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FAQs


Parent FAQs

What is parent proxy access?

Proxy access provides an opportunity for University of Portland students to grant online access to their student information. This consent is necessary to comply with the Family Educational Rights and Privacy Act (FERPA). 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. In short, 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.

UP students can grant others access to view certain pieces of information in SelfServe. This is called granting “proxy access,” and the person being granted access to the student’s information is referred to as the proxy. The most common scenario is granting a parent or spouse access to a student’s information. Access is granted by email address, so a student uses the email address of the proxy to grant the access.

Once the necessary steps are completed by the student, the designated proxy will receive an email indicating the account has been created and it will provide a temporary link and action password (like a temporary PIN) to complete the authentication process.

How does my student set up parent proxy access?

Your UP 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 his or her account, including who is granted proxy access, the start and stop dates of each proxy account, and permission levels.

Can a proxy account (email address) be assigned for multiple students?

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. 

What should be done if a proxy forgets the PIN?

Go to the proxy login page. Enter the email address used to establish your account and click on the "Forgot PIN" button. An email will be sent to your email address with a unique link and temporary password. You will use this temporary password as the "Old PIN" in the PIN reset process. Another option is to contact your student who can reset it for you.

Why can’t I see all of my student’s information?

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. 

Why would only one child's name appear as a selection for a proxy with more than one child attending University of Portland?

For each student that has identified a person as a Proxy, there will be a tab 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, he/she has not granted access to the account information. The parent should contact the student with questions regarding access.

How do I change my proxy email address?

On the Proxy Access profile page, update the email address and click save. 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.

What if I have another question about parent proxy?

Questions regarding proxy access can be sent to: proxy_access@up.edu.

Student FAQs

Which students can set up Proxy Access?

Any student has the ability to set up Proxy Access who has access to a UP Self Serve account. 

Can a proxy account (email address) be assigned for multiple students?

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 U of Portland.

When a proxy receives access to multiple students' records, am I able to set-up different levels of access?

Yes. Each student who grants proxy access has complete control over the access of his or her account, including who is granted proxy access, the start and stop dates of each proxy account and permission levels.

Can the proxy update my student information?

No. Proxies can only view the student information you authorized.

Can multiple proxies use the same e-mail address?

No. However, if parents share an email address and a student wishes to grant proxy access to both using that address, the student may do so. If this is how the student wishes to set it up, we ask that when completing the first name field, the student enters both first names (example: Mary and David). In the relationship description field, enter “parents” or “mom and dad” so that it is clear to any administrator reviewing the permissions that this email address is for multiple persons.

I am selecting items I want my designee to see, but where is the save button?

The functionality on the Authorization web page where you select the items that you want your proxy to see saves your selection immediately upon each click. There is no save button. To view your activity, select the "History" tab to view the most recent actions and you should see record that you selected the authorizations.

What if I no longer want a proxy to have access?

Access to information can be removed in a couple of ways.  To remove all access for the proxy, the student can login into UP selfserv.up.edu, select Proxy Access, and under the “Profile” tab they may change the Stop Date.  To remove access or modify access, under the “Authorization” tab, remove the checkmarks for the items to be made unavailable to the proxy.

Can I view who has accessed information through proxy access?

Yes. The student would click on the proxy’s name, the profile will be expanded and the student can click on the "History" tab to review the activity for that proxy. The webpage will display the most recent activity including access to information items being granted, information about items being disabled, and details of the proxy's access including what information has been viewed.

Will my proxy be notified if a modification to access is made including removing authorization?

No. There is no automatic notification sent when a modification to those items is made.

How can I reset my proxy's PIN?

You may reset the PIN of a proxy by clicking the Reset Pin button on the Profile tab for that proxy. The proxy may also reset their PIN by clicking the Forgot PIN button on the login page.