Registrar’s Information Services

Policy on Access to Student Data

FERPA Policies

FERPA Quiz

Registrar’s Information Services provides support services to department staff, faculty, and campus groups. Services include database development, customized reporting, application support, training, and consulting.

CIMS

The Course Inventory Management System (CIMS) is a campuswide comprehensive online application used to manage over 10,000 courses in the UCLA course inventory, and to direct their routing through a complex course approval process. CIMS works with Internet Explorer 5.5 or above. Contact Leann Hennig, 56704, or Kathleen Copenhaver, 67045. Login ID and password required.

Registrar's Service Request

The Registrar's Service Request (RSR) application allows staff to submit requests for Registrar's Office data or access to it, replacing the User Service Request (USR) form. Services include mass e-mail to students, student addresses for bulk mailing, reports of students, connectivity to Student Records Database (SRDB), and access to any Registrar's Office web application. RSR works with Internet Explorer. Requests are approved based on the University Registrar's Policy on Access to Student Data. Contact the RSR administrator. Login ID and password required.

Reporting and Communication Services

To request customized reports from the mainframe, access to SRDB, address labels, or mass e-mail distribution, complete a Registrar's Service Request (RSR) form. Contact Jean Chao, 54094.

SRDB

The Registrar's Office Student Records Database (SRDB) is a unique student data warehouse that supports a wide variety of campus applications and services. Using mainframe data as its primary source, SRDB brings together data from many campus sources to provide data for such applications as MyUCLA, SRWeb, course webpages, the Schedule of Classes, departmental databases, and ad hoc queries and reporting. Lists of current projects in development and projects in production are available. Contact Martin Bjel, 60210, for consulting. Login ID and password required.

SRS User Guide

The three-part SRS User Guide presents OASIS-based CICS screen instruction for Student Information Systems, Student Records Menu, and the Events System. The guide includes a main menu section and chapters covering the major screens in each area. Each screen is described on its own page with a screen shot plus instructions and helpful information. The guide is available online as a PDF file. Access is limited to those who use the documented systems. Password required.

SRWeb

The Student Records Web (SRWeb) provides a wide range of department, course, and student information including course grading status summaries, lists of students in selected majors and minors, rosters, PTE numbers, Study Lists, and term grades. Contact Randolph Cirilo, 63029, or Donny Morada, 53327. Login ID and password required.

Training

The Registrar's Office offers group and individual training sessions to staff and faculty in student privacy, the federal Family Educational Rights and Privacy Act (FERPA), the various student records systems, and specific SRS screens. Contact Brenda Moore, 51354.