wayne laura - brown university · laura wayne brown university ... 2841 july aug sept oct nov dec...

LAURA WAYNE

Brown University Of�ce of the registrarannual Report

The mission of the Office of the Registrar is to support theinstructional activities of Brown University by providing

essential enrollment, curricular, and student recordservices to the entire campus community with the highest

degree of accuracy. We accomplish this by serving ascustodian of all student records in accordance with

university policies and government statutes as well asmanaging the student information system for all areas

related to enrollment/registration, course information andscheduling, 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 anddata integrity in these critical areas as well as support the

overall needs of the academic community.

2016-2017

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 Of�ce-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

Staf�ng Changes and PromotionsNew Additions Mary Martino - University Scheduler (July 2016) Karen Passeroni - University Scheduler (July 2016) Diana Richardson - University Scheduler (July 2016) Darlene Williamson- Assistant Registrar for UniversityScheduling (July 2016) New Hire Jessica Teitelbaum- University Scheduler (November 2016) Retirement Mary Martino (January 2017)

Most registration transactions are done online. TheOf�ce 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

1256 1711

39633

1050

37710

674

24483

7005

778

29253

645 779

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

20500

41000

Registration Drops

61 430

25492

7363498

584

20585

6492

4432841

630 268


10000

20000

30000

Non-Degree Student Adds

3612

487

739 17

142167

10 1

219

132


250

500

Non-Degree Student Drops

0 0

30

129 7 7

16

1 0

20

62


35

70

Course Maintenance

Registrar Approved CCC Approved Grad Council Approved


80

160

The Of�ce of the Registrar coordinates the courseproposal process for all new and modi�ed courses. New courses taught by voting faculty are "fast-

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

The Of�ce of the Registrar works with theacademic departments to create course offerings

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

Approved Courses

114 176 72229 135 48 119

1613

215444

79 123

0

1000

2000

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

Cancelled Courses

9

2717

50

91

9

21

37

77

19 20

0

40

80


Grade Changes

93 91

610

12046

214

797

422535

105

705588

0

400

800


Processing of Non-Degree Students

27 8

385

4 30 9

108 116

3 4 0 25


200

400

Student RecordTransactions

Electronic Diplomas

33 20 8 5 4 3 6 11 10 5 3

125

0

65

130


Notarized Diplomas Apostilles


6

12

Phone Calls Registrar Email Account

0

500

1000

1500

2000

2500

3000

3500


Transcripts - National Student Clearinghouse

777 806965 998

1139 1069

1721

1088943

688

928

1188

0

1000

2000


Transcripts - Office of the Registrar

37

49

3529

44

16

39

2532

27

46

37

0

35

70


Enrollment Verifications

National Student Clearinghouse Office of the Registrar


475

950

Degree Verifications - National Student Clearinghouse

378354

296 289243 243

267 284

375338

438 445

0

238

475


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

Percentage

Delivery Method

English Translations Replacement Diplomas


10

20

30

40

50

Letters of Completion

418 24 17

2 0

128

27 20 10 10 5


75

150

Undergraduate Concentration Changes

7 1894 143 121 102 95

189

568

976

60 12

0

500

1000


Workload/Tuition Extra Semester


10

20

30

40

50

60

Separations Readmissions


225

450

Undergraduate Transfer Credit Evaluations

20

1017

14542 52 17 13 31 64 41 27 47


600

1200

Tuition Changes

Undergraduate Graduate Medical


300

600

Graduate Transfer Credit Evaluations

2 3

0

5 6

1

11

8

12

0

9

4


5

10

15

Systems Projects

Data Requests

List or Report Internal Academic Record

20

5

25

8

34

12

32

4

22

2

17

1

35

8

31

4

35

2

28

12

39

4

2214

0

20

40


Completed Systems Projects1. Enhancement to MD level BIOL courses – Sherry Gubata,project lead, 5 weeks •Add the words “No Description Available” to MD level BIOLcourses only in the Course Extract to reduce issues in theBulletin. This would apply only if the description is null. 2. Banner enhancement to update security tables – SherryGubata, project lead, 4 weeks •Adjust the custom security table behind Banner controlforms so it will refresh the names if someone in the tablechanges his/her name subsequent to being loaded the �rsttime. Currently, the name is stored in the table and doesn'trefresh after a name change.

Completed Systems Projects3. Replace the Campus PO Box for graduate students inPublic Health – Sherry Gubata, project lead, 4 weeks•The student mailboxes in the School of Public Health arebeing moved from the 2nd to the 3rd �oor and thedepartment would like to change the Campus Box for thesestudents to re�ect the change. 4. Biology Placement Test – Chris Beattie & Sherry Gubata,project leads, 12 weeks •Work in collaboration with the Biology department tohave new students take their Biology placement test (60questions in one hour) through Banner. 5. 25Live SaaS (Software as a Service) – Darlene Williamson,project lead, 12 weeks •move from a locally hosted version to SaaS. This projectinvolved the CIS DBA, Windows, Cognos, and projectmanagement teams. 6. Physics Gradable Labs – Chris Beattie, project lead, 40weeks •Develop a process to permit certain Physics courses to havea lab component which is gradable but suppressed from theacademic transcript. 7. XE Final Grading – Chris Beattie & Sherry Gubata,project leads, 39 weeks •Complete tasks related to the implementation of XE FinalGrading that had been deferred until after the go-livedate. 8. Course Proposal Enhancements – Chris Beattie & SherryGubata, project leads, 26 weeks •Enable the viewing of the Decision Reason for the proposerwhen a proposal was returned; add instructions andupdate the link to tutorials in the email noti�cation; addthe Destination Course question; and remove the LILE fromthe panel.

Completed Systems ProjectsCompleted Systems Projects9. Course Offering Builder Maintenance – Chris Beattie &Sherry Gubata, project leads, 7 weeks •Allow Department Managers to assign Department Spaceafter building their classes for the next full academic year. 10. SWAPWRX process to push eTranscript orders from RG toFF/FO status – Sherry Gubata, project lead, 6 weeks •Add error tracing to the eTranscript orders. 11. Consulting Contract with CollegeNet – DarleneWilliamson, project lead, 12 weeks •The underlying data structure was reorganized foref�ciency and ease of use, and both the academic and eventssides of the system went to a perpetual cabinet, which is astorage structure that allows for the saving of events 50years out. •This new perpetual cabinet completely restructured the eventtype hierarchy and cabinet and folder structure for eacharea, allowing for cleaner saving and routing of events. •Additionally, 50 new scheduling security groups werecreated and mapped, setting the stage for new departmentalapprovers which will begin booking space in the summer of2017. 12. Banner Form Extraction – Sherry Gubata, project lead, 2weeks •Allow INB to extract data from SWAEXAM in order to usethe data in spreadsheet format. 13. Email Noti�cations through Grouper – Sherry Gubata,project lead, 24 weeks •Remove email noti�cations from inactive students who havea course in their primary shopping cart. 14. Email Noti�cations through Courses@Brown – SherryGubata, project lead, 21 weeks •Send email noti�cations to students registered for classesthat have been cancelled, locations or times have beenchanged

Completed Systems ProjectsCompleted Systems Projects

15. Override codes enhancements – Sherry Gubata, projectlead, 32 weeks •Move Email to �rst column, remove the “assigned indicator”column, and enable search by Brown email. 16. Gender identity information �eld established andreportable in the ODS – Chris Beattie, project lead, 7 weeks 17. 25Live User Interface – Darlene Williamson, project lead, 24weeks •Launch space-reservations.brown.edu •This interface will allow departmental administrators toapprove and manage their space in space-reservations.brown.edu 18. Transcript orders established and reportable in the ODS –Chris Beattie, project lead, 2 weeks • allow us to track the volume and student pro�le of alltranscript orders over a given period of time. 19. Final exam enhancement – Sherry Gubata, project lead, 6weeks • Add a con�rmation popup in each section 20. AP credit notation articulation and opt outfunctionality – Chris Beattie, project lead, 6 weeks • Banner transfer articulation posts equivalent course creditnotations based on AP test scores for incoming students. AnORDS handler gets the scores-courses equivalency rules andopt out requests made by incoming students from AdvisingSidekick (ASK).

University Scheduling

Scheduling Email Account

124

313395

231 202151

201263 243 255

211 173

0

200

400


Event Scheduling - Confirmed

125 210

2126

1383

118

7511090

2295

168 143

1209681

0

1250

2500


Event Scheduling - Cancelled/Denied

16 39

365

250

1479

370 355

31 29

295

153

0

200

400


wayne laura - brown university · laura wayne brown university ... 2841 july aug sept oct nov dec...

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