Campus-Based COD Export

Use the Campus-Based COD Export process to report student-level Federal Work-Study (FWS) earnings to the Common Origination and Disbursement (COD) system in the Campus-Based XML schema version 1.0a.

Under the FAFSA Simplification Act, the Department of Education uses school-reported data for the FWS Program to calculate the Student Aid Index (SAI) for aid recipients in the Free Application for Federal Student Aid (FAFSA®) processing cycle beginning with award year 2024–25.

The Campus-Based COD Export process involves the following steps:

  • Specify the selection criteria for the records to be extracted from the database

  • Select the records to be included in the export file and export the selected records to the COD system

  • Review the history of batches that have been exported to COD

The data is transmitted to the COD using the response message class CRCBMYIN, which is non-program-specific and non-academic year-specific. The web response message class is CRWBxxIN.

For more details about the FWS reporting process at the student level, refer to Campus-Based Programs.

Financial Aid Processes File Management

Use Processes > System Administration > Financial Aid Processes File Management to upload and download files in Azure File Storage. This functionality allows you to place files where financial aid processes, such as Application Data Import/Export, Clearinghouse, and NSLDS Reports, expect them. Refer to Financial Aid Processes File Management.

We've enhanced the Campus-Based COD export process to include a regeneration feature for identifier changes. This feature allows you to regenerate both standard export records and identifier change records for calendar year 2023. Both standard export records and identifier change records can be regenerated in a single batch. This update ensures that previously exported files can be easily regenerated with complete and consistent information - now for identifier changes as well. The regenerate functionality remains consistent with existing system capabilities. There are no changes to the location, format, or data retention process.

Prerequisites

Important: It is essential for institutions to accurately configure their Federal Work-Study (FWS) Reporting Entity ID and FWS Attending Entity IDs, with COD's assistance if needed. This step influences the entire FWS reporting process.

  1. Go to Settings > System > Campuses > select your campus > Financial Aid. 

  2. On the COD & Packaging tab, in the COD Entity IDs section, specify the values:

    • FWS Reporting Entity IDClosed Specify the Federal Work-Study Reporting Entity ID for each campus participating as a full participant.
    • FWS Attending Entity IDClosed Specify the Federal Work-Study Attending Entity ID for each campus participating as a full participant.

Authorizations:

  • Common - Processes - View

  • Financial Aid - Processes - Campus Based Export for COD - FWS

Configure campus-level security for Campus-Based COD Export so users see only records for their assigned campus on the History tab:

  1. In Settings > System > Campuses > Campus Groups, create or select a Campus Group containing only the campus that the user can access.

  2. In Settings > System > Staff, select the staff member and assign that Campus Group on the General tile.

You should also be familiar with:

Access

Processes > Financial Aid > Campus-Based COD Export

Export Campus-Based COD Files

Process Tab

The Selection Criteria section of the Process tab enables you to specify the data set for the Campus-Based COD Export file.

The Campus-Based COD Export process checks whether records selected for export are already gathered in a Student Review Batch.

  • If a batch is currently processing (not in Complete or Succeeded state) and you try to queue another batch with the same selection criteria, you will receive a notification indicating that you cannot queue the batch until the previous batch has finished processing.

  • If a batch has been successfully processed and you try to gather another batch with the same selection criteria, the process checks if the record is already in another open batch that has been gathered but not exported yet. The process then will not regather the same record.

Selection Criteria

  1. Select a FWS Reporting Entity IDClosed Specify the Federal Work-Study Reporting Entity ID for each campus participating as a full participant..

    The drop-down list contains FWS Reporting Entity IDs for the campuses that you have access to. The default selected FWS Reporting Entity ID is the FWS Report Entity ID associated with the default campus for the logged-in user.

  2. Select a Calendar Year or accept the session default.

    For the first year of implementation, the default is 2022. As new calendar years are added, the most recent or newly added year will be set as the default.

  3. Select a FWS Attending Entity IDClosed Specify the Federal Work-Study Attending Entity ID for each campus participating as a full participant..

  4. Under Fund Options, the Federal Work-Study check box is selected by default and cannot be edited.

    For the first year of implementation (2022), the FSEOG (Federal Supplemental Educational Opportunity Grant) option is not available.

  5. Under Other Options, the Identifier Changes option is enabled and selected by default for the 2023 calendar year. The system will pull records with Identifier Changes (specifically Last Name) based on the selected Reported Entity ID, Attending ID, and Calendar Year (2023) and export the Identifier Changes created by the background job that are in "Not Sent" status on the Campus-Based Programs form.

    • If the Identifier Changes are Accepted, the system exports the accepted Identifier Changes to COD on subsequent exports of FWS records to COD

    • If the identifier Changes are Rejected, the system exports the "old" Identifier Changes to COD on subsequent exports of FWS records to COD.

    Selecting calendar year 2022 disables the Identifier Changes checkbox.

    Regulatory US 24.8 adds new functionality to the Campus-Based Export form. In the Student Review section, both the old and new identifier values are displayed, enabling you to review and verify their accuracy before export. This tab is only visible for records that have identified changes, and the same validation rules apply to these records.

  6. Select Queue Student Review.

  7. The Submit Batch window displays the default Batch Name. You can edit the Batch Name.

  8. Select Submit in the Submit Batch window. This starts the background job to process the data and create a batch based on the selection criteria.

    When you export or regenerate a file from the Process tab, the notification “[EDEPATH\Filename] file created” indicates that the process finished successfully and the file is created.

  9. When the job is completed, a notification appears in the command bar. The number of failed jobs will be indicated in red (Notification).

    • The job status “Succeeded” indicates that the process is finished with no exceptions.

    • The job status “Completed” indicates that the process is finished with exceptions.

Continue with the Student Review Batches tab.

Student Review Batches Tab

The Student Review Batches tab enables you to review the student records included in a temporary batch. Before creating the final batch, you can remove student records that do not need to be exported to COD.

  1. Review the grid listing the temporary Campus-Based COD Export batches. These batches will remain available for 7 days.

    Batch NoClosed The number/ID assigned by Anthology Student to the batch. Based on the selection criteria, the job processes data and creates batches asynchronously in the background.

    FWS Reporting Entity IDClosed Specify the Federal Work-Study Reporting Entity ID for each campus participating as a full participant.

    Calendar YearClosed The year used for the report.

    Selection CriteriaClosed The record selection criteria chosen on the Process tab.

    Created ByClosed The name of the staff member who submitted the background job or batch for processing.

    StartedClosed The date and time when the first job within the batch started executing.

    Date CompletedClosed The date when the item was completed.

    DurationClosed The amount of time it took to process the job or batch.

    StatusClosed A status of Preparing indicates that the jobs in the batch are still being created or are waiting on the system resources required to create them. Started indicates that the batch has been started. (At least one job in the batch is Enqueued, Processing, Succeeded, or Deleted.) Succeeded indicates all jobs in the batch have been executed, and ALL job statuses are Succeeded. Completed indicates all jobs in the batch have been executed; some jobs may be in the Succeeded status, but at least one of the jobs is in the Deleted status. Awaiting indicates the batch is awaiting the completion of a dependent job or batch. Deleted indicates that the batch has been canceled.

    ResultsClosed If the job succeeded, the field is empty. If the job failed, the field has a "Details" link. Select the link to view the reason for the failure.

    Number of RecordsClosed This field indicates the total number of Validated and Not Validated records gathered in the batch. The field is hidden by default but can be enabled in the Column options.

    When the number of records exceeds 100, the "items per page" drop-down will include the total number of records gathered. Select this option to view all records in a single view.

  2. Select the refresh icon (Reload icon) to retrieve the current status of the background jobs.

  3. If the job status is Completed or Failed, select Retry in the grid toolbar to resubmit the job.

  4. To remove a batch, select a batch and select Cancel in the grid toolbar.

  5. For a job with a status of Succeeded, select the link in the Batch No column to review the records contained in the batch.

    The Job Results section is displayed.

  1. On the Results tab, review the following details displayed above the grid:

    FWS Reporting Entity IDClosed Specify the Federal Work-Study Reporting Entity ID for each campus participating as a full participant.

    FWS Attending Entity IDClosed Specify the Federal Work-Study Attending Entity ID for each campus participating as a full participant.

    Calendar YearClosed The year used for the report.

    Campus EDE PathClosed The UNC-compliant file path used for file transfers between Anthology Student and the FPS system. The Campus EDE path is used for campus-specific file transfers.

    System EDE PathClosed The UNC-compliant file path used for file transfers between Anthology Student and the COD system. The System EDE path is used for backup and archiving purposes.

  2. Review the record values.

    Student NameClosed The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can select the link, and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization.

    Student NumberClosed If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number, or your institution can use another method to assign it.

    StatusClosed The status of the item specified in the record.

    FPS Transaction NumberClosed The FAFSA Processing System (FPS) Transaction Number is a required field on the Common Record for Pell grants, Federal Work-Study, and Direct loans (DL Subsidized, DL Unsubsidized) processing by the U.S. Department of Education. The FPS Transaction Number field in the Common Record shows the transaction number from an eligible FAFSA Submission Summary/ISIR used to calculate a financial aid award.

    Total FWS EarningsClosed The total amount of Federal Work-Study (FWS) earnings.

    ValidatedClosed Indicates whether the record was validated.

  3. To correct validation errors, select the Not Validated link in the grid and then select the Student Profile link in the validation message.

    Campus-Based COD Export - Validation Error

    The Student Profile for the selected record is displayed in another browser window or browser tab. Correct the error in the Student Profile, save the changes, and return to the Campus-Based COD Export page.

  4. Select validated records for export to the COD system. 

    • To select specific records, select the check boxes in the first column.

    • To select all records on the page, select the check box in the header row.

    • To select all records across all pages, select Select All Across Pages.

  5. To export the selected records to COD, select the Queue Export button.

When the job is completed, a notification appears in the command bar. The number of failed jobs will be indicated in red (Notification).

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

History Tab

The History tab contains detailed information about the records included in a batch. You can review the details and decide whether to regenerate or cancel a batch.

When Enable Campus Level Security On BatchesClosed Select "Yes" if you want Anthology Student to enable campus-level security for batches based on the logged-in user’s permissions for the session default campus. The user will only be able to access batches created for campuses that they can access. If a batch has been created for multiple campuses and the user cannot access at least one of the campuses, the batch will NOT be visible to the user. If you select "No," the logged-in user can view batches from multiple campuses, even if they do not have permission to access the batch details for some students. This setting is enabled by default. A script ensures that batches on the History tab that were created before the implementation of the campus-level security are also filtered based on the new campus-level security. is turned on in Settings > System > General, the records on the History tab will be filtered based on the logged-in user and the campus groups associated with the user. Record filtering is based on the SyCampusId. Records with a NULL value in the CampusID field will be visible to all users. CampusID = NULL is assigned to records that are not in Succeeded status (e.g., Completed, Enqueued).

A clean-up script ensures that batches are also filtered if they were created before the implementation of the campus-level security feature. The script runs at the batch level per process and assigns SyCampusId values to the records in the batch.

For Application Data Imports, the clean-up script updates student records with a valid ISIR based on the student’s latest active enrollment campus. When a student has multiple enrollments, the script updates the CampusID to the latest enrollment campus even if the student record was originally imported for a different campus.

For Application Data Exports, the clean-up script retains the Campus Name of the original record.

Unmatched student records, failed batches, and error reports for ISIR imports are visible to all users, including users with limited campus access. For users with limited access, the record numbers in the batches grid (top) and details grid (bottom) may not always match.

If the feature is turned off, the History tab will load the records based on the default campus setting (Session Defaults).

  1. Review the grid listing the batches that have been exported to COD.

    Batch NameClosed The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file).

    FWS Reporting Entity IDClosed Specify the Federal Work-Study Reporting Entity ID for each campus participating as a full participant.

    File NameClosed The name and location of the file.

    Calendar YearClosed The year used for the report.

    Fund Source TypeClosed For Campus-Based COD Exports, the Fund Source Type column on the History tab indicates FWS (Federal Work-Study).

    Number of RecordsClosed The number of records in the batch.

    Exported ByClosed The name of the staff member who submitted the background job or batch for processing.

    Date Exported Closed The date the file was exported.

    DurationClosed The amount of time it took to process the job or batch.

    StatusClosed A status of Preparing indicates that the jobs in the batch are still being created or are waiting on the system resources required to create them. Started indicates that the batch has been started. (At least one job in the batch is Enqueued, Processing, Succeeded, or Deleted.) Succeeded indicates all jobs in the batch have been executed, and ALL job statuses are Succeeded. Completed indicates all jobs in the batch have been executed; some jobs may be in the Succeeded status, but at least one of the jobs is in the Deleted status. Awaiting indicates the batch is awaiting the completion of a dependent job or batch. Deleted indicates that the batch has been canceled.

    ResultsClosed If the job succeeded, the field is empty. If the job failed, the field has a "Details" link. Select the link to view the reason for the failure.

    When the number of records exceeds 100, the "items per page" drop-down will include the total number of records gathered. Select this option to view all records in a single view.

  2. Select the refresh icon (Reload icon) to retrieve the current status of the background jobs.

  3. If the job status is "Completed" and there is a "Details" link in the Results column, select the Details link to view the reasons why the job did not succeed.

    If appropriate, select Retry Batch in the grid toolbar to resubmit the job. This option can be useful if an error occurred after the job was submitted (e.g., network issues, SQL cannot be reached).

  4. If the job status is Succeeded, you can select Regenerate Batch in the grid toolbar to create a new batch and file out of an existing batch. A message will indicate the number of records that will be included in the batch file.

    The regenerated file will have a new Batch ID. A message will indicate the location of the regenerated batch file.

  5. For a job with a status of Succeeded, select the link in the Batch ID column to review the records contained in the batch.

    The Extract Report section is displayed.

  1. The fields above the Extract Report grid display the following information about the batch:

    Document IDClosed The Document ID is specific for some message types, e.g., Common Record COD message types. For other message types, the field will be empty.

    FWS Reporting Entity IDClosed Specify the Federal Work-Study Reporting Entity ID for each campus participating as a full participant.

    FWS Attending Entity IDClosed Specify the Federal Work-Study Attending Entity ID for each campus participating as a full participant.

    Calendar YearClosed The year used for the report.

    Total CountClosed The number of records in the batch.

    Total Reported FundsClosed Sum of all amounts in the batch.

    Total FWS EarningsClosed The total amount of Federal Work-Study (FWS) earnings.

    File PathClosed The file path for a generated file, the location where an export file is stored, or the path for internal and external transfers for both Azure Cloud and FTP.

  2. The Extract Report grid has the following fields:

    Student NameClosed The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can select the link, and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization.

    Student NumberClosed If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number, or your institution can use another method to assign it.

    Citizenship Status CodeClosed The citizenship status code configured in Anthology Student for Non-Citizen, Eligible Non-Citizen, US National, and US Citizen.

    Total FWS EarningsClosed The total amount of Federal Work-Study (FWS) earnings.

    When the number of records exceeds 100, the "items per page" drop-down will include the total number of records gathered. Select this option to view all records in a single view.

  3. To view the Student Profile for a record, select the link on the student's name. The Student Profile page for the selected record is displayed in a new browser tab if you have permission to view student data.

 

This feature applies to U.S. compliance only.