Proxy Access

Students may authorize a parent or other individual access to certain portions of their academic records.  These individuals are known as proxy users. Through myBama, students can create proxy user accounts and assign access to specific pages within myBama allowing proxy users to potentially view a student’s class schedule, grades, transcripts, degree applications and contact information.

After students set up a proxy account, the proxy user will receive email instructions on how to access the proxy system.  See below for more information on setting up a proxy account.

Proxy User Setup Steps

1. Log into myBama.
2. Select the Student page.
3. In the Academic and Student Services channel, click “Academic Records and Curriculum” then select “Proxy Access”
4. Read the Proxy Access Consent Agreement and click Continue if you agree to the terms.
5. Click Add Proxy.
6. Enter your proxy user’s first name, last name, and email address in the appropriate fields and click Add Proxy.
7. Once you have entered the required information, click on your proxy user’s name to expand their information and continue the process.
8. On the Profile tab, use the description field to add a personal note describing this proxy user (dad, mom, soccer coach, company name). This description is for your use only and will not be included in any communications to your proxy user.
9. You will see start and stop dates that have been pre-populated.  The start date will reflect today’s date and the end date will be five years into the future.  These dates control the window during which your proxy will have access to your information.  You are free to alter these dates as you see fit.  If at any point in time you wish to cut off access to your information, simply set the end date to a date prior to today.  When you are satisfied with the start and end dates, click Save.
10. Click the Authorization tab.  This is where you will determine which pages your proxy user has access to.  Select the check boxes next to the pages for which you wish to grant access and click Save.  You have the ability to grant or revoke access to specific pages at any time.  Any action taken on your part is reflected immediately for your proxy user.
11. You have now completed your proxy user setup!

What Else Should I Know?

• FERPA Implications – Granting proxy access does not authorize any UA faculty or staff to discuss your academic records with your proxy user.  The Proxy Access system is simply an easy way to allow individuals of your choosing to view your information.  If you would like to elect for university personnel to discuss and/or release non-directory data pertaining to the your educational record, you must complete the online FERPA Record Release located under the “Student Records” folder on the student tab of your myBama account.  For more information on FERPA, click here.
• History Tab – Located in the proxy system, you will see a History tab next to the Authorization tab you used to define access for your proxy user.  This tab lists the history of all authorizations you have made for this proxy user as well as all times that user has accessed your information.  Actions of Enable or Disable refer to you granting or revoking authorizations. Actions of Login or View refer to the actions of your proxy user as they have accessed your information.
• Communications Tab – Located in the proxy system, you will see a Communications tab next to the History tab described above.  This tab lists all communications that have been sent to this proxy user (newest to oldest). The Action Date refers to the date the proxy activated the URL within that particular message (only pertains to certain communications). The Expiration Date refers to when the URL within the message will no longer be active. You can resend any communications to your proxy user by clicking the envelope icon in the Resend column for that particular communication.
• Password Reset – If your proxy user loses his or her password, you can generate a password reset email for that user.  Log into the proxy system and expand the user in question.  On the profile tab, click Reset Password under the Save button.  This will send your proxy user email instructions on how to reset their password. 
• HELP!?!? – If, after reading the instructions above, you still have some unanswered questions, don’t worry…we’re here to help.  Just email us at registrar@ua.edu and we’ll be more than happy to answer any questions you might have.

Students may authorize a parent or other individual access to certain portions of their academic records.  These individuals are known as proxy users. Through myBama, students can create proxy user accounts and assign access to specific pages within myBama allowing proxy users to potentially view a student’s class schedule, grades, transcripts, degree applications and contact information.

After students set up a proxy account, the proxy user will receive email instructions on how to access the proxy system. See below for more information on setting up a proxy account or click here for a quick video demonstration.

Proxy User Account Setup Steps

1. As the proxy user, you will receive an email with the subject line UA Proxy/Parent/Guest Access – New Account (READ FIRST).
2. Click on link included in the email (or copy and paste it into your browser).
3. You will be brought to a page where you are prompted for the Verification Password that was included in your new account email.  Enter that Verification Password (copy and paste from email) and click Submit.
4. Now you will create your new password.  First enter your email address (the same one to which the new account email was sent) and the verification password as the “Old Password”.  Then enter a new password of your choosing (6-15 alphanumeric characters) in both the “New Password” and “Validate Password” fields.  Click Save.
5. You will then be directed to the Proxy Access system where you will see your Profile tab.  From this tab, you can alter your first name, last name and email address.  You should also see tabs for any students who have granted you proxy access.
6. Click on a student’s name to see which pages he/she has authorized you to view.  Clicking on the links to the individual pages will open up a new window containing the that information.  Depending upon your choice, you may have to select a term from a drop-down box in the new window.
7. Following your initial account creation, you can log back into the proxy access system at any time by using the following link: Proxy Access Login.  You can also find this login through myBama after following the “Parents, Guests, Proxy Log In”.  The link will be located on both the Guest Resources and Parent Resources tabs.

What Else Should I Know?

• FERPA Implications – Being granted proxy access does not authorize any UA faculty or staff to discuss a student’s academic records with you.  The Proxy Access system is simply an easy way for students to allow individuals of their choosing to view their information.  If students would like to allow university personnel to discuss and/or release non-directory data pertaining to the your educational record, they must complete the online FERPA Record Release located under the “Student Records” folder on the student tab of their myBama account.  FERPA releases can be granted only to parents or guardians.  For more information on FERPA, click here.
• What Can I Access? – The simple answer is whatever the student grants you access to.  Currently, students can choose from the following options when granting access to their proxy user(s): Midterm Grades, Final Grades, Academic Transcript, Course Schedule, Graduation Applications, and Active Addresses.  However, it is completely up to the student as to which pages you are granted access.  UA faculty and staff will not be able to discuss which pages a student has authorized you to view.  If you have questions about your access, please discuss those with the student.
• How Long Does My Access Last? – By default, access is granted for five years.  However, students have complete control over the window during which you have access and can change that window at any time.  If you log into the system and no longer see a tab with the student’s name on it, the student has revoked your access.  Any questions about losing your access should be directed to the student.  UA faculty and staff will not discuss when or if a student has revoked your access.
• Password Reset – If you lose your password, you can generate a password reset email for yourself.  Simply visit the Proxy Access Login page, enter your email address and click the Forgot Password button.  An email will be sent to you with instructions on how to reset your password.
• Email Change – If you need to change the email address associated with your Proxy Access account, log into the system and click on the Profile tab.  Change your email address as desired and click Save.  This will generate two emails to be sent.  One will be sent to your old email address allowing you to cancel the change if it was requested by mistake.  The second will be sent to your new email address allowing you to confirm the change.  After requesting the change, you will be unable to log into your proxy account until the link contained in one of the messages is executed.
• HELP!?!? – If, after reading the instructions above and watching the video tutorial, you still have some unanswered questions, don’t worry…we’re here to help.  Just email us at registrar@ua.edu and we’ll be more than happy to answer any questions you might have.