Campus-Based COD Export

1. Select a FWS Reporting Entity ID Specify the Federal Work-Study Reporting Entity ID for each campus participating as a full participant..

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

2. Select a Calendar Year or accept the session default.

   For the first year of implementation, the default is 2022. As new calendar years are added, the most recent or newly added year will be set as the default.

3. Select a FWS Attending Entity ID Specify the Federal Work-Study Attending Entity ID for each campus participating as a full participant..

4. Under Fund Options, the Federal Work-Study check box is selected by default and cannot be edited.

   For the first year of implementation (2022), the FSEOG (Federal Supplemental Educational Opportunity Grant) option is not available.

5. Under Other Options, the Identifier Changes option is cleared by default and cannot be edited.

   For the first year of implementation (2022), the Identifier Changes option is not available.

6. Select the Queue Student Review button.

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

8. 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 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.

9. 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 Campus-Based COD Export batches. These batches will remain available for 7 days.

   Batch No The batch number. Based on the selection criteria, the job processes data and creates batches asynchronously in the background. FWS Reporting Entity ID Specify the Federal Work-Study Reporting Entity ID for each campus participating as a full participant. Calendar Year The Calendar year. Selection Criteria The record selection criteria chosen on the Process tab. Created By The name of the staff member who submitted the background job or batch for processing.

   Started The start time of the background job. Date Completed The date when the item was completed. 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. Number of Records This field indicates the total number of Validated and Not Validated records gathered in the batch. The field is hidden by default but can be enabled in the Column options.

   Note: When the number of records exceeds 100, the "items per page" drop-down will include the total number of records gathered. Select this option to view all records in a single view.

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

3. If the job status is Completed or Failed, select the Retry button in the grid toolbar to resubmit the job.

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

5. For a job with a status of Succeeded, select the link in the Batch No column to review the records contained in the batch.

   The Job Results section is displayed.

1. On the Results tab, review the following details displayed above the grid:

   FWS Reporting Entity ID Specify the Federal Work-Study Reporting Entity ID for each campus participating as a full participant. FWS Attending Entity ID Specify the Federal Work-Study Attending Entity ID for each campus participating as a full participant. Calendar Year The Calendar year.

   Campus EDE Path The UNC-compliant file path used for file transfers between Anthology Student and the CPS/FPS system. The Campus EDE path is used for campus-specific file transfers. System EDE Path The UNC-compliant file path used for file transfers between Anthology Student and the COD system. The System EDE path is used for backup and archiving purposes.

2. In the Job Results grid, review the following details:

   Student Name The last and first name of the student. 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. Status Displays the status of the Campus-Based COD Export batch, e.g., Not Sent, Ready to Send.

   CPS Transaction Number The Central Processing System (CPS) Transaction Number is a required field on the Common Record for Pell grants, Federal Work-Study, and Direct loans (DL Subsidized, DL Unsubsidized) processing by the U.S. Department of Education. The CPS Transaction Number field in the Common Record shows the transaction number from an eligible SAR/ISIR used to calculate a financial aid award. Total FWS Earnings The total amount of Federal Work-Study (FWS) earnings. Validated Indicates whether the record was validated.

3. To correct validation errors, select the Not Validated link in the grid and then 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. Correct the error in the Student Profile, save the changes, and return to the Campus-Based COD Export page.

4. 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.

5. To export the selected records to COD, select the Queue 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 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 Name The name or description of the batch. FWS Reporting Entity ID Specify the Federal Work-Study Reporting Entity ID for each campus participating as a full participant. File Name The name and location of the file. Calendar Year The Calendar year. Fund Source Type For Campus-Based COD Exports, the Fund Source Type column on the History tab indicates FWS (Federal Work-Study). Number of Records The number of records in the batch.

   Exported By The name of the staff member who submitted the background job or batch for processing. Date Exported The date the file was exported. 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.

   Note: When the number of records exceeds 100, the "items per page" drop-down will include the total number of records gathered. Select this option to view all records in a single view.

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

3. If the job status is "Completed" and there is a "Details" link in the Results column, select the Details link to view the reasons why the job did not succeed.

   If appropriate, select the Retry Batch button in the grid toolbar to resubmit the job. This option can be useful if an error occurred after the job was submitted (e.g., network issues, SQL cannot be reached).

4. If the job status is Succeeded, you can select Regenerate Batch in the grid toolbar to create a new batch and file out of an existing batch. A message will indicate the number of records that will be included in the batch file.

   The regenerated file will have a new Batch ID. A message will indicate the location of the regenerated batch file.

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

   The Extract Report section is displayed.