Office of the Registrar

1. Begin at the Current Students Portal
2. Under Quick Links, login to MyHeliotrope with your Purchase College ID and password.
3. Go to the Proxy tab.
4. Scroll down the Proxy Access tile and click the Proxy Access link at the bottom to view, edit, or remove existing proxies and to add new ones.

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Use the Edit and Delete icons under the proxy’s name.

1. Click +Add New in the upper right.
   
   

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2. Enter the following information for your proxy profile:
   • First and last name
   • Email address
     Please note “@aol.com” email addresses cannot be used to add a proxy.
   • Relationship
     Select “Parent or Legal Guardian” from the dropdown menu.
   • Start and end date
     The start date will default to today’s date. The end date will default to one year from today’s date.
   • Relationship Description
     Specify the proxy’s relationship to you (e.g., Mom, Dad, etc.)
   • Passphrase
     Choose a unique passphrase that you must provide to your proxy that will be used to determine FERPA identity for phone calls or other off-line queries by this proxy.
   • Authorizations
     Specify the elements or pages this proxy may access. Once authorized, your proxy will be able to view and/or update these pages when they log in.
   • Copy Authorizations (optional)
     To grant an identical set of authorizations to another proxy, select Additional Proxy from the dropdown menu under Copy Authorizations. The proxy account must already be created to do this.
3. A series of three emails will be sent to your proxy directing them to activate the proxy account.
4. See instructions above to edit a proxy once added.

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Use the Proxy Information tab to edit the relationship, start and end date, description, and passphrase for your proxy.

Set or modify the specific types of information your proxy may access in the Authorizations section.

To grant an identical set of authorizations to another proxy, select the additional proxy from
the dropdown menu under Copy Authorizations. The proxy account must already be created.

Email the list of authorized pages to your proxy by choosing Email Authorizations button at the bottom.

Send your proxy their passphrase by selecting the Email Passphrase button under the Passphrase field.

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The Authorization Log shows when your proxy accessed your records and which pages they viewed.

It also shows when you enabled or disabled access to particular pages in the History tab.

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Use the Communication tab to view the Communication Log, a record of emails that were sent to the proxy, what information they contained, and when the proxy activated their account. 

Resend any communications by clicking the Mail icon under the Resend column.

Send your proxy a password reset link by clicking Reset Password button.

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Once a student adds you as a proxy, you will receive three emails with the subjects:

• Proxy Access Step One: Temporary URL to Create Account
• Proxy Access Step Two: Temporary Password
• Proxy Access Step Three: Created Account URL

1. Use the link provided in the Proxy Access Step One email to access the page where you will activate your proxy account.
2. Use the temporary password provided in the Proxy Access Step Two email as the initial password on the activation page.
   

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3. On the next page, enter your email address.
4. In the Initial Password field, re-enter the temporary password from the Proxy Access Step Two email.
5. Enter a unique password into the New Password field, 6-15 characters long.
6. Re-enter this new password in the Validate Password field.
7. Then, log in using your email address and the new password you created.
8. On the following page, you may update directory information as needed.
9. You must add your mailing address to complete your proxy account activation.

You can login to the Proxy Access System at any time using the link below.

Log in to Proxy Access

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