Share My Info User Guide

Educational records are private and protected under the Family Educational Rights and Privacy Act (FERPA). Students can share their Cal Poly information with trusted others (recipients), such as parents or scholarship donors. Share My Info is a Cal Poly web application that lets a student grant access to specific records or information to one person or a group of people.

The student's written authorization is required prior to Cal Poly staff discussing student-specific information with Share My Info recipients.
Students don't need an account to see their own information.

For STUDENTS

Share My Information is available through the My Cal Poly Portal > Money Matters tab.

Share My Info lets students create different groupings of information, called reports.

Section Overview
CREATE a report
CHOOSE the information you want in the report
DECIDE WHO can see the report and
DECIDE WHEN the report access expires.

Create a report

Name your report and enter an expiration date.
You can change the expiration date (extend or expire) at any point in the future.

Dialog box for entering Nickname and expiration date. Report for Parents is typed in the Nickname field. 06102020 is in the expiration date field as sample entries.

Select a Template report.

There are three suggested templates based on what students typically share with different groups. When you select a template, you will notice that specific items will be selected to share.

You can use the template as-is, or you can customize the selections (dropping or adding items) as you prefer.
You can also choose not to use a template and select the information you want to include in the report.

Types of information

Student Account Information – includes your account and payment summaries (charges by due date, recent payments, and financial aid postings). It also includes links to important dates in the academic calendar.
Financial Aid Information – includes your awards accepted and declined, holds and warnings, estimated costs to attend Cal Poly each semester, and items in your Financial Aid To-Do list. You can also choose the years you want to share; either all the years you have attended Cal Poly or specific aid years.
General Information – includes your name, home address, phone number, email address, residency status, class level, GPA, and your student Empl ID number. You don't have to share everything; you choose what information you want to share.
Academic Information – includes your GPA and grades.

Report is generated. Relevant settings are set. Done button is highlighted

When finished, click Done.

Specify who will see your report

Reports can be shared with one or more people or organizations. The person or people chosen are your recipients. By default, Share My Info sends an email to each email address you provide with a link to view your report. You can include additional text in the email or not send an email to your recipients.

Enter the email address of the recipient you are sharing your information with.
Enter any additional text.
Click the Save button. An email will be sent to the recipient unless you've chosen not to send one.

View shared reports

You have the option to see a history of all the shared reports you have created. You can review the information shared, the people you designated to view the reports, and the report expiration date. You can also modify when the reports expire, in case you need to extend or revoke access.

Report access history

You have the option to see who has viewed your reports. You can filter results based on your report, the recipient's name, or you can view all.

For RECIPIENTS (parents, scholarship donors, etc.)

View shared reports

Federal Law, the Family Educational Rights and Privacy Act (FERPA), provides that student educational records and information is private unless the student chooses to share it with select individuals or organizations. Share My Info is a Cal Poly web application that provides a way for students to share specific account, academic or financial records with their parents, guardians, scholarship donors, or other people or organizations.

To access student information shared with you through Share My Info :

Go to the Share My Information Viewer page on the Cal Poly Portal.
Enter your Email address, then click the Submit button.
A verification code is sent to your email address.
Check your email for a new message from Cal Poly that includes a Verification Code.
Copy the code and paste it in the Verification Code field provided on the Share My Info Viewer page, then click Verify Code.
A listing of your available reports is displayed. Click the View Report button for the one you wish to see.

Reports may include the following:

Identification and Contact Information shows the student’s name and other identifying information, which could include email address, home address, phone numbers, birthday, Student ID, and/or residence status.
Account and Payment Summary shows the student’s account information and may include outstanding account balance, charges due, most recent payments, and/or recent financial aid postings.
Financial Aid Information – can show a list of awards, a list of required tasks, and/or a list of estimated costs by academic year.
Academic Information – shows the student's GPA, class level, and the time period in which the student was enrolled at Cal Poly.
Important Dates – shows links for more information about financial and academic calendars. You will be directed to another website.