COD Jobs

Use the Automated Job Management page to create automated jobs for both COD Import and COD Export. You can also edit COD Import/Export jobs already configured and saved in Financial Aid Automation.

An automated COD Export job will create the COD Origination, Disbursement, and adjustment file(s). We recommend creating separate origination and disbursement COD Export Jobs for each fund. Title IV funds like Pell, Direct Loans, and TEACH should always be separated jobs and files to align with G5 downloads and institutional finance accounts to maintain a cleaner and more efficient reconciliation. In addition, it allows for a level loading of data providing a more streamlined execution:

Pell
Direct Loan Sub and Unsub
Direct PLUS
Direct Grad PLUS
Direct Loan changes and identifier changes
TEACH

The automated COD Import job uses files retrieved from the Student Aid Internet Gateway (SAIG) mailbox per Reporting Entity ID. The job may import promissory notes, accepted originations, disbursement files, and other Title IV files. This reduces the manual processes and eliminates the need to use the wizards.

FAA COD Import – Best Practices for EDE Folder Management

For information about updates and enhancements to automated jobs for COD Import and COD Export, refer to Background for COD Processing.

Prerequisites

Authorizations:

Common - Configuration - View

Financial Aid Automation – Configuration – Automated Job Management - Run Now and View
Financial Aid Automation – Configuration – Automated Job Management - Job Sequence - New and Save

Financial Aid Automation - Configuration - Automated Job Management - COD Export - Edit and New
Financial Aid Automation - Configuration - Automated Job Management - COD Import - Edit and New

Access

Configuration > Financial Aid > Automated Job Management > Jobs tab

Add or Edit COD Jobs (Import/Export)

To:
- Add a job, select New Job on the toolbar
- Edit a job, select the job in the Name column

Review, specify, or change the values.

COD Import Job

Campuses The campuses for which the job is configured. All campuses displayed and available for selection are filtered by the selected Reporting Entity ID.

Process The specific type of job process (e.g., COD Import, Disbursement Eligibility, SFAA Initial).

Reporting Entity ID Identifier assigned to the school that sends and receives data for the campuses it serves.

Staff Notification

Assignment Method The exception or job assignment method configured for the campus (Advisor, Staff Group, Staff Member).

Staff Group Group containing staff members in an institution. Typically, the groups are based on departments and job functions. Administrators can use staff groups to assign or revoke access privileges to all the members in the staff group.

Staff Member The specific staff member.

Task Template The preconfigured template you wish to select for the notification that is to be sent to the selected recipient (Staff Member or Staff Group). When selected, this template is updated with the specific details of the selected student.

Based on your selection in the Assignment Method field, either the Staff Groups or the Staff Member field appears.

Schedule

Days Select the number of days.

End Date The last date the item is effective or can be used. Depending on the context of the associated record, the end date can also be the end of a time range, session, or activity (e.g., job, program, course, term, payment period, academic year, enrollment).

Frequency The frequency with which you want the automated job to occur (Daily, Once, Weekly, or Monthly).

Recurrence Specify when the job occurs. Your choices are based on the selection in the Frequency field. If it is Daily, choose "Every Weekday" or "Rotation of Days". If it is Monthly, choose "Days from start of the month" or "Days from end of the month". If it is Weekly, choose the days in the Select Days pop-up.

Recurrence Pattern How often the scheduled job occurs (either 'At this time' or 'Every hour').

Start Date The first day the item takes effect or becomes active. Depending on the context of the associated record, the start date can also be the start of a time range, session, or activity (e.g., job, program, course, term, payment period, academic year, enrollment).

Time The specific time you wish the automated job to be scheduled for.

The Recurrence and Days fields only appear based on your selection in the Frequency field. You can configure the rotation of days using a Frequency of Daily. This allows you to configure a job to execute on the day specified under Days. The job will be executed and completed when the day and time occur. If you update the job schedule by changing the Start or End Date or the Days, the system creates new schedule entries and replaces the old schedule.

Notes about MPN information

Financial Aid Automation 9.0.0 and later provides the ability to store and display all MPNs linked to or associated with each loan on the student's Loan Information form on the MPN Information tab (refer to Loan Information).

For all Direct Loans for all award years and all records, Anthology Student displays:

MPN Status
MPN Expiration Date
Fund Source Type
MPN Link Indicator
Borrower Name
File Imported
E-MPN
Date Imported
Award Year

In COMREC, CRWB, CRCS, and CRPN files, MPN information will be returned only when an award is originated (new MPN) or when the MPN Status or Expiration Date changes.

For the same loan and same MPN ID, the system does not add rows unless there is a change in:

Expiration Date
MPN Status
MPN Link Indicator

When there is a change to any of these fields, the system adds a row to the FaMpnInfo_Regulatory and FaMpnInfoDetail_Regulatory tables. It does not override the existing MPN data, e.g.:

<EMPNIndicator>true</EMPNIndicator>
<MPNID>101074559M16G05346001</MPNID>
<MPNStatusCode>P</MPNStatusCode>
<MPNLinkIndicator>true</MPNLinkIndicator>
<MPNExpirationDate>2025-04-11</MPNExpirationDate>

Institutions can override the MPN Status and MPN Expiration Date values in the UI (Student > Financial Aid > Awarding > Awards tab > Prom Note Info tab, refer to Edit or Cancel Direct Loans).

MPN Statuses During CRPN Import

Anthology Student's Automated COD Import handles Master Promissory Note (MPN) statuses during a System Generated Promissory Note file (CRPN) file import as outlined below. School financial aid administrators can use this functionality to ensure an Accepted MPN status is not inadvertently downgraded to Pending, Inactive, or Rejected during the import process.

Ensure your system administrator enables the Keep MPN Status Accepted feature flag. Navigate to Settings > System > General and set Keep MPN Status Accepted to Yes. When enabled, this setting prevents the system from overwriting an already Accepted MPN status.

With the feature flag enabled, the system automatically evaluates the current MPN status before applying updates from an incoming CRPN file.

Import a CRPN file for a student.
The system checks if the student's current MPN status is Accepted (A).
The system ignores incoming Pending (X), Inactive (I), Rejected (Z or R), or undefined statuses, retaining the original Accepted status.

Note: If the incoming status is also Accepted, the system updates the record normally, ensuring other fields like the expiration date and ID remain correct.
Navigate to the student's Direct Loan Awards form to review the MPN information and confirm the Accepted and Linked status remains intact.

Troubleshooting

Issue	Solution
MPN status updates to Pending after import	Verify the Keep MPN Status Accepted setting is set to Yes. Navigate to Settings > System > General to confirm.
Receiving exception CODEXPRT0053 or ELIGBLTY0086	This occurs if the MPN status was recently downgraded. Use Configuration > Financial Aid > Automated Job Management > Automated COD Import to manually restore the MPN information to Accepted and Linked.

Notes about CRCS, CRSP, CRWB, and CREC files

The COD Import process in Financial Aid Automation 23.3.0 and later will store the values of the borrower's credit status response in the Anthology Student database. The values are extracted from the CRCS, CRSP, and CRWB files. When a Direct Parent PLUS loan is awarded to a student, a service will run to auto-match the awarded loan information. Users no longer need to identify the file for re-import or ask COD to send the same file.

The entrance/exit Counseling information (CREC) will also be captured and stored against the student so that when a student is enrolled, the service will identify the student and match the data accordingly.

The background jobs Clear Auto Match Credit Decision Date Expired Records and FAA Auto Match COD Details support this process (refer to Background for Scheduled Jobs in Anthology Student).

The following tags are saved as part of the import process for Direct Parent PLUS loan message classes (CRCS, CRSP, and CRWB). The process will update the borrower information so that on any further export, the updated borrower information will be sent to COD.

CRCS, CRSP, and CRWB
Application ID – as in the incoming file Application Sub Reason Award Year Borrower First Name Borrower Last Name Borrower Perm City Borrower Perm State Borrower SSN Credit Appeal Status Credit Balance Credit Balance Option Credit Decision Date Credit Decision Override Code Credit Decision Status Credit Requirements Met Date Acknowledged Date Application Completed Date Award Range Req Ended Date Award Range Req Started Date Credit Decision Expired Date Imported Date PLUS Counseling Completed Date Processed Default Overpay Code	Deferment Option Document Status Endorser Amount Endorser Approved Financial Award ID – as in the incoming file Fund Source Code – DIRPLUS Fund Source Description Max Loan Amount Max Loan Indicator Message Class Original Credit Decision Status PLUS Counseling Complete Previous Application ID Relationship To Student Response Code Response Error Code Response Error Field Response Status School Credit Balance Option Six-Month Deferment Option Student First Name Student Last Name Student SSN Unknown Loan Amount

CRCS, CRSP, and CRWB

Application ID – as in the incoming file

Application Sub Reason

Award Year

Borrower First Name

Borrower Last Name

Borrower Perm City

Borrower Perm State

Borrower SSN

Credit Appeal Status

Credit Balance

Credit Balance Option

Credit Decision Date

Credit Decision Override Code

Credit Decision Status

Credit Requirements Met

Date Acknowledged

Date Application Completed

Date Award Range Req Ended

Date Award Range Req Started

Date Credit Decision Expired

Date Imported

Date PLUS Counseling Completed

Date Processed

Default Overpay Code

Deferment Option

Document Status

Endorser Amount

Endorser Approved

Financial Award ID – as in the incoming file

Fund Source Code – DIRPLUS

Fund Source Description

Max Loan Amount

Max Loan Indicator

Message Class

Original Credit Decision Status

PLUS Counseling Complete

Previous Application ID

Relationship To Student

Response Code

Response Error Code

Response Error Field

Response Status

School Credit Balance Option

Six-Month Deferment Option

Student First Name

Student Last Name

Student SSN

Unknown Loan Amount

The following information will be saved in the Anthology Student database for the entrance/exit Counseling (CREC).

CREC
Financial Award Year Fund Source Code Fund Source Description Student First Name Student Last Name	Student SSN Counseling Complete Date Counseling Sequence Number Counseling Type

CREC

Financial Award Year

Fund Source Code

Fund Source Description

Student First Name

Student Last Name

Student SSN

Counseling Complete Date

Counseling Sequence Number

Counseling Type

Any imported student files with a counseling type of "DLPEntranceCounseling" automatically update both the Grad Plus Counseling Date and the FA Entrance Interview Date based on the information within the file. This avoids any unnecessary ELIGBLTY0030 exceptions being generated because a disbursement evaluation for an unsubsidized loan failed due to a missing FA Entrance Interview Date.

When the Eligibility job is run for a student with multiple enrollments, the FA Entrance Counseling Date is first reviewed when evaluating both Subsidized and Unsubsidized Direct Loans. This date is then used across all those applicable enrollments for that student, avoiding any need to manually enter the date for newer enrollments where it is missing and the creation of the related ELIGBLTY0030 exception.

Currently, Anthology Student does not support DECFENOP files. Anthology Student relies on CRCS or CRSP files for the information on Endorser Approval or determining the Appeal Status.

The tags <IASG Eligible> and <CFH Eligible> have been added to the Pell Award response block. These tags are optional and valid for award years 2024-25 and later.

COD Export Job

Campuses The campuses for which the job is configured. All campuses displayed and available for selection are filtered by the selected Reporting Entity ID.

Process The specific type of job process (e.g., COD Import, Disbursement Eligibility, SFAA Initial).

Reporting Entity ID Identifier assigned to the school that sends and receives data for the campuses it serves.

COD Export Options

Direct Loan Award Year The specific award year for the Direct loan.

Direct Loan Export Types The specific export type for the Direct Loan (Direct Loan Originations, Direct Loan Disbursements, Direct Loan Changes, Identifier Changes).

Grant Award Year The specific award year for the grant.

Grant Export Types The specific export type for the Grant (Pell Originations, Pell Disbursements, TEACH Grant Originations, TEACH Grant Disbursements).

Number of days after the system date to include Scheduled and Ready to Pay Disbursements

Direct Loans Select the number of days the system waits after the system date to include the noted disbursements for Direct loans.

Grants Select the number of days the system waits after the system date to include the noted disbursements for grants.

Days to exclude in Actual Disbursement Date

Exclude Holidays

Select the check box to automatically exclude holidays when determining disbursement dates.

Exclude Weekends

Select the check box to automatically exclude weekends when determining disbursement dates.

Both check boxes can be selected simultaneously.

FAA COD Export will export the disbursements based on the calendar settings configured under Academic Records. Any scheduled disbursement dates that occur over the weekend or during a holiday (configured under Academic Records) will be excluded or included based on the selection made above.

If Exclude Weekends is selected, any scheduled disbursements that occur during a weekend will be excluded. The actual disbursement date will be updated to reflect the day following the weekend.

If Exclude Holidays is selected, any scheduled disbursements that occur during a holiday will be excluded. The actual disbursement date will be updated to reflect the day following the holiday.

When both field options are selected, then the first working day of the job run after the holiday/weekend is considered as the actual disbursement date.

Example:

The scheduled disbursement date is January 10th. A holiday is configured for Winter Break from December 10th through January 19th. The actual disbursement date will be updated to reflect January 20th if the exclude holiday flag is selected. If Exclude Holidays was not selected, the actual disbursement date would remain on January 10th.

The <EnrollmentIntensity> tag will be included in the disbursement block for Federal Pell Grant awards starting from the 2024-25 academic year. The value for this tag will be sourced from the Pell Disbursement and will reflect the Packaged EI from the Awards form.

It is important to store this tag at the time of export and to ensure that the same Enrollment Intensity (EI) is consistently used for any subsequent adjustment exports.

COD Export - Enrollment Intensity tag exports binary 1 or 100 indicator for Direct Loans

Starting in Regulatory US 26.7.0, Enrollment Intensity for Direct Loan disbursements processed through Automated COD is reported using a binary value based on whether a less-than-full-time reduction was applied to the disbursement. For term-based Direct Subsidized, Unsubsidized, and Graduate PLUS disbursements, the system reports 100 when the student was enrolled full time and no reduction was applied, and reports 1 when a less-than-full-time reduction was applied. Parent PLUS loans and non-term programs continue to report 100 in all cases. This approach reflects updated ED guidance on how Direct Loan enrollment intensity should be reported to COD for award year 2026-27 and differs from the percentage-based approach used for Pell.

The Suffix tag is added for the 2024-25 award year and later. Although this tag is optional, Anthology Student sends it when the Suffix is found during export. This tag is stored at the time of import. No validation or exception is created, however, this tag is skipped when COD Export find this tag with invalid value and not as per COD Guidelines.

In FAA COD Export 2024-25, the First Name, Middle Initial, Postal Code, and Phone Number fields are enhanced to meet the requirements of the 2024–2025 COD Technical Reference.

Include Grant Administrative Relief

Award Year The financial aid award year associated with the record.

Students Select who Administrative Relief should be included for in the automated job (All Students, Individual Students, or Student Group. The Student Group option opens a new Student Group field for you to select the student group.

Include Loan Administrative Relief

Award Year The financial aid award year associated with the record.

Based on your selection in the Students field, the following results will occur:

If you select All Students, all students for that award year are exported.
If you select Individual Students, only the students who have a Direct Loan "Admin Relief" field checked on that fund source are exported.
If you select Student Group, only the students who have a Direct Loan "Admin Relief" field checked on that fund source and are in the student group configured for the job are exported.

Staff Notification

Assignment Method The exception or job assignment method configured for the campus (Advisor, Staff Group, Staff Member).

Staff Member The specific staff member.

Based on your selection in the Assignment Method field, either the Staff Groups or the Staff Member field appears.

Schedule

Days Select the number of days.

Frequency The frequency with which you want the automated job to occur (Daily, Once, Weekly, or Monthly).

Recurrence Pattern How often the scheduled job occurs (either 'At this time' or 'Every hour').

Time The specific time you wish the automated job to be scheduled for.

Tip: If you try to create a job that is already saved with the same criteria, a duplicate job validation message is displayed. The message has links for each saved job. When you select any of the links, a new tab displays the job details for your review.

When the Direct Loan COA is reduced and the loan amounts for that loan period are also reduced to match the DLCOA, an exception is created for DLSUB since the change value of 15,000 plus the processed loan amount of 300,00 is more than the new DLCOA. However, DLUNSUB goes out (second table). When the process is rerun, the DLSUB is exported and the exception will be cleared. CODEXPRT0228 is created for all disbursements regardless of the disbursement status during Origination changes. Once this exception is resolved for the loan, the exception will be auto-cleared.

Direct Loan COA #1

Direct Loan COA #2

When the Direct Loan COA remains the same and there is a change in the Direct Loan accepted amount, though the change amount is within or equal to COA, the origination change export will create an exception for the first loan since it compares with the other loan accepted amount and that sum is more than the Direct Loan COA. On the subsequent run of the job, the exception for this loan will be resolved and auto-cleared with all changes exported to COD.

Direct Loan COA #3

Direct Loan COA #4

For the award years 2023-24 and later, COD added the following codes:

Student Eligibility Code 15 "Comprehensive Transition and Postsecondary (CTP) program"
Student Eligibility Code 03 "State Process with the required Ability to Benefit State Code and Ability to Benefit Completion Date"

Additionally, the new Ability to Benefit Test Code 13 "Texas Success Initiative (TSI) Assessment" was added and this will be applicable for Student Eligibility Codes 01 and 12. Institutions are required to update the Ability to Benefit (ATB) when incorrect ATB values are queued for export for the award year 2023-24 and generate the CODEXPRT0066 exception. This also applies when multiple award years are selected in the job management COD Export as this requires only one ATB code to be selected which should match the COD guidelines of the award year.

Based on the 2025-26 COD Technical Reference, the states of California and Iowa have been added to the list of ATB State Process Codes. The new states are available for selection and export for all award years.

Save your changes.

This feature applies to U.S. compliance only.