ADVISING SYSTEMS/TOOLS

Student Database (SDB)

SDB, also known as Keynes, is the legacy database system that allows us to manage student records, registration, and other data. Anyone new to the Student Database should familiarize themselves with the Registrar’s Help Center to learn about available training options, and the responsibilities regarding confidentiality and FERPA.

Your supervisor will submit the initial access request to UW-IT once your employee ID number and NetID have been confirmed. To use SDB, you’ll also need to be enrolled in the UW’s 2 Factor Authentication (2FA) program, DUO. Once your access is approved by UW-IT, you’ll need to call them to set up your initial username and password. You can reach UW-IT at any time by emailing help@uw.edu or calling 206-221-5000.

The process for requesting access to SDB starts here.

  • SRF100: Student Schedule Inquiry 

    Use for: viewing numerical grades students would have received if they didn't change their grading to Satisfactory/Non-Satisfactory (S/NS) 

    SRF104: Departmental Registration 

    Use for: Adding and dropping courses for students 

    How: Enter student number, quarter, and year. Once student is located, enter the 5-digit Schedule Line Number (SLN), and "A" for Add, or "D" for Drop in the action field.

    • -To waive a registration restriction (such as “seniors only”), type an X in the override field.
    • -To waive a prerequisite, type a "P" in the override field. If you use this screen to register a student for a course with cancellation (or if you give the student an entry code), cancellation will not apply to the student.
    • -If the computer rejects your attempt to register the student and returns with the message that there is no space in the course, even though the course still looks open, check the room limit. Sometimes courses are moved to smaller rooms. The computer won’t accept any registration over 115% of room capacity.
    • -If a course has been dropped from a student’s schedule and then added again, it will have an “A” in the DUP column. To drop this course using the 104 screen, you must enter the A in the request, in the DUP field preceding the field where you enter the SLN (Schedule Line Number).

    SRF120: Registration Transactions 

    Use for: Viewing how many registration transactions have executed, and which user created the action, and if student added a course with an add code 

    SRF130: Class List 

    Use for: Viewing student roster for a specific course 

    SRF232: Independent Study Instructors 

    Use for: Searching for instructor ‘SEQ NUM’ needed for registering students for departmental honors, research, and independent study 

    SRF245: Entry Code Display, AKA course add/entry codes 

    Use for: Providing add codes to faculty, in a pinch. Department administrators are responsible for sharing codes with faculty. We do not provide add codes to students

    SDB Screens - Search for screen numbers or names, organized in alphabetical order

    SDB Screens - Organized by category 

  • Error: ‘COURSE NOT ACTIVE’

    Enter ‘D’ in the ‘ACTION’ field and an ‘A’ in the ‘DUP’ field 

    Error: PRGRM FULL’ 

    The student has registered for 27 courses, exceeding the number of registration transactions for the quarter, no additional courses may be added. Please contact the Registrar's Office for assistance. 

    Error: CAN'T ADD CREDITS > PERIOD MAX

    During Registration Period I and II, students can only register for a maximum of 19 credits. During Registration Period III, students can register for more than 19 credits.

    Error: REGISTRATION HOLD

    Student has a registration hold they need to resolve. Examples: satisfactory academic progress, student fiscal services, EOP.

    Error: UPDATE ACCESS DENIED

    See Departmental SDB Authorizations below.

    Error: TIME CONFLICT

    The course you are trying to register a student for has a time conflict with another registered course. To override, student must submit a Registration Transaction Form to the Office of the University Registrar.

    Reference: Department Registration Screen Messages 

  • SDB’s user security screen only allows UW-IT the ability to connect 1 person to 10 departments’ worth of access.

    Advisers, Assistant Director, and Program Coordinator 

    1. Asian Languages & Literature 

    1. Cinema & Media Studies 

    1. Classics 

    1. Comparative History of Ideas 

    1. English 

    1. French & Italian Studies 

    1. Linguistics 

    1. Middle Eastern Languages & Civilization 

    1. Scandinavian Studies 

    1. Spanish & Portuguese Studies 

    Director 

    1. Asian Languages & Literatures 

    1. Classics 

    1. English 

    1. German Studies*

    1. Humanities (HUM)*

    1. Linguistics 

    1. Middle Eastern Languages & Civilization 

    1. Scandinavian Studies 

    1. Slavic Languages & Literatures*

    1. Spanish & Portuguese Studies

    *Only Director can register students for these department courses 

  • SDB Code Manual - Find all the numeric codes used in SDB, e.g., hold codes, major and degree codes, foreign language codes 

    SDB Online Training Course - Covers details on requesting access to SDB, logging onto SDB, various access SDB levels and your responsibilities regarding FERPA 

    SDB Login Problems - Common problems and how to fix them 

    SDB System Status: Wondering if SDB is down? Check the system status on this page or view the operating hours of the system. 

    SDB Tips and Tricks - Hints, commands, and screens explained plus other helpful info 

Electronic Academic Records System (EARS)

EARS is a web-based system that allows advisers and other staff to access student record information such as student demographics, transcripts, course enrollments, directory information, holds, and degree exceptions. The systems also allows for the recording of advising notes for student records, and this is crucial for collaborating with other units across campus who may have an interest in what we’re discussing with students.

To request access to EARS, staff in advising roles will need to email advice@uw.edu and cc their supervisor. You’ll need to request access pertinent to all 12 departments within the UW Humanities Division: Asian Languages & Literature, Cinema & Media Studies (CMS), Classics, Comparative History of Ideas (CHID), English, French & Italian Studies, Germanics, Linguistics, Middle Eastern Languages & Cultures (MELC), Scandinavian Studies, Slavic Languages & Literatures, and Spanish & Portuguese Studies.

EARS Help for advisers can be found here.

EARS Tabs

    • Purpose: Locate a student's record.
    •  
    • How to Use
      • Name: Enter students partial or full name in the field and search.
      • Student Number: Enter Student ID number in the field and search.
      • Student UW NetID: Enter student NetID in the field and search.

    Note: you can only search using one field at a time.

    • Purpose: Access a wide range of student information for advisers and academic staff.
    • Expandable Sections: Click "+" to view more details.
    • Major Sections:
      • Demographics: Basic student information and status.
      • Academics: Details on majors, minors, premajor extensions, and graduation plans.
      • Assigned Adviser: Current advisers working with the student.
      • Degrees: UW degrees earned/applied for, graduation application status, Graduation Senior Priority quarters remaining.
      • Directory: Student's contact information, directory release info, and emergency contact.
      • Holds: Any transcript/registration holds.
      • High School Deficiencies: Deficiencies and deadlines to resolve them.
      • ELP Requirements: English language proficiency requirements and completion status.
      • Test Scores: Scores for standardized tests (SAT, ACT, TOEFL, IELTS, UW placement tests).
      • Current and Next Quarter Class Schedules: Classes registered for current and next quarter.
      • Cumulative Credit Summary: Breakdown of earned credits (UW credits, grade points, GPA, transfer, and extension credits).
      • Academic Summary: Summary of information from each quarter attended.

  • Purpose: Display the student's unofficial transcript.

  • Purpose: Display courses transferred from different schools.

    • Purpose: Reflect academic progress toward degree completion.
    • Function: Shows how UW courses, transfer courses, and courses in progress apply toward degree requirements.
    • Usage: Internal document for planning future coursework with an adviser.
    • Note: Not an official certification of the academic record.

  • Purpose: Function for advisers to write notes about student appointments.