Presentation on theme: "FERPA & PARENTS The Great Divide Simplified"— Presentation transcript:
1 FERPA & PARENTS The Great Divide Simplified Hello. welcome to our presentation. I am MBC from Auburn University and this is my partner in crime, LAF.Today we hope to inform and entertain you about a product that is making our life easier and we think it could do the same for you.First we’ll discuss the what all the fuss is about, then we’ll review the program we implemented, then we’ll walk you through the paces of the program asif you were a student and then a parent.Mary Brownlee Couch, Assistant RegistrarLaura Ann Forest, RegistrarJoe Carlson, Technical GuruAuburn University
2 What’s This All About? Helicopter Parents Current Archaic PracticesPaper the Registrar’s OfficePaper the College LevelPaper the Department LevelPaper releases scanned into ExtenderHelicopter ParentsAdvisor TimeInstructor TimeOur Time First of all What is all the fuss about?How many of you have experienced the onslaught of parents that insist on knowing their children’s (students) grades?And you know what they say, “FERPA BE danged…I pay the bill!”No matter what kind of explanation you give them they resoundingly dig in their heels.And what do we really we want to say to them? If your student won’t talk to you about his grades – stop paying the bill!”But alas this would be politically incorrect.So MB went to SACRAO a couple years ago, saw a great presentation about an on-line records release form that was FERPA compliant.
3 Where Did We Get the Idea? We stole it, of course! Thank you Eastern Kentucky University!At SACRAO 2011.Rose-Hulman Institute of Technology presented information at Banner Summit in 2010.Everyone was willing to share the basic code and scripts – home grown and modified the code for our specific needs.BUT NOW – A BANNER product if you have the current version of BANNER General 8.5, Self-Service General 8.5 and Web Tailor 8.5Why Reinvent the Wheel?With that said and in an effort to show magnanimity – give credit where credit is due - we openly admit that we stole the idea. We contacted Eastern Kentucky and as usual, our peers were willing to share scripts and codes. They had created a “home grown” on- line record release form that is FERPA complaint and we were eager to “borrow it”.
4 What Do We Want To Accomplish? Reduce Paper!Squelch redundant forms. Let’s make it “one stop shop”.Redirect parent inquiries about their student’s academic information – primarily gradesStop calling advisorsStop calling instructorsReduce the number of inquires into the Registrar’s officeReduce the number of students giving direct access to their student account to parents – where they can see everything.First we brainstormed. What results did we want from this initiative? Who would benefit? Would it be efficient?, user friendly?, fairly easy to maintain?, Who would complain? What obstructions would we face? These were all questions we needed answers to before proceeding.Don’t know about you but when we are going to utilize, consume, exploit any IT time on our campus – we need full up justification and be prepared to argue. Particularly if you want it to be a priority.This is what we came up with:Reduce Paper!Redirect parentsReduce calls to advisors, departments, instructors, US.Currently students give their parents access to what we call their Tigeri – it gives them access to everything – grades, schedule, blackboard, canvas, s….just too much. Students felt like it was a severe invasion of their privacy and we whole heartily agreed.
5 Gateway To GradesProvides 3rd party view-only web access to a student’s information.Student controls what can be viewed and whenProvides parents 24/7 access to student’s dataFERPA compliant:Student provides electronic permission to create accountStudent retains control over release of their informationWith this in mind we created Gateway To Grades…Catchy, huh?Eastern Kentucky is called Web4Parents.
6 What Does It Look Like? Let’s run through it from both sides: Student Actions Parent Actions
7 Collaborating Areas Who is involved? RegistrarInformation Technology TeamBANNER TEAMLegalParent OrganizationsFirst Year ExperienceCamp War Eagle - Freshman OrientationSOS – Our Transfer Student OrientationEven with codes and scripts in hand (remember we stole them) Our IT guys were not has happy as we were. We required tweaks and fine tuning to deliver it the “Auburn Way”. With a little research, Sungard informed us that they were going to include this type of package in their latest and greatest upgrade. BANNER General Version. Our delighted IT team put us HOLD. We upgraded AGAIIN at Thanksgiving and started implementation of what Sungard calls “Proxy Access”.
8 Public Relations Specific & easy links from Gateway To Grades ICON. Summer Orientations:Presentation to parents.Presentations students.Flush paper forms!Specific & easy links from Gateway To Grades ICON.Specific & easy step by step instructions.FAQ’s are located on the Registrar’s web-site.Attend Advisors Meeting – spread the word!Attend & Present Academic Affairs Meetings.Attend & Present Senate Meetings.
9 Gateway to Grades Access Frequently Asked Questions What is Gateway to Grades Access?Gateway to Grades Access allows Auburn University students the ability to grant others access to student information. Depending upon the level of access granted, parents/guests may view grades, unofficial transcripts, and class schedules.How do I access the Guest Access system?If you have been granted access by a student, you will receive an from Auburn University supplying a temporary link and password to complete the Gateway to Grades access. Once logged-in to the temporary site you will select and submit a permeneat password.
10 FAQs Continued…I have not yet received a guest access request , even though my student signed me up. What should I do?Please contact your student to verify that he/she sent your correct address. Also, check your spam folder to ensure the was not filtered from your inbox.I am getting a message "unable to log-in due to a Password or Account Name (ID) problem." Is there a problem with the log-in?First, verify that the log-in ID you entered on the sign-on page is the same address you provided when you originally set up your Auburn University. Then, verify that the password you are entering is correct.What if I forget my log-in and password? Help Link with the following message:If encountering problems with Proxy Access, please first consult with your student. They may have discontinued or altered your access. In the event you forget your password, your student will have to initiate a reset. All other concerns please to
11 FAQs Continued…I have two students currently attending Auburn University. Do I need to set up two separate Gateway to Grades Accounts to log in and view data for each student?No, you only need to create one Gateway to Grades Access account. The same log-in ID and password allows you to see information for each student, as long as they have both authorized your address. Click the "Select a Student" button on the Gateway to Grades Access menu and select the student whose information you wish to display.Why must a student grant me access?Your student must grant your access due to the Family Educational Rights and Privacy Act (FERPA), which protects the privacy of students and prohibits the University from disclosing any student information, including financial information, without the explicit authorization of the student.
12 SuggestionsWhen first implementing – expect a surge in calls, complaints, and inquiries. It will get WORSE before it gets better.The Phone – have a solid, concise answer for anticipated inquiries.Educate your advisors – give them a script. Review reverse conversations with parents on the phone.Educate administrative support at the department and college levels. They field a lot of calls from parents. Provide them with scripts.
13 Cheat Cards (4 x 6 double sided high gloss cards) Proxy Access to Student’s Grades & SchedulesParent AccessYou will receive an with the initial link to Gateway to Grades and a temporary password.Go to this link and change your temporary password to a permanent password.For Future Log-inYou will access Gateway to Grades through Parents tab atClick on Gateway To GradesEnter yourEnter your passwordYour Profile will come up – complete the information & Click SaveClick on the student name in the top tabClick on an item within the menu that you want to viewStudent grants access to Grades & SchedulesStudent must initiate Proxy AccessLog into AU AccessClick on Tigeri tabClick on Gateway to Grades ICONOR Click on Student Main MenuClick on orange tab Gateway To GradesClick on Proxy ManagementClick on Continue for electronic agreement concerning confidentiality.Click on ADD PROXYEnter the name and address of your parentClick on Add ProxyFill out PROFILE – Click SaveFill out AUTHORIZATION – Click SaveClick on Return To Menu to log out