Frequently Asked Questions - COPS Agency Portal

SPECIAL NOTICE Beginning in February 2011, the COPS Agency Portal will undergo a new look.

These Frequently Asked Questions (FAQs) are designed to provide guidance on COPS Agency Portal. If you do not understand how to respond and cannot find the answer to your question in this FAQ document, please do not hesitate to contact the COPS Response Center at 800.421.6770.

• ORI REQUEST FORM
• ACCOUNT REGISTRATION
• ACCOUNT REGISTRATION – User Assigned to Multiple Agencies
• AGENCY PORTAL MENU
• AGENCY ADMINISTRATOR
• AGENCY ADMINISTRATOR – Creating Agency Users
• CHANGE PASSWORD/FORGOT PASSWORD – Password Requirements

 

• To request the agency's ORI, an agency representative must fill out a form with their agency information. The COPS Resource Center will look up the agency's ORI based on the information provided and reply via email within 2-3 business days.
• Agency Information Form – Legal Name, Address 1, Address 2, City, State, Zip, Reply Email
  

ACCOUNT REGISTRATION

• If the agency is already registered with COPS, then the agency will receive a message that will advise of that agency already being registered with the COPS office.
• The initial agency user registered for an agency will have exclusive permissions to the Agency Portal menu as Agency Administrator.
  

ACCOUNT REGISTRATION – User Assigned to Multiple Agencies

• If a user account has been created for a user of an existing agency, the new user account email will ask the user for a password. The user should enter their current password for the existing agency to which they are associated. See an example below.

  Agency Name: Agency A
  Agency User Email Address: test@domain.com
  Agency User Password: Testing123!abc

  Agency Name: Agency B
  Agency User Email Address: test@domain.com
  Agency User Password: Testing123!abc

So, in the example above, the agency user should use their current password for the existing agency (which in this example is Agency A) to which they are associated.

• An agency user can be assigned to multiple agencies. In cases such as these and post login authentication, the agency user will see a page with agency ORI and Legal Name, with the agency ORI being hyperlinked. In order to select the appropriate agency, the agency user should click the appropriate link to enter Agency Portal as the appropriate user for that agency.
  

• The Agency Portal Menu is made up of six (6) links, which will serve as the “steering wheel” and assist users with navigating through the Agency Portal.
• Users can locate the Agency Portal Menu post login authentication only – looking along the left-hand side of the page, users will find six links:

1. HOME – clicking this link will appropriate users to the Agency Portal Welcome Page.
2. ACCOUNT INFORMATION – clicking this link will allow user to edit their user account information. Users will also be able to change their current login password, used during initial login into the Agency Portal system.
3. AGENCY INFORMATION – If the user is an Agency Administrator or Agency Moderator, clicking this link will allow the user to revise their agency information.
4. AGENCY USERS – Agency Administrator or User Moderator will click this link to add, edit, or delete active users for their agency.
5. AGENCY CONTACTS – Agency Administrator and Agency Moderator will be able to edit agency contact information.
6. APPLICATIONS – clicking this link will allow users to access COPS applications to which they have been assigned.
   

AGENCY ADMINISTRATOR

• As Agency Administrator, users will have access to all links that make up the AGENCY PORTAL MENU.

AGENCY ADMINISTRATOR – Creating Agency Users

• The new user and additional users created will not have full administrative priveleges, meaning, certain aspects of the Agency Portal Menu will not be accessible.

1. Standard User – Can access all menu options except agency info, contact info and agency user info.
2. Agency Administrator – Can access all menu options and can modify any agency or agency user data.
3. Agency Moderator – Can access all standard user menu options and also agency info and contact info. This role is in charge of modifying any agency data. This role does not have access to the agency user section to add/edit/delete agency users.
4. User Moderator – Can access all standard user menu options and also agency user info. This role is in charge of modifying any agency user data. This role does not have access to the agency or contact info sections to modify agency info or contact info.

• Click AGENCY USERS. Click Add in order to add a new user. Click Edit beside the agency user name to make changes to the agency user. Click Delete beside the agency user to remove the agency user record and their application permissions.

CHANGE PASSWORD/FORGOT PASSWORD – Password Requirements

• At least one upper-case letter
• At least one lower-case letter
• At least one number
• At least one special character (i.e. punctuation)
• Must be at least 12 characters long
• Must not be the same as any of the past 25 passwords you have used on this system.