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Student Systems Access

Anyone requesting a data set from any of the following University systems, Academic Data Management requires you complete and return the List Use and Computer Data Confidentiality Agreement.

Student Database

The UW Student Database (SDB) is a Keynes system and requires a Keynes user code. SDB is a university-wide system for managing student records and student data. Anyone new to the Student Database should familiarize themselves with the SDB Documentation including a brief online training, as well as learn responsibilities regarding confidentiality and FERPA.

Requesting SDB Access

ITConnect hosts instructions for requesting access and the Access Forms for Keynes Systems for all three campuses. Select and submit the docusign request form that corresponds to your campus.

Electronic Academic Records System

The Electronic Academic Records System (EARS), is a web-based graphical system that allows UW advisers and other departmental staff to access student record information such as student demographics, academics data, directory information, holds, and transcript information. The systems also allow for the recording of advising notes for student records.

EARS Users

EARS is used by UW advisers and other departmental staff that require access to official student record information.

Requesting Access (Seattle, Bothell) For administrative access to EARS, please download, complete, and submit the EARS Access Request form. Obtain the appropriate signatures, and email the form to Registrar Services.

To request adviser access to EARS, please contact

Request EARS Access – Tacoma campus employees. [UWNetID required]

Data Store within Enterprise Data Warehouse

The University of Washington Student Database DataStore (UWSDBDataStore) is a database within the Enterprise Data Warehouse (EDW), that contains twice-daily updated snapshots of student data. UWSDB is accessed using query tools such as Microsoft Access and Microsoft SQL Server or presented in the form of web-based reports with customizable parameters. Learn more about EDW please visit Enterprise Data & Analytics website.

UWSDBDataStore/EDW Users

The UWSDBDatastore is used by UW analysts, researchers, and other departmental personnel to run reports, create reports and generate ad hoc queries using stored academic data to assist in strategic planning and analysis.

Requesting Access Access to the UWSDBDataStore is managed through security roles. Please follow these instructions to learn about the roles and to request access: Request Access to Run Reports and Query Data.

UW Directories

Requesting Access For access to UW Directories, please complete the UW_Directories_student_access_request.

Person Directory

The UW Person Registry is a service for UW application developers to retrieve information about a person’s UW affiliations, gathered and reconciled from multiple sources. Person Registry allows access to data such as the affiliate’s first and last name, box number, student or employee status, home budget number, and college. Person Registry data originates from various sources: HEPPS, Student database, Alumni database, Auxiliary Validation File (AVF), and Clinician table with new population sources being added ongoing. Queries may be based on UW NetID, RegID, employee id, student number, or other source system IDs.

Groups Service

The UW Groups service provides infrastructure for defining, maintaining, and using “groups”, i.e. named objects with membership lists and standard attributes known collectively as group “metadata.” Group memberships can consist of people, computers, and other groups. Other kinds of principles are possible too.

Student Web Services

The Student Web Service (SWS) gives your application programmatic real-time access to information in the Student database such as course data, registration data, section data, person data, and term data (general academic data). Learn more about UW Web Services

SWS Users

Student Web Services is used by application developers for tools such as Catalyst Gradebook and the UW iPhone app to access a subset of real-time institutional data for use in these applications.

For more information on how to use and configure SWS please read through Getting Access to SWS as well as additional information on the  UW Web Service Registry site.