Systems Access Policy

Questions?

E-mail the registrar staff.

Office of the Registrar Policy

Access to Student Records in ADIN and Access Plus

Basic access to student records is handled by virtue of an instructor or adviser'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 Adviser's assigned advisees is handled by automatic group assignment for new students or by individual assignment at the college level based on the individual adviser's responsibilities. Contact Denise 4-0767 dtimber@iastate.edu to have a faculty member designated as an adviser.

When a staff member needs a 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. Refer to Systems Access Procedures in Information for Departments.

Once the ADIN menu is created, contact the Registrar's Office data steward, Diane Rupp drupp@iastate.edu to request the appropriate level of access. 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.registrar.iastate.edu/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 or forward a pdf copy via e-mail to drupp@iastate.edu. 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. See information about FERPA at http://www.registrar.iastate.edu/info/ferpanotice.html

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 adviser, instructor (handled automatically), departmental support (graduate, undergraduate or both) staff, departmental advising coordinator, graduate programs director, departmental chair. Contact the Office of the Registrar data steward by phone [515] 294-1566 or email drupp@iastate.edu 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 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.