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Records Analyst

4 weeks ago

Toronto, Canada OCAD University Full time

OCAD University acknowledges the ancestral territories of the Mississaugas of the Credit, the Haudenosaunee, the Anishinaabeg and the Huron-Wendat, who are the original owners and custodians of the land on which _we live, work and create._

**_ Please note that internal job postings are open only to current permanent OPSEU Local 576 Unit 1 employees and temporary OPSEU Local 576 Unit 1 employees with one year of continuous service. _**

Reporting to the Associate Registrar, Curriculum, Scheduling & Registration, the Records Analyst is responsible for assessing, processing, recording changes to, and reporting on student’s programs, registrations, records and status. These changes may be initiated at a student’s request, as the result of a curriculum or policy change or as the result of adjudication. The Records Analyst produces official documents that are not supplied through existing automation and draft and issue communications through the student information system (communications management) or mail merge. Focusing on continuous process improvement and data integrity, this position actively audits end products from automated and manual processes and forms and proposes options for enhancements to systems or process. The Records Analyst generates operational reports as required to assist in decision making, statistical analysis and audit of registration and records. The Records Analyst must maintain a thorough understanding of the student information system and student and academic policy.

**Summary of Responsibilities**:

- Registration_:

- Support registration activities through second level support and analysis of issues affecting students’ ability to register and suggest and communicate appropriate mitigating actions to students
- Prepare reports for decision making, audit and to support student data operational requirements throughout the university
- Formal Assessment/Adjudication:_
- Process and report on grade changes
- Assist with the student adjudication process at the end of each academic year
- Student Records:_
- Update student degree audits and records as required as the result of annual curricular changes or policy changes, report on students affected by these changes, develop strategies and track for update of records
- Issue official correspondence and documents to students as required
- Ensure international student status is current in student systems, reporting on and auditing study permits to determine eligibility for exemption from international fees, eligibility for off-campus work permits and post-graduation work permits
- Determine eligibility for student reinstatement or program transfer; prepare documentation for Faculty Offices, update records and communicate decisions to applicants; assess program requirements for reinstated students, adjusting individual degree audits as necessary
- Admit alumni to degree completion and post-graduate certificate programs, assess requirements and update records as necessary
- Determine eligibility of applicants for Special Student status and admit eligible applicants
- Verify eligibility for letters of permission, course challenge and course audit, facilitate the approval process and record results
- Enter transfer credits approved through admission, letters of permission, and mobility studies, adjusting individual program requirements appropriately
- Confirm eligibility and process student declarations of minor programs, and communicate remaining requirements to students
- Assess remaining program requirements in complex situations and inform students of these on request
- Graduation_:

- Collect intent to graduate requests; determine student eligibility to graduate; communicate and report on results
- Issue diplomas and replacement diplomas; document requirements and initiate processes for delivery or pick-up where necessary
- Academic Exceptions:_
- Process results of petitions and grade appeals, update student records as required, determine impact on student standing and adjust all relevant records
- Record academic misconduct decisions in student records as appropriate and follow up with appropriate parties as necessary
- Office Operations:_
- Assist in system testing specific to student records, registration and academic reporting changes in system behaviour and potential consequences
- Coordinate and provide training on student records processes ensuring documentation is kept up to date
- Assist the University Registrar & Director, Enrolment Services and the Associate Registrar, Curriculum, Scheduling & Registration in other related tasks that contribute to the successful operation of the Office of the Registrar

**Qualifications**:

- Post-secondary degree or equivalent
- Minimum of four (4) years of related work experience, including experience with an on-line student information system and familiarity with regulations, policies and procedures relating to registrarial services at the post-secondary level
- Strong oral and writte