2017–2018
ANNUAL REPORT SERVICE, ACCURACY, INTEGRITY
FROM THE
INTERIM UNIVERSITY REGISTRAR The Office of the Registrar has had many outstanding achievements over the last year as included in this annual report. Our team continued to support the new Dell Medical School in enrolling their third class of medical students and assisted with the implementation of Dual Degree programs. We launched a new initiative, CollegeNet, a room scheduling software to allow us to better assign and manage classroom space. We actively led and participated in the Course, Curriculum, and Calendar Committee which was aimed at developing approaches to align the University curriculum with the changing landscape of higher education. In addition, our Office of the Registrar team continued to improve and enhance processes, products, and services across all areas to be as responsive as possible to our students and the broader campus community. The past year has also seen significant changes in leadership for the Office of the Registrar. In spring of this year, after over thirty exemplary years of service, the University of Texas Vice Provost and University Registrar, Shelby Stanfield, announced his retirement. We all were saddened to learn of his departure, and we thank him for his countless contributions to the Office of the Registrar, the University of Texas at Austin, and higher education across the nation. On behalf of the entire Office of the Registrar, we all wish him the utmost success and happiness in his retirement and as he embarks upon many new chapters in his life. In May of this year, I was honored to have been chosen to serve as the Interim University Registrar and look forward to serving in this capacity. I first joined the Office of the Registrar in May of 2009 and most recently served as Deputy University Registrar. Shelby leaves big shoes to fill, yet I am confident in the entire staff
of the Registrar’s Office will rise to the occasion and continue on a positive forward trajectory. As mentioned in last year’s annual report, the Office of the Registrar welcomed Rachelle Hernandez as Senior Vice Provost for Enrollment Management in the fall of 2017. We joined the Enrollment Management portfolio and look forward to continued collaboration with Rachelle and our colleagues across the entire Enrollment Management team as we deliver services and products with a student-centered, service-driven, outcomes-oriented set of values, commitment to cultural inclusivity, and effective use of data and staff excellence. As we approach the new academic year, we look forward with anticipation to the array of opportunities and excitement that the new year can bring. We bring mindfulness of how we can best serve and interact with our students, faculty, and staff members and are renewed in our enthusiasm and commitment to serve with the utmost of service, accuracy, and integrity. I thank you for your continued support of the Office of the Registrar and am very excited for the possibilities ahead. Please feel free to contact me with any questions or comments you may have. Enjoy the report and Hook ‘em! Best,
Brenda Schumann Interim University Registrar
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OUR MISSION, VISION, VALUES, & CORE FUNCTIONS OUR MISSION
OUR CORE FUNCTIONS
The mission of the Office of the Registrar at the University of Texas at Austin is to create, maintain, certify, and protect University records of courses, degrees, and students.
The core functions of the Office of the Registrar include:
OUR VISION The Office of the Registrar strives to: • Recognize the importance of each person we serve • Hold the trust and confidence of students, faculty, and staff for our quality of work, collaborative solutions, and administrative foresight • Care for our employees by promoting a friendly and stimulating office environment with opportunities for professional development • Earn national respect for excellence in academic services and our use of technology to benefit our campus and the higher education community
OUR VALUES The Office of the Registrar emphasizes: • Accuracy, to maintain exceptional quality in our records and processes • Integrity, to demand responsibility, confidentiality, and honesty in our work • Customer Service, to help people in a timely and caring way • Communication, to share expertise and listen to our clients and each other
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• Teamwork, to foster a collaborative work environment and coordinate the intricacies of our collective mission
• Campus Support Activities • Catalog Production • Certification of Athletic Eligibility • Course Inventory Administration • Course Scheduling • Degree Audit • Diploma Services • Document Management • Enrollment Certification • Final Exams • Registration • Room Scheduling • Student Academic Records • Transcript Services • University Academic Calendar • Veteran Certification
ENROLLMENT MANAGEMENT’S MISSION
THE UNIVERSITY OF TEXAS AT AUSTIN CORE PURPOSE
We boldly and innovatively champion success for all students at all stages of their educational journey.
To transform lives for the benefit of society.
THE PROVOST’S MISSION The Office of the Executive Vice President and Provost coordinates the academic mission of the University, manages the academic experience for students, and implements policies and procedures related to faculty and administration.
OFFICE OF THE REGISTRAR
CORE FUNCTION ATHLETIC CERTIFICATION The Office of the Registrar is the certifying agent for reporting the academic eligibility status of University student-athletes to the Big XII Conference and the NCAA. Assuming this role in 2003, the office has continued to work with deans’ offices, the athletic student services office, and the athletic compliance office to develop a comprehensive process for the review of student-athletes’ academic performance and the application of appropriate University, Big XII, and NCAA rules.
GOAL 1
CONTRIBUTE TO KEY STRATEGIES ADVANCING THE UNIVERSITY MISSION DMS SUPPORT The Office of the Registrar has had continued growth and progress in its collaboration and engagement with the Dell Medical School (DMS) during the 2017-2018 academic year. Our team has designed, developed, and implemented several additional elements to the student information system to be able to include DMS third year curriculum, dual degree graduate school programs, and medical school leave of absence.
OFFICE OF THE REGISTRAR
CORE FUNCTION COURSE SCHEDULE PRODUCTION The Course Schedule Production section trains and works with 112 academic units to build and maintain their class listings in the online Course Schedule. The section handles the scheduling of all classes meeting in universitycontrolled classrooms. Academic units use our online Class Manager system to build their class listings, and our course schedule update form to maintain their class listings online. More than 11,000 classes are listed each fall and spring semester; approximately 3,800 are listed in the summer session.
The third year curriculum for DMS included the integration of both the medical school and graduate school curricular elements so that DMS students can pursue a dual degree. In their third year, students pursue their dual degree while still being engaged in medical school. With the full implementation of dual degree programs for DMS students, our office consulted with the medical school and the graduate school to ensure that elements remained in compliance with university system requirements. The academic transcript was updated to reflect the total, unabridged academic history of students in pursuit of their dual degree. Several additional elements had to be added to the student information system to include a way to report and track a
leave of absence from medical school. This temporary separation of a student from medical school is something that was designed and developed by the Office of the Registrar to best support this new process. Through the efforts of many hard-working staff, a medical school student’s leave of absence is now designated to appropriately be reported in the student information system, a student’s official academic record, official transcript, and enrollment certification. The onboarding of the medical school has been a collaborative effort with not only DMS, but all entities on campus who have helped make this growth and progress possible over the 20172018 academic year. The Office of the Registrar leads monthly meetings that include the many entities on campus including representatives of the Dell Medical School, Student Accounts Receivable, Institutional Reporting Research, and Information Systems, Office of Financial Aid, and the Office of Graduate and International Admissions. These meetings have been a collaborative effort and have allowed us to make great strides in assisting the medical school succeed in the future.
“Thank you for all your help in this. All of my online interactions with Utexas have been incredibly smooth and I deeply appreciate all of your commitment. It really shows.” — Neil Hoffman, Alumnus, University of Texas
GOAL 2
CUSTOMER SERVICE PDF TRANSCRIPT FACSIMILE PRINT Previously, the Office of the Registrar designed, developed, and implemented the ability for students to request and send PDF transcripts to themselves or third-party businesses. As an added feature for this academic year, when a PDF transcript is purchased, an attached rendering of the transcript (referred to as a facsimile) can also be downloaded and printed for records retention. The facsimile was created
in response to student needs and to augment our current transcript options. This added feature allows the Office of the Registrar to continue to provide the most multifaceted transcript services possible. We have received positive feedback and support from those who have utilized this new feature and continue to monitor how we can best support our students and alumni with their records needs.
IMPROVING THE GRADE REPORTING EXPERIENCE Several efforts were made by the Office of the Registrar toward improving the grade reporting process for faculty during the 2017-2018 academic year. Communication templates were updated, new e-mail reminders initiated, and several grade reporting features and interfaces were enhanced. The office implemented these changes in time
for Spring 2018 grade reporting and the changes were positively received by the faculty. The office continues to streamline, improve, and enhance our communication methods and usability related to grade reporting as we recognize the importance to our faculty members and also for the students for whom the grades are being reported.
“Happened to be recently talking to Erica on the phone regarding a grade issue. It is great working with her and grade registration in general. Have worked with Erica for years now and she is always pleasant, patient, and helpful.” — Bert R. Herigstad, Department of Radio-Television-Film, University of Texas
OFFICE OF THE REGISTRAR
CORE FUNCTION CERTIFICATION This section of the Registrar’s Office provides official certifications to students and others for health insurance, loan deferment and other reasons. (Such certifications verify information like enrollment status, academic standing, earned degrees and attendance dates.) The certification section regularly reports to the National Student Loan Data System on the continued enrollment of those receiving Title IV loans, and also issues class audit permit forms. In addition, the Certification staff advises veterans and dependents about their vocational rehabilitation and employment benefits -- programs like the Montgomery GI Bill (Active Duty and Selected Reserve), Reserve Educational Assistance, and Survivor’s and Dependents’ Educational Assistance -- as well as certifying veterans with the US Dept of Veterans Affairs. In accordance with the Hazlewood Act, our staff also determines eligibility and processes forms for Texas ex-servicemembers and their children.
OFFICE OF THE REGISTRAR
CORE FUNCTION DIPLOMA SERVICES Diploma services works with deans’ offices to capture information relating to degree candidates each semester, including the certified list of graduates. This area is responsible for producing and distributing diplomas for the University.
SUPPORTING STUDENTS IN TIME OF NEED In the fall of 2017, the State of Texas and our neighbors along the coastline were devastated by Hurricane Harvey. The Office of the Registrar, in collaboration with other campus partners, collaborated quickly to determine the best course of action to support both our incoming and returning students who were directly impacted by the storm. The outcome of this collaboration was the development of the Student Tracking Online Resource Management System (STORMs) by the Office of the Registrar to assist the institution in keeping a database of the
students impacted, their status with the institution, and any additional pertinent information. Although this system was first utilized in response to Hurricane Harvey, it can be utilized in the future as the need arises for other natural disasters. In addition to developing the STORMs system, the Office of the Registrar also led campus-wide efforts to assist the students by adjusting the various registration periods, payment deadlines, and communicated broadly to ensure that our students were informed during this difficult time period.
“Thank you so much for everything you have done this past year to make UT Orientation possible. We’re so grateful for your partnership and appreciate all the hard work and countless hours you put in to provide a welcoming, supportive and educational orientation experience for our new students.” — New Student Services, University of Texas
GOAL 3
PRODUCTIVITY AND EFFICIENCY COLLEGENET PLANNING & IMPLEMENTATION TEAM To better assist colleges and schools face the many challenges of course and event room scheduling in our General Purpose Classrooms, the Office of the Registrar created an implementation committee to launch a new room scheduling software, CollegeNET. This online and mobile solution will improve room scheduling administrative tasks. Key Features: •
This software offers academic data integration between our academic and event scheduling systems.
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The Optimizer function is a powerful tool that will assist utilizing our General Purpose Classrooms to the fullest potential while still accounting for academic
preferences, needs, and facility construction products. •
Planning for future semesters will include a graphical space analysis system to help make informed decisions and ensure the effective allocation of one of our school’s most valuable resources – space.
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Detailed graphical and informative reporting or our stakeholders.
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CollegeNET will assist the Office of the Registrar staff in keeping up with the increasing scheduling demand in our General Purpose Classrooms across the campus.
The current plan is to implement the first phase of CollegeNet in the Spring 2019 semester.
NEW AND IMPROVED CSU The Office of the Registrar updated the Course Schedule Update (CSU) form to allow the system to expand beyond its original limits, be consistent with the Class Manager scheduling system, and provide academic units:
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Consistent interface design, behavior, and capability for ease of use across dual systems.
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Technology base that is better poised to accommodate future curricular improvements and innovations.
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A more user-friendly tool to aid the campus community with their scheduling needs.
As departments continue to innovate course scheduling practices and expand their programs at the University, CSU is a critical system for processing change requests to the Course Schedule. Thousands of Course Schedule Changes are processed each year after being published online to students. Improving the CSU request form using updated technology was a necessary first step to merging Course Scheduling systems
together for a streamlined scheduling process that can evolve with the University. With this first step, we have streamlined system training for users, as both systems have a consistent and highly usable look and feel. Users proficient in using one system now have a fairly seamless transition to being able to navigate both. New features, such as departmental acknowledgments of student notifications, and course relations improvements were also included
as part of this project to automate and streamline what used to be done manually. Functionality of the old system was included while improving system performance. By using updated technology and leveraging the existing Class Manager interface, improvements were made, and we are better poised to provide the technology needed to implement future innovation and curricular improvements.
OFFICE OF THE REGISTRAR
CORE FUNCTION DOCUMENT IMAGING The document imaging section scans student record documents for viewing online. Campus units may also use the imaging system to scan and view internal documents not intended for a wider campus audience. Scanning of these documents can be performed at the Office of the Registrar or at the unit’s location.
OFFICE OF THE REGISTRAR
CORE FUNCTION OFFICIAL PUBLICATIONS Official Publications maintains the University’s course inventory and edits and publishes the undergraduate, graduate, medical, and law school catalogs and General Information.
RURAC UPDATE The Registrar User Request Advisory Committee (RURAC) is composed of college representatives from outside the Registrar’s Office. It was developed as a conduit to review and prioritize system requests for the variety of systems developed and maintained by the Office of the Registrar. The committee meets monthly to review, discuss, and prioritize requests and enhancements. During the academic year the Office of
the Registrar received and worked on a number of special requests prioritized by RURAC including requests relating to reporting and updating options in the Degree Planner (IDA 2.0), option codes and the course schedule, updates to the RURAC intake form, contact for credentials information, and prioritization and restrictions for minors and certifications.
COURSE, CALENDAR, AND CATALOG COMMITTEE AND CURRICULUM GUIDELINES In the fall of 2017, the Provost asked the Registrar’s Office and Shelby Stanfield to co-chair with Dr. Jamie Pennebaker, the Course, Calendar, and Catalog (3C) Committee. The 3C Committee serves as an advisory body to the Executive Vice President and Provost and is comprised of academic administrators, both faculty and staff, familiar with curriculum administration and governance. The charge of the committee is to document the university’s existing practices related to administration of the curriculum and assess the need for modification; identify barriers to
innovative pedagogical practices and prioritize the strategic and operational needs to allow for adoption of such practices; and ensure that institutional approaches to curriculum administration reflect best practice at leading research institutions in the United States. The outcomes of the committee’s work will not only benefit the University in the near term yet will also provide a foundation to better position the University when time comes to consider replacements for our current Student Information System. During the fall of 2017 and the spring of 2018, the 3C Committee tackled two
major initiatives resulting in two reports. The first initiative and resulting report is the Curriculum Guidelines; the second is a proposal for supporting a more Flexible Calendar beyond the traditional 15-week semester. In this annual report we will highlight the first of these two initiatives. The curriculum structure of a university is the framework that determines which courses, classes, and requirements may be established and how they may relate and interact with each other. The curriculum structure at UT Austin has grown increasingly intricate and complicated over the years. Our complex curriculum structure has negative impacts on many areas of university operations. Training personnel and planning for succession is challenging; the course inventory and schedule require long lead times to create and
update; future changes to technology are hampered by existing byzantine systems; and possibilities for analysis are limited. The guidelines developed, endorsed, and recommended to the provost by the 3C Committee were crafted after reviewing industry practices at our peer institutions and are designed to clarify rules that govern the curriculum structure while lowering the administrative burden across multiple sectors; increasing the navigability of the curriculum for students, instructors, advisers, and administrators; and allowing more agile operations. In May of 2018 the Provost approved the guidelines with the understanding the guidelines will be accompanied with a comprehensive implementation and communication plan and the document will be refined as the guidelines are adopted across campus.
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GOAL 4
STAFF EXCELLENCE CONNECT SESSIONS & PROFESSIONAL DEVELOPMENT
OFFICE OF THE REGISTRAR
CORE FUNCTION STUDENT ACADEMIC RECORDS The student academic records section reviews the accuracy of student data upon a student’s matriculation and is responsible for maintaining all academic records. This maintenance includes ensuring that all changes to student records, such as name changes and grade changes, are done accurately and according to University policy. This area is also responsible for posting all final grades, including grades from study abroad, credit by exam, and University Extension. The archive includes all records from the first group of students in 1883 to current students. The Office of the Registrar provides regular training sessions about the Family Educational Rights and Privacy Act (FERPA) to faculty, staff, and students. The office supports a public Web site as well as the institution’s compliance module concerning this important topic.
The Office of the Registrar continues to promote continuous learning and the sharpening of skills through various professional development opportunities. Aligning with the Registrar’s Office Strategic Plan Goal 4 – Staff Excellence, the office ensures accessibility to workshops, conferences, presentations and the monthly CONNECT sessions. CONNECT sessions are uniquely designed presentations geared toward sharing knowledge learned from conferences/workshops, issues impacting higher education, or of new projects within the office, all lead by Registrar staff members.
and Admissions Officers (TACRAO) Annual Meeting •
Feedback from the 8th Annual Texas Higher Education Symposium
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Update on PDF Transcripts
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Update on UT Planner
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Feedback from AACRAO Germany Higher Educational System exploration
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Feedback from TACVPO conference (Texas Association of Collegiate Veteran Program Officials) and WAVES conference feedback
During the 2017-2018 academic year, CONNECT topics included:
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Creating Effective Training Resources and Using Plain English
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Title IX Training
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Career Smart class – Self Leadership
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The Power of Leadership Presence
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Feedback from the Southern Association of Collegiate Registrars and Admissions Officers (SACRAO) Annual Meeting
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Demystifying Mindfulness in the Workplace
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Feedback from NCAA Regional Rules Seminar
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Feedback from the Texas Association of Collegiate Registrars
The success of CONNECT sessions is evident – through discussions, followup requests, and the sharpening of skills gained through presenting. As a collaborative University partner, the Registrar’s Office actively participates in the Association of Academic Advisors annual Professional Development Day; a day geared to enhance the campus community professionals on various academic related changes. As active members in the registrar community, the Office of the Registrar consistently attends and participates at AACRAO (American Association of Collegiate Registrars and Admissions
“Please pass along our thanks to the whole team for the hard work you all do. I know you aren’t thanked enough. We appreciate all of you in the Registrar’s Office.” — Kyle Clark, University Leadership Network, University of Texas
Officers), SACRAO (State Association of Collegiate Registrars and Admissions Officers), and TACRAO (Texas Association of Collegiate Registrars and Admissions Officers) conferences.
The Office of the Registrar will continue to provide professional development opportunities for its staff thereby enriching the growth of the entire office.
REGISTRAR IT TRAINING ITS provided a central IT Training program for university departments that needed developers to learn our in-house development tools. Due to costs and policies, this program was disbanded in the 2015-16 academic year. However, many departments still need the ability to recruit and train people to support the business needs of the departments and university. Due to the ongoing need of the Office of the Registrar to support core, mission critical systems that are still developed, enhanced, and maintained with our inhouse development tools, we created our own version of the training program.
This provides us with a pipeline of new developers to provide business continuity within our portfolio. To date, we have been very successful in training and graduating those that have been through our program. We were able to modify the program to increase the speed to graduation and have been able to do so much more economically than the prior centrally funded program. Thus far, we have graduated five new software developers and they have already provided significant contributions to our department. Currently we have two additional trainees that are in the program.
GOAL 5
STRATEGIC INFORMATION TECHNOLOGY INFRASTRUCTURE INVESTMENTS ADDED MANY FILES TO THE REGISTRAR PACKAGE The University’s data warehouse, supported by the IQ area, is used by almost all colleges, schools, and units on campus to access student data. The Registrar’s package is highly used by many areas to determine trends, course data, demographic data, student biographical data, etc. Our package includes access to many of our files. This past year, the Registrar’s Office worked with IQ to include files that weren’t initially included in the package. These include the degree plan files that house all the information about which degree plans are valid for each catalog
for the university. These plans include undergraduate, graduate, law, and medical degree plans for majors, minors, and certificates. In addition, we also included the minor/certificate inventory files which include information about each minor/certificate offered at the university since Fall 2016. As new files are developed or new fields are added to existing files, we will continue to work with IQ to incorporate them so that our external clients have access to our data.
“You all have been so helpful in dealing with the many requests and changes from our office.” — Natasha Mansoor, Departmental Student Services Office, University of Texas
HAZELWOOD PORTAL The Office of the Registrar and Academic Information Services (AIS) are designing a web-based questionnaire and document upload system. When completed, students will be able to access the new Hazlewood Portal using their computer or mobile device to submit their Hazlewood Exemption application and supporting documentation. This new system will replace the manual paper system used to certify and sign off on the forms currently in place. We anticipate the new portal will save hundreds of staff work hours. The Office of the Registrar will use the online Hazlewood Portal to communicate
with Student Accounts Receivable to request posting of tuition coverage for eligible students. The new process is expected to streamline the workflow and better manage Hazlewood Exemption files within the office. The project is currently in the testing phase. The first round of staff testing has been completed. Student testing is being scheduled and will provide feedback on this project. Our goal is to launch the new site in late Fall 2018, making it easier for eligible student veterans and dependents to make a request to be certified for Hazlewood Exemption benefits. 18
OFFICE OF THE REGISTRAR
CORE FUNCTION REGISTRATION The primary duties of Registration involve the coordination, maintenance, delivery, and support of the registration process for University students and approved special registration groups. Additional duties are associated with supporting students’ other enrollment needs, including college transfers, withdrawal and drop processing, pass/ fail and credit/no credit status changes, in absentia registration, student identification number changes, and UT EID issues.
WORK WITH THE NATIONAL STUDENT CLEARINGHOUSE TO DETERMINE AND INCREASE EDI USAGE The University of Texas can send transcripts three different ways to other entities or institutions. The first is paper, the second is electronically by Electronic Data Interchange (EDI), and the last method is by PDF. The most efficient of all of these options is EDI. This allows one institution to electronically send or receive a transcript with a specific electronic format to another institution. This data can then be programmatically added to the database. It is more efficient and cost effective than the other methods. The University has been using EDI to send and receive transcripts since the 1990s. Although UT has been able to send/receive EDI since then, any other institution must be set up to receive the incoming electronic transcripts UT sends. In order to do this, each institution that would like to send/receive EDI transcripts must work with the National Student Clearinghouse to get set up on the Standardization of Postsecondary Education Electronic Data Exchange (SPEEDE) server at https://speedeserver.
org/ or have a service that provides this. If an institution informs UT that they can receive EDI, we can indicate this in our system. This allows us to know which institutions are set up to receive EDI. Currently, informing UT to allow us to send EDI is a manual process initiated by the receiving school. In order to support a more efficient receipt and delivery system, once a year UT requests a list of institutions from the National Student Clearinghouse that have used the SPEEDE server to receive or send EDI within the last 12 months. We then filter out the institutions that we have already indicated that they receive EDI, compare those schools that are left with how many paper transcripts are sent from the remaining institutions, sort by the highest number of transcripts sent, and contact those institutions individually to set up a test to ensure they can receive EDI from UT. This will allow us to better use EDI as a method of delivery to streamline our processes and utilize the most effective delivery of transcripts to other institutions.
GOAL 6
REVENUE TO ENHANCE OPERATIONS HR 3774: REVERSE TRANSFER EFFICIENCY ACT Reverse Transfer, the transfer of credits from a four-year institution to a twoyear institution from which a student transferred for the purpose of facilitating the awarding of a degree or certificate, has been gaining traction as institutions and states seek new ways to recognize credits that students have earned that did not result in the awarding of a degree or certificate. The Office of the Registrar continues to champion the nationwide reverse transfer initiative by supporting federal legislative efforts to remove obstacles to obtain student consents. Nationally, obtaining student consent to permit release of the student’s educational records from a four-year institution to a two-year institution of previous attendance has been identified as a significant barrier. In an effort to mitigate this barrier, we continue to
support the Reverse Transfer Efficiency Act of 2017 (H.R. 3774). The intent of this act is to capture student consents by allowing four-year institutions in which the student is currently attending to send the education records back to the twoyear institution from which the student transferred. The Office of Registrar’s efforts in facilitating student access and achievement are consistent with the state of Texas objectives as well. Our continued support of Reverse Transfer related initiatives and legislation aligns well with the Texas Higher Education Coordinating Board’s 60x30TX higher education plan. The goal of this plan targets 60 percent of the 25-to-34-year old Texas population holding a certificate or degree by 2030.
OFFICE OF THE REGISTRAR
CORE FUNCTION ROOM AND EXAM SCHEDULING The Duties of Room and Exam Scheduling include reservations in Universitycontrolled classrooms on behalf of faculty and staff members. Registered student organizations reserve University space through the Office of Student Activities and Leadership Development. Additional duties include scheduling final exams as requested by academic units and producing online course schedules and final exam schedules. This group also tracks and coordinates construction projects as they relate to scheduling classrooms.
“Thanks so much for your very gracious note and your prompt action to help our students and instructors. It means a lot to know that we have such strong allies in the registrar’s office who take collegiality as seriously as we all should. We really appreciate your help.” — Philip Doty, School of Information, University of Texas
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V. SHELBY STANFIELD
FAREWELL As I write my last letter as Vice Provost and Registrar, let me start by saying how proud I am of the Registrar’s Office and the dedication and commitment each person has demonstrated this past year serving our students and campus community. The highlights noted in this report are just a small reflection of the many contributions the office made this past year. The people who comprise the Registrar’s Office have been a big part of my daily life, and no longer interacting with each and every one on a daily basis was one reason making the decision to retire very difficult. It has truly been an honor and privilege for me to be the Registrar for the past twelve years and serve the student and academic affairs areas and the University for the past thirty years. I owe a great debt of gratitude to many people who made my career possible, provided unwavering advice and support over the years, from whom I’ve learned the profession, and continually challenged me to grow and never stop learning. To them and for their counsel I am most grateful. I am also most appreciative for having the opportunity to meet and work with so many terrific colleagues across the University; both in administration and in the colleges and schools. Working in the Registrar’s Office provides opportunities to work with practically every area within and across the University. These interactions will also be greatly missed. During the spring of 2018, transition plans were developed and put in place appointing Brenda Schumann as the Interim University Registrar. Brenda has extensive experience in higher education throughout Texas, has worked in our office since 2009, and is actively involved in our state and national professional associations. For many reading this report she needs no 23
introduction. During her time as Associate Registrar from 2009-2017, she collaborated with all our colleges and schools on many initiatives, led the office’s strategic planning efforts, worked on curriculum and academic policy design, and assisted with implementation of the Dell Medical School. In 2017, Brenda was recognized for her responsibilities and role by being elevated to Senior Associate Registrar and then to Deputy University Registrar. I know she, her management team, and the terrific staff in the Registrar’s Office will continue providing the top-notch level of service for which our students, faculty, and staff have become accustomed. I will always be thankful for the opportunity to have been a part of the University of Texas community and am proud of what we, as an office, have been able to accomplish. Going forward, I am optimistic and confident the Office of the Registrar will undoubtedly continue to positively impact those served while upholding the values of service, accuracy, and integrity. All my best and Hook’Em Horns! Warm regards,
V. Shelby Stanfield
2017-2018 ACADEMIC YEAR
BY THE NUMBERS
89,000 transcripts issued
479,126 grades accepted/processed
15,340 diplomas issued
18,047 grade changes
11,563 certifications issued
25,407 registration activities supported 15,786 Course Schedule changes 35,442 events scheduled 26,899 sections scheduled 5,611 final exams scheduled 16,765 flag changes 516 catalog pages updated 2,914 course inventory changes 98,219 documents scanned into the imaging system
2,733 Hazlewood exemptions managed 2,220 GI Bill requests administered 26
2017–2018 ACADEMIC YEAR
COMMITTEE PARTICIPATION
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Academic Calendar Committee
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Academic Counselors Association (ACA)
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Administrative IT Leaders
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Administrative Business Leaders
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Admissions and Registration Committee of the Faculty Council
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Association of Student Affairs Professionals
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Campus Safety and Security Committee
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Committee on Undergraduate Degree Program Review
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Course Availability Registration Slotting Committee
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Curriculum Management Committee
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Data Governance Committee
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Degree Audit Users group, chair
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Document Management Customer Services Committee
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Educational Policy Committee
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Identify and Access Management Committee
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Legislative Review Committee
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Minors Workgroup, chair
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MyUT Portal Group
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NSC/VA Working Group
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One Stop Advisory Committee
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One Stop Implementation Team Committee
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Proposal Tracking Committee
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Provost’s Office Communication Group
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Registrar User Request Advisory Committee (RURAC)
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Staff Council
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Student Dean’s Committee
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TACRAO Technology Committee
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TACRAO Executive Committee
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Technology Classroom Committee
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Undergraduate Management Council
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Veterans Services Committee
OFFICE OF THE REGISTRAR
CORE FUNCTION TRANSCRIPT SERVICES Transcript services produces and distributes official transcripts for all currently and previously enrolled students, dating back to 1883.
2017–2018 ACADEMIC YEAR
CONFERENCE PARTICIPATION •
AACRAO Conference
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AACRAO Technology and Transfer Conference
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AAU Registrar Annual Meeting
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Baden-Württemberg Seminar 2017
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Big 12 Business Officers and Enrollment Services
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Center for Professional Education
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CollegeNet User Conference
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Leepfrog User Conference
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NCAA Regional Rules Seminar
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Professional Development Day
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SACRAO Conference
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TACRAO Conference
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TACRAO SPEEDE/ApplyTX Conference Presentation
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TACVPO (Texas Association of Collegiate Veteran Program Officials) Conference
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Transcript of the Future Meeting
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WAVES (Western Association of Veterans Education Specialists) Conference
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2017–2018 ACADEMIC YEAR
SPECIAL REQUESTS
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Athletics Academic and Student Services
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Athletics Risk Management and Compliance
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Dean of Students – New Student Services
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Degree Audit Users Group
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Dell Medical School (DMS)
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Graduate School
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Graduate and International Admissions Center (GIAC)
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Information Technology Services
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The International Office
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Longhorn Network
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Office of Financial Aid
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Office of the President
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Office of Strategy & Policy
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Project 2021
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Student Accounts Receivable (SAR)
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Student Government
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Senate of College Councils
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Student Success Initiatives
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Student Veteran Services (SVS)
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Texas GEAR UP
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Texas Extended Campus
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University Events
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University Health Services
OFFICE OF THE REGISTRAR
CONTACT INFORMATION Website registrar.utexas.edu Mailing Address The University of Texas at Austin Office of the Registrar PO Box 7216 Austin, TX 78713-7216 Campus Location Main Building, Room 1 Campus Mail: Registrar, M5507 Phone Number 512-475-7575 Fax Numbers Administrative 512-475-7515 Certification 512-475-7520 Transcripts 512-475-7681 Office Hours Monday through Friday 8am to 5pm
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Campus Support Activities 512-475-7510 Catalog Production 512-475-7607 offpubs@austin.utexas.edu Certification of Athletic Eligibility 512-475-7634 athcert@austin.utexas.edu
Room Scheduling and Final Exams 512-475-7600 scheduling@austin.utexas.edu Student Academic Records 512-475-7644 studentacademicrecords@austin.utexas.edu Transcript Services 512-475-7689 transcripts@austin.utexas.edu
Course Inventory Administration 512-475-7607 offpubs@austin.utexas.edu
University Academic Calendar registrar.utexas.edu/calendars
Course Scheduling 512-475-7604 course.schedule@austin.utexas.edu
Veteran Certification 512-475-7540 certification@austin.utexas.edu
Degree Audit 512-475-7618 degreeaudit@austin.utexas.edu Diploma Services 512-475-7619 diplomas@austin.utexas.edu Document Management 512-475-7678 david.cole@austin.utexas.edu Enrollment Certification 512-475-7644 studentacademicrecords@austin.utexas.edu Final Exams 512-475-7600 scheduling@austin.utexas.edu Registration 512-475-7656 registration@austin.utexas.edu
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