Authorizing a Third Party to Access Your Student Information
FERPA Waivers and Types of Access
Academic and Financial Aid Information
New for Spring 2021, students can now grant access to third parties (e.g. parents) to log into Workday to view their academic and financial aid information. Students choose which information can be viewed by each party, and the process includes an electronic FERPA waiver (read more about FERPA here). Third party access can be changed or removed at any time by the student.
When a student grants access to a third party for the first time, the third party will be invited to create a CCA Single Sign-On account. The third party will then use that account to login to Workday. They will only be able to view information for which the student has granted them access.
This process replaces the current FERPA release process pertaining to Student Records and Financial Aid, consolidating the process for these areas into one step for the student.
More information and Next Steps:
Student Affairs
Also new for Spring 2021, students can use a form in Workday to authorize CCA’s Student Affairs departments to release information about you to a third party. You must complete a separate form for each third party to whom you grant access to your information, checking off which departments you will authorize to share it.
More Information and Next Steps:
- See the FAQs below for additional information.
- Use the Create Request task in Workday to fill out and submit the Student Affairs FERPA Release Authorization request type.
Student Accounts
Students can add parents, relatives, guardians, or other third parties as authorized users in CCA's billing platform, Touchnet. This enables the authorized user to view your account information and make payments on your behalf.
Please note that adding an authorized user in Touchnet does not confer access to your student payment methods, academic records, or other personal information.
More Information and Next Steps:
Read more about Authorization to Release Student Account Information or FERPA, then follow the Add an Authorized User to Make Payments on Your Account - Step by Step Guide for setup instructions.
Frequently Asked Questions About Third Party Access and FERPA Release in Workday
If I want my parent (or guardian, spouse, sponsor, other third party) to view information about me, make payments on my behalf, or speak with CCA staff about me, which forms should I complete?
Student Records, Financial Aid, and Academic Advising
- The Set Permissions for a Third Party to Access Your Student Information process in Workday lets your parent view information about your grades, registration, and/or financial aid package in Workday. It also allows Student Records and Financial staff to share information with your parent if contacted and requested to do so.
Student Accounts
- Adding an Authorized User in Touchnet allows your parent to view information about your bill and make payments in Touchnet. It allows Student Accounts staff to share information with your parent if contacted and requested to do so. It does not provide direct access to account information in Workday.
Student Affairs
- The Student Affairs FERPA Release Authorization in Workday lets staff from student affairs departments share information with your parent if contacted and requested to do so. It does not provide access to view any information in Workday or other administrative systems.
For questions about FERPA releases for any other offices, please contact the office directly.
I already have a FERPA release on file. Is that still valid?
Student Records, Financial Aid, and Academic Advising
The new Third Party Permissions process in Workday replaces the former pdf-based FERPA release processes for Student Records, Financial Aid, and Academic Advising. Throughout the Spring 2021 semester, any FERPA releases previously submitted to those offices will remain in effect UNTIL you update a third party’s access in Workday.
Once you designate a third party’s access in Workday, the permissions granted in Workday will become the information release permissions that CCA offices will follow when engaging with that third party. We will no longer refer to any previously submitted PDF FERPA releases.
Student Affairs
The new Student Affairs FERPA Release Authorization in Workday replaces most department-specific FERPA release forms for Student Affairs. Throughout the Spring 2021 semester, any FERPA releases previously submitted to those offices will remain in effect UNTIL you update FERPA Release Authorizations in Workday.
Please note that Counseling Services will continue to use a separate process to authorize the release of information. Information about confidential Counseling Services is available on their Portal site. Please leave a message at 510.594.3670 to discuss a formal records request.
After the end of the Spring 2021 semester, CCA offices will refer ONLY to the third party permissions in Workday when sharing your academic, student account or financial aid information with a third party.
Which name will my parent (or other person/organization) see if I give them third party/authorized user access?
- The Student Records / Financial Aid / Academic Advising FERPA Release Authorization Waiver provides access to Workday, which uses preferred name. When contacted, staff will usually refer to a student by their preferred name.
- Student Accounts: Adding an Authorized User provides access to billing information in TouchNet, which uses legal name.
- The Student Affairs FERPA Release Authorization allows you to specify which name and pronouns you would like student affairs staff to use when sharing information about you (your parent will not have direct access to Workday or other systems).
Does my FERPA release/third-party access have an end date? What if I no longer want my parent to have information about me?
Your authorization to release information/provide access has no expiration, but you can revoke authorization at any time.
- For Student Records, Financial Aid, and Academic Advising, you can repeat the “Manage Third Party Permissions” step at any time, which will immediately change the access for that third party.
- Student Accounts: You can follow the directions at the bottom of the “Add an Authorized User” Step by Step Guide to remove an authorized user in TouchNet.
- You can submit a new Student Affairs FERPA Release Authorization and select “Revoke Authorization” rather than “Provide Authorization” for any relevant departments for your third party.
Please note that the various FERPA releases override all Portal directory and FERPA directory information opt-outs you have submitted or may submit. Even if you opt out of directory information, you must also follow the steps above to revoke access/releases for all third parties and authorized users.
If I have completed a Student Records / Financial Aid / Academic Advising FERPA Release Authorization Waiver, can my student success advisor share information about my grades with my parent?
No. Authorizing departments to share information that they manage does not authorize other departments to do so as well. Student Records will not share information with your parent about your Financial Aid package.
For the Student Affairs FERPA Release Authorization, only the relevant Student Affairs department, the Office of the Vice President for Student Affairs, and the Dean of Students Office may share information. Student Records will not share information about your visa / non-immigrant status with your parent because you have authorized International Student Affairs and Programs to do so.
Can any information be shared without a FERPA waiver?
CCA can share “directory information” without your consent. CCA’s FERPA page provides examples of circumstances in which non-directory information can be shared without your approval, such as in response to a subpoena.
In case of a student emergency or missing student, staff from the Office of the Vice President for Student Affairs and Dean of Students Office are empowered by the Department of Education to share your information without your consent. Please use the Friends and Family tab in Workday to indicate your preferred Emergency Contacts. The lack of student-designated Emergency Contacts does not reduce our obligation to reach out to next of kin and others in case of emergency.
Do I need to submit a FERPA release to share my academic and financial aid information?
The new process in Workday incorporates the FERPA waiver for Student Records, Financial Aid, and Academic Advising. When you agree to the FERPA waiver and assign permission for a third party, CCA offices can refer to this when asked to share your information with a third party.
How does my parent/third party login to Workday to view academic and financial aid information?
Please see the section below for third party access/login steps.
Who do I contact if I have questions?
If you have any questions, please contact Help Desk.
Third Party Access and Workday Login
Please see the Third Party instructions on this page: Set Permissions for a Third Party to Access Your Student Information.