Records Officer

BCIT’s **Registrar’s Office** is seeking a **regular, full-time (1.0**FTE**) Records Officer.**As part of a team, this position is responsible for entering and maintaining accurate and confidential student information records for full and part-time students; manage all aspects of student progression through their program/course to Convocation/Graduation and maintain some course file data. The incumbent is also required to attend meetings representing the Registrar’s Office and the Institute; determines student’s eligibility to graduate, and corresponds with various external agencies and internal departments regarding student registration and academic record. Required to resolve student/program related problems and issues as they arise.

**Duties & Responsibilities**

**DUTIES**AND

**RESPONSIBILITIES**:

- Must be able to meet tight deadlines, make responsible decisions, continually prioritize tasks and work independently
- Screen requests and release information according to FOIPOP regarding student’s academic record to staff, faculty, external agencies (collection agencies, lawyers, RCMP, Employment Screening agencies)
- Implement and enforce student records policies and procedures. Maintains records standards based on the following: Evaluation of Student Policy, FOIPOP Guidelines, BCIT General Policies
- Maintains current knowledge of all program/course offerings, start/end dates, complexities regarding non standard programs, grading modes and graduation requirements
- Ensures the confidentiality of the student’s record is maintained, addresses are kept current, program coding are accurate
- Identifies the need for various Cognos Reports for use in the execution of daily responsibilities
- Participates in registration day activities. Run Cognos Reports and registers eligible students into the next term. Manually calculate the student’s grade point average to determine eligibility to continue in a trades program.
- Maintains ongoing communication with staff from other service areas and from program areas in connection with student related issues and problems
- Responds to inquiries from students. Assist front counter with coverage and with student related issues
- Maintains filing system for students; produce and distribute class lists and spreadsheets to teaching departments
- Performs activities related to creating and maintaining course file information regarding Vocational Program Extensions. Ensure accuracy and completeness of information.
- Coordinates and participates in meetings and discussions with internal departments and external clients. This includes preparing follow-up correspondence, system changes to the student’s record regarding provisional passes, incomplete grades, etc. resulting from the marks meetings.
- Required to handle term end issues: marks changes, set changes, send letters to students, phone students if necessary, place academic holds on the student’s record, determine eligibility to enter the next term and handle registration into the next term
- Maintains course/program requirements for determination of full-time and part-time student eligibility to graduate.
- Audits each student for graduation eligibility. When required, confers with Associate Dean/Program Head/Chief Instructor regarding graduation issues. Follow up with students regarding changes to graduation status. Ensures system correctly reflects graduation status
- Determines eligibility for Honours using the system, reports, or manual calculation, and confirms graduation for the purpose of graduating awards eligibility and prepares, prints and distributes correct credential to students
- Maintains files/lists and ensures all eligible recipients are invited to attend Convocation
- Required to prepare and participate in the Convocation Ceremonies. Invites graduating students to Convocation ceremonies
- Ensures students with holds or financial obligations are informed that they will not be able to attend convocation and that the credential is withheld
- Prepare and distribute Welding Log Books
- Maintains Institute records of all credentials issued
- Full time and part time entering of grades to the student’s electronic file (Banner). Initiates grade roll to history which automatically generates grade mailers to students
- Discuss and develops procedures as needed and maintains procedures manual
- Takes on projects as assigned from supervisor or manager
- Undertakes other duties, as assigned, consistent with job grade of this position

**Qualifications**

**QUALIFICATIONS**

**Definition**:The qualifications section for this position was developed using the approved job evaluation plan, agreed to between the BCGEU and BCIT. The qualifications represent the minimum qualifications required in the future (i.e. to be reflected in job postings) and do not reflect the incumbent’s existing qualifications.

**Education**:

- Requires Grade 12 plus the completion of a one-year, full-time specialized training program or a BCIT