Student Records Toolkit
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Student Records
The Student Information System's Student Records module enables you to enter, track, and process academic information ranging from the Course Catalog and Schedule of Classes to student programs, plans, and subplans.
After admitted applicants have matriculated, you may activate, enroll, grade, evaluate, and graduate students within the Student Records module. Access to student records in the SIS is available to any faculty or staff member who must perform one or more specific roles related to these processes.
AccessThe University seeks to strike a balance between open access to data and data protection by assigning Integrated System (IS) Responsibilities and Student Information System (SIS) Roles to employees. The Roles and Responsibilities allow access to specific categories of data and the assignment process complies with the University of Virginia Administrative Data Access Policy.
There are many Student Records (SR) roles in the Student Information System. For a complete list of the SR roles, a description of each role and the recommended or required training, click here. The most common SR roles and training classes are listed in the table below.
SR Core Roles: Most SR users should have one of these three roles. They also may have other SR roles.
| Role | Description | Training Requirement | |
|---|---|---|---|
| UV SR Viewer Acad History | For users who do not have to update student records but who need access to view student academic history (grades, enrollment, majors, etc.) Users with the UV SR Local Admin Schools responsibility do NOT need this role. | SR Foundations (strongly recommended-online) | |
| UV SR Viewer Non-Acad | Staff in non-academic administrative offices who view bio/demo and limited academic data (degrees, majors, current courses) but not grades, gpa’s or other detailed history. | SR Foundations (strongly recommended-online) | |
| UV SR Local Admin Schools | For school registrars/SCPS center staffs that require broad access to student records for updating. | uva-sis-trainers@virginia.edu to schedule training | |
SR Specialized Responsibilities: These responsibilities give access to additional areas of functionality. Insert second table here
SR Restricted Responsibilities: Access to these responsibilities is limited. Insert third table here.
UV SR Acad User Reporting
This role provides access to student records information in the reporting environment, including access to grades, GPA, and other academic data.
Typical User: Users within academic offices who need access to student records information in the reporting environment to create or run reports.UV SR Non Acad User Reporting: This role provides access to limited student records data in the reporting environment. It excludes information such as grades. Typical User: Users in a non-academic area, such as an auxiliary service, who need access to student records information in the reporting environment
UV SR Unrestricted Reporting: This role provides access to non-sensitive student records data, such as the class schedule, in the reporting environment. [Users with the SR Acad User Reporting or SR Non Acad User Reporting role do not need this role.] Typical User: Users who need access to course and class information in the reporting environment
UV SR Jeff Scholar Reporting: This role provides access to student records information in the reporting environment, including access to grades, GPA, and other academic data. Student term, program term, and student enrollment data is specific to Jefferson Scholars. Typical User: Staff at Jefferson Scholars Foundation only
UV IN SR Linking: ImageNow Linking screen to enrolled student records. Typical User: ImageNow users who link enrolled student records
UV SR User Transfer: This role provides for the maintenance and processing of transfer credit. Typical User: School registrars who enter transfer credit (schools)
UV SR User Enrollment: This role is for staff who add/drop classes and view class rosters. [Users with the UV SR Local Admin Schools role do not need this role.] Typical User: Staff within departments who add/drop classes
UV SR User Class Schedule: This role provides access to maintain class schedule. Typical User: Staff within the schools who schedule classes
UV SR User Class Schedule SCPS: This role provides access to maintain class schedule for selected SCPS classes. Typical User: Staff within SCPS who schedule selected classes
UV SR User Groups: This role provides access to maintain student groups (Echols, Rodman, College associations, etc.). Typical User: Users who maintain or update student membership in groups
UV SS Advisor Local Admin: This role allows faculty self service access to view all students, not just their personal. Typical User: College DUPs and Directors of Grad Programs
UV SR Local Admin Advisor Asgn: This role allows for the tracking of research and thesis/dissertation committees for graduate students. [Users with the Local Admin Schools role do not also need this role.] Typical User: Departmental staff, primarily in the graduate schools, who track faculty participation on student research and thesis/dissertation committees.
UV SR User Schools: This role includes the ability to Quick Admit and enroll students, but not to update other student data. Designed initially for Study Abroad, it is available to some central staff. Typical User: Users in Study Abroad and Teacher Education who admit new students and are not required to update other student data.
UV SR User Test Results: This role allows users to enter standardized test scores, primarily for evaluating test credit or recording Education licensure exams. Typical User: School registrars who process test credit, and Curry staff
Training | Role | Training Requirement |
|---|---|
| UV SR UV SR Viewer Acad History | SR Foundations* (strongly recommended) |
| UV SR Viewer Non-Acad | SR Foundations* (strongly recommended) |
| UV SR Local Admin Schools | Contact uva-sis-trainers@virginia.edu |
| UV SR Acad User Reporting | Student Records Reports - SIS (required) |
| UV SR Non Acad User Reporting | Student Records Reports - SIS (required) |
| UV SR Unrestricted Reporting | Introduction to Discoverer* (required) |
| UV SR Jeff Scholar Reporting | Student Records Reports – SIS (required) |
| UV IN SR Linking | N/A |
| UV SR User Transfer | Contact uva-sis-trainers@virginia.edu |
| UV SR User Enrollment | SR Foundations* (prereq) Student Records: Enrollment-SIS (required) |
| UV SR User Class Schedule | Contact uva-sis-trainers@virginia.edu |
| UV SR User Class Schedule SCPS | Contact uva-sis-trainers@virginia.edu |
| UV SR User Groups | SR Foundations* (prereq) Student Records: User Groups-SIS* (required) |
| UV SS Advisor Local Admin | SR Foundations* (strongly recommended) |
| UV SR Local Admin Advisor Asgn | SR Foundations* (prereq) Student Records: Assign Advisors-SIS* (required) |
| UV SR User Schools | Contact uva-sis-trainers@virginia.edu |
| UV SR User Test Results | SR Foundations* (prereq) Student Records: User Test Results-SIS* |
Note: For viewer roles training is not required but is highly recommended.
SIS Training Schedule
To register for training, click here.
Six Month Rule: If you have taken a required class for a specific role, but have not completed the training nor have had the role activated within six months of taking the class, you will be required to retake the class. Also, if you are assigned a role that you previously had, which was deactivated for longer than 6 months, you will be required to retake the course(s) before it is reactivated.
DocumentsThe following Student Records Quick Reference Guides are available for your use:
Assigning Advisors to Grad Students
Assigning Advisors to Undergrad Students
Class Offerings-Section Numbers
Continuous Enrollment Status (Non-Resident)
SCPS Quick Admit vs. Activate Diagram
Other Helpful InformationStudent Records Frequently Asked Questions
Student Information System (SIS) home
SIS Frequently Asked Questions
Student Information System (SIS) Help Center
Students will find helpful information pertaining to the SIS Student Center, Searching for Classes, Using the Planner, Wait List and Permission List, and Academic Requirements.
Faculty will find helpful information pertaining to the SIS Faculty Center, Searching for Classes, Wait List and Permission List, Grading in UVa's Collab and SIS, and Advising Resources.
Students may also find the following narrated demos helpful:
ContactsGeneral Help:
Phone: (434) 924-HELP (4357), menu option 3, 3, 1
Email: 4help@virginia.edu
Training Help: For assistance with training registration, please contact the HR Service Center at (434) 982-0123. For questions regarding SIS training, please contact the SIS training team at uva-sis-trainers@virginia.edu.
Access Help: For assistance with access-related questions or for inquiries about the activation of SIS roles after training, please contact sisaccess@virginia.edu.