In the very first official episode of this podcast, we explored the question of what even is a registrar. Now, with six more years of experience that included a global pandemic, it was time to once again take stock of our understanding of the role of the registrar. What do we do? And how do we explain what we do to people who work at our institutions or to people  all the way outside of higher education? Five brave souls responded to my request for input on the following three questions that guide this episode: 1) what do you think of when you hear the word, “registrar?” 2) How would you describe the registrar to someone outside of higher education? And 3) Why are registrars important?   

Key Takeaways:

• The registrar and higher education go hand in hand. Registrars were the second administrative position created, following only the position of president. Our title dates back to 1446 at Oxford. 
• Registrars play a variety of roles at our institutions, and there isn’t one right way to be a registrar. Because of the variety of institution type and missions, registrar responsibilities also vary widely.
• Registrars use a lot of metaphors to communicate how critical they are to their institutions; “plumbing,” “bridges,” “hubs,” “air traffic controllers,” “multi-tasking quarterback,” are all used. 
• Being a registrar is easy. It’s just like riding a bike. If the bike is on fire. And you’re on fire. And everything around you is on fire.  

Host:

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

Guests:

Dr. Reginald Garcon
Associate Vice President/Registrar, University of Maryland - Eastern Shore
[email protected]

River Gordon
Registrar, Minneapolis College of Art and Design
[email protected]

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

Whitney Merinar
Registrar, West Liberty State College
[email protected]

Katie Rendon
Registrar, Hebrew Union College - Jewish Institute of Religion
[email protected]

References and Additional Information:

Records & Academic Services (AACRAO Professional Proficiencies)

Quann, C. J., & And Others. (1979). Admissions, academic records, and registrar services. A handbook of policies and procedures. Jossey-Bass, Inc.

The Registrar’s Guide: Evolving Best Practices in Records and Registration. (2006). https://community.aacrao.org/CPBase__item?id=a1H1L00000BjYRJUA3

Two very important functions we engage in as registrars are hiring and onboarding. Perhaps surprisingly, we don’t spend a lot of time talking about either of those very important practices. In this episode we discuss ways to improve the interviewing and hiring process for everyone involved, along with practical ways to bring your new hire into your office and get them acculturated quickly.   

Key Takeaways:

• A clear understanding of the role and a specific articulation of responsibilities in the position description will make recruiting the right person much easier. 
• Calendaring out the interviewing process can reduce stress for participants and candidates alike. Clear timelines are very helpful.
• Asking “Will this person raise the average of the team?” or something similar may help you distill down a hiring decision. It’s better to have a failed search than to hire the wrong person. 
• Clear communication with your new hire is vital to their onboarding. Scheduling out their first weeks in the office can go a long way to positioning them (and you!) to succeed.  

Host:

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

Guests:

Michael Burke
Dean of Student Services, Harvard University
[email protected]  

Rebecca Mathern
Assoc. Vice Provost Academic Affairs & University Registrar, Oregon State University
[email protected]

References and Additional Information:

Operations and Business Process Management (AACRAO Core Competency)

STAR Technique and Behavioral Interview Questions (indeed.com)

Onboarding Without Overwhelming (Harvard Business Review)

Following up on the previous episode about AI’s potential applications to higher education, this episode focuses on the work that the Computational Approaches to Human Learning research lab at UC Berkeley is doing under the direction of Dr. Zach Pardos. We talk about ways AI can assist with transfer or credit mobility, ways AI might be able to streamline the creation of degree pathways for students, and ways AI is being leveraged for adaptive tutoring, all with an overarching goal of increasing the student’s social and economic mobility.  

Key Takeaways:

• AI can be considered as anything that takes what a computer is good at and pushes the boundaries closer to doing things that only a human is good at.
• It is vital that we use AI in service of our humanistic pursuits, that it’s used in a way that retains the humanistic character of our education enterprise.  
• AI can help add desirable regularity to systems that are sometimes unnecessarily idiosyncratic.  

Host:

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

Guests:

Dr. Zachary Pardos
Associate Professor of Education, UC Berkeley
https://bse.berkeley.edu/zachary-pardos 

References and Additional Information:

Welcome to OATutor - An Open Source Adaptive Tutoring System

https://oatutor.io/ 

AI Transfer and Articulation Infrastructure Network (ATAIN)

https://atain.org/ 

A University Map of Course Knowledge

For more than 50 years, the Carnegie Foundation for the Advancement of Teaching has been categorizing institutions in a functional but basic way–by the highest degree the institution awards and the amount of research generated by the institution. Even as American higher education changed significantly from the early 1970s, the classifications remained the same. Until recently! In this episode we talk about the classifications, how they were used and why, and what led to the revised classifications that were just released.  

Key Takeaways:

• The Carnegie Foundation partnered with the American Council on Education (ACE) to conduct the first major overhaul of the Carnegie Classifications for Higher Education in almost 50 years.
• Over the three-year process, the team engaged thousands of stakeholders across the higher education sector and other relevant experts about how best to provide more information about an institution through the classifications.  
• For the first time, the Carnegie Classifications bring in information about the student (not just the degree) through the new Student Access and Earnings category. 
• The American Council on Education prefers a three-syllable callout (“EY SEA EE”) rather than a one-syllable word (“ace”) when referring to the organization in shorthand. 

Host:

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

Guests:

Mushtaq Gunja
Executive Director of the Carnegie Classification Systems & Senior Vice President 
American Council on Education 

References and Additional Information:

Carnegie Classification of Institutions of Higher Education® 

Classification Methodology

American Council on Education

The AACRAO Annual Meeting is a phenomenal event for networking, learning, and catching up with friends and colleagues. This year’s meeting, held in Seattle, Washington, brought together more than 1,700 higher education professionals for breakout sessions, plenaries, timely topics, and great fun. 

Key Takeaways:

• The AACRAO Annual Meeting continues to provide outstanding opportunities for personal and professional growth to the AACRAO membership.
• It’s not too soon to start thinking about what you might present next year in New Orleans at the 111th Annual Meeting.  
• Say yes, get out of your own way, and be brave. You have tons of support from people who want to see you succeed! 

Host:

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

Guests:

So many guests! Thank you to everyone who agreed to be interviewed for this episode.

References and Additional Information:

AACRAO Annual Meeting

Get Involved

Artificial Intelligence (AI) is a hot topic everywhere these days. What is it, what are its promises, and what are its current limitations in terms of applicability to the work we do in a registrar’s office. You’ll hear from the Chief AI Officer at George Mason University about the promises and challenges of AI, and from a privacy and information law attorney about some of the considerations we should be making as we pursue any new technology, but AI especially. 

Note to listeners: edit implemented on 3/12/25 to remove a small audio gap

Key Takeaways:

• There are many promises of AI, but there are some significant challenges currently, as well. Don’t be swept away by the promises without engaging with the limitations.
• As registrars we have a special responsibility to make sure that the AI we employ maintains the safety, security, and integrity of the data we steward. The Fair Information Practice Principles (FIPPs) can help guide us to positive data governance outcomes.  
• Be wary of shiny new things. If the promise of something is too good to be true, it probably is. Explore AI and imagine ways it might be applied in your office, but AI is not the only tool available to us, and (in my opinion) we might be better served by pursuing intelligent automation solutions than artificial intelligence (AI) solutions. 

Host:

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

Guests:

Amarda Shehu, PhD
Chief Artificial Intelligence Officer and Professor, Computer Science, School of Computing, George Mason University

Claire McKenna
University of Notre Dame Law School

Claire McKenna is an attorney with 21 years of experience advising public and private sector clients.  Her practice focuses on all aspects of information law, including privacy, security, access, and disclosure.

References and Additional Information:

Fair Information Practice Principles (FIPPs) | FPC.gov

Weapons of Math Destruction by Cathy O'Neil: 9780553418835 | PenguinRandomHouse.com: Books

The Big Switch | Nicholas Carr  (Sorry I called you “David,” Nicholas!)

How much electricity does AI consume?

Pursuing an education is a political act. Working in a registrar’s office means providing service. In the currently divisive political climate, with an ever diversifying student (and faculty and staff) population, how can we provide the kind of servant leadership our communities need?

Key Takeaways:

• Being a servant leader is about treating people with respect, putting others’ needs ahead of your own, listening, being empathetic, and building community.
• The coming years are going to be a challenge for higher education and so each of us needs to take care of ourselves, but also look out for and support one another. That includes our staff, faculty, and students. 
• Engaging in positive action outside the office can help maintain a sense of control, a sense of purpose, and a commitment to service. 

Host:

Doug McKenna
[email protected]  

References and Additional Information:

What is Servant Leadership? 

Recommended Reading List - Compiled from multiple sources, including some AACRAO members!

Syllabus for Civil Resistance: How It Works (GOVT 1134 Harvard Kennedy School)

Twenty Lessons for Fighting Tyranny | Carnegie Reporter Winter 2022

Paradox of tolerance - Wikipedia

Find Your Members in the U.S. Congress

Legal Defense Fund

Post-Election Resources to Defend Against Trumpism - Stop AAPI Hate

American Civil Liberties Union

Know Your Rights: If You Encounter ICE | National Immigrant Justice Center

One of the enduring challenges institutions face is how to assess the learning that an individual acquires when they are not enrolled at an institution, and whether and what to award as credit toward a degree in recognition for that learning. In this episode we revisit the concept of Prior Learning Assessment (PLA), and its outcome, Credit for Prior Learning (CPL), with two higher education professionals who saw the need for a better way to manage PLA so they built one. 

Key Takeaways:

• We need our students as much as our students need us. PLA is a way to build trust with our students and to affirm their learning and experiences outside of the academy. 
• Registrars are uniquely positioned to bring transparency to the PLA process because we are the holders of so many pieces of the process. Understanding what’s involved with PLA can also position registrars to advocate for it and educate others at the institution about it.  
• PLA and the resulting CPL can lead to better student outcomes as they can move into classes that challenge them (rather than have to take lower-level classes of material they have already learned). Students who earn CPL are more likely to persist and complete a degree program.

Host:

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

Guests:

Jesse Boeding
[email protected]
Connect on LinkedIn

Karen Ferguson
[email protected]
Connect on LinkedIn

References and Additional Information:

AACRAO Core Competencies - Leadership & Management

AACRAO Professional Proficiencies - Records and Academic Services

Education Assessment System website

CAEL - Credit for Prior Learning

AACRAO - Innovative Credentials

AACRAO - Learning Mobility

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