Proxy Instructions & FAQs for Families
Proxy Instructions & FAQs for Families
After students have initiated the process of granting Proxy access, the parent or guardian who has been designated as the “Proxy” will receive three emails containing instructions on how to access and setup their account. Email 1 contains a link to a temporary login page. Email 2 contains a temporary password. Email 3 summarizes the the process. Please see below for further instructions.
Proxy User Account Setup
Step 1: Open Email 1 and Click on Temporary Link
You will have received three emails with a subject line containing, “...UP Proxy New Relationship...”. Open Email 1, read it carefully, then select the link at the bottom of the email, which will take you to the page pictured in Step 2 below.
Step 2: Open Email 2 and Enter your Initial Password
Once you’ve clicked on the temporary link, you should see a page as shown below. Now return to your inbox, open Email 2 and read it carefully. Next enter the Initial Password included in Email 2 in the field pictured below and select submit.
Step 3: Establish a New PIN
- Enter your email address.
- Enter the “Initial Password," from Email 2, which you just entered on the previous page.
- Enter a new password. This will be your password for logging in moving forward. Please note the PIN must be a minimum length of 10 characters, and a combination of uppercase letters, lowercase letters, and numbers is recommended.
- Re-enter your new password in the Validate Password field.
- Click Submit.
Step 4: Complete the Proxy Access Profile
Please complete your profile information pictured below. Once completed, you will be able to view information authorized by your student. Please keep your Proxy profile information up-to-date.
Please note, you may change the email used for your account if you would like to. In this case you will receive two additional emails, one addressed to the old email and a second addressed to the new email to confirm your intent to change your credentials.
Step 5: View Info and Sign Out
After clicking submit, you should see a page similar to the one pictured below:
- You can view all the information the student has authorized you to view by selecting from the "Select to view" dropdown. If you do not see second white box pictured below, please make sure your student has completed step 3 on the student instructions. A student is able to authorize access to information such as student accounts, financial aid, personal information, student information, and student conduct.
- You can view or edit the personal information you inputted in Step 4.
- In order to sign out of Self Serve, select the person icon in the top right, then select Sign out.
Step 6: Future Access
The temporary link provided in Step 1 is specifically for you to create a Proxy Access account. In the future, you will need to login and access your Proxy account by going to proxyaccess.up.edu. We encourage you to bookmark proxyaccess.up.edu and up.edu/parents/parent-proxy for easy access in the future.
Parent FAQs
“Proxy access” provides an opportunity for University of Portland students to grant access to family members or other designated individuals to view certain student information online or to speak with specific departments regarding the student. The most common scenario for granting Proxy access is so that a family member can view a student’s grades or tuition invoices via the UP Self Serve portal. The person being granted access to the student’s information is referred to as the “proxy”.
Students must initiate the process and fulfill each step in order for the designated Proxy to be able gain access to the Self Serve portal. The required steps to establish Proxy access and consent are necessary to comply with the Family Educational Rights and Privacy Act (FERPA). Once the necessary steps are completed by the student, the designated proxy will receive three emails: one confirming the account has been created and providing a temporary link, one providing an initial password, and one summarizing the process. We ask that you and your student please carefully review the student and parent instructions pages and the information below.
FERPA is a federal law that protects the privacy of students and prohibits institutions of higher education from disclosing any student information, including financial information, without the explicit authorization of the student. In accordance with the FERPA, University of Portland has established guidelines regarding access to and release of educational records. FERPA allows UP to release “directory information” without the consent or knowledge of the student, unless the student has notified UP in advance that such information is not to be released. Visit the U.S. Department of Education website or the Registrar’s website to learn more about this federal law.
Your student has the ability to set up proxy access by logging into their UP Self Serve account. The student who grants proxy access has complete control over the access of their account, including who is granted proxy access, the start and stop dates of each proxy account, and permission levels. Instructions for students are available online and additional FAQs for students are available below. Once the necessary steps are completed by the student, the designated proxy will receive three emails: one confirming the account has been created and providing a temporary link, one providing an initial password, and one summarizing the process. You can view the instructions for parents page for detailed instructions.
Yes. Proxies are identified by e-mail address, and multiple students can assign that proxy account access using the same email address. This is particularly useful in the case of siblings attending the University of Portland. However, each student must identify and grant access to their proxy.
If you have forgotten your password, go to the proxy login page. Enter the email address used to establish your account and click on the "Forgot Password" button. Two emails will be sent to your email address: one with a temporary link, the other with a new "Initial Password" that you will enter on the page you are taken to from the temporary link. Next, you will be taken to a page where you can reset your password. Please note that Proxy passwords expire in alignment with UP password policy and will require the proxy to reset it regularly.
Only the student granting the proxy access can change the permissions that are granted. University administrators and the UP Help Desk cannot change the permission settings for proxies. Sometimes students will start the Proxy process but not finish it by selecting the pages they want shared with their proxy. Until the student grants you authorization to view specific pages such as conduct, financial aid details, student accounts details, grades, schedule, etc., you will not see details in your account.
For each student that has identified a person as a Proxy, there will be a tile with each student's name. When you select a name, you will see the listing of the items that that student has authorized you to see. To be in compliance with FERPA, the student has complete control over what information can be viewed by each user. If the student's name does not appear, they have not granted access to their account information. The parent should contact the student with questions regarding access.
On the Proxy Personal Information page, update the email address then scroll down and select "submit." The system will then send two email messages. The first email is sent to the old email address to indicating that a request for a change from this address has occurred. The second email is sent to the new email address indicating that a change to this address was initiated. The second email contains a unique link which the proxy should click to confirm the change is correct.
Questions regarding proxy access can be sent to: proxy_access@up.edu.