Staff Bear Facts Access Request

Notice: The process for applying for Bear Facts access for Staff has changed. Please read all instructions carefully and completely before final submission (on this page, on the application form, on the statement of understanding, and on the FERPA statement). FERPA training is required prior to making application for access to any Bear Facts systems.

CalNet ID is required to access the Bear Facts Access Application System. If you do not have a CalNet ID then contact your department CalNet Deputy. For additional information on CalNet go to the CalNet Gateway.

This page is used to request access to the Bear Facts system for Staff ( Profiles, Transcripts, Grades, Enrollment, Registration Fees, Reports, Financial Aid, and CARS). It is also used to gain access to DSAS reports (Student Reports) and DARSWeb.

The main menu will have three selections and you are allowed to request access to only one of the three at a time (Bear Facts, DSAS, or DARSWeb). If more than one type of access is required you must determine which has priority and request that first. The first request has to be completely processed prior to requesting any additional access privileges.

Access to the Bear Facts system is determined by the requesters duties as specified in the "Duties" description box on the form. The applicant no longer has the selection of items in the application. The supervisor will make the appropriate selections according to the duties of the applicant as described in the "Duties" section of the application. If the applicant has any special instructions/requests they should make comments in the last box labeled "Other".

• User fills out the application and submits for processing (no selection of access here). Submission triggers an e-mail to the supervisor.
• The supervisor processes and submits triggering an e-mail to the approvers (Office of the Registrar (OR), Billing and Payments (FAO), and Loans and Receivables (LRO)). The supervisor will choose which access the applicant requires in accordance with assigned duties.
• The approvers (OR, LRO, FAO) process the application and determine the actual access that will be granted. When all the approvers have completed their respective portions of the application another e-mail is triggered which is sent to Student Information Systems (SIS).
• Student Information Systems (SIS) processes the application. Upon completion an e-mail is automatically sent to Central Computing Services (CCS).
• Central Computing Services (CCS) implements the actual access. When the implementation is completed another e-mail is automatically sent to Officer of the Registrar (OR).
• Office of the Registrar (OR) then contacts the user with the appropriate access information.

Other determining factors for access include completion of the FERPA class. Classes are conducted once per month and class size is limited. It is recommend that the requester and supervisor enroll in the next class as soon as possible unless both have already completed the course. Application can not be made unless FERPA class has been completed. If you have not completed FERPA training you can stop now and return after the training is completed.

When the requester receives their access information and has a CalNet ID then click on the Bear Facts Link below. If you do not have a CalNet ID then contact your department CalNet Deputy. For additional information on CalNet go to the CalNet Gateway.

Please have your Access Information and Calnet ID ready before you begin.

Bear Facts Access Request System

If you have questions regarding the use of this system, please contact Dorothy Jones at 3-5242 or by e-mail at dorothyj@berkeley.edu.