Aviation Institute of Maintenance/ Centura College/Centura Institute/ Tidewater Tech Trades Corporate Registrar Trainin

1. Aviation Institute of Maintenance/Centura College/Centura Institute/Tidewater Tech TradesCorporate Registrar Training An introduction to managing Academic Records

2. What is a Registrar? Job Description Overview The Registrar is the chief staff person to assist students in registering for the correct classes, attaining the necessary textbooks for courses, maintaining their schedules, grades, attendance, transcripts, and other documents, and staying in good academic standing. Though the Registrar is not an educator, students rely on the registrar to keep them updated on the progress of their curriculum plan and to make changes when necessary.

3. Registrar Resources • How do you know what to do? • Policy & Procedure (P&P) • Intranet site • People • Corporate Registrar • Director of Compliance and Administration • Campus Executive Director • Regional Director

4. Policy & Procedure • Located on the Intranet site • Maintained by the Corporate Registrar • Contains: • Job Description • Corporate Policies • Registrar Audit Reports • CampusVue How To’s

5. Intranet Site • inside.centura.edu • You should visit both the Registrar page and the Home page at least once a day to check for new Announcements • All current policies and documents are housed on the site • Do not “Save” documents from the Intranet to your computer – always go to the Intranet site to ensure you are using the most current version • “Alert Me” feature for email notifications

6. Major Duties • Scheduling • Posting final grades • Posting daily attendance • Calculating SAP • Performing status changes • Maintain student files (paper & electronic) • Run CampusVue reports regularly

7. Scheduling • Each school should utilize a matrix to plan their scheduling and track students’ progress through their program • Sequencing charts are available on the Education tab of the intranet site to assist with planning schedules • Registrars should work closely with the DOE and/or Program Coordinators to plan and track schedules • Once a student has been scheduled for a term of classes, typically, no alterations are allowed • Use the Term Registration Analysis report to determine what students need to be scheduled • Use the Selected Letter Grade report to determine what classes students must be recycled into

8. CampusVue & Scheduling • CampusVue has two elements for scheduling: • Building classes • This is where the Registrar adds class sections and assigns term-codes, dates, instructors, etc. • Scheduling Classes • This is where the Registrar registers students into the classes that have been built • Scheduling can be done on an individual student or processed in a batch for multiple students • Students are always schedule a full 15-week semester or 10-week quarter of classes at once • Term dates should not overlap

9. Scheduling Continued • Our courses are structured around 5-week modules (mods) • Students are scheduled for 10-week quarters for AIM schools and 15-week semesters for Centura/Trades schools • Each 10-week quarter is composed of two 5-week mods • Each 15-week semester is composed of three 5-week mods • All classes will be scheduled only under one, non-overlapping quarter or semester

10. Scheduling Examples Student start date: 5/10/10 Module start dates: 5/10/10, 6/14/10, 7/19/10, 8/23/10, 9/27/10, 11/1/10, 12/6/10, etc. For a list of start dates, you can use the Disbursement Calendar found under FA Documents on the FA page of the intranet site.

11. Scheduling Extras • The word “Term” is analogous with either quarter or semester; term is generic, where quarter and semester are specific types of terms • An FA Award Year (i.e. AY1, AY2, etc.) is 30 weeks long, and is therefore comprised of either two 15-week semesters or three10-week quarters

12. Student Grading • Grades are posted at the end of each 5-week module • After grades are posted, run the Posted/Unposted Grades report to ensure all grades were posted • Determining what grade of completion a student is awarded is an Education decision • If a student does not attempt (post attendance) in a class, it is considered unattempted, and should receive a U • The Grading System can be found in the school catalog and Registrar P&P

13. How Does this Affect You? • You must evaluate the status of all courses in the current semester/quarter when a student is withdrawn • What are the different course statuses? • Future • Scheduled • Current • Complete • Dropped • LOA

14. Course Statuses • Future – unregistered classes • Scheduled – registered classes without attendance posted • Current – registered classes with attendance posted • Complete – registered or unregistered classes with final grades posted • Dropped – current classes without a final grade posted before status change to drop • LOA –classes not unregistered before status change to Leave of Absence

15. How Does this Affect the Drop Status Change? • Any class in a Current status is changed to Dropped if a final grade is not posted prior to dropping the student • Any class in a Scheduled status is unregistered if a final grade is not posted prior to dropping the student • These affect the students Enrollment status (full-time, half-time, etc.)

16. What Do You Do Now? • Go to the student’s schedule • Review course statuses • All Current courses will receive W grades • Verify there is positive attendance posted • Post W’s in the Final Grades folder • Don’t forget your Completion Date! • All Scheduled courses (in the current semester/quarter) will receive U grades • They will be “dropped” from the student’s schedule • Courses already Scheduled for a future semester should be unregistered

17. Posting Final Grades • A campus may elect to have someone other than the Registrar post final grades, but it is the Registrar’s responsibility to ensure they have been posted and are correct • Run the Posted/Unposted Grades report to verify all final grades have been posted at the end of each grading period • Final Grades should be posted in time for SAP to be calculated on the first day of each mod

18. Transferring Credits • New students can apply for transfer of credit from other institutions - see the Advanced Academic Placement and Transfer of Credit Policy • Students sometimes transfer programs at a campus or transfer campuses • As a courtesy, we evaluate their records for transfer of credit without requiring them complete the Application for Transfer Credit • Transfer grades vs. Associating classes • Never Reassign classes • Associating classes applies credits attempted and earned, as well as pulling in GPA scores from one enrollment into another • Posting Transfer “T” grades applies credits attempted and earned, but allows the student to build a “fresh” GPA on the new enrollment

19. Posting Daily Attendance • Attendance should be posted daily • Day 1 attendance should be posted after morning classes on day 1, and the morning of day 2 for evening classes • Run the Posted/Unposted Attendance Report to ensure all attendance has been posted each day • See the How-To for details on posting attendance and running the report

20. Calculating SAP • SAP is calculated at the end of each mod for the term that is ending as a USDOE requirement • It evaluates two criteria: • Qualitative, students’ Grade Point Average (GPA) • Quantitative, students’ Rate of Progress (ROP) • SAP requirements for each term are listed in the student catalog • The deadline is 10am (1pm for CONL) of the first day of the new term • Any students with incomplete “I” grades must have SAP recalculated once the “I” grades are resolved • See the How To section of the P&P for details about monitoring and performing SAP calculations

21. Performing Status Changes • Status changes must be made within 2 business days (3 business days for Census determinations) of determination • Registrars are responsible for processing the following student statuses

22. Enrollment Procedure • Overview – see P&P • Students must be Primary Package Complete before they can be enrolled • FA Statuses • Not Packaged – default status once App Rec • Primary Packaging Complete – servicing has completed primary packaging • Gap Packaging Complete – HELP dept is waiting for loan documents to be signed • Entire Packaging Complete – the student is completely packaged!

23. Transfer Enrollments • Transfers to another campus • Must have educational and financial closure at the sending campus • Never edit another campus’ enrollments • The Registrars act as liaison between campuses and facilitate the transfer of the student in CampusVue by processing Student Transfer Forms • Transfer students are treated as New Starts for Admissions • Once the student is in CampusVue at the new campus, they will follow the normal Admissions process, including seeing FA and having an Application Received record created • Transfers to another program • Cannot be processed until student is at a new semester • Student must sign a new Enrollment Agreement for the new program • A Transition Enrollment can be created then placed into a Transfer Queue

24. Census Meeting Procedure • Overview – see P&P • Different versions for Centura/Trades and AIM • Official vs. Unofficial • Dates • DOD • LDA • NSLDS • Reason (selected when dropped)

25. Cancel Procedure • Overview – see P&P • Must have Hypo Refund calc before status is changed • NO attendance after 15 Calendar days! • ACCSC Regulation • FA Status and HS Diplomas • No Excuses! • Students Cancelled must be App Rec and repackaged to return for another start

26. Maintain Student Files • Contact Manager – see Documentation Policy in the P&P: Do’s and Don’ts • Document Tracking and the Master Scanning Checklist (MSC) • Registrar not responsible for scanning all documents, just reviewing to ensure completion of scanning • Paper files • Maintain for 5 years • Transcripts maintained indefinitely (forever!)

27. Run CampusVue Reports • Self-Audits – Registrars should run CampusVue reports regularly to audit their work • What reports should I run? • Report section added to P&P • CampusVue How To’s added to P&P • Contact Corporate Registrar whenever you need assistance running a report or making selections on reports

28. Now’s Your Chance!