Student Affairs Information Technology (SAIT)

Policy on Access to Student Data

FERPA Tutorial and Quiz

Technical support for the Registrar’s Office is provided by Student Affairs Information Technology (SAIT). SAIT hosts several web applications, including SAIT applications and Registrar’s applications. In coordination with the University Registrar, SAIT is responsible for distributing student records data to the campus. SAIT coordinates permission for use of student data. SAIT offers training and support for proper use of student data, including application of the Family Educational Rights and Privacy Act (FERPA) and UC policies pertaining to the use of student data.

SRWeb

 Student Records Web (SRWeb) provides student records data in a variety of formats. Within SRWeb the Student Records View includes information for individual students, as well as a number of student lists. Student lists are organized by major, minor, degrees awarded, class rosters, and several other report formats. Student Records System (SRS) User Guides are available under the Student Records View. The Transcript View allows authorized users to view and print transcripts. The Reports view allows authorized staff to view, print, and in some cases generate their own reports. UCLA logon ID required.

To request access to SRWeb e-mail JIRA. Please put ‘SRWeb access request’ in the subject line of the e-mail, and provide your OASIS logon ID.

For access to Reports in SRWeb e-mail JIRA. Please put ‘SRWeb report request’ in the subject line of the e-mail. You must first obtain access to SRWeb.

For technical support for SRWeb e-mail JIRA. Please put ‘SRWeb support’ in the subject line of the e-mail.

SRDB

 Student Records Database (SRDB) is a near real-time repository of student data and serves as the Operational Data Store for the campus. Using SRS as its primary source, SRDB collates data from other campus sources to support several critical campus services and applications. Supported applications include MyUCLA, SRWeb, the Schedule of Classes, and many departmental databases and web applications throughout campus. The SRDB Application Programming interface (SRDB API) is available to SRDB users.

For SRDB technical support e-mail JIRA. Please put ‘SRDB support’ in the subject line of the e-mail.

To request access to SRDB you may submit a Registrar’s Service Request (RSR), which must be authorized by your Dean, Director, or Chair.

RSR

The Registrar’s Service Request (RSR) application is used by staff, faculty, and student organizations to submit requests for student data. Services include access to SRDB, authorization for use of student data from the Enterprise Directory (Shibboleth), modifications to existing student records reports or development of new reports, mass e-mails to students, and student address information for bulk mailings. Requests are approved based on the University Registrar’s Policy on Access to Student Data. UCLA logon ID required.

For RSR support e-mail Service Request Administrator.

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 and above, or Firefox 3 and above. UCLA logon ID required.

For CIMS support contact Leann Hennig, 56704, or Kathleen Copenhaver, 67045.

FERPA Training

SAIT offers training and support for proper use of student data, including application of the Family Educational Rights and Privacy Act (FERPA) and UC policies pertaining to the use of student data. For FERPA training go to the online FERPA Tutorial and Quiz. UCLA logon ID required. For FERPA questions please contact Valerie Romero, 60231.

JIRA

JIRA is the issue tracking system used by SAIT. Requests for service may be emailed to JIRA. Staff that have a JIRA account may logon at http://jira.uclanet.ucla.edu/jira . UCLA logon ID required.

SRS and SRWeb Training

The Registrar’s Office provides SRS and SRWeb training. To schedule training contact Brenda Moore, 51354.