Information for Faculty and Staff

Faculty and Staff

As of June 2016, a new online portal in Banner, called the Guest Access Portal, offers students a new way to grant parents/guests access to their education records. 
 

Portal. Permission. Passphrase.
  • The Guest Access Portal is the preferred method to provide access to a student's education records.
  • Students create guest user accounts and assign access to specific pieces of information to anyone they choose.

  • Guest users can potentially view items such as a student’s class schedule, mid-term and final grades, unofficial academic transcript, financial aid, and student account activity.

  • The Guest Access Portal is NOT a blanket authorization allowing access to ALL the student’s educational records.
     
  • Faculty/staff must check each student’s guest access names and the modules for which they have provided access. 
     
  • Requests to access student information should be made directly to the student.
  • Each guest can be given a unique passphrase as an option to help you confirm the identity of the person on the phone.
     
  • After confirming the passphrase, staff must also check the specific information the student has given access for that specific guest.
  • Use the Guest Access Authorizations link in Banner Self-Service or GPAPRXY in Banner to check each student’s guest access names and the banner screens for which they have provided access. 


View step-by-step instructionsTwo ways to view the passphrase and specific guest access

1) Use GPAPRXY (For staff who have access to Banner Forms)

  • Step 1: Locate GPAPRXY form, and enter student ID.

  • Step 2: Do a Next Block

  • Step 3: Confirm the guest’s identity by viewing the Proxy Information section. Once the guest has confirmed their knowledge of the student’s passphrase, you can discuss only the information items checked in the Authorization List, such as the student’s Final Grades

2) Use Banner Self-Service (For Faculty/Staff Who Do Not Have Access to Banner Forms)

  • Step 1: Log into Banner Self-Service and select the Faculty and Advisor’s tab

  • Step 2: Scroll down the list of links until you find “Guest Access Authorizations".

  • Step 3: Click on the link and search for the student. The next screen will show the student's guest and the pages they have been granted access to view. 

Please pay attention to specific access per guest

  • For example, just because a guest is allowed to view a student's midterm or final grades, does not give you permission to discuss the quizzes, essays, or other work that might have led to that grade.

Student example: 

  • A student may allow one parent to view only their grades. For another guest, they may allow access only to their financial aid records. 
  • University faculty/staff need to confirm which parent/guest has access to which information before speaking to anyone about information on a student’s record.
  • Also, the student can change access for his/her guest and can also choose to stop guest access to his/her information at any time. Therefore, it is necessary to check the Guest Access Portal for every time you speak to a parent/guest.

We encourage faculty/staff to ask students to use the new Guest Access Portal. However, if you are in a situation where you need to use the online form, it is still available here.