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Student Academic Records and Privacy of Records

An Introduction to Student Information System (SIS)

SIS is the electronic system for viewing your advisees’ academic records and entering your advising notes. During advising meetings, you can use SIS to help advisees explore courses and to review their academic record and progress towards completing the DKU degree requirements.

Learning your way around SIS can take a while – the information below will help you get started. As you review this information, it is best to have SIS open so you can try things out. 

If you have any questions about the advising-related functions in SIS, you can contact Tony Shen, Senior Coordinator for Academic Advising, at advising@dukekunshan.edu.cn or +86 512 3665 7031.

If you have any questions about other functionality areas in SIS, please contact Lingling Wang in the Registrar’s Office at dku-registrar@dukekunshan.edu.cn or +86 512 3665 7021.

Using SIS

The SIS URL is: https://sispub.dukekunshan.edu.cn/.

You will log in through the University Single Sign On. If you encounter the following error upon login, you will need to clear your browser cache (see instructions on https://www.wikihow.com/Clear-Cache-and-Cookies), reopen the browser and try to log in again.

You will then see an Advisor Center tile. For faculty members, you will also see a Faculty Center title.

After using SIS, it is best practice to log out of the system so others will not be able to access information they should not have access to.

Advisor Center

The My Advisees page is your home case. As seen in the screenshot below, from this page you can view all your advisees, remove their advisor holds, check their classes/final grades, see their shopping cart, access reports, enter notes, and view other relevant information.

To email all your advisees, you can check the boxes in the “Notify” column. You can either use SIS to send emails or copy and paste the list of their email addresses to your email client and then send them emails.

Below is a summary of the information available in each column.

View Student Details – You can access the student’s Class Schedule, Shopping Cart (you can view, but cannot modify on behalf of the student), the student’s Academic Planner, along with the student’s Demographic Data and Emergency Contact Information. You can also check the student’s Holds (e.g., Academic Advising Hold, Financial Hold), Milestones (e.g., Signature Product, Study Away), Enrollment Dates and Times, Advisor Name, and Faculty Mentor Name (this will be added once the student declares his major).

NOTE: The SIS interface that advisors use looks different from the interface students use. This means that what you see differs slightly from what your advisees see in SIS. If advisees have technical questions related to SIS, they should be directed to the Registrar’s Office.Class Schedule – Click on “Weekly Calendar View” to view student’s weekly schedule. Check “Show Class Title” and “Show Instructors.” Change End Time from 6:00 PM (this is the default end time in SIS) to 9:00 PM if the student has a class at night.

Shopping Cart – You can view what classes your advisee has put in their Shopping Cart. If it is close to registration, but the student has not placed any course in their Shopping Cart, this may signal a warning sign that the student may not be ready for registration.

Other Academic…Pull-down Menu – This gives you access to view your advisee’s Academic Requirements Report (called “Degree Progress Report” or “Degree Audit Report” at other universities), What-if Report, Advising Notes, Course History, Grades, Unofficial Transcript, and Transfer Credit Report.

Academic Requirements – Students and advisors can use the Academic Requirements Reports to track students’ degree progress. Students and advisors see the same report.

What-if Report – Students and advisors can use the What-if Report to see how many courses they have completed for each major that they may want to explore. Students and advisors see the same report.

Course History – This is the quickest way to access all the courses the student has completed and is currently enrolled in. The unofficial transcript may take a few seconds to load, but this gives you a quicker way to access their course information. Entrance credits from AP and IPC will show up here too as transfer credits.

Transcript: View Unofficial – Click on this to view a PDF copy of the student’s unofficial transcripts. You will need disable your pop-up blocker to allow the transcript to appear (see instructions below). Enrolled classes do not show up on the transcript until after the add/drop deadline when students cannot freely change their schedule. The students will have “Transcript: Request Official” in their pull-down menu where they can follow the process to request an official transcript from the Registrar’s Office.

Advising Notes – Click on this to enter an advising note on the student’s record – this is an essential responsibility for advisors. In addition to your own comments, you may see comments from other members of the advising network who have met with the student, e.g., Associate Dean for Academic Advising.

View data for other students – You can access other students’ academic records who are not your advisees as needed. We suggest that you search by using their Campus ID (their DKU ID found on the front of their DKU Campus Card, which should be a 4-digit number) or by their last name and first name (the system supports partial name search, but be mindful that we may have students with the same names).

Test Results

You can search for students’ pre-college test results here if they have submitted any, for example, SAT, ACT, etc.

Search for Classes

The navigation is Self Service –> Search folder –> Class Search.

Privacy of Student Records

Education Records

DKU adheres to a policy permitting students access to their education records, health record and their confidential financial information while at DKU. Students may request to review any information that is contained in their DKU education, health and financial records and may, using appropriate procedures, challenge the content of these records. An explanation of the complete policy on education records may be obtained from the Office of the University Registrar.

No information, except directory information (see below) contained in any student records is released to unauthorized persons outside the university or to unauthorized persons on the campus, without the written consent of the student. It is the responsibility of the student to provide the University’s registrar and other university offices, as appropriate, with the necessary specific authorization and consent.

Directory information includes name, addresses, DKU student ID, e-mail addresses, telephone listing, photograph, major field of study, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, degrees and awards received, and most recent previous educational institution attended. This information may be released to appear in public documents and may otherwise be disclosed without student consent unless a written request not to release this information is filed in the University’s registrar.

The Provision of Academic Information to Parents and Guardians

It is primarily the responsibility of students to keep parents and guardians informed of their academic standing and progress as well as any difficulties that may affect their performance. The University’s registrar does not release end of term or midterm grade information to parents and guardians without students’ written permission. If a student’s academic standing at the university changes, the Office of Undergraduate Studies may notify parents and guardians in writing. Parents and guardians may also be alerted to emergency and extraordinary situations that may impinge upon a student’s well-being.

What Are the Implications of Privacy Regulations for Advisors?

Most importantly, you need to maintain complete confidentiality with respect to the information you have access to about your advisees through SIS. It is inappropriate to discuss a student’s performance with anyone besides the student or the academic advising office staff. Should a parent contact you directly to discuss their child’s performance, you cannot disclose this and should refer the parent to the Associate Dean for Academic Advising. In the unlikely event that an instructor contacts you to inquire how the student is doing in their other classes, you should not provide this information and should refer the instructor to the Associate Dean for Academic Advising. If you are working in SIS and have student information displayed, you should log off before leaving your office so that no one inadvertently sees information in the student’s record.