Exporting Grant & Loan Files for COD

Caution: Before running the COD Disbursement Grant & Loan Export for the first time, review and update the disbursement rules to ensure that they are set for your institutional policies for the disbursement of specific funds.

To run the COD Export process, complete the following steps:

  1. Select Import/Export in the top navigation bar to open the Import/Export menu along the left side of the page.
  2. Expand the Federal Award Processing (COD) option in the left navigation menu and select Grant & Loan Export.
  1. Select Export Files in the Grant & Loan Export header.
  2. Select the selection set or paste or enter a list of student identification numbers representing the population of students to be evaluated for export.
  3. Optionally, select Preview to view the students included in the population.
  4. Select Next.
  1. Indicate the award statuses you want included: pending, accepted, canceled, and/or declined.
  2. Select the box next to the Federal awards you want included in the file. You can select one award or multiple.
  3. Select Next.
  4. Select the COD Process Type you want to run: Originations, Updates, or Disbursements.
    • Originations: Select this option as the first step for processing Federal aid with COD.
    • Updates: Select this option to send updates to awards that have an accepted origination or have at least one disbursement made.
    • Disbursements: Select this option to send the first disbursement to COD for a Federal award. When you run the disbursement process, it will also run the update process and send awards that have updates that need reporting.

Tip: One of the benefits of running the process in simulation first is you can review any records that fail to pass the eligibility checks or disbursement rules and make updates prior to running the process in real mode.

  1. Set Run in Simulation Mode to Yes.
  2. Select Simulate.
  3. As part of this process, each award and disbursement are evaluated against eligibility checks and disbursement rules to determine if it would disburse should the process be run in real mode. A separate message is displayed once the process has finished, and the screen becomes clear showing the results report. The results report is also available to review from the main page (see COD Grant & Loan Export Results Reports for information on reviewing the results). No file is generated from simulation mode.
  4. Select Cancel to exit the process, select Previous to move back and update parameters, or continue to the next step to run the process in real mode.
  1. Set Run in Simulation Mode to No.
  2. Before exporting, take note of the file name and destination displayed, then select Export.
  3. The Grant & Loan Export Files window is closed, and a success message is displayed in the lower left portion of the page letting you know the process has started. A separate message is displayed regardless of where you are in the system once the process has finished. Once this message is displayed, the results report is available to review.See COD Grant & Loan Export Results Reports for information on reviewing the results. If generated, a file is available in the File Manager.
  1. In the Import/Export module, select File Manager from the left navigation menu.
  2. Using the file manager, navigate to the Exports > Federal Award Processing (COD).
  3. Select the file created in the prior step and select the Download download icon icon.
  4. The file will be downloaded to your computer. If needed by another office, you will need to move the file to the appropriate location.