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.

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