Basic Student Records Access FAQs

An automated process has been implemented to grant PeopleSoft basic student records access to employees in departments based upon job roles/ responsibilities, excluding student workers and temps. To maintain the access, employees must complete the CSULearn Data Security and FERPA training within the timeframe required after it has been assigned.  Access will be removed if the employee is not compliant with the training requirement or no longer in a role that requires the access. In addition, a set of SAMI Gateway reports has been granted to the employee if the employee has this PeopleSoft basic student records access assigned.

• What is included in the Basic Student Records Access?
  • This access provides VIEW to student records such as personal information, enrollment summary, unofficial transcript, grades, class information, etc.
• Am I notified when the PeopleSoft access is granted or removed?
  • Yes, notifications will be sent to your preferred email address. 
• As a manager of the employee, what communications will I receive?
  • Managers will receive email notifications for the following conditions: when access is granted, removed, restored and weekly reminders when their employee(s) training due date is approaching.
• Am I notified when I need to take the CSULearn Data Security and FERPA training?
  • Processes in the SJSU University Personnel and the CSU Chancellor’s Office determine when the Data Security and FERPA training is assigned to you. This typically occurs within the first week of starting in your position at SJSU.  You will receive email notifications from CSULearn along with the due date.  For more information on CSULearn and assigned training, please visit the SJSU UP CSULearn website or contact the team at csulearn@sjsu.edu. 
• Once I’ve taken the training, do I need to take it again?
  • You will need to recertify every two years. Email notification to recertify will be sent from CSULearn along with the due date.  For more information on CSULearn and assigned training, please visit the SJSU UP CSULearn website or contact the team at csulearn@sjsu.edu. 
• How long is the Data Security and FERPA Training module accessible in CSULearn?  Will I be able to take it even though my training status is overdue?
  • The Data Security and FERPA Training assignment remains in your CSULearn account indefinitely.   Yes, you may access it and complete the training even after your assignment is overdue.
• I currently have access to the Academic Advisor Role.  Will my access to the advising pages be affected by this new process?
  • No, your access to the advising pages will not be affected since the Academic Advisor Role is separate from this role.
• I need more access to student records than what I currently have.  How do I request for additional pages in PeopleSoft?
  • You can go to the IT Security Forms page and submit an online PeopleSoft System Access form.
    Note: If you are requesting access to place or release specific service indicator(s), be sure to indicate both the service indicator code and reason in the Additional Notes section of the form.
• I do not have access to view student records such as personal information, enrollment information, unofficial transcript.  How do I get access?
  • You will need to request access by going to the IT Security Forms page and submit an online PeopleSoft System Access form.
    Note: If you are requesting access to place or release specific service indicator(s), be sure to indicate both the service indicator code and reason in the Additional Notes section of the form.
• How do I find out what student records access I need?
  • You can start the discussion with your manager.

Related SAMI Gateway Reports FAQs

• What is included in the SAMI Gateway reports?
  • As a staff you will have access to the following reports: Eligible Not Enrolled, Enrolled No Grad App, Enrolled Student Roster, Academic Notice/DQ, Student Lookup, Graduation Roster. 
• How do I access the SAMI Gateway reports?
  • Go to the SAMI Gateway tile on one.sjsu.edu to learn more about SAMI.  Click on the Start button on the top right hand corner of the page.  Click the Login button to launch SAMI Gateway.  To learn more about these reports, click the SAMI Service Directory button on the top right corner of the page. 
• I need access to other SAMI Gateway Reports.  How do I request additional reports?
  • You can request through the SAMI Gateway Access Request Form tile on one.sjsu.edu.

Additional Help

Contact the Registrar’s Office at registrar@sjsu.edu.  

Please specify in the email subject:  Question on Basic Student Records Access