Federal Student Aid - IFAP
   

Publication Date: February 27, 2002

Award Year: 2002-2003

Summary: Common Origination and Disbursement (COD) User ID Setup for Website


Posted on:             February 27, 2002

TO:                         All Destination Points
FROM:                   U.S. Department of Education
RE:                          Common Origination and Disbursement (COD) User ID Setup for Website

Summary
This document provides you with important instructions for providing your school online access to Common Origination and Disbursement (COD), the new financial aid delivery system for Pell Grants, Direct Loans and reporting of Campus Based programs data.  Postsecondary institutions, third party servicers and software providers can use this document to obtain online access to COD.   The instructions will cover how you will set up a security administrator for your school.  The security administrator will then be able to set up others at the institution.  In order for your school to have the ability to create and maintain user accounts to access the COD web site on April 1, 2002, it is important that you read and complete all of the steps described in this document.  If you should miss the deadline, you will have the ability to submit records, however your ability to access the COD web site may be delayed.

Access to the COD web site will not be available until 4/1/2002.

What is a security administrator for the COD Web site?
Security administrators for COD may perform the tasks listed below as well as provide additional users from their school access to the COD web site.  The number of security administrators will be at the discretion of the institution, although we suggest that you limit their number.  A security administrator will be able to perform the following tasks:

·         View, update, and create other school users.
·         View, update, and create award and disbursement data.
·         View reconciliation and drawdown information.
·         Reset passwords, update and lock out users.
·         Add and edit messages.
·         Update school address and contact information.

How do I sign up a security administrator for my institution?
In order to set up a security administrator account for the COD Web site, schools must submit a security administrator request letter, so that the Department of Education has a signature on file.  The following information must be provided on university or corporate letterhead:

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 the user if they forget their 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) - You are able to provide a vendor with access.

How do I change my COD Security administrator?
In the event that a security administrator account should be closed and a new security administrator account needs to be created, the school must send a new, signed letter for the replacement security administrator.  Please include all of the information listed in the previous section.  Similarly, if a school becomes newly eligible to participate in the Federal Direct Loan Program this process should be used.

Where do I send my Security administrator Account Information?
Security administrator request letters should be printed on university or corporate letterhead and mailed to:

US Department of Education
SFA Customer Service Center
P.O. Box 9003
Niagara Falls, NY  14302

When is the security administrator information letter due?
To ensure that your security administrator has access to the COD Web site on April 1, 2002, please mail your information by March 11, 2002 to the address listed in the previous section.  We will be ready to process your requests at the SFA Customer Service Center beginning March 18, 2002.  If you do not have access to the COD Web site on April 1, you will still be able to submit school records.

How will I receive my security administrator User ID and password?
You will receive your security administrator User ID and password through the email address provided in your response letter.  An initial email will contain your User ID with instructions for accessing the web site.  For security purposes, your password will be delivered in a separate email.  This is secure information and should not be given to anyone.

Once the security administrator is established, how will that administrator set up other staff at the institution?
We will be providing information to the security administrators before the COD Web site is available on April 1, 2002.

If you have any questions or problems concerning this process, please contact the SFA Customer Service Call Center at 1-800-433-7327, or send your questions via the Schools Portal.  Staff is available Monday through Friday, 9-5 Eastern Time.