Proxy Access for Parents and Guardians

In accordance with the Family Educational Rights and Privacy Act (FERPA), once a student is enrolled in college, certain information is protected and can only be released with the student’s authorization. Proxy access is a way for students to grant authorization to individuals, such as family members or guardians, to access certain pieces of their student account online or to talk about it with specific Earlham offices.

Access is granted and managed by the student. The student can remove access at any time. Earlham College can not modify a Proxy account on a student’s behalf under any circumstances.

Examples of information a student may authorize an individual to access are grades, class schedule, financial aid status, and account details such as balance, payment history, and copies of billing statements.

Students must initiate the process of adding a Proxy and granting them authorization. Please carefully read the instructions below.

• Log into TheHeart (https://experience.elluciancloud.com/ecaesor686/)
• Find and click on the “Student Profile” card.
• Click ‘Proxy Management’ at the bottom left of the screen.

• Click “Add New”
• Enter requested personal information of parent/guardian. The email address entered here will be your Proxy’s username.
• Enter the date you would like the Proxy’s account to be activated (Start Date) and the date you would like the Proxy’s access to end. The date can be updated at any time.
• Passphrase – Enter a unique code word or phrase that the Proxy must know to enable Earlham administrators to confirm their identity and release authorized students’ information over the phone or in person.

• Once you select the ‘Relationship’ type, you will be given a list of authorizations to choose from.
• Select the information you would like your Proxy to have access to view. You can change the authorizations at any time and changes are immediate.
• When all of the required information has been entered, hit Submit. Your Proxy will be emailed all the necessary information to set-up their account. 
• After submission, you will be taken back to the Proxy Management Main Page, where you should see the new Proxy listed. It will say “inactive” until the Proxy has activated their account.

You can change the profile or authorizations of a proxy and view and manage what emails have been sent by selecting the Edit icon under a given Proxy. If you selected to assign a Passphrase to your Proxy, return to your Proxy’s profile (Edit icon) and click the “Email Passphrase” link. You can delete a Proxy by selecting the trash bin icon under the Proxy’s name. If you would like to create additional Proxy accounts, select the “Add New” button on the proxy management home page and repeat steps listed above.

Once a student has initiated the process of granted Proxy access via their student portal, the proxy will immediately receive three emails to the email address provided by the student with instructions on how to set-up and access their account. The email sender is [email protected]. Please follow the instructions provided below.

• Click on the temporary link included in Email 1, “New Proxy Identity,” which will prompt you to enter your temporary password (paste from above). This link is unique to you and will only be used to 
• Click submit to continue.

• Enter your email address if it didn’t auto populate
• Enter the temporary password
• Create a new password that will be used for all subsequent logins and enter it in the third and fourth fields.

• After you follow the steps above, you will be brought to the login page for subsequent proxy logins (https://ssb.earlham.edu/StudentSelfService/login/auth).  Please make sure to bookmark this page for easy access in the future.
• Enter your username (email address) and the password you created.
• After logging in, you can view the pages the student has authorized for you in the dropdown menu. You can also update your personal information at any time.

Email 3 “New Proxy Relationship,” summarizes the process and includes a link to the Proxy portal

An additional email, “New Proxy Passphrase,” may be sent if your student created a Passphrase when they added you as a Proxy. It is unique to you and is required when a Proxy contacts an Earlham College office and request information about their student. College administrators will need to confirm the passphrase prior to releasing authorized information about the student as it is the only way to confirm your identity over the phone. Do NOT share your passphrase with anyone. If you lose or forget your passphrase, your student will be able to log into the Proxy portal and email the Passphrase to you through the Proxy Management tab at any time.

If you encounter any errors or have any questions , please contact Earlham ITS at 765-973-2000 or at [email protected].