POSITION IDENTIFICATION
TITLE Registrar, West Plains
CLASSIFICATION NUMBER 1210
GRADE 44
CLASSIFICATION Exempt
IMMEDIATE SUPERVISOR Vice-Chancellor of Student Services
GENERAL FUNCTION
The Registrar – West Plains is responsible for the administration of the University’s Registration and Records Office and ensures that the activities of the office support the goals of Missouri State University-West Plains. The Registrar oversees the processing of student registration, including drops, adds, audits, pass/fail, grading, the assessment of fees and the storage, maintenance, and processing of student academic records. The Registrar reviews degree programs and has the primary responsibility for determining the eligibility for graduation of all students. The Registrar cooperates with the offices of Academic Affairs and University Communications in the production of the Missouri State University-West Plains catalog. The Registrar works closely with faculty and administrators and ensures compliance with FERPA regulations and other established University policies and guidelines regarding records, enrollment and classification of students and remains informed on any new regulations.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A Bachelor’s degree is required. A Master’s degree is preferred. An equivalent combination of years of experience and education may be considered for substitution of educational requirements.
Experience: At least three years of management experience is required. Work experience in registration and records office or academic advising in higher education, in a supervisory capacity is preferred.
Skills: Ability to supervise is required. Keyboarding and data entry skills are required. Excellent interpersonal skills are required. Strong oral and written communication skills are required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required. Familiarity with computer-based registration and scheduling systems is preferred.
Effort: Significant data entry work is required. Frequent bending, reaching, and stretching to retrieve files are required. Lifting of materials weighing between 15-35 pounds is required. Some weekend and evening work and occasional travel associated with extended campus registration sessions, University outreach programs and professional development opportunities.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Develops a competent, productive, and effective staff by hiring, training and supervising qualified personnel.2. Facilitates the courteous, efficient, and effective delivery of student academic support services such as registration, fee assessment, processing of grades, maintenance of student and course records, verification of student enrollment, certification of graduation and production of transcripts and diplomas by planning, organizing, directing, and controlling the activities of the Registration and Records office.
3. Prepares and revises a Standard Operating Procedures Manual for the Registration and Records Office.
4. Ensures the accuracy of student academic records by contributing to the development of procedures for maintaining academic records in a student information system database and recording student grades in accordance with University policies and standard records management practices; coordinates with other academic and administrative units in the management of the student information system; and monitors and grants system access to computerized student information by authorized University personnel.
5. Provides prompt, efficient and friendly service to students, academic and administrative units, completion programs, vocational-technical programs, branch campuses and others in the production of reports (such as the National Student Clearinghouse Report), transcripts and verification of student enrollments specifically, and the seamless coordination of services generally.
6. Reviews degree programs and has the primary responsibility for determination of eligibility for graduation of all students; confers with students, faculty and staff regarding degree and graduation requirements and enforces University policy regarding graduation criteria; assesses student eligibility for graduation by comparing the student’s academic record with established degree requirements; supervises the ordering and distribution of diplomas, verification of the removal of encumbrances prior to graduation, compilation of the final list of graduates and proofreading of the program; and assists in Commencement exercises.
7. Ensures compliance with established University policies and guidelines and generally accepted professional standards as set forth by the American Association of Collegiate Registrars and Admissions Officers (AACRAO) regarding records, record retention, enrollment and classification of students; protects the confidentiality of student academic records by enforcing the provisions of the Family Educational Rights and Privacy Act (FERPA) in the release/non-release of student information; and in association with University legal counsel, responds to subpoenas issued to obtain student academic information.
8. Cooperates with the offices of Academic Affairs and University Communications to ensure that an accurate University catalog and course schedules are published and all web information is accurate and up to date for Registration and Records office.
9. Ensures the physical and cyber security and integrity of academic records according to standards established by the Family Educational Rights and Privacy Act (FERPA), the Association of Collegiate Registrars and Admissions Officers (AACRAO), and generally accepted practices of collegiate registrars.
10. Works closely with the Director of Financial Aid to ensure compliance in Title IV refunds, Information Technology for the student information system needs, Business Office with the fee schedule and Admissions in the documenting of preliminary educational records.
11. Represents the Office of Registration and Records by serving on both permanent and ad hoc University committees to include serving as chair for the tuition appeals committee.
12. Manages funds by developing and controlling the Registration and Records budget.
13. Facilitates a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
14. Remains competent and current through professional memberships, organizations and attendance of professional meetings and conferences.
15. Ensures that miscellaneous assignments related to Registration and Records are completed in the best interests of the campus by accepting and accomplishing tasks which are delegated by the Vice-Chancellor of Student Services.
SUPERVISION
The Registrar – West Plains reports to the Vice-Chancellor of Student Services and supervises full time staff assistants, part-time clerical and student workers in the Office of Registration and Records.
OFFICE OF HUMAN RESOURCES
REVISED MAY 2023
