Andrew Hannah Interim University Registrar University of ......W3306 AACRAO 2012 Philadelphia 4/5/12...

Andrew HannahInterim University Registrar

University of Chicago

Michael MaysillesRegistrar

director of institutional ResearchCaldwell college

An Operations Calendar for Registrars

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W3306 AACRAO 2012 Philadelphia

Agenda

� Registrars are “slaves to their academic calendars” and need to organize their tasks

� This issue has been around for a century or more

� Academic Calendars, official and internal

� Scanned Text from “Maxine’s Monthly”

� Need for an Automated solution

� Calendarscope©

� Outlook

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� Small, Catholic liberal arts institution

� Founded in 1939 by the Sisters of St. Dominic of Caldwell

� Originally a college for women becoming coeducational in 1985

� 2300 students

� Programs: 29 undergraduate, 23 graduate including 1 PhD program

� Located in Caldwell, New Jersey, 20 miles west of New York City

Demands of the Academic Calendar

� Registrars are responsible for AND TO their Academic Calendars

� Our day to day operations adhere tightly to them.

� Every event or task and the date it occurs is part of our mind-set, anticipating logistics.

� Calendar and event planning software help . . .

� It is vital for a registrar to know every day what needs to be done, how and by whom it will be performed, and how this is communicated to staff and the rest of the College/University community.

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From the Proceedings of AACRAO 1910-1917HOW WE COLLEGE REGISTRARS CAN PROMOTE OUR COMMON

WELFAREA. H. Espenshade

Registrar of The Pennsylvania State College and First President, AACRAO


Academic Calendars: Semesters

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Academic Calendars: Quarters

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Academic Calendar 2012-2013

August 2012 September 2012

S M T W T F S S M T W T F S

1 2 3 4 1 1

5 6 7 8 9 10 11 2 3 4 5 6 7 8A1 2

12 13 14 15 16 17 18 9 10 11 12 13 14 15A2 3

19 20 21 22 23 24 25 16 17 18 19 20 21 22A3 4

ED Grad Easter 26 27 28 29 30 31 23 24 25 26 27 28 29A4 5

Service Honors Exams 30

October 2012 November 2012 December 2012

S M T W T F S S M T W T F S S M T W T F S

1 2 3 4 5 6 A5 6 1 2 3 B2 10 1B5 14

7 8 9 10 11 12 13 A6 7 4 5 6 7 8 9 10 B3 11 2 3 4 5 6 7 8B6 15

14 15 16 17 18 19 20 A7 8 11 12 13 14 15 16 17 B4 12 9 10 11 12 13 14 15B7 16

21 22 23 24 25 26 27 B1 9 18 19 20 21 22 23 24 13 16 17 18 19 20 21 22

28 29 30 31 25 26 27 28 29 30 23 24 25 26 27 28 29

30 31

Columbus - 2nd Mon of OctService Day - Friday-Fall semesterThanksgiving - 4th ThursdayMartin L King - 3rd Mon of JanPresidents - 3rd Mon of FebEaster - March 31

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FALL 2012 SEMESTER

Academic Calendar

August Graduate New Student Orientation

Adult Undergraduate Student Orientation

Freshman Orientation

27 Evening Classes Begins (4:15 p.m.)

28 Day Classes Begin (8:30 a.m.)

September 3 Labor Day (No Classes)

6 Last Day for Add/Drop of Classes

8 Saturday Class Begins (8:00 a.m.)

18 Incomplete Grades from Spring 2012 Due in Registrar's Office

October 8-9 Columbus Day Break (No Classes)

24 Mid-Term Progress Report Due

November 1 Last Day to Withdraw from Class with a Grade of "W"

1 Deadline for Applications for May 2013 Degree Completion

5 Spring/Winter Registration Material Available

12 Spring/Winter Registration Begins

19 Last Day to Withdraw from Class

21 Thanksgiving Recess Begins at 4:15 p.m. (No Evening Classes)

22-23 Thanksgiving Recess (No Classes)

24 No Saturday Classes

26 Classes Resume

December 3 Incomplete Grades from Summer 2012 Due in Registrar's Office

8 Last Day of Classes

12-15 Final Exams

How to Automate?

� Wanted a Calendar/Task application for PC that would:

❡ Create events or tasks associated with specific dates

❡ Allow notes and URL’s to be associated with the tasks

❡ Allow tasks to be categorized by area or performer

❡ Allow tasks to be flagged if completed

❡ Publish the calendars as web pages

❡ Allow the tasks to be “re-dated” X number of weeks in advance, to reflect relative dates of the next Quarter.

❡ Many Google searches later . . . Found “CalendarScope”

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SubjectStart Date

Start Summer 2010 Item Type

First Week of Quarter 3/28/2010 6/20/2010AcademicCalendarRefund checks available 3/29/2010 6/21/2010BursarDegree Applications Deadline 4/2/2010 6/25/2010ConvocationTime Schedules information for the next quarter deadline 4/2/2010 6/25/2010TimeSchedulesSecond Week of Quarter 4/4/2010 6/27/2010AcademicCalendarCollege adds require consent 4/5/2010 6/28/2010Enrollment/RegistrationClass Location information is due 4/9/2010 7/2/2010TimeSchedulesCurrent Quarter Instructor Information Due to Registrar's Office 4/9/2010 7/2/2010TimeSchedulesThird Week of Quarter 4/11/2010 7/4/2010AcademicCalendarPreliminary "Final Exam Schedule" distributed (Not Summer) 4/12/2010 7/5/2010Room/ExamSchedulesDeadline for Add/Drops for Quarter 4/16/2010 7/9/2010AcademicCalendarFourth Week of Quarter 4/18/2010 7/11/2010AcademicCalendarCensus Date 4/21/2010 7/14/2010InstitutionalReporting"Q" grades changed to "W" (not summer) 4/23/2010 7/16/2010GargoyleMaintFifth Week of Quarter 4/25/2010 =B16+84 AcademicCalendarSixth Week of Quarter 5/2/2010 =B17+84 AcademicCalendarOn-Line Time Schedules Proofing Starts 5/3/2010 =B17+84 TimeSchedules

Next Quarter Proofs due by 12noon 5/3/2010 University-Wide Events-Staff

Contact College re Language Comp. Tracking 5/7/2010 FacultySupport-OtherCurrent Quarter Restriction Deadline 5/7/2010 Enrollment/Registration


Questions?


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Andrew Hannah

Interim University Registrar

University of Chicago

[email protected]

Michael Maysilles

Registrar

Director of Institutional Research

Caldwell College

[email protected]

Andrew Hannah Interim University Registrar University of ......W3306 AACRAO 2012 Philadelphia 4/5/12...

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