Registrar’s Information Systems

Policy on Access to Student Data

FERPA Tutorial and Quiz

The Registrar’s Office distributes student records data to the campus and hosts several Web applications. It also 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

The 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 also available under the Student Records View. The Transcript View allows authorized users to view and print transcripts. The Reports View allows staff in academic and administrative offices to view, print, and in some cases generate their own reports.

For technical support, contact regtech@registrar.ucla.edu. For access to SRWeb, send e-mail to Brenda Moore with your OASIS logon ID. For access to Reports in SRWeb you must first obtain SRWeb access, then email Carol Steinberg UCLA logon ID and password required.

SRDB

The Student Records Database (SRDB) is a near real time repository of student data and serves as the Operating Date Store for the campus. Using SRS as its primary source SRDB brings together data from other campus sources to support several critical campus services and applications, including MyUCLA, SRWeb, the Schedule of Classes, and many departmental databases and web applications. The SRDB Application Programming Interface (SRDB API) is available to SRDB users. For SRDB support contact Martin Bjel, 60210 UCLA logon ID and password required.

RSR

The Registrar's Service Request (RSR) application is used by staff, faculty, and student organizations to submit requests for Registrar’s Office technology services. Services include access to SRDB, authorization for use of student data from the Enterprise Directory, modifications to existing student data reports or development of new reports, mass emails to students, and student address information for bulk mailings. Requests are approved based on the University Registrar's Policy on Access to Student Data. For assistance, send e-mail to servicerequest@registrar.ucla.edu. UCLA logon ID and password required.

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. Contact Leann Hennig, 56704, or Kathleen Copenhaver, 67045. UCLA Logon ID and password required.

Training

The Registrar's Office offers group and individual training sessions to staff and faculty. Training includes use of SRS screens, SRWeb, FERPA, and student records privacy policies. For a tutorial and quiz on the federal Family Educational Rights and Privacy Act (FERPA), see the FERPA Training page. To schedule an in-person training session, contact Brenda Moore, 51354. For FERPA questions, contact Valerie Romero, 60231.