COD Document Files and Responses

Owned by Robert Lenk
Last updated: Oct 02, 2024
5 min read

About Financial Aid COD Documents

When the U.S. Department of Education's Common Origination and Disbursement (COD) export is generated from Campus Cafe it automatically generates a COD document file in the system keyed by the COD document ID to receive the corresponding incoming COD response file when received by the institution. (Please note that these placeholder COD document files will have an award year listed of zero until the COD response file is received.)  This file is saved here, and can be re-downloaded to be saved again if the original export file is misplaced.

Sending File to COD Through EdConnect

The exported file’s name from the Disbursement Roster is the date and the timestamp down to the millisecond it was created. The export file does not need to be renamed unless the user wants to for their own needs.  Some users may organize their files by the type of students that are included in the file (e.g. “Sept 30 Pell Orig”, “Bravo, Jonny Unsub Adjustment”, “Spring Pell-Loan Disb” or any other naming convention.) COD does not care what the file name is.

To send the aid through EdConnect, the user will login to EdConnect and navigate to the transactions into EdConnect on the transaction roster page you’ll:

  • Select Send option

  • COD

  • 24-25 Data for the Cycle

  • For the Description:

    • if you are doing a Pell file you will select 24-25 Common Record for Pell  (CRPG will be the response file name back from COD)

    • If you are doing a loan file you will select 24-25 Common Record for Loan (CRDL will be the response file name back from COD)

    • If you are doing a mix of Pell and Loans in the same file, you’ll do the “24-25 Common Record for Any Program” option (CRAA will be the response file name back from COD)

    • Leave the Message Class as is

      • image-20241002-035943.png

  • Then click into the File Name Cell right where the hidden, but you will click on the right side of the File Name Cell in the location outlined in the screenshot below

    • image-20241002-040408.png

    • And the little arrow to select the upload file will appear, and you’ll click on that and then select the file that needs to be sent to COD.

 After you’ve selected the file then you can just transmit the file out to COD and wait the 10-15 minutes (Depending on how many files COD is processing that day sometimes takes 1-10 hours to process the file), then the response file will be downloaded back from EdConnect that you would then import into Campus Cafe at that point.

Checking a Sent or Processed Exported COD File’s Status in COD

The COD response file provides institutions with information about student disbursements.

The file also contains "responses" that may indicate the student is ineligible for financial aid or rejection issues with a originated award/disbursement. If there are no negative responses, the award may be disbursed to the student.

The COD Document ID that is shown in Campus Cafe can also be input into the COD Document ID search tool to view the Accept/Reject responses in COD and view more detail on those awards.

Load COD Document Files

Only one file may be loaded at a time, however one file may contain multiple students, awards and disbursements.

  1. Download the COD file to your computer using EdConnect (CRDLxxOP,CRPGxxOP,CRAAxxOP)

  2. In Campus Cafe, navigate to Student Financials > F/A COD Documents

  3. Under COD Response Import click Choose File

  4. Locate the COD file on your computer and select it

  5. Click Upload

  6. Students with awards cleared to disburse will have their package codes adjusted and awards disbursed to bill batch for posting to student ledgers. Students with response codes that prevent disbursements will remain pending.

Note: For COD corrections:

At this time, only PELL response correction/edit codes 067 & 201 are checked for correction, and if found they must have the Correction Error Edit field name “DisbursementAmount” and a non-blank numeric in the Correction edit value field.

The Error value will then be substituted for the regular amount and that passed through to the bill batch for posting to student account. The disbursement’s gross/net and scheduled amount, as well as, the award’s amount should be adjusted accordingly.

View Document Files

  1. Navigate to Student Financials > F/A COD Documents

  2. Under Filters in Award Year enter a federal aid award year (e.g. 2024)

  3. Click Filter

  4. Files will appear in the results along with information such as the COD Process date and response codes. Click Responses to see additional details about that specific record.
    Note that if no award year appears a response file for the student has not yet been imported to Campus Cafe.

  5. Click on Responses to review all of the awards/disbursements in that batch and review for any rejections and an error code and short message.

COD Error Code index:

Award Level Error Codes: https://cod.ed.gov/cod/ForwardHelpJspPage?nextPage=/content/help/awardEditCodes2425.jsp

Disbursement Level Error Codes: https://cod.ed.gov/cod/ForwardHelpJspPage?nextPage=/content/help/disbursementInfoEditCodes2425.jsp

Person Level Error Codes: https://cod.ed.gov/cod/ForwardHelpJspPage?nextPage=/content/help/personEditCodes2425.jsp

Locate a Specific Student

You can locate a specific student but only if the COD response file for that student has been loaded into Campus Cafe.

  1. Navigate to Student Financials > F/A COD Documents

  2. Under Filters in Award Year enter an federal aid award year (e.g. 2021)

  3. Under Filters in the Bios ID# enter the Campus Cafe student ID number of the individual

  4. Click Filter

  5. Click Response link to review the file that includes the student.