Systems that require FERPA Training

Before requesting access to any of the student systems listed below, UW employees must complete required FERPA training. At the end the training, you may download the PDF certificate as a record of training completion. 

After you have finished FERPA training, please continue with your request by following the additional steps outlined for each system. Be prepared to share a copy of the PDF FERPA training completion certificate. Please note that some systems may require additional approval from your supervisor.  Contact the Office of the Registrar to determine individual roles required by some systems. 

Student Data Base (SDB)/Student Information System (SIS)

The UW Student Data Base (SDB), also known as Keynes, is a university-wide system for managing student records and student data.

The Student Information System (SIS) provides access to student data stored in the SDB. Access to SIS must be approved and requested by your department administrator.

New UW Tacoma employees who were formerly student employees with SIS access will need to request access again for their new staff role.

For access to SDB & SIS:

  1. Click here to initiate a DocuSign submission for access to SDB
  2. Once DocuSign is submitted, send an email to help@uw.edu with the subject line: Keynes – SDB Access for <UW NetID>

For access to SIS only:

  1. Complete the request form.
  2. Submit the completed form to Andrea at cokera@uw.edu.

 

Electronic Academic Records System (EARS)

Electronic Academic Records System (EARS) enables authorized UW Tacoma advisors and staff to access official student record information in a web format. To access this system, you must be a current UW employee with a UW NetID and have been given authorization to access EARS. For authorization to use EARS, the department head/supervisor should complete the form at the link below and provide the following information of the staff member for whom access is being requested. 

  1. Fill out online request form for EARS Access.
UW Profiles, BI Portal/EDW

Available to the UW community, UW Profiles allows for varied and quick dashboard reports to be aggregated at any level of the organization: from the system, the campus, or deep down into the programs. The goal of UW Profiles is to inform quickly, to foster independence in access to data, to create discussion based on common data, and to encourage further analysis and exploration by identifying areas of success or concern. Visit https://uwprofiles.uw.edu to get started. 

Public Profiles is a set of dashboards that allows anyone to explore summaries of current enrollments, as well as graduation and retention trends at each of the UW campuses. You do not need to log-in to access these reports. To get started, visit the Office of Planning & Budgeting website.

The Business Intelligence Portal (BI Portal) is your gateway to the UW's Enterprise Data Warehouse (EDW). Use this Portal to explore, dig deep, and understand the operational and analytical data at the University of Washington.

  1. Info for BI Portal access coming soon!
IR Report Portal

The older, legacy-built UW Tacoma Institutional reports have been replaced by a new IR Report Portal.

  1. Send an email request to Andrea at cokera@uw.edu.
Canvas LMS, Panopto and other third-party/cloud-based tools
  1. Visit the Office of Digital Learning website for further instruction.
Change of Major/Minor Request

The Change of Major/Minor Request is an online tool designed for UW Tacoma advisors and staff to submit and manage requests related to changes of major and/or minors. This new system allows advisors and staff to queue up requests as needed and to submit when appropriate.

  1. Send an email request to Andrea at cokera@uw.edu.

Other Systems

The following systems do not require FERPA training. Please submit your request by following the steps outlined for each system.

Time Schedule Construction, Time Schedule Update

These systems are used to create and maintain course offerings at UW Tacoma.

  1. Send an email request to Andrea Coker-Anderson at cokera@uw.edu.
  2. In your request, include course prefixes that you will need to edit.
25Live

25Live is the space and event scheduling system for UW Tacoma. How you interact with 25Live is dependent on your role (e.g. UW Tacoma employee vs. RSO Officer vs. currently enrolled student).

  1. Follow the steps outlined for faculty/staff on the Use of University Facilities website.