Modernization Of The Registrar’s Office

1. Modernization Of The Registrar’s Office Joshua Fry Registrar Colorado Technical University Wednesday, July 17th, 2013 Session 2G Session 2G

2. Session Rules of Etiquette • Please silence your cell phone • If you must leave the session early, please do so as discreetly as possible • Please avoid side conversation during the session Session 2G

3. Learning Outcomes • Participants will be able to recognize the importance of changing practices within the Registrar Office • Participants will be able to understand the benefits of implementing technology solutions to improve productivity and efficiency • Participants will become acquainted with various technologies that are currently utilized in a multi-campus system Session 2G

4. Colorado Technical University Structure • CTU has 20,000 plus students with 6 ground campuses – 2 locations in Colorado, South Dakota, and Missouri • CTU also has an Online Campus Support Center • CTU offers Associates, Bachelors, Masters, and Doctoral degrees through 5 education disciplines • Business and Management • Information Systems and Technology • Engineering and Computer Science • Health Sciences • Security Studies Session 2G

5. One University • CTU initiated its One University initiative to enhance the coordination of all processes and locations • The objective of this initiative is to share services resulting in standardized and automated processes, reduced costs, and increased efficiency and consistencies within departments • As part of the campaign, CTU implemented and continues to hold best practice calls and makes face-to-face campus visits Session 2G

6. One UniversityCultural Shift • Goals and Expectations • Campuses once operating as separate entities are now working together to embrace the One University concept through aligned policies and procedures • Campuses share a variety of resources available through shared services • Creation of Academic Support Center of Excellence Committee • Creates cross departmental and cross campus buy-in and collaboration • Are You In Initiative • Employees were introduced to the CTU 7 Commitments to enhance the student experience Session 2G

7. Registrar’s Office Structure • CTU Registrar’s Office has incorporated the One University concept and shared many internal functions that fall under Academic Support • Each campus has a staff ranging from 2-6 coordinators and the Online Campus Support Center has a staff ranging from 25-30 coordinators within one centralized location ensuring consistency • The Online Campus Support Center staff services students enrolled in fully online programs and provides shared services to ground Registrar’s Offices Session 2G

8. Use of TechnologyAutomation of Processes • Shared Services has enabled CTU to automate the following processes: • Satisfactory Academic Progress • SAP Appeals • Online Registration • Electronic Transcripts • Transfer Evaluation System • Digital Student Files Session 2G

9. Satisfactory Academic ProgressAppeals Process • Recently the Registrar’s Office transitioned from a paper based to web based appeals process • Students can upload appeal letter via their student portal • SAP Evaluators and Appeal Board members access electronically student appeal information • Implemented the use of online voting system to promptly respond to students regarding the status of their appeal Session 2G

10. Online Registration • Overwhelmingly the most requested automation solution from the ground campuses • Students access the online registration tool via the student portal • Three ways to search for courses while registering • Students have option to register for several terms in advance Session 2G

11. DocufideElectronic Transcript Exchange • Docufide • Allows student to order their transcripts through the online ordering system and transcripts are processed in a more timely manner. Session 2G

12. Transfer Evaluation System (TES)Course Description Database • A web based product available from CollegeSource • Provides access to a massive collection school catalogs assisting with the research of course descriptions • Prior Learning Assessment Evaluators matches up course equivalencies to CTU curriculum • Reduces the amount of time spent researching courses from schools often evaluated Session 2G

13. Digital Student FilesPaper To Digital • Used best practices meetings with the campus Registrar’s Offices to align academic forms and documents • Student documents are now housed electronically within one central location using ImageNow • Workflows created allow departments and campuses to route, review, and process documents efficiently • Converted all physical files into digital files resulting in space saving and document retention costs Session 2G

14. Positive Outcomes • CTU continues to streamline processes across the campuses • Staff members work from workflow systems to better organize their tasks and decrease amount of time to process requests • Many technologies used allow for ease of reporting productivity and provides historical data • Ultimately, the implementation of various technologies improved the quality of service provided to students Session 2G

15. Questions? Session 2G

16. Contact Information Joshua W. Fry, MA Registrar Colorado Technical University jfry@coloradotech.edu 719-590-6824 Session 2G Session 2G