Guest Access is a feature in DukeHub that is optional and allows you to assign access to certain parts of your academic, financial aid, bursar, or insurance information to any guest you want. You can control which information each of your guests can see. For example, you can allow both, either or neither of your parents to see your grades, that is up to you. If your Uncle Jack helps to pay your tuition but does not need to see your financial aid package, you can allow her/him to see only your bill. If your employer needs to verify that you are taking classes, but does not need to see your grades, you can do that too. The default option is that nobody other than you can see any of your official student records. Guest Access allows you to completely customize who, if anyone, gets to see what.
Why did we do this?
Some form of “Guest access” to student records has become standard at most universities, and for the same reasons we feel it is important to provide this option. Guest Access in ACES allows Duke students a secure way to provide specific information to parents or employers. It allows students to deliberately choose which information someone other than themselves can view. Very importantly, it removes any need for a student to share his or her NetID and password, which could allow a third party to make changes and updates while logged in as the student. Providing a safe and secure way for a student to grant permission to view his or her information also keeps the University in compliance with regulations mandated by the Federal Education Records Privacy Act (FERPA). FERPA prohibits educational institutions from releasing most student information without express student consent. We have certainly had lots of requests from parents to see their student’s information, particularly their financial account. We have also had a number of students asking to be able to grant access to financial and other information to parents and other family members. At the same time, we understand that there are also some students who do not want to provide this information to their parents or employers. Therefore, to accommodate all involved, we created a way for students to grant access to whomever they want, and to specify the type of information to show. It is important to remember that this is your data and that you are controlling what gets shown to whom.
What do you need to do?
If you would like to grant a guest access to your information you can do so in ACES. On your ACES homepage, under the Personal Information section at the bottom of the Student Center home page, select the Relationships/Guest link. On the Relationships page you can add guest access to an existing relationship (or create an entirely new relationship to which you can add access). You will be asked to verify the e-mail address of your guest. (This address will be their login ID, so it is important that it be correct from the start.) Then you can select which items you want that guest to see. Once you are done selecting access you will need to SAVE at the bottom of the page. At this point, you will be asked to verify that you are aware of your rights to your data, and that you are allowing this guest to see the information. You and your guest will both receive an e-mail saying that access to information has been granted.
Some important things to remember:
- If you have multiple guests, each guest must be set up separately and can have access to different kinds of information.
- You can add or remove access to particular kinds of information for each guest whenever you want.
- Guests cannot perform any actions (they cannot add or drop anything, accept Financial Aid or make changes to your information, including the guest information). They can choose to make a payment if they wish or you may grant access so that they may enter your Student Medical Insurance information.
- You can remove access at any time. You do not need to delete the Relationship, or the person listed,just remove their Guest Access. You may still want that person to receive other University correspondence, or keep them as an emergency contact.
- You can have up to 10 guests.
- If you and your sibling, cousin,etc. assign guest access to the same person, please use the same e-mail address to prevent confusion for your guest.
- If your guest has lost her/his activation e-mail, you can resend it from the same Relationships page.
What does your guest need to do?
Your guest will receive an activation e-mail. Once guests select the activation link within the e-mail, they will be asked to create an account and password. They will then be directed to the Guest Access server, where the information you granted will be displayed. After signing an acceptance of use policy, they will only be able to view information you granted.
Some important things for your guests to remember:
- Only you can grant access to this information; Duke offices cannot and will not change the access you have granted, as mandated by FERPA.
- Duke offices also understand that even though you have given a guest access, you have not explicitly given the office permission to discuss your record with that guest.
- The guests e-mail address is her/his log-in id.
- The guest should bookmark the link or use the URL guest.siss.duke.edu.
- A guest can be given access by more than one student at a time (for instance, if there are siblings enrolled).