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Privacy and Proxy Access

Granting Access to Your Records

The Family Educational Rights and Privacy Act (FERPA) is a federal law that protects the privacy of student education records. These rights transfer exclusively to the student when he or she reaches the age of 18 or attends a school beyond the high school level. Once a student begins college, their academic information can only be shared if they give written consent (proxy) for others, including parents, to access it.

Records You Can You Give Access To

Students are encouraged to set-up Proxy Access to permit named individuals "view-only" access to their records. Proxy Access is required for parents/third parties to view records such as:

  • Financial aid
  • Billing information
  • Grades

Students must grant proxy access for trusted individual(s) through the myPennWest Portal using the process below. 

Note: Proxy access is also required for third-party, electronic bill payments. More information is available on our Student Accounts web page. 

 

Policy AC053: Family Educational Rights and Privacy

Setting Up Proxy Access

Proxy access consent is set up in the myPennWest Portal. 

  1. Sign in to the myPennWest Portal and access Student Self-Service
  2. Click Personal Information from the navigation
  3. Select Proxy Management
  4. Click + Add New
  5. Complete all fields. Use the description field to add the specific relationship based on the selection in the relationship drop-down (mother, grandparent, spouse, etc.)
  6. Create a Passphrase – special word or phrase – for the individual to provide to faculty/staff when discussing your records
  7. Check/uncheck boxes under the Authorizations heading to grant access to selected records
  8. Click Submit
  9. On the Proxy Management screen, click the blue pencil icon for the individual you just added
  10. Under Proxy Information, click Email Passphrase located under the Passphrase box. The individual you have added will now have received all the emails necessary to finish setting up their Proxy account
  11. Complete steps for each individual you wish to give access to your records

Each individual granted proxy access must confirm their Proxy Portal Account.

The proxy user will receive two emails from registrar@pennwest.edu:

  1. New Proxy Account -  Contains hyperlink to activate account.  Read the email and click the hyperlink. This is the password change link for the temporary password in the next email.
  2. Action Required - Proxy Account - This email has the temporary password which you will use to create a new password for your proxy account; copy the temporary password and paste it into the "Initial Password" field on the password change page and click "Submit."
  3. On the next screen, as proxy account holder you will be prompted to enter your username (email address), initial password (from the email) and new password. Click "Submit."
  4. After changing your password, you will be prompted to sign in with your username (email) and new password.
  5. Once signed in, the proxy account holder should complete all Proxy Personal Information. All required profile fields are marked with an asterisk (*).
  6. Once finished, click Submit.

After completing the account setup, the proxy account holder can view selected records by using the "Proxy Access" login link found under "Other Services" at my.pennwest.edu. 

To view records you have been given access to, login using the Proxy Access link. This link is also found on the myPennWest sign-in page.

Access Notes

  • Parents/Supporters will receive a third, one-time email from registrar@pennwest.edu with the subject “PennWest – FERPA Passphrase” containing a Passphrase selected by the student.  This passphrase must be used when requesting information on the phone or in-person. 
  • Log in and use "Personal Information" to change your password or email address as needed. 
  • If you did not receive the emails/instructions to confirm or access your Proxy Account, or you surpass the 5-day period and your link becomes invalid, your student can resend the information through their myPennWest Portal account.
  • Your student can remove your Proxy account at any time. You will receive an email notification if your access has been removed.
  • You can only view your student’s information; the student must request any updates to their records.