DA Tools

Access to Student Records

Protecting and safeguarding the educational record is one of the core responsibilities of the Office of the University Registrar.  Given the highly sensitive nature of information in our systems, we maintain a commitment to full compliance with FERPA regulations and to stay current with best practices in student information management. The Office of the University Registrar reviews all access requests to university systems containing student records.

Before accessing student records, faculty and staff  are expected to review FERPA guidelines at: Federal Educational Rights and Privacy Act (FERPA). Faculty and staff who have access to student records should complete the Security Awareness Training, of which FERPA is a part, here: http://cuit.columbia.edu/cuit/security-awareness-training (link is external)  The Office of the University Registrar is available to assist departments and offices with understanding the requirements of FERPA policy and guidelines. Training may be requested at: mailto:[email protected].

Administrators who need access to departmental class lists, class rosters or student data may apply for administrative access to Student Services Online (SSOL). In addition to authorization, administrators must also have a valid University Network ID (UNI) and password (usually the same as the email ID and password) to access SSOL.

Apply for Authorization

The Class Search Function

The Class Search function of SSOL will allow authorized users to view the following information:

  • List of classes per term for a given department and school
  • Title and course number of each class
  • Instructor of each class
  • Call number
  • Number of students enrolled

Several other helpful reporting functions are also available with administrative access to SSOL, including class rosters, exam lists and grade rosters.  A complete list may be found on the SSOL menu.