial strength of a student's family and the student's need for Title IV assistance. For award years 2024-25 and later, the EFC is replaced with the Student Aid Index (SAI).    Validated Indicates whether the record was validated. Student Number If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number or your institution can use some other method for assigning it.
   Pell Disb (#)	(Optional) You can select the Override Disbursements Date check box and choose a new date. The new date will be the date that is reported to COD as the date when disbursements will be applied to the ledger card. Student The last and first name of the student.    Campus The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column.   Date The date when the transaction was posted.    Amount The amount of the disbursement. If you are adding disbursements using Anthology Student, the total of the amounts should equal the amount of the award.   Type Disbursement type: scheduled (S) or paid (P)   Validated Indicates whether the record was validated. Student Number If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number or your institution can use some other method for assigning it.
   TEACH Orig (#)	Student The last and first name of the student.   Campus The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column.    Award Amount The amount in dollars. For some awards, a default amount is set. For example, for a Pell grant, the amount is calculated by COD from the student's FAFSA.   Validated Indicates whether the record was validated. Student Number If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number or your institution can use some other method for assigning it.
   TEACH Disb (#)	(Optional) You can select the Override Disbursements Date check box and choose a new date. The new date will be the date that is reported to COD as the date when disbursements will be applied to the ledger card. Student The last and first name of the student.    Campus The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column.    Date The date when the transaction was posted.   Award Amount The amount of the disbursement. If you are adding disbursements using Anthology Student, the total of the amounts should equal the amount of the award.   Type Disbursement type: scheduled (S) or paid (P)    Validated Indicates whether the record was validated. Student Number If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number or your institution can use some other method for assigning it.
   DL Orig (#)	Borrower Borrower's last name and first name    Campus The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column.    Amount The amount in dollars.    DL Loan ID The ID assigned to the loan by COD.   Change Indicates whether the record was changed.   Validated Indicates whether the record was validated. Student Number If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number or your institution can use some other method for assigning it.
   DL Disb (#)	(Optional) You can select the Override Disbursements Date check box and choose a new date. The new date will be the date that is reported to COD as the date when disbursements will be applied to the ledger card. Borrower Borrower's last name and first name    Campus The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column.    Date The date when the transaction was posted.    Amount The amount in dollars.    Source The transaction source.   Type Disbursement type: scheduled (S) or paid (P)    Validated Indicates whether the record was validated. Student Number If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number or your institution can use some other method for assigning it.
   Identifier Changes (#)	Student The last and first name of the student.    Campus The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column.    Old Identifier Old student identifier (SSN or Student Number)    New Identifier New student identifier (SSN or Student Number).   Validated Indicates whether the record was validated. Student Number If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number or your institution can use some other method for assigning it.

2. For records that are not validated, select the link in the Validated column to determine the validation errors.

   Examples of Validation Errors

   Message	If you receive this message ...
   Invalid Program CIP Code	Correct the CIP code configuration on the program version and run the COD Export process again.
   Invalid Citizenship for Parent	The Citizenship status on the Student Profile was set to Unknown. Change it to a valid status and then match that status on the PLUS Loan Borrower/Student Info tab.
   Missing Payment Period Start Date and End Date	Ensure that you upgraded Regulatory to version 14.2.2 or later. The <PaymentPeriodStartDate> and <PaymentPeriodEndDate> tags must be populated for all Pell and TEACH grants for all academic calendars for award year 2022-23 and later.
   Student has duplicate Pell data	The system found duplicate data in the FaStudentPell table. Navigate to Processes > Financial Aid > Merge Duplicate Pell Records. Specify the Campus and Award Year of the student and select Apply Filters. Make the needed adjustments to resolve the issue.
   Invalid Country	Specify a valid US address in the student profile. Per the COD mandate, the student must have a valid address in the US to qualify for Pell grants and federal loans.
   Invalid Payment Period End Date	Correct the dates associated with the term. For example, add/drop dates need to be after the term start date and cannot have dates with a timestamp.

3. To correct validation errors, select the Student Profile link in the validation message. The Student Profile for the selected record is displayed in another browser window or browser tab.

4. Correct the error in the Student Profile, save the changes, and return to the COD Export page.

5. Select the Refresh All Tabs button below the grid and verify that the record is now validated.

6. Select validated records for export to the COD system. 

   • To select specific records, select the check boxes in the first column of the respective rows.

   • To select all records on the page, select the check box in the header row.

   • To select all records across all pages, select the Select All Across Pages button.

7. To export the selected records to COD, select the Export button.

When the job is completed, a notification appears in the command bar. The number of failed jobs will be indicated in red ().

After an export, the grids in the Results section will be auto-refreshed to remove records that were already exported.

Continue with the History tab.

1. Review the grid listing the batches that have been exported to COD.

   Batch ID The number assigned by Anthology Student to the batch. Report Entity ID Identifier assigned to the school that sends and receives data for the campuses it serves. Award Year The financial aid award year. Selection Criteria The record selection criteria chosen on the Process tab.

   File Name The name and location of the file. Exported By The name of the staff member who submitted the background job or batch for processing. Number of Records The number of records in the batch. Exported Date The date the file was exported.

2. Select the link in the Batch ID column.

   Depending on the batch process type, the DL Origination Changes or the Extract Report is displayed on the Regulatory Process Results page.

   DL Origination Changes

   Information displayed above the report grid:

   • Batch ID
   • Loan ID
   • File Imported
   • Award Year

   Student Name The last and first name of the student. Campus The campus where the student or students were enrolled. SSN The person's Social Security Number (SSN). You must be authorized to work with SSNs. Program The name of the program. Programs are configured by your institution.

   Start Date The first day that the item is effective or can be used. Status The associated School Status on the student's enrollment. Direct Loan ID The ID assigned to the loan by COD.

   Field The field in the Anthology Student database that was changed. New Value Field value after making changes. Process Date The date and time when the job was processed

   Extract Report

   Information displayed above the report grid:

   • Document ID
   • Rpt Entity ID
   • Award Year
   • Date Exported
   • Total Award Count

   Note: The grid lists the total number of Awards imported in the file - just like the end-of-process report on the legacy interface. However, the Record Count number does not indicate the number of awards in the file. Origination records will be exported with all the disbursements for the award, so the count of awards will be different than the number of records in the report.

   Student Name The last and first name of the student. SSN The person's Social Security Number (SSN). You must be authorized to work with SSNs. Award Type The source of the aid. Award Amount The amount in dollars. Disb. # The sequence number for the disbursement. For Pell grants, if there are disbursements from other enrollments, the numbering scheme picks up where the previous disbursements left off.

   Gross Amount The gross amount the student is eligible to receive for the fund source before any fees. For Direct loans, this field is read-only of the origination status of the loan is Accepted, Batched to Send, or Pending Approval. Net Amount The net amount before fees are added. Release Indicates whether the award has been released (Y/N) Enrollment Status The enrollment status included in the student's Enrollment record. For example, Full Time. Program CIP Code The Classification of Instructional Program (CIP) code associated with the record.

   Payment Period Start Date The start date of the payment period. It must be before the end of the academic year and award year. Payment Period End Date The end date of the payment period. Direct Loan Attendance Cost This field holds the cost of attendance for the loan period dates of the Direct loan which is retrieved from the Budget COA. Non-originated awards will have the value automatically updated when changes occur to the total budget amount. The value is editable at any time and is available for Subsidized, Unsubsidized, PLUS, Grad PLUS, and Parent PLUS loans for award year 2022-23 and later. Process Date The date and time when the job was processed

3. If needed, select a batch and select Regenerate Batch in the grid toolbar to create a new batch and export file out of an existing batch.