Missionary Privacy Release Request Form

Issue

• How to correctly go through the Missionary Privacy Release process

Environment

• byui.edu
• Outlook/Email

Resolution

Required criteria to qualify for an MPR:

1. There are actions the missionary cannot do for themselves (no access to the internet or no mission president approval)
2. These actions require access to the missionary’s BYUI account
3. These actions must be done before (not after) the missionary returns home from their mission (i.e., the missionary does not have a reasonable amount of time before returning home in order to meet certain deadlines for admission)
   • Examples:
     • Needing access to their student’s email address e.g., signing up for a housing contract, etc. that requires a BYUI email address
     • Needing to order a transcript
     • Registering if the student is coming home too close to the semester start date
4. Check for access to:
   • byui.edu
   • Facebook messenger
   • any email

The approval process:

1. Contact the IT Service Desk
   • A team member from the IT Service Desk will assist you in requesting access to your missionary's account. In the process, they will help determine if the above criteria are met and if it's appropriate to release the missionary's login credentials. 
   • The family member seeking approval should ensure the missionary is aware of the request
2. The IT department will reach out electronically to the missionary to seek approval and authorization to release their username, password, 2FA information
   Note: As an analyst, you don't need to get shift lead approval to proceed withthe MPR Request Form, since it goes directly to them.
   • A team member from the IT Service Desk will email the missionary directly and only to their provided mission email. (The mission office can assist in this process if the missionary does not have access to their email). 
   • The family member should instruct the missionary to complete, sign, and email the completed MPR to the email: privacyrelease@byui.edu (the IT department will also be providing this to the missionary via email)
3. The missionary will be required to complete the Missionary Privacy Release form (the IT department will provide the documentation required to the missionary) and send it to: privacyrelease@byui.edu
4. Once the form has been completed, signed, and received at the privacyrelease@byui.edu email, the IT department will be notified and begin processing the request. The family will be notified soon after and an IT Service Desk employee will assist the listed/approved person with logging into the missionary's account. This typically requires:
   1. Providing the username
   2. Providing a password reset
   3. Assisting with 2-factor authentication

Once these steps are completed, the family member(s) listed on the MPR may request additional support in the future, if they somehow get locked out of the account. The MPR will remain on the student's record, so we can assist the family in the future at any time an issue arises. If the missionary would like the MPR removed from their record, the missionary should immediately contact the University to have it removed.

Escalation 

N/A