Registrar s Office. Detailed Assessment Report

Transcription

1 Registrar s Office Detailed Assessment Report Mission / Purpose The Registrar's Office is responsible for providing a wide range of services to students, faculty and staff, alumni and various off-campus agencies. A major responsibility of the office is to maintain timely and accurate records of the academic progress of the students who are enrolled and disseminate this information as needed. The Registrar's Office must provide students with an efficient system for registration, course enrollment changes, grade reporting, and issuing of transcripts. The office must also be able to interpret and enforce the academic rules and regulations of the University. I. Goals and Outcomes/Objectives, with Any Related Measures, Targets, Findings, and Action Plans A. Goal: Provide effective administrative services to support the mission Provide effective administrative services to support the mission. 1. Outcome: Provide an effective pre-registration and registration process. Provide an effective pre-registration and registration process. a. Measure: Students will be successfully registered. Students will be successfully registered. Run Current Term Pre-Registered Student Report at the end of each pre-registration period. Eighty-five percent of enrolled students will be able to pre-register and complete the process during pre-registration. Current Term Pre-Registered Report will be used to measure this achievement target. According to the interdepartmental reports, 90% of enrolled students for the academic year were pre-registered before classes began. This number excludes any student who graduated or was academically dismissed. b. Measure: Students will successfully register themselves through Web Advisor. Students will successfully register themselves through Web Advisor. Ninety percent of students will successfully register themselves through the portal. Various departmental records and reports will be used to measure this achievement target. According to departmental reports, 88 percent of students registered themselves through the portal. 2. Outcome: Provide care for all student records Provide timely and accurate care of all student records and provide security of those records. a. Measure: Provisions of Buckley Amendment will be strictly enforced. Page 1 of 6

2 Provisions of Buckley Amendment will be strictly enforced. All provisions of Buckley Amendment will be strictly enforced. All consent forms will be kept in the student's file and zero complaints would be reported for a student's privacy being compromised. All provisions of Buckley Amendment were strictly enforced. No complaints were filed in regards to students privacy being breached in the office. All requests received from students to withhold personal information were processed in a timely manner. b. Measure: Grades will be available via Web Advisor. Grades will be available via Web Advisor. Grades will be available via Web Advisor two days after grades are due. Student Satisfaction Survey and various departmental records and reports will be used to measure this achievement target. Grades were available via Web Advisor two days after grades were due. c. Measure: All active undergraduate records will be electronically stored. All active undergraduate records will be electronically stored. All active undergraduate records will be electronically stored. All undergraduate records are now stored electronically. The process begins in the Admissions Office where all new applications and admission materials are scanned and stored electronically through softdocs. The Registrar's Office continues to scan and store any new documents that are received after the student enrolls. 3. Outcome: Provide adequate procedures for issuance of requested information. Provide current and former students with adequate procedures for the issuance of transcripts and other requested information. a. Measure: Requests for information will be processed. Requests for transcripts and other requested information will be processed. All requests for transcripts and other requested information will be processed within three working days of receipt of the request. Various departmental records and reports will be used to measure this achievement target. All requests for transcripts and other requested information were processed within three working days of the receipt of the request if not before. 3. Action Plan: New position-administrative Support Assistant In order to provide students with requested information in a timely manner and assist students with in-office requests, a new position is needed in the Registrar's Office. Page 2 of 6

3 This position will be a full-time transcript officer, will oversee the main work room and counter, will assist with Registrar/registration issues, and will be the alternate Certifying Official for the Veteran Affairs programs. Established in Cycle: Additional Resources Requested: Salary = $25,000; Benefits = $11,250 (40% of base); TOTAL $36,250 Budget Amount Requested: $36, (recurring) 12/6/2012 Position was filled Fall 2012; therefore, plan was moved to finished. 4. Outcome: Process e-transcripts. Send and receive e-transcripts. a. Measure: Students will send UWA transcripts electronically and request that we send their UWA transcripts electronically. Students will send transcripts to UWA electronically and request that we send their UWA transcripts electronically. Fifty percent of students will send UWA transcripts electronically and request that we send their UWA transcripts electronically. Various departmental records and reports will be used to measure this achievement target. According to department records, 90% percent of UWA students and former students request and send transcripts electronically now that department is live with Scrip-Safe. II. Other Plans for Improvement A. Have additional training and work with Information Systems to implement. Department did not get as far with the scanning old files as expected, but hope to continue with the process. Plan to have additional training from the company that department purchased scanning software from, Softdocs. Also, department would like to have an additional employee in charge of the scanning process. Established in Cycle: Implementation Status: In-Progress Responsible Person/Group: Registrar 9/10/2013 The Registrar's Office is working to scan old files as students graduate. Once the paper file is scanned at the time of graduation, the paper file will be destroyed. B. Increase DOE budget. Increase DOE budget. Implementation Status: In-Progress Budget Amount Requested: $6, (recurring) 9/10/2013 Department needs to maintain the DOE budget increase given in order to continue to run the office effectively. C. Work to encourage 90% students to web-register. Page 3 of 6

4 Work to encourage most students to web-register. There are still some students who prefer to meet with an advisor face to face and have his/her registration entered manually. Implementation Status: In-Progress 9/10/2013 Students will continue to be encouraged to web-register. D. Work toward being a paperless office Work toward being a paperless office Implementation Description: Work with Information Systems to implement. 9/10/2013 Department is continually working to become a paperless office. E. Work with Information Systems to determine the best software for UWA to use. Students cannot send UWA transcripts electronically and request that Registrar s office send their UWA transcripts electronically. Since the department still has the same problem with deciding which software to use, staff has put this project on hold. Department hopes to have this available to students during the academic year. Implementation Description: Work with IT to implement. Responsible Person/Group: Registrar/ IT 9/10/2013 In the spring of 2013, the Registrar's Office went live with electronic transcripts. F. Work with Information Systems to implement process for ordering transcripts online. Work with Information Systems to implement this project. Responsible Person/Group: Registrar/ Information Systems. 9/10/2013 Implementation has been completed. G. Increase DOE Budget. Increase DOE budget by $6,000 ($2,000 in office supplies, $2,000 in Postage and Telephone, and $2,000 in Office Equipment). The Registrar's budget has not increased through the years, but the number of students enrolled has increased due to the growth of the online program. With the number of students increasing department has seen an increase in outgoing mail, office supplies, etc. Established in Cycle: Additional Resources Requested: $2,000 = office supplies, $2,000 = Postage and Telephone, $2,000 = Office Equipment Budget Amount Requested: $6, (recurring) 9/10/2013 This request was met. H. Work with IT to complete the implementation of Scrip-Safe. Page 4 of 6

5 Department is in the final stages of implementing Scrip-safe, an electronic transcript company. Plan to have a phone consultation within the next month with UWA IT Department and Scrip-safe in order to finish the process and be trained on the new system. Established in Cycle: Implementation Description: Final meetings and training sessions for implementation of the Scrip-safe system. Projected Completion Date: 08/29/2012 Responsible Person/Group: Mike Pratt and Susan Sparkman 9/10/2013 The Registrar's Office has worked with IT and Scrip-Safe to implement the use of electronic transcripts. In spring of 2013, electronic transcript requests were available to students for the first time. I. Students will be able to apply for/submit application for graduation online. Students will be able to apply for/submit application for graduation online which will streamline the process. Established in Cycle: Implementation Status: In-Progress Implementation Description: Work with Information Systems to automate this feature online. Responsible Person/Group: Registrar. 9/10/2013 Students can now access online and print the application for graduation, but are unable to submit them at this time. Department is currently working with IT to implement this process fully online in the future. III. Analysis Questions and Analysis Answers A. What specific strengths did your assessments show? (Strengths) The Registrar's Office was successful in encouraging students to use the portal as the main means of registration and the majority of returning students did pre-register for each term. All provisions of Buckley Amendment were strictly enforced in the Registrar's Office and no complaints were filed in regards to students privacy being breached. Finally, information requested from students, including transcript requests, were handled in a timely manner according to departmental records. B. What specific weaknesses or challenges did your assessments show? (Weaknesses) The Registrar's Office was unable to add all forms online so forms can be accessed by students electronically. Department staff is working with IT to implement more forms online in the future. C. What plans were implemented? Scrip-Safe was implemented so that department is able to implement the service of electronic transcripts. D. What plans were not implemented? Department was not able to fully offer all forms online to students. Staff is working toward this with the help of IT. E. How will assessment results be used for continuous improvement? The Registrar's Office will continue to use various departmental records and reports to check progress. Page 5 of 6

6 IV. Annual Report Section Responses A. Key Achievements The Registrar's Office is very excited to have finally launched Scrip-Safe; therefore, enabling the institution the ability to have transcripts requested, sent and received electronically. Department staff has continued to offer support with web-registration to students and each college when needed. Also, department has continued the maintenance to degree audit by updating programs and making necessary corrections when needed. Department staff has also made great strides with storing student files electronically and now have a plan in place to scan old files and continue to move toward departmental goal of a paperless office. With this staff has also been able to move some forms used in the Registrar's Office online with the use of e-forms. Department has added the FERPA form online and have plans to add more in the future including the withdrawal form and application for graduation. B. Staff Achievements Members of the Registrar's Office attended the Datatel Users Group Conference in Pennsylvania; the International Educators in Auburn, AL; and the Veterans Conference in Eufaula, AL. Page 6 of 6

7 Planning and Assessment Approval Department or Division: Registrar's Office Chair or Director: Susan Sparkman Dean or Vice President: Dr. David Goals are broad statements describing what the unit wants to accomplish. Goals relate to both the unit's mission and the University's mission. The goal(s) is stated as the University goal(s) a unit is attempting to meet. YES :_ Outcomes/Objectives Outcomes and objectives are statements that describe in some detail what the unit plans to accomplish. Outcomes/objectives are associated with all applicable goals, strategic plans, standards, and institutional priorities. Objectives are active-verb descriptions of specific points or tasks the unit will accomplish or reach. Outcomes are active-verb descriptions of a desired end result related to student learning and the unit's mission. YES YES / Measures Measures are statements to judge success in achieving the stated outcome or objective. Measures contain information on the type of evidence and assessment tool that a unit will use to verify if stated outcome/objective has been met. YES Targets Achievement targets are the thresholds that the measures must meet for the unit to determine that it has been successful in meeting its specified outcomes/objectives. Achievement targets are measurable statements. YES

8 Findings are indications whether an outcome/objective was met or not. Findings are put into the system under each achievement target. Findings include an interpretation of results, possible uses of results, reflection on problems encountered, indicated improvements/changes and strengths or weakness. YES Action Plans Action plans are detailed plans created by the unit to meet an outcome/objective that was only partially met or not met or to make improvement to those outcomes/objectives that were met but still need some strengthening. The plan includes a projected completion date, implementation description, responsible person(s)/group, resources required, and budget amount (if applicable). Action plans created in previous cycles have been updated with implementation notes. Annual Report The Auuual Report section contains information on key achievements, faculty and/or staff achievements, and community/public. Analysis Report The unit has reflected on and created narratives for each of the following areas: specific strengths and progress made on outcomes/objectives, specific weaknesses or challenges, plans that were and were not implemented, and how assessment results will be used for continuous improvement. Approved by: ~/ (;;;;;ft', SignatureofD~~eJrt/ Received by OlE: J / t;t;tt"1 IJ, '-f~ Sign~ o Oopf}fnator of Pl~g and Assessment _ YES YES / YES YES Date: Date: (0 ft /" jl3 /I /;1 b I i 3