LAURA WAYNE
Brown University Of�ce of the registrarannual Report
The mission of the Office of the Registrar is to support theinstructional activities of Brown University by providing
essential enrollment, curricular, and student recordservices to the entire campus community with the highest
degree of accuracy. We accomplish this by serving ascustodian of all student records in accordance with
university policies and government statutes as well asmanaging the student information system for all areas
related to enrollment/registration, course information andscheduling, grading/transcript production, and ultimately
degree clearance and certification.
The Office of the Registrar strives to utilize technology-based solutions when possible to increase efficiencies anddata integrity in these critical areas as well as support the
overall needs of the academic community.
2016-2017
Committee WorkInternal Work • Banner General Committee • College Curriculum Council (CCC) • CCC Executive Committee • Committee on Academic Standing (CAS) • CAS executive Committee • Data Governance Committee • Data Privacy and Records Management group • Graduate Council • Institutional Data Committee • Institutional Research Data Group • Registrar’s Of�ce-Computing and Information ServicesSteering committee External Work • AACRAO Group VI Information Technology ProgramCommittee Chair • AACRAO Institutional Data Professional ActivitiesCommittee • National Student Clearinghouse Advisory Committee • Paradigm Advisory Committee
Staf�ng Changes and PromotionsNew Additions Mary Martino - University Scheduler (July 2016) Karen Passeroni - University Scheduler (July 2016) Diana Richardson - University Scheduler (July 2016) Darlene Williamson- Assistant Registrar for UniversityScheduling (July 2016) New Hire Jessica Teitelbaum- University Scheduler (November 2016) Retirement Mary Martino (January 2017)
Most registration transactions are done online. TheOf�ce of the Registrar processes registration
transactions when Self-Service is closed or whenstudents need more specialized assistance. What follows
is the aggregate regardless of method.
Enrollment Services
Registration Adds
1256 1711
39633
1050
37710
674
24483
7005
778
29253
645 779
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June0
20500
41000
Registration Drops
61 430
25492
7363498
584
20585
6492
4432841
630 268
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June0
10000
20000
30000
Non-Degree Student Adds
3612
487
739 17
142167
10 1
219
132
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June0
250
500
Non-Degree Student Drops
0 0
30
129 7 7
16
1 0
20
62
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June0
35
70
Course Maintenance
Registrar Approved CCC Approved Grad Council Approved
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June0
80
160
The Of�ce of the Registrar coordinates the courseproposal process for all new and modi�ed courses. New courses taught by voting faculty are "fast-
tracked" by the Of�ce of the Registrar. All others arerouted to the College Curriculum Committee (CCC)or Graduate Council, as appropriate, for approval.
The Of�ce of the Registrar works with theacademic departments to create course offerings
for the current and upcoming academic yearsthrough the Course Offering Builder.
Approved Courses
114 176 72229 135 48 119
1613
215444
79 123
0
1000
2000
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June
Cancelled Courses
9
2717
50
91
9
21
37
77
19 20
0
40
80
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June
Grade Changes
93 91
610
12046
214
797
422535
105
705588
0
400
800
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June
Processing of Non-Degree Students
27 8
385
4 30 9
108 116
3 4 0 25
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June0
200
400
Student RecordTransactions
Electronic Diplomas
33 20 8 5 4 3 6 11 10 5 3
125
0
65
130
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June
Notarized Diplomas Apostilles
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June0
6
12
Phone Calls Registrar Email Account
0
500
1000
1500
2000
2500
3000
3500
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June
Transcripts - National Student Clearinghouse
777 806965 998
1139 1069
1721
1088943
688
928
1188
0
1000
2000
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June
Transcripts - Office of the Registrar
37
49
3529
44
16
39
2532
27
46
37
0
35
70
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June
Enrollment Verifications
National Student Clearinghouse Office of the Registrar
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June0
475
950
Degree Verifications - National Student Clearinghouse
378354
296 289243 243
267 284
375338
438 445
0
238
475
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June
Graduate Admissions Employment Scholarship/Grant/Fellowship Other
Admission Service Undergraduate Admissions Certification/Licensure Scholarship
Transfer
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June0
10
20
30
40
50
60
Percentage
Transcript Purpose
Electronic PDF Mail Hold for Pickup Electronic Exchange FedEx/US
FedEx/International FedEx/Canada & Mexico
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June0
10
20
30
40
50
60
Percentage
Delivery Method
English Translations Replacement Diplomas
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June0
10
20
30
40
50
Letters of Completion
418 24 17
2 0
128
27 20 10 10 5
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June0
75
150
Undergraduate Concentration Changes
7 1894 143 121 102 95
189
568
976
60 12
0
500
1000
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June
Workload/Tuition Extra Semester
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June0
10
20
30
40
50
60
Separations Readmissions
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June0
225
450
Undergraduate Transfer Credit Evaluations
20
1017
14542 52 17 13 31 64 41 27 47
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June0
600
1200
Tuition Changes
Undergraduate Graduate Medical
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June0
300
600
Graduate Transfer Credit Evaluations
2 3
0
5 6
1
11
8
12
0
9
4
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June0
5
10
15
Systems Projects
Data Requests
List or Report Internal Academic Record
20
5
25
8
34
12
32
4
22
2
17
1
35
8
31
4
35
2
28
12
39
4
2214
0
20
40
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June
Completed Systems Projects1. Enhancement to MD level BIOL courses – Sherry Gubata,project lead, 5 weeks •Add the words “No Description Available” to MD level BIOLcourses only in the Course Extract to reduce issues in theBulletin. This would apply only if the description is null. 2. Banner enhancement to update security tables – SherryGubata, project lead, 4 weeks •Adjust the custom security table behind Banner controlforms so it will refresh the names if someone in the tablechanges his/her name subsequent to being loaded the �rsttime. Currently, the name is stored in the table and doesn'trefresh after a name change.
Completed Systems Projects3. Replace the Campus PO Box for graduate students inPublic Health – Sherry Gubata, project lead, 4 weeks•The student mailboxes in the School of Public Health arebeing moved from the 2nd to the 3rd �oor and thedepartment would like to change the Campus Box for thesestudents to re�ect the change. 4. Biology Placement Test – Chris Beattie & Sherry Gubata,project leads, 12 weeks •Work in collaboration with the Biology department tohave new students take their Biology placement test (60questions in one hour) through Banner. 5. 25Live SaaS (Software as a Service) – Darlene Williamson,project lead, 12 weeks •move from a locally hosted version to SaaS. This projectinvolved the CIS DBA, Windows, Cognos, and projectmanagement teams. 6. Physics Gradable Labs – Chris Beattie, project lead, 40weeks •Develop a process to permit certain Physics courses to havea lab component which is gradable but suppressed from theacademic transcript. 7. XE Final Grading – Chris Beattie & Sherry Gubata,project leads, 39 weeks •Complete tasks related to the implementation of XE FinalGrading that had been deferred until after the go-livedate. 8. Course Proposal Enhancements – Chris Beattie & SherryGubata, project leads, 26 weeks •Enable the viewing of the Decision Reason for the proposerwhen a proposal was returned; add instructions andupdate the link to tutorials in the email noti�cation; addthe Destination Course question; and remove the LILE fromthe panel.
Completed Systems ProjectsCompleted Systems Projects9. Course Offering Builder Maintenance – Chris Beattie &Sherry Gubata, project leads, 7 weeks •Allow Department Managers to assign Department Spaceafter building their classes for the next full academic year. 10. SWAPWRX process to push eTranscript orders from RG toFF/FO status – Sherry Gubata, project lead, 6 weeks •Add error tracing to the eTranscript orders. 11. Consulting Contract with CollegeNet – DarleneWilliamson, project lead, 12 weeks •The underlying data structure was reorganized foref�ciency and ease of use, and both the academic and eventssides of the system went to a perpetual cabinet, which is astorage structure that allows for the saving of events 50years out. •This new perpetual cabinet completely restructured the eventtype hierarchy and cabinet and folder structure for eacharea, allowing for cleaner saving and routing of events. •Additionally, 50 new scheduling security groups werecreated and mapped, setting the stage for new departmentalapprovers which will begin booking space in the summer of2017. 12. Banner Form Extraction – Sherry Gubata, project lead, 2weeks •Allow INB to extract data from SWAEXAM in order to usethe data in spreadsheet format. 13. Email Noti�cations through Grouper – Sherry Gubata,project lead, 24 weeks •Remove email noti�cations from inactive students who havea course in their primary shopping cart. 14. Email Noti�cations through Courses@Brown – SherryGubata, project lead, 21 weeks •Send email noti�cations to students registered for classesthat have been cancelled, locations or times have beenchanged
Completed Systems ProjectsCompleted Systems Projects
15. Override codes enhancements – Sherry Gubata, projectlead, 32 weeks •Move Email to �rst column, remove the “assigned indicator”column, and enable search by Brown email. 16. Gender identity information �eld established andreportable in the ODS – Chris Beattie, project lead, 7 weeks 17. 25Live User Interface – Darlene Williamson, project lead, 24weeks •Launch space-reservations.brown.edu •This interface will allow departmental administrators toapprove and manage their space in space-reservations.brown.edu 18. Transcript orders established and reportable in the ODS –Chris Beattie, project lead, 2 weeks • allow us to track the volume and student pro�le of alltranscript orders over a given period of time. 19. Final exam enhancement – Sherry Gubata, project lead, 6weeks • Add a con�rmation popup in each section 20. AP credit notation articulation and opt outfunctionality – Chris Beattie, project lead, 6 weeks • Banner transfer articulation posts equivalent course creditnotations based on AP test scores for incoming students. AnORDS handler gets the scores-courses equivalency rules andopt out requests made by incoming students from AdvisingSidekick (ASK).
University Scheduling
Scheduling Email Account
124
313395
231 202151
201263 243 255
211 173
0
200
400
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June
Event Scheduling - Confirmed
125 210
2126
1383
118
7511090
2295
168 143
1209681
0
1250
2500
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June
Event Scheduling - Cancelled/Denied
16 39
365
250
1479
370 355
31 29
295
153
0
200
400
July Aug Sept Oct Nov Dec Jan Feb Mar Apr May June