westmoreland county community college three year periodic review

Transcription

WESTMORELAND COUNTY COMMUNITY COLLEGE
THREE YEAR PERIODIC REVIEW
ADMINISTRATIVE UNITS
RECORDS AND REGISTRATION
[2010 - 2012]
Admin. Periodic Review Form – DDC – 9/2013
Page 1
TABLE OF CONTENTS
CERTIFICATION .............................................................................................................................4
LIST OF EXHIBITS ..........................................................................................................................5
EXECUTIVE SUMMARY ...............................................................................................................20
I.
THE MISSION/PURPOSE....................................................................................................21
A. Role Unit Plays in College Mission .................................................................................21
B. Unit/Program Goals and the Mission ...............................................................................21
II.
THE STAFF ...........................................................................................................................22
A. Professional and Administrative Staff .............................................................................22
B. Support Staff ....................................................................................................................22
III.
THE CUSTOMER/CLIENT SERVED .................................................................................26
A. Demographic Information ................................................................................................26
IV.
DEFINITION OF SERVICES ...............................................................................................28
A. Definition of day-to-day duties of the unit.......................................................................28
B. Innovations, new projects, new initiatives .......................................................................28
C. Required functions of the unit ..........................................................................................28
V.
ADMINISTRATIVE OBJECTIVES AND STUDENT OUTCOMES .................................30
A. Administrative Outcomes ................................................................................................30
B. Outcomes of innovations, new projects, new initiatives ..................................................30
C. Assessment Explanation ...................................................................................................30
D. Results of Administrative Outcomes Based on Assessment ............................................30
Page 2
VII.
REPORT ON IMPROVEMENTS .........................................................................................31
A. Strengths identified by external sources, faculty, staff, and students ..............................31
B. Weaknesses identified by external sources, faculty, staff, and students ..........................31
C. Report on the improvements made since the last review or the last two years ................31
D. Recommendations by faculty, staff, external sources, and students ................................31
VIII.
FUTURE ISSUE-RESOURCES NEEDED FOR FUTURE EFFORTS ...............................33
A. Market trends within the broad service unit or program area ..........................................33
B. Anticipated future changes and needs ..............................................................................33
C. Resources, equipment, space, staffing, and workload change needs ...............................33
D. Future unit plans...............................................................................................................33
REFERENCES ..................................................................................................................................35
APPENDIX
....................................................................................................................................36
Page 3
CERTIFICATION
We, the Dean of Students and the Director of Admissions & Registrar, do certify that the
information contained in the Three Year Periodic Review presents a fair and accurate description
of the Records and Registration Unit at Westmoreland County Community College.
FOR THE DIVISION HEAD:
_____________________________________________________
Diane D. Hightower/Dean of Students
_____________________________________________________
Date
FOR THE UNIT DIRECTOR:
______________________________________________________
Janice T. Grabowski/Director of Admissions & Registrar
______________________________________________________
Date
Page 4
LIST OF EXHIBITS
Exhibit 1:
Act 48 Continuing Professional Education Career Verification Request 6, 7
Exhibit 2:
Request for Change of Major Form……………………………………….8
Exhibit 3:
Request for Course Substitution Form…………………………………….9
Exhibit 4:
Petition for Credit by Examination Form………………………………10, 11
Exhibit 5:
Change of Grade Authorization Form...…………………………………..12
Exhibit 6:
Official Transcript Request Form…………………………………………13
Exhibit 7:
Personal Data Change Form………………………………………………14
Exhibit 8:
Student Withdrawal Request Form………………………………………..15
Exhibit 9:
Request for Transfer of Credits to WCCC Form………………………….16
Exhibit 10:
Unofficial Transcript Request Form………………………………………17
Exhibit 11:
Request for Verification of Attendance Form…………………………….18
Exhibit 12:
Request for Change of Major……………………………………………...19
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EXECUTIVE SUMMARY
The Records and Registration department, a unit in the Student Services Division of
Westmoreland County Community College is responsible for supporting the student life cycle
from initial acceptance through graduation and beyond. These activities include the
recordkeeping of all student documentation and assurance that students have an experience of the
highest quality through provision of a range of effective and efficient services.
The Director of Admissions & Registrar serves as the direct supervisor of this department. The
department employs one full-time Records/Admissions Technician, two full-time Student
Servcies Clerks, seven regular part-time Student Services Clerks and one casual part-time
Student Services Clerk.
The Records and Registration department’s primary objectives are to ensure the integrity of the
student records and to provide timely and transparent communications in assisting students,
faculty and staff. This is achieved through accurate maintenance of data and user-friendly
service to the college community.
In the future, the Records and Registration department will continue to provide prompt updating
of student data, timely processing of student requests, efficient and accurate registration process
and continuance of looking for ways to improve our services to the college community.
Page 20
I. THE MISSION/PURPOSE
A.
Role of the Unit with Respect to the College Mission
The Records and Registration unit is committed to supporting the College’s
mission/vision and strategic goals through efficiently and effectively aiding students to
achieve their educational goals by providing student access, readiness, completion and
success (Thrust B)
B.
Unit’s Goals and Related Mission
The mission of the Records and Registration unit is to build and maintain effective
customer-orientated relationships with students (current, former and prospective), faculty
and staff so that students’ educational goals are successfully met.
Page 21
II. THE STAFF
A.
Professional and Administrative Staff
Janice Grabowski is the Director of Admissions & Registrar. She holds an Associate In
Applied Science degree In Business Management. Janice has been employed by the
College since 1978, where she has held several clerical positions, a Technician position, a
Coordinator position and now the administrator position of Director (all positions were in
the area Records and Registration). Janice has received the WCCC Works Award in May
1987, October 1990, January 2001, the WCCC Shining Start Award in August 2004 and
was a WCCC Fab 40 honoree in May 2011. Janice is a member of the PA Association of
Community Colleges Admissions Officers and the Middle States Association of
Collegiate Registrars and Officers of Admissions. She serves on several committees
which include Academic Affairs, Achieving the Dream, New Student Orientation,
Commencement, TAOC and Colleague Users Group.
As the Director/Registrar, Janice is responsible for the supervision of the Records and
Registration unit as well as the Admissions Office. Her responsibilities include
interviewing, staffing, performance evaluations, budgeting, approval of time cards,
vacation requests and updating and implementation of all procedures and policies for the
unit.
B.
Support Staff
Elaine Uliano is a full-time Admissions/Records Technician.
Elaine has two Associate in Applied Science degrees, one in Office Administration and
one in Computer Technology; a Bachelor of Science Degree in Human Services and has
been employed by the college since 1994.
Jean Zelmore is a full-time Student Services Clerk.
Jean has three Associate In Applied Science degrees in Business
Management, Accounting and Business-Human Resources Management and a
Certificate in Accounting and has been employed by the college since 1994.
Claudia Bienia is a full-time Student Services Clerk.
Claudia has an Associate In Applied Science degree in Media Technology, a
Certificate in Library Science, a Bachelor of Arts degree and is currently working
on her Masters of Arts degree and has been employed by the college since 1990.
Joyce Weimer is a regular part-time Student Services Clerk.
Joyce has been employed by the college since 2006.
Page 22
Barbara McAllister is a regular part-time Student Services Clerk.
Barbara has a Certificate in Grant Writing and has been employed by the college
since 2012.
Jane Schachte is a regular part-time Student Services Clerk.
Jane has been employed by the college since 2002.
Carol Brown is a regular part-time Student Services Clerk.
Carol has been employed by the college since 2000.
Janet Brunozzi is a regular part-time Student Services Clerk.
Janet has a Bachelor of Science degree in Management/Accounting and has been
employed by the college since 2004.
Darlene Green is a regular part-time Student Services Clerk.
Darlene has been employed by the college since 2008.
Susanna Ray is a regular part-time Student Services Clerk.
Susanna has an Associate In Arts degree and has been employed by the college
since 2006.
Lois Vayansky is a casual part-time Student Services Clerk.
Lois has been employed by the college since 2001.
UPDATED STAFF:
Darlene Green
Lois Vayansky
Susanna Ray
Jane Schachte
resigned
retired
retired
retired
May 3, 2012
May 31, 2012
October 26, 2012
December 19, 2012
Kris Toth
hired
August 20, 2012
Janet Brunozzi moved from regular to casual part-time September 9, 2012
Dorothy Monroe
hired
October 22, 2012
The positions held by the staff of the Records and Registration unit are all position within the
ESPA (Educational Support Professional Association) bargaining unit of the college. The
Technician is a grade V and the Student Services Clerk position is a grade I.
The primary responsibility of the Technician is to process graduation information including
completing the Academic Graduation Checklist, notifying student of results, ordering of
credentials, and updating graduate information in database. The Technician is also responsible
for processing error reports, cross registration and works directly with the Director of
Admissions and Registrar.
Page 23
The function of the Student Services Clerks is to accurately process all requests made by
students, faculty and staff regarding students’ academic file in a timely manner.
WORK PROCESSED
Forms Processed
2010
2011
2012
Personal Data Change s
4631
4203
3704
108
36
26
College Initiated Withdrawals
1119
1174
944
Student Initiated Withdrawals
1697
1801
1581
40
27
36
Grade Change Authorizations
404
382
321
Major Program Changes
3045
2905
2795
756
636
744
1069
854
631
10,239
10,552
10,025
Course Substitutions
542
511
507
Graduation Applications*
521
825
849
ACT 48 – Professional Development
Credit by Examinations
Transfer of Credits
Verifications of Attendance
Transcript Requests
*Does not mean graduated….forms processed only.
Page 24
HEADCOUNT AND REGISTRATIONS
SEMESTER
HEADCOUNT
REGISTRATIONS
SPRING 2010
7033
22,668
FALL 2010
7397
25, 172
SPRING 2011
7030
22,770
FALL 2011
6966
22,975
SPRING 2012
6308
19,263
FALL 2012
6612
21, 392
Page 25
III. THE CUSTOMER/CLIENT SERVED
A.
Demographic Information
The Records and Registration unit serves all students which are made of new, returning and
former students.
GENDER
TERM
FEMALE
MALE
NOT REPORTED
SPRING 2010
4444
2549
40
FALL 2010
4658
2739
0
SPRING 2011
4466
2564
0
FALL 2011
4428
2520
0
SPRING 2012
4130
2178
0
FALL 2012
4269
2343
0
Page 26
ETHNIC
10/SP
10/FA
11/SP
11/FA
12/SP
12/FA
American Indian/
Alaskan Native
13
24
20
11
16
16
Asian
21
36
34
39
36
44
255
287
287
272
235
257
69
71
80
78
67
78
6
3
4
5
4
5
6667
6926
6604
6454
5907
6140
Two or More
Races
0
50
0
54
43
72
Not Reported
2
0
1
53
0
0
Black or African
American
Hispanic or
Latino
Native Hawaiian/
Pacific Islander
White
Page 27
IV. DEFINITION OF SERVICES
A.
Definition of day-to-day duties of the unit
The Records and Registration unit is a vital department within the Student Services Division,
where student academic records are evaluated, processed and stored. The unit provides daily
assistance to all students as well as faculty and staff. Students need the services of the Records
and Registration unit initially upon entering, graduation from, and after in attempting to share
their academic history.
The staff of the Records and Registration unit is responsible for registering students, preparing
student transcripts, processing enrollment verification, course substitutions, credit by
examinations, grade changes, transfer of credits, graduation applications, major program
changes, withdrawals and personal data changes. They maintain course waitlists, notify students
of class cancellation/changes, and they handle phone inquiries.
The day-to-day duties include the staff to be time-sensitive and efficient when processing
requests and to maintain an accurate and complete record of each student’s academic history.
B.
Innovations, new projects, new initiatives
The College updated the computer software to “Colleague UI” which affected every member of
the Records and Registration staff. The upgrade is a more windows-based program and allows
for the ability to find, sort, and select search results more easily along with richer accessibility
support for screen reading.
Graduation information implemented to the National Student Clearinghouse. This allows
employers to search for student graduate information without having to contact the college.
The Records and Registration staff is constantly updated with procedures to maximize the easy
flow for students to complete their academic requests. This is done several times a year through
Datatel updates and revisions.
C.
Required functions of the unit (Accreditation, State, Federal)
The Middle States Commission on Higher Education Standard 9 is being met by the review of
procedures set by the Records and Registration unit to ensure the maintenance of, integrity of
and easy access to each student academic record, while adhering to all guidelines related to
confidentiality and disclosure.
Page 28
The Student and Exchange Visitor Information System (SEVIS) is the web-based system that the
Department of Homeland Security (DHS) uses to maintain information on international students
coming to the United States to attend school. This is being met by federal law and regulations
that require us to update and maintain international student records each semester and to monitor
their attendance.
The Family Educational Rights and Privacy Act (FERPA) is adhered to by all staff in the
Records and Registration unit. Confidentiality and disclosure of information is maintained.
Page 29
V. ADMINISTRATIVE OBJECTIVES AND STUDENT OUTCOMES
A.
Administrative Outcomes
B.
Outcomes of innovations, new projects, new initiatives
C.
Assessment Explanation
D.
Results of Administrative Outcomes Based on Assessment
This is the first time that I have had to do a review in regards to administrative objectives and
student outcomes based on assessment for the Records and Registration area; therefore, I have
nothing to report based on any kind of assessment.
Page 30
VII. REPORT ON IMPROVEMENTS
A.
Strengths identified by external sources, faculty, staff, and students
The Records and Registration staff provide excellent customer service and are very timely in
getting work processed.
B.
Weaknesses identified by external sources, faculty, staff, and students
The most significant issue in the Records and Registration unit is the continuity in staffing. There
are eight part-time positions in this unit, which allows for a lot of turn around and positions
needing filled. Due to the amount of training required in these positions, loss of employees
always has a profound impact on the day-to-day activities mostly in the time to process requests.
The Student Services Clerk position requires knowledge in all aspects of a student’s academic
record, are responsible for the maintenance of the institutions database, yet the clerks are at the
bottom of the pay scale in relation to all other clerical positions.
The Director of Admissions & Registrar oversees the Records and Registration unit as well as
the Admissions Office but the two are not located in the same area which means there is no
direct supervision of staff for both areas.
The timeline for the training of staff for ownership of the Degree Audit module has been delayed
causing inconsistencies with the college catalog requirements matching the computer generated
degree audit.
C.
Report on the improvements made since the last review or the last two years
Datatel conversion to the User Interface has allowed for some more efficient procedures in the
daily input of information to academic records.
The implementation of graduate information to the National Student Clearinghouse has
streamlined this information to be readily available to prospective employers.
D.
Recommendations by faculty, staff, external sources, and students
Review and update the job descriptions of all Student Services Clerks. The Admissions Office
clerks are also classified as Student Services Clerks. The duties of the Admissions Office,
Records Office and the Registration Office are combined but each has its own area of expertise
and should be noted as such.
Page 31
The Records and Registration unit has been for a long time in need of a procedures manual not
only for newly hired employees but for the current employees to use as a reference guide. This
would alleviate most questions asked of the Director by all staff. Each clerk has their own
version of a manual but some very important steps are often not documented.
Additional administrative support to supervise the staff that is not housed in the same area as the
Director would be beneficial.
Page 32
VIII. FUTURE ISSUE-RESOURCES NEEDED FOR FUTURE EFFORTS
A.
Market trends within the broad service unit or program area
For the Records and Registration unit to continue to serve the student in a timely manner, all
student-initiated forms will need to be available on the web and sent electronically for
processing. A plan needs to be developed to flowchart what forms are necessary, what forms can
be eliminated and the order of importance for each to provide a 24/7 self-service for all student
records.
B.
Anticipated future changes and needs
For students to be able to have a 24/7 self-service access to student records, the staff of the
Records and Registration unit will need to be trained on how the procedures will work online, in
order to answer student questions as they arise.
C.
Resources, equipment, space, staffing, and workload change needs
The Records and Registration unit will need to be relocated to be combined with the Admissions
Office so that all who are under the supervision of the Director of Admissions & Registrar are in
one centralized area.
D.
Future unit plans
The Records and Registration unit will continue to provide prompt, user-friendly services to
students during and after their educational time at the college. The unit will continue to provide
a high level of customer service as well as maintain accurate and complete records of students’
academic history.
Further implementation of the National Student Clearinghouse for the purpose of student selfservices of enrollment verifications along with facilitating student access and continuous
improvement in services to students through web access.
Page 33
Page 34
REFERENCES
Page 35
APPENDIX
APPENDIX 1
Resumes of Records and Registration staff












Janice Grabowski
Elaine Uliano
Jean Zelmore
Claudia Bienia
Joyce Weimer
Barbara McAllister
Jane Schachte
Carol Brown
Janet Brunozzi
Darlene Green
Susanna Ray
Lois Vayansky
Director of Admissions & Registrar
Records/Admissions Technician
Student Services Clerk
Page 36

westmoreland county community college three year periodic review

Transcription

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