Exporting COD Records
- Katie Macpherson (Deactivated)
- Emily Bivona (Deactivated)
AY0 awards are excluded from the Export COD process.
In the Process Log, you can check the status of the file as it is created. If the file is large, the process may take a while to complete. Any student records that fail to load will be included in the Process Log. Click on the 'Student' tab for the appropriate file in the process log to see the reason the student record failed to export.
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.
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.
- Originations (DRI = False): Only disbursements that are flagged as DRI=false are included in the COD Export
- Disbursement Records (DRI = True): Only disbursements that are flagged DRI=true are included in the COD Export
- 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.
Export COD Data Fields
| Field Name | Descriptions | Required/Optional | Type | Values | Business Rules |
|---|---|---|---|---|---|
| Federal Award Year | The user must select at least one federal award year for export | Required | Drop down | Federal Award Years | |
| Select one or both of the following | Originations are where the R8 DRIReleaseDate=false.
Disbursement Records are where the R8 DRIReleaseDate=true.
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. | Optional | Checkbox |
| 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. |
| Enterprise | The user must select at least one Enterprise | Required | Drop down | Populate with a list of all Enterprises set up in the instance. | |
| Institution | The user must select at least one Institution | Required | Drop down | Populate with a list of all Institutions within the chosen Enterprise. | |
| Campus | The user must select at least one Campus | Required | Drop down | Populate with a list of all Campuses within the chosen Institutions. | |
| Select All Students | Allows the user to select all students, or, choose specific students to export. | Optional | Checkbox | ||
| Select Award Types | Allows user to select one, or several, grant/loans to be exported to COD. | Required | Multi-select |
| |
| Export | Starts the Export process | Optional | Button | ||
| Cancel | Cancels the Export Process | Optional | Button | ||
| Save Selected Parameters | Allows the chosen parameters to be saved for future exporting or scheduling of the COD export process. For more information, see Saving Process Parameter Sets | Optional | Button |
Downloading Previously Sent COD Records
Click the Process Log in the Processes bar on your Dashboard. In the table search for the Export COD file that you want to re-download, and click on the row. At the bottom right of the page, click on the file name to download it. Then, go to EDConnect and upload the file. Alternatively, use the SAIG Send/Resend Files; View Sent and Received Files; Import Unprocessed Files Screen to re-transmit files that were previously sent to COD.
