Third Party Access

Third-Party Access is a convenient and secure system that allows students to share selected academic records with third parties (parents, employers, etc.). To do this, students create third-party accounts and share the login information with the third party they choose. Currently, the items that can be shared with a third party are the advising transcript, class schedules, financial aid awards, and grade reports. Billing statements and payments are available through the Transact system.

All third-party access is controlled by the student. Academic records are covered by the Family Educational Rights and Privacy Act (FERPA), which means that they may be released only with the student's authorization. In creating a Third-Party Access account and distributing the login information to a third party, the student is providing that authorization. The Office of the Registrar or the Helpdesk cannot set up accounts for third parties or provide them access to existing accounts or change the items designated for access or give out usernames and passwords. All these account functions are controlled solely by the student. Records authorized for release to a third-party account may only be released through that account. University officials cannot release the records by other means (print, email, phone or face-to-face conversations) unless specifically authorized by the student.

Creating an Account

To create an account, the student selects the Third-Party Access link from his/her Workday Student Profile. On the left-hand side, they select Contact, then Friends and Family from the top of the page. From the list of Friends or Family, the student scrolls to the right side of the desired person(s) and selects Actions – Edit Friends and Family. The student then clicks the box for Is Third Party User and selects OK. The student should note the orange warning with the directions what to do next, then select OK again. The student then goes to the same Action box, but now selects Manage Permissions for my Third Party. The desired person’s name should be in the Third Party box, and DePauw University in the Institution box. The student selects okay and then chooses the access to be available to the third party user. Upon clicking OK, the student is taken to a Privacy Release Authorization Waiver and must indicate in the Purpose of the Waiver box that they intend to give the access listed above, followed by the Confirm box after reading about their rights under FERPA.

Providing Access to the Third Party

When a student creates Third Party access, the third party will receive an email with directions on how to log into Workday to access the information. The Registrar's Office or the Helpdesk can tell third parties where the login page is located, but cannot give out any information about usernames, passwords, or access privileges. These offices cannot change access privileges.

Accessing a Third-Party Account

To access a third-party account, the third party uses the login information sent by Workday.

Updating Access

To update an account, the student goes to his/her Friends and Family section of the Workday profile and selects the Action – Manage Permissions for My Third Party next to the person. He/she may then make the desired changes to the report access, including removing all access if desired.

Access Logs

Each account login and each report access is logged. The student's list of accounts displays the last time the account was accessed. If the student selects the View Access Logs option at the top of the page, he/she will get a detailed list of all account accesses.