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General COD Export Information

Click the Export COD Records process in the Processes list on your Dashboard and select Export COD as the Process Type. Select the Federal Award Year and the Award(s) to export. You may select more than one award to export. Next, click on the Export icon to create the file.

Table of Contents

AY0 awards are excluded from the Export COD process.

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Click on the file name to download the file from the Process Log Details. Then go to EDConnect and upload the file.  Alternatively, use Regent's integration with the SAIG Mailbox to transmit the file to COD.

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Note: If you are (or use) a Third-Party Servicer to submit records to COD, the <Source> element of the COD Export files must specify that. In order to properly submit this information in the COD Export files, set the Third-Party Servicer indicator to Yes in Institution Setup, Campus Setup (Inherit), and/or Site Setup (Inherit) to indicate the COD Source ID is for a Third-Party Servicer.  

Export COD Options

The user must ALWAYS select either the "Originations" or the "Disbursement Records" option. The user cannot leave both of these options blank when completing a COD Export, and one of these two must be selected if negative transactions are also being exported.

  1. Originations (DRI = False): Only disbursements that are flagged as DRI=false are included in the COD Export
  2. Disbursement Records (DRI = True): Only disbursements that are flagged DRI=true are included in the COD Export
  3. Negative Transactions Only: Only disbursements that are flagged as a negative transaction are included in the COD Export.  A negative transaction would be defined as a disbursement amount that is less than the amount previously accepted at COD.

Typically the "Negative Transactions" would be a COD Export process where the "Disbursements" and "Negative Transactions Only" checkboxes are both selected. The everyday originations would be a process where only the "Originations" checkbox is selected. 

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titleTable of Contents
Table of Contents

Overview

The Export Fund Awarding Information File Process is available to Regent Fund licensed users, as a Process Type option on the Export Processes page. The process will create a data file containing award data for non-title IV funds as well as Donor Information and Thank You Note data. 

‘Export Fund Awarding Information File’ Process Data Fields/Page Buttons

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Field Name

Descriptions

Required/Optional

Type

Values

Business Rules

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Institution

Institution to which the exported data will be applicable.

 Required

Drop down

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Originations are where the R8 DRIReleaseDate=false.

  • Only include disbursements that are DRI=false then only include those awards and students in the export

Disbursement Records are where the R8 DRIReleaseDate=true.

  • Only include disbursements that are DRI=true then only include those awards and students in the export

The user must ALWAYS select either the "Originations" or the "Disbursements" option, cannot leave both blank and one of these two must be elected if negative transactions are being exported.

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  • Originations
  • Disbursements
  • Negative Transactions Only

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When the user executes the Export COD process, Regent Award performs a validation check specific to non-originated awards.

For AY-based awards:

Regent uses the first enrollment in the award's loan period (as defined on the Awards tab) for AY-based awards.  Regent then checks the "Origination Offset" and "Minimum Enrollment Status to Originate" settings in the Disbursement Schedule Setup to determine origination rules. AY-based awards must originate based on the first eligible payment period, with the payment period start date on or after the Loan Period's start date

For FAY based awards:

For FAY based awards (Pell/TEACH) the first payment period for the award is the first payment period that contains Disbursements with an amount > $0. FAY-based awards must originate based on the first eligible payment period for the FAY, including PPs that start before the FAY start date. FAY-based awards in eligible crossover terms will originate before the FAY's start date. For example, Regent Award can originate and disburse a 2018 Pell for an eligible crossover term that starts 4/17/17 and ends 7/18/17.

Important Note: Both Pell and Loans can pay before July 1st, which is the earliest COD origination. Disbursement dates are limited by the timing of the COD updates each year (typically in late March) performed via the Regulatory Updates. The main requirement is that the payment period (for FAY-scoped funds) and the loan period (for AY-scoped funds) must be scheduled to cross over June 30th into the paying a FAY. 

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  • Pell Grant
  • TEACH Grant
  • Direct Subsidized
  • Direct Unsubsidized Loan
  • Direct Parent PLUS
  • Direct Graduate PLUS Loan

All Institutions for which the user has ‘View Student’ permission.

Only one Institution at a time can be selected.


Campus

Campus(es) to which the exported data will be applicable.

Required

Multi-select grid boxes.

All Campuses for the selected Institution.

  • Institution must be selected first.

  • At least one selection is required.

  • ‘Select all Campuses’ checkbox is available.

Site

Site(s) to which the exported data will be applicable.

Required 

Multi-select grid boxes.

All Sites for the selected Campus.

  • Campuses must be selected first.

  • At least one selection is required.

  • ‘Select all Sites’ checkbox is available.

Period

Determines the FAY or AY Start Date Range to which the exported award data will be applicable.

Required

Dropdown

  • FAY

    • If Selected, secondary dropdown presented with available FAYs.

  • Academic Year

    • If selected, Start Date From and Start Date To calendar fields are presented.

Select FAY to run export process for FAY-scoped funds. Select Academic Year to run export process for AY-scoped funds.

Only Funds with Donor Information

Determines if all Funds will be available for selection or only Funds that have Donor Information configured.

Optional

Checkbox

  • Selected

  • Unselected (default)

If selected, only Funds that have Donor Information configured in Fund Setup will be presented in the ‘Available Funds’ grid box.

NOTE: The process looks for ‘Has Donor Information?’ checkbox selected on the General Tab of the Fund in Fund Setup and not entry of fields on the Donor Information tab.

Funds

Names of Funds available for selection, from Fund Setup. Determines the funds to which the exported award data will be applicable.

Required

Multi-select grid boxes.

Non-Title IV Funds for the selected Campus(es).

  • At least one selection is required.

  • Funds with the following Official Fund Type in Fund Setup will NOT be presented for selection.

    • Direct Graduate Plus Loan

    • Direct Parent Plus

    • Direct Subsidized Loan

    • Direct Unsubsidized Loan

    • Pell Grant

    • TEACH

    • Perkins Loan

    • IASG

  • ‘Select All Funds' checkbox is available.

    • NOTE: If ‘Select All Funds’ AND ‘Only Funds with Donor Information’ are selected, the process will use all funds with the ‘Has Donor Information?’ checkbox selected in Fund Setup.

Export Button

Initiates the Export process.

Button


Status of the executed process is available in the Process Log.

Cancel Button

Cancels the Export Process.

Button



Save Selected Parameters Button

Allows the chosen parameters to be saved for future exporting or scheduling of the

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Export Fund Awarding Information File process.  For more information, see Saving Process Parameter Sets

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Button

Downloading Previously Sent COD Records

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Export File

The output file for the Export Fund Awarding Information File process, which can be downloaded from the Process Log

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, contains the following data:

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titleOutput File Data Columns

  1. Student Last Name

  2. Student First Name

  3. Student ID

  4. External ID 1

    1. Column header is dynamic based on configuration.

  5. External ID 2

    1. Column header is dynamic based on configuration.

  6. External ID 3

    1. Column header is dynamic based on configuration.

  7. External ID 4

    1. Column header is dynamic based on configuration.

  8. Institution

  9. Campus

  10. Site

  11. Grade Level

  12. Program Name

  13. Program Start Date

  14. Program Credential

  15. Fund Name

  16. FAY

    1. (YYYY-YYYY)

  17. AY Start Date

  18. Award Amount

  19. Awarded On Date

  20. Donor Name

    1. From Fund Setup, if present

  21. Donor Email

    1. From Fund Setup, if present

  22. Donor Phone Number

    1. From Fund Setup, if present

  23. Donor Website

    1. From Fund Setup, if present

  24. Donor Street Address

    1. From Fund Setup, if present

  25. Donor City

    1. From Fund Setup, if present

  26. Donor State

    1. From Fund Setup, if present

  27. Donor Zip Code

    1. From Fund Setup, if present

  28. Thank You Note Document Created On

    1. Based on ‘Thank You Note’ Document Requirement for Award/Fund

  29. Thank You Note Document Status

    1. Based on ‘Thank You Note’ Document Requirement for Award/Fund

  30. Thank You Note Document Text

    1. From ‘Thank You Note Text’ field from Smart Form data, for ‘Thank You Note’ Smart Form Document Requirement for Award/Fund, when document has a status of ‘Satisfied’.

NOTE: See the ‘Thank You Note Smart Form’ section on Regent Fund for information on Thank You Note data.