Registrar's Office

Unit Annual Report

2003/2004

Personnel

Ruth Thielke — Director

Clare Strand — Assistant Registrar

Lori Borowski —  Office Specialist

Bonnie Gulbrandson — Student Support Services Assistant

Diane Kill — Office Specialist

Jeri Mullin — Office Supervisor

 

Student Clerical Assistants

Thomas Billo

Jennifer Gill

Jennifer Huselid

Meghan Jensen

Rebekah Kilan

Danielle Sontesby

Nikita Warren

 

Purpose

It is the primary purpose of this unit to maintain official student academic records within FERPA guidelines. The mission is manifold including providing special services to help retain students, providing additional support services for graduating seniors; participation in all-University enterprise computing student records systems, publication of the UMM Class Schedule and other records publications and documents; issuance of academic transcripts; certification of attendance, degrees and awards; special exam, study abroad, and transfer credit evaluation; degree clearance; issuance of diplomas; compilation and distribution of various data reports for institutional research; service on UMM and all-University committees; and providing support for advising. The role of the Registrar's Office as the primary source of student academic and demographic information is of utmost importance to the functioning of the University of Minnesota, Morris. Storage of source document information including applications for admission, UMM transcripts, transcripts from transfer institutions, registrations, cancel-adds, degree application, transcript requests, grade reports, and miscellaneous administrative forms shape our function as the central student academic information bureau for the campus.

 

Functions

University of Minnesota Enterprise System for Registrar's Office Computing Functions

      A. Work with All-Campus Group in design & operation of Enterprise system.

      B. Work with All-Campus Group in development & enforcement of All-University academic

      policies.

      C. Work with All-Campus Group in process flow and forms design.

      D. Work with All-Campus Group in design and implementation of web self service functions

      and web publications.

      E. Enforce FERPA regulations in release of confidential information and in providing staff

      access to computing systems and student academic files.

      F. Update PeopleSoft tables on all student records data elements.

 

UMM's Academic Calendar

      A. Prepare preliminary calendar for UMM.

      B. Post UMM calendar on web.

      C. Prepare and publish final examination schedule.

 

Transfer Student Services

      A. Create from transfer catalogs transfer articulation tables and grade tables in DARwin.

      B. Evaluate transfer credits in individual student records.

      C. Enter transfer credits and produce TRAC reports in APAS displaying UMM general

      education requirements.

      D. Process applications for transfer within the University.

      E. As UMM's Transfer Specialist, serve as contact for transfer colleges.

 

UMM Catalog

A. Contribute script for sections of catalog.

B. Assist in editing courses & degree requirements.

C. Distribute printed catalogs to students.

D. Provide link on Registrar's Office web page to web version of catalog.

E. Provide copies of course descriptions on demand of older catalogs.

 

Scheduling of Rooms and Courses

A. Forecasting of class enrollments and sections needed.

B. Room scheduling for classes and non-classroom use.

C. Schedule courses/sections for academic year.

D. Data entry of course schedule in PeopleSoft, Schedule 25.

E. Publish Class Schedule in web & PDF (Printable) formats.

F. Process schedule, room, and faculty changes.

 

Course Prerequisites

A. Assist disciplines in determination of appropriate prerequisites.

B. Assist Curriculum Committee in definition of prerequisites.

C. Build approved prerequisites into Class Schedule in PeopleSoft and on web.

 

Annual Planning

A. Work with Advising Office to develop memos to students.

B. Prepare APAS reports to accurately reflect student program/plan information.

APAS Reporting System

C. Build requirement tables for majors, minors, teaching licensure programs, and

D. Provide instructions and planning materials on web for students and advisers.

E. Help students determine version of catalog for program/plan.

F. Process exceptions in APAS as reported by advisers.

G. Place & remove Annual Planning registration holds for advising visits.

 

UMM honors program.

A. Build articulation tables for transfer credit and quarter to semester articulations.

B. Build string, command, and repeat tables.

C. Monitor grade tables for UMM courses and transfer colleges.

D. Enter exceptions for transfer courses, course and requirement waivers, course

substitutions, catalog changes, adjustments to credit or course requirements,

and completion of non-course requirements as approved by academic

disciplines and the Scholastic Committee.

E. Provide web access to students, advisers, and appropriate staff.

 

Support Advising Effort

A. Explain degree requirements to advisers, students, and staff.

B. Work with students and families during times of trauma due to extenuating

circumstances.

C. Assist students experiencing academic difficulty.

D. Assist students interested in pursuing internships.

E. Assist students developing areas of concentration or areas of emphasis.

 

Consortium Agreements and Study Abroad

A. Provide prior approval to students for general education requirements.

B. Help students obtain prior approvals from faculty for major and minor

requirements.

C. Work with Financial Aid staff in approval process.

D. Assist students with enrollment in term following their off-campus study.

E. Transcript courses from consortium/study abroad term and make appropriate entries

into APAS system.

 

PeopleSoft Technical Support for Registrar's Office Functions

A. Provide training for our staff and other staff using Registrar's functions.

B. Maintain all tables for student academic records.

C. Monitor security access for staff working with PeopleSoft.

 

Web Development

A. Build Morris Registrar's web pages and links to student service web functions provided by TC campus within guidelines of the Morris campus web team.

B. Continually update web pages as changes occur.

 

Degree Program/Plan

A. Provide training for staff in our office and other offices updating student

majors, minors, teaching licensure, and honors program information.

B. Monitor and update changes in program/plan table for Morris campus.

C. Update information from degree applications.

D. Update information when clearing degrees to match completed plans.

 

Registration

A. Publish lists of courses recommended for freshmen.

B. Prepare set-up tables in PeopleSoft and on the web.

C. Brief Advisers and train staff who work with registration.

D. Notification of queue times, holds & process for clearing them.

E. Publish registration policies and procedures on the web.

F. Set enrollment max's and other types of access controls to courses.

G. Provide "magic" numbers to faculty for courses with controlled access.

H. Enter advising holds on freshmen and sophomore records.

I. Release advising holds when notified by advisers.

J. Provide registration system verification of student Health Insurance.

 

Wait Lists & Permission Numbers for Closed Courses

A. Monitor class size during enrollment to spread enrollment in sections.

B. Save spaces for freshmen and sophomores in lower division courses.

C. Provide and process Wait List forms for closed classes.

D. Assist students with time conflicts and closed courses.

E. Provide reports of wait list activity to division chairs and VCAA.

 

Student Name and Address

A. Maintenance of student addresses (various types), & phone info in PeopleSoft

B. Assign UMM P.O. Box numbers to students.

C. Prepare student address information for publication on web.

D. Update alumni addresses and phone numbers from transcript requests.

E. Develop name change forms and process student name changes.

 

Cancel-Add

A. Publish Cancel-Add Deadlines for approvals and grading policies.

B. Set up Cancel-Add deadlines in PeopleSoft enrollment tables.

C. Enforce withdrawal after 9th week for one-time drop and extenuating circumstances.

D. Monitor refund deadlines in PeopleSoft for tuition reimbursement.

E. Publish refund schedule on web and assist Business Office in determining refunds.

 

Class Lists

A. Provide training for accessing Class Lists from Management Reports on web.

B. Work with All Campus Group on class list design and provision of faculty access.

 

Course Inventory

A. Work with All Campus Group in developing Course Inventory reporting system.

B. Provide assistance to division secretaries as they compile data for reports.

C. Oversee collection of data and reporting for UMM campus.

 

Institutional Data Reporting

A. Provide data summaries of enrollment statistics.

B. Provide ad hoc reports of institutional data.

C. Provide student origin report.

 

Cancellations from College

A. Serve as a contact for students and their families.

B. Recommend visits with adviser, Counseling Center, & other units.

C. Develop cancellation forms.

D. Process cancellations.

E. Work with Financial Aid to determine financial impact to student.

F. Work with the VCSA and Scholastic Committee to enforce policies.

 

Grading System

A. Provide grade reporting system and train faculty and staff in its use.

B. Publish grade policy on web and explain grading system.

C. Monitor grade reporting activity to encourage faculty to meet grading deadlines.

D. Process grade changes.

 

Athletic Eligibility

A. Assist with verification of athletic eligibility.

B. Sign eligibility certification rosters for each sport each term of participation.

 

Certifications & Transcripts

A. Provide certifications of attendance, G.P.A., degrees, good student discounts.

B. Issue transcripts in accordance with FERPA regulations.

C. Provide transcript service in person, by fax, same day and rush service.

D. Charge, collect and report transcript fees.

E. Convert linen transcript to PeopleSoft.

F. Post transcript memos and degrees awarded.

 

Commencement

A. Process degree applications.

B. Determine list of eligible degree candidates.

C. Prepare official list of candidates for Commencement Program.

D. Assist in planning Senior Salute Day & Commencement Ceremony.

E. Prepare and distribute index cards to seniors to be read at Commencement Ceremony.

 

Student Service to Seniors

A. Meet with seniors early in fall to initiate degree applications.

B. Conduct individual senior appointment to answer questions on degree requirements.

C. Correspond with faculty and students (20-50 messages and phone calls per day).

D. Process exceptions approved by advisers, disciplines, & Committee in APAS.

E. Between fall & spring semesters notify seniors of missing requirements on APAS.

 

Degree Clearance

A. Review all candidates' APAS to determine completion of all degree requirements.

B. Send lack notices to degree candidates whose degrees did not clear.

C. Order and issue diplomas for graduates without holds on their records.

D. Notify graduates of holds that prevent them from receiving their diplomas.

 

Teaching Licensure

A. Develop APAS reports for licensure requirements.

B. Work intensively with education staff on review of APAS reports.

C. Assist education staff in communication with faculty and division chairpersons.

D. Assist education staff in communication with school superintendents and state

teaching licensure boards.

 

Committee Service and Association Memberships

A. Ex-Officio member on Curriculum Committee.

B. Ex-Officio member on Functions & Awards Committee.

C. Ex-Officio member on Scholastic Committee.

D. Member of UMM Administrative Committee.

E. Member of UMM Campus Assembly.

F. Member of UMM Consultative Committee.

G. Member of University of Minnesota All Campus Group.

H. Member of Upper Midwest Assn of Registrars and Collegiate Admissions Officers.

I. Member of Minnesota Transfer Specialists for Minnesota Transfer Curriculum.

 

Evaluation

 

The staff in the Registrar's Office are a highly dedicated, experienced and talented staff treating students in both a professional and friendly manner.  They are committed to providing outstanding service, while giving equal attention and assistance to our customers without regard to race, color, creed, religion, national origin, sex, age, marital status, disability, public assistance status, veteran status, or sexual orientation.  In addition to carrying out the duties in the long list of services above, in 2003-2004 the Registrar's Office faced many service challenges, and participated in improvements and addition to our services including:

 

 

 

Major Changes Recommended/Plans for 2004-2005

 

 

 


APPENDIX I

Due to the implementation of the new (PeopleSoft) student information system and the switch from quarters to semesters, all reports of student information have been revised. In general, historical comparisons are more complicated, and several reports are not available or inaccessible at this time. Therefore, to view enrollment statistics, the Registrar's Office suggests the following websites provided by Peter Zetterberg, Office of Institutional Research and Reporting and Nancy Helsper, Director of Institutional Research, UMM Academic Affairs.

http://www.irr.umn.edu

http://www.mrs.umn.edu/academic/instres.html

 

The following are a summary of some of the activities where tabulations are available, but certainly do not represent all of the service that occurs in the Registrar's Office:

 

Hits on Registrar's Office Web Pages Since Aug 15, 2000

Registrar's Office Home Page

316, 416

Web Registration & Resources

284,851

Student Grade Reports

101,381

Transcript Request Forms

35,368

APAS access on-line

29,419

Forms to download

9,161

Office personnel & services

8,155

Graduation Services & info

8,777

Policies

5,575

 

Transfer Actions

Student Transcript Evaluations 491

 

Student Requested Reports

Certification of attendance and degrees 665

Official transcripts issued 3,769

Unofficial transcripts issued 223

 

2003-2004 Course Enrollments

 

Fall 2003

CCE

AcadAff

DivEduc

DivHum

DivSci/M

DivSSci

Total

Reg Acad Session

192

650

580

2546

2864

2187

9019

First Half Term

25

11

145

0

13

137

331

Second Half Term

24

20

171

0

11

53

279

Extended Term

4

0

144

29

15

13

205

Total Course Enr

245

681

1040

2575

2903

2390

9834

 

Spring 2004

CCE

AcadAff

DivEduc

DivHum

DivSci/M

DivSSci

Total

Reg Acad Session

194

162

388

2269

2762

2202

7977

First Half Term

41

17

160

13

29

189

449

Second Half Term

33

43

148

8

9

112

353

Extended Term

27

0

0

0

0

0

27

Total Course Enr

295

222

696

2290

2800

2503

8806

 

Summer 2004

CCE

AcadAff

DivEd

DivHum

DivSci/M

DivSSci

Total

Reg Acad Session

42

19

25

7

0

17

110

May Session

6

6

20

31

21

12

96

First Half Term

8

1

0

57

23

64

153

Second Half Term

0

3

5

25

53

45

131

Extended Reg Sess

41

21

1

24

11

24

122

Extended May Sess

0

29

0

56

0

0

85

Total Course Enr

97

79

51

200

108

162

697

 

5 Year Basic Data

 

Year

1999

2000

2001

2002

2003

 

N

%

N

%

N

%

N

%

N

%

Headcount

1867

 

1842

 

1927

 

1910

 

1867

 

New Freshmen (NHS)

457

 

474

 

480

 

477

 

412

 

 

 

 

 

 

 

 

 

 

 

 

ETHNICITY

 

 

 

 

 

 

 

 

 

 

American Indian

126

6.7%

109

5.9%

123

6.4%

125

6.5%

134

7.2%

Asian/Pacific Islander

46

2.5%

48

2.6%

55

2.9%

52

2.7%

57

3.1%

African American

97

5.2%

103

5.6%

91

4.7%

65

3.4%

52

2.8%

Chicano/Hispanic

23

1.2%

25

1.4%

27

1.4%

30

1.6%

28

1.5%

International

15

0.8%

6

0.3%

15

0.8%

21

1.1%

21

1.1%

White

1547

82.9%

1501

81.5%

1550

80.4%

1542

80.7%

1497

80.2%

Not Reported

13

0.7%

50

2.7%

66

3.4%

75

3.9%

72

3.9%

 

 

 

 

 

 

 

 

 

 

 

GENDER

 

 

 

 

 

 

 

 

 

 

Female

1094

58.6%

1054

57.2%

1142

59.3%

1154

60.4%

1116

59.8%

Male

767

41.1%

775

42.1%

782

40.6%

755

39.5%

741

39.7%

Unknown

6

0.3%

13

0.7%

3

0.2%

1

0.1%

4

0.2%

 

 

 

 

 

 

 

 

 

 

 

RESIDENCY

 

 

 

 

 

 

 

 

 

 

Resident

1527

81.8%

1534

83.3%

1609

83.5%

1606

84.1%

1592

85.3%

Non-Resident

340

18.2%

308

16.7%

318

16.5%

304

15.9%

269

14.4%

 

 

 

 

 

 

 

 

 

 

 

DEGREES

 

 

 

 

 

 

 

 

 

 

Degrees Awarded

351

 

321

 

299

 

339

 

331

 

Total Degrees to Date

*10,614

 

 

 

 

 

 

 

 

*June 2004

 

APPENDIX II

Grade Submissions & Grade Distribution/Day Classes

 

Fall 2003

Spring 2004

Summer 2004

Annual Total

Grade

N

%

N

%

N

%

N

A

2270

27.08%

1955

26.36%

178

27.90%

4403

A-

968

11.55%

909

12.26%

35

5.49%

1912

B+

813

9.70%

700

9.44%

30

4.70%

1543

B

1019

12.16%

820

11.06%

37

5.80%

1876

B-

493

5.88%

414

5.58%

24

3.76%

931

C+

367

4.38%

316

4.26%

11

1.72%

694

C

495

5.91%

452

6.09%

28

4.39%

975

C-

197

2.35%

205

2.76%

14

2.19%

416

D+

69

0.82%

45

0.61%

5

.78%

119

D

146

1.74%

131

1.77%

4

.63%

281

F

234

2.79%

180

2.43%

22

3.45%

436

I

70

0.84%

114

1.54%

73

11.44%

257

K

25

0.30%

28

0.38%

59

9.25%

112

N

20

0.24%

18

0.24%

0

0%

38

S

888

10.59%

874

11.79%

24

.3.76%

1786

V

1

0.01%

2

0.03%

1

.16%

4

W

291

3.47%

243

3.28%

12

1.88%

546

X

13

0.16%

7

0.09%

0

0%

20

Blank

3

0.04%

3

0.07%

81

12.70%

87

Total

8382

100.00%

7416

100.00%

638

100.00%

16436

 

 

 

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