COD Jobs

You can create automated jobs for both COD Import and COD Export on the Automated Job Management form. You can also edit COD Import/Export jobs already configured and saved in Financial Aid Automation.

An automated COD Export job will create the COD Origination, Disbursement, and adjustment file(s). We recommend creating separate origination and disbursement COD Export Jobs for each fund. Title IV funds like Pell, Direct Loans, and TEACH should always be separated jobs and files to align with G5 downloads and institutional finance accounts to maintain a cleaner and more efficient reconciliation. In addition, it allows for a level loading of data providing a more streamlined execution:

• Pell
• Direct Loan Sub and Unsub
• Direct PLUS
• Direct Grad PLUS
• Direct Loan changes and identifier changes
• TEACH

The automated COD Import job uses files retrieved from the Student Aid Internet Gateway (SAIG) mailbox per Reporting Entity ID. The job may import promissory notes, accepted originations, disbursement files, and other Title IV files. This reduces the manual processes and eliminates the need to use the wizards.

Prerequisites

You must have:

• Common - Configuration - View authorization

• Financial Aid Automation – Configuration – Automated Job Management - Run Now authorization

• Financial Aid Automation – Configuration – Automated Job Management - View authorization

• Financial Aid Automation – Configuration – Automated Job Management - Job Sequence - New and Save authorization

• Financial Aid Automation - Configuration - Automated Job Management - COD Export - Edit and New authorization

• Financial Aid Automation - Configuration - Automated Job Management - COD Import - Edit and New authorization

Access Method

Jobs tab (Select the Configuration tile > expand Financial Aid > select Automated Job Management.)

Procedure to Add or Edit COD Jobs (Import/Export)

1. If you want to:

   • Add a new job, select the New Job button on the toolbar to open the New Job section

   • Edit an existing job, select the job link in the Name column to open that job in the Edit Job section

2. Specify or edit the following values based on the type of COD job (Import or Export).

   COD Job	Fields to Configure
   COD Import Job	Campuses The campus(es) the job is configured for. All campuses displayed and available for selection are filtered by the selected Reporting Entity ID. Process The specific type of job process (COD Import, Disbursement Eligibility, SFAA Initial, etc...). Reporting Entity ID Identifier assigned to the school that sends and receives data for the campuses it serves. Staff Notification Assignment Method Who the job is assigned to (Staff Group or Staff Member). Staff Group Group containing staff members in an institution. Typically, the groups are based on departments and job functions. Administrators can use staff groups to assign or revoke access privileges to all the members in the staff group. Staff Member The specific staff member. Task Template The preconfigured template you wish to select for notification that is to be sent to the selected recipient (Staff Member or Staff Group). When selected, this template is updated with the specific details of the selected student. Based on your selection in the Assignment Method field, either the Staff Groups or Staff Member field appears. Schedule Allow an end date to the schedule Selecting this check box lets you configure a determined end date for the job schedule. An End Date field appears for selection of this date. End Date The date you wish the automated job schedule to cease running. Start Date The specific date the automated job becomes active. The End Date field only appears when the "Allow an end date to the schedule" check box is selected. Notes about MPN information Financial Aid Automation 9.0.0 and later provides the ability to store and display all MPNs linked to or associated with each loan on the student's Loan Information form on the MPN Information tab (see Loan Information). For all Direct Loans for all award years and all records, Anthology Student displays: MPN Status MPN Expiration Date Fund Source Type MPN Link Indicator Borrower Name File Imported E-MPN Date Imported Award Year In COMREC, CRWB, CRCS, and CRPN files, MPN information will be returned only when an award is originated (new MPN) or when the MPN Status or Expiration Date changes. For the same loan and same MPN ID, the system does not add rows unless there is a change in: Expiration Date MPN Status MPN Link Indicator When there is a change to any of these fields, the system adds a row to the FaMpnInfo_Regulatory and FaMpnInfoDetail_Regulatory tables. It does not override the existing MPN data, e.g.: <EMPNIndicator>true</EMPNIndicator> <MPNID>101074559M16G05346001</MPNID> <MPNStatusCode>P</MPNStatusCode> <MPNLinkIndicator>true</MPNLinkIndicator> <MPNExpirationDate>2025-04-11</MPNExpirationDate> Institutions can override the MPN Status and MPN Expiration Date values in the UI (Student > Financial Aid > Awarding > Awards tab > Prom Note Info tab, see Edit Direct Loans). Notes about CRCS, CRSP, CRWB, and CREC files The COD Import process in Financial Aid Automation 23.3.0 and later will store the values of the borrower's credit status response in the Anthology Student database. The values are extracted from the CRCS, CRSP, and CRWB files. When a Direct Parent PLUS loan is awarded to a student, a service will run to auto-match the awarded loan information. Users no longer need to identify the file for re-import or ask COD to send the same file. The entrance/exit Counselling information (CREC) will also be captured and stored against the student so that when a student is enrolled, the service will identify the student and match the data accordingly. The background jobs Clear Auto Match Credit Decision Date Expired Records and FAA Auto Match COD Details support this process. The following tags are saved as part of the import process for Direct Parent PLUS loan message classes (CRCS, CRSP, and CRWB). The process will update the borrower information so that on any further export, the updated borrower information will be sent to COD. CRCS, CRSP, and CRWB Application ID – as in the incoming file Application Sub Reason Award Year Borrower First Name Borrower Last Name Borrower Perm City Borrower Perm State Borrower SSN Credit Appeal Status Credit Balance Credit Balance Option Credit Decision Date Credit Decision Override Code Credit Decision Status Credit Requirements Met Date Acknowledged Date Application Completed Date Award Range Req Ended Date Award Range Req Started Date Credit Decision Expired Date Imported Date PLUS Counseling Completed Date Processed Default Overpay Code Deferment Option Document Status Endorser Amount Endorser Approved Financial Award ID – as in the incoming file Fund Source Code – DIRPLUS Fund Source Description Max Loan Amount Max Loan Indicator Message Class Original Credit Decision Status PLUS Counseling Complete Previous Application ID Relationship To Student Response Code Response Error Code Response Error Field Response Status School Credit Balance Option Six-Month Deferment Option Student First Name Student Last Name Student SSN Unknown Loan Amount The following information will be saved in the Anthology Student database for the entrance/exit Counselling (CREC). CREC Financial Award Year Fund Source Code Fund Source Description Student First Name Student Last Name Student SSN Counselling Complete Date Counselling Sequence Number Counselling Type Notes about Borrower Information from CRSP, CRWB, and CRCS files When CRSP/CRWB/CRCS message classes files are imported using Automated COD Import, the borrower information will be updated to align with the Department of Education requirements. The Direct Parent PLUS loan is identified based on three entities: Borrower SSN, Borrower First Name, and Borrower DOB. The following fields will be updated if all three entities are matched to the loan. Borrower DOB Borrower Citizen Borrower Address Borrower Zip Code Borrower Phone Borrower Email Borrower Identifier If a file does not contain any of the above fields, the existing value of those fields will be retained so that on further export, the loans will not be held up due to missing required borrower information.
   	Two new tags, <IASG Eligible> and <CFH Eligible>, have been added to the Pell Award response block. These tags are optional and valid for award years 2024-25 and later.
   COD Export Job	Campuses The campus(es) the job is configured for. All campuses displayed and available for selection are filtered by the selected Reporting Entity ID. Process The specific type of job process (COD Import, Disbursement Eligibility, SFAA Initial, etc...). Reporting Entity ID Identifier assigned to the school that sends and receives data for the campuses it serves. COD Export Options Direct Loan Award Year The specific award year for the direct loan. Direct Loan Export Types The specific export type for the Direct Loan (Direct Loan Originations, Direct Loan Disbursements, Direct Loan Changes, Identifier Changes). Grant Award Year The specific award year for the grant. Grant Export Types The specific export type for the Grant (Pell Originations, Pell Disbursements, TEACH Grant Originations, TEACH Grant Disbursements). Number of days after the system date to include Scheduled and Ready to Pay Disbursements Direct Loans Select the number of days the system waits after the system date to include the noted disbursements for direct loans. Grants Select the number of days the system waits after the system date to include the noted disbursements for grants. Days to exclude in Actual Disbursement Date Exclude Holidays Select check box to exclude holidays when calculating actual disbursement date. Exclude Weekends Select check box to exclude weekends when calculating actual disbursement date. Both check boxes can be selected simultaneously. FAA COD Export will export the disbursements based on the calendar settings configured under Academic Records. Any scheduled disbursement dates that occur over the weekend or during a holiday (configured under Academic Records) will be excluded or included based on the selection made above. If Exclude Weekends is selected, any scheduled disbursements that occur during a weekend will be excluded. The actual disbursement date will be updated to reflect the day following the weekend. If Exclude Holidays is selected, any scheduled disbursements that occur during a holiday will be excluded. The actual disbursement date will be updated to reflect the day following the holiday. When both field options are selected, then the first working day of the job run after the holiday/weekend is considered as the actual disbursement date. Example: The scheduled disbursement date is January 10th. A holiday is configured for Winter Break from December 10th through January 19th. The actual disbursement date will be updated to reflect January 20th if the exclude holiday flag is selected. If Exclude Holidays was not selected, the actual disbursement date would remain on January 10th. A new tag <EnrollmentIntensity> will be included in the disbursement block for Federal Pell Grant awards starting from the 2024-25 academic year. The value for this tag will be sourced from the Pell Disbursement and will reflect the Packaged EI from the award form. It is important to store this tag at the time of export and to ensure that the same Enrollment Intensity (EI) is consistently used for any subsequent adjustments exports. Suffix tag will be added from 2024-25 award year and forward. Although this tag is optional, we do send out when the Suffix is found during export. This tag will be stored at the time of import. No validation or exception will be created, however, this tag will be skipped when COD export sees this tag with invalid value and not as per COD Guidelines. In FAA COD Export 2024-25, the First Name, Middle Initial, Postal Code, and Phone Number fields have been enhanced to meet the requirements of the 2024–2025 COD Technical Reference. Include Grant Administrative Relief Award Year The specific award year the student(s) is eligible for administrative relief (Grant or Loan). Students Select who Administrative Relief should be included for in the automated job (All Students, Individual Students, or Student Group. Note selecting Student Group opens a new Student Group field for you to select the student group). Include Loan Administrative Relief Award Year The specific award year the student(s) is eligible for administrative relief (Grant or Loan). Students Select who Administrative Relief should be included for in the automated job (All Students, Individual Students, or Student Group. Note selecting Student Group opens a new Student Group field for you to select the student group). Based on your selection in the Students field, the following results will occur: If you select All Students, all students for that award year are exported. If you select Individual Students, only the students who have a Direct Loan "Admin Relief" field checked on that fund source are exported. If you select Student Group, only the students who have a Direct Loan "Admin Relief" field checked on that fund source and are in the student group configured for the job are exported. Staff Notification Assignment Method Who the job is assigned to (Staff Group or Staff Member). Staff Group Group containing staff members in an institution. Typically, the groups are based on departments and job functions. Administrators can use staff groups to assign or revoke access privileges to all the members in the staff group. Staff Member The specific staff member. Task Template The preconfigured template you wish to select for notification that is to be sent to the selected recipient (Staff Member or Staff Group). When selected, this template is updated with the specific details of the selected student. Based on your selection in the Assignment Method field, either the Staff Groups or Staff Member field appears. Schedule Allow an end date to the schedule Selecting this check box lets you configure a determined end date for the job schedule. An End Date field appears for selection of this date. End Date The date you wish the automated job schedule to cease running. Start Date The specific date the automated job becomes active. Note: The End Date field only appears when the "Allow an end date to the schedule" check box is selected. The Rotation of Days recurrence can be configured using a Frequency of Daily. This allows you to configure a job to execute on the day that is configured under Days. When that day and time are met, the job will be executed and completed. If the job schedule is updated either by changing the Start or End Date or the days, new schedule entries will be created and stored to be used in place of the old schedule configuration.

   Tip: If you try to create a job that is already saved with the same criteria, a duplicate job validation message is displayed. The message has links for each saved job. When you select any of the links, a new tab displays the job details for your review.

   When the Direct Loan COA is reduced and the loan amounts for that loan period are also reduced to match the DLCOA, an exception is created for DLSUB since the change value of 15,000 plus the processed loan amount of 300,00 is more than the new DLCOA. However, DLUNSUB goes out (second table). When the process is rerun, the DLSUB is exported and the exception will be cleared. CODEXPRT0228 is created for all disbursements regardless of the disbursement status during Origination changes. Once this exception is resolved for the loan, the exception will be auto-cleared.

   

   

   When the Direct Loan COA remains the same and there is a change in the Direct Loan accepted amount, though the change amount is within or equal to COA, the origination change export will create an exception for the first loan since it compares with the other loan accepted amount and that sum is more than the Direct Loan COA. On the subsequent run of the job, the exception for this loan will be resolved and auto-cleared with all changes exported to COD.

   

   

   For the award years 2023-24 and later, COD added the following codes:

   • Student Eligibility Code 15 "Comprehensive Transition and Postsecondary (CTP) program"

   • Student Eligibility Code 03 "State Process with the required Ability to Benefit State Code and Ability to Benefit Completion Date"

   Additionally, the new Ability to Benefit Test Code 13 "Texas Success Initiative (TSI) Assessment" was added and this will be applicable for Student Eligibility Codes 01 and 12. Institutions are required to update the Ability to Benefit (ATB) when incorrect ATB values are queued for export for the award year 2023-24 and generate the CODEXPRT0066 exception. This also applies when multiple award years are selected in the job management COD Export as this requires only one ATB code to be selected which should match the COD guidelines of the award year.

3. If you want to save and: 

   • Continue making changes, select the Save button

   • Continue to add another item to the list, select the Save & New button

   • Close, select the Save & Close button