When will the helicopters end? Giving Parents Access

Case Study The University of Arkansas

andSouthern Methodist University

M3.3 February 4, 2013

OverviewThere may never be an end to helicopter

parents. However, with security and FERPA in mind, institutions are providing enhanced

functionality and access as a service to students and parents.

The University of Arkansas and Southern Methodist University have enabled third-party access via their students’ self-service portals to

open access to parents.

Presenters:

Nancy L. Umphres Business Analyst Student Records and Academic Advisement

Joe Papari Director of Enrollment Services for Student Systems and Technology

University of Arkansas

State’s flagship campus Public 4-yr & professional“very high” Research university

Enrollment (Fall 2012): • 24,537 students

• 20,350 undergraduate– 3,777 graduate

410 law

“ISIS” - PeopleSoft 9.0, PeopleTools 8.52.01

1. Student signs in to his/her ISIS account

2. Student selects Parent/Family Authorization(Parent Center originally designed for SF access)

Fine Print: Student

Fine Print: Third party/parent

3. Access being given by an additional student

Log In: Parent’s view

Financial Info and Invoices

Student Grades and Class Schedules

Addresses and Phone Numbers

Select a Student

Additional Information

• Summary of• Amount Owed • Listing of

Amounts Owed to Each Term

• Charges and Payment Posted

• Date Posted• Associated

Payment Term

• Financial Aid Not Yet Disbursed

• Payments Posted Towards Account Balance

• Running Total Summary of Outstanding Balance

View: Account Inquiry

4. Selecting Student Invoice item

then the billing date

Invoice Lists:TransactionsTermsChargesCredits

5. Viewing Academic Information - Grades

choose term

Term Data:ClassGradesStatisticsTerm Standing

6. Viewing Academic Information – Class Schedule

7. Viewing Directory Information – Addresses

8. Viewing Directory Information – Phone numbers

Early Progress Grades:1000-2000 Level Courses Only *

*Future local enhancement

Questions?

Southern Methodist University

Private Research UniversityFall 2012 Enrollment 10,893 Undergraduate 6,349 Graduate/Professional 4,644

How Do Students Authorize Release of Their Educational Records?

Access.SMU

Self Service

Student Center

Release of Education Records

Defining Access Granted for Education Records

View financial aid awarded and accepted within Access.SMU.Discuss financial aid situation with SMU Officials.

Financial Aid

View all holds applied to student within Access.SMU.Discuss Holds, including why the Hold was placed and how to remove it, with the administering SMU business office.

Holds

View account balances and Campus Essentials selections within Access.SMU.Discuss account balances and Campus Essentials with SMU Officials.

Student Financials

The student has specifically stated not to release data to this relation.Do Not Release

Discuss all Disciplinary Records/Information with the Student Conduct and Community Standards Office.Students can choose to grant partial access to Disciplinary Records by not selecting the All Disciplinary check box but instead by submitting a form to the Student Conduct and Community Standards Office.

All Disciplinary Records

View class enrollments, grades, and unofficial transcript within Access.SMU.Discuss student Academic Records (including class enrollments, grades, degree progress, class performance, and academic advising) with SMU faculty, staff and academic advisors.

Academic Records

Students may add access for any of their relationships.

First, they must “create a new relationship” before access can be granted.

Students may create as many new relationships as they want. A relationship can be a friend or any other person the student wishes to grant access.

Students may grant others access to view their confidential information for various areas.

Students have the right at any time to edit their account and adjust who can view their confidential information.

Relation Account Activation

Student’s birth date

A relation will need the following to activate their account.

ID Number: Provided in the email notification. Student may also provide

Pin Number: Must be provided by the student

Relation Account Activation

Relation Account Activation

The relation sets their password.

Relation Account Activation

The relation enrolls in the password reset tool.

Relation Account Activation

Account activation email notification, including the URL for Access.SMU.

Relation View Student Data

Once logged in, a relation may click on “Student Authorized Access”.

Relation View Student Data

The initial page will list all students who have granted access.

Relation View Student Data

The relation’s view within Access.SMU is a clone of what students themselves see.

View Releases by Student

Inquire

Release of Education Records

Access.SMU

How Do Administrative users Know Students Have Granted Access?

View Releases by Student

Class Roster

Faculty Center

Self Service

Access.SMU

How Do Faculty Members Know Students Have Granted Access?

Faculty members have the ability to view their Class Rosters which show directory restrictions, student photos and release records.

Administrative Users Navigation

Faculty/Staff View for Students’ FERPA Authorization

Faculty/Staff should always check a student’s authorized access so they know to whom the student is granting access and what information is authorized for release.

FERPA Releases Available to Faculty/Staff

Releasable Directory Information

Non-Releasable Directory Information

Releasable Enrollment

Releasable Participation

Faculty & Staff are provided information about students’ releasable directory information....

… and are also provided information when students restrict their directory information for release.

Questions?

Thank You