2022 Year in Review

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As we begin 2023, it is important to recognize the accomplishments of the Office of the Registrar this past year. In 2022, we moved to the post pilot phase of the Future of Work@Iowa, which allows most of our staff to follow either a hybrid or fully remote work schedule, while continuing to meet the needs of our students and campus partners.

We have adjusted teams, assessed processes, and have been able to start or restart projects that may have been put on hold in 2020 or 2021. We have had difficult conversations, agreeing on some things, and disagreeing on others. These conversations will continue as we strive to strengthen the office culture and to identify the best strategies for supporting our students, campus partners, and the university.

Please take a few minutes to review this impressive, but not comprehensive, list of accomplishments while recognizing that the words alone cannot reflect all the effort and time that makes a multifunctional office like ours run.

Thank you for making 2022 a success!

Academic Organization 

  • Associated course subjects link added to department/division/academic org pages in MAUI. 
  • Moved many academic organization action memos to Dispatch to align with brand standards, consistency in messaging, and standardization of population. 

Athletic Certification 

  • Academically certified approximately 700 student-athletes at least twice a year for practice and competition in Division I intercollegiate athletics. 
  • Updated or maintained more than 145 current NCAA degree audits to reflect the academic eligibility of student athletes. 
  • Completed annual athletic reporting, including the Academic Progress Rate (APR) report which tracks the eligibility and retention of student-athletes, and the NCAA Graduation Success Rate report which is a measure of student-athlete graduation success. 
  • Partnered with the Office of Student-Athlete Academic Services, admissions, and college offices to create a method to assist certifying incoming transfer student-athletes. 

Classroom Scheduling/Course Offerings 

  • Collaborated with our campus partner, the Office of Student Financial Aid, to put programming into place for a date compliance/financial aid warning within the MAUI Planner to enhance Title IV compliance visibility of the sections’ start and end dates as they relate to the university standard session dates.  
  • Created a new workflow routing path between the Division of Online Education and the Office of the Registrar that is now activated by a delivery mode of “online” rather than the management type selection. This programming supports the desire for a hybrid instruction mode option and benefits the growth of mixed instruction modes across our course sections. 
  • Added a room capacity bypass validator check to the time and location fields of the MAUI Planner to manage the need for section enrollment and break out ability to secondary instructional spaces across campus to enable large classes to be disbursed through smaller classrooms without capacity complication. This programming rides along with the date compliance/financial aid warning work and establishes new yellow banners for capacity overrides. This improves the Office of the Registrar’s reporting for daily and census snapshots. 

Commencement  

  • Organized in-person spring commencement ceremonies for the first time in three years using the online RSVP process. The RSVP process continues to be improved and helps to give a more accurate picture of the number of participants for all college ceremonies. For the first time this fall, the team offered an RSVP extension. This extra period of five days allowed for an additional 74 students to RSVP.  
  • Recruited an additional 15 individuals from the Office of the Registrar to volunteer their time alongside the commencement tam for ceremonies in the past year. 
  • Moved all student communications, along with communications to the subscription list, to Dispatch. 

Communications/Websites 

  • Launched the new UI Service Center website on the latest version of Drupal. Provisioned the commencement and veterans websites in the latest version as well, with training provided for the IVETS student services staff to take ownership of the website and all Dispatch messaging.  A content inventory of the entire Office of the Registrar website is underway to help prepare for its move (timeline still pending per ITS). 
  • Reviewed messaging created by the Dispatch team for alignment with the Iowa Editorial Style Guide. The team is working to develop best practices to ensure more consistency within messaging from all areas of the office. 
  • Launched a monthly internal staff e-newsletter in August 2022 to help staff stay connected. The e-newsletter shares general office updates, updates relating to the UCC office move, volunteer and professional development opportunities, other important campus-wide updates, and more. 

Course Library 

  • Collaborated with MAUI Help site team to add create course form and drop course form pages to the course library information on the website. 
  • Reviewed and processed more than 1,300 inactive course forms, including “never taught courses” for the first time, within a three-week timeframe. 
  • Identified third level proficiency world language courses, which supports students by allowing them to search by this gen ed indicator in MyUI, in preparation for the upcoming College of Liberal Arts and Sciences (CLAS) world language pathway changes. 

Data Management 

  • Academic data management team worked to re-brand reports publicly available on the Office of the Registrar’s reports and statistics page. 
  • Alumni data management team reviewed and updated approximately 80,284 alumni records, including adding 12,800 business addresses for medical residents and DDS, MPH, and JD degree recipients. 

Degree Audit 

  • Updated CLAS and College of Education audits to hold students to the sustainability GE, which required partnership with ITS for a total rework of the general education program assignment application in MAUI. 
  • Coded more than 800 audit sub-requirements to capture general education and major requirements in the data warehouse, standardized the data, and published initial campus data report to demonstrate how and when students complete their gen eds according to their audits. 
  • Created robust process documentation in SharePoint with 13 separate help categories with 52+ sections worth of information cataloged in OneNote. 

FERPA Team 

  • Revised ICON FERPA training module for language and university branding alignment. 
  • Held seven in-person or virtual audience specific FERPA trainings. 

General Catalog 

  • Created and updated help documentation for all catalog editing processes, including training guides for other editors on campus to help support the newly formed catalog team (for the first time in 30 years!). This information is stored on the team’s new SharePoint site.  
  • Worked closely with the College of Engineering to build out all undergraduate majors. In addition, a general education component tab was created for the college for the first time in summer 2022. These updates have revamped how the registrar’s office is able to work with the college using other tools that rely on the catalog’s content.  
  • Continued working to improve the accessibility of the online version of the catalog. In the past year, alt text has been added to all photos, lists have been reorganized as bulleted lists or in table format, and headers have been added to all pages.   

Graduation Services 

  • Began offering digital diplomas in addition to print diplomas to all graduates beginning spring 2022. On pace to produce and distribute 7,611 digital and print diplomas to spring 2022, summer 2022, and fall 2022 graduates. 
  • Completed final degree evaluations and on pace to confer 7,611 degrees and award 1,866 minors and 1,340 certificates to spring 2022, summer 2022, and fall 2022 graduates.  
  • Collaborated with the degree audit team to add unique messages about program overlap rules to 177 majors, minors, and certificate degree audits to provide information to students and their advisors earlier in their academic career. 
  • Created an email for all degree applicants sent via Dispatch to inform them when degrees may be conferred, and diplomas received to reduce or eliminate concerns and questions. This email also addresses when final grades are due and added to records, and when duplicate diplomas, certificates, and transcripts can be ordered. 

Imaging 

  • Completed digitalization of Type 1 transcripts (oldest University of Iowa transcripts, roughly 180,000 student records) project. 
  • Digitalized 44 American Institute of Business (AIB) catalogs. 
  • Streamlined digital organization for closed/merged institution records on the shared drive. 
  • Acquired Broadlawns School of Nursing (Des Moines) and began processing for digitalization (roughly 1,500 student records). 

IVETS 

  • Restructured IVETS with IVETS Financial remaining in the Office of the Registrar, while IVETS Student Services moved to University College. 
  • Partnered with the University Billing Office to reduce number of debt letter communications by over 70%. 
  • Navigated another successful audit, ArmyIgnitED changes between three systems, and anticipate an update to VAOnce system for certifying in March (moved from January-yay!). 

MAUI Help Site  

  • Developed help site templates in Drupal to aid with consistency and accessibility of content. 
  • Created more than 60 new pages of MAUI Help site content. 

Programs of Study 

  • Collaborated with the Graduate College and General Catalog team to record curricular documentation in MAUI document repository. 
  • Moved program of study action memos to Dispatch to align with brand standards, consistency in messaging, and standardization of population. 
  • Collaborated with Distance and Online Education (DOE) to identify and update programs of study incorrectly labeled distance/hybrid to assist with DOE reporting. 

Reg-MAUI-Support/Registration Team 

  • Developed systems and procedures to streamline processes related to advisor administration, student program of study sync, CLAS course cancellations, and academic calendar to aid in campus communication with faculty, staff, and students. 
  • Revamped the winter/spring early registration grid with the help of ITS and newly created tools in MAUI. 
  • Collaborated with the degree audit team to review grading and implement GPA calculations for MED non-MD professional students. 

Sample Plans  

  • Updated or created more than 420 sample plans, including more than 95 brand-new graduate sample plans. 
  • Added the new sustainability GE mile marker to more than 180 CLAS and College of Education undergraduate sample plans.  
  • Cleaned up and standardized more than 170 CLAS sample plans to align with newer collegiate formatting preferences. 

Security Team 

  • Confirmed FERPA status and appropriate approvals were granted; researched appropriate roles and assigned MAUI access for 1,030 MAUI access requests. 
  • Identified issue with access deprovisioning, which required the manual review of more than 295 MAUI accounts with MFK changes, and partnership with ITS to resolve deprovisioning issue. 

Transcripts and Verifications and UI Service Center 

  • Processed 44,216 transcript orders and 15,677 verifications in MAUI or MyUI. These totals do not include hard copy or paper requests and other transcript or verifications correspondence.  
  • Served as first-person point-of-contact for 10,790 walk-ins (4,143 were registrar or billing related) in addition to responding to 8,204 email inquiries and 6,006 phone calls. 
  • Implemented new Cherwell ticketing system.
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