WebASIS Help

Please note that due to security needs, you can not use the back arrow key on the browser to return to the previous page, use the "MENU" button on each page instead. The MENU and LOGOUT buttons are on the right side, top and bottom of every page.

Please LOGOUT when you are done. If you do not LOGOUT, your session will automatically be disabled after several minutes of no activity, and you will have to log in again.

If you use the back arrow key by mistake, select the "refresh" button on your browser and agree to the pop up box that will ask if it is ok to resubmit the data.

Table of Contents

FAQ

What is WebASIS?

WebASIS is a web based version of the Automated Student Information System (ASIS) that has been used by faculty advisors for access to student records at UTC. It was jointly developed by the Computing Center and University Relations, in consultation with Records and the Teaching Resource Center.

What can I do with WebASIS?

WebASIS provides most of the common basic ASIS functions: class rosters, course schedules, student status information, downloads for Blackboard, Listserv, and lists of majors. It also provides RAP for faculty who have been qualified for Advanced ASIS access.

At the present time, registration continues to use telnet and not the web, but we are actively working on adding web based registration. We are also planning a Mocs Web Express site for use by students directly.

What is the UTCID and why do I see it on WebASIS?

The UTCID is an essentially public ID that identifies a person to UTC information systems and are similar to UT’s NetID. It is being implemented to minimize dependence upon and visibility on campus of Social Security Numbers (SSN). All UTC students, faculty, and staff have a UTCID. This UTCID is being printed on all new Mocs Cards. Institutions across the country are restricting use of SSN to help prevent identity theft and fraud. NOTE: UT and UTC information systems still have to require the SSN to be in the stored record for each person to meet various legal compliance requirements.

All student identification in WebASIS is by UTCID and not SSN. A SSN may be used to request information on a student in a form, but the UTCID should be used whenever possible. A SSN is never displayed by WebASIS.

Please note: Each UTCID has associated with it a password that is private and confidential. This password may be used to access the individual’s e-mail, library wireless laptops, and other coming information services. This password is for that individual and should not be revealed to others.

How do I use WebASIS?

From elsewhere (off campus, dorms, labs), you can reach WebASIS only from through an encrypted connection by using the location https://secure.utc.edu/WebASIS/ in your browser.

Log in with your HPDesk username and password, just like you do for ASIS in Reflection. Log in takes a few seconds. You will be presented with a menu of choices based on your access privileges (basic vs advanced). For each menu choice, you will be presented with a web form to select the student or course. There are buttons near the top right and bottom right of each page to log off and to return to the menu. Please log off when you are finished.

Can I keep using Reflection?

For faculty, after we are sure that WebASIS performs everything that is needed, works well, and faculty have been informed it is available, we plan to phase out Reflection and support only WebASIS.

For staff using the many specialized functions of ASIS via Reflection, there are no plans at present to move all of these to the web. Qualified staff are, however, free to use WebASIS if it meets their needs.

What do I do if I can't log in to WebASIS?

Consider the following possibilities:

  1. Are you logged in on ASIS via Reflection? If so, you cannot log on to WebASIS. After you log in on WebASIS, you may then log in to Reflection if you need to.
  2. Do you remember you password? Try to log in with Reflection. If you are being required to change your password, WebASIS currently will not tell you, but it will not let you log in.
  3. Are you entering your password in mixed case? Your password must be entered exactly.
  4. Are you entering your HPDesk account name correctly? WebASIS will not show you possible matches for your name, you must enter it exactly.
  5. If you still can’t log in, call the Help Desk.

Why does WebASIS keep asking me to log in over and over?

Under some conditions, particularly if you do not log off correctly, WebASIS may ask you to log in over and over. If it does, close down all windows of your web browser and start it up and again, then go to log in to WebASIS.

Your WebASIS connection will time out if you do not use in after a period of time. If this happens, it will ask you to log in, but then it will work normally after that.

Menu options

Class Information

Course Time Tables

 Look up the current timetable of course offerings by department, specific course, time offered, location or instructor.

Class Rolls

 Print class rolls for a specific course.


Student Information Information

RAP

Obtain a Report of Academic Progress (RAP Sheet) for a specific student. Just as in regular ASIS (HPDesk), a user needs the RAP Access capability to get RAP.

Student Schedules

Obtain a student's current schedule.

Student Status

Obtain status information for current students and admissions process status for new applicants.

Advise Code

Look up advise code for student's to use for online registration.


Downloads

Blackboard Class Rolls

Obtain a class roll in a format designed for uploading to Blackboard.

Major Data

Obtain a list of students by major.

Listserv Data

Obtain a data file for creation of a class listserv.


Other

Change Password

Change WebASIS password

Forgot UTCID Password

Lookup password for specific UTCID.

Major List

Display a list of majors.

FERPA Guidelines

Subject: [UTCSTAFF] FERPA Guidelines
Date: Tue, 30 Apr 2002 15:28:40 -0400
From: John Trimpey <jtrimpey@cecasun.utc.edu>
Reply-To: John Trimpey <jtrimpey@cecasun.utc.edu>
To: UTCSTAFF@raven.utc.edu

TO:             UTC Campus

FROM:           John E. Trimpey
                 Acting Provost and Vice Chancellor
                 for Academic Affairs

DATE:           April 30, 2002

SUBJECT:        FERPA Guidelines

This memo should serve as a reminder about our responsibility to keep
student information confidential.  The Family Educational Rights and
Privacy Act (FERPA), enacted by Congress in 1974, describes the
requirements regarding the privacy of student records.  FERPA guidelines
govern the release of educational records and access to those
records.  Personally identifiable information in an education record may
not be released without prior written consent from the student.

Faculty and staff are provided access to student records only through an
exception to the law that allows personnel that have a legitimate
educational interest access to the educational records.  Faculty are
generally determined to have legitimate educational interest and are thus
provided access to student records through ASIS under the condition that
they do not share the information with third parties without the student's
consent.  Faculty and staff that violate any of these conditions will lose
their access to student information.

All this is to say that FERPA guidelines do not allow faculty to publicly
post lists of student grades identifiable by social security number or
other identifiable student information (name, student UTCID, etc.).  It
also means that faculty and staff may not post class rolls on
publicly-accessed web sites, especially if student social security numbers
or UTCID numbers are included without the student's permission.  Even with
names obscured, student ID numbers (UTCID and social security numbers) are
considered personally identifiable information.  If you wish to notify
students of grades, you may obtain code words or randomly assigned numbers
that only the instructor and the student know.  The order of posting should
not be alphabetic.  Notification of grades via postcards is also a
violation of the student's privacy.  Instructors may use student-provided
self-addressed, stamped envelopes to inform students of final grades.

Protection of student educational records is an important duty of all UTC
personnel.  Just as we would not want our personal information available in
a public manner, we must take action to protect our students' privacy as
well.  On the UTC campus, the Records Office is charged with determining
who gains access to student educational records.  If you have additional
questions about the protection of student educational records, please
contact that office.

JET/bv


Acting Provost and Vice Chancellor
for Academic Affairs
UT-Chattanooga
102 Founders Hall
Dept. 5555
Chattanooga, TN  37403
(423) 425-4633
FAX (423) 756-5559

UTC WebASIS
The Family Educational Rights and Privacy Act (FERPA), enacted by Congress in 1974, describes the requirements regarding the privacy of student records. FERPA guidelines govern the release of educational records and access to those records.