ACHIEVEMENTS

2003-2004

 

 

Mission Statement: To provide quality services that prepares students for learning and to participate as partners in the student learning experience.

 

 

Learner Success

 

á       Assisted with fall Early Enrollment Days and New Student Orientation

á       Assisted students and fielded questions related to Registrar services: enrollments (2700+), schedule changes (adds/drops), transcripts, grades (GPA calculations), EduKan online program maintenance (200+), Web grade access, certification, advisor and major changes, etc.

á       Assisted with No-Show Certification Roster cleanup

á       Assisted with redesign of cleanup roster for effectiveness of process

á       Organized registration day/week for fall and spring semesters

á       Collaborated within and beyond division to provide advising transcripts, certification rosters, no-show lists, and Web information

á       Referred students to their advisors, SSS, and other areas on campus as needed for their academic and personal needs

 

 

Strengthening College Processes

 

á       Successfully underwent KACCBO Credit Hour Audit with only one exception noted

á       Replaced college seal imprint unit

á       Improved printing efficiency via new printer (purchased replacement printer for existing big printer (lpr) and stand-alone ÒslaveÓ printer)

á       Provided input and assisted with website redesign related to enrollment and registrar-related information

á       Obtained additional funds for increase in preventive maintenance agreement for microfilm reader

á       Collaborated utilization of web for final grade reports (eliminated grade mailers)

á       Supported & participated in the AQIP accreditation process and ÒTogether We Make a DifferenceÓ days

á       Presented ÒCARS on the WebÓ at Spring Inservice for faculty and staff

á       Attended RegistrarsÕ Summer Institute

á       Completed ÒSupervising for SuccessÓ class for added growth and development

á       Clarified/assisted with web grading and advising for faculty and staff

á       Completed report writing with Impromptu for student tracking for various departments

á       Hired and trained four new Work Study students

á       Automated contact letters to students for efficient and timely communication (cancelled classes, probation/dismissal letters, and correspondence to graduation applicants) and sent copies of all student generated letters to advisors

á       Presented and provided FERPA and transcript information for new employee orientation

á       CARS Users Computer Group Ð attended bi-weekly meetings

á       Student Services Division Ð attended weekly meetings

á       Registrar Office Staff Ð conducted/attended weekly meetings

á       Served on the following campus committees: AQIP, Residency Appeals (chair); Web Access; Internal Governance Core Committee; Human Resources Committee (chair); Commencement Task Force (chair); Advising Task Force; Calendar Committee; Fall Student Orientation, New Employee Orientation; and various interview committees

á       Attended EduKan Online Consortium Registrar Committee meetings

á       Served in the following professional organizations: KACRAO, AACRAO

á       Worked with Computer Center to modify or create reports, etc. for increased efficiency on a variety of Registrar processes

á       Collaborated with other community colleges to implement best practices concepts

á       Worked with five other community colleges providing EduKan services

 

 

Strengthening College Processes (continued)

 

á       Assisted with implementation of overall Web policies and procedures

á       Collaborated with CIS Department and Office of Institutional Research regarding campus-wide Web Access and navigation

á       Attended various employee development sessions

á       Cross-trained Evening Receptionist, COED personnel, and Bryan Education Center personnel (registration processes: data entry, tasks, practices, and responsibilities) for maximum efficiency

á       Continued with document imaging process

á       Delegated duties as necessary to improve efficiency

á       Completed data entry (enrollments and transfer transcripts)

á       Completed staff evaluations

á       Cross-trained staff for increased efficiency

á       Completed IPEDS reporting with Human Resources, Financial Aid, and Business Office directors

á       Purged and shredded outdated documents, as well as those documents containing information confidential in nature (due to the Privacy Act)

á       Assisted with student tracking (RTK)

á       Updated and maintained CARS tables related to Registrar functions to ensure integrity of database

á       Participated in professional development conferences (KACRAO, AACRAO)

 

 

Service to the Community

 

á       Processed 1,835 official transcripts for a total of $9,110 and 1,347 unofficial transcripts (as of 01/31/04)

á       Served on KACRAO Executive Council (VP for Records and Registration) and Program Committee

á       Assisted in coordination of ÒStudent Web TipsÓ flyer and ÒHow to Access Web GradesÓ info cards

á       Extended operational hours prior to the beginning and first week of each semester

á       Volunteered for and assisted with Endowment Phonathon and Auction

á       Assisted with Kids College Enrollment

á       Served as records custodian for Kansas Open Records Act

á       Assisted students in articulation, transfer, and matriculation processes

á       Coordinated planning of Commencement, including FCCLC (for GED graduates)

á       Served on Residency Appeals Committee (chair)

á       Served on Deerfield High School Alumni Scholarship Committee

á       Involved with local church (WomenÕs Ministry, Bible study groups, Daughters of Isabella, Alter Society)

á       Assisted with Success Fair for Student Support Services

á       Submitted loan deferrals and degree verifications electronically to NSC for students

á       Assisted with ticket gate at GCCC football games

 

 

 

 

 

 

GOALS AND OBJECTIVES

2004-2005

 

 

Helping Students Learn

 

á       Assist with planning, improving, and implementing Fall Early Enrollment Days and New Student Orientation

á       Assist students and field questions related to Registrar services: enrollments (2700+), schedule changes (add/drop), transcripts, grades (GPA calculations), EduKan online program, certification, advisor & major changes, etc.

á       Assist with No-Show Certification Roster cleanup process

 

 

Leading and Communicating

 

á       Increase student/faculty/staff awareness of web services available

á       Coordinate planning of Commencement, including FCCLC (for GED graduates)

á       Continue staff development opportunities by attending available computer training, enrollment management workshops, and other related training

á       Automate contact letters to students for efficient and timely communication (cancelled classes, probation/dismissal letters, and correspondence to graduation applicants) and send copies of all student generated letters to advisors

á       DATACORE Users Computer Group Ð attend weekly meetings

á       Student Services Division Ð attend weekly meetings

á       Registrar Office Staff Ð conduct/attend weekly meetings

á       Continue involvement with campus committees and serve on the following known committees: AQIP, Residency Appeals (chair); Web Access Committee; Internal Governance Core Committee: Human Resources Committee (chair); Commencement Task Force (chair), Advising Task Force, Calendar Committee; and Fall Orientation committees

á       Attend EduKan Online Consortium Registrar Committee meetings

á       Serve on KACRAO Executive Council (VP for Records and Registration) and Program Committee

á       Present and provide FERPA and transcript information for New Employee Orientation

á       Attend professional conferences at state and national levels (KACRAO and AACRAO)

á       Deliver presentations on campus as necessary (regarding FERPA, etc.)

á       Complete various state and federal reports as appropriate

á       Serve on Residency Appeals Committee (chair)

á       Serve in the following capacities for Datatel conversion/implementation process:

o      Core Team

o      Student Records Implementation Team (team lead)

o      Web Advisor Implementation Team

 

 

Planning Continuous Improvement

 

á       Secure and hire qualified person for Assistant Registrar position to meet growing needs

á       Secure and hire full-time Student Services Secretary (shared by Admissions, Registrar, and Counseling & Advising areas) Ð this position would transfer over as new ÒFront DoorÓ building secretary

á       Hire replacement Admissions Representative

á       Centralize Student Services through ÒFront DoorÓ project, providing better customer service

á       Expand office for Registrar (completed in conjunction with Front Door Project)

á       Attend Strategic Enrollment Management (SEM) conference for professional development (AACRAO)

á       Obtain adequate computer and continued support by upgrading/replacing 1 computer and 1 monitor (19Ó), including keyboard for Work Study station

á       Purchase Laptop Computer, Batteries, and Hardware (for on-site registration)

á       Obtain additional funds for increase in preventive maintenance agreement for microfilm reader

 

 

Planning Continuous Improvement (continued)

 

á       Resolve microfilm reader situation (replace machine or convert to digital)

á       Attend training workshops for Datatel conversion/implementation process

á       Pilot electronic certification rosters

á       Install Enter/Exit signs for office

á       Research options to include FERPA compliance for faculty/staff Web access

á       Continue document imaging

á       Support and participate in the AQIP accreditation process

á       Collaborate with CECS, Admissions, and other Student Services offices to establish on-site registration at our outreach locations

á       Continue SIS training across campus to increase efficiency (student inquiry, registration, and transcripts)

á       Explore possibility of implementing procedures for student address changes (via web)

á       Continue to support Bryan Education Center in registration processes

á       Delegate duties as necessary to improve efficiency and overall office management

á       Work with Title III Institutional Research/Student Tracking Specialist regarding Degree Audit, IPEDS, SRTK tracking, and other Registrar-related functions

á       Assist with implementation of overall Web policies, procedures, and registration

á       Hire and train new Work Study student(s) as required

á       Work with Computer Center to modify or create reports, etc. for increased efficiency on a variety of

Registrar processes

á       Maintain CARS tables related to Registrar functions

á       CIS Support person dedicated to Datatel usersÕ needs

á       Collaborate with Office of Institutional Research (degree audit, SRTK, IPEDS, and various other reports)

á       Cross-training with other Student Services groups to boost communication and gain better understanding of interdependent functions

á       Continue document imaging

á       Complete training for communications management (COM100) (beginning/advanced)

á       Obtain necessary training for Microsoft products and other DATATEL Registrar-related items

á       Continue professional memberships for updated information and training opportunities

á       Continue staff development to remain current on policies and regulations related to Registrar functions

á       Improve customer-service mentality with faculty, staff, and students

á       Continue to support Bryan Education Center and COED Division (registration processes)

á       Assist with Kids College Enrollment

á       Continue to provide transcripts to current and former students

á       Assist with Endowment Phonathon and Auction

á       Continue to assist with and be involved in various campus and community events

á       Provide extended hours in the RegistrarÕs Office at the beginning of fall/spring semesters

á       Submit loan deferrals and degree verifications electronically to NSC for students

á       Continue to determine ways to improve registration process and implement procedures for Batch Registration

á       Research and implement procedures for transcript information using Web or telephone system (voice mail)

á       Promote usage of Web for advising/enrollment purposes (eliminate paper: unofficial transcripts, grade reports)

á       Support and assist with campus-wide recruitment and retention activities

 

 

PROJECTIONS

2006 and Beyond

 

 

á       Participate in recruitment and retention campus-wide (Strategic Enrollment Management)

á       Implement electronic certification rosters

á       Establish student data retrieval locations

á       Research electronic transcript interchange (EDI/Speede)

á       Promote web use for student and employee information

á       Complete program review (2005-2006)

á       Explore possibility of electronic transcript requests via the GCCC website and/or email

á       Purchase transcript paper (by Year 2005-2006)

o      Cost Estimate:             15 cases (1,000 per case) = 15,000 sheets

@ $0.12 per sheet = $1,800.00

            Note:   Current Inventory:       7,000 sheets

 

 

 

 

DOCUMENTATION TO SUPPORT 2004-2005 GOALS

 

 

o      Prioritized equipment requests (with justification and budget)

 

 

Item

Cost

Justification

Desktop Computer

(Work Study station)

$1,000

Upgrade/Replace worn out computer and 15Ó monitor. Privacy screen needed for student confidentiality. Desktop purchase recommended by Computer Services (2002) - includes computer, 19Ó monitor, and privacy screen.

 

 

Item

Cost

Justification

Laptop Computer, Batteries, and Hardware (includes MS Office 2002)

$2,000

Promote on-site registration at outreach locations.

 

 

 

 

 

DOCUMENTATION TO SUPPORT 2004-2005 GOALS

 

 

o      Prioritized personnel requests (with justification and budget)

 

 

Item

Cost

Justification

Secure and hire qualified person for Assistant Registrar position

$26,000-28,000

Share in decision making and increased workload responsibility.

 

 

 

Item

Cost

Justification

Secure and hire Student Services Secretary

$27,000

Shared position by Admissions, Registrar, and Counseling & Advising areas.

Provide support and cross-training in three areas - this position would transition to new ÒFront DoorÓ of campus and continue to serve all three areas as well as serve as the front desk liaison (i.e., building secretary).

 

 

 

 

DOCUMENTATION TO SUPPORT 2004-2005 GOALS

 

 

o      Prioritized additional project requests (with justification and budget)

 

 

Item

Cost

Justification

Attend Strategic Enrollment Management (SEM) seminar through AACRAO      

$1,500

Professional development to develop a SEM plan.

 

 

Item

Cost

Justification

Preventive Maintenance Agreement (microfilm reader)

$235

Increase in cost (total = $1,035); 2003-04 budget line item was only approved at $800.