Publication Date: April 22, 2004
Author: General Manager, School Delivery Channel, FSA ASEDS
Summary: Updated COD Web Site Access for Third Party Servicers
Posted on 04-22-2004
TO: All Destination Points
FROM: General Manager, School Delivery Channel, FSA ASEDS
SUMMARY: Updated COD Web Site Access for Third Party Servicers
This announcement provides instructions for third party servicers seeking access to the Common Origination and Disbursement (COD) web site, www.cod.ed.gov/. COD is the financial aid delivery system for the Pell Grant and Direct Loan programs. The first step is to set up a security administrator for your organization. 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 in your organization.
Schools should refer to the Electronic Announcement entitled "Updated COD Web Site Access for Schools" (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 organization. You can determine the number of security administrators in your organization, although we suggest that you limit this number for security purposes.
How do we set up a security administrator for our organization?
Your organization 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 organization's letterhead and include the following information:
- 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., Director, CEO).
It is not necessary to include the name or OPE ID of the school or schools supported by your organization. COD automatically establishes these relationships based on data stored in SAIG.
Where does our organization send the security administrator request letter?
Mail the signed security administrator request letter (printed on your organization'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 organization'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 password to 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 in our organization?
To create user accounts for staff members in your organization, 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 Reenter 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 provide a list of schools that our organization services and their OPE IDs in the security administrator request letter?
No, it is not necessary to include this information in the security administrator request letter. Also, do not create user IDs and passwords for the school or schools that your organization supports. Schools are responsible for setting up their own COD security administrators and user accounts.
Will our organization be able to view information and records for the school or schools that we support?
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 organization update information about a security administrator or set up an additional security administrator?
When your organization needs to update information about your current security administrator or set up an additional security administrator, you must submit a new signed security administrator request letter that includes all of the required information.
How does our organization deactivate a security administrator's account?
You must contact the COD School Relations Center to deactivate a security administrator's account.
Contact Information
If you have any questions about this announcement or experience any difficulty setting up a COD security 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/.