Registrar 102
Chris Huang
Registrar
Registrar 102
Learning Outcomes
• Become more familiar with the roles and
responsibilities of the Registrar’s Office
• Learn tips (and tricks)and apply them in your
work
• Share experiences
Overview of GSU
• Background
• Founded in 1969
• 5,500 total enrollment
• Upper-division University
• Graduate and Doctoral programs
• 35 miles south of Chicago
Overview of GSU
Trans4mation
• First Freshmen Class 2014
• First Residence Hall 2014
• Athletics on the Horizon
Registrar 102
Responsibilities
•
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Academic Calendar
Transfer of Credit
Course Schedule/Rooms
Grade Processing
Degree Audit
Catalog
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Commencement
Graduation
Transcripts
Athletic Eligibility
Student Enrollment
Academic Standing
Registrar 102
Helpful tips of a registrar’s office
• Be willing to serve
• Know your policies and procedures
Registrar 102
Policies and procedures
-
Late Registration
Change of grades
Extended incompletes
Auditing
Full class
Registrar 102
Policies and procedures
- Transfer Credit entry
- Late graduation applications
- Does this need division chair approval and/or dean
approval?
- Consult the catalog
- Document
Registration Issue
Advisor
Approval
Grant Petition
Pre-Requisite
Division Chair
Approval
Notes
Done through first week of class and
add “V” grade on STAC.

Done in College, advisor can
approve through student petition
and then student can register
online.

(if needed)

(of the class
if needed)

(if needed)

(if needed)

(if needed)
Late Registration
(in term) after
deadline


Late Registration
(after term) or
after class has
ended


Class is full appeal


(of the class)
Taking a cohort
class of a different
program


(of the class)
If sections will be
combined into
fewer sections
College Dean
Approval (or
rep)

Auditing a class
Overload
(more than 18 hrs)
Instructor
Approval

(of the class)
Normally handled at College. Refer
students to advisor, or curriculum
contacts or Dean’s office. If we need
to register, then an email from
advisor, or division chair will be
sufficient
This varies from program.

If waitlist, bring attention to division
chair.
Usually, there will be a notice from
the Colleges/divisions.
Registrar 102
Helpful tips of a registrar’s office
• Know enough about other offices to be
dangerous
Registrar 102
Admissions
Financial
Aid
Business
Office
Registrar’s
Office
Academics
Registrar 102
• Build Bridges
- What is R2T4?
Registrar 102
• Helpful tips of a registrar’s office
• Know FERPA
Registrar 102
• FERPA: what it is and what it isn’t at your
institution
– When does it start
– What is directory information
– Resources
Registrar 102
Helpful tips of a registrar’s office
• Use metrics to understand your operation
Registrar 102
• Benefits of metrics
– Gives you a status of the office
– Hold staff accountable for productivity
– Budget
“What gets measured is what gets done.”
- Carly Fiorina
Registrar 102
• GSU Metrics (monthly)
– Manual registrations
– Forms processed
– Transcripts entered (for degree audit)
– Degrees posted
– Transcript requests
Registrar 102
Helpful tips of a registrar’s office
• Management versus Leadership
“Management is the production of acceptable
results within known constraints and conditions.
Leaders change the conditions.” – Carly Fiorina
Registrar 102
Helpful tips of a registrar’s office
• Strategy and structure
– Set expectations high
– Get to know your staff’s strengths
– Hold staff accountable
– When to let them go
Registrar 102
“A challenge of leaders is to get the
right people, on the right seat, on the
right bus.”
- Jim Collins
Registrar 102
Helpful tips of a registrar’s office
• Utilize Technology to streamline processes
Registrar 102
Projects to utilize technology
• Forms
– Fillable PDF
– Online in portal
• Catalog
– PDF
– Interactive
Registrar 102
Projects to utilize technology
• Electronic Transcripts
• Document Imaging
– Transfer credit
– Records retention (legacy records)
Registrar 102
Helpful tips of a registrar’s office
• Useful software for reporting
– SPSS
– Access
– Excel
Registrar 102
Helpful tips of a registrar’s office
• Excel Tips
– Removing Duplicates
– Text to Columns
– Concatentate
– Pivot Tables
Registrar 102
Helpful tips of a registrar’s office
- Be ready for unusual questions from
students/faculty.
- Who is your office historian?
- Document, document, document
- Support Academic Learning
Registrar 102
Support Academic Learning
Registrar 102
Contact Information
Chris Huang
E: chuang@govst.edu
Ph: 708.534.4503