Publication Date: March 18, 2003
Award Year: 2003-2004
Summary: UPDATED: COD Web Site Access for Schools
Posted on 03-18-2003
TO: All Destination Points
FROM: U.S. Department of Education
RE: UPDATED: COD Web Site Access for Schools
Summary
*** THIS ANNOUNCEMENT SUPERSEDES THE ANNOUNCEMENT "COMMON ORIGINATION AND DISBURSEMENT (COD) USER ID SETUP FOR WEB SITE," POSTED ON JUNE 4, 2002. ***
This document clarifies instructions for schools seeking web access to the Common Origination and Disbursement (COD) web site, www.cod.ed.gov. These instructions explain how to set up a security administrator for your school. The security administrator will be able to set up others at his/her institution.
Third party vendors and servicers should reference the IFAP announcement "COD Web Site Access for Third Party Servicers and Vendors" for a summary of procedures to access the 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 institution, although we suggest that you limit this number for security
purposes.
How
do I sign up a security administrator for my institution?
You must submit a security administrator request letter, so that the Department
of Education has a signature on file.
This letter should be printed on university or corporate letterhead, and must
include the following information:
1)
Security administrator's first name
2) Security administrator's last name
3) Keyword - mother's maiden name (this keyword identifier will
be used for security purposes to identify an administrator if she/he forgets
the web site password)
4) Work telephone number
5) Email address
6) OPE ID
7) School name
8) Job title
9) Work address
10) Work fax number
11) Security administrator's signature
12) School approving authority's name, title, and signature (e.g., Financial
Aid Administrator)
13) Third Party Vendor Used (if applicable) - Note: This is requested for
information purposes only, and will help COD provide better customer service.
This information DOES NOT authorize third party servicers or vendors to access
your school's data.
Where
do I send my security administrator request letter?
Security administrator request letters should be printed on university or corporate
letterhead and mailed to:
US Department of Education
Attn:
COD Web Access
COD School Relations Center
P.O. Box 9003
Niagara Falls, NY 14302
How
will I receive my security administrator user name and password?
Your security administrator user name and password will be sent to the email
address provided in your security administrator request letter.
This initial email from the COD School Relations Center also includes instructions
for accessing the COD web site. For
security purposes, your password will be delivered in a separate email from
the COD School Relations Center. This
is secure information and should not be shared.
Once
I am set up as a security administrator, how do I create user accounts for staff
members in my institution?
You will receive a School Administrator Guide from the COD School Relations
Center with instructions to create other user accounts for staff members IN
YOUR INSTITUTION ONLY.
Should
I create user accounts for the third party servicer and/or vendor that support(s)
my institution?
No, it is not necessary to create user IDs and passwords for third party servicers
or vendors used by your institution. They are responsible for setting up their
own COD security administrators and user accounts.
Will
my third party servicer and/or vendor be able to access data about my institution?
Yes, COD receives information about the relationships between schools, third
party servicers and/or vendors through data stored in the TG numbers at SAIG.
This information allows users within a third party servicer or vendor organization
to access data from your institution, as long as a relationship exists in SAIG.
If a relationship change occurs, your institution must contact SAIG Customer
Service to reflect this change.
How
do I update or set up an additional COD Security Administrator?
When you would like to update your current security administrator, or set up
an additional security administrator, you must submit a new security administrator
request letter. Please include all of
the information listed in the previous section.
How do I deactivate my COD Security Administrator?
When a security administrator account needs to be deactivated, please contact your CSR at the COD School Relations Center.
If you have any questions or problems concerning this process, please contact the COD School Relations Center at 800/4PGRANT for Pell Grants and 800/848-0978 for Direct Loans. Staff is available Monday through Friday, 8am-8pm Eastern Time. You may also email CODSupport@acs-inc.com.