Systems Access Information

Questions?

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Office of the Registrar Policy

Access to Student Records in ADIN and Access Plus

Basic access to some student records is handled by virtue of an instructor or advisor's assignment. Basic access to Class Lists for Instructors is assigned automatically through the Course Offering system by departmental or college staff. Basic access to an Advisor's assigned advisees is handled by automatic group assignment for new students or by individual assignment at the college level based on the individual advisor's responsibilities.

When a staff member needs some level of access to Student Records in ADIN and/or Access Plus that is higher than Advisor or Instructor level, the department must verify that an ADIN ID and menu has been established. The following ITS Coordinators form http://www.it.iastate.edu/forms/administrative/access.html will allow ITS Customer Services to establish the ADIN ID and menu.

Once the ADIN menu is created, contact the Registrar's Office Data Steward, Clare Smith-Larson cssmith@iastate.edu to request the appropriate level of access defined below. As a first step in establishing access, each person must sign a Departmental Employee Confidentiality Agreement form located on the Registrar's Office Form page:

http://www.public.iastate.edu/~registrar/forms/empl-conf.pdf

Each staff member who works with Student Records on-line must read, sign and return a copy of the agreement form to the Registrar's Office. This agreement must be renewed annually. It is recommended that a designated person in each department retain copies of the Agreement forms on file and FAX or send a .pdf copy to the designated FAX number [515] 294-2034. Annual reminders will be sent to the designated contact person, generally the Administrative Specialist or Departmental Secretary. These are required based on FERPA law, Iowa State and Registrar's Office policy and must be completed on an annual basis for access to continue.

Then, In order to receive on-line access to Student Records, determine the category you or the staff member for whom you are requesting access falls in. The primary categories are Advisor, Instructor, Departmental Support (Graduate, Undergraduate or both) staff, Departmental Advising Coordinator, Graduate Programs Director. Contact the Registrar's Office Data Steward by phone [515] 294-0761 or e-mail (see above) to initiate the process.

Once the level of access has been agreed upon and the Confidentiality Agreement forms has been signed, the access to ADIN or Access Plus or both will be granted. On-site one-on-one or group training is available. Contact the Data Steward or Associate Registrar for Systems to schedule training.

Note for departments:
Please contact the Office of the Registrar Data Steward when any student employees with access to Student Systems leave their job position.