Parent Proxy FAQs

Parent FAQs

What is Proxy access?

“Proxy access” provides an opportunity for University of Portland students to grant access to family members or other designated individuals to view certain student information online or to speak with specific departments regarding the student. The most common scenario for granting Proxy access is so that a family member can view a student’s grades or tuition invoices via the UP Self Serve portal. The person being granted access to the student’s information is referred to as the “proxy”.

Students must initiate the process and fulfill each step in order for the designated Proxy to be able gain access to the Self Serve portal. The required steps to establish Proxy access and consent are necessary to comply with the Family Educational Rights and Privacy Act (FERPA). Once the necessary steps are completed by the student, the designated proxy will receive three emails: one confirming the account has been created and providing a temporary link, one providing an initial password, and one summarizing the process. We ask that you and your student please carefully review the student and parent instructions pages and the information below.

What is 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. 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. Visit the U.S. Department of Education website or the Registrar’s website to learn more about this federal law.

How does my student set up parent proxy access?

Your 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 their account, including who is granted proxy access, the start and stop dates of each proxy account, and permission levels. Instructions for students are available online and additional FAQs for students are available below. Once the necessary steps are completed by the student, the designated proxy will receive three emails: one confirming the account has been created and providing a temporary link, one providing an initial password, and one summarizing the process. You can view the instructions for parents page for detailed instructions.

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 their password?

If you have forgotten your password, go to the proxy login page. Enter the email address used to establish your account and click on the "Forgot Password" button. Two emails will be sent to your email address: one with a temporary link, the other with a new "Initial Password" that you will enter on the page you are taken to from the temporary link. Next, you will be taken to a page where you can reset your password. Please note that Proxy passwords expire in alignment with UP password policy and will require the proxy to reset it regularly.

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. Sometimes students will start the Proxy process but not finish it by selecting the pages they want shared with their proxy. Until the student grants you authorization to view specific pages such as conduct, financial aid details, student accounts details, grades, schedule, etc., you will not see details in your account.  

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 tile 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, they have not granted access to their account information. The parent should contact the student with questions regarding access.

How do I change my proxy email address?

On the Proxy Personal Information page, update the email address then scroll down and select "submit." 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 who has access to a UP Self Serve account has the ability to set up Proxy access.

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 UP at the same time.

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 their 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 have authorized. They cannot make updates to information such as your permanent address.

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.

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, students can log in to UP Self Serve, select Proxy Access, then select the "edit" icon below a specific proxy, then change the Stop Date. To remove access or modify access, scroll down to "Authorizations" and remove the checkmarks for the items you no longer wish to share access to, then select "submit."

Can I view who has accessed information through proxy access?

Yes. Student would click on the "edit" icon below a proxy's name, then select 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 password?

You may reset the password of a proxy by selecting "edit" for a specific proxy, then clicking the "Reset Password" button near the top of the page to the right of the proxy's name and email. The proxy may also reset their password by clicking the Forgot Password button on the login page.