Accessing student records through EDGAR
Faculty and staff in the academic departments and residential colleges have access to student record information via the Electronic Data Gathering and Reporting (EDGAR
) system.
EDGAR contains and accesses a numerous set of financial, research proposal/award, HR/payroll, facilities, and enrollment information databases for campus users.
The following student record information is available via EDGAR:
- General student information such as email address, college, matriculation term, status, program, major, total credit hours, GPA, etc.
- Unofficial transcripts
- Student schedules
- Addresses and phones
- Hold
- General student download
- Student address download
- Student holds download
Obtaining Access
The following table lists the student records access that may be provided based on your position at the university:
| Position |
Student Records Access |
Major Advisors |
Undergraduate students who have declared a major in their department and graduate students in their department. |
Transfer Credit Advisors |
Undergraduate transfer students. |
Department Chairpersons |
Undergraduate students who have declared a major in their department and graduate students in their department. |
Program Directors |
Undergraduate students who have declared a major in their program and graduate students in their program. |
Department Coordinators/ Administrators |
Undergraduate who have declared a major in their department and graduate students with a major in their department. |
College Masters |
Undergraduate students at their assigned residential college. |
Divisional Advisors |
Undergraduate students at their assigned residential college. |
College Coordinators |
Undergraduate students at their assigned residential college. |
The Office of the Registrar conducts an annual review of access to student records. In an effort to streamline this process, the Office of Academic Advising has agreed to gather information from academic departments and residential colleges about who needs access to these records for the academic year. If your academic department or residential college did not complete and submit the Academic Advisor Listing Form to the Office of Academic Advising, all student records access via Edgar/WebApps was disabled.
Security Agreement
Before obtaining access to student records via Edgar/WebApps, all Rice employees are required to complete a Rice University Administrative Systems Account Application and Security Agreement 
.
Please ensure that anyone for whom you are requesting access has completed a Rice University Administrative Systems Account Application and Security Agreement. If a Rice University Administrative Systems Account Application and Security Agreement must be submitted, the following sections should be completely filled out:
- Part 1: Applicant Information — should be completed by the person for whom you are requesting access.
- Part 2: Code of Responsibility for Security and Confidentiality of Records, Files and Databases — should be read, signed, and dated by the person for whom you are requesting access.
- Part 3: Approvals — should be signed and dated by the Department Chairperson, Program Director, Dean of Undergraduates, or College Master as appropriate.
After a Rice University Administrative Systems Account Application and Security Agreement is completed, please send it to the Office of the Registrar at MS-57. When the agreement has been processed, the appropriate Edgar/WebApps access to student records will be available.
Getting Help
If you are experiencing problems using EDGAR web or if you need EDGAR training, please contact the Office of the Registrar.
Last Revised : May 06, 2008