Modernization Of The Registrar’s Office

Joshua FryRegistrarColorado Technical UniversityWednesday, July 17th, 2013Session 2G

RMACRAO Fort Collins 2013 Session 2G

Session Rules of Etiquette

• Please silence your cell phone• If you must leave the session early, please do

so as discreetly as possible• Please avoid side conversation during the

session

RMACRAO Fort Collins 2013 Session 2G

Learning Outcomes

• Participants will be able to recognize the importance of changing practices within the Registrar Office

• Participants will be able to understand the benefits of implementing technology solutions to improve productivity and efficiency

• Participants will become acquainted with various technologies that are currently utilized in a multi-campus system

RMACRAO Fort Collins 2013 Session 2G

Colorado Technical University Structure

• CTU has 20,000 plus students with 6 ground campuses – 2 locations in Colorado, South Dakota, and Missouri

• CTU also has an Online Campus Support Center• CTU offers Associates, Bachelors, Masters, and Doctoral

degrees through 5 education disciplines– Business and Management– Information Systems and Technology– Engineering and Computer Science– Health Sciences– Security Studies

RMACRAO Fort Collins 2013 Session 2G

One University

• CTU initiated its One University initiative to enhance the coordination of all processes and locations

• The objective of this initiative is to share services resulting in standardized and automated processes, reduced costs, and increased efficiency and consistencies within departments

• As part of the campaign, CTU implemented and continues to hold best practice calls and makes face-to-face campus visits

RMACRAO Fort Collins 2013 Session 2G

One UniversityCultural Shift

• Goals and Expectations– Campuses once operating as separate entities are now working together

to embrace the One University concept through aligned policies and procedures

– Campuses share a variety of resources available through shared services

• Creation of Academic Support Center of Excellence Committee– Creates cross departmental and cross campus buy-in and collaboration

• Are You In Initiative– Employees were introduced to the CTU 7 Commitments to enhance the student experience

RMACRAO Fort Collins 2013 Session 2G

Registrar’s Office Structure

• CTU Registrar’s Office has incorporated the One University concept and shared many internal functions that fall under Academic Support

• Each campus has a staff ranging from 2-6 coordinators and the Online Campus Support Center has a staff ranging from 25-30 coordinators within one centralized location ensuring consistency

• The Online Campus Support Center staff services students enrolled in fully online programs and provides shared services to ground Registrar’s Offices

RMACRAO Fort Collins 2013 Session 2G

Use of TechnologyAutomation of Processes

• Shared Services has enabled CTU to automate the following processes: – Satisfactory Academic Progress

• SAP Appeals

– Online Registration– Electronic Transcripts– Transfer Evaluation System– Digital Student Files

RMACRAO Fort Collins 2013 Session 2G

Satisfactory Academic ProgressAppeals Process

• Recently the Registrar’s Office transitioned from a paper based to web based appeals process

• Students can upload appeal letter via their student portal

• SAP Evaluators and Appeal Board members access electronically student appeal information

• Implemented the use of online voting system to promptly respond to students regarding the status of their appeal

RMACRAO Fort Collins 2013 Session 2G

Online Registration

• Overwhelmingly the most requested automation solution from the ground campuses

• Students access the online registration tool via the student portal

• Three ways to search for courses while registering• Students have option to register for several terms in advance

RMACRAO Fort Collins 2013 Session 2G

DocufideElectronic Transcript Exchange• Docufide– Allows student to order their transcripts through the

online ordering system and transcripts are processed in a more timely manner.

RMACRAO Fort Collins 2013 Session 2G

Transfer Evaluation System (TES)Course Description Database

• A web based product available from CollegeSource• Provides access to a massive collection school catalogs assisting with the research of course descriptions• Prior Learning Assessment Evaluators matches up course equivalencies to CTU curriculum• Reduces the amount of time spent researching

courses from schools often evaluated

RMACRAO Fort Collins 2013 Session 2G

Digital Student FilesPaper To Digital

• Used best practices meetings with the campus Registrar’s Offices to align academic forms and documents

• Student documents are now housed electronically within one central location using ImageNow

• Workflows created allow departments and campuses to route, review, and process documents efficiently

• Converted all physical files into digital files resulting in space saving and document retention costs

RMACRAO Fort Collins 2013 Session 2G

Positive Outcomes

• CTU continues to streamline processes across the campuses

• Staff members work from workflow systems to better organize their tasks and decrease amount of time to process requests

• Many technologies used allow for ease of reporting productivity and provides historical data

• Ultimately, the implementation of various technologies improved the quality of service provided to students

RMACRAO Fort Collins 2013 Session 2G

Questions?

RMACRAO Fort Collins 2013 Session 2G

Contact Information

Joshua W. Fry, MA

Registrar

Colorado Technical University

jfry@coloradotech.edu

719-590-6824

Session 2G

RMACRAO Fort Collins 2013 Session 2G