1. Use Mobile Guidebook to Evaluate this Session

3. The Dilemma Issue #1: There was no written operating procedures for the Records Office since ECTC’s inclusion in the KCTCS system. Issue #2: There is no inventory of Records Office functions or data on volume of work. Issue #3: Cross-training is minimal and limited to general functions. Issue #4: Need a better way to track and anticipate staffing needs.

4. Resources Already Available to Staff PeopleSoft Manual Senate Rules KCTCS Administrative Policies and Procedures Federal and State Legislative Mandates

5. The Manual What we did… How it helps… 1. Inventory of functions 2. Documented and revised existing procedures 3. Pulled existing resources into one manual 4. Collected “baseline” data (numbers, peak times)  A clearer picture of how each employee contributes to the office and Student Services  First step toward cross-training  One document is easier to revise and reference than several  First step toward improving services

6. The Benefits Provides clearer picture of the number of functions processed in the Records Office -Withdrawals -Verifications -Transcript Requests -Tuition Waivers Applied -Credentials Awarded Shows percentage of increase of transfer students Able to identify trend of students with Bachelors and Masters degrees returning

7. Creating the Manual A summary of each procedure PeopleSoft instructions for each procedure Forms and letters for each procedure Appendices -Legal/Legislative Overviews -Organizational Information Table of Contents for quick reference

8. Next Steps: Putting the Manual to Work Strategic planning Streamline functions Cross-train staff Records Office outreach

9. Contact Information Hope Irwin Student Affairs Assistant III hope.irwin@kctcs.edu Angela Brown Student Affairs Assistant II abrown0475@kctcs.edu

10. Use Mobile Guidebook to Evaluate this Session