On the Notes tab, you can view all notes entered by any adviser for a student. Using the Add Note button, you can enter a new note for a student. If a student has notes already in the system, the label "Student has Notes" will appear in red under the Notes tab.
The Notes tab displays a summary of the notes that currently exist for a student. Notes are displayed in reverse chronological order (i.e., newest to oldest).
When retracted, the summary includes the date of the visit, the date (if any) that the note was later edited, the date the note was originally entered, the purpose of the visit, and the adviser who entered the note.
Each note is expandable; that is, if you click the "+" on the left margin, the box will expand to display the information in that section. For more information on what might be included in the detailed note display, see "Entering New Notes: Add Note button," below.
A maximum of five notes can be displayed per screen, so if the student has more than five notes, you can navigate through them using the "Newer Notes," "Older Notes," and "Refresh to Top" buttons.
When you click the Add Note button, a new window opens allowing you to add a note to the student's record. You may fill out as many or as few of the fields as you would like.
Although all advisers with access to the Electronic Academic Records System can view all notes, only the adviser who entered a note can edit it.
To edit a note, simply locate the note in the Summary of Notes, click the "+" to expand the note, and click the "Edit Note" button at the bottom of the entry. The system will then display the "Add Note" screen with all of the information for that note already entered. Make as many changes as you would like, then click "Update". This will return you to the Summary of Notes page.
Notice that after you edit a note, the date you made the changes will appear in the "Note Updated" column in the Summary of Notes; the original date of the note is retained and displayed in the "Note Entered" column. Also, the chronological order of the notes is determined by the date in the "Note Entered" (i.e., original note date) column.
As with editing notes, only the adviser who entered a note can delete it. However, because of FERPA regulations, notes are never actually deleted; they are hidden and inaccessible to all EARS users, but are still a part of the permanent student record. Should the student ever request his/her records or if the records were subpoenaed, those deleted notes, which are still a part of the student's record, would be provided.
To delete a note, simply locate the note in the Summary of Notes, click the "+" to expand the note, and click the "Delete Note" button at the bottom of the entry. A popup box will appear with the following text:
"WARNING: You are about to delete a note. Deleted notes are hidden, but still exist as a part of the permanent student record. See HELP above for more information. Click "OK" if you want to delete the note."
Click "OK" to hide the note from EARS view.