Which student systems should I have access to?
  How do I obtain logons?
  What software do I need?
  Where can I get training?
  Who can I contact for assistance?

As a staffperson, which student systems should I have access to?

For basic access, the systems that are recommended for staff are the Student Database (DB2) and Bear Facts. Undergraduate advisers will also benefit from access to the Degree Audit Reporting System (DARSweb). Graduate assistants may also need access to the GradApp system. To access students' billing information in detail, CARS access may also be necessary.

DB2* is housed on the campus's IBM mainframe computer and is the primary student system. You use DB2 to access such student data as class schedules and academic transcripts. Your level of access is determined primarily by your job function and must be approved by your supervisor and department head. See the request form below for a complete description of the different access levels you can request.

Bear Facts* is a web-based system residing on an Oracle server; its data is taken from a download from DB2 nightly. With Bear Facts you can run many useful reports, such as a listing of students in your department. More information on Bear Facts can be found here.

The Degree Audit Reporting System (DARSweb) is an advising tool that allows you to generate reports reflecting a student's academic progress toward degree completion.

Grad App is an Oracle database that includes data on GRE and TOEFL test scores, all online applications, Form A data for paper applications, admit or deny status, and registration status.

The Campus Accounts Receivables System (CARS) is housed on the campus's IBM mainframe computer and is the primary system for billing campus receivables. You use CARS to access the student's financial account, which may include such data as student registration fees, housing and dining charges, residence hall telephone/internet charges, emergency loans, library book replacement invoices, health service charges, recreational sports fee, parking fees, and many more academically-related charges, as well as financial award information. Your level of access is determined primarily by your job function and must be approved by your supervisor and department head. More information on CARS can be found here.

Specialized/Restricted Access Systems:
The following systems are more specialized and are restricted to a limited number of campus users. If you desire access, please contact the individual specified in the description.

Classroom Scheduling - Provides access to add/delete/cancel courses, assign days/times, request general assignment classrooms, add instructor names, conduct room switching sessions, and update CSIR data. To obtain access to Classroom Scheduling contact Susan Tonus at 2-0313. You can also download a copy of the Classroom Scheduling User's Guide by clicking here.

*Access to DB2 and Bear Facts requires that you attend a workshop on student privacy and the disclosure of information from student records.

How do I obtain logons for these systems?

DB2
To obtain a DB2 logon, you will need to complete a CICS User ID Name Request form and a Request for Student Database (DB2) Access form. You can download copies of these forms below. Be sure to download the appropriate DB2 Access form for your department. When completed, the forms can be sent or faxed to Russell Low, Office of the Registrar, 119 Sproul Hall, MC 5404, Fax #3-9201.

CICS User ID Name Request form (MS Word) plus one of the following:

Request for DB2 Access - Academic Departments (PDF)
Request for DB2 Access - Colleges and Schools (PDF)
Request for DB2 Access - Administrative Offices (PDF)

Bear Facts
To obtain a Bear Facts logon, go to the following web page and click on "Bear Facts Access Request." You will need to complete and submit the form online. Attendance at a FERPA class (see below) is required before access is granted.

http://bearfacts.berkeley.edu

DARSweb
To obtain a logon for DARSweb, you use the same form as for Bear Facts access (see above); be sure to select "DARSweb Access" on the online form. Note: You must have already been approved for Bear Facts access before you are granted access to DARSweb.

GradApp
To obtain a logon for GradApp, go to the following web page and complete Form 10 for the Graduate Admissions System. Send the form to the Security Officer listed.

http://ccs-sda-lis.berkeley.edu/sda/sdaforms.htm

CARS
Logons for CARS may be requested by completing the CICS form below (same form as used for DB2) and sending the form as an e-mail attachment to Mindy Lopez (mindy@berkeley.edu) at Billing and Payment Services.

CICS User ID Name Request form (MS Word)

What software do I need to access these systems?

DB2
If you are using a Macintosh (OS X recommended), the recommended software for accessing DB2 is tn3270 X. You can download the latest version of this software from Brown University at the following web page:

http://www.brown.edu/Facilities/CIS/tn3270/

If you are using a PC (Windows XP Service Pack 2 recommended), the recommended software is Host Explorer by Hummingbird. You can download the latest version of this software from Berkeley's IST Software Central page.

With either the Mac or the PC version, enter "ironwood.berkeley.edu" as the host name, if prompted. With tn3270 (Mac), be sure to enable SSL (via the "Special" icon) upon initial launch of the program.

Bear Facts
To access Bear Facts, you simply need a web browser. Netscape Navigator, Microsoft Internet Explorer, Safari (Mac only), or Firefox is recommended. The URL for Bear Facts is http://bearfacts.berkeley.edu; select the "Bear Facts for Faculty/Staff" link to enter the system.

DARSweb
You access DARSweb using a web browser as with Bear Facts above. Go to the Bear Facts page at http://bearfacts.berkeley.edu and select the "Degree Audit Report (DARSweb)" link to enter the system.

GradApp
You must have Netscape Navigator or Microsoft Internet Explorer and download and install a plug-in to be able to view data on the web-enabled screens. PC and Mac compatible.

CARS
CARS requires the use of tn3270 X or Exceed 10.0 (see DB2 above).

Where can I get training?

Various training sessions and workshops are offered. Please select from the following list:

• DB2/Bear Facts Basics - An introduction to these systems. Topics include how to log on, screen navigation, and content. Sessions are generally conducted on an individual, one-on-one basis. Contact Russell Low to make an appointment.

  You can also download a copy of the DB2 User's Guide to familiarize yourself with the system.

• Privacy of Student Records: Are You Revealing Too Much? (A Workshop on FERPA--the Family Educational Rights and Privacy Act) - Required for all users of DB2 and Bear Facts as well as supervisors of staff who have Bear Facts access. Workshops are generally held on the last Tuesday of each month from 10:00 am to 12:00 pm in 127 Sproul Hall (following the DB2/Bear Facts Basics session). To enroll in a workshop, use the Interactive Course Enrollment (ICE) system. (Select keyword "disclosure" to find the workshop.)

• DARSweb - Usually conducted on an individual, one-to-one basis. To arrange a training session, contact Melisandra Leonardos, Bebe Jones, or Raul Infante.

• GradApp - Done on an individual basis. Contact Beatriz Galvez to arrange a training session.

• CARS - Training is done in a group setting or on an individual basis. Contact John Aczon to arrange a training session.

• Classroom Scheduling - Conducted on an individual, one-to-one basis for each individual who obtains access.