May 5: Granting Access—Your Student’s Financial & Privacy Permissions
Dear parents and families of incoming students,
This week’s focus is on how your student grants you access to their academic, financial, and housing information, which is a critical process for the coming year.
Action Item Tracker
Housing & Dining Application
Due June 1
Required for all first-year students. Students will receive their housing assignments by June 5.
Disabilities Documentation (Housing)
Due June 1
Students must submit their request and required documentation for disability-related housing and dining accommodations.
NOTE: Disability-related academic accommodation requests should be submitted over the summer. While there is not a formal deadline, it is advisable for students to submit documentation as early as they can, and certainly before classes start.
Health and Immunization Forms
Due July 1
Reminder that it is critical for all students to upload documentation to their Deacon Health Portal by the July 1 deadline. In addition, students need to check their secure messages in the Deacon Health Portal regularly to ensure they are not missing any emails about their uploaded documentation.
Featured Topic: Critical Information: Granting Access to Information & Student Privacy
Wake Forest complies with FERPA (Family Educational Rights and Privacy Act), which means your student must formally grant you access to most of their records. Discuss these permissions with your student now.
Financials:
- Students must add you to Workday (our financial system) as an Authorized Payer to view bills and make payments.
- Strongly Recommended. Without access, they could miss a payment deadline and be blocked from registering for classes. Access begins in early July.
Academics:
- Students must grant Third Party Access and related permissions (e.g., View Grades) via Workday.
- This is a necessary step students must take if their parents/families wish to see their grades or unofficial transcript.
Housing:
- Students must indicate on the Housing Application who Residence Life and Housing can talk to regarding their assignment and charges. This is required for staff to discuss your student’s specifics with you.
- Pro tip: Encourage your Deac to answer the Housing Application honestly about their intended college lifestyle (e.g., ideal sleep schedule), not their high school habits. It is most helpful if students complete this form alone (not with family nearby); students may not want to share their intended habits if they think you are watching over their answers.
Healthcare:
- At each visit to Deacon Health, your student can decide who their care providers can talk to about their illness/injury.
- Important note: Deacon Health cannot accept a blanket release (like a Power of Attorney). Encourage your Deac to seek care without fear — they authorize sharing information (or not) at the time of each visit.
Key Planning & Resources
- Family Weekend Lodging: Family Weekend is October 2-4. Please consider making hotel, Airbnb, or VRBO arrangements now as options fill up quickly. Look beyond immediate Winston-Salem for more availability (e.g., High Point, Greensboro). Event registration opens July 15.
- Forthcoming email about logging into Wake Network: tomorrow you will receive an email from my colleague Janelle Cunningham, Assistant Director of the Office of Family Engagement. She will share more information about Wake Network, how to ensure your contact information is listed correctly, etc. Wake Network is the system you will use to register for the Virtual Information Session on June 23 and any in-person New Student Receptions, so we want to make sure you are all set up properly so you can register.
Closing Thoughts: Let Your Student Lead
Whenever possible, encourage your student to be the one to contact an office, ask a question, or research a process. This is the best way for them to build relationships with campus offices and develop the real-world problem-solving skills they will need to succeed.
You’ll hear from me again next Tuesday! Please hit ‘reply’ if you have questions or need assistance.
Betsy Chapman, Ph.D. (’92, MA ’94)
Executive Director of Family Communications