The Registrar’s Toolkit: Nifty Solutions for Everyday Questions and Problems
Session ID: 504
AACRAO Annual Meeting, Chicago, IL
Tuesday, April 14, 2009, 1:30-2:30 PM
Session ID: 504
Facilitator & Presenters
• Facilitated by: Bobby Stokes, University Registrar, Mississippi State University
• Presented by:
– Bobby Stokes, University Registrar, Mississippi State UniversityUniversity
– Louise Lonabocker, Director of Student Services and University Registrar, Boston College
– Tammy Aagard, University Registrar, University of Wyoming
– Susan Leigh, Associate Vice President for Enrollment Management, DePaul University
Topics• Web sites – annual calendars & holiday information
• Electronic Transcripts and e-Commerce • PDF Transcripts with AVOW• Diploma online ordering• Apostille online ordering
• Immunization Records in Peoplesoft
• EDU forms for on-line processeso Information about the producto Petitions (class withdrawals, requests for exceptions to
deadlines, time conflict forms, change of grade forms, authorization for incomplete, extension of incomplete)
Topics, continued…
• Online Services and Informationo Orientation session section
o Syllabi
o Commencement guideo Commencement guide
Web Sites
• Annual calendars- www.vpcalendar.net by Mark J. Smith- Web Site containing 14 Calendars- Completing 14 calendars = all timeCompleting 14 calendars all time- Create Excel Spreadsheets
• Holiday information- VPC Web Site contains most holidays- www.assa.org.au/edm.htm Easter Dates
by Ronald Mallen
PDF TranscriptsPDF Transcripts
• Avow Implemented July 08• Phased in approach• Document Security choices• In 6 mos : 5537 PDF vs 6208 Paper• In 6 mos : 5537 PDF vs 6208 Paper • Free to students• Rapid delivery; “special handling”• Plan to fully automate eventually• Projected Usage is 10,000 a year
Diploma Ordering OnlineDiploma Ordering Online
• Avow e-commerce value added
• Replacement diplomas- 315 in 6 mos
• Duplicate diplomas- 69 in 6 mos
• Apostille “Packaging” Improvements
• Volume for 6 months….21apostilles
• Tracking with PS Service Indicators
• Efficiencies and Improved Services
Immunization Records
• Keeping track in PeopleSoft
• Customization required
• Paper to electronic records
• Business Process Redesigned• Business Process Redesigned
• DePaul Central’s role
• Tracking perks– For reporting compliance
– For students, registration holds and warnings
– For students, checklists applied
EDU Forms for On-line Processes
• Purchased in 2003
• $6000 start-up cost which included development of 10 forms for use
$2000 i• $2000 per year maintenance
• Forms developed and links to secure server placed on our website
• Student and Faculty forms
• Electronic vs manual routing of forms
EDU Forms for On-line Processes
Sample Petitions class withdrawalsrequests for exceptions to deadlinestime conflict formschange of grade formschange of grade formsauthorization for incompleteextension of incomplete
Approximately 80% of all petitions/forms are submitted and routed electronically One .75 FTE employee to route forms
EDU Forms Contact Information
John Cummings
Phone: 559-779-1313
Development site
http://www.eduforms.com/cgi/forms/forms.cgi?sch=zdev
Commencement Planning Guides-January
• Undergraduate Student Commencement Planning Guide: http://www bc edu/offices/stserv/commguidehttp://www.bc.edu/offices/stserv/commguide.html
Listservs
Build listservs of peer institutions– Jesuit schools– ACC schools– Boston universities
Sample questions– Advanced placement policies– Graduation policies– Transcript policies– New technologies– Academic regulations– NCAA compliance
Contact Information
Bobby Stokes, University Registrar, Mississippi State University, [email protected] Lonabocker, Director of Student Services and University Registrar, Boston College, louise lonabocker 1@bc [email protected] Aagard, University Registrar, University of Wyoming, [email protected] Leigh, Associate Vice President for Enrollment Management, DePaul University,[email protected]