exceptions, Southern Methodist University may not release any personally
identifiable information from a student’s education records to any third
party (including parents) without written consent from the student.
However, students may grant access to their education records to parents
and others through the “Release of Education Records” feature in
Access.SMU. At SMU, a student may choose to release all of their
education records, restrict access to specified areas, or a student can
specifically deny access to a third-party.
Release of Education Records
Grant parents or others Authorized Access to view or
receive some or all of your information
You may control access to
your education records through Student
Self-Service within Access.SMU. After you login to Access.SMU, you will
find the “Release of Education Records” link within Student
Self-Service, just beneath the "Student Center" link. Release of Education
Records has the following tabs:
This page lists individuals whom you
have granted or denied access to your education records. The areas of access currently
granted to each person are also listed.
Initially this list will be empty.
This is a summary page so no
actions will be generated from this page.
This page lists your defined relations who are eligible for you to grant
access, and allows you to request the creation of a new relationship.
Any relation whom you have already granted or denied access will not be
listed on this page.
Within Access.SMU you may have several persons
defined as “relations” to you. Only these defined relationships will appear
on the "Add Access" tab. It is from this page that you
may (1) Grant/Deny access to a relation, (2) Provide an email for an
existing relation, (3) Request a new relation to be created, or(4)
Confirm your selections.
1) Grant/Deny Access to a relation:
You may wish to grant your relation one
or more areas of access or you may wish to deny your
access to your educations records. Make sure you first
select a relation by
checking the box next to them.
If they don't have an email
address on record (see Add Email
below), then you will be
allowed to select one of more of the areas listed below to your student
education records to grant
to this relation.
Areas of Access:
a detailed explanation of the different areas of access:
· Selecting Do Not Release for a relation will remove that
relation's access to your data in
Access.SMU, and will preclude that
relation from discussing your education record with
Methodist University staff, faculty, or business office, as stated by FERPA.
access to your Financial Aid data will allow that relation to:
View financial aid awarded and accepted within Access.SMU,
(2) Discuss your financial aid situation with SMU Officials.
access to your Holds data will allow that relation to:
all holds applied to you within Access.SMU,
(2) Discuss your Holds,
including why the Hold was placed and how to remove it, with the
administering Southern Methodist University business office.
access to All Disciplinary Records allows that relation to:
(1) Discuss all of your
Disciplinary Records/Information with the Student Conduct and
Community Standards Office.
(2) You may choose to grant partial
access to your Disciplinary Records, by not selecting the All
Disciplinary check box but instead by submitting a form to the
Student Conduct and Community Standards Office in Hughes Trigg
Student Center room 302.
access to your Student Financials data will allow that relation
(1) View your account
balances and Campus Essentials selections within Access.SMU,
(2) Discuss your account
balances and Campus Essentials with SMU Officials.
access to your Academic Records data will allow that relation to:
(1) View your class
enrollments, grades, and unofficial transcript within Access.SMU,
(2) Discuss your Academic
Records (including class enrollments, grades, degree progress, class
performance, and academic advising) with SMU faculty, staff, and
2) Add Email
For you to be able to
grant access to a relation, that person must have a valid email address on
record within Access.SMU. However, if you are denying access, then an
email is not required. If the existing relation doesn’t have an
the box next to the relation’s name
2. The “Add
Email” link will become active for that person
that link, select an email type, enter the email address, and click
You may now grant access
to this relation. This email must be valid because it will be used to
communicate further instructions to your relation to authenticate their
new Access.SMU account.
If a relation has an email address listed but it is no longer active or
it's incorrect , then that relation must correct it themselves.
Please direct them to
to update their information:
You may wish to grant
access to a relation that has not been defined within Access.SMU.
Click on the button “Create New Relationship” to provide personal &
biographical information on this relation. Many of the fields are required
and valid information must be entered. Two
fields that are optional are the relation’s Social Security Number and
date of birth. Any information you can provide increases the accuracy of
identity verification and helps us protect the privacy of your education
SMU protects this confidential data, and you are
encouraged to provide both if possible. When complete, click the “Finish Creating”
Research must be
performed to ensure a duplicate record is not being created within
Access.SMU. Once your requested relationship has been defined within
Access.SMU, you will receive email notification. Turnaround time is up
to 5 business days.
After this new relation has been created, it will appear under the
If you chose to grant access to your
relation, then you must complete the confirmation page.
release statement, click the “I Agree” checkbox, and submit the
request to create
access for your relation.
If your relation does
not already have an Access.SMU account, then
you will be
provided a PIN number after the Confirmation page. Please
write this PIN number
and give it to your relation. Any active
PIN Numbers will be displayed next to the relation on the
Access" tab. Your relation will need to enter this PIN number
with their SMU ID
in order to activate their
account, at which time they will select their own
password and will
no longer use this PIN. Email notifications will be sent to you and
relation. This relation will now appear in your Authorized
If you chose to deny access to your
relation, then you will still have to complete the
page. Read the release statement, click the “I Agree” checkbox, and
request to deny access for your relation. No PIN number
will be generated. Email notification
will only be sent to you.
This relation will now appear in your Authorized Access tab.
This page lists those whom you
have granted or denied access to and allows you to edit that access.
To change a
relation’s areas of access you will need to:
Select a relation
from the list, by checking the box next
to the relation’s name.
Assign, add, or
remove areas of access.
4. Complete the
confirmation page again by reading the release statement, and clicking
the “I Agree” checkbox.
Submit the request
to edit access for your relation.
Notification emails will be sent to you and your relation detailing the
change of access that was submitted. Please note that if you chose to
remove access from a relation, that relation will receive an email that
his/her access have been removed.
For an explanation
of areas of access, click here.
This page lists access that is
eligible for you to “reset.”
You may choose to reset a
relation's account if your relation is
having account problems, password issues, locked accounts or any other
problems using their account.
Resetting an account results in the
deletion of the current account, creation of a new account,
including a new PIN number that will need to be given to the relation again
for him/her to authenticate the new account.
You may only reset
access for accounts that exist for no other reason. If your relation is
an employee, a student, or has been granted access to another student’s
education records, then you will not be allowed to reset their account.
In that case, the relation has to contact the Help Desk for any account problems.
To reset an account:
Select a relation
from the list and click “Submit.”
Confirm that you
want to reset the account.
c. Write down the new PIN
number generated and give it to your relation. Your relation will need
to enter this new PIN number (along with same
Relation ID) in order to activate their new account, at which time they
will select their own password and will no longer use this PIN.
Frequently Asked Questions
How do I get the PIN number needed by my
relation so that they may activate their account?
Any active PIN Numbers are listed next to relations'
names on the
Access" tab. “N/A” indicates a PIN number has been used, or is not needed
by the relation. You may also "Reset Access" to generate a new PIN Number.
What if the person for whom I want to grant access is
This person may be listed on the "Edit Access" tab
if you've already granted/denied access to him/her,
or you may need to click the "Create a New Relationship" button if it doesn't exist in
What if a relation for whom I want to grant access does not have an
email address listed?
will need to provide a valid email address for a relation that
you wish to grant access to. You can add an email by checking the box
next to the relation's name under the "Add Access tab" and clicking the
"Add Email" link. An email is not required when you chose to
deny a relation access to your education records
What if a relation for whom I want to grant
access does not have an email address or is not comfortable using
computers or the web?
You will still have to grant that relation
authorized access through Access.SMU. If you want to grant access to
someone who does not have an email address, then you may enter your own
email address as that relation’s email. Afterwards, your relation can
visit in person with SMU staff regarding any of the areas that have been
granted to them.
On the Create Access page, after selecting a
relation, I am unable to assign areas of access?
A relation must have an email address for areas of
access to be granted. Make sure you add an email to that relation (it
could be your email address if the relation doesn’t have one) and then
you should able to assign areas of access.
What if the person for whom I want to reset their
account is not listed on the "Reset Access" tab?
You cannot reset access for someone who already
an Access.SMU account. For example, relations who are SMU staff, faculty
or students or relations that have been granted access by multiple
students already have SMU accounts. If the relation’s account is locked,
they have forgotten the password, or for
any other account issues, the relation will need to contact the SMU Help
desk to resolve them at
email@example.com or 214-768-4357 (8-HELP).
Suppose my relation has an email listed
that is not
Your relations may update their own contact
information via the following web page:
Suppose my relation does not know his/her ID number?
Under the "Add Access" and "Reset Access" tabs, your relation should
have received an email that lists his/her ID number. Also, you can
see his/her ID number
under the "Authorized Access" tab in Access.SMU.
I deny access to my relations, will they be notified of that?
Unless access have
been previously granted to that relation and then taken away, the
relation will not be notified that his/her access to your
education records has been denied. Only you will receive an email
notification of your selection of "Do Not Release" to that relation.
If you still have questions, please forward them to Enrollment Services at
firstname.lastname@example.org or call 214-768-3417or