Office Policy Introduction

A MESSAGE FROM THE REGISTRAR

Our mission is to provide academic record support services to all students and to all the schools and departments on campus. We do this through administering the registration of students, assignment of classrooms, distribution of the Directory of Classes, distribution of class rolls, collection of grades, reporting academic eligibility, administration of the graduation process, certification of attendance and degrees, issuance of transcripts, and enrollment reporting.

Just as the University strives to be the top research university in the country, our office must also strive to use the latest technology and management techniques to effectively reflect and support the teaching, research, and public service mission of the University.

This Office Policy Manual for the Office of the University Registrar was written to provide a uniform code for office operation and behavior. The key to the success of any organization in adapting to change is the health, morale, and physical well being of its employees. Consistent policy enforcement provides an atmosphere where everyone knows what is expected and everyone can expect fair treatment.

It is important for all office employees to read, understand, and follow the policies as written in the manual. Any questions you have about office policy should be referred to your immediate supervisor. I will be glad to assist anyone with a question about the contents of this manual.

HISTORY OF THE POLICY MANUAL

A quality circle group in the Office of the University Registrar created the original Office Policy Manual in 1986.

The policies were released at a special training session, where members of the group presented the contents of the manual to everyone in the office. In March 2000, the Senior Advisory Team reviewed and updated the Manual.

OFFICE DISTRIBUTION

A paper copy of the revised manual is being distributed to everyone in the office. The manual will not be reprinted in the future, but will exist as a web document. The document is designed to provide links to other policies and information that are available through the web. This makes the policy manual a much richer document, with links to Human Resources and other guiding policies at the University. This also makes the most current copy of the manual always available to anyone who wants to see it. The document will be in printable format on the web for those who need a printed copy.

MISSION STATEMENT

Section VII of the Faculty Code of University Government is quoted as follows:

"The University Registrar shall (1) keep the academic records of all students registered in the University and issue official transcripts and reports of such records; (2) conduct the registration of all students in the University; (3) prepare and publish the class and examination schedules; and (4) administer the faculty regulations relating to the removal of academic deficiencies incurred in this University and to compliance with probation and re-admission requirements."

As the only official "Office of Records" for students pursuing degrees at this University and the only office authorized to issue official transcripts, or to certify the enrollment and attendance of students, the awarding of degrees, and other matters of record, the University Registrar has an important mission in the operation of the University. To this end, the University Registrar has the responsibility to maintain timely and accurate records of the academic progress and accomplishments of its students, while maintaining the privacy and security of those records.

As a central administrative office for the University, the Office of the University Registrar is responsible for scheduling classes into the space available in the general classroom pool, scheduling students for classes, grade recording, and grade reporting. This office provides data for internal and external reporting, assists schools and departments by furnishing needed data and other services, assists the faculty wherever possible, and renders services to the alumni by providing transcripts and certifications and other records needed.

As a principal administrative officer, the University Registrar assists the chief officers of the institution by providing reports, analyses, and recommendations required for policy formulation. The University Registrar also serves as a policy maker and acts to facilitate and implement institutional policy, providing interpretation and enforcement of policy.

This office assists academic units in ensuring compliance to University policies and procedures pertaining to the observance of the academic calendars, testing and grading practices, and recording of academic performance through publication of official procedures' memoranda and personal advisement. Acting as a watcher and conscience for the University, this office balances the perceived interests of the University administration and its own constituents to ensure that policies and procedures are fully executed in a manner that is compassionate and sensitive to the needs of those the University seeks to serve.

The Office of the University Registrar places service to students and faculty first among its priorities, recognizing these persons as the Office's primary constituency. As a primary information resource for students and faculty, this office actively seeks ways to effectively communicate and to inform students of their rights, responsibilities and procedures. As a service oriented office, in addition to providing efficient and immediate access to information, this office facilitates and coordinates activities of students and faculty pertaining to administrative matters.

Dedicated to supporting the research mission of the University, the Office of the University Registrar strives to be a leader in the use of the best management techniques, staying on the cutting edge of technology. The office is staffed with highly qualified personnel in all areas who constantly monitor office practices and procedures and recommend changes to ensure the most efficient and prompt service.

The Office of the University Registrar pledges to be an exemplary model within the University for service and execution of duty. The highest quality of service is sought through the performance of its staff in accordance with the values articulated in the Ethic of the Office of the University Registrar.

OFFICE ETHICS INTRODUCTION

The values described herein are intended to guide the work behaviors of staff members as they perform assigned tasks. It is not assumed that these values represent or should represent the complete value set of an individual. Also, there is no attempt to intrude on anyone's moral or religious orientation. Service excellence in the Office of the University Registrar will be measured by how well each employee (as well as the entire staff) performs in accordance to these values. Together, these values are this Office's service ethic.

Students are our number one priority. Although we are committed to serving the management and the administration of the University, we believe that by placing the students' interests first, we are also serving the University's interests. We accept a dual role of student advocate and administrative expediter to University departments, and of agent for the University to enforce established policies and procedures and monitoring their compliance. Quality service to students as represented by the visible execution of the foregoing values, through words and actions, is the raison d'etre of each staff member of the Office.

VALUES

We Believe In...

1. Honesty: we believe that by being truthful in our dealings with others - students, co-workers, etc. - we exhibit trustfulness, essential for healthy relationships and interactions. It is our intention to avoid misstatement of facts, omissions, or expressions that deliberately confuse others. We believe in taking responsibility for our errors and mistakes, as well as acknowledging them when we are wrong.
   
   
2. Delivering Correct Information: we acknowledge that we are one of the University's primary resources for information concerning its students, and it is our obligation to be accurate and thorough in research and dissemination of needed information. And should there be times we cannot provide information requested, we will strive to make proper referrals. Moreover, we believe that we should anticipate the information needs of others. To the extent practicable, we shall make information available or known to those we serve.
   
   
3. The Golden Rule: "do unto others as you would have them do unto you"; we believe that this time honored adage is a pro active charge obligating us to be compassionate and understanding of all we serve. We believe we should take upon ourselves, for however long necessary, the administrative concerns and problems of others in order to seek ways to provide relief and resolution on their behalf.
   
   
4. Developing and Displaying Positive Attitudes: we believe that each of us is obligated to bring forth our best personal characteristics as we provide service to students and others. Even as we may experience difficult circumstances, we strive to maintain and model courteous, friendly behavior. We believe that each contact with students and others is important and that we ought to enthusiastically seize each opportunity to render prompt, attentive service.
   
   
5. Being Fair: we believe that the interests of the University should be carefully compared with those of individual students or groups. We strive for equity but realize that judgments about what is fair is often subjective and based upon fallible perceptions. We seek to protect the interests of the majority and the important interests of the University, at the same time giving individuals or groups the opportunity to due process and appeal, should exceptions and exemptions be sought.
   
   
6. Competency: we believe that knowing our jobs and doing them well is the first stepping stone to excellence. This requires us to educate ourselves and to become proficient in current practices and techniques of our profession. We are committed to lifelong learning, updating ourselves through training and other related developmental activities.
   
   
7. Cooperation and Teamwork: we believe that no one of us is better than all of us, together. We place the working groups' interests, objectives, and goals over those of the individual, and we look to see how our individual actions affect the whole. Being helpful to co workers, offering reciprocal assistance when possible reinforces the importance of each other as a member of the team.
   
   
8. Continual Self assessment: we believe that we should look for ways to improve ourselves and the performance of the whole by soliciting the opinions and views of those we serve or those who have an interest in our work. We strive to make desired changes or necessary adjustments recommended to us.
   
   
9. Privacy and Security: we believe in the confidentiality of information and records in our charge. We believe that information given us is personal and should be protected from unauthorized access. Moreover, we are responsible for the physical safety of records, and we strive to protect it from foreseeable dangers of natural and human causes to the extent reasonable and affordable.
   
   
10. Creativity and Innovation: we believe that each of us should seek new ways to improve our effectiveness and make suggestions to appropriate authorities for implementation.