Proxy (Guest) Access
Proxy (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, and/or insurance information to any proxy you want. You can control which information each of your proxies 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. Proxy Access allows you to completely customize who, if anyone, gets to see what.
Why did we do this?
Some form of proxy or 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. 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. It is important to remember that this is your data and that you are controlling what gets shown to whom.
Some important things for the student to remember:
- If you have multiple proxies, each proxy must be set up separately and therefore can have access to different kinds of information.
- You can add or remove access to particular kinds of information for each proxy whenever you want.
- Proxies cannot perform any actions (they cannot add or drop any courses, accept Financial Aid or make changes to your information, including the proxy information). They can choose to make a payment if they wish (if you have granted that type of Bursar access) 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 Proxy 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 proxies.
- If you and your sibling, cousin,etc. assign proxy access to the same person, please use the same e-mail address to prevent confusion for your proxy at login.
- If your proxy has lost her/his activation e-mail, you can resend it from the same Relationships page.
What does your proxy need to do?
Your proxy will receive an activation e-mail. Once a proxy selects the activation link within the e-mail, they will be asked to create an account and password. The activation link is only to be used once to create their account and password. After the initial creation of their account and password, the proxy will then access your information by going to DukeHub. They will then select the Student Proxy button in the menu on the right and 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 proxies to remember:
- Only the student 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 someone proxy access, you have not explicitly given the office permission to discuss your record with that proxy.
- A proxy can be given access by more than one student at a time (for instance, if there are siblings enrolled).
We hope you find this service helpful. If you currently have given your NetId/Password to someone, please change the password and use proxy access instead. As always, if you have any feedback on how this functionality works for you, please feel free to write directly to firstname.lastname@example.org.