OFFICE OF THE REGISTRAR ANNUAL REPORT UNIVERSITY OF WISCONSIN-MADISON
2013-2014
CONTENT 03 ABOUT 04 STAFF 06 SERVICE TEAMS 07 WHAT DOES A REGISTRAR DO? 08 KEY ACCOMPLISHMENTS 10 ENGAGEMENT, INVOLVEMENT & PARTICIPATION 12 BY THE NUMBERS 15 STAFF HIGHLIGHTS
Information in this report reflects the office from September 2013 to August 2014.
ABOUT OUR OFFICE The Office of the Registrar supports the teaching and learning mission of the University of Wisconsin-Madison by providing essential enrollment, curricular and student record services to the campus community.
WE STRIVE TO Maintain the integrity of all core functions; Develop staff, both professional and student, to progress in their desired career way that leads to an enjoyable, productive and stimulating workplace; Collaborate and engage with the campus community to ensure we efficiently and effectively meet the needs of faculty, staff and students; Continuously support the teaching and learning mission of the University of Wisconsin-Madison and embrace the Wisconsin idea; Become a national model known for creativity, innovation and services which places us at the forefront of our profession.
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MEET OU
SCOTT OW UNIVERSITY
ACADEMIC SERVICES Beth Warner, Associate Registrar Connie Chapman, Assistant Registrar David Ableman Kate Bartlett Corey Campbell Lynn Drechsel Chuck Dvorak Tristin Marotz DJ Mattison Edward McGlinn Christopher Moore Kathleen O’Brien L. Sherrán Pak Randy Windell
The Academic Services area manages curricular, course and instructor data, assists with course enrollment set-up, classroom scheduling, Letters & Science and Education degree clearing and posting, degree audit coordination and NCAA/Big Ten academic eligibility.
COMMUNICATIONS, OUTREACH & ADMINISTRATION SERVICES Jeremy Traska, Assistant Registrar Randy Black Liliana Gundy Eric Tomlinson Reinaldo Velazquez Daryl Wilde
The Communications, Outreach and Administration Services (COAS) area coordinates and executes the Office of the Registrar’s communication and outreach plan. COAS also manages human resources, business services, data requests and professional development for the office.
STUDENT EM
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Avery Brooke Alexis Davis Brian Ell Ryan Evans Chait Gaddam Alisa Harju
Daniel H Justin Alex Kir Eric Kling Jami N Sierra Pow
UR STAFF
WCZAREK REGISTRAR
STUDENT SERVICES Greta Petersen, Associate Registrar Keri Allard, Assistant Registrar Georgette Ballweg Susan Batt Jill Griffis Jenny Hefty Sherry Jackson-Reeder Debra Moy Margo Ptacek Joe Rasmussen Lars B. Skog Marilyn Strouse
The Student Services area is involved in recording and assesing information on the student record from the time a student applies for admission to the time a student graduates, and beyond. This can include residence for tuition determination, veteran’s benefits, course enrollment, academic and demographic updates to the student record, transcript production, enrollment and degree verification, and diploma services.
APPLICATION DEVELOPMENT & TECHNICAL SERVICES Phil Hull, Associate Registrar Suzanne Broadberry, Assistant Registrar Kim Alling Aaron Apel Jene Atkinson Scott Clemence Leslie Gardner Dale Redmond Phil Saunders Craig Stevens Jim Vogel Pam Weaver Cheryl Wise
The Application Development & Technical Services area manages the overall infrastructure steup, maintenance of systems, ISIS set-up and processes, project management, identity and access management, enterprise data management and security, desktop support and network services, web design and support.
MPLOYEES
Howard Jaeger rschling gensmith Nelson wel-Smith
Jenny Sharpe Jesse Tovar Bridget Vanderhoof Eleanor Ward
Staff Highlights can be found on page 15 5
Kate Bartlett Tristin Marotz Lars Skog
ISIS
Randy Windell
Se tup
Kim Alling Debbie Moy
Tes ti
vice Team r e S
Dale Redmond Craig Stevens
Service teams are comprised of representatives from each area and are tasked with improving six core areas of the office including communications, data, enrollment tools, ISIS setup, project management and testing.
Service TEAM
Chuck Dvorak
ng
SERVICE TEAMS
m ea
Enrollment
ls Service T o o T Aaron Apel
Corey Campbell Scott Clemence Debbie Moy L. Sherrรกn Pak
a Request & A t a D cc
Lars Skog Craig Stevens Reinaldo Velazquez
Ed McGlinn Marilyn Strouse
ervice Team
Cheryl Wise
S ess
Corey Campbell
Eric Tomlinson
Project
ent Service T m e g E na Kim Alling a Aaron Apel Chuck Dvorak Leslie Gardner Marilyn Strouse
Communica tio
Dave Ableman Randy Black Lynn Drechsel Ed McGlinn Margo Ptacek
Joe Rasmussen 6
Jim Vogel
e Te a m
Tristin Marotz
vic Ser
Cheryl Wise
Cheryl Wise
ns
Jim Vogel
Randy Windell
m
Ma
Reinaldo Velazquez
These teams create projects, recommendations, policies, processes and other functions to ensure all areas of the office incorporate best practices into its operations.
Academic Services Communications, Outreach & Administration Services Student Services Application, Development, & Technical Services
WHAT DOES A REGISTRAR DO? Apply to Graduate
Enrollment & Degree Verification
Athletic Academic Eligibility
FERPA Consultation & Training
Classroom Scheduling
Grading
Data Requests
Identity & Access Management
Data Visualization
ISIS Security
Degree Audit
ISIS Setup & Process
Project Management Degree Clearing/Posting (College of Letters & Science and Schedule of Classes Education) Development of Systems & Applications Diplomas Enrollment
Student Record Management Transcripts Veteran Services & Military Assistance Center (VSMAC)
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KEY ACCOMPLISHMENTS Apply to Graduate: Enhanced the application for graduation to ensure students receive a confirmation email when applying and to capture graduate students in support of the new all-University Commencement Ceremony. Enrollment Tools: Implemented several “quick win� improvements to enhance the student and advisor experience when using the Course Guide, Schedule of Classes, Student Center and Schedule Planner. Department of English Curricular Restructuring Project: Provided administrative support in the English department curricular renumbering and restructuring project, implementing changes in ISIS, Course Guide and DARS. BioCore Honors Program: Provided administrative support and guidance in the implementation of the new program and associated business process development. NCAA Academic Athletic Eligibility: Reengineered and automated several required reporting processes in support of NCAA academic athletic eligibility for 850 student-athletes in 22 sports. Degree Audit: Conducted and completed a readiness assessment and fit/gap analysis as a foundation for the upgrade from the current Cobol-based DARwin degree audit platform to the java-based u.Achieve infrastructure. Data Requests: Implemented a prepayment policy for data requests to recapture administrative costs not recognized with invoice after data provided. Implemented the ability to accept payments with credit cards. Tableau and Summer Term: Lead a data visualization pilot project using Tableau with the Division of Continuing Studies to increase data-driven decision marking for Summer Term planning.
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Fiscal Restructuring: Assessed account practices and restructured salary funding that resulted in over $40,000 savings. New Staff: Successfully recruited and filled 11 positions (24% of current staff). Professional Development: Formalized a professional development request process to increase access to opportunities and created a professional development tracking library. Project Prioritization: Established a project prioritization process to help manage the office project portfolio. ISIS Security Restructure: Assessed and restructured current ISIS security structure resulting in a more streamlined architecture with a limited number of roles. PDF Transcripts and Ordering System: Implemented a new transcript ordering system (Credentials) resulting in the ability to provide PDF transcript as well as reducing our annual maintenance costs. Degree Posting: Implemented new process to post conferred degrees in batch resulting in significant reduction on individual posting. Self-Service Letters: Gave students the ability to request, and receive instantly, degree verification and enrollment verification PDF letters via the Student Center. Veteran Services and Military Assistance Center (VSMAC): Established VSMAC as a central spot with student veterans and dependents can seek assistance with education benefits and other resources available to them. VSMAC houses the campus VA certifying official, assistant dean of students as well as space for traveling resources. Preferred Name: Developed ability within ISIS to allow for use of a preferred name when use of a legal name is not absolutely necessary. The university recognizes that as a community many of its members use names other than their legal names to identify themselves. Front Desk: Consolidated three customer service points into one central front desk that handles all incoming in-person traffic.
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US
Advising Architecture Review Board (AARB)
Council on Academic Advising (CAA) Crossroads Data Governance Task Force
Identity Management and Leadership Group (IMLG) My UW Advisory Committee
S
CA M P
ENGAGEMENT, INVOLVEMENT & PARTIC E T A T UW-Extension Student
Infomation System Request for Proposal (RFP)
UW System Comptency Based Education Transcription Working Group
Teaching, Learning and Technology Madison (TLTMAG)
WACRAO Local Arrangements Committee
University Records Management Advisory Group (URMAG)
WACRAO Professional Development Committee
ADDITIONAL CAMPUS COMMITTEES: Academic Staff Assembly Administrative Excellence - Space Utilization Prototype Advisory Board for Advisor Training (ABfAT) Advisory Board for Delta’s Achievement/ Equity Gap project Advisory Group Campus Technical Issues Group (CTIG) Chief Data Officer - Search and Screen Delta Steering Committee DEM Go Big Read Reading Program Education Innovation – Points Identity and Access Management (IAM) IT Policy Planning Team (ITPPT) Madison Academic Staff Association 10
Madison Technology Advisory Group (MTAG) Orientation Advising Team (OAT) Single Source Force Steering Committee Student Parent Financial Portal Team of Student Employee Supervisors (TOSES) Transfer Advisor Working Group (TAWG) University Council on Academic Affairs & Assessment (UCAAA) University International Travel Committee
AACRAO Academic ATProgress & Graduation Committee
AACRAO Task Force for Developing Competencies for Enrollment Professionals
n
M U S r o F & els AACRAO Annual
Conference, Denver, CO
AACRAO Technology Conference 2014, Ft. Lauderdale, FL Madison Tableau User Group, Madison, WI WACRAO Annual Conference, Madison, WI WACRAO Veterans Conference, La Crosse, WI
& Affil p i h s r eAmerican Association iat b emof Collegiate Registrars and io Admissions Officers (AACRAO) Committee on Instituitional Cooperation (CIC)
ns
lM
AACRAO Technology Conference, Registrar Forum
Professiona
N
L A N O I
entations s e r P , Pa
CIPATION
Higher Education User Group (HEUG) Madison Tableau User Group (MTUG) Midwest Higher Education User Group (MHUEG) Wisconsin Association of Collegiate Registrars and Admissions Officers (WACRAO)
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BY THE NUMBERS Official Transcripts Ordered 8,000
49,728
7,000
total number of transcripts ordered
6,000 5,000 4,000 3,000
Sep Oct Nov
Dec Jan
Feb Mar Apr
May Jun
Jul
Aug
STATISTICS
FROM March to August 2014
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24.6%
of transcripts were PDF orders
75.4%
of transcripts were paper orders
National STUDENT Clearinghouse Data 16,000
6,000
14,000
5,000
12,000
4,000
10,000 8,000
3,000
6,000
2,000
4,000
1,000 0
2,000 Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug
Total Number of Transactions
0 Degree
Current Enrollment
Date of Attendance
Total Number of Transactions BY Verification Type
11,879 total degrees posted
9742
451
1328
I IF RT CE
109
PO
FA TE C DD O RM A U CH IT RS & IO IN E IND N G CE U A CE L RT ST M R IF RY AJ TI IC S F O I AT H C RS AT ES OR ES T
ED ST
S TE CA
ES RE G DE
A
249
STATISTICS
Degrees posted
Specific Populations served
847
STUDENT ATHLETES
REVIEWED FOR ACADEMIC ATHLETIC ELIGIBILITY
521
STUDENT VETERANS
AND DEPENDENTS RECEIVING EDUCATION BENEFITS
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DARS Report Requests 80,000
517,944 total DARS reports requested during 2013-2014
70,000
Advisor
60,000
Student
50,000
1,419
DARS reports requested daily on average 2013-2014
40,000 30,000 20,000 10,000
STATISTICS
0
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Sep Oct Nov Dec Jan
Feb Mar Apr May Jun
Jul
Aug
8,874 Distinct Courses OFfered 343,415 ENROLLMENTS PROCESSED 28,558 FINAL GRADE ROSTERS POSTED 344,145 FINAL GRADE COUNT 10,410 GRADUATION APPLICATIONS PROCESSED registrar.wisc.edu
ordertranscripts.Wisc.edu
Website unique visitors 462,235 Website PAge views 1,473,306
TRANSCRIPT UNIQUE VISITORS 47,887 TRANSCRIPT PAge views 111,970
@UWMad_Registrar FOLLOWERS 1254
STAFF HIGHLIGHTS NEW HIRES & POSITIONS FILLED Beth Warner, Associate Registrar for Academic Services Greta Petersen, Associate Registrar for Student Services Keri Allard, Assistant Registrar for Student Services DJ Mattison, Academic Athletic Eligibility Coordinator Eric Tomlinson, Data Visualization & Reports Specialist Jeremy Traska, Assistant Registrar for Communications, Outreach and Administration Services Phil Hull, Associate Registrar for Application, Development, & Technical Services Suzanne Broadberry, Assistant Registrar for Application, Development, & Technical Services Scott Clemence, ISIS Setup & Tests Specialist Jill Griffis, Enrollment & Student Record Specialist Lili Gundy, Human Resources: Budget, Office, & Operations Specialist
RETIREMENTS & DEPARTURES Joan Irwin Barb Rathburn Phil Saunders Eric Tomlinson Margie Whalen
IN MEMORIAM: PAM WEAVER With great sorrow, the UWMadison Office of the Registrar would like to acknlowdge Pam Weaver, who passed away in Fall of 2013. Pam is held in high regard for her dedicated 29 years of service to the University of Wisconsin-Madison. Driven by her passion for serving students, faculty and staff, she made major contributions toward the betterment of the UW-Madison campus and will always be cherished in the minds of everyone she worked with.
In addition to being an integral part of our staff, she was also the proudest parent and grandparent. She never passed up an opportunity to express and share her love and joy for her daughter and grandchildren. She is survived by her husband, Steve, her daughter Jennifer (Brad), and two grandchildren, Avery and Emersyn. She is still greatly missed today.
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Office of the Registrar University of Wisconsin-Madison 333 East Campus Mall, Suite 10101 Madison, WI 53715 (608) 262-3811 registrar.wisc.edu
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