Student Records Specialist

2 weeks ago

Old Toronto, Canada OCAD University Full time

Opportunities at OCAD University

We are seeking a skilled Student Records Specialist to join our team at OCAD University. As a key member of our Office of the Registrar, you will play a vital role in supporting students throughout their academic journey.

About the Role

This temporary contract position is expected to continue until January 2, 2026, and offers an estimated salary of $52 per hour (OPSEU Unit 1, Appendix A, Grade A4). You will work 35 hours per week, Monday to Friday.

Responsibilities
  • Support student registration activities, providing second-level support and analyzing issues that affect students' ability to register. Suggest and communicate mitigating actions to students as needed.
  • Prepare reports for decision-making, auditing, and supporting student data operational requirements across the university.
  • Process and report on grade changes.
  • Assist with the student adjudication process at the end of each academic year.
  • Update student degree audits and records as required due to annual curricular changes or policy updates. Report on affected students, develop strategies, and track record updates.
  • Issue official correspondence and documents to students as necessary.
  • Ensure international student status is current in student systems, reporting on and auditing study permits to determine eligibility for exemption from international fees, off-campus work permits, and post-graduation work permits.
  • Determine eligibility for student reinstatement or program transfer; assess program requirements for reinstated students and adjust individual degree audits accordingly.
  • Verify eligibility, process applications, and register students for approved special studies (Independent study, Field placement, Mobility). Suggest process improvements.
  • Admit alumni to degree completion and post-graduate certificate programs, assessing requirements and updating 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, communicating remaining requirements to students.
  • Assess and apply course substitutions and equivalencies at the individual student level, identifying student groups requiring similar adjustments and initiating data clean-up activities.
  • Assess remaining program requirements in complex situations and inform students of these upon request.
  • Collect intent to graduate requests; determine student eligibility to graduate; document requirements and initiate processes for delivery or pick-up where necessary.
  • Process results of petitions and grade appeals, updating student records as required, determining impact on student standing, and adjusting relevant records.
  • Record academic misconduct decisions in student records as appropriate and follow up with relevant parties as needed.
  • Assist in system testing specific to student records, registration, and academic reporting changes, monitoring system behavior, and potential consequences.
  • Coordinate and provide training on student records processes, ensuring documentation remains up-to-date.
  • Maintain thorough knowledge and understanding of relevant university regulations, policies, and procedures, as well as confidentiality requirements. Provide clear and concise explanations of policy application to Chairs, Associate Deans, faculty offices, and other student service areas.
  • Assist the University Registrar & Director, Enrolment Services, and the Associate Registrar, Curriculum, Scheduling & Registration in other related tasks contributing to the successful operation of the Office of the Registrar.

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