Academic Calendar Audit Report

Bill BurigAssociate University Registrar

Misty LenhartAssistant Registrar, Registration

Duke University

• Private, comprehensive research university• 14,000 degree-seeking students• >29,000 applications for @1700 first-year slots• Two undergraduate schools – Trinity College of

Arts & Sciences, Pratt School of Engineering• Divinity School• Fuqua School of Business• Graduate School

Duke University Cont.

• School of Law• Nicholas School of the Environment• School of Nursing• Sanford School of Public Policy*School of Medicine

Durham, North Carolina

Office of the University Registrar

• 16 staff members (6 managers, 10 support staff)• Registration, Scheduling of Classes and

Classrooms, Student Records, Reporting, and Publications

• Central office for most registrar functions for campus

• “Standard” Academic Calendar (UGRD, Grad, Nicholas, Nursing, and Sanford)

• Fuqua School of Business• Relationship with schools

System

• PeopleSoft (PS) 9.0• System setup for all schools

coordinated by Office of the University Registrar

• Student Information Services and Systems (SISS)

• Technology makes things easier, right?

Evolution of the Academic Calendar Audit

Report• Why develop the Academic Calendar Audit

Report (ACAR)?- Accountability- Response to school “personas”- Consistent methodology for collection of information- Started process 6 years ago- Continues today

• ACAR – Crystal Report and PS Workflow

Beginning the ACAR Process

Find a quiet and happy place.Get organized!

ACAR Preparation

• Establish a timeline for completion

– Schedule dates during ‘down’ times, normally after registration for upcoming term and before new term begins.

ACAR Distribution and Completion ScheduleACAR Initial Distribution

DateCompletion Date

Summer/Fall 12/1 1/2

Spring 7/1 8/1

Winter 8/1 9/1

ACAR Preparation Cont.

• Provide notification to schools via email– Send preparation documents and highlight

completion timeline

• Review Acar guides– Identify differences in relation to various school’s

needs• Ex: session dates, drop/add, waitlists

Microsoft Office Excel 97-2003 Worksheet

ACAR Preparation Cont.

• Identify upcoming semester dates for Prep Sheet

School:Term:

Session:Length of Term:

Date

ACADEMIC CALENDAR AUDIT REPORT (ACAR) PREP SHEET

Day before first day of classes:Day after drop/add ends:Last day of drop/add:Last day for waitlist:First day of drop/add:First day of classes:Open Enrollment:First date to enroll:

Academic Year:Term Code:

Session Code:

First day of classes:Last day of classes:Last day of exams:

Notes

ACAR Preparation Cont.

• Enter data into PeopleSoft for each school

• Send electronic output to appropriate contacts–Workflow

• Communicate changes and approvals in a timely manner.

ACAR Output

ACAR is a Work-In-Progress• Schools are constantly:– Changing expectations and management

philosophies– Experiencing personnel changes– Adding new programs, new sessions/terms

• Establishing relationships is essential– Departmental contacts– Technical support (SISS)

ACAR Tips

Due to the complexities of ACAR, education is critical.– This includes all parties involved

(including yourself!)– Take notes when things are not working as

expected–Work with the schools to discuss what

went wrong and how to prevent it in the upcoming term

ACAR Tips Cont.

• ACAR is not perfect• Serves as a process tool for organization

• Prep sheets are great…for those who use them!

• Important note:Complexity of School=>Complexity of the ACAR

• Stay on top of revisions and timeliness of submissions

• Make sure to have final seal of approval (signature) before the term begins

ACAR Highlights

• Facilitates communication• Provides consistent method for

reporting data• Provides opportunities for collaboration• Holds all parties accountable • Provides a common understanding of

processes and outcomes

Questions?

Bill Burigabbj@duke.edu

Misty Lenhartmisty.lenhart@duke.edu