View, Add, or Edit Person Access Information

You can use the Person Access Information list to view the people with access to academic information.

You can also add or edit:

• The people that the student has given access to their academic information

• The contact information for the people, and any academic information, such as grades, schedules, status, attendance, and so on

• The duration that the student information will be shared

Prerequisites

You must have:

• Common - Student - View authorization

• To edit a person, Contact Manager - FERPA - Edit authorization

To add a person: 

• You must have Contact Manager - FERPA - New authorization

• The person must be in the Related Addresses list for the student

• The address for that person must have been added as a FERPA address type to the Related Addresses list

You should be familiar with how toUse the Features for FERPA.

Access Method

Select the Students tile > select the name in the Students list > expand Contact Manager > select the FERPA tile.

Procedure to View Person Access Information

1. Review the values in the grid.

   Access Name The Access Name values are displayed from the Person Name (column) under Academic Information in the student's FERPA record. Active Specifies whether the associated record is active. Person The full name of the person. Phone The phone number of the student, person, or agency.

   Reason The comments specified in the Reason field when the person was added or last edited. It is optional. Share Info Dates Displays the date range specified in the Share Information From and To fields in the record for the person with access. Shared Information The student's academic information that will be shared.

   By default, the grid shows the people who currently have access to the information based on their Share Information From and To dates. Active must also be set to Yes.

2. If you want to display all the people, including the ones who currently do not have access based on their Share Information From and To dates or have Active set to No, select Show All Records.

Procedure to Add or Edit Person Access Information

1. In Academic Information, locate the Person Access Information list.

2. If you want to: 

   • Add person access information, select the Add button

   • Edit person access information, select a record

3. Specify the following values. If configured, you can specify an Address Type as FERPA.

   Access Name The Access Name values are displayed from the Person Name (column) under Academic Information in the student's FERPA record. Active Specifies whether the associated record is active. Reason The comments specified in the Reason field when the person was added or last edited. It is optional.

   Related FERPA Address Specifies the type of FERPA address for the person. For a related address specified for a student to show up in this list, the Address Type selected for the related address must be configured by your institution as a possible FERPA address. If you need to add the related address, use the Related Addresses list for the student (Students tile > select the name in the Students list > expand Contact Manager > select the Related Addresses tile). In edit mode, Related FERPA Address is disabled. Share Information From The start date when the student's academic information can be shared. Share Information To The end date after which the student's academic information will not be shared.

4. In Academic Information to be Shared, specify the following values.

   Academic Information Displays the Academic Information along with its associated Amend and Remove check boxes. Select or clear the check boxes to indicate whether the Academic Information details are to be amended or removed. Can Amend/Remove Student Record The student gives this person permission to amend or remove a review request.

   Can Review Student Record The student gives this person permission to add a review request.

5. In Contact Information, review the contact information for the selected Related FERPA Address.

6. Select Save to save the changes.