The Registrar’s Office and Enrollment Management Rebecca Macon Registrar The University of Georgia October 2007.

The Registrar’s Office and Enrollment Management

Rebecca MaconRegistrar

The University of GeorgiaOctober 2007

Role of the Registrar Originally: academic record-keeper—one of

the first college administrators Expanded to record-keeper and efficient

enrollment procedures Further expansion: often corresponded with

prospective students; coordinated visits to campus; sent and received applications for admission; processed financial aid; welcomed new students; coordinated commencement.

GI Bill - Late 1940s to 1970s

Increase in individuals applying to college

Growth of other student service professions:• Academic advising

• Placement

• Counseling

• Admissions

Typical Responsibilities of Registrars

Responsibilities can vary based on:• Type of institution

• Size of institution

• Reporting structure

Some Typical Responsibilities of Registrars

Registration and related activities Maintenance of academic records Processing grades Academic scheduling and classroom

utilization Enrollment verifications

Some Typical Responsibilities of Registrars – cont

Transcript Requests Ensure integrity of data issued Initiate and coordinate changes to SIS Degree audits Commencement/graduation

Some Typical Responsibilities of Registrars – cont

Final degree audits and clearance for graduation

Issuance/production of diplomas Publication of bulletin/catalog NCAA continuing eligibility Residency classification for continuing

students

Some Typical Responsibilities of Registrars - cont

FERPA compliance officer Coordination of registrar policies and

procedures across campus Monitoring satisfactory progress Transfer credit evaluations VA educational benefits

The Mission of the Registrar: A Ten-Year Retrospective

Focused on technology “The registrar now spends more time

managing business process systems and less time managing records.”

Lanier, David C., The Mission of the Registrar: A ten-year retrospective. College and University Journal, Vol. 81, No. 2.

So...

Who has time to assist Admissions with “their” job?

Enrollment Management

Recruitment Retention Graduation

Where’s the Registrar

in Enrollment Management?

Quotes from Some Registrars

“We operate as invisible service providers behind the scenes supporting the academic mission of the university. For example, we compile and publish the catalogs for the University as well as the schedule of course offerings.”

Quotes from Registrars – cont

“While the typical EM approach is focused on admissions/recruitment, I would argue that the broad sense of institutional environment, service to students, advising, etc., are critical pieces in looking at EM in a holistic sense.”

Quotes - cont “The registrar plays a large but less obvious

role.” “I help out however I can. Looking at the big

picture, if it’s good for the institution, why wouldn’t we want to help.”

“I think all offices have responsibility to present the kind of customer-centered approach that makes students want to attend the university and a large part of our contacts are with former students and the general public so we have lots of opportunities.”

Quotes – cont “The Registrar does have a role in

“bringing in the class”, but, in my opinion, that role is largely related to ensuring that students make a successful transition to college life (i.e. get the classes they need, orientation, accurate program information, etc.).”

• A registrar who is also VP of Enrollment Management

So…

How can registrars assist in the recruitment and yield process?

All-Encompassing Role

Providing friendly technology, processes, and services that enhance the institution’s appeal to students and parents.

Quality Service is a critical role in both recruitment and retention.

Current Typical Roles Related to New Students

Publication of bulletin/catalog Coordinate and publish class schedule Assist with registration at orientation

Other Initiatives Provide updated list of available

courses/sections Contact respective academic departments as

seats become limited Provide reports to academic departments,

deans offices, bookstore throughout the registration process

Provide report of core/general education courses with enrollment comparisons to last year at same time

“Command Center”

Mississippi State University Located in the Registrar’s Office during

orientation and final registration periods Provides a clearinghouse for advisors

and others involved in assisting students during registration.

Other Initiatives - cont Informational inserts for the orientation

packets or information to be included in Orientation Guide• FERPA

• How to request enrollment verification

• Importance of keeping addresses current Table at orientation resource fair

• Bookmarks

Other initiatives - cont

Transfer credit evaluations• Ohio State University’s registrar’s office

manages transfer credit evaluations which is tied to their degree audit system• Uses this as part of marketing to transfer students

AP/IB credit Placement tests

Other initiatives - cont

Participate in events for visiting high school guidance counselors

Attend yield receptions for admitted students

Place phone calls to admitted students Develop and maintain an online check

list for new students

Ask Me! Hold information sessions for all front-line

employees, advisors, departmental administrative assistants, etc.• Brief presentations from key student service areas

• Provide folders with information they need to know

• FAQs/concerns/processes for beginning of semester

• EM staff directory with responsibilities and contact information

Ask Me! – cont

Ask Me! Buttons Place “trained” staff at critical locations

on campus.• Campus maps

Ask Me! cont

Hold Feedback Forums• At end of drop/add

• What went well?

• What needs some tweaking?

• What questions could you not answer?

Referral Cards

Intended to avoid • the “run-around”

• “they” told me to come here

Intended to smooth the way for students

Other Ideas….

Questions?

Rebecca [email protected]

706.542.6020