Mary Brownlee Couch, Assistant RegistrarLaura Ann Forest, RegistrarJoe Carlson, Technical GuruAuburn University

Whats This All About? Current Archaic Practices Paper Releases @ the Registrars Office Paper Releases @ the College Level Paper Releases @ the Department Level Paper releases scanned into Extender

Helicopter Parents Advisor Time Instructor Time Our Time

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 8.5 Why Reinvent the Wheel?

What Do We Want To Accomplish?Reduce Paper!

Squelch redundant forms. Lets make it one stop shop.

Redirect parent inquiries about their students academic information primarily gradesStop calling advisorsStop calling instructors

Reduce the number of inquires into the Registrars office

Reduce the number of students giving direct access to their student account to parents where they can see everything.

Gateway To Grades

Provides 3rd party view-only web access to a students information.

Student controls what can be viewed and when

Provides parents 24/7 access to students data

FERPA compliant:Student provides electronic permission to create account Student retains control over release of their information

What Does It Look Like?

Lets run through it from both sides:

Student Actions

Parent Actions

Collaborating AreasWho is involved? Registrar Information Technology Team BANNER TEAM LegalParent OrganizationsFirst Year Experience Camp War Eagle - Freshman OrientationSOS Our Transfer Student Orientation

Public RelationsSummer Orientations:Presentation to parents.Presentations students.Flush paper forms!Specific & easy links from Gateway To Grades ICON.Specific & easy step by step instructions.FAQs are located on the Registrars web-site.Attend Advisors Meeting spread the word!Attend & Present Academic Affairs Meetings.Attend & Present Senate Meetings.

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 email 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.

FAQs Continued

I have not yet received a guest access request email, even though my student signed me up. What should I do?Please contact your student to verify that he/she sent your correct email address. Also, check your spam folder to ensure the email 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 email log-in ID you entered on the sign-on page is the same email 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 e-mail to proxy@auburn.edu.

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 email 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.

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.

Cheat Cards (4 x 6 double sided high gloss cards)

Proxy Access to Students Grades & Schedules Parent AccessYou will receive an e-mail 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 at http://www.auburn.eduClick on Gateway To GradesEnter your e-mailEnter 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 view

Student grants access to Grades & Schedules Student 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 e-mail address of your parentClick on Add ProxyFill out PROFILE Click SaveFill out AUTHORIZATION Click SaveClick on Return To Menu to log out

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 well discuss the what all the fuss is about, then well review the program we implemented, then well walk you through the paces of the program as if you were a student and then a parent.

*First of all What is all the fuss about? How many of you have experienced the onslaught of parents that insist on knowing their childrens (students) grades? And you know what they say, FERPA BE dangedI 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 wont 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.

*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.*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.Dont 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, e-mails.just too much. Students felt like it was a severe invasion of their privacy and we whole heartily agreed. *With this in mind we created Gateway To GradesCatchy, huh?Eastern Kentucky is called Web4Parents.*Even 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 8.5.0 General Version. Our delighted IT team put us HOLD. We upgraded AGAIIN at Thanksgiving and started implementation of what Sungard calls Proxy Access.

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