Student Records Access

Access to student records is given on a NEED-TO-KNOW basis.  Access is limited to the pieces of student data that the employee needs in order to perform their job duties. All employees must take the online FERPA training before any access can be granted. Additional training may be required based on the access needed.

Access is not given automatically. Access must be requested by the employee鈥檚 Department Chair or Director by sending an email to: stusecurityaccess@wichita.edu and including the following information:

  • Employee's Name:
  • Employee's myWSU ID:
  • Employee's Start Date:
  • Employee's Position Title:
  • Whether the employee is in a new position or if the employee is replacing someone
    If new, provide the tasks that the employee will handle that warrants access to each Banner form, WSU Reporting report or web app being requested
    If replacing someone, provide the previous employee's name and myWSU ID and whether or not the new employee will be performing all of the same tasks

The Registrar's Office may provide a different way for the employee to obtain the information needed rather than what is requested.  This may include providing access to one or several of these areas:

  • A specific report in WSU Reporting
  • Self-Service Banner
  • A specific Banner form
  • Various systems or web applications (e.g., Degree Works, Web Now/Perceptive Content, AFD)

Below are examples of information that can be requested based on the requirements of the position.

Job Role Examples Access Possible

Academic Advisor

Faculty with advising duties

Department Chairs

Appropriate staff working within
academic departments
or advising offices

 Banner Access
*Biographical information (address, phone, email, etc)
*International information (country of residency, etc)
*High school and transfer college credentials
*Test Scores
*Admissions Application information
*Current student curriculum
*Student registration information
*Transfer articulation
*Student adviser assignments
*Degree information (degree awarded, diploma name, etc)
*Student holds
*Comments/notes
*Enrollment release codes/pins

*Basic course information
*Course restrictions
*Section (CRN) rosters
*Viewing access to section permissions/overrides given
*Section prerequisites and restrictions
*Section permissions and/or overrides

WSU Reporting Access
*Academic Advisors folder
*Registrar - Lists folder
*Registrar - Registration folder
*Registrar - Student Reports folder
*Registrar - Student Reports/Degree Information folder
*Registrar - Student Reports/Grades & GPA folder
*College-specific folder

Web Now/Perceptive Content Imaged Files Access
*Admissions (UG and International)
*Registrar鈥檚 Office 鈥� Student Files
Faculty with no advising duties *Teach/Advise tab within myWSU
*Faculty folder within WSU Reporting
Schedule Builders Banner Access
*Basic course information
*Course restrictions
*Course equivalencies
*Course long title searches


*Section (CRN) rosters
*Section permission/overrides given
*Section prerequisites and restrictions
*Section restrictions
*Section comments
*Section cross list queries and definitions
*Modification access to build sections during defined schedule building timelines for the departments

*Faculty schedule queries
*Building and room queries


WSU Reporting Access
*Registrar - Schedule Building folder
Administrative Offices
(Such as Admissions, Financial Aid, Registrar鈥檚 Office)		 Access is based on the office and the data entry that is being done within the position.

Banner Access examples:

Maintenance access to enter prospective student biographical data, high school, college(s), test scores

Maintenance access to enter prospective student application information, admission decisions

Viewing access to current student curriculum, current student registration schedules