HESC EFAN User ID Applications To Be Available Online

HESC is pleased to announce an online application process to obtain User IDs and access to HESC systems. HESC will transition from the current paper Electronic Financial Aid Network (EFAN) ID Application to this new electronic application starting March 10, 2008. This application will be available under the General Functions tab of the HESC Transaction Processing System to Authorizing Officials who have an active HESC EFAN User ID.

A separate written communication is being sent to the Financial Aid Director or other Administrator at each Institution informing them about the procedure for establishing the designations and accesses necessary to participate in this new electronic initiative.

Please note that all existing and new HESC EFAN User ID recipients must register personal identifying information upon initial logon to HESC systems. HESC will use this registrant information for automated password resets and identity verification.

Highlights

  • The online EFAN application system has been designed to allow flexibility for authorizing accesses based on your institution's size and organizational structure.
  • Active EFAN User ID recipients will have the ability to reset forgotten passwords online.
  • EFAN User ID recipients will have the ability to change their own biographical data including address, phone number and e-mail addresses online.
  • EFAN user ID recipients will have the ability to set up e-mail recipients to receive various notifications from HESC including Grants, Loans, Lender/Servicer, or general notifications. These preferences are expected to be expanded in the future.
  • This new process will not change rules governing TAP Certifying Officers and Aid for Part-Time Study Coordinators. TAP Certifying Officers, whose responsibilities are stated in New York State Education Law, will continue to be designated in writing by each participating institution. Additionally, TAP Certifying Officers and Aid for Part-Time Study Coordinators must continue to designate additional staff authorized to complete certification functions, by using a separate paper authorization form.
  • Our paper EFAN application is now also available on the HESC Website as a fillable field PDF and may be completed electronically, printed and either faxed or mailed.

First Steps

To participate in the new electronic EFAN Application, HESC requires your assistance in designating the appropriate personnel for the roles detailed below.

Each institution will be required to assign at least one Chief Authorizing Official. HESC will initiate creation of an EFAN User ID for this designee. Once established, the designee will have the authority to create additional Chief Authorizing Officials as well as subordinate Authorizing Officials.

To protect HESC confidential data, periodic verifications of Authorizing Officials and staff members will be required to ensure that appropriate access to HESC data is maintained.

Details

  • Each institution will designate one or more Chief Authorizing Officials, who will then designate Authorizing Officials.
  • Your institution may designate any number of Chief Authorizing Officials and Authorizing Officials as appropriate for your institution’s size and organizational structure.
  • Chief Authorizing Officials and Authorizing Officials must obtain EFAN User IDs.
  • Chief Authorizing Officials may perform any activities on behalf of Authorizing Officials in their absence.
  • Authorizing Officials are vested by your institution to affirm the access needs of subordinate staff.
  • Both Chief Authorizing Officials and Authorizing Officials may initiate electronic EFAN applications for institution staff. An electronic signature is recorded to document the request.
  • Authorizing Officials and EFAN User ID recipients will be able to check online the status of their pending electronic EFAN applications.
  • Each staff member must have their own unique User ID. User IDs may not be shared or inherited from others.
  • Each staff member must have their own unique e-mail address which will be used for distribution of confidential User ID and password information.
  • Recipients of EFAN User IDs along with their Authorizing Official will be notified via e-mail that a request for an EFAN User ID has been made on their behalf. At that time, the e-mail addresses should be verified for authenticity.
  • Once the application is processed, the User ID will be sent to the Authorizing Official and the recipient simultaneously. A time sensitive link containing the temporary password for the EFAN User ID will be sent via separate e-mail to the EFAN recipient.
  • EFAN ID recipients will be requested to sign on to the HESC Web site using their time sensitive link and new EFAN User ID. The EFAN user will be required to establish a new password upon initial login as well as to register identifying information and to accept the terms and conditions of access to HESC data. An electronic signature will be recorded to document their acceptance. Accesses will be available once the registration process is complete.
  • User IDs must be logged on every 45 days and passwords must be successfully changed every 90 days to prevent revocation. Forgotten passwords for active User IDs may be reset online using the challenge questions recorded at user registration.
  • All recipients of User IDs will be able to change their personal biographical data including address, phone number and e-mail addresses online. At this time, name changes will require reauthorization by the Authorizing Officials.
  • An Authorizing Official may reassign their staff to another Authorizing Official, either temporarily or permanently. Staff that are temporary reassigned can be reclaimed by the original Authorizing Official.
  • When staff members change job functions or leave your institution's employment, User IDs must be revoked by your Chief Authorizing Official or Authorizing Official. Additionally, staff members may revoke their own User ID.
  • Paper EFAN ID Applications will continue to be accepted, but it is recommended that applications be submitted online whenever possible.

If you have any questions or wish to provide feedback about the functionality of the automated EFAN ID Applications process, please feel free to contact the HESC Help Desk at 1-866-431-HESC (1-866-431-4372) or the Information Protection Office at InformationProtectionOffice@hesc.org.