Assessment for the Registrar's Office

CAS Standards

What we do Yes No N/A

Part 1 Mission

Must incorporate student learning and student

development in its mission. Enhance overall educational Mission Statement is consistent
experiences. Must develop, record, disseminate, with the mission and goals of the
implement, and regularly review its mission and goals. college. X

We have mystarkstate that shows

schedule of classes(past, present
and future), catalog of
courses(past, present and future),
Develop institutional publications to provide information degree evaluations by individual
about courses, programs, policies, and procedures students X

Registrar's Office works with

academic departments on needs
schedule appropriate space for all classes when scheduling rooms X

Create and update forms as

necessary. Most forms have
Develop forms and procedures as required procedures right on the form X

Works with Public Relations on

college printings and reviews the
provides information on regulations, policies and website to make sure correct
procedures information is posted. X

Works with a collective group of

administrative offices to produce
provide a registration process for enrolling students in an outline of dates, times, and
classes each term, which may include the assessment of procedures for new, past and
tuition and fees. current students X

We work with Veterans

Administration, Courts, National
Certify students Student Clearinghouse, etc. X
 Prints and submits electronically
transcripts daily. Make available
via the web class rosters, and many
provide reports and other miscellaneous items as required other reports X

Registrar's Office scripts the

transfer courses onto the student's
transcript. Email is sent to student
Record properly evaluated transfer credit when done. X

Registrar' Office is in charge of

printing diplomas, honors, sends
administer academic eligibility policies, prepares and out dismissal letters as well as
distributes diploma prints the early alert letters X

Stark State College uses Banner as

well as Xtender(document imaging)
to for maintaining student's record
and historic data. The Registrar is
maintains student record database and archival files as the Student Data Steward for the
well as ensures that the security and confidentiality of database and give the authority of
student record data are maintained throughout the college who has permission to see the data X

The office provides the data and

works with the Institutional
Research office on validating the
data. The Registrar's Office
submits the college information to
Prepares statistical reports the Ohio Board of Regents. X

The Registrar's Office serves on the

The Registrar's coordinates the arrangements for Graduation Committee and helps
commencement. setup the venue day of event X

provides administrative support to the faculty senate or

other governance bodies X
Part 2 Program

Must identify relevant and desirable student learning and

development outcomes and provide programs and services
that encourage the achievement of those outcomes. X

Must provide evidence of its impact on the achievement of

student learning and development outcomes X

Registrar and the staff regularly

attends meetings and conferences
Personal and educational goals that will help her in her job. X

Serves on various committees

including AQUIP, curriculum
committee , calendar committee,
graduation committee, and
subcommittees to various other
Registrar must have the authority to operate effective in standing committees throughout
the academic community the college X

Works with Provost and other

college personnel in
communicating policies and
Registrar must ensure that relevant polices and procedures procedures to the college
are communicated widely. community X

Registrar attends regularly

Registrar must ensure the accuracy and reliability of the meetings and conferences that will
data collected and distributed. help her in her job. X

Registrar must provide for the maintenance, upkeep, All public request for information
security, integrity and proper dissemination of academic goes through the Registrar's Office
records. as well as subpoenas. X

Registrar must develop a workable disaster recovery plan

that will allow the registrar to function in the event of Registrar works regularly with IT on
catastrophic circumstances. backup plans of ERP system

Registrar must educate the college community with regard

to the security and release of student data. Registrar has on website FERPA link X
The registrar should assist in college efforts to establish
and maintain co-curricular transcripts or other records. NA

Part 3 Leadership

Leaders of the Registrar's Office must exercise authority

over resources for which they are responsible to achieve Registrar is the Data Steward for
their respective missions. the ERP system X

The office has created a vision for

Leaders must articulate a vision for their organization the department X

Leaders must set goals and objectives based on the needs

and capabilities of the population served X

Registrar serves on the Curriculum

Committee as well as other AQIP
Leaders must promote student learning and development committees

Leaders must prescribe and practice ethical behavior X

Leaders must recruit, select, supervise, and develop others

in the organization X

Leaders must manage financial resources X

Leaders must coordinate human resources X

Leaders must plan, budget for and evaluate personnel and

programs. X

Leaders must plan, budget for and evaluate personnel and

programs. X

Leaders must apply effective practices to educational and

administrative processes X

Leaders must communicate effectively. X

Leaders must initiate collaborative interaction between

individual and agencies that possess legitimate concerns
and interest in the functional area. X
Leaders must identify and find means to address individual,
organizational, or environmental conditions that inhibit
goal achievement. X

Leaders must promote campus environments that result in

multiple opportunities for student learning and
development. X

Leaders must continuously improve programs and services

in response to changing needs of students and other Continuously updates the student
constituents, and evolving learning and development. self-service database. X

The registrar's office should have a mission and goal

statement that aligns with college mission and goals. X

Should provide accurate information and time service to

all constituencies X

Regularly attends SIS conference

be at the forefront of technological advancement and training X

The office is staff day and evening

Be sensitive to students needs and some weekends. X

Registrar's staff serves on various

serves as a catalyst in team building committees in the college X

Part 4 Organization and Management

Should have organizational chart The department has a chart X

The office serves on various

Work with other departments within the college committees within the college

ensure that staff responsibilities are consonant with the

abilities of designated personnel Need more cross training in areas X

The office updates manual when

Provide for periodic review of polices, procedures, updates to the ERP system is done
organizational structures, and currency of the office as well as when procedures can be
manual improved to benefit the student. X
Develop clear and concise criteria for decision making and
establish primary responsibility when more than one unit is
involved. X

assume responsibility for establishing, updating, and

evaluating staff training and professional development
programs that also include skill improvement,
interpersonal, organizational, and time management work with other directors to
components. ensure training of updated skills X

identify and be responsive to external constraints and Meetings are scheduled across the
requirements that impact on operations. Foster campus when federal or state
communication among the staff by scheduling regular staff regulations change procedures in
meetings. the college X

encourage staff members to participate in state and Staff are encourage to attend
regional professional development update meetings X

discuss long-range planning for changes in technology, Directors meet across campus to
policy, procedure, and customer service discuss long-range changes X

each area has their manual as well

as access to mystarkstate for
college-wide policies, procedures
Office Manual and minutes etc. X

Part 5 Human Resources

Registrar Programs and Services (RPS) must be staffed

adequately by individuals qualified to accomplish its
mission and goals. X

RPS must establish procedures for staff selection, training

and evaluation; set expectations for supervision, and
provide appropriate professional development
opportunities. This is being done X

Staff members should be aware of the criteria on which

they are to be evaluated at the beginning of each
evaluation period. They should be properly trained and
their performance monitored so that the evaluation at the
end of the period does not contain judgment of criteria
that have not been previously discussed. This is being done X
RPS professional staff members must hold an earned
graduate degree in a field or must posses an appropriate Assistant Registrar has no degree
combination of educational credentials and related work or educational credentials/related
experience work experience X

The Registrar should have the capacity to motivate, inspire, The office is combined with
and help staff members develop a team atmosphere in the financial aid and works together as
office. a team. X

Registrar has a BA in Business

Management with Marketing
minor as well as a Office
Administration degree. The
Registrar hold a bachelor or master degree. A worked in office as student worker,
demonstrated service-oriented philosophy is important registration clerk, and registration
since the office will be serving the entire college supervisor. X

Registrar submits the college's

state reporting records and
The registrar should possess an array of budget understand the funding of the
management skills, as well as personnel policies. college. X

The selection criteria for the Registrar's position should

include consideration of the match between candidate's There is a selection committee that
educational, personal, and experiential qualifications and reviews resumes and interviews
the institution's mission, goals, and objectives. Staff possible candidates and brings
member's selection should be attempt to ensure the forward candidate for further
responsibilities are consonant with abilities review X

Typically, the registrar reports to a vice president of

academic affairs, student affairs enrollment management, Registrar reports to Dean of
or comparable senior officer. Financial Aid/Registration X

Not involved in the hiring process,

student employees and volunteers must be carefully training, or supervision. There is
selected, trained, supervised and evaluated. no evaluation of student workers. X

RPS must have technical and support staff members

adequate to accomplish its mission. Staff members must
be technologically proficient and qualified to perform their
job functions, be knowledgeable of ethical and legal uses of
technology, and have access to training. The level of Staff members are trained when
staffing and workloads must be adequate and appropriate hired or updated as needed with
for program and service demands. upgrades of technology. X
Support staff should be skilled in interpersonal
communications, public relations, and the dissemination of
information. Personnel should be adept in handling
complex and detailed activities and responsibilities.
Accuracy is essential because the office is recording the
academic history of students. We need to work on this. X

Development for the support staff should include adequate

initial training to be able to represent the institution in
their office function in a competent and professional
manner. On-going training and staff development should
be designed to enhance and broaden understanding of
roles and responsibilities with the office and the Immediate supervisor does the
institution. training of new employees X

Salary levels and fringe benefits for all RPS staff members
must be commensurate with those for comparable
positions with the institution. Must institute hiring and
promotion practices that are fair, inclusive, and non-
discriminatory. Done through our HR office X

RPS must create and maintain position descriptions for all

staff members and provide regular performance planning Position descriptions are available
and appraisals. Must have a system for regular staff via mystarkstate. Appraisals are
evaluation. done by immediate supervisors an

Because the office often involves routine and repetitive

work, special attention should be given to the accuracy of
all work We need to work on this. X

Part 6 Financial Resources

RPS must have adequate funding to accomplish its mission Works well with the Director of
and goals. Budgeting. X

RPS must demonstrate fiscal responsibility and cost

effectiveness. Should have clear understanding of funding Works well with the Director of
and budgeting processes. Budgeting. X

Funds should be provided for salaries and benefits for staff Works well with the Director of
employed by registrar's office Budgeting. X
Part 7 Facilities, technology and equipment

RPS must have adequate, suitable located facilities,

adequate technology, and equipment to support its
mission and goals efficiently and effectively. Should be
evaluated regular and be in compliance with revalent
federal, state, provincial and local requirements to provide
access, health, safety, and security. Works well with the IT department X

The design of the office must guarantee the security of the

records and ensure the confidentiality of all sensitive
information. The location and layout of the office must be Some concerns about paperwork
sensitive to the special needs of students with disabilities laying around for students to see
as well a the needs of the general student population. and view. X

Facilities which produce a comfortable, functional, and

pleasant work environment encourage staff members to
be more productive. The admin staff members should
have private space in which to conduct their business. The
offices should be equipped and furnished to support
activities. Others should have equipped and furnished
work stations which are well equipped, adequate in size, as
private as possible, and appropriately designed for their We need more space for our
work. employees. X

Offices should be well-lighted, properly ventilated, and

heated or cooled to acceptable standards. Adequate space
should be allocated for the secure storage of student
records and supplies. Space should be provided for
meeting with students, conferring with staff, and
completing special projects. Space should be close by for
breaks and lunches. yes. Small but adequate. X

Backup copies of important documentation such as

transcripts and the student data base must be stored off IT department stores off site and
site in the event of a natural disaster or damage to the microfiche back up is store another
records location. X
Part 8 Legal responsibilities

RPS staff members must be knowledgeable about the

responsive to laws and regulations that relate to their
respective responsibilities. Staff members must inform
users of programs and services and officials, as
appropriate, of legal obligations and limitations including
of constitutional, statutory, regulatory, and case law;
mandatory laws and orders emanating from federal,
state/provincial and local governments; and the
institution's policies. X

RPS staff members must use reasonable and informed

practices to limit the liability exposure of the institution, its
officers, employees, and agents. Staff members must be
informed about institutional policies regarding personal
liability and related insurance coverage options. NA

The institution must provide access to legal advice for RPS

staff members as needed to carry out assigned Staff members cannot contact legal
responsibilities. must go through VP of area. NA

The institution must inform RPS staff and students in

timely and systematic fashion about extraordinary or
changing legal obligations and potential liabilities. NA

The registrar must ensure that the institution has written

policies on all office transactions which may have legal The college has a committee called
implications. Academic Policies and Procedures X

The registrar must have procedures to keep staff members

informed of all requirements related to the maintenance of
academic records. X

Have not met with legal counsel in

The registrar should meet with the institution's legal years. Use to consult with AG
counsel periodically to review all relevant documents for office until new procedures were
clarity and to determine that current regulations are being put in place that only certain
followed. people can contact the office NA
 Keeps updated on FERPA and
reviews directory information
regularly. Does not know who has
RPS must protect student's rights to privacy and access as access to the student information
defined in the legislative statute entitled FERPA with the ERP system. X

Part 9 Equity and Access

RPS staff members must ensure that services and programs

are provided one fair and equitable basis. Hours of
operation and delivery of and access to programs and
services must be responsive to the needs of all students. X

RPS must be open and readily accessible to all students and we are on a hiring freeze and
must not discriminate except where sanctioned by law and previously hiring was based on
institutional policy. qualifications X

As the demographic profiles of campuses change and new

instructional delivery methods are introduced, institutions Stark State has online registration,
must recognize the needs of students who participate in transcript request, enrollment
distance learning for access to programs and services certifications as well as other
offered on campus. Institutions must provide appropriate online services. Mystarkstate is a
services in ways that are accessible to distance learners complete area for students to
and assist them in identifying and gaining access to other receive all information that in-
appropriate services in their geographic region. person can ask and much more. X

Part 10 Campus and External Relations

RPS must establish, maintain, and promote effective

relations with relevant individuals, campus offices, and
external agencies. RPS staff must relate effectively with Works with all offices in the college
administrators, faculty, students, alumni, and the public and all its constitutes.

Part 11 Diversity

Within the context of each institution's unique mission,

diversity enriches the community and enhances the
collegiate experience for all; therefore, RPS must nurture
environments where commonalities and differences
among people are recognized and honored. X
RPS must promote educational experiences that are
characterized by open and continuous communication that
deepens understanding of one's own identity, culture, and
heritage, and that of others. RPS must educate and
promote respect about commonalties and differences in
their historical and cultural contexts. NA

RPS must address the characteristics and needs of a

diverse population when establishing and implementing
policies and procedures. X

Part 12 Ethics

All persons involved in the delivery of RPS must adhere to

the highest principles of ethical behavior. RPS must
develop or adopt and implement appropriate statements
of ethical practice. RPS must publish these statements and Offices has a mission and vision
ensure their periodic review by relevant constituencies. statement. X

Standards of ethical practice that address the unique

problems of managing the day to day maintenance of
records and registration processes must be published.
These standards must be made a part of orientation
program for each employee and be routinely reviewed and
updated. X

RPS staff members must ensure that privacy and

confidentiality are maintained with respect to all
communications and records to the extent that such
records are protected under the law and appropriate
statements of ethical practice. Information concerning
students are to be kept confidential and not released
without written approval of the student. X

Staff members must disclose to appropriate authorities

informaton judg3d to be of an emergency nature, SSC security office works well with
especially when the safety of the individual or others is the office concerning students.
involved, or when otherwise required by institional policy SSC works with local, state and
or relevant law federal agencies regularly. X
The institutional responsibilities of the registrar and
records personnel in keeping and releasing student
information demands conduct that consistently reflects
fairness, common sense, honesty, and respect for the
dignity of all persons.
RPS must ensure the institution has a written policy and
published statement regarding confidentiality of records
and procedures for access, release, and challenge of
educational records.
RPS staff members must recognize and avoid personal
conflict of interest or appearance thereof in their
transaction with students and others.
RPS staff members must strive to insure the fair, objective,
and impartial treatment of all persons with whom they
deal.
RRPS staff members must perform their duties within the
limits of their training, expertise, and competence. When
these limits are exceeded, individuals in need of further
assistance must be referred to persons possessing
appropriate qualifications.
RPS staff members must use suitable means to confront
and otherwise hold accountable other staff members who
exhibit unethical behavior.
RPS staff members must be knowledgeable about and
practice ethical behavior in the use of technology.
X
College has written procedures for
access etc. that is published in the
P&P manual as well as a email that
goes out to all students each
semester. Also referenced on the
website.
Staff has been through training and
attends professional development
on conflict and deal with difficult
people X
Registration staff always handle
themselves professionally.
Staff personnel does refer students
to other personnel when necessary
but tries to get the answer for the
student so there is little transfer of
students around the college.
X
X
Part 13 Assessment and evaluation

RPS must conduct regular assessment and evaluations.

RPS must employ effective qualitative and quantitative
methodologies as appropriate, to determine whether and
to what degree the stated mission, goals, and student
learning and development outcomes are being met. The
process must employ sufficient and sound assessment
measures to ensure comprehensiveness. Data collected
must include responses from students and other affected employees are evaluated yearly as
constituencies. stated by college's policy. X

RPS must evaluate periodically how well they complete

and enhance the institution's stated mission and
educational effectiveness. X