Registrar's Office Assessment

The Registrar’s Office is primarily responsible for maintaining accurate records and ensuring compliance with curricular requirements. Registrar staff are able to track record and registration data and use it effectively to guide student registration practices and advising; help faculty understand implications of curricular decisions; help interpret and implement policy and suggest changes that better meet the intent of the educational philosophy of Utah State University. The Registrar’s Office plays a strategic part of institutional efforts to manage enrollment. Areas within the Registrar's Office include:

Mission

As Registrar’s Office personnel, we will treat everyone who contacts our office with respect. We commit to listen attentively to requests and issues, and try to resolve them with empathy and compassion. We believe in one-stop services, whenever possible – otherwise we assist by providing accurate information and direction. Our Core Values are to:

Communicate effectively
Encourage a positive campus environment
Show empathy and compassion
Maintain an open door policy
Create office success by helping each other and working as a team
Promote training and education
Recognize hard work, perseverance, and dependability.
Commit to honesty and excellence

Goals and Learning Outcomes

To support the mission of Utah State University, the Registrar's Office will:
• Assist in registration support for students, faculty, and advisors.
• Ensure accurate assessment and collection of tuition and fees.
• Maintain accurate records including changes to majors/minors, concentrations, grades and other student related information.
• Award transfer credit for academic work completed at other academic institutions.

Foundational Documents

The Registrar’s Office follows the guidelines and procedures as outlined by The American Association of Collegiate Registrars and Admissions Officers (AACRAO). The mission of AACRAO is “to serve and advance higher education by providing leadership in academic and enrollment services.” The values of AACRAO are: Accountability, Collaboration, Inclusiveness, Innovation, Inquiry, Integrity, and Learning. In addition, we also adhere to the Council for the Advancement of Standards (CAS) Guide for Registrar Programs and Services (.rft).

The Registrar’s Office strictly follows the policies and procedures of The Family Educational Rights and Privacy Act (FERPA). This is a federal law that sets forth mandates regarding the “release of and access to student educational records.” 

Assessment Plan/Matrix

REGISTRAR'S OFFICE ASSESSMENT PLAN/MATRIX, 2017-2018
Goals
(Objectives and Learning Outcomes) 		Assessment Tool
(Criteria) 		Data Source
Documentation 		Timeline Responsible
Persons
Employee Development and Satisfaction
We expect our leadership team to support employees in their roles and career development. We are committed to provide intentional and deliberate professional development experiences that will enhance management skills among our leadership team. 		Employee Survey or focus group   Ongoing Fran Hopkin, Crystal Giordano, Adam Gleed
Timely Registration
Develop a plan to educate students about their registration time and how to prepare for registration which in effect, can streamline the registration process. This will be accomplished by:
  • Sending personalized emails about how to prepare for registration and when students’ priority registration appointment is.
  • Creating personalized student portal notification showing students’ priority registration appointment.
  • Creating a link in student portal to identify holds, to aid in preparing for registration.
  • Advertise registration dates within Canvas.
  • Implementing College Scheduler to take advantage of plans in Degree Works, and streamline class schedule options based on individual student needs.
 Secondary data review. Student survey or focus group. Argos reports using Banner data. Ongoing Crystal Giordano

Graduation Revamp
Improve the graduation process for students and academic departments by:

  • Consolidating the five existing graduation processes down to one uniform process.
  • Creating a communication plan to keep students informed throughout the graduation process.
  • Replacing existing paper process with electronic approvals and graduation planning enhancements.
  • Creating a dashboard in Argos for departments to track their applicants through the various approval queues.
  • Reducing the timeframe to award a degree and mail a diploma from 8-10 weeks to 8-10 days.
 Secondary data review and survey. Argos reports using Degree Works and Banner data. Fall 2017 - Spring 2018 Adam Gleed

Outcomes Data

Institutions who have implemented College Scheduler reported an average 3.25 percentage point increase in persistence and up to a 3.5 percentage point improvement in graduation rates, average increase of 1.3 additional credit hours per term

Continous Improvement

In the 2016-2017 academic year, the Registrar’s Office implemented several changes and practices to better implement the overall goals and learning outcomes of the office.  These changes included:

  • Aligning practices among all Statewide Campuses and establishing contacts.
  • Implementing the use of student attributes (SMCR, SMCL, SMCZ) to ensure student are registering for the correct section initially.
  • Educating and empowering campus partners and Statewide Campuses to assist students in registration by utilizing the tool SFASRPO
  • Strengthening relationships among campus partners by regularly attending advisors forum
  • Proposing policy changes to clear up confusion for students, faculty and staff and eliminating conflicting policies
  • Establishing a staff member as student liaison to assist students when requesting Academic Record Adjustment and Refund petitions

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