Self-Service Proxy

Self-Service Proxy is a solution that allows students to designate a third party to access certain financial aid, billing, and academic information. This access is offered in compliance with FERPA (Family Educational Rights and Privacy Act), and the Institute’s policy on access to student education records. The Institute is prohibited from providing certain information regarding student records to a third party (including parents), such as information on grades, billing, tuition and fee assessments, financial records (including scholarships, grants, work study, or loan amounts), and other student record information unless authorized by the student. Please note: Proxy cannot be used to gain access to any student’s-health related information, as that information is protected under HIPAA, not FERPA.

An authorized party, also known as a “proxy,” can log in to CalArts Self-Service using their own email address and password to see their student’s financial aid, student account, and some academic records. The student determines the level of access they wish to grant their proxy access to.

Setup instructions for students

Use Self-Service Proxy to grant your parent or another person access to specific Self-Services sections you authorize. The person granted Self-Service Proxy can log in to Self-Service using their own email address and password and see only the sections you select. These sections can include student accounts, financial aid, and grades. Follow the instructions below to get started.

1. Login to sso.calarts.edu to access CalArts Self-Service for Students.
2. After selecting Self-Service, students will be presented with a new screen, where you will simply enter your username and will be automatically signed in.
3. Access Proxy by selecting your name and choosing “View/Add Proxy Access” from the menu options.
4. On the Proxy screen, you will be presented with the proxy you have added as well as the option to add a proxy.
5. Under ”Select Proxy” a list of potential family members or friends who can be a proxy may already be listed. The list of proxies comes from the list of individuals previously reported on a FERPA waiver. The proxy must have an email address on file.
6. To add a new user who is not listed, select “Add Another User.” You will be presented with a list of fields to fill out. All required fields will be marked. Optional fields, though not required, will assist us in ensuring we match your proxy in our system. 
7. After you click submit, you will need to provide your password for verification.
8. You will select the proxy and then indicate what they will be able to view/access. You  can give the person complete access or select access.
9. Read the Disclosure Agreement. If you agree to the terms, click the box beside it and click “Save.”
10. Once you click on save, the proxy will be sent two separate emails. The first email will give a username and the second email will have a temporary password.
11. You will get a notification that the person was added successfully. This access can be edited at any time by you.
12. To edit your Self-Service Proxy, go back to the Proxy menu, access your list of proxies, and click the pencil icon to edit.

Setup instructions for designated proxy (e.g., parent or guardian)

Once your student has designated you as a proxy, the steps below will explain the initial setup of their Self-Service Proxy.

1. After your student has granted you access as a Self-Service Proxy, you will receive two email notifications with specific instructions.
2. The first email will provide a username.
3. The second email will provide a temporary password. 

Help and FAQs

Should you have any specific questions regarding Self-Service or proxy access, please email CalArts Information Technology cait@calarts.edu.

What areas of my record can be authorized to my proxy?

A student may allow an individual (proxy) to access certain Self-Service pages. They are:

• Student Finance
  • Tuition statement
  • Account activity
  • Account summary
  • Make a payment
• Financial Aid
  • Financial aid home
  • Offer letter
  • My awards
  • FA required documents
  • Satisfactory academic progress
• Academics
  • Grades
• General
  • Notifications/holds
  • Tax Information

How does the designated proxy gain access?

Proxies gain access by being granted permission by the student. Once the necessary steps are completed by the student, the designated proxy will receive two emails. One email indicates the account has been created and shares the proxy’s username. The second email provides a temporary password that is to be used to access CalArts Self-Service. The proxy will be prompted to change their password immediately upon accessing Self-Service.

Tips for logging in the first time as a Self-Service proxy

Your username and password are case sensitive, please use upper and lower case where shown. Make sure that the cap locks key on your keyboard isn’t turned on. The password may contain special characters or numbers. You will be prompted to change your password after you log in. The password should be at least eight characters long and not contain any part of the username. The password should contain all three of the following:

• Uppercase letters
• Lowercase letters
• Numbers
• Special characters (optional)

Copy and paste the password above when you log in for the first time. To access your student’s information after logging on, please click on the student’s name to view their information. Once you log into Self-Service you have the option to change your password. To change your password, click on your name and choose the menu option “Change Password.”

Can students remove their proxy?

Yes. Simply click the pencil to edit the proxy record. You may change the options or remove the proxy access.

As a parent with more than one student attending CalArts, can I be a proxy for both students?

Yes, please use the same email address with all of your students attending CalArts.

What should I do if I never got the new proxy email or if I have forgotten my username or password?

Should you have any specific issues regarding Self-Service or proxy access, email CalArts Information Technology cait@calarts.edu.

Can CalArts staff make updates to what a proxy can view for a student?

No. Institute staff cannot change the permission settings for proxies. Only the student allowing the proxy access can make changes.