When will the helicopters end? Giving Parents Access Case Study The University of Arkansas and Southern Methodist University M3.3 February 4, 2013

Overview There 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 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: Transactions Terms Charges Credits

5. Viewing Academic Information - Grades choose term

Term Data: Class Grades Statistics Term Standing

6. Viewing Academic Information – Class Schedule

7. Viewing Directory Information – Addresses

8. Viewing Directory Information – Phone numbers

Early Progress Grades: Level Courses Only * *Future local enhancement

Questions?

Southern Methodist University Private Research University Fall 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 notification. Student may also provide Pin Number: Must be provided by the student

Relation Account Activation

The relation sets their password.

Relation Account Activation The relation enrolls in the password reset tool.

Relation Account Activation Account activation 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?