Records, Registration, FERPA,
and Calendars
Presenters:
Heather Chermak, Assistant Registrar
Tom Watts, Special Programs Manager
Orientation
• Students learn the registration process at
orientation
• All students are invited to attend at time
of admission
• Students are invited to attend additional
orientations through the list serve
Orientation
• What is the best timing to invite the dual
student to orientation
– With new students?
– With new transfer students?
– Immediately before classes begin?
Advising
• Advising at both institutions
• Program
• Develop collaboration between advisors
at both institutions
• How to prevent the student from falling
through the cracks
Records
• Each partner institution maintains
– a separate records system
– a separate registration system
• Academic credit from a partner institution
is transfer credit
• Transfer credit does not have a special
designation on the transcript
Web Registration at OSU
• Dual students are eligible to register for ten
terms without registration activity.
• Non-dual students are eligible to register for
four terms without registration activity.
Web Registration at OSU
• Financial Aid reviews both registrations to
consider awards.
• Please attend the Financial Aid session for
more details.
Enrollment Verifications
• Each institution reports its own enrollment
• Students must provide two documents to
parties requesting verification
• National Student Clearinghouse
– Total enrollment is reported by home institution
OFAX (Oregon Financial Aid Exchange)
Data Exchange
• Each institution determines what data it
exchanges
• All partner schools use EDI (Electronic
Data Interchange) to transmit academic
data
FERPA
• Each institution defines directory
information for its students
• The MOU should define the types of
information exchanged and the access
permitted to partners
– E.g. Social Security Number
Calendar
• Partner institutions may be on different
calendars
– Different start dates
– Coordination of financial aid disbursement
• Combined billing unavailable
• Refunds from one institution may be needed to
pay expenses at the other
Other Special Considerations
• Access to institutional services
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ID cards
Library
Disability service
Housing
Counseling service
Health service
Football tickets and other activities
• Veterans’ benefits
Other Special Considerations
• How to recognize students who excel
– Letter of Recognition for Academic Success
– Honor Society
• Potential research and analysis
• Create a FAQ
What are your questions?
Thank you for attending.
Enjoy the conference!