Records & Registration Administrator (Enrolment

**Job Purpose**

Under the supervision of the Associate Registrar, Director, Student Records & Scheduling the Records and Registration Administrator is responsible for administering all activities related to undergraduate student academic records and registration and the production of the undergraduate academic calendar.

**Key Activities**

**_Records & Registration: _**

1. Responsible for the integrity and maintenance of hard copy and/or electronic student academic records. Responsible for the timely, efficient and accurate collection, assessment, distribution and storage of student academic record information as mandated by the Records Policy. Disposes of records as mandated by the Records Policy.

2. Coordinates all individual exceptions to student records (course substitutions, waivers, etc). Communicates with academic departments as required to ensure all pertinent information is received and recorded on student records.

3. Ensures student records are complete and accurate in terms of credentials awarded, majors, minors, specializations, emphases completed and honours received.

4. Responsible for ensuring that all registration activities are carried out efficiently in accordance with general guidelines and policies. Processes incoming and outgoing Letters of Permission, withdrawals and international exchange registrations.

5. Ensures that all grades are submitted and posted to the student record in a timely and accurate manner. Monitors incomplete grades, grade appeals and grade changes.

6. Assesses students’ academic records to determine academic standing. Ensures that all students are assigned an accurate academic status, academic suspensions are appropriately processed, and students are notified of their academic status in a timely fashion.

7. Provides accurate information in a timely manner to external agencies

including but not limited to OEN’s, degree verification services, and Universities Canada.

8. Researches, analyzes and resolves student issues as they relate to their academic record.

9. Advises students, academic advisors, faculty, and other administrative staff regarding the appropriate interpretation of academic regulations and degree requirements.

10. Makes recommendations to the University Registrar on academic regulations relating to academic progress, registration, university and graduation requirements.

**_Letters of Permission: _**

3. Ensures the Transfer Credit Database in Colleague is accurate and updated as required.

5. Liases with Records and Admissions staff at other universities to ensure transcripts and documents are received and accurate.

**_Academic Petitions/Committee on Undergraduate Petitions: _**

1. Receive, organize, and post academic petitions and related transcripts for Committee review.

2. Liaise with academic advisors on timelines, form management and deadlines

3. On behalf of the Committee for Undergraduate Petitions, communicates petition decisions to students and academic advisors.

4. Updates student records as a result of petition decisions, communicates with Financial Aid and Student Accounts about petition impacts on student records.

5. Review student records for secondary impacts of petitions. Update student academic standing, registration access, and program details.

6. Field student inquiries, identify relevant issues with their records, and refer to Academic Advising where appropriate.

**_Degree Assessments: _**

1. Assesses student eligibility for graduation by interpreting complex university and departmental regulations.

2. Determines final graduation clearance and ensures the accurate preparation of the list of eligible graduands for presentation to Senate for degree conferral.

3. Advises students of their eligibility to graduate in a timely and sensitive manner. Advises students individually when they require specific assistance regarding the result of graduation assessments.

4. Notes any errors or inconsistencies in the degree audit program and reports them to the Records & Registration Coordinator. Assists the Records and Registration Coordinator with the maintenance of degree requirements within the system.

**_Graduation/Convocation: _**

1. Plan and coordinate all records and registration activities related to graduation including: producing reports and other documentation; supervising student assistants; and scheduling staff to assist on convocation days.

2. Assists at convocation ceremonies as required.

3. Works with IT to ensure degree printing database is updated and accurate.

4. Prints and distributes original and replacement degrees ensuring their accuracy.

5. Ensures degree mailings are tracked and recorded in the student record.

**_Publication of Academic Calendar: _**

1. Coordinates the production of the Undergraduate Academic Calendar: updating, drafting copy, editing, design, printing and web presence.

2. Works with the Administrative Assistant to the Provost & VP Academic to distribute content to co