YOU VE GOT A FRIEND IN ME - FCRAO · 2020. 6. 24. · YOU’VE GOT A FRIEND IN ME: The Tale of one Registrar and Admissions Officer Valerie Kisseloff. ERAU Worldwide, Director of
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Y OU ’ VE G OT A F RIEND I N M E : The Tale of one Registrar and Admissions Officer Valerie Kisseloff ERAU Worldwide, Director of Admissions FACRAO Vice President for Emerging & Specialized Programs Edward Trombley ERAU Worldwide, Registrar FACRAO President
YOU’VE GOT A FRIEND IN ME:The Tale of one Registrar and Admissions Officer
Valerie KisseloffERAU Worldwide, Director of Admissions
FACRAO Vice President for Emerging & Specialized Programs
Edward TrombleyERAU Worldwide, Registrar
FACRAO President
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VAL Embry-Riddle Aeronautical University is the world’s oldest and largest fully accredited university specializing in aviation and aerospace. Founded in 1925 as the Embry-Riddle Company at Lunken Airport in Cincinnati Airport, Ohio. Later moved to Miami Florida and in 1965 moved to DB Florida. In 1968 received our accreditation and in 1970 changed name from Embry-Riddle Institute to Embry-Riddle Aeronautical University. That same year the WW campus was established. In 2015, ERAU celebrated 50th anniversary of its move from Miami to DB and in 2016 it marked the 90th anniversary of the university’s founding.
TODAY…• Regionally accredited by the
Southern Association of Colleges and Schools (SACS)
• More than 80 degrees at the associate, bachelor's, master's, and Ph.D. level
• Two residential campus locations• Daytona Beach, Florida• Prescott, Arizona
• Worldwide Campus with more than 135 locations around the world
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ED Population contrast by campus PC – 2,200 UG – 1978 established DB – 5,000 UG WW – 25,000 Students
EUROPE
ASIA
NORTH AMERICA
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ED 1970 - Began opening education centers at military bases under the umbrella of the division now known as the Worldwide Campus Different modalities of learning
• 18,000 applications • 25,000 support documents processed each year• Serve as main point of contact for applicants • Update student record as documents are received• Provide unofficial evaluation of credit, if
requested• Serve as liaison between students, campus staff &
other departments:• Registrar• Financial Aid• Veterans Affairs• Student Financials
YEE-HAW!!
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VAL
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ED
• Process and maintain student records from the point of admission decision to graduation, and beyond
• Active Population: 25,000 students• Evaluations teams: new admissions
evaluations and update evaluations• Transcript team: produce 12,000 –
15,000/year, enrollment verifications• Graduation team: process 3,600/year,
conferring monthly and printing weekly• Registrar Support Managers: frontline
support to campuses, faculty and students from 135 campuses and online division
REACHFOR THE
SKY!!
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ED
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VAL Requires communication Allows us to share our skills Two heads are better than one�Makes you look at the bigger picture Collaboration starts from the top, Encourages a culture of continuous learning, allows our teams to build their own skill set and grow beyond their comfort zones
WHY COLLABORATE?
• Improved student experience• Increased awareness across departments• Successful policy and procedure changes• Sense of shared accomplishment• Identify best practices• Improved relationships between teams• Stimulate fresh thinking • Shared leadership and vision• Breakdown silos
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ED
SHARED RESOURCES & POLICIES
• Yearly curriculum changes & catalog updates
• Implementing policy changes• Published transfer course
2x year, catalog updates and curriculum changes – application needs to be updated but admissions defers to the setup needs of the Registrar to modify the application. We want to ensure their needs are met for building programs before we make changes and modifications to the application. Coordinate with Ed’s Assoc. Registrar and operations team to make sure we have all the same changes in place. Recently added sUAS degree – coordinated with Registrar regarding the Part 107 sUAS license to have credit added to the CSM and list the item on the admission application. Graduate student degree completion time limits – changes to the 7 year rule verbiage in the catalog Policy Change: 12 to 24 continuing student status change – how to handle the students that will be accommodated; determining whether or not to go back through admissions or allow for the exception through the registrar; ensure consistent messaging from both offices to campus staff and students Policy Change: CCAF AU-ABC Category I – requesting National Exam Scores during admission Transfer Course Equivalency Tables – great for Deny/CC applicants or Returning Susp/Dismissal files ACE Guide credit recommendations (VIP applicant had FAA Academy and the FAA Center for Management and Exec Leadership coursework and wanted to know what he would be awarded before applying). – coordinated with Assoc. Registrar to do unofficial review of coursework. CSM - Little more than half of our students are military - recent Department of Defense Audit; collaborated on providing relevant policies as some of them overlap (e.g. readmits, HEOA) FERPA – SIS access is held off, new employees to go through training for the Student Info System; issuing documents back to students – when it’s okay to do so. FERPA – student failed to disclose school when applying but one of our faculty who previously taught at another school had a student in his class that failed coursework – he was surprised to see the student in our program after failing; inquired with our Registrar to ensure there was no FERPA violations – ultimately called the school and they confirmed that he had a record. Shared Project Manager – she keeps us both in the loop on our comings and goings, departmental retreats, budgets/staffing, etc…
Confidential Files – Ed provides details as needed to determine eligibility for readmission; provides his input as to whether he feels he’s a candidate for readmission (e.g. academic integrity violation); In the past we’ve had students that we spoken with together given a joint decision we made not to readmit the student. In one case, he pleaded back and forth between us to where we sat down again and felt that there was a compelling reason to consider him for readmission despite our initial thoughts. Imaging OCR project – team effort from admissions input to understanding how the evaluators are using the software; helps our team to know why some information cannot be deleted from the system as it impacts Ed’s team downstream Imaging – also decision about scanning in color – deferred to ED on this one Workflow queues & routing rules – upon admission, packages move through imaging to trigger evaluation of credit, no paper files!!!! No rolling carts of files down the hall from ADM to REGISTRAR. Ed’s team is also great at advising if a student submits a transcript after admission that was not disclosed when they applied; we will reach out to the student, determine if it would have impacted an admission decision, make a decision as to whether or not credit will be considered at a later date, or if the decision needs to be revoked. Name changes – coordinated through imaging workflow queues Change of program approvals and unique admissions requirements – MSYSE and MSAE – early days we coordinated on all these files to see who would be approved to change programs; still coordinate on the program prerequisites to see if applicants meet math prerequisites Handling of 4+1 ‘applications’ Expediting of graduation applications – because we have 12 terms a year we often times have students finishing their UG program who want to roll right into a GR program the next term after their finish their UG. We need the degree to reflect as conferred so Ed’s team will help to expedite those requests so that we can quickly admit for the next term Departmental retreats – this is where our shared project manager comes in handy – she is great with organizing these and we often pull from each other’s ideas to deliver a fun retreat for our staff each year (ordering shirts, using HR for team building workshop, campus tours, sUAS demos, crash lab demos, flight simulators)
EXCEPTIONS, EXCEPTIONS, EXCEPTIONS!
• Exceptions to policy • Alternate credentials and qualifications • Review and enforcement of 700+
conditional admits/year• 75-100 readmits with prior suspension or
Committee (ASAC) cases/year • Course recommendations for denials
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Policy Exceptions INTL applicant had an FCE that stated he has the equivalent of an American master’s but no undergraduate degree. The WES eval states that to gain admission to the program at City University London, the student would need a bachelor’s degree. However, he does not have one. After visiting the school website (https://www.city.ac.uk/study/postgraduate/applying-to-city) it does state an exception to holding a BS degree is having suitable experience and/or professional qualifications. The applicant is currently a Airbus A330/340 Captain for Qatar Airways, which aligns with the degree he earned there. Both reviewed and agreed it was a safe bet to admit the student. Conferring a degree from 1997 where the student was never formally admitted to the Univ. – we had been waiting on his official FCE which was received during the time he completed his program, but was never processed. Years later he returned to request that we post his degree. Exceptions to continuing student status; applicant wanted to finish his AS degree with a CC before starting with ERAU; didn’t realize that taking one last term after admission would break his status. Reviewed file with Ed and agreed to allow him to finish at his current school without requiring him to reapply after coursework is complete. 2433369 Alternate credentials/qualifications ITT Tech Bankruptcy proceedings – how to admit a student without the official transcript? Reviewed all documentation in detail, reviewed together with our Vice Chancellor, came up with a plan for what we felt comfortable with on each side New academic agreement with WITS Univ of Witwatersrand – drafted new policy up and asked for Ed on his feedback for processing this population as an exception – not requesting FCE documentation but instead honoring another school’s decision – Ed has more experience in Higher Ed that me Conditional admits – admissions makes the determination as to the conditions of admission, Registrar enforces the hold until conditions have been met; occasionally admissions may miss a condition of admission or a student cannot satisfy the conditions due to scheduling, they will consult with us 75-100 readmits/year with prior suspension or dismissal – review these often with Ed, if a student would be a manual exception each term
