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EARS Notes Guidelines

What Do I Record in EARS Notes?

This is a summary of the EARS Notes Guidelines document draft April 2018. For full document please click here.

Top Five Things to Include

These are the top five things that we recommend advisers include in their EARS Notes, in order of importance if you are short on time:

  1. Record that you met/connected with the student and the reason for the contact. If it was a phone or email connection, indicate this in the “Type of Visit” field.
  2. Include discussions about specific majors/minors, including alternate plans, course recommendations, general interests, and student goals, etc.
  3. Document policies or procedures that were discussed or resolved.
  4. Include discussions about barriers to success, issues, and concerns.
  5. Document referrals to campus departments or services.

Guidelines for Recording Sensitive Information

  • Always consider the audience for your note and what is important for them to know. You may decide that no sensitive information needs to be added to your note after all.
  • Keep this part of the note brief and factual. Record enough information that serves as a reminder for when you meet with the student later on, as well as some general knowledge for the next adviser.
  • Use general language if you can, instead of detailing specifics.

Student is dealing with family issues….
Student has had significant health issues….
Due to personal challenges, student was referred to  _____ office.
Student is facing multiple personal challenges….
Student is experiencing difficulty with….

  • If you must be specific, report the student’s words and behaviors you’ve observed. Don’t interpret or add personal comments.

Student says that he is feeling….
Student reports that she has been….
Student tore the form into four pieces and raised his/her voice….
Student came in to report a case of harassment….

  • We recommend using the student’s preferred pronouns or “the student” when referring to the student in EARS notes.
  • If you’re uncertain about documenting information shared by a student, or you’re concerned about a student’s welfare, consider consulting with the Registrar, SafeCampus, or Health & Wellness.

Visit this link to access UW EARS: