>>> OFFICE OF THE UNIVERSITY REGISTRAR 2013 2014 Aual Report 2013 2014 ANNUAL REPORT 1 OFFICE OF THE UNIVERSITY REGISTRAR
TABLE OF CONTENTS >> >>> 3 MESSAGE FROM THE UNIVERSITY REGISTRAR 4 MISSION 5 GOALS AND ACCOMPLISHMENTS 10 VETERANS ADMINISTRATION AND GOVERNMENT AFFAIRS 13 CHALLENGES AND OPPORTUNITIES 17 STAFF LISTING 18 BY THE NUMBERS 19 CHARTS 2013 2014 ANNUAL REPORT 2 OFFICE OF THE UNIVERSITY REGISTRAR
>> I am pleased to share with you the aual report of the Office of the Registrar for 2013 2014. >>> MESSAGE FROM THE UNIVERSITY REGISTRAR Ours is a active, dyamic office that provides cetral services to umerous admiistrative ad academic uits as well as Emory s 14,513 studets ad more tha 129,000 alumi. The pages that follow provide a glimpse of the work we have accomplished this year. We strive to provide persoalized attetio while servig the vast umber ad variety of costituets o campus. I hope that these updates give you a sese of our efforts ad the progress made this year. We also have a kee appreciatio for the role our services ad uiversity records of courses, degrees, ad studets play i supportig critical uiversity iitiatives. I that light, a major focus of our efforts is o how we ca be a major cotributor to uiversity iitiatives ad do so i a way that balaces iovatio with preservig the accuracy ad itegrity of uiversity records. Obviously, oe of this is possible without cotiued hard work ad commitmet from a dedicated staff. It is through their efforts that we maitai exceptioal quality i our records ad processes, ad collectively coordiate the fuctios of the office. As you read the report, I hope you get a sese for how our staff balaces attetio to the ogoig operatios of our core fuctios, applies their creativity ad igeuity to makig services more efficiet ad effective, ad strives more fully to develop a stimulatig ad rewardig office eviromet. Please feel free to cotact me if you have questios or commets about ay of our services or if you have suggestios regardig how we better may meet the eeds of the uiversity commuity. JoA McKezie Uiversity Registrar 2013 2014 ANNUAL REPORT 3 OFFICE OF THE UNIVERSITY REGISTRAR
OUR MISSION >>> Maitai the permaet academic records for all Act as a cosultat to all deas ad faculty committees schools of the uiversity, icludig registratio (iitial relative to studet records, registratio, course ad chages), processig grades, recordig faculty offerigs, degree program auditig, ad so forth. actios take, ad degrees grated for all studets past ad preset. Certify, o behalf of the studet ad as appropriate, attedace, academic performace, ad status to Complete ad file all federal ad state reports outside agecies (for the purpose of loas, discouts, requested relative to matriculated studets. professioal examiatio, etc.). >> Maitai separate from other academic records Provide a academic trascript service to all curret the records of those who receive cotiuig ad former studets. educatio credit (CEU). Process all degree ad certificate applicatios, Maitai ad produce a academic schedule of classes order diplomas, set up degree ad rak lists, ad ad related examiatios o a term-by-term basis. i geeral assist the pricipals i graduatio ceremoies. Assig classroom space for courses from a give pool of rooms. Assist the provost ad associate vice provost wheever eeded. Provide, o request, service ad assistace to other admiistrative users of the Studet Iformatio System, icludig assistace with data iterpretatio ad uderstadig, query programmig, ad the schedulig ad productio of reports. 2013 2014 ANNUAL REPORT 4 OFFICE OF THE UNIVERSITY REGISTRAR
>> EMORY COLLEGE OF ARTS & SCIENCES (ECAS) >>> COURSE OFFERING AUTOMATION Processig of OPUS course offerigs for ECAS departmets is a difficult process that requires four FTEs amog the registrar s staff for several weeks each semester. Although electroic forms are used to collect the iformatio, maual iput is still required. I additio, ECAS does ot carry over ad build off previous schedules, which causes iefficiecies for both ECAS ad the registrar s office. Parterig with the Office of Udergraduate Educatio, the registrar s office coducted a top-to-bottom review of ECAS course offerigs to itroduce a more reasoable ad less maually itesive process. Historically, the courseofferig process ivolved emailig Word documets to departmets that, i tur, submitted classes offered for the specified term. To streamlie the process, the registrar s office has reviewed the submissio format ad method ad created a ew, phased approach to this process: Phase I Create methodology ad format for departmets from Emory College (ad the Laey Graduate School) for course-offerig submissios to the registrar s office: registrar s office to prepare a sigle sheet, with a fixed format, for each departmet to submit the ecessary cotet i oe uified way. The registrar s office has partered with Emory College web developers to pilot a web-based submissio form that icludes the ability to cotrol the cotet ad iformatio submitted via rules-based submissio. A few select departmets will pilot this ew form durig the course-offerig submissio period for the sprig 2015 term. As a result of these ew format chages, course-offerig submissios are hadled olie. I additio, ew policies were implemeted to esure submissio of course offerigs took place i a cosistet ad timely fashio across all departmets. Phase II Ivestigate methods for creatig a automatic load process ito OPUS for course-offerig submissios: GOALS AND ACCOMPLISHMENTS Usig the ew Excel-based course-offerig submissio format as impetus, the Office of the Registrar partered with Oxford College to develop a process that will allow CSV files to load ito the appropriate tables i OPUS. A ew digital format for course-offerig submissio was created usig Excel as the basis. This allowed the Depedig o the results of the testig by the registrar s office ad Oxford College registrar staff, 2013 2014 ANNUAL REPORT 5 OFFICE OF THE UNIVERSITY REGISTRAR
this ew method could be implemeted by the courseofferig submissio period for fall 2015. Although this ew upload process has great potetial, it has prompted further discussio to explore other software solutios ad web techology beyod PeopleSoft. At a recet coferece of AAU registrars, Leepfrog Software Solutios was idetified as a leader i course-offerig submissios. CourseLeaf a Leepfrog product icludes a web-based, rules orieted form that allows for course offerigs to be gathered ad submitted by the schools to the registrar s office as the fial step i the process uploadig of dat developed for the a traiig caledar, makig it simpler to track which departmets have received FERPA traiig. Alog with maitaiig a schedule for FERPA outreach, the caledar esures that we trai our ow staff ad review the uiversity s privacy policy o a regular basis. I additio to traiig opportuities, the registrar s office is developig ehacemets ad ew fuctioality withi OPUS, improvig employees FERPA educatio, accoutability, ad compliace: Develop FERPA directory iformatio scree for school use. This scree will display directory iformatio oly to esure that school represetatives do ot release odirectory iformatio. Oce a fial course offerig upload process/product is determied, a third phase will begi this academic year. Regardless of the fial automatio solutio, the processig of class submissios to OPUS soo will be more efficiet ad accurate, leadig to easier ad timely access to class iformatio for studets, faculty, ad staff. FERPA TRAINING AND COMPLIANCE OPPORTUNITIES I a attempt to raise awareess of the Family Educatioal Rights ad Privacy Act (FERPA), the registrar s office has offered FERPA traiig modules o campus this past academic year 10 traiig sessios thus far, with several more plaed. We have made a cocerted effort to commuicate the availability of traiig to all the schools ad have offered traiig to the Divisio of Erollmet Services key players i protectig the privacy of studet data durig luch-ad-lear sessios. These traiig sessios ofte serve to ope up the lies of commuicatio betwee the registrar s office ad other departmets o campus. The office has established Develop a FERPA quiz via OPUS that will be a requiremet to gai access to data i the studetiformatio system. HISTORICAL RECORD PRESERVATION The registrar s office cotrols historical records (from 1836 to 1990); all records from 1990 o are maitaied i PeopleSoft. Curret methodologies for storig historical records create uecessary istitutioal risk from fire, water damage, humidity, ad uauthorized access. I cosultatio with the uiversity archivist, Joh Bece, the registrar s office has begu to adopt ew, less risky methodologies for maitaiig these records. Documet Imagig Historically, permaet record cards were scaed may years ago by a outside firm that did a poor job with idexig ad readability o certai pages (these files were stored i Optix ad the recetly coverted over, as is, to OBase). Libraies ad Iformatio 2013 2014 ANNUAL REPORT 6 OFFICE OF THE UNIVERSITY REGISTRAR
Techology Services will coduct a audit of all OBase images ad provide a summary of poorly scaed documets for reimagig ad proper idexig. Climate cotrolled storage of Permaet Record Cards The Uiversity Records & Iformatio Maagemet program at Emory is admiistered through the Special Collectios ad Archives Divisio of the Robert W. Woodruff Library who maitai the itegrity of Emory records for admiistrative, legal, fiacial, ad historical purposes. ACCESS Iformatio Protected is Emory s preferred vedor for offsite records storage. The Registrar s Office is curretly workig with Joh Bece to egotiate the trasfer of all record cards to the Access Facility by fall 2015. With the Registrar s coectivity to the offices of Udergraduate Admissio, Fiacial Aid, ad Emory College, this iitiative is a opportuity to ot oly solve a Registrar issue, but a chace to amplify OBase s usefuless across the Divisio of Erollmet Services. STUDENT SELF-SERVICE Natioal Studet Clearighouse vs. OPUS Self-Service The Natioal Studet Clearighouse (NSC) serves as the leadig provider of educatioal reportig, data exchage, verificatio, ad research services to studets, schools, admiistrators, ad requestors. Clearighouse services comprise four service areas: data-exchage services, fiacial-aid services, research services, ad verificatio services. Through the NSC Studet Self-Service, studets may perform a wide rage of erollmet verificatio activities via the web at o cost, icludig: erollmet certificates viewig erollmet history checkig verificatios that the clearighouse has provided to studet service providers o their behalf viewig studet loa defermets likig to real-time iformatio o studet loas Curretly erolled studets at Emory Uiversity may use OPUS self-service to order erollmet verificatios oly with limited optios studets may order official verificatios to be prited o persoal computers or may request that a official verificatio be mailed directly from the registrar s office. Approximately 67 percet of curret studets use the self-service fuctioality without registrar ivolvemet, while 23 percet cotiue to cotact the registrar s office for support. A recet survey of studets offers some isight as to why they feel iteractio with the registrar s office is still ecessary whe orderig olie. This year, the registrar s office, with the support of the Studet Iformatio System team, have evaluated the overall self-service erollmet fuctioality i OPUS agaist the NSC self-service optios to determie which portal would best to improve service ad efficiecy for studets. The NSC ad OPUS Self-Service are alike i the majority of services offered, with the exceptio of a few optios: the NSC allows studets to receive a official erollmet- verificatio form bearig istitutioal bradig ad required seal/sigatures; provides a custom Good Studet Discout form with the appropriate bradig ad sigatures; ad offers up-to-date leder trasactios o erollmet ad degree verificatios. Although providig additioal services via the NSC would provide more leder iformatio to our studets, the NSC does ot offer the same level of services to our alumi ad that fact would require that both self-service portals remai. After further ivestigatio, the registrar s office has reviewed ehacemets to the curret self-service 2013 2014 ANNUAL REPORT 7 OFFICE OF THE UNIVERSITY REGISTRAR
fuctioality i OPUS ad will provide a ew look ad feel to the self-service experiece that will provide users with: official Emory bradig for erollmet ad degree verificatios secure electroic (PDF) delivery of verificatio customized verificatio for Good Studet Discout requests ability to capture usage data to assist i idetifyig studet/alumi eeds As for the studet loa iformatio, we are deferrig this iitiative to the appropriate offices, which ca be obtaied by studets through a outside resource, elimiatig the eed for services provided by NSC. Studets Support Services, ad Data Maagemet Support Services. The ew structure of the office is desiged to deploy 21st-cetury best practices: Deployig professioal staff, with higher skill levels; cross-traied to hadle multiple areas if eeded (operatios, outreach, etc.) Reachig out to schools ad to groups to dissemiate best-practice models ad fully uderstad both process ad school-specific challeges; utilizatio of techology to icrease efficiecy, icludig social media to coect with studets, staff, ad faculty. Regularly scheduled traiig ad support for ew ad seasoed customers is scheduled for fall 2014. STRATEGIC PARTENERSHIP WITH SCHOOLS Customers o campus report that withi the last five years, the registrar s office has provided strog support services to schools to meet predetermied requiremets ad goals. The traiig ad workshops that the office provides are useful ad productive; ad all customers felt that whe their studet populatio eeded to use the registrar s office, they were treated well ad were satisfied with the service. However, while customers felt the office was resposive to their eeds, may felt that there is a eed for suggestig ways to improve or streamlie processes ad that registrar staff should be empowered to become critical thikers ad decisio makers. Though some schools idicated that they preferred a very hadsoff approach, others idicated that more specific guidace ad assistace would be welcome. I respose to this feedback, the registrar s office has restructured the orgaizatioal makeup of the office to focus o three major areas: Academic Support Services, Establishig professioal trust with faculty, admiistrative divisios, ad seior leadership by itroducig ew policies ad best practices across all schools seekig out syergies, wheever possible, while recogizig school-specific eeds. I this ew academic year, leadership withi the registrar s office will cotiue to focus o empowerig staff to see their work as ot oly beig resposive to customers but proactively fidig solutios to issues/cocers raised by our customers. HOPE SCHOLARSHIP PROGRAM AUDIT Oversight of the HOPE ad Zell Miller scholarships ivolves kowledge of state regulatio, the Georgia Studet Fiace Commissio s oversight, fiacial aid expertise, udergraduate school represetative kowledge of the program, studet cooperatio ad trasparecy, as well as guidace ad support from the registrar s office. With so may players, it is o woder that the HOPE scholarship 2013 2014 ANNUAL REPORT 8 OFFICE OF THE UNIVERSITY REGISTRAR
ofte ca be challegig to maage. I collaboratio with the Office of Fiacial Aid, the registrar s office has developed practices to miimize ocompliace. After HOPE audit fidigs i 2009 ad 2012, the registrar s office ad Fiacial Aid have bee i coversatios o ways to collaborate ad create best practices to miimize ocompliace. From the coversatios, the followig practices will be put i place for the 2014-2015 academic year: Create a aual HOPE audit schedule that will iclude radom samplig of studet records to idetify ay ocompliace issues. Plas for the comig year iclude gratig admissio staff access to the NSC, which will eable staff to idetify all schools that studets have atteded ad obtai trascripts from ay schools ot reported by studets before studets matriculate. Develop a HOPE traiig schedule that will be icorporated ito the registrar s HOPE audit schedule. Preassessmet has bee vital this year, providig the registrar s office with a sapshot of what staff kow about the HOPE scholarship process. Preassessmet is followed by assessmet durig traiig, which has begu with the School of Nursig ad will cotiue with other stakeholders o campus i the comig moths. We aticipate that the Georgia Studet Fiace Commissio will coduct aother HOPE audit i sprig 2015. Establishig ew best practices i methodologies betwee our two offices will provide greater compliace improvemets this academic year. 2013 2014 ANNUAL REPORT 9 OFFICE OF THE UNIVERSITY REGISTRAR
VETERANS ADMINISTRATION AND GOVERNMENT AFFAIRS The registrar s office is charged with certifyig erollmet, tuitio, ad fees to the Veteras Admiistratio (VA) for studets receivig VA educatioal beefits. The umber of studets receivig these beefits steadily has icreased through the years. Most of Emory s VA studets receive the studets whose tuitio paymet had ot bee issued by the VA. The directors of Fiacial Aid ad Studet Fiacial Services expressed their commitmet to helpig studets i case of a exteded shutdow. Further, the registrar s office disclosed the moies our studets ormally would Post 9/11 GI Bill beefit (Chapter 33). aticipate receivig to the school liaisos authorized to admiister Emergecy Studet Loa fuds. Camero Taylor Number of studets receivig VA beefits: Emory s staffer o Capitol Hill ad a represetative of the 2003 2004..... 31 2008 2009...... 63 Office of Govermetal Affairs, was istrumetal i puttig 2004 2005..... 34 2009 2010...... 81 our studets i touch with Seator Saxby Chambliss s office 2005 2006..... 37 2011 2012..... 136 i a effort to expedite their VA tuitio paymets. Four out 2006 2007..... 44 2012 2013..... 133 of the five affected studets requested ad took advatage 2007 2008..... 60 2013 2014..... 121 of the assistace offered by the seator s office. >> >>> Fall 2013 was, without a doubt, a turbulet seaso for the Uited States Cogress, ad that turbulece resoated throughout Emory Uiversity. From October 1 through October 16, 2013, the federal govermet etered a shutdow, disruptig govermet services, research, ad programs icludig the VA. The VA s shutdow acutely affected the Divisio of Erollmet Services ad our ability to disburse VA educatioal beefits to US veteras ad their depedets. At the time of the shutdow, Emory had 120 studets receivig some type of vetera educatioal beefit; though most had received at least some fudig, there were five Fortuately, the provisioal plas proved uecessary whe the federal govermet reopeed i mid-october. While preparig for the worst, we leared that although a exteded govermet shutdow would be problematic at best, Emory was ready to coordiate a supportive respose for our veteras ad their depedets. Sprig semester 2014 brought yet aother challege to the registrar s office a VA site visit ad compliace survey. VA s State Approvig Agecy reviewed a samplig of studet files represetative of all schools, examiig erollmet certificatios, admissio applicatios, withdrawals, trascripts, schedules, tuitio ad fees assessed, 2013 2014 ANNUAL REPORT 10 OFFICE OF THE UNIVERSITY REGISTRAR
ad ay discipliary-actio records. I additio, the VA reviewed Emory s advertisig materials, data o the ratio of civilia to vetera studets, ad Yellow Ribbo Program records. Collectig the items eeded for the review ivolved cooperatio from staff throughout campus. The group effort resulted i a successful site visit with o sigificat fidigs. Natioal News There are several atioal issues that the registrar s office has moitored with particular iterest i the past year. I fall 2013, Presidet Obama proposed a College Ratigs system; the Reauthorizatio of the Higher Educatio Act has bee i idustry ews through the year; ad a bipartisa taskforce, early i 2014, bega studyig regulatory relief from federal oversight for colleges ad uiversities. Act (HEA) Reauthorizatio. Why so may? Although the HEA has bee the law of the lad sice 1965, it is the law that govers how federal moey is awarded to colleges ad studets. It has bee reauthorized several times, most recetly i 2008. Before it adjoured for its August recess this year, the House of Represetatives approved three bills to reauthorize portios of the HEA. The bills were H.R. 3136, the Advacig Competecy-Based Educatio Demostratio Project Act; H.R. 4983, the Stregtheig Trasparecy i Higher Educatio Act; ad H.R. 4984, the Empowerig Studets through Ehaced Fiacial Couselig Act. It is uclear whether, or whe, the Seate will cosider these bills. Both the House ad Seate are showig support for year-roud Pell grats. However, as a compariso chart put together by the Natioal College Access Network demostrates, the priority similarities ed there: see http://www.collegeaccess.org/heacompariso. The presidet s proposed College Ratig System is iteded to idetify colleges that are improvig their performace, to compare colleges, ad to assess which colleges are doig the most to help disadvataged studets succeed. The Associatio of America Uiversities (AAU), of which Emory is a member, respoded to the Departmet of Educatio s (DE) call for commets as they develop the system. The AAU does ot edorse the ew ratigs system, citig cocers over accurate data. I its letter to the DE, the AAU states, We believe that ay tools desiged to be useful to studets ad parets i their college search should be grouded i reliable ad valid data, ad preseted with the appropriate cotext to accurately reflect istitutioal performace. The curret admiistratio would like to see the ext reauthorized Higher Educatio Act lik fiacial aid to the college ratigs. Durig the past year, the Chroicle of Higher Educatio has featured about 60 articles o the Higher Educatio I February 2014, the Taskforce o Govermet Regulatio of Higher Educatio bega to work. The group s aims are to make recommedatios to the DE o streamliig its requiremets; to quatify the effect of regulatory requiremets o colleges; ad to recommed ways i which the cost ad beefit of regulatory activity ca be assessed. This is a bipartisa taskforce ad icludes the chacellor of Vaderbilt Uiversity, a school with which Emory works closely. I her U.S. Cogressioal Newsletter from February, Camero Taylor oted that i 2013, the DE issued about 270 regulatory ad subregulatory guidace documets. The taskforce hopes to address this matter, amog others, formig subcommittees to look at specific issues. As college costs rise ad studets struggle with loa repaymet, Cogress surely will look for ew ways to hold colleges ad uiversities accoutable for costs ad outcomes. We will cotiue to moitor our sources for ay 2013 2014 ANNUAL REPORT 11 OFFICE OF THE UNIVERSITY REGISTRAR
movemet o govermet issues, especially Cogress reauthorizatio of the Higher Educatio Act. I the comig year, it will be iterestig to see whether the reauthorizatio will focus o the presidet s ratig-system tool or o accreditatio as the stadard by which federal moey will be released to schools ad studets. 2013 2014 ANNUAL REPORT 12 OFFICE OF THE UNIVERSITY REGISTRAR
>>> CHALLENGES A Year i Retrospect This year has bee oe of trasitio with a ew office structure ad a shift i resposibilities for the majority of staff. Major accomplishmets for staff iclude creatig tiered job AND OPPORTUNITIES Maagers cotiue to work with the staff to assist with diagosig problems ad applyig best practices usig the resources/traiig they have bee give. The lack of writte policies has created challeges for the registrar s office through the years ofte resultig i customers structures that support promotio, developmet, ad successio plaig; defied roles ad resposibilities that respod tices. For the past year, we have established policy/best receivig icorrect iformatio about registrar best prac- to a more techologically drive eviromet ad support registrar practices i the followig areas: Uiversity studet folder, course offerig, room schedulig ad space iovatio establishig job-specific performace metrics where ecessary. I additio, of the top recommedatios utilizatio for OUE, graduatio/commecemet, ARCHE, reported from the review committee, 12 are either i ad e-trascripts, to ame a few. This fall our mai focus progress or have bee completed. will be o the leave of absece ad withdrawals practices across campus. Our assistat registrar for compliace is We have established expectatios for both magers ad curretly collectig data about icosistecies i how staff ad hold each other accoutable for success. For the withdrawals/leaves are reported ad reviewig school first time, all projects/goals/iitiatives are tracked usig (catalog) policies. a tool that allows staff to report updates, challeges, ad obstacles to completig assigmets. Staff are required to For the first time i 20 years, the registrar s office has iform direct maagers whe projects will ot be completed o time, which allows magers to assist with chal- dialogue o school-specific/istitutioal eeds. Albeit reached out to our costituets o campus to begi leges that may occur. From a uiversity stadpoit, our most schools have operated i a decetralized fashio, focus has bee o reivetig ad flexibility that is, ot the registrar s office has looked for syergies where appropriate; a example is the wait-listig iitiative ad the always beig viewed as just record keepers. We cotiue to establish professioal trust with faculty ad admiistrative divisios by addressig issues via the regularly wis whe appropriate. This fall, the registrar s office move to brig all schools together to discuss istitutioal scheduled meetigs with school admiistrators, associate will cotiue its outreach program, meetig with school deas, ad the Provost Coucil. couterparts to discuss both registrar/system eeds ad 2013 2014 ANNUAL REPORT 13 OFFICE OF THE UNIVERSITY REGISTRAR
issues. This partership has provided great isight ito the eeds i the schools ad has assisted i settig the goals/ objectives for the registrar s office. The culture of the registrar s office has chaged sigificatly. Employees hear a cosistet message from the leadership team, ad accoutability is ow part of the daily matra of the office. Maagers ad employees alike are expected to coduct team ad oe-o-oe meetigs to keep abreast of work assigmets. Moreover, staff ow are coductig research ad bechmarkig as part of their daily work. This comig year, all employees will have a opportuity to participate i professioal developmet opportuities such as coferece/workshops ad semiars. Participatig i the AAU Registrar forums, the office cotiues to deploy 21stcetury best practices by actively reachig out to colleagues i the professio to seek guidace/support o key iitiatives. Electroic Trascript Delivery Oe Year Later As was reported i the 2012 2013 aual report, the registrar s office partered with Avow/Parchmet to implemet electroic trascript delivery to curret/alumi studets; this ew fuctioality allows studets to maage ad sed trascripts olie at their coveiece. Electroic trascript delivery has prove to be a great success. As of this writig, approximately 40 percet of users order their trascripts electroically while 60 percet cotiue to order official paper copies. Trascript usage reports shed some light o why paper orderig remais high. Trascript Usage - Cumulative (Parchmet Aalytics: Documet Request Report - Detail) Total PercetagePersoal 10775 42.30% Graduate/Professioal School 6453 18.74% Employmet 4663 13.54% Of the top three destiatios for trascript requests, 30 percet are set to graduate/professioal schools icludig Emory. This academic year, the registrar s office will focus o idetifyig graduate admissio requiremets for studets applyig to graduate school, specifically: Idetifyig methods for trascript delivery via XML format to Emory graduate schools, alleviatig the eed for orderig official trascripts. Coductig review of admissio requiremets from peer istitutios to determie which schools have a seder/receiver partership with Parchmet ad could receive electroic trascripts directly from Emory. Traiig Iitiatives The registrar s office is happy to share that Studet Records Workshops will resume this fall. Our traiig coordiator, alog with Academic Services staff, kicked off the term with Simplifyig Course Offerig o August 19, which was delivered to a record group of attedees. A repeat of the workshop will take place September 3 for those who were uable to atted the earlier workshop. The first workshop received great reviews. Studet Records staff are excited to hear that there will be more traiig opportuities available this year. Upcomig evets: OPUS 101 (OPUS basics ad avigatio) i September Advacig My Skills with OPUS (tips ad techiques) i October Empowerig Faculty (What s i the Faculty Ceter) i December Roudtables (parterig with school, departmet, ad registrar staff) i September, October, ad November 2013 2014 ANNUAL REPORT 14 OFFICE OF THE UNIVERSITY REGISTRAR
A variety of resource materials also are beig developed for studets, staff, ad admiistrative users. Our goal is to provide a full library of valuable resources available for studet records users via traiig videos ad materials. Uiversity Iteral Audit Review The Uiversity Iteral Audit Office was approved to review several key areas withi the registrar s office for FY2014: a FERPA review that outlies the policies, operatios, ad IT procedures ad related cotrols that would support selected FERPA compliace; ad a review to uderstad the processes for collectio, cotrol, ad reportig of key iformatio required for Itegrated Postsecodary Educatio Data System (IPEDS) reportig. FERPA Review Potetial Risk Areas/Operatioal Improvemets 1. SLAs are formal documets were Emory should outlie its predetermied requiremets for the service ad establish icetives to meet, or pealties for failure to meet, the requiremets. Recommed that the registrar implemet a process to review/update the OPUS Itegratio spreadsheet o a regular basis. Additioally, this spreadsheet should iclude a separate colum to provide a brief explaatio of what each feed does ad/or why it is required. The registrar should esure all vedors cotracts cotai SLAs, ad the SLAs should lik to provisios i the cotract regardig icetives, pealties, ad cotract cacellatio i order to protect agaist service provider performace failures. Although the specific performace stadards may vary with the ature of the service delivered, maagemet should cosider SLAs to address the followig issues: Availability ad timeliess of services Cofidetiality ad itegrity of data Chage cotrol Security stadards compliace, icludig vulerability ad peetratio maagemet Busiess cotiuity compliace Help-desk support 2. Establish a policy or procedure coverig data extracts, sharig ad storage, ad the security cotrols i place Recommed that policies/procedures be formally documeted ad implemeted for sharig of FPERA data with the Emory IT eviromet. Itegrated Postsecodary Educatio Data System Reportig Review Potetial Risk Areas/Operatioal Improvemets 1. Lack of Process Flow/Procedural Documetatio Curretly, there is o documetatio outliig the process ad procedures related to the reportig of registratio data i the IPEDS report. This lack of documetatio ad official resposibility assigmet ca lead to delays ad omissios i the process if the curret actors leave the stage. This would iclude assigig resposibility for compilig, validatig, ad approvig data alog with key milestoes, deadlies, ad overall roles i the process. 2. Lack of a Applicatio Repository Curretly, there is o cetralized repository for housig 2013 2014 ANNUAL REPORT 15 OFFICE OF THE UNIVERSITY REGISTRAR
the queries used to produce the registratio data used i the IPEDS report. Havig a cetralized storage for ad documeted list of curret queries would allow everyoe to uderstad what busiess rules ad items are ivolved i the data beig compiled. It is also a ecessary igrediet i efficiet had-off processes whe ew employees are iserted. 3. No Formal Approval Process Withi the process flow, there should be clear delieatios for the validatio ad approval steps as well as the level required for approval. Without this, there is o clear audit trail detailig who was resposible for settig the data to the ext step i the process. 4. Lack of Validatio Istructios Curretly, there is o codified procedure for validatig the data. Not oly is this procedural documetatio eeded for the existig process to remai robust, but it is also a blueprit for ehacig process as well as providig guidace for ew employees. This lack of documetatio has led to ew employees beig uaware of their resposibilities i the IPEDS reportig process. 6. Lack of a Eterprise Data Dictioary As oted, there is ot a cetrally housed collectio of busiess rules, terms, ad report defiitios to esure uiversal uderstadig ad usage of these items. There is a curret workig group lookig at this, but the work has ot bee completed yet. 7. Eterprise Data Policy There is curretly ot uiversitywide guidace regardig where ad from whom certai data or reportig assets must come. Providig this guidace may improve the overall quality of reportig by esurig the iformatio is comig from the defiitive, approved source ad the appropriate iteral cotrols are i place durig the productio of this reportig. We aticipate a full comprehesive report of the fidigs/ recommedatios from uiversity iteral audit, alog with a timelie o chages, i the 2014 2015 academic year. Submitted October 1, 2014 5. Decetralized report/iformatio-provisioig processes Curretly, there is t a cetralized repository for all uiversity iformatio, meaig idividuals must go to multiple sources for required iformatio. Additioally, may differet idividuals across the orgaizatio are empowered to provide reportig, which may lead to coflictig aswers depedig upo where ad who the iformatio was sourced from. For registrarspecific iformatio (e.g., Date of Record reportig), there should be a formal policy as to who is allowed to provide this iformatio, as well as the quality checks required for the iformatio. 2013 2014 ANNUAL REPORT 16 OFFICE OF THE UNIVERSITY REGISTRAR
>>> STAFF Admiistratio JoA McKezie, Uiversity Registrar Mary Williams, Admiistrative Assistat Sylvia Harris, Assistat Registrar/Traiig Academic Support Services Jesse Foley, Associate Registrar Apryle Brow, Busiess Operatios Specialist / Graduatio ad Degree Audit Brya Falgout, Busiess Operatios Specialist / Room Schedulig ad Utilizatio Betty Kocsis, Busiess Operatios Specialist / Course ad Curriculum Maagemet Daw Muileburg, Busiess Operatios Specialist / Academic Schedulig Data Maagemet Services Cythia Siha, Data Maager LISTING OFFICE OF THE REGISTRAR Veroicia Morga, Busiess Aalyst Holly Reid, Iformatio Aalyst Emily Tallat, Assistat Registrar/Compliace Studet Iformatio Systems Support Carrie Niles OUR VISION Recogize the importace of each perso we serve. Maitai the trust ad cofidece of studets, faculty, ad staff for our quality of work ad collaborative solutios. Studet Support Services: Wedy Morrell, Operatios Mager Lorraie Brya, Seior Academic Records Specialist / Registratio ad Erollmet Judy Hooper, Academic Records Specialist / Registratio ad Erollmet Tyhua Nelso, Seior Academic Records Specialist / Cross-Registratio Maggie Turligto, Academic Records Specialist / Trascript ad Erollmet Verificatio Care for employees by promotig a friedly ad stimulatig office eviromet with opportuities for professioal developmet. Ear atioal respect for excellece i academic services ad the use of techology that beefits our campus ad the higher educatio commuity. 2013 2014 ANNUAL REPORT 17 OFFICE OF THE UNIVERSITY REGISTRAR
>> >>> BY THE NUMBERS DATA CERTIFICATIONS TRANSCRIPTS CROSS- TRANSIENT REQUESTS 552 ISSUED 17,349 ISSUED 34,430 REGISTRATION INCOMING STUDENTS 139 STUDENTS 60 OUTGOING STUDENTS 109 GRADES ROOM CLASSES DEGREES PEOPLESOFT PROCESSED 133,428 RESERVATIONS AND ONE-TIME-EVENT SCHEDULING 5,245 SCHEDULED 7,248 AWARDED 4,410 USERS 8,330 2013 2014 ANNUAL REPORT 18 OFFICE OF THE UNIVERSITY REGISTRAR
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Several of our 2013-14 projects were phased approaches with Phase I beig accomplished for the academic year. We will begi Phase II o the followig iitiatives:.... Coduct a uiversity-wide HOPE Scholarship audit, reviewig curret HOPE practices i the schools, assessig areas of o-compliace, culmiatig i recommedatios for improvemet culmiatig i a yearly audit with recommedatios for improvemet. Establish FERPA traiig/compliace by offerig a olie quiz via OPUS, ad for studet orietatio activities. Parter with Uiversity Archivist ad Iformatio Techology to establish best practices for digitizig, maitaiig, ad preservig historical records. Coduct Phase II of Course Offerig Automatio with ECAS Ivestigate methods for creatig a automatic load process ito OPUS for course- Our 2014-15 Iitiatives iclude:. Coduct Waitlistig pilot with Emory College & Oxford itroducig a sample of high demad courses that will be evaluated usig waitlist fuctioatily via OPUS.. Coduct top to bottom review of : uery review - establish best praces aroud query defiitios, amig covetios, ad security. Explore usig views or other tools to improve cosistecy of logic i differet queries. ata Security/Requests - coduct top-to bottom review of user access by school/departmet, ad develop best practices for data requests create olie form for submissio ad create data wor flow approvals Ehace the Studet Self Service Erollmet Verificatio process through OPUS