1. Oversee, manage, maintain, and monitor all systems, policies, and procedures related to registration, student records, and academic progress.
Plans and directs the activities of the Registrar's Office and recommends policy in the areas of records and registration. This includes student registration, grade reporting, grade changes, enrollment and degree verification, issuing transcripts, maintaining permanent academic records. Establish a system for maintenance of student records and the provision and dissemination of student transcripts. Review legal and state requirements to establish and implement policies and procedures governing the creation and organization of academic transcripts and other student records. In addition, assess legal requirements and institutional needs, and ensure that all procedures and activities related to records management and security respect laws related to the protection of privacy and compliance with college data privacy policies and procedure; to achieve the outcomes of maintaining and ensuring student record accuracy, security, data integrity and access to all confidential data stored in electronic or hard-copy files. Develop and coordinate processes for collecting, recording, monitoring and producing data to ensure accuracy and completeness. Provide information to prospective and currently enrolled students in all registration and records-related areas (i.e. name changes, grades, grade changes, grade posting, Social Security Number changes, eServices, course withdrawals, dropping/adding of classes, petitions, appeals etc.). Oversee the publishing of Dean's and President's list each semester. Coordinate process for consortium agreements, orientation of new faculty members, and education of all faculty and staff in FERPA regulations. Oversee the academic standards and regulations of the College, ensuring that: curricular and educational policies are implemented fairly and in a timely and consistent manner; graduation requirements are interpreted carefully; and academic regulations are administered intelligently. Develop, recommend, and maintain present current academic policy, curriculum additions and revisions, course numbering, admission and registration policy, degree requirements, transfer policies, reciprocity, special program information, and foreign student and veteran information for college catalog. Assist with editing and updating the Program of Study and other documents containing academic policies. Create policy and procedures to conduct Satisfactory Academic Progress each term. Directs and is responsible for the document imaging of student records. Monitor and update the content of the Registrar's Office web pages, create and update forms, and update and maintain course descriptions and MnTC requirements.
2. Supervise Registrar's Office staff.
Lead, supervise, and direct department personnel, including but not limited to hiring, coaching and developing, promoting, rewarding, assigning and reviewing work, directing work, approving transfers, disciplining, suspending, discharging, and adjusting grievances to ensure that staff are skilled and available as needed, collective bargaining agreements and MnSCU policies and procedures are implemented and appropriately enforced, and projects are staffed correctly to meet deadlines and stay within budget.
Effectively recommend hire, transfer, suspension, promotion and discharge of staff. Evaluate performance standards and review training goals for the registration staff members. Prioritize and assign daily and regular job duties to staff. Authorize employee leave and overtime requests. Provide technical, procedural and policy training, effective overall direction and leadership to staff. Provide job-related training and encouraging staff participation in personal and professional development on an on-going basis. Mentor the preparation of procedure manuals to assist staff in performance of their duties. Coordinate the efforts of staff and work study students to function as an effective team. Foster a student-friendly environment. Provide an annual working calendar for all deadlines related to records and registration. Develop and administer budget for the Registrar's Office and for the Academic Records Activities involved with this position. Determine needed resources required to meet operational expenses. Prepare and submit budget documents. Administer budget to meet needs and goals. Supervise personnel in training of computer operations and procedural operations required for semester registration.
3.Develop process and procedures for registration.
Organize, develop, and implement the registration process for all college students, including on-campus, off-campus, online, interactive TV, non-degree seeking, visiting, post-secondary and high school concurrent option. Serve as technical liaison between Financial Aid, Business Office, Student Success, Academic Dean's Offices to help resolve student registration and record problems. Direct semester meetings of student service personnel involved with the registration process to explain policy changes, procedures and involvement needed for each semester registration session. Establish a registration calendar, identify priority for registration, establish, coordinate and communicate schedule and registration process, including add, drop and withdrawal, to new, current and returning students. Interpret and implement registration edits each term. Responsible for web registration setup to allow drop/add and withdraw online.
Coordinate the term course roll process. Create term queries to assist with ensuring the accuracy of the course schedules. Consult with academic deans and faculty advisors to resolve conflicts. Coordinate publishing of semester course schedules. Assist with the cancel courses due to low enrollment process. Create process and procedures to notify students of changes in the semester schedule, rooms, days, dates, times, location, class canceled, etc. Provide training and leadership for staff using technology and appropriate software (Minnesota State ISRS and Web modules, Cap Server, Microsoft Office and ImageNow.) Determine security of system modules, issuing rights for users and in-servicing staff. Coordinate with Riverland computer staff changes in software and equipment needs and equipment repairs.
4. Serve as administrative resource to the Riverland curriculum committee.
Serve as resource person in the area of curriculum, college academic policies and regulations, and rules and regulations of state and federal agencies for the purpose of curriculum recommendations. Monitor the curriculum and academic policies of the College including pre-college, international, and transfer credit; award credits for courses earned at other institutions and make warranted exceptions to graduation requirements. Analyze and conduct research on current curriculum proposals to ensure benefit to the student in content, transferability, and career enhancement and make recommendations accordingly. Maintain all credit based curriculum, pre-requisites and course descriptions in ISRS and Web Term module. Provide curriculum updates to counselors, transfer specialist, DARs encoder and registration staff.
5. Develop policies, procedures and administer the transcript evaluation process.
Assess academic transcripts for requirements associated with specified degree and ensure the accurate designation to all students transferring to Riverland. Evaluate and award credit for submitted test results from CLEP, DANTES, and Advanced Placement according to the recommendations of the American Council on Education and the policies of Riverland. Evaluate and award credit for military experience and schooling according to the recommendations of the American Association of Collegiate Registrars and Admissions Officers (AACRAO), the American Council on Education and the policies of Riverland. Establish transfer course equivalencies and articulations in DARS and Transferology software. Oversee encoding of all transfer courses in the Degree Audit Reporting System (DARs) software. Coordinate the Reverse Transfer and MnTC Completion process. Approve degree/program requirement exceptions. Manage and conduct transfer evaluation appeals.
6. Direct, develop, coordinate and manage policies, procedures associated with graduation and graduation activities for the college.
Direct the processing of student graduation applications, Graduation Express, and the measurement of cap and gowns, and the commencement ceremony. Coordinate training and notification to students and faculty advisors about our degree audit reporting system – DARs and supervise verification of student's degree audit reports prior to graduation to ensure all degree requirements have been met. Approve student waivers and exceptions for degree requirements. Create process and procedures to notify students who do not meet graduation requirements of their deficiencies. Ascertain all policy and procedural changes to determine the impact of these changes on a student's ability to graduate and advise students, schools, and administrative offices accordingly. Organize and direct the committee for commencement ceremony and coordinate service areas for set-up, decorating, staffing, lineup of students, and the procession/recession. Conduct rehearsal with graduates, musicians, marshals, IT and other program participants. Prepare graduation lists, commencement program and order diplomas. Coordinate with the marketing director the releases dealing with graduation to area media including releases to individual students for honors designation. Certify and award degrees, diplomas and certificates to all graduates of the College. Annually confer all awards consistent with Minnesota State Board Policy.
7. Perform other duties as assigned to ensure the smooth functioning of the department and maintain the reputation of the organization as a viable business partner.
· Bachelor's degree
· 3 years professional experience in higher education, with a focus on student records and registration management.
· Experience utilizing data and findings to inform and modify the current and/or future strategic goals and strategies.
· Ability to communicate orally is essential for all planning sessions, for making speeches and presentations, and for conducting telephone discussions. Excellent organizational and communication skills (written, oral, and electronic).
· Effective and proven knowledge, skills, and abilities in administrative supervision and leadership.
· Comprehensive computer software skills, Microsoft Office, and experience with a records management system
· High level and extensive skills in developing, implementing, and evaluating successful communication strategies to a diverse population.
· Ability to build and maintain positive relationships between college personnel and external stakeholders. Experience in creating strategic partnerships.
· Effective and proven skills in process planning and project management, evaluation and assessment, organizational skills, time management, analytical reasoning, problem solving, change management, team building, decision making skills and conflict management skills
· Experience in developing and managing budgets.
· Master's degree in Education Leadership, Counseling or Student Affairs Administration.
· 5 years professional experience in student services in higher education, with a focus on student records and registration management.
· Thorough understanding of Minnesota State Board policies and procedures.
· Knowledge of and compliance with Federal and State data privacy laws and college registration requirements.
· Ability to develop short and long-range strategic plans aligned with divisional and college strategic plans.
· Evidence of a strong and clear commitment to the value of admissions and outreach to underrepresented and underprepared students.
· Knowledge of continuous quality improvement methods. All college policies and procedures, including the AACRAO and UMACRAO policies and recommendations.
· Student Information System/ISRS, Degree Audit Reporting System/DARS, Transferology, Image Now
Riverland Community College, recognized as one of Southern Minnesota's 2021 Best Places to Work , provides a rewarding career that cultivates student growth through service, collaboration, innovation and respect.
You will thrive in a supportive and innovative culture that values individual and team contributions, open communication and a commitment to employee satisfaction and engagement.
All employees are responsible for promoting a culture that supports diversity and inclusion.
Riverland Community College takes pride in offering student-centered education with small class sizes, personal instruction and hands-on learning. Our college serves approximately 9,000 students annually through credit and non-credit courses.
With campuses in Albert Lea, Austin and Owatonna, our college offers associate degrees in more than 50 career programs, and liberal arts and sciences.
Our southern Minnesota region offers excellent public and parochial education systems, exciting and diverse recreational activities for all seasons and upscale communities to further enhance your qualify of life.
To learn more about Riverland or Minnesota State, visit www.riverland.edu or www.minnstate.edu.
Riverland Community College, a proud member of the Minnesota State system, prides itself on student-centered education with small class sizes, personal instruction and hands-on learning. The College serves approximately 9,000 students annually through credit and non-credit courses. With campuses in Albert Lea, Austin and Owatonna, all located along the busy I-90 and I-35 corridors in southern Minnesota, our college offers associate degrees in more than 50 career programs, and liberal arts and sciences. Many of our career programs have received specialized accreditations to align curricula and outcomes of programs or specific fields with national industry standards. The College leads the state of Minnesota in the total number of Quality MattersTM certified online courses. Students enjoy a rich college experience through a wide array of student life activities. Opportunities in theatre, music, clubs, intercollegiate sports, and student government provide an easy way for students to meet new friends, share talents, and develop leadership skills.To learn more about Riverland or Minnesota State, visit www.riverland.edu or www.minnstate.edu.