quality service...every student...every time! holly surginer / kathy pettigrew

Quality Service...Every Student...Every Time!

Holly Surginer / Kathy Pettigrew

All About Records & Registration

Herman TuckerDirector, Records & Registration

Kim HendersonSr. Administrative Secretary

Kathy Pettigrew, Assistant Registrar Holly Surginer, Assistant Registrar

Adela Cruz-Roark, Records TechnicianKathryn Moon, Records Assistant

Lesli McKinney, Records Technician Linda Snider, Records Assistant

Esther Ramirez, Records Technician

Student Records and Registration Employees

QUIZ

T/F Student Records receives and clears

transcripts from other colleges and high schools.

Question 1

FALSE – The Admissions Office/Highlander Central receives incoming transcripts and Admissions clears incoming

transcripts.

Answer

T/F Student records maintains/has access to

to immunization records turned into

Health Careers departments.

Question 2

False – Health Careers departments maintain these records.

Answer

T/F Student Records has access to view Financial Aid documents since they technically are records.

Question 3

False – Our office is only able to view on Datatel that documents have been received. We

do not have access to view these documents.

Answer

T/F Student Admissions is responsible for

posting transfer work for transfer students.

Question 4

TRUE

Answer

Herman Tucker evaluates and makes recommendations regarding student refund appeals.

Credit Class Refund Appeals

Student Records assist students when they can’t register due to the following: Pre-Requisites Special Circumstances

Once students have been advised/eligible to register, our office can assist students using WebAdvisor registration for the first-time or those having difficulty using WebAdvisor registration.

Our office in cooperation with Information Systems is responsible for setting up/maintaining registration dates and parameters in Datatel to allow registration for specific semesters.

Credit Class Registration

We verify that instructors have certified class rolls for credit and continuing education.

We also verify student counts in each course for State Reports.

Credit/Continuing Education Class Rolls

Our office is in charge of conducting 3 commencements a year.◦ Spring◦ Summer◦ Fall

We evaluate students who have applied for graduation. We also identify those who have not applied and notify them

of their eligibility.◦ Since 2010, graduation is now posted for these students and we

notify them of their graduation. At the end of the semester, graduation is posted for every

student who is eligible. Graduate grades are now consistently due the Wednesday

prior to commencement. Reverse Transfer Graduation

Commencement/Graduation

Student records is responsible for generating and maintaining automated degree plans in cooperation with academic and workforce departments for ALL approved programs offered at MCC.

Degree Audit

Enrollment Verifications consist of the following:* Regular Student Verifications* Proof For Insurance* Proof For Scholarships* Proof For Military

Regular Proof of Enrollment (Full Time / Half Time / Part Time) Good Student Verifications

* Used for Auto Insurance

Deferment Request* Needed to defer student loans.

 Child Care Services Verification (CCS)

Important Verification Information 

* The only 2 verifications we can verify pre-registration are for CCS and Scholarship Verifications.

Enrollment Verifications

Based on the Family Educational Rights and Privacy Act (FERPA), 1974 requests for official McLennan Community College transcript requests must be in writing by the student with the student's signature using one of the following options: In person – By mail – By fax – By email - Print and complete the transcript request form, scan

the form and email the file to transcripts@mclennan.edu FERPA does allow for transcript request through WebAdvisor if

the transcript is being sent to another college/university. Processing time is 2 business days and 3 during peak times

(beginning and ending of a semester). Students have access to their unofficial MCC transcript through

WebAdvisor.

Transcript Requests

Our office in cooperation with Highlander Central handle add/drops when students have difficulty adding/dropping due to the following reasons:

Prerequisite Problems After 2nd class day during long semesters. After 1st class day during summer and

minimester sessions.

Add/Drops

Census date--The date in an academic term for which an institution is required to certify a person’s enrollment in the institution for the purposes of determining formula funding for the institution.

Spring/Fall 12th Class DaySummer 4th Class DayMinimester 2nd Class Day

Census Dates

We direct the retention and destruction of college records.

The Texas State Library provides a retention/destruction schedules for community colleges.

Records Management/Retention

Our office monitors the process for CE refunds & outstanding balances.

Reconcile Continuing Education Accounts Receivable Balance

Herman Tucker coordinates this with our Athletic Director ( Shawn Trochim).

Herman checks grade point averages and number of hours enrolled for all athletes to ensure they meet eligibility requirements.

These reports are then submitted by the Athletic Director to the NJCAA.

Athletic Eligibility

Our office gathers the registration information and provides the information to Marketing and Communications office for inclusion onto the website.

Supplemental Class Schedule

CBM00A - CE Student EnrollmentCBM00C - CE Class ReportCBM0E1 - Students Enrolled As Of Final Day Of The SemesterCBM00M - Marketable Skill AwardsCBM00S - Individual Courses & Grades By Student As Of The Final Day Of Each SemesterCBM001 - Credit Student EnrollmentCBM002 - TSI – Texas Success InitiativeCBM004 - Credit Class EnrollmentCBM008 - Faculty ReportCBM009 - Graduation

- Graduation- Field of Study- Core Curriculum

These reports provide information for state funding and statistics about the MCC.

State Reports

Our office processes all course substitutions for students that have been approved by the appropriate dean.

Major changes are now almost exclusively handled through WebAdvisor by advisors; however, there are still special circumstances in which our office processes these request.

We are also responsible for storing these to the imaging system.

Course Substitutions / Major Changes

Student Records is responsible for the imaging of all documents received by Admissions, Highlander Central, and Student Records

This allows for other departments to have visual access to student records.

Document Imaging

Questions?