AIM Access
based on their job roles.
Access to student information is governed by the Family Educational Rights and Privacy Act (FERPA) and is granted to employees on a need-to-know basis. BYU and CES employees requiring access to student records to perform their job responsibilities may request access to AIM using one of the links below.
All employees requesting AIM access must be current on their FERPA training. This training is offered through Workday for BYU employees and can be found on the Workday website by searching FERPA.
CES employees must complete FERPA training at their own institution and provide validation of their completed training by email to aimaccess@byu.edu.
Request AIM Access (BYU) Request AIM Access (CES) Request Imaging Access
The following steps must be completed before access will be granted:
- For BYU employees, complete FERPA Training through Workday.
- Search for FERPA.
- Choose between FERPA for Faculty or FERPA for Staff Employees (non-faculty).
- Watch the online FERPA Training videos and answer related questions.
- Before exiting the course, take a screenshot showing "Course Completed" including the employee's picture in the upper right corner of the page.
- For CES employees, complete FERPA Training at your own school. Then email your FERPA Compliance Agreement to aimaccess.byu.edu.
- Submit an AIM Access Request using the button above.
- Complete all fields including employee information, contact person's information, and the type of access needed.
Choose:- Add employee access (gives an employee new or additional access)
- Replace existing employee (gives access to a new employee and expires access for the employee being replaced)
- Copy the access of an existing employee (gives identical access to employees working in the same or similar positions)
- Expire employee access (removes all or partial access for an employee)
- Upload a copy of the screenshot to verify the completion of the employee's FERPA training.
- The screenshot must show a picture (or name) of the employee.
- Name the screenshot: NetID_FERPAtraining.pdf
- Complete all fields including employee information, contact person's information, and the type of access needed.
To expire access, choose one of the following options on the AIM Access Request form:
- Replace an existing employee who has the same access. Use this option to request access for a new employee and expire access for the employee being replaced.
- Expire employee access. Use this option to expire all or partial access for an employee. Please specify which access to expire if not expiring all access.
CRS1 (Course Detail)
For training on class scheduling, call Rosemarie Woodward at 2-4218 or email her at rosemarie_woodward@byu.edu.
Department/Class Schedulers
For training on class scheduling, call 2-2631 or email
classscheduling@byu.edu.
Graduate Access
For access to Graduate screens, request AIM access and submit Personnel Change Notification to Graduate Studies.
Scholarship Access
For access and training on scholarship awards, call Collette Shaw in the Financial Aid & Scholarships Office at 2-2650 or email her at collette_shaw@byu.edu.
Each College, Department, or Organization utilizing AIM designates Information Partners. These partners play a crucial role in ensuring employees have the necessary access to perform their jobs efficiently, without granting excess permissions.
The role of Information Partner includes:
- Acting as a liaison with the Registrar’s Office to determine the appropriate AIM access for employees in their areas of responsibility.
- Working with supervisors to make sure that access for terminated employees is expired in a timely manner.
- Reviewing and updating the AIM Access Master List sent by the Registrar’s Office each semester.
Information Partners may request these reports any time from the AIM Access Administrator:
AIM Access Master List
- All employees with AIM Access in each Info Partner’s area
- Lists Info Areas and Quick URL pages
- Individual Employee AIM Access
- Descriptions of a single employee’s access with Info Areas and Quick URL pages