COD Exceptions

You must use the COD Exceptions process to review and resolve any exceptions that were generated when a COD file was imported. Exceptions are data mismatches between the imported file and the records in the Anthology Student database. The exceptions indicate that either a student record or an award could not be matched in the database.

Note: Any exceptions that occur when a COD file is imported, must be resolved using the COD Exceptions process described on this page. Any exceptions that occur when a COD file is exported, must be resolved within the COD Export process.

Import exceptions will prevent an automated batching of disbursements upon receipt of the Accepted response from COD. In such a scenario, you will need to manually batch the disbursement to allow payment of the disbursement and posting to the student account.

On the COD Exceptions page:

  • Use the Current tab to resolve or delete current COD import exceptions.

    Best Practice: Resolve all COD exceptions daily so that all student records to have the most current data.

  • Use the Deleted tab to view deleted exceptions and, if needed, resolve those exceptions.

Academy icon   Review the training (Anthology Academy registration and login required):
COD Exceptions  (3 min.)

Prerequisites

You must have the following authorization:

  • Common - Processes - View

  • Common - Student - Edit, New, and View authorization

  • Financial Aid - Student Award - Delete, Edit, New, Print, and View

  • Financial Aid - Processes - COD Exceptions - COD Exceptions

You should also be familiar with Background for COD Exceptions.

Access Method

Select the Processes tile > expand Financial Aid > select COD Exception in the tree.

Procedure to Manage COD Exceptions

Current Tab

  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. Select an Exception type or select "All Exception Types".

  4. Click Apply Filters. Records matching the filters are displayed in the grid.

    StudentClosed The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can click the link and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization.

    Exception ErrorClosed Text that describes the error that caused the exception.

    Exception CodeClosed 6-digit code of the exception that occurred when importing a COD file.

    Document IDClosed The Code assigned to the document.

    Date ImportedClosed The date when the transmission file was received.

  5. Click a link in the Student column to view details of an exception. No link is shown when an exception cannot be resolved. In this case, you can only delete the exception.

    The Edit COD Exception section displayed below the grid contains the following details:

    • Student Name (name in the Anthology Student database)

    • Name in File (name in the import file)

    • Student Number (number in the Anthology Student database)

    • Fund Source

    • Award Year

    • Amount — The Amount field is editable when the exception code is "000005”, “000009”, or “000011”. All other fields are read-only.

    • Decision Status (displayed only if the exception code is “000009”) — See PLUS Credit Decision for descriptions of the decision status codes.

    • Decision Expiration Date (displayed only if the exception code is “000009”)

  6. When the exception code is not “000001”, click the View FA Packaging Status button .

    The Awarding form for the student is displayed in another browser window. Select the Awards tab and determine how to resolve the exception.

    When the exception code is "000001", update the SSN on the student master to match the import file.

    See Background for COD Exceptions for more information about resolving exceptions.

  7. Return to the COD Exceptions details and, if applicable, enter the amount matching the award information in the Amount field.

  8. Click Resolve.

    If the exception is resolved, it will be removed from the grid.

    If the exception cannot be resolved, an error message is displayed.

    Notes:

    • For promissory note exceptions, the promissory note fields on the Prom Note Info tab of the award will be updated.

    • For credit exceptions, the credit fields on the Borrower Information tab of the award will be updated.

  9. After you have resolved or canceled an exception, you can click Delete in the toolbar of the Exceptions grid to remove the record from the Current tab. The record will be moved to the Deleted tab.

Deleted Tab

  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. Select an Exception type or select "All Exception Types".

  4. Click the Apply Filters button. Records matching the filters are displayed in the grid.

    StudentClosed The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can click the link and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization.

    Exception ErrorClosed Text that describes the error that caused the exception.

    Exception CodeClosed 6-digit code of the exception that occurred when importing a COD file.

    Document IDClosed The Code assigned to the document.

    Date ImportedClosed The date when the transmission file was received.

  5. Click a link in the Student column to view details of an exception. No link is shown when an exception cannot be resolved. In this case, you can only delete the exception.

    The Edit COD Exception section displayed below the grid contains the following details:

    • Student Name (name in the Anthology Student database)

    • Name in File (name in the import file)

    • Student Number (number in the Anthology Student database)

    • Fund Source

    • Award Year

    • Amount — The Amount field is editable when the exception code is "000005”, “000009”, or “000011”. All other fields are read-only.

    • Decision Status (displayed only if the exception code is “000009”) — See PLUS Credit Decision for descriptions of the decision status codes.

    • Decision Expiration Date (displayed only if the exception code is “000009”)

  6. When the exception code is not “000001”, click the View FA Packaging Status button.

    The Awarding form for the student is displayed in another browser window. Select the Awards tab and determine how to resolve the exception.

    When the exception code is "000001", update the SSN on the student master to match the import file.

    See Background for COD Exceptions for more information about resolving exceptions.

  7. Return to the COD Exceptions details and, if applicable, enter the amount matching the award information in the Amount field.

  8. Click Resolve.

    If the exception is resolved, it will be removed from the grid.

    If the exception cannot be resolved, an error message is displayed.