GENERAL SUMMARY: The Registrar serves as the custodian of academic records, maintains
transcript accuracy, oversees the integrity of student data, and ensures compliance with accreditation
and federal laws. The registrar administers registration, credential recommendations, add/drop,
withdrawals, leaves of absence, academic probation, readmissions, and program completion - all
processes that directly affect academic standing and progression. Beyond administering degree processes,
the Registrar maintains the academic calendar and provides data used for federal, state, and
accreditation reporting.
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Essential Duties and Responsibilities include, but are not limited to:
Student Academic Enrollment & Records - The Registrar has primary responsibility for:
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Maintaining and updating student academic records in line with CTC, BPPE, & WSCUC accreditation, including grades, transcripts, credentials, and enrollment status.
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Oversight of data integrity within the student information system (SIS) in Populi.
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Conduct degree audits in line with accreditation requirements to ensure accuracy
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Ensure confidentiality of all records in compliance with FERPA and other privacy laws.
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Student reregistration, coordinating add/drop/withdrawal procedures and deadlines.
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Communicating all associated deadlines with faculty and students.
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Monitor and report on student enrollment status.
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Monitor consortium agreements with partner institutions.
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Student leaves of absence, readmission, and transfer credit evaluations.
Student Success & Progression - The Registrar has primary responsibility for:
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Conducting degree/program audits on all students to verify credentialing and graduation requirements.
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Managing graduation applications, verifying eligibility.
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Preparing diplomas and official transcripts, coordinating with institutional leadership on commencement planning, and student honors.
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Providing academic advising to students and communicating with faculty and staff about student progress.
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Monitoring communications from external assessment agencies for all state-required testing, including TPAs.
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Managing the CTC recommendation process and ensuring all accreditation standards are met.
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Serving as a resource for students, faculty, and staff regarding registration, records, and policy interpretation, including CTC and WSCUC.
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Managing transcript requests and verifications.
Reporting - The Registrar will work in support of the Data Team to:
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Prepare and submit applicable institutional reports (e.g., Title II, CTC, BPPE reports, etc).
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Provide student performance data for continuous improvement purposes and for internal and external stakeholders.
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Provide accreditation records, including for program audits.
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Administer and maintain the Student Information System (SIS), providing training and support for faculty and staff on registrar processes.
Curriculum - The Registrar is responsible for maintaining the official record of higher education
curriculum and ensuring its integrity across institutional systems. This includes:
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Maintaining the official record of approved programs, degrees, certificates, and concentrations.
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Recording approved course titles, descriptions, credit values, and prerequisites.
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Ensuring only approved changes are implemented.
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Maintaining historical versions of curricula for audit and catalog purposes.
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Aligning what appears in the catalog, SIS, transcript, and on the website.
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Reviewing curriculum proposals for coding and accreditation compliance.
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Identifying conflicts with existing requirements and ensuring credit totals remain compliant.
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Verifying that changes align with catalog structure.
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Confirming implementation timelines in line with policy and accreditation compliance.
Catalog Management - To protect all academic coherence and prevent inflation or drift in course
structure, the Registrar has primary responsibility for:
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Overseeing the academic catalog production process.
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Ensuring program requirements are accurately reflected.
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Maintaining archived catalogs for each academic year.
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Applying catalog year rules to student cohorts.
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Assigning course numbers according to institutional policy.
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Preventing duplication or inappropriate reuse of course numbers.
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Monitoring credit hour compliance.
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Ensuring prerequisites and co-requisites are properly coded.
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Maintaining consistency in course modality designations.
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Academic Compliance - When curriculum or policy is changed, the Registrar:
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Implements changes in the student information system.
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Verifies effective dates.
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Ensures no unapproved modifications occur.
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Ensures faculty and advisors follow official degree requirements.
Institutional Reporting - The Registrar ensures the accuracy of curricular data used in reporting.
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Matches officially approved program structures.
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Aligns with WSCUC disclosures, Title II reporting and CTC program sequences.
Admissions - The Registrar oversees the integrity of transfer credit awarding and articulation.
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Evaluates transfer credit against approved curriculum.
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Ensures equivalencies align with learning outcomes.
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Prevents inappropriate credit substitution.
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Maintains articulation agreements.
Other Duties
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Attends committee meetings as assigned and attends conferences as applicable.
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Assists in the preparation for IIA, BPPE, and WASC accreditation site visit(s).
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Assists in updating/producing the candidate handbook.
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Assists in program requirements by participating in Information Sessions, Co-Sponsor meetings and visits, and other engagement activities.
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Performs additional program tasks, as requested/needed.
Qualifications:
Required knowledge, skills and abilities:
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Utilizes higher education data, using appropriate technology, to produce accurate and timely reports that support school and institutional goals.
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Data analysis to inform decision-making.
Education and Experience:
- Bachelor’s degree or higher.
- Working knowledge of California Commission on Teacher Credentialing regulations is required.
- Experience in higher education is required.
- High-level computer skills including Microsoft Suite and Google Docs.
- Experience with Populi and/or other Learning Management Systems.
- Experience with accrediting agencies.
Working Conditions:
Physical Abilities
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Hearing and speaking to conduct group training, exchange information in person electronically and over the telephone.
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Ability to read printed material and computer screens. Ability to understand speech at normal levels.
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Dexterity of hands and fingers to operate a computer keyboard and other office equipment.
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Kneeling, bending at the waist, and reaching overhead above the shoulders and horizontally to retrieve and store files and supplies.
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Ability to climb stairs, bend, reach, walk, sit and stand for extended periods of time. Ability to lift and carry 10 pounds.
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Accommodations will be made to enable individuals with disabilities to perform the essential job functions.
CLEARANCES
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Criminal Justice/Fingerprint Clearance
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TB Clearance
This position description intends to describe the general nature and level of work being
performed by people assigned to this position. It is not intended to include all duties and
responsibilities. The order in which duties and responsibilities are listed is not significant
