Putting Student Record

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Putting Student Record Information at Parents
Fingertips Julie Selander One Stop Student
Services Office University of Minnesota
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Todays Students

• Exposure to an ever-increasing level of
  information
• On the cutting edge of technology
• Expect instant gratification
• Like to multi-task
• May have Helicopter Parents or heavily involved
  parents

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Todays Parents

• High level of daily interaction between the
  parent and student
• Shift from parent as controller to parent as
  partner
• Increasing levels of parent interest and
  involvement
• Considered a critical secondary audience
• Growing institutional interest in parent
  partnerships

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Parents of Millennial Students

• The number one thing to realize with the
  Millennials is that as a whole they reflect much
  more parental perfectionism than any generation
  in living memory. Colleges and universities
  should know that they are not just getting a kid,
  but they are also getting a parent.
• William Strauss, Millennials Rising

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Managing Parents

• How do we (and should we) help parents cut the
  cord?
• Making parents happy versus allowing students to
  transition into college life and adulthood
• Do students want their parents involved?
• We both have the same goal helping students be
  successful

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FERPA 101

• Family Educational Rights and Privacy Act (FERPA)
• Need to know is the basic principle
• Written request from student required for release
  of information
• Directory information a matter of public record
• Examples of what cannot be released

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Staying Compliant Keeping Parents Happy

• How do we help these two conditions co-exist?
• Keeping parents informed on what they need to
  know
• Communicate with parents on what FERPA is and why
  it exists
• Creating paper or electronic means to share
  information with parents

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University of Minnesota Twin Cities

• Located in the heart of Minneapolis/St. Paul
  metropolitan area
• Largest of 5 campuses
• Made up of 17 colleges and professional schools
• Offers bachelor, masters, doctoral, and
  professional degrees
• Enrollment for Fall 2007 was 50,883

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One Stop Student Services

• Integrated and seamless service in the areas of
  registration/enrollment, financial aid, and
  student accounts receivable/billing
• E-mail, phone, in-person and web services
• 3 locations on campus
• Cross-trained professional staff

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Web Culture at U of MN

• University One Stop web page receives 4 million
  hits per week (sometimes 1 million hits per day)
• 92 of students register for courses on the web
• 100 of students accept financial aid on the web
• 75 of students pay tuition bill on-line
• E-mail is official means of communication

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Releasing Information U of MN History

• Although FERPA has been in place since 1974,
  confusion and inconsistency remained regarding
• What information could be released
• To whom it could be released

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Releasing Information U of MN History

• Instituted paper form, which helped, but issues
  remained
• Much staff time required
• Access available only during office hours
• Paper form not always accessible
• As a result, students often gave parents their
  user ID password!!

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Project Objectives

• Provide students a way to release student record
  information electronically
• Allow parents/guests a way to get information at
  any time
• Eliminate time-consuming paper process
• Maximize professional resources

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Existing Student Self-service Web Applications

• Enrollment Information
• Grades
• Holds
• Financial Aid Status
• Financial Aid Awards
• Student Financial Transactions

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Challenges

• How do you electronically connect two people in
  your database while ensuring?
• No FERPA infractions
• No secure data sent via e-mail
• No manual intervention
• No record duplication

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How it Works

• Step process to ensure FERPA compliance and
  security
• Step 1 Student sends invitation
• Step 2 Parent/Guest accepts invitation
• Step 3 Student selects record information to
  release
• Step 4 Parent/Guest can access information

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Step 1 (Student) Send Invitation

• Student logs in with University ID/Password
• Clicks Invite New Guest
• Completes e-mail template

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Step 1 Send Invitation
Click Invite New Guest
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Step 1 Send Invitation
Complete e-mail template
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Step 1 Send Invitation
Invitation Successful
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Step 1 Send Invitation

• Invitation valid for two weeks
• Invitation can be revoked during that time

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Invitation Retraction
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Invitation Retraction
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Invitation Retraction
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More Information Link
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Step 2 (Parent/Guest) Accept Invitation

• Parent/Guest receives e-mail invitation
• Clicks on link to accept
• Submits demographic information
• System creates user profile if needed
• System links guest ID to student ID

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Step 2 Accept Invitation
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Step 2 Accept Invitation
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Step 2 Accept Invitation
Enter demographic information
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Step 2 Accept Invitation
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Step 2 Accept Invitation

• Real-time match to database determines whether
  parent/guest identity already exists
• Match
• guest updates password if needed
• No match
• system generates user profile
• guest creates password
• system sends login information

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Step 2 Accept Invitation
Set password
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Step 2 Accept Invitation
Confirmation that registration is complete
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Step 2 Accept Invitation
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Step 3 (Student) Select Information to Release

• Student receives e-mail that parent/guest has
  registered
• Selects type of information to release
• Agrees to terms and conditions

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Step 3 Select Information to Release

• In addition to view-only access of web
  applications, this permission allows for phone,
  e-mail, and in-person release of information

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Step 3 Select Information to Release
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Step 3 Select Information to Release
Click on Update Access
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Step 3 Select Information to Release
Select Campus
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Step 3 Select Information to Release
Set access level
Preview guest view
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Step 3 Select Information to Release
Terms and conditions
Granting view-only access to your financial aid
status allows access to the information displayed
through the preview link in addition to the
following information through phone, e-mail, or
in-person contact
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Step 3 Select Information to Release
Grant Access
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Step 3 Select Information to Release
View access rights
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Student Revokes Access
When student revokes access, no email sent to
parent/guest
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Step 4 (Parent) Access Student Information

• Parent/Guest logs in using own user profile and
  views the students record information
• Real-time information 24/7
• View only no update capabilities

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Step 4 Access Student Information
Parent/Guest View
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PeopleSoft Staff ViewUM Use Guest Access
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Implementation Publicity

• Parent and student orientation
• Advertisements in student paper
• Quick link on One Stop home page
• Parent Program collaboration
• Flyers/Brochures
• E-mail announcements

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Implementation Usage

• Total Invitations Sent
• June 2005 June 2006
• 4,529
• June 2006 June 2007
• 5,937
• June 2007 June 2008
• 7,310
• Total 17,776

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Implementation Usage

• Current Access Granted
• Student Account 12,079
• FA Status 11,799
• View FA Awards 11,690
• Enrollment Summary 10,574
• Holds 9,971
• Grades 8,886 Total Applications
  64,999

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Project Results

• Reduced parent questions to One Stop
• Eliminated paper release forms processing
• Increased understanding of student accounts and
  student financials
• Demystified complex financial aid processes
• Promoted student and parent communication to
  resolve problems

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Questions?

• Julie Selander
• One Stop Student Services
• Phone [phone]
• e-mail goode021_at_umn.edu