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Records Coordinator

Department: Office of the Registrar Effective Date: January 2006


35 hr/wk

Reports to: Assistant Registrar

General Accountability

Reporting directly to the Assistant Registrar, the Records Coordinator is accountable for coordinating and directing the various activities related to ensuring academic integrity of student records, including modifications to Programs/Plans, course enrolment activity, grades updating, academic progression, academic advisement, communication of academic decisions, and petitions to academic regulations.

The incumbent is an expert source of knowledge related to academic policy and procedures and is in constant communication with the Assistant Registrar, Associate Deans , Faculty contacts and students.  The Records Coordinator is responsible for the hiring, training, and supervising of three Records Assistants and up to two Junior Co-op Records Assistants.

Nature and Scope

The Registrar’s Office provides academic support services for a number of functions on behalf of the University. These include student recruitment, publications, undergraduate admissions, student registration, course and examination scheduling, student financial assistance programs and scholarships, academic records, examinations, grade reporting, transcript production.

The Records Coordinator is the primary resource in the Registrar’s Office to interpret undergraduate policies related to a student’s academic record.  Normally, the Records Coordinator manages the academic records for two faculties.  In addition, the incumbent is responsible for training and directing records system coding and assignments handled by the Records Assistants. S/he is charged with ensuring that deadlines are achieved, accountable to ensure that work completed meets the high degree of accuracy required, and that messages communicated to students, staff and faculty are appropriate and accurate.

The Records Coordinator has a close working relationship with the Supervisor of Admissions who reports to the same Assistant Registrar. Together, they will collaborate to ensure that objectives are satisfied over the fluctuating admissions/records cycle of activities. In addition, the incumbent is a key member of a team of eight comprised of four Supervisors of Admissions, three Supervisors of Records and one Supervisor of Customer Service for the Registrar’s Office. In this capacity, s/he contributes to planning the schedule of admission/records activities and delegating duties to staff in the Records Assistant group to meet targeted deliverables.  S/he will also be required to constantly collaborate with the other Records Supervisors about new initiatives, planning, implementing, and directing records activities.

The Records Coordinator is adaptable to the evolution of work caused by continuous systems development.

Statistical Data

Specific Accountabilities

The Records Coordinator directs and coordinates a wide range of activities related to the maintenance of student academic records.  The incumbent must be flexible, demonstrating initiative and creativity in response to a wide variability in records systems requirements.

S/he must set an example and provide motivation to staff in a constantly changing environment.  Student systems and faculty policies are complex and the Records Coordinator will plan and organize activities to meet the needs of the customer.  The incumbent is required to balance heavy workloads and meet sensitive deadlines while ensuring that staff in the Records Assistant group is not overwhelmed during peak periods.

The incumbent must show a great deal of professionalism in dealing with difficult situations and assessing the best recourse for action.  This will include calming distraught students, policy clarification to students and faculty, and resolving staff conflict.

S/he is responsible for preparing and conducting staff performance evaluations for a group of Records Assistants. This entails collecting peer reviews and gathering input from the Assistant Registrars.   

The Records Coordinator trains and monitors the coding principles applied to maintaining accurate records for modifications to Programs/Plans, course enrolment maintenance, grades updating, academic progression, academic advisement, communication of academic decisions, and petitions to academic regulations.

The Supervisors of Records and the Supervisors of Admissions work collaboratively to plan for approaching and conflicting deadlines in the Records and Admission cycles. This is a detailed and exacting responsibility involving analysis of competing demands for staff in the Admissions/Records Assistant group and the assignment of staff to various tasks based on demonstrated skill level. A high degree of organizational skill is essential to manage the multiple academic records-keeping activities, many of which are constrained by tight deadlines imposed by faculties or internal systems requirements. The workload for the Admissions/Records Assistant group is organized and directed by the incumbent in conjunction with the other Supervisors to ensure deadlines are met.

The Records Coordinator also assists with training related to business procedures. S/he ensures that on-going training and development is thorough and timely for each staff member in the records team.  This entails structuring an individualized training plan for each staff member in the records team and conscientious tracking of acquired skills. S/he must be attuned to the need for ongoing professional and skills development for her/himself as well as the Records Assistants. 

The incumbent must keep abreast of changing practices for coding as well as changing policies within individual Faculties.  The incumbent will prepare detailed, specific operational and business procedures to support the ongoing data entry requirements.

The Records Coordinator is accountable for ensuring the quality and accuracy of academic records updated by the Records Assistants for the tasks/projects that come under her/his direction.   In this capacity, the incumbent must understand and analyze the integrities of the student administration system in creating and generating reports for Assistant Registrar, Advisors and Faculties.

PeopleSoft queries play an important role in supporting Admissions and Records procedures and providing detailed specific academic data for statistical reporting information for analysis by the Assistant Registrar, Associate Deans and Faculty Departments.  In generating these queries, the incumbent will require excellent analytical skills and must have a sound knowledge of the numerous PeopleSoft tables in order to verify that the results are accurate.  To support records procedures, generating certain queries enables the incumbent to retrieve detailed information regarding academic decisions, standings and coding inaccuracies.  Query production will also include testing and evaluating numerous scenarios for validity and are crucial when reviewing records for government reporting to ensure accuracy. The incumbent is responsible for merging the output generated by a PeopleSoft query with other software applications.  

The PeopleSoft Student Administration system undergoes regular upgrades, fixes and patches that are primarily handled by the Student Information System team.  The Records Coordinator participates in acceptance testing in conjunction with the Associate Registrar, Records and the Records & Systems Manager. In the course of this work, s/he must prepare detailed test scenarios and clearly document systems issues found for follow up by the Systems team.  The incumbent is also expected to provide recommendations and developments to streamline processes for efficiency and new initiatives.

The Records Coordinator provides input on developing academic progression rules and maintains details of scenarios where student records don’t appear to be handled correctly by the academic progression rules. Following problem identification, the Records Coordinator recommends academic progression rule enhancements with the Assistant Registrar. 

S/he is required to have a thorough understanding of the academic standing rules and Faculty policies relative to generating various standings in order to modify academic decisions resulting from grade revisions. The incumbent is responsible for knowing the faculty progression requirements applying the appropriate standing to the student’s record.  In cases where a student’s situation doesn’t fit the accepted rules s/he discusses the situation with the Assistant Registrar and/or the Associate Dean or Faculty Committee for review. 

Academic advisement is a highly complex module within Peoplesoft System that uses rules to monitor a student’s completion of degree requirements.  In reaction to changes approved by Senate, the Records Coordinator reviews academic advisement template compatibility and accuracy of changes and analyzes it for compatibility and accuracy of Senate approved faculty changes. S/he will recommend alterations as appropriate or advise on situations where it is more suitable to handle the degree requirements for individual students by course exceptions or waivers rather than academic advisement rule modifications. 

In both the academic progression and academic advisement requirements, the incumbent must be extremely familiar with faculty degree/plan policies and keep abreast of new programs.  S/he will provide recommendations and advice to the Assistant Registrar and Faculty Departments on the implications of new academic developments and the system processes required in administering policy and degree requirements.

At times the Records Coordinator will represent the Assistant Registrar at meetings when required.

Directing the Records Assistants and the Customer Service Area to respond to student inquiries and concedrns as a result of records-related communications is a key function of this position.  The incumbent creates messages and provides strategies on new initiatives for communications to students and faculty contacts including email, Quest-student system access, and websites.  

With her/his in-depth knowledge of policies, the incumbent is responsible for responding to inquiries and requests for information from individuals in the Registrar’s wide and varied client base.  The incumbent must be able to interpret decisions, communicate accurately the outcome to the student and must be able to communicate this information with a high degree of sensitivity. 

The incumbent must formulate responses for the Records Assistants and Customer Service representatives to respond to inquiries.  For example, the incumbent is responsible for the Records Assistants who are advising students regarding the status of petitions decisions including the provision of rationale for negative decisions.

The Records Coordinator is responsible for directing Records Assistants and working closely with the Assistant Registrar and Faculty Advisors with respect to deadlines and new procedures as they come on stream. In this capacity, s/he will incorporate creative and effective tools for ensuring that this information is efficiently and clearly communicated to students and appropriate university departments.

The Records Coordinator is the primary person for creating appropriate effective communication to be sent on regular basis by bulk email.  This requires sensitivity and clearly thought out messages to reach a large number of individuals at once. She/He is also responsible for accurate query production of data to ensure message is communicated to the appropriate audience.

The incumbent will be responsible for responding to questions from students, staff and faculty related to academic standings and program changes.

A manual will be used as a reference and training guide for processing student records. S/he is responsible for creating and maintaining a reference guide for standard petition regulations, management of program/plan modifications, handling specialized coding requirements and timelines for processes. These guidelines are essential to support coding managed by the Records Assistants and in order to ensure that academic progression and academic advisement evaluations are properly handled.  This responsibility has a significant impact on a student’s official University of Waterloo permanent record.

The incumbent will show initiative in preparing investigative and quantitative data for the Assistant Registrar and Faculty.  This information will be used in assessing student retention and trends in academic requirements.

S/he regularly participates in the on-going development of web enabled forms and to provide feedback on their usability and summarizes issues to assist in the redesign process.

The Records Coordinator may be called upon to assist with some administrative duties related to examinations and convocation.

S/h may be called upon by the Assistant Registrar to undertake special projects and tasks not included in the foregoing.

Working Conditions