Creating COD Files

Each COD award program has its own outbound process. Run the appropriate outbound process to create XML records in the Common Record format for the type of COD award program for which you want to exchange data.

This section lists common elements and discusses how to:

  • Create a COD file for Pell.

  • Create a COD file for Direct Loans.

  • Process COD names and addresses.

Page Name

Definition Name

Navigation

Usage

Pell Outbound

SFA_RUNCTL_PL_OUT

Financial Aid > File Management > COD Full Participant > Generate Pell Data > Pell Outbound

Generates COD Origination and Disbursement records for Pell, inserts data in the COD staging tables, and creates an XML file that contains Common Records.

Direct Loan Outbound

SFA_RUNCTL_DL_OUT

Financial Aid > File Management > COD Full Participant > Generate Direct Loan Data > Direct Loan Outbound

Generates COD Origination and Disbursement records for Direct Loan, inserts data in the COD staging tables, and creates an XML file that contains Common Records.

Access the Pell Outbound page (Financial Aid > File Management > COD Full Participant > Generate Pell Data > Pell Outbound).

The Pell Outbound process (PELLOUT) updates Pell origination tables, updates the COD staging table, and creates an XML file that contains Common Records. You can run this process for multiple attending school IDs by inserting additional rows. The process has two steps:

  1. FAPPLOUT selects all originated Pell grants that are ready for transmission. If all data required to transmit the award is present, the data is moved to the COD staging tables. Selected records that are not processed are documented in the message log of the process.

  2. SFA_COD_OUT creates the common record XML file in the location and name specified in the run control.

Field or Control

Definition
SFA Common School ID (student financial assistance common school identification)

Select your institution's identification number.
Schema Version

Schema Version is populated based on Aid Year.

Starting with Aid Year 2018, the applicable COD schema version is 4.0c. Previous aid years use schema version 4.0b.
File Path and Name

Enter the file path for which the process should create the XML file in and the name of the XML file. File names must include '.xml' at the end of each filename.
Pell Origination Outbound

Select this check box to process Pell origination outbound records.
Pell Disbursement Outbound

Select this check box to process Pell disbursement outbound records. When you select Pell disbursement, the system automatically activates the Pell Origination Outbound check box.
Send Disb if Verification "W" (send disbursement if verification "W")

Select this check box to send the disbursement if the verification status code is W (without documentation). This value is used only for disbursement.
Validate Only

Select this check box along with the Pell Origination Outbound or Pell Disbursement Outbound check boxes to run the process in simulation mode. Use this feature to check your origination and disbursement data in Manage Pell Payment component for statuses and failed validation errors. After you verify your data, deselect the Validate Only check box, then run your process again.

Pell Grant Origination Outbound Validation Edits

Validation Edits

Address invalid or incomplete

Citizenship not U.S. citizen or eligible non-citizen

Date of Birth format invalid

SSN not all numeric or at least 9 digits

Student Eligibility Code not present or invalid

Pell Grant Disbursement Outbound Validation Edits

Validation Edits

CIP Code not populated

Credential Level is missing

Enrollment Status is not F, Q, H, or L

Payment Period Start Date format is invalid

Program Length missing or contains more than one value

Special Program Flag is missing

Student Eligibility Code not present or invalid

Weeks Program Academic Year is less than 26

Access the Direct Loan Outbound page (Financial Aid > File Management > COD Full Participant > Generate Direct Loan Data > Direct Loan Outbound).

The Direct Loan Outbound process DLOUT) updates Direct Loan origination tables, updates the COD staging table, and creates an XML file that contains Common Records. You can run this process for multiple Academic Careers within an Academic Institution/Aid Year. You need a new run control row for each combination of required parameters.

  1. FAPDLOUT selects all originated Direct Loans that are ready for transmission. If all data required to transmit the award is present, the data is moved to the COD staging tables. Selected records that are not processed are documented in the message log of the process.

  2. SFA_COD_OUT creates the common record XML file in the location and name specified in the run control.

Field or Control

Definition
Attended School Routing ID

Select appropriate Attended School Routing ID.

Note: DLOUT generates separate files for each unique Attended School Routing ID. If your institution supports multiple Attending School IDs, then separate Selection Criteria rows must be added for each.
Schema Version

Schema Version is populated based on Aid Year. Starting with Aid Year 2018, the applicable COD Schema Version is 4.0c. Previous Aid Years use Schema Version 4.0b.
File Path and Name

Enter the file path where the XML file should be created and the name of the XML file. File names must include '.xml' at the end of each filename. File Path and Name must be a unique XML file based on the unique combination of Selection Criteria values or the process overwrites the contents of the existing XML file.
Originations

Select this check box to process Direct Loan origination outbound records.
Origination Changes

Select this check box to process changes to Direct Loan origination outbound records.
Disbursements

Select this check box to process Direct Loan disbursement outbound records.
Validate Only

Select this check box along with the Originations, Origination Changes, or Disbursements check box to run the process in simulation mode. Use this feature to check your origination and disbursement data on the View Direct Loan, Loan Processing Actions component for statuses and failed Validation errors. After you verify your data, deselect the Validate Only check box, then run your process again.

Direct Loan Outbound Validation Edits

Validation Edits

Invalid or missing Student SSN

Invalid Student Birthdate

Invalid Student Name

Invalid Student Middle Initial

Student Address is Incomplete

Student is not eligible (Citizenship Status)

Loan Period greater than 12 months. (Edit no longer evaluated for Aid Year 2009 and beyond.)

Loan Period End Date before Start Date

Disb Date < Loan Period Start Date (-10 Days)

Disb Date > Loan Period End Date (+120 Days)

Sum of Disbursements > Loan Approved Amount

Invalid Dependency Status

Invalid Student Default/Overpay

Incorrect Disbursement Net Amount

Incorrect Disbursement Rebate Amount

Invalid or missing Borrower SSN

Borrower and Student SSN are the same

Invalid Borrower Birthdate

Invalid Borrower Name

Invalid Borrower Middle Initial

Borrower Address is Incomplete

Invalid Borrower Default/Overpay

Borrower is not eligible (Citizenship Status)

Preprof and Health cannot be selected on same loan.

Dependency Status set to D and Grade Level >= 6

Total Disbursed amount cannot be greater than the lesser of the Award Amount or the Endorser Amount. Applicable only for PLUS loans (parent and graduate student).

No ATB Record Data is Present. Evaluated beginning with Aid Year 2014 and beyond.

ATB values 03 (State Process) and 05 (Other) are no longer valid reporting values. Effective with Aid Year 2012 and beyond.

No SULA data is available

Published Program Length is missing

More than one value of Special Program Length

Weeks Program Acad Year less than 26

Change to Special Pgm causes Grade Level mismatch

Credential Level does not match Student Grade Lvl

Payment Period Start Dt outside Award Begin/End Dt

Enrollment Status is Invalid

CIP Code is Blank

Change to Grade Level causes Special Pgm mismatch

Special Program is missing

Special Program/Program Length combo mismatch

Special Program/Grade Level combo mismatch

Invalid Payment Period Start Date

Credential level missing

The system retrieves student name information that is submitted to the COD for processing from ISIR tables and Campus Community. To process a name change, change the name on the Campus Community Bio/Demographic pages and process an ISIR correction through the Correct ISIR records component (Financial Aid, Federal Application Data, Correct 20nn-20nn ISIR Records).

COD returns a warning edit (Edit 120) when a complete student address does not exist on the incoming record. Therefore, both Direct Lending and Pell COD addresses must come from the same sources:

  • Campus Community (Managing Biographical Information, Managing Addresses and Phone, Addresses)

  • Address Usage page that is based on your ISIR Address Usage parameters and the owning School Code that you select.

You cannot override the address using the Direct Loan Address page. Process any changes to the student's address in Campus Community using the override or correction functionality in ISIR address.