Mary Brownlee Couch, Assistant Registrar
Laura Ann Forest, Registrar
Joe Carlson, Technical Guru
Auburn University
What’s This All About?
Current Archaic Practices
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
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Paper Releases @ the Registrar’s Office
Paper Releases @ the College Level
Paper Releases @ the Department Level
Paper releases scanned into Extender
Helicopter Parents
 Advisor Time
 Instructor Time
 Our Time 
Where Did We Get the Idea?
We stole it, of course!
 Thank you Eastern Kentucky University!
At SACRAO 2011.
 Rose-Hulman Institute of Technology presented information at
Banner Summit in 2010.
 Everyone was willing to share the basic code and scripts –
home grown and modified the code for our specific needs.
 BUT NOW – A BANNER product if you have the current version of
BANNER General 8.5, Self-Service General 8.5 and Web Tailor
8.5

Why Reinvent the Wheel?
What Do We Want
To Accomplish?
 Reduce Paper!
 Squelch redundant forms. Let’s make it “one stop shop”.
 Redirect parent inquiries about their student’s academic
information – primarily grades
 Stop calling advisors
 Stop calling instructors
 Reduce the number of inquires into the Registrar’s office
 Reduce the number of students giving direct access to their
student account to parents – where they can see everything.
Gateway To Grades
 Provides 3rd party view-only web access to a student’s
information.
 Student controls what can be viewed and when
 Provides parents 24/7 access to student’s data
 FERPA compliant:
 Student provides electronic permission to create account
 Student retains control over release of their information
What Does It Look Like?
Let’s run through it from both sides:
Student Actions
Parent Actions
Collaborating Areas
Who is involved?
 Registrar
 Information Technology Team
 BANNER TEAM
 Legal
 Parent Organizations
 First Year Experience
 Camp War Eagle - Freshman Orientation
 SOS – Our Transfer Student Orientation
Public Relations
 Summer Orientations:
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Presentation to parents.
Presentations students.
Flush paper forms!
 Specific & easy links from Gateway To Grades
ICON.
 Specific & easy step by step instructions.
 FAQ’s are located on the Registrar’s web-site.
 Attend Advisors Meeting – spread the word!
 Attend & Present Academic Affairs Meetings.
 Attend & Present Senate Meetings.
Gateway to Grades Access
Frequently Asked Questions
What is Gateway to Grades Access?
 Gateway to Grades Access allows Auburn University students the
ability to grant others access to student information. Depending
upon the level of access granted, parents/guests may view grades,
unofficial transcripts, and class schedules.
How do I access the Guest Access system?
 If you have been granted access by a student, you will receive an
email from Auburn University supplying a temporary link and
password to complete the Gateway to Grades access. Once logged-in
to the temporary site you will select and submit a permeneat
password.
FAQs Continued…
 I have not yet received a guest access request email, even though my student
signed me up. What should I do?
 Please contact your student to verify that he/she sent your correct email
address. Also, check your spam folder to ensure the email was not
filtered from your inbox.
 I am getting a message "unable to log-in due to a Password or Account Name
(ID) problem." Is there a problem with the log-in?
 First, verify that the email log-in ID you entered on the sign-on page is
the same email address you provided when you originally set up your
Auburn University. Then, verify that the password you are entering is
correct.
 What if I forget my log-in and password? Help Link with the following
message:
If encountering problems with Proxy Access, please first consult with your
student. They may have discontinued or altered your access. In the
event you forget your password, your student will have to initiate a
reset. All other concerns please e-mail to proxy@auburn.edu.
FAQs Continued…
 I have two students currently attending Auburn University. Do I need to set
up two separate Gateway to Grades Accounts to log in and view data for
each student?
 No, you only need to create one Gateway to Grades Access account.
The same log-in ID and password allows you to see information for
each student, as long as they have both authorized your email
address. Click the "Select a Student" button on the Gateway to
Grades Access menu and select the student whose information you
wish to display.
 Why must a student grant me access?
 Your student must grant your access due to the Family Educational
Rights and Privacy Act (FERPA), which protects the privacy of
students and prohibits the University from disclosing any student
information, including financial information, without the explicit
authorization of the student.
Suggestions
 When first implementing – expect a surge in calls,
complaints, and inquiries. It will get WORSE before it gets
better.
 The Phone – have a solid, concise answer for anticipated
inquiries.
 Educate your advisors – give them a script. Review
reverse conversations with parents on the phone.
 Educate administrative support at the department and
college levels. They field a lot of calls from parents.
Provide them with scripts.
Cheat Cards
(4 x 6 double sided high gloss cards)
Student grants access to Grades & Schedules
Proxy Access to Student’s Grades & Schedules
Parent Access

You will receive an e-mail with the initial
link to Gateway to Grades and a temporary
password.
Student must initiate Proxy Access
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Log into AU Access
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Click on Tigeri tab
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Click on Gateway to Grades ICON
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OR Click on Student Main Menu
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Go to this link and change your temporary
password to a permanent password.
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For Future Log-in
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Click on orange tab Gateway To Grades
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You will access Gateway to Grades through
Parents tab at http://www.auburn.edu
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Click on Proxy Management
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Click on Continue for electronic agreement
concerning confidentiality.
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Click on ADD PROXY
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Enter the name and e-mail address of your
parent
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Click on Add Proxy
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Fill out PROFILE – Click Save
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Click on Gateway To Grades
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Enter your e-mail
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Enter your password
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Your Profile will come up – complete the
information & Click Save
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Click on the student name in the top tab
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Fill out AUTHORIZATION – Click Save
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Click on an item within the menu that you
want to view
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Click on Return To Menu to log out