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 SitesBobby – Mississippi State University

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

VPC #4 2009

Electronic Transcripts and e-CommerceSusan - DePaul University

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

Ordering Page

Electronic Signature

Signature Properties

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

Immunization Grid and Hold

EDU Forms Tammy – University of Wyoming

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

johncummings@att.net

Phone: 559-779-1313

Development site

http://www.eduforms.com/cgi/forms/forms.cgi?sch=zdev

On-line Services and InformationLouise – Boston College

Registration for Orientation

Registration for Orientation

Registration for Orientation

Registration for Orientation

eSyllabi

eSyllabi

Commencement Planning Guides-January

• Undergraduate Student Commencement Planning Guide: http://www bc edu/offices/stserv/commguidehttp://www.bc.edu/offices/stserv/commguide.html

Commencement Planning

Welcome Book

Academic Planning Guide

Enrollment Information

Enrollment Information

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

Questions?

Contact Information

Bobby Stokes, University Registrar, Mississippi State University, butch@registrar.msstate.eduLouise Lonabocker, Director of Student Services and University Registrar, Boston College, louise lonabocker 1@bc edulouise.lonabocker.1@bc.eduTammy Aagard, University Registrar, University of Wyoming, taagard@uwyo.eduSusan Leigh, Associate Vice President for Enrollment Management, DePaul University,sleigh@depaul.edu