The Registrar’s Office and Enrollment Management Rebecca Macon Registrar The University of Georgia October 2007

Role of the Registrar Originally: academic record-keeper—one of the first college administrators Expanded to record-keeper and efficient enrollment procedures Further expansion: often corresponded with prospective students; coordinated visits to campus; sent and received applications for admission; processed financial aid; welcomed new students; coordinated commencement.

GI Bill- Late 1940s to 1970s Increase in individuals applying to college Growth of other student service professions: Academic advising Placement Counseling Admissions

Typical Responsibilities of Registrars Responsibilities can vary based on: Type of institution Size of institution Reporting structure

Some Typical Responsibilities of Registrars Registration and related activities Maintenance of academic records Processing grades Academic scheduling and classroom utilization Enrollment verifications

Some Typical Responsibilities of Registrars – cont Transcript Requests Ensure integrity of data issued Initiate and coordinate changes to SIS Degree audits Commencement/graduation

Some Typical Responsibilities of Registrars – cont Final degree audits and clearance for graduation Issuance/production of diplomas Publication of bulletin/catalog NCAA continuing eligibility Residency classification for continuing students

Some Typical Responsibilities of Registrars - cont FERPA compliance officer Coordination of registrar policies and procedures across campus Monitoring satisfactory progress Transfer credit evaluations VA educational benefits

The Mission of the Registrar: A Ten-Year Retrospective Focused on technology “The registrar now spends more time managing business process systems and less time managing records.” Lanier, David C., The Mission of the Registrar: A ten-year retrospective. College and University Journal, Vol. 81, No. 2.

So... Who has time to assist Admissions with “their” job?

Enrollment Management Recruitment Retention Graduation

Where’s the Registrar in Enrollment Management?

Quotes from Some Registrars “We operate as invisible service providers behind the scenes supporting the academic mission of the university. For example, we compile and publish the catalogs for the University as well as the schedule of course offerings.”

Quotes from Registrars – cont “While the typical EM approach is focused on admissions/recruitment, I would argue that the broad sense of institutional environment, service to students, advising, etc., are critical pieces in looking at EM in a holistic sense.”

Quotes - cont “The registrar plays a large but less obvious role.” “I help out however I can. Looking at the big picture, if it’s good for the institution, why wouldn’t we want to help.” “I think all offices have responsibility to present the kind of customer-centered approach that makes students want to attend the university and a large part of our contacts are with former students and the general public so we have lots of opportunities.”

Quotes – cont “The Registrar does have a role in “bringing in the class”, but, in my opinion, that role is largely related to ensuring that students make a successful transition to college life (i.e. get the classes they need, orientation, accurate program information, etc.).” A registrar who is also VP of Enrollment Management

So… How can registrars assist in the recruitment and yield process?

All-Encompassing Role Providing friendly technology, processes, and services that enhance the institution’s appeal to students and parents. Quality Service is a critical role in both recruitment and retention.

Current Typical Roles Related to New Students Publication of bulletin/catalog Coordinate and publish class schedule Assist with registration at orientation

Other Initiatives Provide updated list of available courses/sections Contact respective academic departments as seats become limited Provide reports to academic departments, deans offices, bookstore throughout the registration process Provide report of core/general education courses with enrollment comparisons to last year at same time

“Command Center” Mississippi State University Located in the Registrar’s Office during orientation and final registration periods Provides a clearinghouse for advisors and others involved in assisting students during registration.

Other Initiatives - cont Informational inserts for the orientation packets or information to be included in Orientation Guide FERPA How to request enrollment verification Importance of keeping addresses current Table at orientation resource fair Bookmarks

Other initiatives - cont Transfer credit evaluations Ohio State University’s registrar’s office manages transfer credit evaluations which is tied to their degree audit system Uses this as part of marketing to transfer students AP/IB credit Placement tests

Other initiatives - cont Participate in events for visiting high school guidance counselors Attend yield receptions for admitted students Place phone calls to admitted students Develop and maintain an online check list for new students

Ask Me! Hold information sessions for all front-line employees, advisors, departmental administrative assistants, etc. Brief presentations from key student service areas Provide folders with information they need to know FAQs/concerns/processes for beginning of semester EM staff directory with responsibilities and contact information

Ask Me! – cont Ask Me! Buttons Place “trained” staff at critical locations on campus. Campus maps

Ask Me! cont Hold Feedback Forums At end of drop/add What went well? What needs some tweaking? What questions could you not answer?

Referral Cards Intended to avoid the “run-around” “they” told me to come here Intended to smooth the way for students

Other Ideas….

Questions? Rebecca Macon