2008-2009

Office of the Registrar

Annual Report

Table of Contents

Mission Statement ........................................................................................... 1

Highlights .......................................................................................................... 3

Year in Review ................................................................................................... 5

Appendix A ........................................................................................................ 7 Organizational Chart

Appendix B ........................................................................................................ 11 Hires & Resignations

Appendix C ........................................................................................................ 15 Vital Statistics

Mission Statement

The Registrar�’s Office performs an essential role in supporting, facilitating, and promoting the

educational mission of the University of Utah by maintaining accurate student records, coordinating the

registration process, scheduling academic classes, and evaluating candidates for graduation.

Our mission is accomplished by:

1. Maintaining effective lines of communication and collaboration with University faculty, staff, and students to support student recruitment, enrollment, and retention.

2. Rendering prompt, attentive service while treating each individual with courtesy, respect, and dignity.

3. Providing reliable information regarding University policies and procedures and giving students the opportunity for due process when an exception to policy is requested.

4. Administering institutional policies and procedures fairly and in accordance with federal and state guidelines.

5. Ensuring the integrity of academic records by recording accurate information and maintaining consistency in the way data is stored.

6. Using information technology to provide accurate, comprehensive information to students and the campus community.

7. Scheduling University space for academic classes and special events in accordance with institutional policies.

8. Establishing a cooperative network with departments and campus agencies to disseminate information, resolve problems, and recommend changes to enhance services for students.

PAGE 1

Highlights

All divisions within the Registrar�’s Office have updated their forms and web content.

The Registrar�’s Office restructured and combined staff positions that will be trained in both Registration and Graduation. This will increase efficiency by moving staff to accommodate deadline driven workload needs.

The Registration and Student Systems Divisions worked together to implement two new processes: automating the changing of blank grades to EU and the semi-automation of marking repeated classes.

The Registration Division took on three new responsibilities previously administered by other offices. These responsibilities include administrating undergraduate student leaves of absence, changing graduate student classifications, and NEXus registrations.

The Registration Division implemented three new processes to better improve communications with students and faculty. A �“forgot your uNID�” application was developed to assist students, the Fee Match Reinstatement process now includes email notifications to both faculty and students, and students have the ability to request the drop of a miscellaneous class via email when the office is closed.

The Graduation Division initiated the daily process of checking the previous days data entry.

The Graduation Division updated their clearing process by creating digital student checklists, improving the departmental approval lists, and streamlining the individual approval process. As a result, fall 2008 candidates were cleared a month earlier than in fall 2007.

The Graduation Division implemented two new databases to store information regarding students that did not graduate, and diploma replacement orders. Letters can now be automatically generated and credit cards are now accepted as payment for diploma replacements.

The Graduation Division made several system improvements including: lengthening the DARS GPA to match PeopleSoft, populating the Degree GPA on the Program/Plan, and creating the functionality that allows advisors to update the catalog year for a student.

The Graduation Division implemented a deadline for filing renewals as well as establishing an increased late fee for the graduation application.

The Transcripts Division initiated the processes of ordering transcripts online and the Electronic Transcript Exchange.

The Veteran Affairs Division coordinated and implemented the new Post 9/11 GI Bill.

The Scheduling Division implemented credit card payments for invoices and collection efforts to obtain funds on past due accounts. They also initiated the Distance Learning Project with IMS.

The Optical Imaging Division finished imaging old student transcripts up to through the letter �“C�” and has made considerable progress with imaging various other old documentation.

PAGE 3

Year in Review

During the 2008-09 academic year , the Office of the Registrar continued its commitment to improve services to students, faculty and staff as evidenced by the highlights listed below. With the budget shortfalls this academic year, the decision was made not to replace Kathy Rank, an Associate Registrar and to reorganize the office with one less administrative leadership position.

The Registrar�’s Office has made numerous efforts to save costs during the 2008-2009 academic year. Several divisions have reviewed their processes and made improvements that save time and resources. The Registration Division now has paperless updates, saving dozens of sheets of paper each day. Optical Imaging and Registration have also worked together to automate the importation of emailed Repeat Class Petitions directly into SIRE, again cutting printing costs in addition to the time saved scanning the documents. Graduation now emails important information to Umail, saving costs in paper, postage, and processing time.

There have been four internal promotions within the Registrar�’s Office, including Michael Bard, Emily Johnson, Ashley Lind, and Andrea Roner. The Registration and Graduation Divisions have also had some restructuring, creating several combined positions that are utilized by both divisions. This effectively creates an environment where staff can be shared and efficiently moved to accommodate deadline driven workload increases.

The Student Systems Division has made many changes during the past academic year. In coordination with Registration, they implemented both the automation of changing all blank grades to EU, and the semi-automation of marking all repeated classes. The newly implemented repeat process saves a lot of time and resources by applying the repeat mark to a large group of students instead of marking the classes individually.

The Registration Division took on three new responsibilities including administering undergraduate leaves of absence, changing graduate student classifications, and registration for the NEXus program. The Registration Division has strived to improve communications between the office, students, and faculty with regard to students being reinstated after the fee match drop process. Email notifications of reinstatement are now sent to the instructor for approval; if the instructor disapproves of the reinstatement, the student is now notified via email that the class will not be reinstated by instructor request. Other improvements that benefit students are the newly launched �“Forgot your uNID�” application that allows students to retrieve their uNID online, and the ability to email the Registrar�’s Office outside of our business hours to make changes to miscellaneous classes.

The Graduation Division has reviewed their processes and has initiated numerous improvements to increase efficiency. The clearing process is now performed utilizing digital student checklists with improved departmental approval lists. This change has streamlined the process during the fall 2008 term, completing clearing candidates and posting degrees a full month earlier than the year before. Graduation has also instituted two new databases to store information regarding diploma

PAGE 5

PAGE 6

Year in Review

replacement orders and students who have not successfully graduated. These databases increase efficiency by allowing staff to automatically generate letters for denied students and tracking many diploma replacement requests simultaneously. Several system changes have also taken place allowing the students GPA to appear more accurately and match on both DARS and in PeopleSoft; and creating the functionality that allows advisors to update the catalog year for their students.

The Transcripts and Verifications Division made a few changes to assist students in more easily obtaining their transcripts and course descriptions online. Transcripts may now be ordered on the Registrar�’s website through the National Student Clearinghouse. Since the launch of online ordering, it has comprised of 31% of all official transcript orders. Transcripts can also be shared electronically with other Utah institutions using the new Electronic Transcript Exchange. These two new options allow students to request transcripts with out the University having to print and physically mail the documents. This provides expedient delivery of these documents to the requested parties.

The Veteran Affairs Division played an integral role in coordinating and implementing the new Post 9-11 GI Bill at the University of Utah. The VA division has also been complimented by the State Board of Regents Director for Veteran Education as maintaining the best VA student records in the state of Utah.

The Scheduling Division assisted with the electronic/banner advertising campaign for spring and fall registration which helped increase student awareness and enrollment numbers. Scheduling has begun efforts to collect funds on past due accounts and has designed a process to accept credit card payments on Scheduling invoices. This implementation should bring in additional funds and make the payment process easier for users. Scheduling, in coordination with Instructional Media Services, has also begun the initial stages of the Distant Learning Project.

The Optical Imaging Division finished imaging old student transcripts through students with a surname that begins with the letter �“C.�” These student transcripts are now available for viewing using SIRE, making staff access to these records much easier and less time consuming. Optical Imaging has also made considerable progress in scanning International Admissions, Veteran Affairs, and other student documents into the SIRE system.

The Registrar�’s Office offers and encourages it�’s staff to participate in various professional development opportunities. During the 2008-2009 academic year, fifteen staff members attended at least one national, regional, or local professional development conference, and many of the fifteen attended two or more. In addition, many other staff participated in workshops or training opportunities offered by Human Resources and other campus agencies. Nearly all staff attended and participated in office-wide meetings which included prominently featured professional development components.

Organizational Chart Appendix A

*Par

t-tim

e em

ploy

ee

Last

upd

ated

: 5/2

9/09

PAGE 9

Hires & Resignations Appendix B

*part-time employees

Hires and Resignations 2008-2009

Hired Resigned Internal Promotion

Kim Jensen Andrea Boyette

Janine Urban* Joan Randazzo

Graduation

Administration Kathy Rank Michael Bard

Leslie Buck Emily Johnson

Registration and Records Jessica Schlotfeldt Darby Cowles Andrea Roner

Patrick Brooks Michael Bard

Nikelle Young Ashley Lind

Scheduling Katherine Cusumano Nate Reynolds

Donnarae Phillips Holly Andreason

Kaylin Feltch Kristen Barton

Bethany Sterzer Donnarae Phillips

Transcripts and Verifications Wendy Hallstrom Amy Li

Dallin Cowles

Veteran Affairs James Martak

PAGE 13

V i t a l S t a t i s t i c s Appendix C

Two-hundred students were asked in the 2008-2009 exit survey if they received prompt service when visiting the Registrar�’s Office.

In the 2008-2009 exit survey, participants were asked their level of satisfaction with the online services offered by the Registrar�’s Office.

PAGE 17

86

54

12 4

44

0

10

20

30

40

50

60

70

80

90

100

Strongly Agree Somewhat Agree

Somewhat Disagree

Strongly Disagree

Service Not Used

Assessment of Customer Service

Very Satisfied69% Somewhat Satisfied

25%

Somewhat Dissatisfied

4%Very Dissatisfied2%

Online Services: Customer Satisfaction

Undergraduate Enrollment Comparison

Graduate Enrollment Comparison

Summer 2008: 2,738 with a net change of �–205 students from previous year; Fall 2008: 6,685 with a net change of 81 students from previous year; Spring 2009: 6,537 with a net change of 127 students from previous year.

PAGE 18

Summer 2008: 9,700 with a net change of 40 students from previous year; Fall 2008: 21,526 with a net change of 105 students from previous year; Spring 2009: 20,827 with a net change of 61 students from previous year.

10,423

9,9179,660 9,700

9,200

9,400

9,600

9,800

10,000

10,200

10,400

10,600

Sum

mer

200

5

Sum

mer

200

6

Sum

mer

200

7

Sum

mer

200

8

Summer Enrollment

22,661

22,155

21,421

21,526

20,800

21,000

21,200

21,400

21,600

21,800

22,000

22,200

22,400

22,600

22,800

Fall

2005

Fall

2006

Fall

2007

Fall

2008

Fall Enrollment

2,767

2,8982,943

2,738

2,600

2,650

2,700

2,750

2,800

2,850

2,900

2,950

3,000

Sum

mer

200

5

Sum

mer

200

6

Sum

mer

200

7

Sum

mer

200

8

Summer Enrollment

6,351

6,464

6,604

6,685

6,100

6,200

6,300

6,400

6,500

6,600

6,700

6,800

Fall

2005

Fall

2006

Fall

2007

Fall

2008

Fall Enrollment

6,105

6,304

6,410

6,537

5,800

5,900

6,000

6,100

6,200

6,300

6,400

6,500

6,600

Sprin

g 20

06

Sprin

g 20

07

Sprin

g 20

08

Sprin

g 20

09

Spring Enrollment

21,716

21,402

20,76620,827

20,200

20,400

20,600

20,800

21,000

21,200

21,400

21,600

21,800

Sprin

g 20

06

Sprin

g 20

07

Sprin

g 20

08

Sprin

g 20

09

Spring Enrollment

The credit/no credit (CR/NC) grading option allows students to enroll in selected courses outside of their academic plan without the pressure of competing for a letter grade.

The Veteran Affairs Division certifies eligibility for veterans and dependants who receive VA benefits.

PAGE 19

0

2,000

4,000

6,000

8,000

10,000

12,000

14,000

16,000

18,000

20,000

2005 2006 2007 2008 2009

Elected CR/NC

Students Classes

0

500

1,000

1,500

2,000

2,500

3,000

3,500

4,000

4,500

2005 2006 2007 2008 2009

Revoked CR/NC

Students Classes

2004-2005 2005-2006 2006-2007 2007-2008 2008-2009

Summer 189 195 234 214 231Fall 372 399 474 417 427Spring 382 398 423 389 426

0

50

100

150

200

250

300

350

400

450

500

Veteran Enrollment by Semester

In September 2008, students began ordering transcripts online, followed by the availability of Electronic Transcript Exchange in January 2009. Online transcript ordering comprised of 31% of all orders since it�’s launch.

The University of Utah contracts with the National Student Clearinghouse to verify information for student loan agencies and employers, and to manage a "self service" option available to students. All other verifications are processed through the Registrar's Office.

PAGE 20

95,544

34,015

10,000

Official22.2%

OfficialOnline7.1%Unofficial

71.4%

ETX0.2%

Official vs Unofficial Transcripts

38,000

40,000

42,000

44,000

46,000

48,000

50,000

52,000

54,000

Transcripts Processed

45,098

Verification Division Clearinghouse Self-Service Verifications

2006-2007 5,345 5,637 1,4372007-2008 5,503 4,990 9922008-2009 6,164 4,236 870

0

1,000

2,000

3,000

4,000

5,000

6,000

7,000Breakdown of Verifications Processed

In 2008-2009, the Scheduling Office reserved space for 8,351 events on campus with a net change of +1,250 from the previous year.

The Optical Imaging Division scans permanent academic records for students, including transfer transcripts, reports of credit, and retroactive petitions. Student records prior to 1975 are also scanned.

PAGE 21

0

50,000

100,000

150,000

200,000

250,000

300,000

Docu

men

ts S

can

ned

Optical Imaging Production

87.5%

11.5%

0.6%

0.5%

Documents Processed

Current Student RecordsPre 1978 Academic RecordsVeteran AffairsSecurity Authorization Forms

1,252

1,473

2,113

2,5492,667

3,099

2,267

2,9613,139

0

500

1,000

1,500

2,000

2,500

3,000

3,500

Events Scheduled

In 2008-2009 the Scheduling Office managed 34,212 classes with a net change of +1,208 from the previous year.

0

2,000

4,000

6,000

8,000

10,000

12,000

14,000

16,000Number of Classes Scheduled

0

2000

4000

6000

8000

10000

12000

2003 2004 2004 2005 2005 2006 2006 2007 2007 2008 2008 2009Blank to EU 0 0 0 0 0 614

Grade Changes 6,646 9,685 9,973 10,932 11,574 11,109

Grade Changes andBlank Grades to EU

PAGE 22

Grade change forms are used to report initial grades or change existing grades. The blank grades to EU process was reinstated for the Spring 2009 term.

After the midpoint of the term, students may petition the dean of their major college for an exception to the withdrawal policy. If a petition is approved, the Registrar�’s Office makes the change to the student�’s academic record.

423 389

457

416438

0

100

200

300

400

500

600

2004-2005 2005-2006 2006-2007 2007-2008 2008-2009

Appro

ved P

etti

tion

s

Dean's Withdrawal Petitions Processed Last Five Years

Students may request an exception to University policy by submitting a petition to the Registrar�’s Office. The number of petitions continues to decline due to the Fee Match and enhanced communication with students.

Occasionally a petition is returned to a student for more information. No action is taken when a petition is not needed to change the student�’s record.

PAGE 23

1,182

1,026

861

684748

0

200

400

600

800

1,000

1,200

1,400

2004-2005 2005-2006 2006-2007 2007-2008 2008-2009

Registrar's Office Petitions

Approved:62%

Denied:25%

Partial Approval:4%

No Action Taken:1%

Returned to Student:8%

Results of Petitions Processed

The University does not receive state funding for students who add classes after the census deadline. Students may add after the deadline with permission from the instructor, department chair, and college dean. A $50.00 fee is assessed per class.

The House Bill 211 Program enables Utah teachers to receive a tuition waiver for courses that satisfy requirements to retain a license to teach. Beginning in 2004, enrollment was limited to no more than two eligible participants per class.

PAGE 24

17 17

22

15

0

5

10

15

20

25

30

35

40

45

50

2005-2006 2006-2007 2007-2008 2008-2009

Nu

mber

of

Stu

den

ts

House Bill 211

2005-2006 2006-2007 2007-2008 2008-2009

270 281 273 222

0

50

100

150

200

250

300

Nu

mber

of

Pet

itio

ns

Late Adds after Census Date

Athletes by Sport 2008-2009

Baseball 28 Women's Skiing 15

Men's Basketball 13 Men's Skiing 13

Women's Basketball 12 Soccer 27

Football 158 Softball 20

Golf 11 Women's Track 36

Gymnastics 12 Men's Tennis 11

Men's Swimming 27 Women's Tennis 13

Women's Swimming 26 Volleyball 17

Total 439

The Athletics Certification Division determines eligibility for student athletes at the University of Utah.

Graduation Success Rate is a comparison of who graduated versus who entered an institution on institutional financial aid. Academic Progress Rate is a term-by-term measure of eligibility, retention, and graduation for student athletes.

PAGE 25

75% 80% 85% 90% 95% 100%

BaseballM. Basketball

FootballM. Golf

M. SkiingM. Swimming

M. TennisW.Basketball

W.Cross/CountryW.Gymnastics

W.SoftballW. SkiingW.Soccer

W.SwimmingW.Tennis

W. Indoor TrackW.Outdoor Track

W.Volleyball

Academic Progress Rate

48%

49%

50%

51%

52%

53%

54%

55%

56%

57%

All Students Student Athletes

Graduation Success Rate

Student Systems acts as a resource for campus agencies requesting student security access, PeopleSoft training, and requests for information. They also facilitate requests for service to PeopleSoft applications and resolve student record anomalies.

PAGE 26

A repeated class petition is submitted when a student repeats a class. This process removes all but the last grade from the student�’s GPA. The repeat process became semi-automated beginning Spring 2009. All repeats are now processed and are being applied retroactively back to the Spring 1999 term.

2%

5%4%

5%

11%

10%63%

Student Systems Production

Individualized PeopleSoftTrainingResolve Duplicate Records

Requests For Service

Requests for Information

Converted Records

Security Forms

Daily Processes

2004-2005 2005-2006 2006-2007 2007-2008 2008-2009

6,901 5,708 5,429 7,079 17,435

0

2,000

4,000

6,000

8,000

10,000

12,000

14,000

16,000

18,000

20,000

Nu

mber

of

Pet

itio

ns

Repeated Class Petitions

Beginning fall 2003, the state of Utah required that students pay the full cost of instruction when enrolled in the same course for the third time. University of Utah students are assessed a $100 fee per credit hour, for qualifying courses.

After the fee match each term, classes are deleted from a student�’s record when tuition has not been paid.

PAGE 27

258 288

471

597

726

809

0

100

200

300

400

500

600

700

800

2003-2004 2004-2005 2005-2006 2006-2007 2007-2008 2008-2009

Repeated Course Fees

Summer 2005

Summer 2006

Summer 2007

Summer 2008

Fall 2005

Fall 2006

Fall 2007

Fall 2008

Spring 2006

Spring 2007

Spring 2008

Spring 2009

318 345 390 423 500 394 457 420 231 258 297 255

0

100

200

300

400

500

600Fee Match Comparison

PAGE 28

2004-2005 2005-2006 2006-2007 2007-2008 2008-2009

Undergraduate 4,945 4,859 4,849 4,816 4,875Graduate/Law/Med 1,799 1,793 1,839 2,109 2,244

0

1,000

2,000

3,000

4,000

5,000

6,000

Degrees Awarded - Five Year Comparison

The Graduation Division posted 4,875 undergraduate degrees and 2,244 graduate degrees for the 2008-2009 academic year. This is a net change of +59 undergraduate and +135 graduate degrees as compared to the previous year.

Students seeking a baccalaureate degree may earn one or more approved academic University minors outside the student�’s major department. A minor is an attribute to a degree and not an entity by itself.

2004-2005 2005-2006 2006-2007 2007-2008 2008-2009

980 947 947 990 916

860

880

900

920

940

960

980

1,000

Minors Awarded - Five Year Comparison

Undergraduate certificates require at least 20 semester hours of designated work. Graduate certificates require 15 hours or more of designated work.

Honors are awarded at graduation to students who complete with distinction at least 60 semester credit hours of undergraduate course work at the University of Utah.

PAGE 29

2004-2005 2005-2006 2006-2007 2007-2008 2008-2009

233 245 213 347 298

0

50

100

150

200

250

300

350

400

Certificates Awarded - Five Year Comparison

2004-2005 2005-2006 2006-2007 2007-2008 2008-2009

429 411 432 420 446

390

400

410

420

430

440

450

Graduation Honors Awarded