The Electronic Data Gathering and Reporting (EDGAR) system contains and accesses a numerous set of financial, research proposal/award, HR/payroll, facilities, and enrollment information databases for campus users. Faculty and staff in the academic departments and residential colleges may request access to student record information via EDGAR
.
The following student record information is available via EDGAR
:
- General student information (email, college, matriculation term, status, program, major, total credit hours, GPA, etc.)
- Unofficial transcripts
- Student schedules
- Addresses and phones
- Holds
- General student download
- Graduation list download
- Student address download
- Student holds download
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 regularly reviews those with access to student records. In an effort to streamline this process, the Office of Academic Advising
provides yearly updates regarding divisional and major advisors requiring access to student records in order to perform their advising functions.
In order to gain access to student records in Edgar/WebApps, Rice employees are required to complete a Rice University Administrative Systems Account Application and Security Agreement and complete an online FERPA Tutorial.
Security Agreement
When submitting a Rice University Administrative Systems Account Application and Security Agreement
, the following sections should be completed:
- Part 1: Applicant Information — should be completed by the person 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 requesting access.
- Part 3: Approvals — should be signed and dated by the Department Chairperson, Program Director, Dean of Undergraduates, or other dean, as appropriate.
FERPA Tutorial
The Family Educational Rights and Privacy Act (FERPA) is a federal law designed to protect the privacy of, and limit access to, student educational records. The Office of the Registrar has launched an online FERPA Tutorial, including a short quiz, to acquaint faculty and staff at Rice with FERPA. All Rice faculty/staff who request access to student records must now complete the tutorial and subsequent quiz.
Once you have completed the quiz, you will be prompted to login to a Central Authentication System (CAS) page, and you will be presented with a certificate of completion. Please do not skip this certificate step. An automated email is sent out once you are presented with your certificate; that email initiates completion of your security agreement.
To begin the tutorial, please visit the FERPA Tutorial page.
If you are experiencing problems using EDGAR/WebApps or if you need training with the application, please contact the Office of the Registrar.