Two-factor authentication (2FA) adds a layer of security when you sign in with your UW NetID. With 2FA, first you enter your password, then use a 2FA device to prove it’s really you. You’ll be asked to sign in with 2FA only when a system requires it. Many systems with sensitive data require 2FA, including Workday, EARS, and SDB. 2FA prevents others from signing in as you, even if they know your password. It protects you and the UW from the risks of phishing scams and other forms of passwords theft.

You can request a dedicated hardware token for 2FA, or use your mobile phone. If you’re ready to enroll a device, go here: Manage 2FA Devices & Settings

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.

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: https://registrar.washington.edu/staffandfaculty/ears/

The Degree Audit Reporting System (DARS) produces a report for students or advisers reflecting, at a glance, what academic progress has been made towards completion of a degree for a given major. The DARS report, or degree audit, shows how UW courses, transfer courses, and courses in progress will apply toward degree requirements so students can see what is still outstanding.

Completing DARS Exceptions

Sometimes, students will need to have exceptions approved on DARS requirements for their major in order to graduate or have certain credits approved if applicable. There are different types of exceptions advisers can make:

Exception Types

1. Requirement Update (RU): Is the most common exception which can modify requirements in several ways. The Requirement (RU) Exception Guide leads you through the process of creating an RU exception on the SDB. On EARS, a question mark ( ? ) invites you to click for help with specific items.
2. RR: To allow the use of a course that does not meet the minimum grade for a requirement, follow the Guide for the RR Exception, available from the 370 screen of the SDB only.
   Note: Not available on EARS.
3. Area of Inquiry (AoI): To assign an AoI to a UW variable/special topics course or very old course, follow the procedures in Flagging UW Courses for Areas of Inquiry (CS exception).

We can run reports with different filters and criteria to learn more about our students and academic trends at UW through our Business Intelligence (BI) portal using query tools such as Microsoft Access and Microsoft SQL Server or presented in the form of web-based reports with customizable parameters. You can request adviser access here: https://itconnect.uw.edu/work/data/data-security/request-access/

For access to UW Directories to include student as well as employee data, please complete the UW_Directories_student_access_request.

Your UW NetID will become the first part of your email (XXXX@uw.edu). UW connects your netID to UW Exchange Online (part of UW Office 365), and also includes cloud-based productivity and collaboration tool suites.

At HAS, you can choose to align your email with either service suite, but know that we will most likely be using Microsoft Teams and Outlook for online collaboration and team calendaring.

UW Exchange Online is the University of Washington’s Microsoft Exchange service providing email, calendar, contacts, and task management. UW Exchange Online is offered as a service of UW Office 365.  To forward your email to UW Exchange Online, go to the UW Email Forwarding page and forward your email to UW Office 365.

Important note: e-mail messages are public records when they are created or received in the transaction of public business. As such, they must be retained in accordance with UW records retention practices, and know that as a State of Washington employee, your email can be theoretically be requested at any time through Freedom of Information Act (FOIA). Do not send sensitive information by email, including personnel data, student information, and financial information.

We typically use outlook calendar invites to schedule meetings, including virtual meetings. As a result, make sure that your email client is set up to sync your calendar with invites you receive.

To find the best times for meetings, we’ll need to have the team be able to see each other’s work calendars by ensuring that read access has been granted to everyone in HAS.

For Office 365/ outlook users, you can go here: https://support.office.com/en-us/article/Share-an-Outlook-calendar-with-other-people-353ed2c1-3ec5-449d-8c73-6931a0adab88

When working remotely, we’ll be using Microsoft Teams to share files, organise thoughts, chat, and schedule meetings. Microsoft Teams can be accessed using a web browser, desktop client, or mobile app.

Ask your supervisor if you haven’t received an invite to join the Humanities Advising team. A link to the team is available here, and you can find training videos here.

Zoom unifies cloud video conferencing, simple online meetings, group messaging, and provides the option to record. We use it frequently for online meetings (if we’re not in MS Teams), and virtual appointments with students. Zoom allows us to:

• Participate in group video chat
• Host virtual office hours
• Collaborate remotely on research
• Share screens and host real-time video conversations

You can either download the dedicated zoom app or access through the web. A free phone conference line is included with your Zoom Pro account. Participants of your web conference can simply dial a phone number and code to enter your meeting. This is helpful if internet access is not available for participants. Full help resources for Zoom are available here.

Anti-Virus software is vital to help keep both University computers and your own personal computer secure. Sophos Anti-Virus software is the UW’s preferred choice for UW faculty, staff and students. The Sophos product suite includes stand-alone and managed anti-virus clients for all current (and many older) versions of Windows and Mac OS, and most of the popular UNIX and Linux distributions. It also provides apps for both Android and iOS based mobile devices. You can learn more about getting Sophos for home and office use here.

Staff can also use Microsoft Office 365 ProPlus and everything that comes with it for home and institutional use while employed at UW.   

While on campus, if you are going to connect to Wi-Fi, we recommend the eduroam network instead of the generic UW Wi-Fi. Why? Eduroam is secured by encryption, while the UW Wi-Fi network is not. Once configured, eduroam also gives seamless connectivity at over 30,000 participating locations around the world. Your UW NetID and password will allow you access to eduroam, but only once your device is configured to access the eduroam network. Configure your device using the SecureW2 JoinNow utility at onboard.wifi.uw.edu.

Lastly, for accessing critical UW systems from home, you’ll need to connect with a Virtual Private Network (VPN) connection instead of your home Wi-Fi. SDB is an example of a system that needs a VPN before connection will work.

Husky OnNet (HON) provides individual users (current UW students, faculty and staff) with a secure connection to the UW network from remote locations like home on on the road – the software can be downloaded from UWare, and you can learn more here.

HAS files, training guides, meeting minutes and resources are stored in the cloud through our Humanities Advising OneDrive. You can find our OneDrive file repository here, and if you want a primer on how to navigate the different folders that house things like scholarships info, major/ minor guides, world language testing and team references, start with our wayfinder doc here.

Workday is a cloud-based platform that provides administrative functions for the UW, including human resources, payroll, and finance. HAS team members will primarily use workday to manage their benefits allocations, update insurance information during open enrollment periods, request and manage time off/ vacation balances, and access payroll information/ tax documents. You can access Workday with your UW NetID and 2FA here.

HAS uses OnceHub to manage how students connect with team members for scheduled advising appointments. Our system allows students to choose their appointment modality (in-person or virtual), as well as whether they want to connect with a specific adviser or meet with the next available team member. OnceHub can be synced to your individual calendar so that your availability is managed automatically - appointments cannot be scheduled during times you have marked as busy on your calendar, and available appointment timeslots are automatically updated based on the calendar times you have marked as open. Any time a student makes an appointment with you, that appointment (along with all its details) will be automatically piped to your calendar for you to track. Just don't forget to block off those holidays!

You can see our scheduling system in action on our website here, but the administrative dashboard is available here.

Constant Contact is our mass email communications platform - it allows us to send large volumes of branded, customised emails to specific mailing lists and track analytics about email engagement from students. Building emails is simple, and involves a drag-and-drop/ realtime type interface, and our templates for announcements, newsletters, and more have already been created and are ready to go.

Our mailing lists for constant contact cover specific major and minor groups, premajor students, faculty, staff, and the entirety of our student community at large - this means we can communicate either with specific populations or widely when we need to. You can access Constant Contact here: https://app.constantcontact.com/pages/dashboard/home/#/

Adobe Creative Cloud is our complete toolkit for creativity, including Photoshop (image editing), Premiere Pro (video editing), Illustrator (graphic element editing), Adobe Express (a creative multitool), and Acrobat Pro (document editing). Team members can download different apps or even access some directly through the cloud. You can sign in to the HAS Adobe Creative Cloud here.