live from cleveland--- it’s the office of the registrar€¦ · cuyahoga community college . ......

Live from Cleveland--- It’s the Office of the Registrar

Chris Dorsten, Assistant Registrar

Mary Kay Weis, Registrar

April 2, 2012

Profile of Tri-C

• College opened 1963

• SIS: Banner 8.5.2/Ellucian

• Scheduling Software: Ad Astra

• Several bargaining units

• Currently 4 campuses, University Center, Workforce Building(s), Corporate College Facility

• Expansion since 2008: Six new buildings and one new campus

3

Metropolitan Campus

8,456 Headcount

5,150 FTE

Western Campus

13,423 Headcount

7,695 FTE

Eastern Campus

7,228 Headcount

4,073 FTE

Westshore Campus

1,400 Headcount

922 FTE

Cuyahoga Community College

Enrollment Comparisons

Department History

• Established in 2008 as Enrollment Processing Center (EPC)

• Motivation for creating the department – Consistency and increased accuracy to functions

of student admissions and records

– Improve level of service extended to students

– Processing center for FA previously successfully established

– One College Concept

Department Responsibilities

Processing center • Responsibilities

– Admissions • Online and paper Applications • Determination of Residency • High School transcripts • Foreign high school transcript evaluation • Student data updates

– Records

• Grading functions • Graduation audits • College transcript evaluation (10062 transcripts evaluated in 2011) • Sending Tri-C academic transcripts • And more…

Department Responsibilities

– Testing new functionalities, processes, and upgrades

– Involvement with college community • Deans

• Counseling

• Enrollment Centers

• Financial Aid

• Articulation and transfer

• Academic areas

Registrar’s Responsibilities

• Coordinate college wide admission and records functions

• Responsible for college wide scheduling

– Academic calendar

– Term roll

– Schedule build process

– Implementing change

When we started 2008

• Registrar – new position for college • 12 staff from 3 campuses

– 10 Records staff were moved via “involuntary transfer”

– 2 Admissions staff came willingly – Varying levels of experience, commitment, attitude,

perception

• Along with staff – Files – Equipment – Backlog of work

Who can relate?

Conquering Challenges

• Staff diversity

– Identify strengths & weaknesses

– Realign staff

– Identify strengths & weaknesses

– Realign staff

• Processes reviewed & revised

2008

• Kept our heads above water

• On line transcript ordering

• EPC @ EPC – Transcript status backlog

– Attempts

– Course of action

• Begin the process of exchanging XML transcripts

• Assist with phones during peak periods

Moving on 2009

• New VP Enrollment Management • Process improvements

– Graduation – Re-aligned staff

• New staff – Manager of Scheduling Technology

• Scheduling responsibility – Schedulers reporting line – Counterparts meetings

• Reverse transfer/Reach out • Participation in Commencement Activities

2010 • Campus change

– Admissions & Records became Enrollment Centers – EPC became the Office of the Registrar

• DARS Days/Got a plan on campus • Student Major campaign • Red Flags compliance • Staff

– Shortages – Succession planning

• Scheduling component – 2 additional staff – Standard Operating Procedures created

2011 • New position

– Reporting Support Specialist

• Staff challenges continue

• $$ saving & customer service – Electronic student correspondence

– Diploma covers

• Banner functionality – Concurrent Curriculum

• Schedule Reporting Tool – Training

– Implementation

Section Review Tool

• Created in-house to replace manual process

• Data extracted from Banner to CCC-Manager’s Table to Oracle table for Tool

• Access set up for staff responsible for reviewing and editing

• Schedule approved

• Uploaded into Banner

• Expression of decisions previously made

Section Review Tool

Section Review Tool

2012 – so far

• New VP Enrollment Management – our 3rd

• Enhanced Banner implementation

– Self Service Graduation petition

• Student Majors resolution

• Student Record inactivation

• Ad Astra upgrade v. 7.5.5

Staff Development Through the Years

• Breakfast + communication workshop

• FERPA Workshop

• Staff Picnic + Red Flags activity

• Catch Phrase + Time management workshop

• Halloween

• Christmas outreach

• College wide training opportunities supported

Future

The End

Contact Information MaryKay.Weis@tri-c.edu Chris.Dorsten@tri-c.edu