North Central Missouri College Page 1 / 37 Date of Review Date of Review: Semester, year Judgment...

1

Name of the ProgramName of the program

Judgment

Compliant Non-Compliant Not Applicable

Narrative

Academic Records and Registration

North Central Missouri College / 37

2

Date of ReviewDate of Review: Semester, year

Judgment


Narrative

Fall, 2014


3

Contact InformationContact information of the person completing the review

Judgment


Narrative

Name: Linda BrownEmail address: [email protected] extension: 1205


https://ncmissouri.compliance-assist.commailto:[email protected]/

4

Contributing PersonnelIn addition to the contact person, the name(s) of personnel who contributed during the review process andhis or her responsibility in relation to the program review.

Judgment


Narrative

Joni Oaks, Assistant Registrar assisted with review of business practices and setting goals.


5.A

Program Mission/Goal [1A2]Program mission/goal

Judgment


Narrative

The Registrar's Office will support the core values and mission of North Central Missouri College and theStudent Services division by facilitating the smooth transition of students from acceptance to graduation andserving the non-student community through ensuring adherence to academic and college policy, preservingacademic and data integrity, safeguarding academic and customer records, and providing accessible andreliable administrative services.


5.B

Program Outcomes [1A2] [4B1]Program outcomes—Outcomes may be linked with professional organizations standards. (Complete ProgramOutcomes Chart with number association to Strategic plan objectives/strategies and/or Mission elements.)

Judgment


Narrative

Program Outcomes

Outcome Source (ifapplicable):

Missouri Vocational CareerPathways, regulating

entities, and/or Professional Preparation

Standards

Strategic Plan Objective,Strategy or Mission

Element(s)

Optional:HighlightLanguage

Most StronglyTied to

ProgramOutcome

Standards of Best Practice-application of equitable policieswhile not losing sight of theneeds of our students.

Family Education Rights andPrivacy Act or 1984; AACRAOstandards of best practice;professional listservs; MDHE;U.S. Department of Education

Objective 2: Develop andsustain an institutionalculture of assessmentwhich promotes a dynamicorganization.

Increase the availability andoptimize the management ofresources to provide equalaccess to enrollment servicesfor all students, staff, andalumni.

Objective 1: Increase theavailability and optimizethe management ofresources to achieve anexcellent educationalenvironment.Obj. 3, Strategy 1: Provide experiences thatdevelop career readiness.

Empower students to navigatesocial and organizationalsystems to effect positivepersonal benefit, acceptingresponsibility for their ownactions.

Obj. 3, Strategy 1: Enhance distance learningservices for students.

Implement and enforceinstitutional, professional, andlegal standards and regulationsrelated to academic records in afair, honest, and consistentmanner.

FERPA; U.S. Department ofEd.;MDHE; National Center forEducational Statistics

Obj. 1, Strategy 2: Develop and implement acomprehensive plan fortechnology and libraryresources.Obj. 2, Strategy 1: Promote technology thatfacilitates the assessmentprocess.


6.A

History of ProgramProvide a brief history of program, emphasizing the past 5 years (e.g. changes in leadership, changes inprogram direction, new endeavors). Be sure to address the last action plan. (Maximum word limit: 250)

Judgment


Narrative

The Registrar’s Office has seen many changes to services offered, reporting requirements, and technology. Although student head count has remained steady in the past five years, the number of students has grownfrom 980 in the Fall 1991 to 1,742 in Fall 2014. The only staffing growth during this time has been therecent move from using student work assistance to a permanent, part-time position for 12 hours per weekthis fall. Expansion of services, reporting, and more in-depth data entry requirements have resulted inincreased efficiency through use of technology and maximum productivity from staff. Some highlights through the last five years follow. 2009 The college converted to a new student information system called PowerCampus. Office businessprocedures were evaluated and updated to accommodate expanded functionality of the software. 2010 The office began recording transfer coursework on a course-by-course basis, rather than as a blockof hours. The change helped inform advisors and provide more information for degree audits. The transferequivalency table was started and continues to grow. It is available for students on the website. The Student Services division was re-organized, placing supervision of advising and testing with theRegistrar. The position title changed to Director of Records and Enrollment/Registrar. 2011 NCMC contracted with the National Student Clearinghouse (NSC) to provide onlinetranscript ordering for current and past students. Students may pay online and track the progress oftheir requests through email notifications. Staff attempted to implement the degree audit module of PowerCampus, however defects in the programand the amount of staff time necessary to maintain the system stalled the implementation. 2013 NCMC contracted with NSC to offer the option to students for electronic delivery of transcripts toother educational institutions in the NSC network. The NCMC Registrar participated in the pilot group established to develop the Missouri Reverse Transferprogram. The pilot group and steering committee developed an implementation manual for all Missouriinstitutions. 2014 The NCMC Registrar worked with a statewide group of college registrars and MDHE to establish the25 course transfer library. An Ellucian consultant was hired to assist staff with developing academic plans in the degree-audit module. Plans were developed for all the NCMC programs and tested. A program defect was once again identifiedand referred to Ellucian for resolution. Full implementation is anticipated for Spring 2015. The Registrar’s Office has seen a shift from serving students face-to-face to using phones, email, and thewebsite to assist customers with their needs.


6.B

Program Personnel [5A4] [3C6]List the program personnel including full-time & part-time, role as related to this program/department(including cross-trained), highest degree, date of last evaluation, committee assignments, and professionaldevelopment activities. (Complete the Personnel Chart)

Judgment


Narrative

Name Title and Key Role(15 words or less)

Full/PartTime

HighestDegree

Date ofLast

Evaluation

CommitteeAssignments

ProfessionalDevelopment

ProfessionalContributions

(i.e.,Scholarship,

CreativeWork,Discoveryof Knowledge)

LindaBrown

Director of Records&Enrollment/Registrar

FullBachelorofScience

June 2012

MissouriReverseTransfer pilotgroup;Curriculumcommittee,ex-officio;StrategicPlanning

AnnualMACRAOconference;national andstate listservs;webinars

JoniOaks Assistant Registrar Full

BachelorofScience

May 2012

TechnologyCommittee;President,ClassifiedStaff;StrategicPlanning

AnnualMACRAOconference;webinars;softwaretraining;currentlyworking onMaster'sdegree

JamieCotton

Academic RecordsTranscript Clerk Part Associate New Hire

Aug. 2014

CurrentlyfinishingBachelor ofSciencedegree


6.C

SMART GoalsAre SMART goals written to promote program improvement? This may include the last observationresults/feedback. If not, please explain. (Maximum word limit: 250)

Judgment


Narrative

Are SMARTgoals writtento promoteprogramimprovement?

Yes No If not, please explain (Maximum word limit: 250)

X

The Registrar's Office supports the goals and objectives of the Student Servicesdivision and the NCMC strategic plan. Work focus and direction are dictated by theneeds of students, faculty, administration, and governmental reportingrequirements. Needs often change over the course of a few months and, therefore,office staff must be adaptable. Priorities constantly change in the educationalenvironment and staff must be flexible to meet the most urgent requirement. Although overall goals are discussed for the office for each academic year, smartgoals are not formally developed because of the ever-changing environment andoffice priorities that are often dictated by outside entities (i.e. software upgrades,academic calendar, state initiatives, etc.).


6.D

Professional Organizations and Conference Attendance [3C6] [5A4]Describe how participation in professional organizations and conference attendance is improving the programoutcomes. Include innovative practices and how they benefit students and how the program ensures it isusing current, best practices. (Include specific example; Maximum word limit: 250)

Judgment


Narrative

Participation in the Missouri Association of Registrars and Admissions Officers affords staff the opportunityto learn from other higher ed professionals, and collaborate on solutions for changing state and federalrequirements. A statewide listserv provides an avenue for sharing concerns, solutions, and innovativeideas. It also provides validation for internal procedures. Staff have attended training seminars presented by the National Student Clearinghouse, in cooperation withMDHE. North Central Missouri College has been one of the leaders, in the state, in the use of the NationalStudent Clearinghouse, not only for enrollment reporting, but in the use of the NSC electronic transcriptexchange. While many Missouri institutions are still requiring written requests from students for release ofacademic records, NCMC students and alumni are able to order online, track the progress of their request,and often times have their transcripts delivered electronically by secure PDF. Through NSC contacts made atthe annual MACRAO conference, NCMC was invited to participate in the beta testing of a new product, the"touch-free" transcript process. Beta testing is underway, with expected implementation by the end of theFall 2014 term. Enrollment reporting through the Clearinghouse results in timely responses to NLDS for loaninformation and to other lending and employment agency inquiries on behalf of the students. MDHE staff presented information on the state-wide transfer course library, at the MACRAO conference. Staff in the Registrar's Office participated in conference calls, completed course evaluations, and providedcourse equivalencies with 44 Missouri institutions. As a result, a core transfer library of 24 courses has beenpublished on the MDHE website and a process has been put in place to add courses in the future. Studentscan enroll in classes, listed in the transfer library, and be assured that they will transfer to other Missouripublic institutions. North Central Missouri College participated in the pilot program for the Missouri Reverse Transfer initiative in2013-14. Meetings with MDHE staff were held on a regular basis and the Registrar participated indiscussions through a listserve to establish an implementation manual for use by all Missouri institutions asthe program is expanded state-wide in 2014-15. The Registrar worked with MDHE staff and theImplementation Committee to refine a reporting template for future collection of data on the MRT program. MRT will afford students, who leave the community college before finishing a degree, the opportunity tocomplete an associate's degree by combining coursework from the community college and a four-yearinstitution to meet degree requirements. Office staff have participated in webinars about Gainful Employment and NSLDS reporting requirements. Information was obtained about software needs and reporting layouts.


6.E

Specific Services [1A2] [3D1]List specific services provided in achieving the program goal. (Complete the Services Chart)

Judgment


Narrative


ProgramOutcomes(Copy/Paste fromProgram OutcomeChart)

Specific Services

Access (On-Campus,Outreach and/orWeb-Based)

Method ofCommunication toConstituents

AccreditationStandard(Met, NotMet, N/A)

Standards of BestPractice- applicationof equitable policieswhile not losingsight of the needsof our students.

Extensive use is madeof the website andstudent email to provideinformation to ourstudents. Forms are notcurrently available foronline submission, butmany can be printedfrom the website.

Webpages areupdated eachsemester andannually. Studentemails areemployed fortargeted messages.

Increase theavailability andoptimize themanagement ofresources toprovide the equalaccess toenrollment servicesfor all students,staff, and alumni.

Some processes, such asthe online transcirptordering option, havebeen put in place toprovide service tostudents, no matterwhere they are located. The response time fortranscript evaluations hasbeen improved from up tothree weeks to within oneweek of receipt in theRegistrar's Office. With the addition of thepart-time position,transcript orders are nowfilled three days a weekinstead of two.

On-campus and web-based

The weeklybulletin, webpages,catalog, and emailsare all used tocommunicatedeadlines andenrollmentinformation to ourstudent population.Emails are used tocommunicatetransfer informationto students andtheir advisors.Emailed degreeaudits go tostudents andadvisors whenstudents apply tograduate.

Empower studentsto navigate socialand organizationalsystems to effectpositive personalbenefit andacceptance ofresponsibility fortheir own actions.

Online system ofregistration, grading,statements, and financialaid awards wasimplemented withPowerCampus in 2009and continues to berefined. Online system fortranscript ordering andtracking was adopted in2011. A graduation checklist andprintable graduationforms were added to theNCMC website for studentreference. A work-study positionprovides a student the

On-campus and web-based.

Students learn toseek outinformation andfollow directionsthrough their self-service accounts,online transcriptordering, andemailedinformation. .


opportunity to learn lifeskills that can be appliedto academic success andfuture employment.

Implement andenforceinstitutional,professional, andlegal standards andregulations relatedto academic recordsin a fair, honest,and consistentmanner.

Records are maintainedthrough the studentinformation system,sequel report server, andEXCEL spreadsheets. Anoffice procedures manualand SIS documentationhelp guide timelines forprocessing.

Information is availableonline and in state andfederal reports.

Students haveaccess to theiracademic recordsthrough their onlineaccounts. Academicinformation isprovided externallythrough IPEDS,Gainful Employmentreporting, MDHE,and the NationalCenter forEducationalStatistics.


6.F

Programs and Services [2B]Explain how the program goals and services communicated to its constituencies? (Maximum word limit: 250)

Judgment


Narrative

The Registrar's Office is the "watch dog" for institutional academic policies. Policies are explained in thecollege catalog that is updated annually. Guidance on academic standing, course withdrawals and drops,repeated coursework, transfer coursework, and graduation is available in the catalog, in the "Pirate's Code"student guide, and as part of the Consumer Information on the website. Information about FERPA and NCMC's policy governing release of academic records is published on thewebsite and included as part of required Consumer Information on the website. An annual FERPA statementis emailed to all students. Printed and published forms include required information, deadlines, and office contact information. Transcript request forms include information for students and alumni. General information about the enrollment process is presented at Orientation, Advising, and Registrationsessions for new students and included in the weekly bulletin, "This Week at NCMC", on the website. Presentations are made at faculty in-service when changes in enrollment procedures or software featuresoccur. Group emails to faculty and advisors are used to inform groups of reporting requirements anddeadlines.


6.G

Student Access [3D2, 3D4, 3A3]Describe student access to these services—include on campus, outreach, and web-based. (Maximum wordlimit: 250)

Judgment


Narrative

The Registrar's Office staff continually work to improve information presented on the NCMC website, as webelieve this will reach the broadest population. With the growth in online learners and online services, a shifthas occured in how we typically serve students. The demand for face-to-face service has decreased, whilethe time spent in email correspondence and phone response has grown. Staff will respond to emails andphone messages within one business day. Office hours from 8:00 - 4:30 are observed and walk-in's arewelcome. Online registration is used by all of our students, except dual credit high school students. Although SAIL islimited in what can be customized, expanded information is included when allowed.


6.H

Equipment and Technology Resources [3D4]Briefly describe the equipment and/or technology resources (i.e. software) used and how they are integratedinto the services provided including and enhancement and/or upgrades needed. (Maximum word limit: 250)

Judgment


Narrative

The Microsoft Office suite is used for communication and data tracking. The National Student Clearinghouse (NSC) is a third-party provider for online transcript requests, and forenrollment and graduation reporting used by NSLDS (National Student Loan Data System). Secureelectronic mailboxes have been established for the transmission of data files. The NSC also provides studenttracker service for queries about where NCMC students transfer to. NSC is the vendor used for electronicexchange of transcripts for the Missouri Reverse Transfer initiative. The Registrar is the contact person forthe contract between NSC and North Central Missouri College, and manages user access on campus. PowerCampus is used extensively by all three office positions. The Registrar and Assistant Registrar use allof the data entry modules, with the exception of the admissions module, pertaining to student records. Staffhave been actively working to clean-up data after an upgrade in June created inaccuracies in studentrecords. The upgrade also resulted in challenges in addressing mandated changes to the NSLDSreporting. The Registrar has been working with IT to identify solutions to collect data and import it into therequired reporting layout. Another PowerCampus upgrade was tested extensively during September andOctober before implementation in mid-October. The product will upgrade, once again, in November toversion 8.5.3. Staff worked with a consultant from Elllucian to implement the Academic Plan module (degree audit). Planswere created for all certificate and degrees in Fall 2014 in a test database. A program defect was detectedin the application of the academic plan and referred to Ellucian for resolution. Full implementation of themodule is expected in Spring 2015. NSC and Ellucian invited NCMC to participate in beta testing for a new product, called touchless e-transcriptworkflow, in March 2014. Testing has been in progress since then, with weekly web meetings with NSC andEllucian. Defects in the program have been discovered and recommendations for enhancements have beensubmitted. A 'hot fix' was received this week to address some concerns and it is hopeful that testing can becompleted within the next month. The program will provide students with faster response times to requestsfor electronic delivery of transcripts and reduce staffing time to fulfill the requests. Vista Views, a reporting module, is sometimes used for queries. It is limited on the types of information thatcan be linked within the database. The sequel report server is accessed periodicallly to run querries thathave been programmed by IT staff and placed on a menu for staff. The sequel querries provide moreaccurate data for research and reporting than the canned reports available in PowerCampus. Document imaging has not been implemented on campus at this time. Although it would reduce paper filesand facilitate sharing of documents between departments, there is a concern about staff availability to scanand link documents in the office that will need to be addressed before full implementation of the software.


6.I

Budget [5A1] [5A5]Provide a brief explanation of how the budget provides maximum services including how personnel areengaged in budgeting process. Include Budget. (Maximum word limit: 250; Upload Budget to DocumentDirectory)

Judgment


Narrative

Personnel set goals for the next academic year each spring and determine whether budget increases will benecessary. A written justification for all budget increases are submitted to the Dean of Student Servicesprior to submission of the budget worksheet. The office is adequately funded for this academic year. The2014-15 budget is shown below:


2014-2015 Expenses

56119 Part-Time Salaries $6,000.00

56130 PEERS Salaries $78,810.00

56142 Work Assistance $0.00

56221 PEERS Retirement $6,212.00

56241 Health Insurance $11,748.00

56242 Life Insurance $480.00

56281 FICA Expense $5,259.00

56282 Medicare Expense $1,230.00

66343 Travel/Mileage $1,100.00

66405 Subscriptions $250.00

66406 Postage $2,500.00

66410 Supplies $2,000.00

66490 Membership Dues $200.00

67220 Telephone $100.00

99004 Transfer-Photocopies $800.00

99010 Transfer-Bookstore $1,200.00

Total Expenses $117,889.00


6.J

Facility Plan [5A1]If applicable, provide the facility plan for the department. (Maximum word limit: 250; Upload Facility Planto Document Directory)

Judgment


Narrative

Not applicable


6.K

Interrelations of Program Services [3D4]Describe interrelations of program service(s) with faculty, technology, and administration. (Maximum wordlimit: 250)

Judgment


Narrative

The Registrar's Office works closely with faculty. Faculty submit proposed course scheduling each semester;the Registrar enters courses in the system and sends the schedule back to the academic deans for review. Faculty call upon the office staff for assistance when advising students and gathering data for programreviews. The Registrar serves as an ex-officio member of the Curriculum Committee. Assistance with coursenumbering and historical offerings is provided. Information gathered from committee meetings is sharedwith Student Services personnel, incorporated into catalog changes, and used to update degree audits. The Assistant Registrar serves on the NCMC Technology Committee. Office staff, power users in the studentinformation system, are an integral part of testing and implementation of software updates. Staff act asresources for others across campus in the use of the student database. The Registrar collaborates with ITstaff on building querries to address reporting requirements. The Registrar participates in administrative meetings, and provides feedback on implementation of newacademic initiatives.


7.A

Assessment Process [5D1] [5D2]Describe the assessment process used to measure program success and how assessment results are beingused to influence decision making. (Complete the Non-Academic Program Effectiveness Chart)

Judgment


Narrative


ProgramOutcomes(Copy/Pastefrom ProgramOutcomesChart)

Specific Services (Copy/Paste fromServices Chart)

Assessment Tool(s)Used to Measure theEffectiveness

Explain how are assessment resultsbeing used to influence decisionmaking

Standards ofBest Practice -application ofequitable policieswhile not losingsight of theneeds of ourstudents.

Policies and practicesare compared againstthose of otherinstitutions on arecurring basis. Staffstay current onacceptable practicesthrough state andfederal listservs, FERPAbulletins, conferences,and webinars.

Business practices often must change tomeet new state and federal regulations. The ways services are provided tostudents have changed to keep pace withthe expectations of today's learners. Oneexample is the use of electronic delivery oftranscripts to meet expectations ofimmediate response to requests.

Increase theavailability andoptimize themanagment ofresources toprovide equalaccess toenrollmentservices for allstudents, staff,and alumni.

Some processes, suchas the onlinetranscript orderingoption, have been putin place to provideservice to students,no matter where theyare located.The response time fortranscript evaluationshas been improvedfrom up to threeweeks to within oneweek of receipt in theRegistrar's Office.With the addition ofthe part-time position,transcript orders arenow filled three days aweek instead of two.

NSC providessummary reports toshow numbers ofpeople that make useof the online orderingsystem, the feesgenerated, and thenumber of orders thatwere canceled. The back log of transfertranscripts waiting forevaluation ismonitored. Faculty andstudent questionspertaining to transferevaluations arereviewed. The response time fortranscript requests isconsidered, as well asthe speed of themethod used fordelivery.

The use of an outside vendor, NSC, hasimproved the response time for fulfillingtranscript requests. The Registrar's Officechose to participate in the beta testing ofthe e-transcript workflow, to allowstreamlined requestes, processing andfulfillment with a "touch-free" process. Transfer transcript evaluations are nowdone on a rolling basis, rather than duringone day per week. The Assistant Registraris assisted by one of the ASC advisors withevaluations during periods of highvolume. The Transfer Equivalency tablehas been expanded to cover courseworkfrom the most common feeder schools,and courses are added as new evaluationsare done.

Empowerstudents tonavigate socialandorganizationalsystems to effect

Online system ofregistration, grading,statements, andfinancial aid awardswas implemented withPowerCampus in 2009and continues to berefined.Online system for

Student concerns withthe website, self-service, and businessprocesses areconsidered whenprocesses are reviewedand forms updated. Recurring concerns or

Forms on the website (transcript request,graduation application, degree change)have been updated to address commonquestions received from students. Targeted emails are sent to faculty to


positive personalbenefit,acceptingresponsibiltiy fortheir ownactions.

transcript orderingand tracking wasadopted in 2011.A graduation checklistand printablegraduation forms wereadded to the NCMCwebsite for studentreference.

issues raised bystudents and facultyduring the use of theself-service accountsare used to clarifyinstructions or changeprocedures.

remind them of software functions for usewith advising and grade submissions. NCMC-issued student email accounts areused to communicate graduationinformation and degree audits.

Implement andenforceinstitutional,professional, andlegal standardsand regulationsrelated toacademic recordsin a fair, honest,and consistentmanner.

Records aremaintained throughthe studentinformation system,sequel report server,and EXCELspreadsheets. Anoffice proceduresmanual and SISdocumentation helpguide timelines forprocessing.

The ease of dataretrieval and accuracybetween reports is usedto assess recordmaintenanceprocedures. The ability to fulfillgovernment reportingrequirements and meetadvising needs indicatehow well the academicrecords portion of theSIS is maintained. The record retentionschedule set by theMissouri Secretaryof State's Office isfollowed.

The state retention schedule is followed. Record maintenance is mandated bysoftware requirements, MDHE, and theNational Center for Educational Statistics.


7.B

Current Assessment ProcessesAre the current assessment processes accurately measuring the effectiveness of the program? If not, whatchanges need to be made which may include utilizing additional assessment tools? (Maximum word limit:100)

Judgment


Narrative

Current assessment tools accurately measure effectiveness of office procedures and practice. Changes aresometimes mandated by government reporting requirements and new technology.


7.C

Life-Long Learningc. Briefly state the extent to which the program fosters life-long learning. (Maximum word limit: 250)

Judgment


Narrative

The Registrar's Office supports the mission and goals of NCMC and the Student Services Division. Support isprovided to faculty and administration to facilitate student learning and success. Online services foster abilities to search for answers and apply actions to resolve issues, in a format that isused in all facets of society. Students learn interpersonal communication skills through interaction with office staff. A work study position provides a student with the opportunity to learn life skills applicable to their academicsuccess as well as in future employment. Work-study students learn the importance of following through onassignments, interpersonal communication skills, and the ability to adapt to varying work styles.


8.A

Modifications of Budget [5C2] [5C4]What impact would modifications (increase or decrease) on your program budget have on ProgramOutcomes? (Maximum word limit: 250)

Judgment


Narrative

Budget constraints impact the kinds of services that can be provided by limited staffing. The impact of theMissouri Reverse Transfer program and administration of the Academic Plan module (degree audit) isunpredictable at this time. Both initiatives will demand additional attention from current staff. Althoughdocument imaging is a goal, the office currently does not have available staff to image and link documentselectronically. Student contact and scheduled actions are limited because of limited staffing to perform proactive tasks. Since the current work load must be accomplished, regardless of the budget, a decrease would mean thatstaff would no longer participate in professional conferences, printing of forms would be reduced, and phonecalls and mailings would have to be decreased. A budget increase would best be utilized to increase the part-time position from 12 hours per week to full-time. This position would then be responsible for student contacts pertaining to registration holds, transcriptissues, graduation audits, transcript requests, and imaging documents. Current staff need assistance withroutine data entry that this position could provide.


8.B

Personal Expectations [5D2]What needs to be accomplished next year to satisfy your personal expectations for the Program? (Maximumword limit: 250)

Judgment


Narrative

Office staff must continue to maintain academic records in an auditable manner, meeting the requirementsof MDHE, U.S. Department of Education, and FERPA. Online services must continue to improve and the implementation of the student portal is critical to allow foronline submission of forms, targeted emails, and ease of use by our students. Office staff are anxious toassist IT in those efforts. An increased participation from staff in the IT/Institutional Research area in the Student Services Division isneeded, to write querries, update database fields, provide data for planning, and assist with the reportingburden currently placed on key staff members. An audit of the amount of time needed to administer the Academic Plan module and the Missouri ReverseTransfer initiative may result in increased staffing needs and/or seeking assistance from outside of theRegistrar's Office to accomplish tasks.


8.C

Long Range Vision [5D2]What is the long range vision for your Program and the projected effect on student success? (Maximum wordlimit: 250)

Judgment


Narrative

The office will continue oversight of the creation and preservation of academic records at North CentralMissouri College, optimizing the use of current technologies available. All constituencies will be served in aprofessional, courteous, and timely manner. Every effort will be made to eliminate roadblocks or challengesstudents may face when completing the enrollment process. Graduation rates will increase and transferagreements with other colleges and universities will provide a seamless transition from NCMC.


9.A

Internal StrengthsWhat conclusions can be drawn as a result of this review? (Provide a bulleted list.)

Judgment


Narrative

Current staff is knowledgable in areas of institutional and legal standards and regulations.Timely responses are made to student and staff inquiries in an efficient and respectful manner.Collaboration and cooperation with IT staff result in improvements to the SIS system and service tostudents.Office efficiencies have resulted in the ability to serve a growing student population and provideexpanded services.


9.B

Internal WeaknessesWhat conclusions can be drawn as a result of this review? (Provide a bulleted list.)

Judgment


Narrative

Clerical duties take up a significant amount of the Registrar's time, resulting in less time to evaluate,explore new methods, and implement new processes.A dynamic software package requires much more data entry than the previous administrative softwareused. The interaction between office modules is not clearly documented by Ellucian. Many re-occuringprocesses or jobs are required to maintain the database, some requiring the assistance of the ITdepartment.The lack of a student portal prevents online submission of forms and makes communication withstudents a challenge.The onset of the Academic Plan module and the Missouri Reverse Transfer initiative will place morestrain on staff that are already working at the maximum level.


9.C

External OpportunitiesWhat conclusions can be drawn as a result of this review? (Provide a bulleted list.)

Judgment


Narrative

Listservs and a professional conference, specific to the functions of the registrar and admissions,provide opportunities to learn from others in the field, stay up to date on changing governmentregulations, and seek input on specific issues.Faculty, staff, and administration work collaboratively to implement changes and provide the bestpossible service to our students.The Missouri Reverse Transfer initiative will result in an increased number of graduates in the stateand from NCMC.Enhancements from the National Student Clearinghouse and Ellucian will provide for quicker fulfillmentof transcript requests with less institutional staffing time required.


9.D

External ThreatsWhat conclusions can be drawn as a result of this review? (Provide a bulleted list.)

Judgment


Narrative

State budget constraints result in staffing challenges in both the Registrar's Office and in support fromIT.The Missouri Reverse Transfer initiative will add additional work to the office staff to provide degreeaudits, student communications, feedback to four-year institutions, and state reporting.The increase in online learners will result in a re-evaluation of the way we serve students and anurgent need for a specialist in web services.


10

Proposed Action Plan [5D1] [5D2]Summarize the action(s) that will be taken in response to the findings of this program review. Provideestimated costs and a timeline (i.e. completion by year 1, year 2) that indicates how these changes will beimplemented and assessed over the next 5-year period. (Complete the Proposed Action Plan Chart)

Judgment


Narrative


Action

Timeline(Completedby year 1-5)

Cost Implementation Process(including Assessment)

Review alignment ofoffice tasks ; train thepart-time position toassist with routine dataentry as time allows

on-going Asssess whether all required work is accomplished in atimely and accurate manner.

Review website contentannually. Annually Search out all content relative to the office and academic

records. Update when necessary and to improve clarity. Train advising staff toassist with degree auditsfor Missouri ReverseTransfer students

One year Establish written procedures and templates forcorrespondence.

Increase the 12hour/week part-timeposition to full-time toassist with Academic Planoversight, transcriptevaluation, and documentimaging.

Three years $15,790 Increase the position to 20 hours per week during the firstyear; add hours to the position as budget allows.

Assist with theimplementation of thestudent portal

One year

Although implementation of the student portal is under thesupervision of IT and affects multiple departments acrosscampus, I feel it is critical to the improvement of studentservice and will assist with the process in any way I can.

Full implementation ofdocument imaging One year

Document imaging has been on hold for approx. 4 years. It understandably has moved down the priority list asother more pressing issues have developed in the ITworld. Training of current staff in how imaging works, aswell as discussions on internal policies on imaging, isnecesary. Retention periods for imaged documents, andaccess permissions to various documents all needs to bedetermined before full implementation. I would like to beincluded in a committee to discuss and developprocedures.

Implementation of theAcademic Plan Spring 2015

Degree requirement set-ups have been loaded for Fall2014 and Spring 2015. Internal procedures will bedeveloped as to when plans are assigned. Advisor trainingin the use of the module will be presented at a spring in-service. A tutorial on use of the Academic Plan will bedeveloped and placed on the website by March 2015 forstudents and advisors. An email will be sent to students inMarch to inform them of the function and the tutorial.


11

Recommendations for the Budget Committee [5C2] [5C4]Make sure the recommendations are tied to strategic planning goals, NCA/HLC requirements, and/orProgram Outcomes.

Judgment


Narrative

A budget increase of $4,500 next year would allow the part-time position to increase to 20 hours per week. An additional $11,300 to $11,500 two years from now would allow the position to become full-time. No other budget adjustments are necessary for the upcoming year.


North Central Missouri College Page 1 / 37 Date of Review Date of Review: Semester, year Judgment...

Documents

Transcript of North Central Missouri College Page 1 / 37 Date of Review Date of Review: Semester, year Judgment...