L AU R A WAY N E · July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June 0 100 200 300 400 500 600 ... (DIAP-Race, Gender, & Inequality) being added effective 201800. DPLL should no

LAURA WAYNE

Brown University Office of the registrarannual Report

The mission of the Office of the Registrar is to support the

instructional activities of Brown University by providing

essential enrollment, curricular, and student record

services to the entire campus community with the highest

degree of accuracy. We accomplish this by serving as

custodian of all student records in accordance with

university policies and government statutes as well as

managing the student information system for all areas

related to enrollment/registration, course information and

scheduling, grading/transcript production, and ultimately

degree clearance and certification.

The Office of the Registrar strives to utilize technology-

based solutions when possible to increase efficiencies and

data integrity in these critical areas as well as support the

overall needs of the academic community.

2017-2018

Committee WorkInternal Work • Banner General Committee • College Curriculum Council (CCC) • CCC Executive Committee • Committee on Academic Standing (CAS) • CAS executive Committee • Data Governance Committee • Data Privacy and Records Management group • Graduate Council • Institutional Data Committee • Institutional Research Data Group • Registrar’s Office-Computing and Information ServicesSteering committee External Work • AACRAO Group VI Information Technology ProgramCommittee Chair • AACRAO Institutional Data Professional ActivitiesCommittee • National Student Clearinghouse Advisory Committee • Paradigm Advisory Committee

Staffing Changes New Hire

Melissa Blais - Student Record Coordinator (January 2018)

Retirement Christine Fandetti (January 2018)

Departure

Diana Richardson (June 2018)

Most registration transactions are done online. TheOffice of the Registrar processes registration

transactions when Self-Service is closed or whenstudents need more specialized assistance. What follows

is the aggregate regardless of method.

Enrollment Services

Registration Adds

1346 1978

39551

844

38239

375

23445

5359474

28973

730 614

July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June0

10000

20000

30000

40000

Registration Drops

211 297

25683

6043523

563

19592

4873

3732868

632 396


10000

20000

30000

Non-Degree Student Adds

25 40

539

48107

55

298

204

4

14998 75


100

200

300

400

500

600

Non-Degree Student Drops

1 1

33

1114

8

41

34

1

9

24

30


10

20

30

40

50

Course Maintenance

Registrar Approved CCC Approved Grad Council Approved


100

200

The Office of the Registrar coordinates the courseproposal process for all new and modified courses. New courses taught by voting faculty are "fast-

tracked" by the Office of the Registrar. All others arerouted to the College Curriculum Committee (CCC)or Graduate Council, as appropriate, for approval.

The Office of the Registrar works with theacademic departments to create course offerings

for the current and upcoming academic yearsthrough the Course Offering Builder.

Approved Courses

147275

53203 209

45 120

1684

365 36760 137

0

1000

2000

July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June

Cancelled Courses

26

36

10

46

19

613

30

6962

21 22

0

10

20

30

40

50

60

70


Grade Changes

127 136

582

129 74

327

898

520602

145

695

5

0

450

900


Processing of Non-Degree Students

9 29

343

433 11

12859

5 9 26 30


175

350

Student RecordTransactions

Electronic Diplomas

22 41 15 8 12 12 15 17 9 13 7

1185

0

600

1200


Notarized Diplomas Apostilles


10

20

30

Phone Calls Registrar Email Account

0

1000

2000

3000


Transcripts - National Student Clearinghouse

736 774

1010 1055 1142 1117

1718

931 903760

12211081

0

1000

2000


Transcripts - Office of the Registrar

3228

36

28

42

19

34

24 23

29 29

37

0

10

20

30

40

50


Enrollment Verifications

National Student Clearinghouse Office of the Registrar


100200300400500600700800900

Degree Verifications - National Student Clearinghouse

367 365

301 302276 257

307 291

362

437 432456

0

100

200

300

400

500


Graduate Admissions Employment Scholarship/Grant/Fellowship Other

Admission Service Undergraduate Admissions Certification/Licensure Scholarship

Transfer


10

20

30

40

50

60

Percentage

Transcript Purpose

Electronic PDF Mail Hold for Pickup Electronic Exchange FedEx/US

FedEx/International FedEx/Canada & Mexico


10

20

30

40

50

60

70

Percentage

Delivery Method

English Translations Replacement Diplomas


10

20

30

Letters of Completion

6 17 17 11 3 11

138

18 14 14 23 23


50

100

150

Undergraduate Concentration Changes

16 18186

110 16178

174 178

439

1144

67 15

0

600

1200


Workload/Tuition Extra Semester


10

20

30

40

50

60

Separations Readmissions


100

200

300

400

500

Undergraduate Transfer Credit Evaluations

31

1104

85 56 63 30 26 21 46 55 28 47


600

1200

Tuition Changes

Undergraduate Graduate Medical


188

375

Graduate Transfer Credit Evaluations

4

75

3

0

7

13

1 02

12

0


5

10

15

University Scheduling

Scheduling Email Account

128218

299 261170 128

328249

348 359285 307

0100200300400


Event Scheduling - Confirmed

6681138 1258

2531

1477 1118

21432919

3515 3373

22801522

0

1000

2000

3000

4000


Event Scheduling - Cancelled/Denied

216

385319

515

267

140

409

555

366314 277

167

0

300

600


Systems Projects

Data Requests

List or Report Internal Academic Record

23

9

40

11

30

8

37

4

32

313

2

28

12

43

5

31

4

41

4

30

8

27

14

01020304050


Completed Systems Projects

1. Chosen/preferred name – Alanna Botts, project lead, 10weeks

• Allow actively enrolled degree seeking students thecapability to create a chosen name once a term as well. They will always have the ability to delete or change theirtranscript name at any point back to their legal name.

2. Banner Upgrade – Chris Beattie, project lead, 11 weeks

• Update Banner 8 components and install Banner XE components as required to support ongoing functionality,and in preparation for the upgrade to Banner 9 (XE) summer2018.

Completed Systems Projects3. Audit Table for chosen/preferred name – Chris Beattie,project lead, 2 weeks

• Creation of an audit table in the ODS that allows thechosen/preferred name to be reportable.

4. Banner Table Refresh – Chris Beattie, project lead, 11 weeks

• Creation of a nightly refresh of SWACLER/SWACLEM to update tables for student registration status (RE) when acourse is added after the SWACLER record has been created.This will catch any changes in student registration thatmight affect their graduation status.

5. Course Proposal Modification for Course Attributes –Sherry Gubata, project lead, 12 weeks

• Need to prevent the YC01/YC02 course attributes fromdeletion when a change is made to the course catalogattribute record and pushed to Banner through an onlineCourse Proposal.

6. Course Proposal Modification for Curricular Programs –Sherry Gubata, project lead, 5 weeks

• The Curricular Program DPLL (Diversity Perspectives inLiberal Learning) is being discontinued, and a new one DIAP(DIAP-Race, Gender, & Inequality) being added effective201800. DPLL should no longer be available for choosing inCourse Pro effective immediately, but DIAP would not beavailable until summer 2018.

7. Departmental Report Updates/Additions – Alanna Botts,project lead, 20 weeks

• Update and create new reports in Cognos for Department Managers. Additions include race/ethnicity, sex,confidentiality indicator, historically underrepresentedGroups and first generation students.

8. Certificate of Completion Report – Chris Beattie, projectlead, 5 weeks

• Create a Cognos report, in collaboration with the Business Intelligence team, to generate all certificate ofcompletions automatically for students at all levels.

9. Application to Graduate Modifications – Chris Beattie,project lead, 6 weeks

• Add new fields into the application to graduate, such asname pronunciation, and accommodate them into the ODS.

10. Audit table for SWAPRFN – Chris Beattie, project lead, 6weeks

• Creation of audit table in Banner to monitor whenchanges have been made and by whom.

11. Course Cart into ODS – Alanna Botts, project lead, 2weeks

• Add Courses@Brown course cart data into the ODS for reporting purposes.

12. Executive Master Course Proposals – Sherry Gubata,project lead, 5 weeks

• Automatically generate the executive master term code in Course Proposal if the user selects an EM subjectcode.

13. First Year Seminar Limit Change – Sherry Gubata, projectlead, 3 weeks

• Update Course Offering Builder and Course Proposal withthe maximum enrollment limit of 19 for any course with the‘FYS’ attribute.

14. Curricular Program Addition – Sherry Gubata, projectlead, 2 weeks

• Add the new curricular program, CBLR: Community-BasedLearning & Research, as an option in Course Proposal.

15. English Translations Report – Chris Beattie, project lead, 7weeks

• Develop a Cognos report and support external data tablesto generate English diploma translations using the report.

16. Modification to Certificate of Completion Report – ChrisBeattie, project lead, 10 weeks

• Modify prompt page for user and make available toexpanded Brown staff.

17. Lynx Interface Load Test – Darlene Williamson, projectlead, 2 weeks • Point 25live test to Banner Load Test environment andsimulate a start of term to test how the constant Lynxupdates will handle that volume of data.

18. Lynx Interface Installation – Darlene Williamson, projectlead, 2 weeks

• Reactivate Lynx user into production and point to 25liveproduction.Lynx is now our active interface between Bannerand 25live for all future terms. 19. Room Assignment Functionality – Sherry Gubata, projectlead, 27 weeks

• Remove meeting time row in INB if a course has beencancelled. This will allow for the department space tobecome available again for use in the Course OfferingBuilder.

Documents

L AU R A WAY N E · July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June 0 100 200 300 400 500 600 ... (DIAP-Race, Gender, & Inequality) being added effective 201800. DPLL should no