Every registrar’s office has a series of functions they perform as part of their regular business. Sometimes these functions are well thought out and run smoothly every time. Other times there are things we do that are cobbled together and have steps that accrue over time and no one is really sure why we’re doing what we’re doing. If you’ve ever wanted to crack some of those processes open because you think there’s gotta be a better way, then this episode is for you. We talk with Alex Aljets about how to map a process, key pitfalls to avoid, and how your office can benefit from well-documented process maps. 

Key Takeaways:

• Mapping a process doesn’t take any complicated software, but there are some very good digital tools available. You probably already have everything you need, though! Don’t let technology limit your process mapping. 
• Process mapping is collaborative. It’s important to include representatives from the entire span of the process for quality assurance and change management. 
• Start small! But keep going! It doesn’t take much to map a process, but the benefits can be significant in terms of time savings, gained administrative efficiencies, and more institutional knowledge.   

Host:

Doug McKenna, University Registrar
George Mason University
[email protected] 

Guests:

Alex Aljets
Higher Education Process Improvement Strategist
[email protected]
Connect on LinkedIn

References and Additional Information:

AACRAO Core Competencies - Leadership & Management

AACRAO Professional Proficiencies - Records and Academic Services

“Given these constraints, how might we…”

University Innovation Alliance

IDEO U

Working with vendors is a fact of life for registrars and admissions officers. But a lot of us might feel reluctant to engage with vendors at a conference. If that’s you, this episode is a must listen! Vendors are there to support the organization (either AACRAO or your state and regional) as they provide important services to our industry, and they’re there to be seen, get their company name out, and build relationships with people rather than pushing a sale. You can ask them things! You can give direct feedback about products you use! There’s significant value to be gleaned from these interactions–for you AND the vendor.  

Key Takeaways:

• Don’t stress about talking to vendors at a conference: they’re there to get their name out and to receive feedback, they don’t expect anyone to sign a contract in the vendor hall: they know how higher education works. 
• The Corporate Relations or Corporate Liaison position in your State and Regional Association spends time building relationships with vendors to get sponsors for conferences and meetings, and to ensure that the time spent at the conference is valuable for both parties. 
• You can preview which vendors are going to be at the conference in the conference app; make a plan for which vendors you want to touch base with, which vendors you want to explore, and which vendors you just want to pick up swag for your staff back in the office.   

Host:

Doug McKenna, University Registrar
George Mason University
[email protected] 

Guests:

Colleen Harms, Associate Registrar
University of Minnesota - Twin Cities
[email protected]
Connect on LinkedIn

Sara Morelli, Senior Associate Registrar
University of Iowa
[email protected]
Connect on LinkedIn

References and Additional Information:

AACRAO Core Competencies - Leadership & Management

AACRAO Professional Proficiencies - Records and Academic Services

In a wide-ranging discussion about grades and grading, Dr. Joshua Eyler discusses how grades are harming our learners and what we can do to help minimize that harm. We talk about the history of grades and how the current interval letter grade system came to prominence, the stress that grades cause students and the way that stress is exacerbating the mental health crisis. And we discuss alternative grading models under the umbrella of ungrading–along with clarifying what that term really means. 

Key Takeaways:

• Our current interval letter grade system wasn’t developed because it was the best way to document student learning or engagement, it came into being because of the need for administrative efficiency. Given our role in the development of the transcript, registrars should take a lead role in helping think through What Comes Next after grades. 
• Grades are excellent extrinsic motivators. Unfortunately extrinsic motivation is only good if the goal is compliance. If we want our students to engage in their learning, we need to shift the focus to intrinsic motivation by employing alternative assessment methods or “collaborative grading” models. 
• We are in the midst of a significant period of grade reform. Registrars should leverage this opportunity to participate in and lead conversations at our institutions about alternative forms of assessment.  

Host:

Doug McKenna, University Registrar
George Mason University
[email protected] 

Guests:

Josh Eyler, Director of Center for Excellence in Teaching and Learning
Clinical Assistant Professor of Teacher Education
University of Mississippi
[email protected]
Website

References and Additional Information:

AACRAO Core Competencies - Leadership & Management

AACRAO Professional Proficiencies - Records and Academic Services

Failing Our Future: How Grades Harm Students, and What We Can Do About It by Josh Eyler

How Humans Learn: The Science and Stories behind Effective College Teaching by Josh Eyler

Unleash Student Creativity with Contract Grading, a scholarly digital story by Doug McKenna

“Making Grades” - a digital learning activity for HE721 History of Higher Education by Doug McKenna

The work of the registrar is cyclical and complex. Dependencies abound between and among systems and offices. How do you keep track of all of the tasks required to make everything run smoothly in your office and on your campus? Use a production calendar. In this episode we’ll talk about what a production calendar is, how to use one, its relationship to the academic calendar, along with tips and tricks for getting the most out of this critical tool in a registrar’s resources. 

Key Takeaways:

• Your production calendar should be informed by your academic calendar. The academic calendar governs the flow of each term for the institution, while your production calendar governs the work your office does to support each action in the term.
• Your production calendar doesn’t have to be fancy or have a lot of whistles and bells, but it needs to be shared across your office (and potentially with other offices) and it needs to be used. Make it a habit to review your production calendar regularly, and have your teams review it, as well, to be more proactive.  
• Getting started with a production calendar can seem overwhelming, but take it a little at a time. Go through one academic cycle and track all the things that you or your team does. Over time, include more granularity for the tasks with links to documentation or the text of repeated messages. Operate with a mindset of “progressive elaboration,” or “continuous improvement.”

Host:

Doug McKenna, University Registrar
George Mason University
[email protected] 

Guests:

Amber Cellotti, Deputy Registrar & Director, Office of the Registrar
University of Minnesota - Twin Cities
[email protected] 

Nicolas Jobe, University Registrar
Seton Hill University
[email protected] 

Traci Rees, Associate University Registrar for Student Systems & Information Services
University of Pennsylvania
[email protected] 

Elissa Thoman, Registrar Services Coordinator
University of Iowa
[email protected] 

References and Additional Information:

AACRAO Core Competencies - Change Management

AACRAO Core Competencies - Leadership & Management

AACRAO Professional Proficiencies - Records and Academic Services

Pivot to a Successful Production Calendar - Annual Meeting Presentation by Traci Rees

Have you ever wondered if the things you’re focused on at work are the right things? Do your teams understand how the work they do fits into the office’s larger goals, or the institution’s? Engaging in strategic planning can help with both of those questions, but it’s always seemed a little daunting. In this episode we talk to Dani Ambrose and Dr. Kelley Jenkins from the University of Mississippi about a simplified approach to strategic planning that is accessible to all, extensible, and can be used by everyone from individuals, teams, to your entire office.      

Key Takeaways:

• Strategic planning is about identifying where you are, where you’ve been, and where you want to go. It’s as simple as that. 
• Start slowly: don’t try to eat the whole elephant in one bite. It’s important to listen first, get your team talking, and then guide them through using various tools to help surface strengths, weaknesses, opportunities, values, and areas of focus. 

Host:

Doug McKenna, University Registrar
George Mason University
[email protected] 

Guests:

Dani Ambrose, Registrar
University of Mississippi Main Campus
[email protected] 

Dr. Kelley Jenkins, Associate Registrar
University of Mississippi Main Campus
[email protected] 

References and Additional Information:

Strategic Planning and Assessment Worksheets (tools described in the episode)

Collaborative Assessment and Strategic Planning (2024 Annual Meeting Presentation)

AACRAO Core Competencies - Change Management

AACRAO Core Competencies - Leadership & Management

AACRAO Professional Proficiencies - Records and Academic Services

Change is a constant occurrence in a registrar’s world, but it does seem that the amount and rate of change has increased. Responding to change and managing through it are skills that we all employ, but could all improve. In this episode, we talk to members of the registrar’s office from Middle Tennessee State University about recent changes their office has faced, how those changes unfolded, and how they managed their way through them.    

Key Takeaways:

• Initial reactions to change will vary; even if the initial reaction is negative, encourage people to move past that quickly and approach things with an open mind and a positive attitude.
• Communication throughout a change is critical. People aren’t necessarily afraid of change, they’re afraid of the unknown. Communicating through changes helps reduce those fears and increases buy-in. 
• Focus on the positive outcomes, even in the middle of challenging situations. Not everyone will get everything they want out of changes (we all have our Barbie dreamhouse), but focusing on the positives will go a long way.  

Host:

Doug McKenna, University Registrar
George Mason University
[email protected] 

Guests:

Tyler Hensen, Assistant Vice Provost, Registration and Student Records & University Registrar
Middle Tennessee State University
[email protected] 

Cindy Johnson, Associate Registrar, Curriculum and Graduation
Middle Tennessee State University
[email protected] 

Anne Ford, Associate Registrar for Registration, Records, and Scheduling
Middle Tennessee State University
[email protected] 

References and Additional Information:

AACRAO Core Competencies - Change Management

AACRAO Core Competencies - Leadership & Management

AACRAO Professional Proficiencies - Records and Academic Services

Degree audits are somewhat of a technological marvel. In the first episode of season 7, we explore what a degree audit is, what it does, and ways that institutions can (and should) be using the data degree audits provide in order to make their students’ lives (and their own) easier. Along the way we talk about curriculum development, the Catalog and the role it plays as the foundation of the audit, and the way catalog year governs requirements students are held to.   

Key Takeaways:

• “Degree audit” is a term that can refer to both the process of confirming a student has met all of the requirements for a sought credential as well as the tool used to assist with that process. Doug thinks of a degree audit in terms of the tool itself. 
• The Catalog is the foundation of the degree audit. Only fully approved curricular requirements should be reflected in the degree audit. 
• Requirements-based reporting using the data-rich degree audit data should be leveraged by institutions to streamline administrative processes and provide intrusive advising.  

Host:

Doug McKenna, University Registrar
George Mason University
[email protected] 

NOTE: I think I said “invasive advising” in the episode…I meant “intrusive advising,” but I didn’t re-record it. I apologize. 

References and Additional Information:

Rethinking the Degree Audit - in AACRAO Guide to Graduation Ceremonies

Degree Audit references and resources

AACRAO Professional Proficiencies - 

Knowledge of Student Records Management

Data Systems Management

I’m Just a Bill - Schoolhouse Rock

Strange Bedfellows: The Registrar’s Office and University Policy and Curriculum Committees

US higher education continues to experience challenges, and sometimes those challenges lead to institutions closing. In this episode we revisit the topic of institutional closure from the lens of the receiving institution. Guests Jackie DeMolee and Hannah Rounds talk about the University of Iowa’s role as the closed institutions’ records repository within the state of Iowa. We learn about the two categories of institutional closure, about the regulatory triad, and ways that receiving institutions can minimize harm for students and assist the closing institution.   

Key Takeaways:

• Both “abrupt” and “orderly” institutional closures can feel sudden for those experiencing them. Providing empathy, giving grace, and being patient with the closing institution’s staff is important. Having a plan or procedure in place in advance will also greatly assist the receiving institution. 
• Digitizing catalogs can go a long way to help students have a soft landing wherever they wind up; being able to reference requirements and course descriptions is important!
• As a receiving institution you have to remember that the students who are coming to you for their records are likely going through a traumatic experience and at the same time have to learn a different system for requesting transcripts, etc. Be patient, provide resources and support, and help students in any way you can.  

Host:

Doug McKenna, University Registrar
George Mason University
[email protected] 

Guests:

Hannah Rounds, Curriculum Analyst
University of Iowa

[email protected] 

Jackie DeMolee, Registrar Services Coordinator 

University of Iowa

[email protected] 

References and Additional Information:

For the Record - S4E6 - Considerations When Closing an Institution; 10/29/21; Guest: Ramie Nation

SEEHO College Closures

AACRAO Institutional Closures Report

AACRAO Professional Proficiencies - Knowledge of Student Records Management

This is an episode of love and gratitude from University Registrar and For the Record Co-Host Sarah Reed, with love to the listeners. Sarah Reed is stepping away from co-hosting  For the Record and is sharing her reflections about how she stumbled into podcasting, the journey of podcasting, her thoughts about and processing this change of stepping away from something she has deeply enjoyed, and other reflections she learned through the process and from guests directly to the listening audience.  She ties her reflections on this experience to the game of life and shares how the lessons she’s learned from podcasting may resonate with the listening audience.  

Key Takeaways:

• Sarah’s intention in this episode is to transparently share the impact of the many people who have contributed to this meaningful journey and share so much love back to them and the listening audience (yes, that means YOU!)
• Delve deeper into the shared personal experience (the good, the challenging, and the meaningful) from Sarah’s journey of falling into podcasting and some of the challenges she faced in learning to podcast and co-hosting podcasting on For the Record.
• Hear some of the tips and lessons that Sarah has learned in her journey of podcasting that resonate most with her.
• Addressing the imposter phenomena. Sarah shares some of her own experience with imposter phenomena and what she’s learned about this experience of phenomena from her For the Record guest speakers during the past two years.

Host and Guest:

Sarah Reed, University Registrar
University of California - Berkeley
[email protected]  

References and Additional Information:
Video Link: You Are Enough, Motivational Speaker Lisa Nichols 
(Sarah’s favorite recording from her favorite motivational speaker)

https://youtu.be/egUJJcB5hoA?feature=shared 

Inspired by a session at the Convergence conference co-sponsored by AACRAO and UPCEA, this episode delves into questions of trust in the digital credentials higher education is moving quickly toward–and is in fact already awarding in droves. The Trusted Learner Network (TLN) is the focus of the conversation and ways that the TLN is designed to tackle core challenges of quality, accessibility and value in the world of digital credentials by developing governance frameworks, technologies to onboard institutions into the world of digital credentials, and a community to explore and advance the ecosystem. Also, you’ll hear about an “unconference” where all the sessions are planned on the spot. 

Key Takeaways:

• The TLN is more about trust than about technology; the technology is a tool, but the exchange of ideas, support, and the governance framework is critically important for moving microcredentials forward. 
• There is an inherent tension between what we (as institutions) decide is “trusted” versus what we leave out of the trusted category; we (as institutions) need to be conscious of that gatekeeping and not perpetuate prior equity discrepancies. 
• We are still working through all of the complicated questions about non-credit, credit, blends of each; what’s included on the transcript; whether the transcript is still the appropriate place to represent student learning (or if it ever did!); and want you to join the conversation. 

Host:

Doug McKenna, University Registrar
George Mason University
[email protected] 

Guests:

Insiya Bream, Registrar & Associate Vice President
University of Maryland Global Campus

Meena Naik, Director, Skills First Design
JFFLabs

Noah Geisel, Microcredentials Program Manager
University of Colorado

Kate Giovacchini, Executive Director, Trusted Learner Network
Executive Director Engineering, Enterprise Technology - Engineering Core
Arizona State University

References and Additional Information:

Trusted Learner Network

The Badge Summit

https://conferences.upcea.edu/convergence2023/ 

https://www.aacrao.org/signature-initiatives/learning-mobility/digital-credentials 

https://academicaffairs.rutgers.edu/microcredentialing-and-digital-badging