Request for Systems Access

As a custodian of student records for the University, the Registrar's Office offers computer systems for use by campus officials to assist in the performance of their job duties. Access to any Registrar computer system is granted on a need-to-know basis to those officials who can demonstrate a legitimate educational interest. Access is granted to the applicant only. Campus temporary employees will only be granted limited access to Registrar computer systems.

How to Apply



1. Complete all employee fields in the top section of the Request for Systems Access form. Please type your answers directly into the interactive form.
2. For each Registrar system(s) you are requesting, select an option from the drop down menu. Your options are add, update, delete, or SA/NC (still active/no changes) . Use the SA/NC option on the system(s) that you already have access to and wish to retain.
3. Demonstrate your Legitimate Educational Interest (LEI) for requiring access to the requested system(s). This is mandatory. Guidelines for proper demonstration are listed below.
4. Indicate whether this is a new position for you or if you are acquiring duties from another employee who has left your office. If the latter, specify the previous employee's name.
5. Print the interactive form by pressing the Print Form button at the bottom of the page.
6. Sign and date the form.
7. Obtain an approval signature from the department head or designee.
8. Deliver the completed form to the Registrar's Office.



Processing Time

Requests are processed within two weeks of submittal. The processing time takes into account probable delays due to intercampus mail, staff work load, or the receipt of an incomplete form.

An incomplete form, or a form that insufficiently demonstrates LEI, will be returned. Your department will need to resubmit the form, with the required information, before your request is processed.

Legitimate Educational Interest (LEI)

A campus official is deemed to have a legitimate educational interest if access to student records is required in order to perform assigned job duties. More information on legitimate educational interest may be found by visiting University of California Policies Applying to the Disclosure of Information from Student Records, section 130.290 .

Guidelines for Demonstrating LEI with Registrar Systems

You may follow the guidelines below to demonstrate Legitimate Educational Interest (LEI) on your Request for Systems Access form. If additional space is necessary to demonstrate LEI, you may include additional pages. Any additional pages must be signed by your department head or designee.

For Access to WebAdmin:

1. Specify or list the type(s) of student information that is necessary to perform your required job duties. Verify this with your supervisor and the responsibilities outlined in your job description. The Registrar's Office requires the exact type of student information you will need to view. Example:
   • "I need access to student transcripts and class schedules."
2. Describe your job functions that require access to the student information you listed. How will you use the student record information? Examples of sufficient demonstrations:
• "I need to view transcripts so I may verify a student's eligibility to take a course."
• "I need to view class schedules so I may verify current enrollment in order to properly advise students."



For Access to WebGrades, GradApp, PMTV, DegreeWorks, WebRoster, ECAF, ESOC, 25Live:

1. Describe your job functions that require access to these Registrar systems. Examples:
   • "I am the course scheduler for my department and will be using 25Live and ESOC for scheduling courses."
   • "I need access to ECAF to make updates to courses."
   • "I will be using WebRoster and WebGrades to help faculty with their course management."



Access to Registrar Computer Systems

It is imperative that all users maintain the Registrar systems' security, as well as the integrity and confidentiality of student records. You must abide by the following rules:

• Do not reveal your password to anyone.
• Do not give anyone access to your account.
• Do not leave any workstation unattended while you are logged on to a Registrar system.
• Your logon ID is considered equivalent to your signature, and you are responsible for all entries made under it.
• Adhere to all other provisions of the campus Computer and Network Use Policy.

Failure to abide by these rules will result in closure of your account and may lead to disciplinary action, up to and including termination of employment and/or dismissal from the University.

Access to Student Records and Disclosure of Information

A number of federal and state laws govern access and privacy of information maintained in university files. Access to student records is governed by federal law: the Federal Family Educational Rights and Privacy Act of 1974 , state law: the Information Practices Act, and the University of California Policies Applying to the Disclosure of Information from Student Records .

Access to student records is given:

• to the individual student
• to university employees with legitimate educational interest
• to third parties with the written permission of the student
• by exception under the law



Public and Directory Information

Normally, the campus will release the following as personally identifiable information which can be made public:

• student's name
• date and place of birth
• address (local and/or permanent)
• campus email address
• telephone numbers
• dates of attendance
• major field of study
• grade level
• degrees and honors received
• number of course units in which enrolled
• enrollment Status (e.g., undergraduate or graduate, full-time or part-time)
• most recent previous educational institution attended
• participation in officially recognized activities, including intercollegiate athletics
• name, weight, and height of participants on intercollegiate University athletic teams
• photo

However, students have the right to refuse to permit any or all of these categories to be designated public information with respect to themselves. More information is available on the Registrar's website section on Privacy and Student Records.

Always check restriction codes or contact the Registrar's Office before giving out information, or check that the inquirer has a signed release from the student. Current campus policy is for restrictions to remain enforced until changed by the student or former student.

Individuals are held personally liable for unauthorized access to and/or release of non-public information from student records.

Maintaining the Privacy of Student Records

It is imperative that the privacy of student records is maintained. The following guidelines will assist you:

• Access only those student records required to perform your duties.
• Never access or update your own record, or that of a friend or relative.
• Ensure privacy of all student records by disposing of information in a secure manner.
• Sign out of the system when ever you leave your workstation.
• Under no circumstance, reveal your password to another individual or allow others use your account.



Violations

Systems access violations include, but are not limited to:

• giving your password to someone
• logging in and allowing someone to use your account
• adding, deleting, or changing another department's schedule or course information without authorization
• viewing the record of a student or former student whose record is unrelated to your duties
• browsing through student records
• releasing non-directory information (e.g., GPA or grades)
• releasing public information that has been restricted
• providing a list of students with a certain GPA or within a certain GPA range
• providing a list of students by gender or ethnicity

Violations will result in closure of your account and may lead to disciplinary action, up to and including termination of employment and/or dismissal from the University.

Removing Systems Access

It is the responsibility of your department to notify the Registrar's Office any time an employee who was granted systems access:

• leaves their position with the University
• changes job duties so that responsibilities no longer require systems access

The Registrar's Office will remove systems access privileges when these instances occur.

Descriptions of Registrar Systems

WebAdmin is a web-based system that allows the user to access student information. Access is limited and is specific to each employee's job duties. You must demonstrate your Legitimate Educational Interest for every type of access you request. Below is a partial list of student information available through WebAdmin.

• Academic Profile (GPA, units enrolled, fee payment information, graduation application, degree(s) awarded)
• Schedules
• Grades

Administrative options which will permit the authorized user to modify student records are also available in WebAdmin. When requesting access to administrative options, you will be required to demonstrate why administrative options are necessary. Below is a partial list of administrative options.

• Enrollment eligibility (bypass prerequisites to allow enrollment in a course)
• Unit authorization (authorize a student to enroll in more than the unit limit)
• Place and remove academic holds
• Approve or deny Enrollment Exception requests (deans and staff only)

WebGrades is a web-based system that allows instructors to submit grades electronically. Instructors may enter individual grades or upload a file. Access to WebGrades is automatically granted to the instructor of record of each course. Only the instructor of record may submit grades. Administrative access offers view-only privileges.

Application for Graduation (GradApp) allows academic advisors to review and process a student's application for graduation. Access is limited to undergraduate academic advisors. Students may view the status of their application in StudentAccess.

PMTV allows the user to modify a student's course enrollment. This bypasses all enrollment checks, including prerequisites, co-classes, and course capacity. Access is limited to the director of each student affairs office and select others.

DegreeWorks is the degree audit program for undergraduate students. This system applies coursework completed and in progress to the student's major degree requirements, and is used to monitor the student's progress toward their degree. Access is limited to undergraduate academic advisors.

WebRoster is a web-based system that provides electronic class rosters with real-time updates. Rosters are available twenty-four hours a day, seven days a week. Access to WebRoster is automatically granted to the instructor of record of each course.

Instructors also use WebRoster to:

• Obtain enrollment authorization codes
• Approve or deny Enrollment Exception requests

ECAF electronically tracks and routes CAFs (course action forms) that change, delete, or replace master course records. A login password is required and will be given during Systems Access training.

ESOC is a web-based application used to display and edit records in the Schedule of Classes. Access is typically granted to departmental schedule of classes coordinators and their backups. Training is required before access is activated.

25Live is the program used to schedule classrooms and other spaces. Access is typically granted to departmental schedule of classes coordinators and their backups. Training is required before access is activated.