Campus-Based COD Import

You can use the Campus-Based COD Import process to import responses from the Common Origination and Disbursement (COD) system for Federal Work-Study (FWS) earnings into the Anthology Student database. The data is transmitted using the Campus-Based Common Record Response Files (CRCB) message class in Campus-Based XML schema version 1.0a.

  • On the Process tab, specify the data selection criteria and manually queue an import job. The queued job will run in the background.

  • On the History tab, review the results of manually queued jobs and scheduled jobs. You can also view details about the records within the batch and access the student profiles.

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

Financial Aid Processes File Management

Anthology Student version 22.0 and later enables customers to manage files in Azure File Storage using the Financial Aid Processes File Management form under Processes > System Administration. Without this form, users cannot upload or download files to Azure File Storage due to security restrictions. The file management functionality enables you to place files in the location where specific financial aid processes (e.g., Application Data Export/Import, Clearinghouse, NSLDS Reports, and others) expect to find the files. For more details, refer to Financial Aid Processes File Management.

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 foundational step influences the entire FWS reporting process.

  1. Select the Settings tile > expand System > select Campuses > select the name of your campus > select the Financial Aid tile. 

  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.

You must have the following authorization:

  • Common - Processes - View

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

Regulatory US 25.4.0 introduces campus-level security for the Campus-Based COD Import so that the History tab displays only records specific to the logged-in user.

This enhancement requires the following configuration:

  1. In Settings > System > Campuses > Campus Groups, select a Campus Group (or create one) that only has the campus that the user needs permission for.

  2. In Settings > System > Staff, select your Staff member, and on the General tile, ensure the Campus Group for the user is the Campus Group from step 1.

Access Method

Select the Processes tile > expand Financial Aid > select Campus-Based COD Import.

Procedure to Import 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 Import file.

  1. 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.

  2. Under Fund Source, the only option available is Federal Work-Study.

  3. Under Message Class, select one of the following options:

    • Campus-Based Common Record Response Files (CRCB)

    • Campus-Based Web Activity Response Files (CBWB)

  4. The Campus EDE Path of the user's default campus is displayed.

  5. In the Choose From Campus EDE Path list, select a file.

    • If you selected "Campus-Based Common Record Response Files (CRCB)" in the Message Class field, CRCBMYOP files are listed.

    • If you selected "Campus-Based Web Activity Response Files (CBWB)" in the Message Class field, CBWBYYOP files are listed (where YY indicates the year).

  6. Select the Queue Import button.

  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.

    The notification “[Batch Name] [Status]” indicates that the process is finished. The hyperlink on the message points to the Campus-Based COD Import > History tab.

Continue with the History tab.

History Tab

The History tab displays the results of manually queued jobs and scheduled jobs.

Regulatory US 25.4.0 introduces the "Enable Campus Level Security on Batches" feature. When this feature is enabled, the records on the History tab will be filtered based on the logged-in user and the set of campuses from campus groups associated with this user. The filtering of records on the History tab is based on the SyCampusId. Records with a NULL value in the CampusID field will be visible to all users. CampusID = NULL is assigned records that are not in Succeeded status (e.g., Completed, Enqueued).

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

For the Application Data Import process, 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 registry key setting "Enable Campus Level Security on Batches" is turned off under Settings > System > General, the History tab will load the records based on the default campus setting (Session Defaults).

The registry key setting is available in Anthology Student 25.1.0 and later.

  1. Review the grid listing the Campus-Based COD Import batches.

    Batch NameClosed The name or description of the batch.

    Import File NameClosed Name of the import file.

    StartedClosed The start time of the background job.

    DurationClosed The duration of the background job (hours minutes seconds).

    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 states are Succeeded. Completed indicates all jobs in the batch have been executed and some jobs may be in Succeeded state, but at least one of the jobs is in Deleted state. Awaiting indicates the batch is awaiting the completion of a dependent job or batch. Deleted indicates that the batch has been canceled.

    ResultsClosed Indicates the processing result for job. If it was successfully processed, it displays Passed or Succeeded. Otherwise, it displays the reason why it was not processed.

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

    Date ImportedClosed The date and time when the batch job succeeded.

    Document StatusClosed This column indicates COD Document Accepted/Rejected edit codes. - When the <DocumentStatusCode> is "A", the field displays "Accepted". - When the file is rejected, the <DocumentStatusCode> will be "R". COD will also provide any one of these document level reject edits: 001, 003, 004, 006, 007, 210, 218. The system displays the reject codes returned in the file.

    Note: 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 (Refresh button) to retrieve the current status of the background jobs.

  3. To remove a batch, select a batch and select the Cancel Batch button in the grid toolbar.

  4. If the job status is Completed, select the Retry Batch button in the grid toolbar to resubmit the job.

  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 Import Response Notification section is displayed.

  1. Review the following details displayed above the grid:

    File NameClosed Name of the import file.

    Process DateClosed The date and time when the job was processed

    Number of RecordsClosed The number of records in the batch.

    Total DuplicateClosed The total number of duplicate records at COD.

    Calendar YearClosed The Calendar year.

    User NameClosed The last and first name of the staff member or process that added or created the item.

    Batch IDClosed The batch ID of the transmission file.

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

    Total Accepted RecordsClosed The total number of records accepted/reject by COD.

    Total Reported FundsClosed The total amount of Federal Work-Study funds reported to COD.

    Total Rejected RecordsClosed The total number of records accepted/reject by COD.

  2. In the grid, review the following details:

    Student NameClosed The last and first name of the student.

    SSNClosed The person's Social Security Number (SSN). You must be authorized to work with SSNs.

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

    CPS Transaction NumberClosed The Central Processing System (CPS) 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 CPS Transaction Number field in the Common Record shows the transaction number from an eligible SAR/ISIR used to calculate a financial aid award.

    Award YearClosed The financial aid award year.

    MatchedClosed Indicates if the imported record matches an existing student and the associated Reporting Entity ID in the system. The system identifies students based on a combination of Social Security Number (SSN), Date of Birth, and Last Name. The Matched field displays "Yes" when the system finds a matching student record. The Matched field displays "No" when the system can't find the student, the reporting entity ID from the file doesn't match any in the system after the student is identified, or multiple student records were found with the same identifiers. Click on the "No" hyperlink for further details on why the record wasn't matched.

    Response CodeClosed Code that explains COD processing results, including data corrections, duplicates, and record rejects, for specific processed records for all award years.

    Response Error CodeClosed Displays the COD response error codes in a comma-separated list.

    Response MessageClosed Displays the COD response messages from all error codes associated with the record in a comma-separated list.

    Response Error FieldClosed Displays the COD response error fields from all error fields provided on a record in a comma-separated list.

    Reported ValueClosed Reported Value included in the Response/Import File. This field only displays the data from the most recent import response.

    VarianceClosed Displays the variance value received on a Web Response file (CBWBYYOP). This field is blank when a Common Record Response file (CRCB) is imported. In cases where the Total FWS Amount imported from the CBWBYYOP differs from the latest "Accepted" status response in the Import Information section on the Campus-Based Programs form, or if the section has no data, the system compares this imported value to the form-level Total FWS Earnings field. Any discrepancy between these values is presented in the Variance field for user review.

    Note: 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.