WAY N E L AU R A - Brown University...managing the student information system for all areas related...

LAURA WAYNE

Brown University Office of the registrarannual Report

The mission of the Office of the Registrar is to support the

instructional activities of Brown University by providing

essential enrollment, curricular, and student record

services to the entire campus community with the highest

degree of accuracy. We accomplish this by serving as

custodian of all student records in accordance with

university policies and government statutes as well as

managing the student information system for all areas

related to enrollment/registration, course information and

scheduling, grading/transcript production, and ultimately

degree clearance and certification.

The Office of the Registrar strives to utilize technology-

based solutions when possible to increase efficiencies and

data integrity in these critical areas as well as support the

overall needs of the academic community.

2018-2019

Committee WorkInternal Work • Banner General Committee • College Curriculum Council (CCC) • CCC Executive Committee • Committee on Academic Standing (CAS) • CAS executive Committee • Data Governance Committee • Data Privacy and Records Management group • Graduate Council • Institutional Data Committee • Institutional Research Data Group • Registrar’s Office-Computing and Information ServicesSteering committee External Work • AACRAO Group VI Information Technology ProgramCommittee Chair • AACRAO Institutional Data Professional ActivitiesCommittee • National Student Clearinghouse Advisory Committee • Paradigm Advisory Committee

Staffing ChangesNew HireDanielle Adams - University Scheduler (july 2018)

Most registration transactions are done online. TheOffice of the Registrar processes registration

transactions when Self-Service is closed or whenstudents need more specialized assistance. What follows

is the aggregate regardless of method.

Enrollment Services

Registration Adds

1407 2122

39980

713

38545

509 11194359

413

28567

855 468

July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June0

10000

20000

30000

40000

Registration Drops

62 199

26322

7093644

467 10804308

3392548

471 429


10000

20000

30000

Non-Degree Student Adds

6117

444

14 24 10 16

94

14

11862 47


100

200

300

400

500

Non-Degree Student Drops

04

23

30

20

10

4 3

14

43


10

20

30

40

50

Course Maintenance

Registrar Approved CCC Approved Grad Council Approved


50

100

150

The Office of the Registrar coordinates the courseproposal process for all new and modified courses. New courses taught by voting faculty are "fast-

tracked" by the Office of the Registrar. All others arerouted to the College Curriculum Committee (CCC)or Graduate Council, as appropriate, for approval.

The Office of the Registrar works with theacademic departments to create course offerings

for the current and upcoming academic yearsthrough the Course Offering Builder.

Approved Courses

9224

72 180 23538 23

1584

365 388117 118

0

1000

2000

July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June

Cancelled Courses

1

36

16

42

25

7 3

3544

90

1827

0102030405060708090


Grade Changes

6101

476

110 76

330

69

426583

154

891

506

0

450

900


Processing of Non-Degree Students

397

325

6 20 0

127

11 7 533

1


175

350

Student RecordTransactions

Electronic Diplomas

73 46 14 11 10 11 17 19 13 9 11

1075

0

538

1075


Notarized Diplomas Apostilles


10

20

30

Phone Calls Registrar Email Account

0

1000

2000

3000


Transcripts - National Student Clearinghouse

837927

1164 1138 1183 1114

1775

1097 1018873

14621321

0

1000

2000


Transcripts - Office of the Registrar

11

6

1 1 1 12

7

2

0

6

12


Enrollment Verifications

National Student Clearinghouse Office of the Registrar


500

1000

Degree Verifications - National Student Clearinghouse

411433

332 314 299 281324 328

400429

473 464

0

100

200

300

400

500


Graduate Admissions Employment Scholarship/Grant/Fellowship Other

Admission Service Undergraduate Admissions Certification/Licensure Scholarship

Transfer


10

20

30

40

50

60

Percentage

Transcript Purpose

Electronic PDF Mail Hold for Pickup Electronic Exchange FedEx/US

FedEx/International FedEx/Canada & Mexico


10

20

30

40

50

60

70

80

Percentage

Delivery Method

English Translations Replacement Diplomas


5

10

15

20

25

Letters of Completion

7 1230

10 6 14

140

21 256

233


50

100

150

Undergraduate Concentration Changes

18 45183 131 148 74 144 172

390

1245

74 17

0

650

1300


Workload/Tuition Extra Semester


10

20

30

40

50

Separations Readmissions


100

200

300

400

Undergraduate Transfer Credit Evaluations

91

1001

80 52 44 38 19 13 51 29 33 58


600

1200

Tuition Changes

Undergraduate Graduate Medical


245

490

Graduate Transfer Credit Evaluations7

54 4

3

0 01 1

2

0

7


University Scheduling

Scheduling Email Account

301349 390

330 335

123

394 375

272362

308221

0100200300400


Event Scheduling - Confirmed

1682 2098 22033183

3876

1638

4002

5559

3237 36882471

1669

0100020003000400050006000


Event Scheduling - Cancelled/Denied

146288 236

483343

224

519

790

316 373236 218

0

400

800


Systems Projects

Data Requests

List or Report Internal Academic Record

92

32

9

36

5

36

26

3

21

2

23

4

28

3

30

2

33

5

33

5

25

11

0

10

20

30

40


Completed Systems Projects1. Cognos Analytics Upgrade – Chris Beattie, Alanna Botts,Sherry Gubata, project leads, 18 weeks 2. Banner 9 – Chris Beattie, project lead, 20 weeks 3. Drop Pin for Students on Serious Warning – Chris Beattie andSherry Gubata, project leads, 34 weeks

A new advising PIN will be assigned to current students whoare on serious academic warnings so they cannot drop aclass during the last four weeks of the term withoutspeaking to an advisor and procuring the PIN.

4. Application to Graduate Modification – Chris Beattie, projectlead, 2 weeks

Add phonetic spelling as an optional field in theUndergraduate Application to Graduate in Self-ServiceBanner.

5. Add a block for reason code CA to Grade ChangeApplication – Sherry Gubata, project lead, 25 weeks 6. TRAN Name Update Prevention – Chris Beattie, project lead, 7weeks

To prevent a TRAN name from being updated when anundergraduate student completes a graduate schooladmission application.

7. C@B Enhancement for Override Requests functionality –Sherry Gubata, project lead, 18 weeks

Create ability for students to request overrides throughC@B and add functionality for instructors to review andapprove or deny. Additionally, the request list can be used asa waitlist for faculty to review the requests.

8. Build spaces in 25live and Banner – Darlene Williamson,project lead, 12 weeks

Create new security roles and train schedulers from theAnnenberg Institute, the Carney Institute, the Center forComputational and Molecular Biology, and the EducationDepartment.

9. AP scores processing -- Chris Beattie, project lead, 13 weeks

Take over from Admissions the AP score receipt and loadinginto Banner (Install decryption software, modify relatedAppworx chain, modify access to Appworx and relatedBanner forms, learn and train on related loading andmatching processes)

10. Overhaul IB score code conversion – Chris Beattie, projectlead, 7 weeks

Modify IB score code conversion logic to accommodateincreased number of subjects

11. Space Reservation Modification – Darlene Williamson, projectlead, 16 weeks

Add a section on "My Reservations" that shows "ApprovedEvents in My Spaces." Also add a Google calendar link underspace information showing all events and Banner fed coursefor a given space.

12. Track Prior Institution for Special Students – Chris Beattie,project lead, 12 weeks

Create admission request value and reports, modifyaccess form, and inform relevant offices about policy anddata entry procedures to allow for reporting of priorinstitution for enrolled special students.

13. Assign department administrative staff as instructor to aCRN list for override management – Sherry Gubata, projectlead, 8 weeks 14. Build spaces in 25live and Banner – Darlene Williamson,project lead, 12 weeks

Create new security roles and train schedulers from theSchool of Professional Studies and Alpert Medical School.

15. Banner 9 setup pages– Sherry gubata, project lead, 4 weeks

Create Faculty Advisor pages to eliminate having to requesta process be run by CIS.

16. Transition to 25live Pro – Darlene Williamson, project lead,20 weeks

Create training docs and videos for launch of a new versionof 25live, 25live Pro. Develop and lead trainings for powerusers and schedulers.

17. Allow for Workday preferred name for instructors andgraduate students who are instructors to display in C@B. –Sherry Gubata, project lead, 8 weeks

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