OnBase Access and User Guide

OnBase is used to access student records and documents that support academic advising, registration, and graduate school processes. 

Access Requirements

Before you can use OnBase you must:

  1. Submit a technology service ticket request for OnBase access
  2. Complete FERPA training 
  3. Complete a VPN connection request

Logging In

  1. Connect to VPN
  2. Navigate to OnBase 
  3. Log in using your TWU credentials.
  4. If prompted, complete 2FA authentication.

Viewing and Managing Records

Searching for a Student

  1. Go to the Custom Queries section.
  2. Choose Student ID Search or Name Search.
    • If you have a Student ID, use it for the fastest results.
    • If using a name, enter it in ALL CAPS (First Name + Last Name).
    • You may accept a student’s SSN if they offer it, but do not ask for it.
  3. Click Search.
  4. All available student documents will appear in the results list.

Viewing Documents

  1. Click any document in the search results to open it.
  2. Common items you may see:
    • Admissions Application (also visible in TargetX)
    • Test Scores and Transcripts
    • Drop/Add Forms
    • Substitution Forms
    • Graduate Program Letters (e.g., “Time to Complete”)
  • You can view documents but cannot print them.
  • If a document does not appear in TargetX, check OnBase.
  • TWU transcripts are viewed in Colleague.

Best Practices & Security

  • Maintain FERPA confidentiality.
  • Follow office or program-specific procedures when reviewing documents. 
  • Access expires after six months of inactivity.

Support

For additional support, contact the Technology Service Desk at 940-898-3971, servicedesk@twu.edu, techchat.twu.edu, or submit a request through the Technology Service Catalog.

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