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. Select one of the following File Type options:

   • Create File to create a new file to send to the COD system and specify the remaining selection criteria on the page.

   • Regenerate File to create an update of a previously exported file or to replace a lost file. When "Regenerate File" is selected, any additional fields are hidden from the page.

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 clicking 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 prior to 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 were 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, click 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. Click Next. The Selection Criteria section will be collapsed and the Results section will be expanded.

11. If your selection criteria include disbursements, click OK on the 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.

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. Click the tab that contains the records to be exported.

Pell Orig (#) Pell Disb (#) TEACH Orig (#) TEACH Disb (#) DL Orig (#) DL Disb (#) Identifier Changes (#)

Pell Orig (#) Tab

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 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.   Validated Indicates whether the record was validated

Pell Disb (#) Tab

(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

TEACH Orig (#) Tab

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

TEACH Disb (#) Tab

(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

DL Orig (#) Tab

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

DL Disb (#) Tab

(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

Identifier Changes (#) Tab

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

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

   Examples of validation errors:

   "Invalid Program CIP Code". If you receive this validation message, correct the CIP code configuration on the program version and run the COD Export process again.

   "Invalid Citizenship for Parent". If you receive this validation message, 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". If you receive this validation message, 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.

3. To correct validation errors, click 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. Click 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, click the Select All Across Pages button.

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

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