COD File Processor - Regent's COD Response Mockup Tool

Installation Instructions

Latest Version - CODFileProcessor - Updated 5.0b Release 6.7.2.0 May 2024

Note, the file is compressed using 7-Zip, see https://7-zip.org/

Installation Instructions for COD File Processor tool:

1. Download CODFileProcessor latest version

2. With 7-ZIP running, right-click the file, select Extract Here

3. Create your own directory to save to your computer

Using the COD File Processor Tool

1. Start with a COD Export file downloaded from the Process Log

   1. "Export COD" (DRI=false) or

   2. "EST for DRI - COD funds set to DRI=true"

2. Select CODFileProcessor Application (CODFileProcessor.exe)

3. Double-click to Run

4. Select box next to Import File Path and choose your COD text file

5. Click Process

6. When the Process Completed Successfully, the mocked file (“_response”) will appear in the Output File Path

7. If needed, edit the resulting Response data file if needed (add MPN info, update <ProcessDate> value, etc.)

8. Import the Response file into Regent

COD Mockup Tool Slides.pptx

Step-by-step guide to Paying a Loan in Regent Award

1. Resolve all packaging blockers - satisfy/waive all Documents and Tasks, confirm a valid ISIR, etc.

2. Make sure loans are in Accepted status and Linked to an MPN

   1. Mock or link an MPN if needed (and MAP again)

   2. When loans are Accepted and Linked status,

3. Export to COD for Origination (DRI=false)

4. Download file from the Export COD Process in the Process Log

5. Use exported data file to mock an origination response using CODFileProcessor tool

   1. If needed, edit the response data file to update the MPN information and/or ProcessDate before importing

6. Import the mocked COD response data file

7. MAP student

8. Normal disbursement process:

   1. Export EST, EST for DRI - COD funds set to DRI=true

   2. Export to COD for DRI=true

   3. Mock COD acceptance using CODFileProcessor

   4. Import mocked COD response file

   5. Export EST, EST for AR - funds are disbursed

9. Alternative approach, if needing to override validation errors with Disbursement Overrides:

   1. On Academic Plan or Awards tab, click amount to view Disbursement Details

   2. Run EST for DRI

   3. Bypass COD and Run EST for AR

10. Disbursements are now Paid

Detailed Steps for Paying a Direct Loan

Mocking a Manual MPN and Selecting an MPN to Link

If no MPN is linked, a loan can be originated (COD Export DRI=false). However, we cannot pay an unlinked loan (cannot EST DRI=true).

1. Loans tab, select the Loan

2. Copy the full Financial Award ID (FAID) to the clipboard

3. MPN Information sub-tab

4. Click button, Select MPN

5. If the student has an existing MPN, select it (unless expired)

6. If the student does not have any current MPNs, Mock an MPN:

   1. Click "Add MPN" button

   2. In the MPN ID field, paste the full FAID from the loan

   3. Find the letter before the two-digit ending FAY, and change to "M" (for Sub/Unsub) or "N" (for PLUS)

      1. For example, if a FAY 2023-2024 Unsub FAID is 999964346U24G09621001, the MPN would be 999964346M24G09621001

   4. Enter an Expiration Date far in the future

   5. Set MPN Link Indicator to True

   6. Set eMPN Indicator to True

   7. Status Accepted

   8. Save

7. Select the MPN you just added

8. If paying two loans (Sub and Unsub), link the other loan to the same MPN:

   1. Student's Loans tab, select the unlinked Loan 

   2. MPN Information sub-tab

   3. Select MPN

   4. Select the existing MPN

9. MAP the student

Mocking MPN Data in the COD Response Data File

Additional step needed when a loan must be linked at COD to count toward R2T4 amounts (configured on Institution Setup, R2T4 sub-tab, see Institution Setup Data Elements ).

1. Edit the simulated COD response from the CODFileProcessor response output

2. Find the <Response> block for each loan.

   1. Look for the <ResponseCode>A</ResponseCode> at the end of the loan, just above the loan type closing tag such as </DLUnsubsidized>

   2. Disbursements (DRI=true): Use the Response block just above the <Disbursement>, such as the one just below </AdditionalUnsubsidizedEligibilityIndicator>

3. In the correct <Response> block for each loan, add simulated MPN information such as the following. For the 'MPNID' value, copy the loan's FAID and change the middle letter ("S","U"") to the letter "M", or change "P" to "N" (PLUS loans only).  For the MPN expiration date, use a date far in the future.

   1. <Response> <ResponseCode>A</ResponseCode> <EMPNIndicator>true</EMPNIndicator> <MPNID>922461670M22G32673001</MPNID> <MPNStatusCode>A</MPNStatusCode> <MPNLinkIndicator>true</MPNLinkIndicator> <MPNExpirationDate>2039-12-31</MPNExpirationDate> </Response> </DLUnsubsidized>

4. Save the edited COD Response mocked data file and import into Regent Award as normal

   1. The MPN information will be visible on the COD tab for the loan.

   2. Some schools might also automatically create and satisfy a Master Promissory Note Document on the Student's Documents tab.

5. MAP the student.

Updating the COD Process Date in the Response Data File

Needed if paying loans in the past on a Time Machine with the server date in the past

1. Edit the simulated COD response from the CODFileProcessor response output

2. At the very end of the file, find the <ProcessDate>

3. Update the <ProcessDate> value to match the same date in the Document ID at the top of the file

Active Acceptance or Passive Acceptance

Accepting a loan is needed for Active Acceptance schools.

• Active Acceptance: Fund Setup, Initial Status = Offered

• Passive Acceptance: Fund Setup, Initial Status = Accepted

Loan Status to Send to COD

A loan must be in Accepted or Cancelled status to send to COD. Regent Award does not export to COD if the loan is Offered. Also, Regent will not send a $0 Cancelled loan to COD if the loan does not have a previous COD Accepted Amount greater than $0, as might happen if the loan was originally paid by disbursement overrides 'Bypass COD & Run EST for AR.'  Loans may still be re-exported to COD with the 'COD Export Override' checkbox on the student COD tab.

Changing a Loan from Offered to Accepted status (Active Acceptance schools only)

1. Waive and re-MAP any new Documents and Tasks

2. Awards tab, select Loan Period that includes the current term

3. Edit the Offered Sub loan in MAW, change to Accepted status and enter same amount, continue through MAW with no other changes

   1. If a student has a Sub loan, always accept the full Sub loan amount first before accepting any Unsub.

4. Edit the Offered Unsub Sub loan in MAW, change to Accepted status and enter same amount, continue through MAW with no other changes

Originating a new loan (DRI=false) never sent to COD

1. Loan must be linked to an MPN and Accepted status before originating

2. Export Process, process type Export COD, Originations (DRI=False)

3. Process Log, Download File from the "Export COD" process

   1. Name will be similar to COMRECIN_20171201T......xml

4. Create a mocked COD response file using CODFileProcessor

5. Edit the response MPN information or ProcessDate value if needed

6. Process, Import COD, select the mocked "_response" file, import

7. MAP the student

8. Look at student’s COD tab; confirm loans show a COD Status of “Imported”

Paying Disbursements (DRI=True)

1. Loan must be already linked to an MPN and have a current COD status of "Imported"

2. Confirm student has no blocking Documents or Tasks

3. MAP student

4. "Normal" process with mocked COD response

   1. Export Process, Export EST, EST for DRI (COD funds set to DRI=True), confirm EST had no errors

      1. Select the current Term (meets disbursement rules - has attendance etc.)

   2. Export COD, Disbursement Records (DRI=True)

   3. Process Log, select Export COD process, download COMRECIN file

   4. Mock a COD response using CODFileProcessor

   5. Import Process, Import mocked COD Response file

   6. Export Process, Export EST, EST for AR - funds are disbursed

5. Alternative process: Pay using Disbursement Overrides

   1. On Academic Plan or Awards tab, click amount to view Disbursement Details pop-up window

   2. Select disbursement

   3. Click "Run EST for DRI" button, see success message

   4. Click "Bypass COD & Run EST for AR" button, see success message

   5. Refresh

   6. Close Disbursement Details pop-up

6. Academic Plan screen, Refresh

7. Disbursements are now Paid

Steps for Paying a Non-COD Award

No mocking needed! Applies to non-COD and Campus Based awards such as SEOG or Institutional scholarships. They only need to be marked Paid (DRI=true) and then EST for AR.

Can use Disbursement Overrides or the following process.

1. Process, Export EST, EST for DRI - COD funds set to DRI=true

   1. Despite the fact that it's not a COD award, Regent Award still has to mark it as "DRI=true"

   2. Select the current Term (meets disbursement schedule rules - has attendance etc.)

2. Process, Export EST, EST for AR - funds are disbursed

3. Academic Plan screen, Refresh

4. Disbursements are now Paid

Troubleshooting Disbursements

If a student’s award or disbursement was not selected for export, try these tips.

Force COD Export

For COD awards, on the student’s COD tab, select the ‘COD Export Override’ checkbox and Save.

Changing Disbursement Dates

If a disbursement is scheduled for a future date, then Regent Award cannot pay the disbursement today (cannot DRI=True).

Solution: Change the disbursement's date.

1. Edit the loan using Modify Award Wizard.

2. On the Disbursements screen, change the Adjusted Release Date to today's date or earlier. Finish. 

   • Tip: If you only edit the Adjusted Release Date, Regent Award will not change the award to Manual.

3. Look at the loan's Disbursement Details pop-up.

• Regent Award should show the "Adjusted Release Date".

Posting Attendance

Many schools need attendance before they can pay a student.

Solution: Edit the Attendance fields on the Courses tab and add a note. MAP.

Previous versions:

Change Log