UNIVERSITY OF MAINE ATMACHIAS
Policy & Procedure Manual
SECTION: ORGANIZATIONAL STRUCTURES AND RELATIONSHIPS SECTION II
DATE: 2/95
SUBJECT: Registrar
The Registrar reports to the Vice President for Academic Affairs and has the following duties and responsibilities:
I. To administer and maintain an acceptable, compatible system of computerized academic bookkeeping.
A. Maintain a system of bookkeeping in compliance with national standards and University of Maine System policies and procedures.
B. Create and maintain permanent student records in the form of on-line computerized files and secure hard copies.
C. Initiate and record transfer credit evaluation.
D. Maintain a course numbering system compatible with the University of Maine System.
II. To disseminate information pertaining to student records in accordance with Federal law and University policy.
A. Provide official transcripts on written request by the student.
B. Prepare official student grade reports issued to the registrant, academic advisor and appropriate academic offices each semester.
C. Prepare unofficial mid-semester "warning" grades issued to the academic advisor and Academic Affairs Office.
D. Generate academic status reports for individual eligibility consideration both on-campus (membership and participation requirements, financial aid, honors, academic probation or dismissal, etc.) and off-campus (intercollegiate athletics, scholarships, veterans’ certification, etc.)
E. Prepare and maintain audit trails of record dissemination to third parties, except for academic supervisors. To prescribe procedure and provide informational materials, schedules and facilities to permit student registration and enrollment in classes, both on- and off-campus.
III. To advise the President on campus enrollment trends and appropriate campus response; to advise and assist Academic Affairs and Student Services offices engaged in recruiting, admitting, and retaining students; in consultation with campus staff and planning groups, to prepare enrollment plans.
IV. To develop and maintain a schedule for the use of academic space for classes, final exams, and ad hoc groups and organizations form both on- and off-campus.
V. To collect, analyze, and preserve data in areas of specific interest in order to make periodic reports to appropriate University officials both on- and off-campus.
A. Prepare an annual federal enrollment/compliance report (HEGIS/IPEDS).
B. Prepare and distribute a general enrollment report each term for on-campus use and for access by the University of Maine System.
C. Collect, analyze and disseminate data pertaining to enrollments, attrition, institutional loads, space utilization, etc. as required for program reviews, new program proposals, audits by external organization, grant applications and other appropriate requests
VI. To train and supervise office personnel and veteran work-study representatives.
VII. Other duties assigned by the Vice President for Academic Affairs including but not limited to:
A. Receipt and recording of faculty evaluations for transfer to the office of Academic Affairs.
B. Recommendation of degree candidates to the faculty following degree audit procedures, and preparation of diplomas.
