Curriculum and Graduation Advising Specialist

The Role

Under the direction of the Assistant Registrar, Curriculum and Graduation, the Curriculum and Graduation Advising Specialist encodes College credential requirements, and provides problem analysis and resolutions for faculties and students and supports student success by ensuring program requirements are accurately represented in the degree audit system while ensuring the integrity of Douglas College credentials. This position has a thorough understanding of Douglas College curriculum, program/credential requirements, policies, program/curriculum governance and the maintenance of the complex degree audit system (e.g., myPath, CAPP) that is used by students, Academic Advisors and faculty. This position is responsible for the maintenance of up-to-date course information in the Student Information System and on the College website and submits course articulations through the BC Council on Admissions and Transfer (BCCAT). The incumbent administers and evaluates applications for graduation, advises students and faculties on graduation requirements, including transfer credit assessment for graduation, and prepares, co-ordinates and organizes the graduation ceremonies. The position advises faculties and departments on the implementation of academic curriculum and associated policies and procedures. Responsibilities 1. Advises program areas and course designers on details regarding course numbering, prerequisite and co-requisite logic, equivalents and other aspects. Advises staff and faculty on procedures for curriculum guideline submission. On a rotating basis with other team members, serves a member of the Education Council Curriculum Committee.
a. Updates and maintains all accurate academic course data (e.g., credits, prerequisites) in Banner, including setup of new courses, revisions to existing courses and the withdrawal of courses while ensuring data integrity and consistency. Enters all course information and adheres to strict deadlines. Establishes priorities based on course scheduling, student registration dates and implementation of programs.
b. Analyzes prerequisite combinations using Boolean logic and enters prerequisites and co-requisites in Banner to ensure proper compliance at registration. Ensures a high level of accuracy in determining prerequisite logic and in the entry of prerequisites and co-requisites and program or course restrictions in Banner at the catalogue level.
c. Reviews Education Council meeting minutes ensuring all curriculum guidelines have been approved by Education Council and are complete and implemented.
d. Reviews all curriculum guideline changes, edits, and formats changes to provide a final electronic copy that is presented on the College website and to other institutions for evaluation through the BCCAT evaluation system. Forwards articulation and re-articulation agreements to other institutions as deemed necessary through the Transfer Credit Evaluation System (TCES) on the BCCAT website; advises program areas of articulation agreements initiated by the College and by other post-secondary institutions. Reviews BCCAT change reports to ensure accuracy (e.g., start/end dates, credits, course names and numbers).
e. Evaluates reports from BCCAT to determine and define attributes that are specific to courses; inserts and maintains attributes for courses, including maintaining upper level course codes that affect course fees.
f. Responds to requests from students and other institutions for copies of archived curriculum guidelines that are not available on the website.

2. Advises students on program requirements, determining whether students meet these requirements and coordinates all aspects of the convocation ceremonies. Advises students on various options to complete program requirements.
a. Evaluates graduation applications for Douglas College credentials according to established Education Council approved program requirements including program requirements that are in transition. Updates and maintains accurate information pertaining to graduation requests and assessments in Banner. Ensures the integrity of credentials.
b. Analyzes complex program requirements and accurately codes the requirements in the degree audit system (Degree Works and CAPP) by using a programming language.
c. Determines whether International students are eligible for Work Permit letters adhering to tight deadlines.
d. Produces all levels of College credentials (e.g., academic, Continuing Education, Partnership Programs) ensuring accuracy of program and student name.
e. Identifies and evaluates potential transfer credits that can be used to meet graduation requirements, referencing the BC Transfer Guide.
f. Liaises with College departments, Supervisor or Associate Registrar regarding complex graduation requirements when necessary.
g. Assesses, approves or denies applications and communicates status of application. This may include communicating difficult information to students who are agitated and distressed, referring where appropriate.
h. Advises students, faculties and program areas on various options to complete program requirements.
i. Provides functional support to the College-wide community using the degree audit system.
j. Liaises with and provides guidance to departments in regards to exceptions, substitutions and waivers. Updates the credential requirement exception on the student record. Enforces policies and procedures related to issuing credentials.
k. Determines an optimal graduation ceremony schedule based on site capacity and departmental requests where possible. Publishes the graduation schedule on College website using Sitecore/CMS and includes relevant instructions and information. Collects monies for late graduation fees or back dated credentials. Refunds or waives fees when appropriate.
l. Coordinates and organizes the Graduation Ceremonies and other tasks related to the event. Trouble-shoots issues that arise to ensure students have the best possible graduation experience. Liaises and negotiates with internal and external stakeholders and vendors for required services ensuring budget limitations are considered.
m. Prepares and compiles reports using FAST or other system and maintains statistics related to graduation. Prepares and edits the Graduation Program.
n. Participates in testing for upgrades and implementation of new technology for software such as Degree Works. Seeks ways to continually improve existing processes to increase efficiencies and service.
o. Sources and orders parchment, related supplies and regalia and ensures adequate stock is available as required.

3. Performs other related duties such as;
a. Assists with a variety of tasks in Records.
b. Answers in-person, telephone and e-mail inquiries from students, staff, faculty, and administrators.
c. Updates and revises procedures manual. To Be Successful in this Role You Will Need 1. An undergraduate degree from a recognized post-secondary institution. A combination of education and experience may be considered.
2. A minimum of two years related work experience in a related field at a recognized post-secondary institution. Experience in event planning and coordinating large events such as graduation is an asset.
3. Knowledge of post-secondary policy and procedures, programs, graduation, transfer credit, and a range of registrarial processes.
4. Experience with basic computer programming languages to encode program requirements in the Degree Audit system (i.e., an ability to represent rules and requirements) is strongly preferred.
5. Experience working with a degree audit system such as Degree Works and Banner is preferred.
6. Experience in event planning and coordinating large events such as graduation is preferred.
7. An in-depth understanding of program and policy requirements.
8. An in-depth understanding of the curriculum governance process.
9. Strong analytical, problem-solving, planning, coordinating and organizational skills.
10. Excellent interpersonal and cross-cultural communication skills including written and verbal fluency in the English language. Tact and diplomacy along with the ability to deal effectively with conflict.
11. Excellent attention to detail and a proven ability to meet strict deadlines.
12. Ability to learn new software applications and technology quickly.
13. Ability to effectively train the College community (e.g., faculty, staff) on Degree Works.
14. A demonstrated ability to: Work under pressure and resolve problems effectively Communicate professionally and effectively in writing, in person, or on the telephone with staff, faculty, administrators, and students, as well as maintain a good working relationship with others Work independently under minimum supervision to meet deadlines and objectives and establish priorities Provide excellent customer service Explain complex program requirements to students

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