Publication Date: April 22, 2004
Author: General Manager, School Delivery Channel, FSA ASEDS
Summary: Updated COD Web Site Access for Schools
Posted on 04-22-2004
TO: All Destination Points
FROM: General Manager, School Delivery Channel, FSA ASEDS
SUMMARY: Updated COD Web Site Access for Schools
This announcement provides instructions for schools seeking access to the Common Origination
and Disbursement(COD) web site, www.cod.ed.gov. The first step is to set up a security
administrator for your school. The questions and answers that follow below explain how to
complete the set up process. Once the security administrator is set up, he or she will be able to set
up other COD web site users at your school.
Third party servicers should refer to the Electronic Announcement entitled "Updated COD Web
Site Access for Third Party Servicers" (that we are posting to the IFAP web site along with this
one) for the procedures they follow to access the COD web site.
What is a security administrator for the COD web site?
COD security administrators can provide access to the COD web site for users from their school.You can determine the number of security administrators at your school, although we suggest that
you limit this number for security purposes.
How do we set up a security administrator for our school?
Your school must submit a security administrator request letter by mail, so that the Department of
Education has a signature on file. This letter must be printed on your school's letterhead and
include the following information:
- School's name;
- School's OPE ID;
- School's Third Party Servicer (if applicable);
- Security administrator's first name;
- Security administrator's last name;
- Keyword - security administrator's mother's maiden name (this keyword identifier will be used for security purposes to identify an administrator if he or she forgets the web site password);
- Security administrator's work telephone number;
- Security administrator's e-mail address;
- Security administrator's job title;
- Security administrator's work address;
- Security administrator's work fax number;
- Security administrator's signature; and
- Approving authority's name, title, and signature (e.g., Financial Aid Administrator).
Note: It is not necessary to provide the name of your school's third party servicer (if applicable). However, including this information in your letter helps us provide better customer service. Providing the name of your school's third party servicer does not authorize the third party servicer to access your school's data. As noted above, the third party servicer must submit a separate request to access the COD web site.
Where does our school send the security administrator request letter?
Mail the signed security administrator request letter (printed on your school's letterhead) to:
U.S. Department of Education
Attn: COD Web Access
COD School Relations Center
P.O. Box 9003
Niagara Falls, NY 14302
How will our school's security administrator receive his or her user name and password?
The COD School Relations Center will send the security administrator's user name and passwordto the e mail address provided in the security administrator request letter. For security purposes,
the COD School Relations Center will send the user name and password in separate e mails. The
security administrator's password is secure information and should not be shared with anyone. .
Once our security administrator is set up, how does she or he create user accounts for staff members at our school?
To create user accounts for staff members at your school, the security administrator completes the following steps:
- Log in to the COD web site, www.cod.ed.gov/, and click on the User tab to display the User Search screen.
- Click on the Create New tab at the bottom of the User Search screen to display the Create Profile screen.
- Enter the following information for the new user:
- First name,
- Last name,
- Keyword,
- Phone number, and
- E-mail address.
- Select the new user's security access level from the User Role drop down box.
- Select OPE ID from the Entity ID Type drop down box.
- Enter the appropriate OPE ID in the Entity ID field.
- Enter a new password in the New Password field. (Passwords are case sensitive and must be 8 characters consisting of 6 alpha, 2 numeric or 5 alpha, 3 numeric.)
- Re-enter the new password for confirmation in the Re-enter New Password field.
- Click on the Submit button at the bottom of the Create Profile screen. A Profile screen with the new user's information (including the COD system-generated User Name) then displays.
- Click on the Submit button at the bottom of the Profile screen to confirm the new user.
- The new user's user name and password will then be sent to the new user in separate e-mails.
Should we create a user account for the third party servicer that supports our school?
No. It is not necessary to create a user ID and password for a third party servicer that supportsyour school. Third party servicers are responsible for setting up their own COD security
administrators and user accounts.
Will our school's third party servicer be able to view information and records for our
school?
Yes. COD receives information about the relationships between schools and third party servicers from data stored in the TG Numbers at SAIG. This information allows users within a third party
servicer organization to access data for the school or schools they support, provided that the TG
Numbers at SAIG reflect that a relationship exists. If a change in relationship occurs, the school
must contact SAIG Customer Service about the change.
How does our school update information about a security administrator or set up an additional security administrator?
When your school needs to update information about your current security administrator or setup an additional security administrator, you must submit a new signed security administrator request
letter that includes all of the required information.
How does our school deactivate a security administrator's account?
You must contact the COD School Relations Center to deactivate a security administrator'saccount.
Contact Information
If you have any questions about this announcement or experience any difficulty setting up a CODsecurity administrator, contact the COD School Relations Center at 800/4PGRANT for Pell Grant
or 800/848 0978 for Direct Loan. Staff is available Monday through Friday, 8am-8pm Eastern
Time. You may also e-mail CODSupport@acs-inc.com.