Office of the Registrar New ChairDirector Orientation Current

Office of the Registrar – New Chair/Director Orientation

Current Org Chart Registrar GERALDINE Assistant to the Registrar Director, Student Recruitment MATT Manager, National Recruitment VACANT Recruitment Officer - Market Development Recruitment Officer - MIWSFPA Manager, Recruitment Operations & Communication Recruitment Officer - Multimedia Web Specialist Recruitment Officer - Communications Recruitment Officer Fall Travel/ Converstion (2) Recruitment Officer - Smart Start and School Group Programs Recruitment Officer Fall Travel (5 ) Recruitment Officer - Campus Visitor and Community Outreach Recruitment Officer - On-Campus Events & Support Associate Registrar, Enrolment Supports SUE Director, Admissions CHRISTINA Supervisor, Admissions & Systems Admissions Officer (3) Admissions Assistant (2) ON LEAVE - 1 Manager, Admissions & Assessment Evaluations Specialist (5) Manager, Scheduling and Examinations Manager, Student Information and Systems Scheduling Coordinator Business Analyst Scheduling Assistant (2) Senior Records Officer Scheduling and Examinations Clerk Academic Records Assistant (3) Associate Registrar, Enrolment Operations JODI Manager, Curriculum, Policy & Outreach Assistant (3) Manager, Student Information and Service (VACANT) Student Information and Service Advisor (9) Supervisor, Central Advising Academic Advisor (2)

Office of the Registrar – What’s What • RO consists of following units: Admissions (Domestic/International UG & Teacher Education) Academic Advising (Central Advising) Brock Central (general RO inquiries, OSAP, student account questions) Curriculum Management, Policy & Outreach (Senate Committees, Calendar, RO Communications, Convocation) – Recruitment (Domestic UG – Ontario HS, College/University transfer, out of province) – Academic Records (grades, change of major, course restrictions) – Scheduling (SP/SU/FA/WI courses & exams, distance exams) – – • RO is your conduit to facilitate any business in support of students and faculty – Enrolment = new intake in the form of undergraduate domestic student recruitment & admissions – Retention = support academic policy, procedure & outcomes

Office of the Registrar – Course Scheduling and Timetable Contacts Geraldine Jones, Registrar (gjones@brocku. ca; ext. 3566) Edlira (Christina) Zahaj, Assistant to the Registrar (ezahaj@brocku. ca, ext. 3550) Curriculum Management, Policy & Outreach: Jodi Fitzgerald, Associate Registrar, Enrolment Operations (jfitzgerald@brocku. ca; ext. 3273) APC technical issues, System Access, Registration: Mwinchande Chande – Manager, Student Information and Systems(mchande@brocku. ca; ext. 5321) Records, Reporting & Systems: Sue Guenther, Associate Registrar, Enrolment Supports (sguenther@brocku. ca, ext. 3536) Scheduling: Brendan Barrett – Manager, Scheduling and Examinations (bbarrett@brocku. ca , ext. 3378) Web Cal Publishing, Reg Guides, UPC/APC: Diana Huson – Manager, Curriculum Management, Policy & Outreach (dhuson@brocku. ca; ext. 3249)

Grades • Method of grade submission is now electronic (Faculty Gradebook, Brock DB) • Instructors enter/upload grades – Can be imported from Sakai – Once grades are entered, instructors release grades to Chair/GPD • Once grades are released to you, you will receive an email for you to release marks to the RO: You have received an action item. To electronically approve grades click on the following link: https: //my. brocku. ca/Brock. DB/fgb_Approve. Marks. aspx? Document. Header. ID =11111 • All grade submissions must be approved by Chair

Office of the Registrar – Academic Calendar Process: Department Designate 4 Chair/Director 4 Dean 4 UPC 4 Senate www. brocku. ca/apc • • Undergraduate calendar changes are managed via on-line submission (Academic Program Calendar - APC system) Deadline for submission from department = October 15 – Dean’s deadline = October 30 • • • Senate’s Undergraduate Program Committee meets regularly to review submissions Within UPC, small sub-committees are struck to review each Faculty submission when it is ready UPC submission goes forward to Senate for final approval Goal is to have all major updates in place before academic calendar is released for next year (reminder academic year begins with Spring term) RO supports to help with UPC submission questions: Diana Huson (Manager, Curriculum Management), Chande (technical issues), Jodi Fitzgerald (Associate Registrar), Geraldine

Office of the Registrar – Academic Calendar • Why is there a deadline? The university timetable must be set by March of each year. May 1 is the beginning of the SP/SU session, the official start of the academic year. Curriculum must be in place in order for a timetable to be set by this time. • What is the underlying role of the Undergraduate Program Committee (UPC)? UPC is a Senate committee, primarily focused on the University’s academic program (i. e. , the curriculum). Degree programs must be coherent, must have the requisite human and material resources in place, must be consistent with the policies and principles which govern them, and must be possible to implement. • Why is the Committee so insistent on clarity and rationale in submission? a)The calendar copy has to be read by people who may or may not have knowledge of the various disciplines – clarity and simplicity are not only useful but are educational. b)Most of our programs have multiple options – e. g. , accreditations, minors, certificates, streams/concentrations, co-ops – so it is important that overlaps, exclusions and possible crossovers (to name a few) are anticipated and addressed so that students and others are able to get accurate information. • Why is the Committee so insistent on consistent and “brief as possible” course descriptions? a)The “calendarese” (i. e. , no or few verbs; clauses; no more that 60 words) is meant to encourage the cleanest, clearest, briefest consolidated description of the course content or the focus that makes it distinct. b) Reducing redundancy and language that appropriately belongs in course outlines keeps the overall length of calendar ‘pages’ to a manageable limit for Faculty, Staff and Students.

Office of the Registrar – Academic Calendar Things to think about when you look at a submission: • Has the Department/Centre provided adequate and appropriate rationale and detail for its changes, additions, deletions? • Are the descriptions clear and concise for outsiders to the Department/Centre? • Are the degree requirements consistent with the university regulations and possible within the university timetable (e. g. 20 credits, 5 years or 4 years, core and elective balance, adequate numbers of 100, 200, 300, 400 level courses and 2 alpha 90 and 3 alpha 90 courses, context credits, no internal inconsistencies with related programs and/or cross listed courses)? • Is there a “flow through” strategy for students – i. e. back-up plans, no bottlenecks, course substitution options, appropriate “elective” courses. • Are the course patterns, restrictions, prerequisites and exclusions necessary and consistent with other related programs and cross listings and consistent with internal changes in the program? • Do any of the changes affect other Departments/Centres/Programs? For example, required courses in other Departments/Centres, cross-listed courses, duplication of a course in another Department/Centre? If so, complete the Consultation Form and submit evidence of consultation (e. g. , e-mails, letters and memos) from both the program requesting the change and the program being affected by the change should be provided. Lack of evidence of consultation will result in the proposal being sent back

Office of the Registrar – APC Training Sessions – end of August/beginning of September via ‘Focus on Learning’ training available on HR web site - If you do not have access to APC web site, contact Chande

Office of the Registrar – APC

Office of the Registrar – APC

Office of the Registrar – APC

Office of the Registrar – APC

Office of the Registrar – APC Training Sessions – end of August/beginning of September via ‘Focus on Learning’ training available on HR web site - If you do not have access to APC web site, contact Mwinchande Chande

Office of the Registrar – Data Requests CONTACT: Mwinchande Chande, Manager, Student Information and Systems, and Amanda Di. Fonzo, Business Analyst brocku. ca/registrar/data-request/

Office of the Registrar – Scheduling Responsible for constructing academic timetable, scheduling exams, distance exams CONTACT: Brendan Barrett, Manager, Scheduling and Examinations TIMELINES

August – Important Notes • Approval of changes in limited enrolment, opening/cancelling reserves • APC training – watch Focus on Learning for dates • Out of Class Term Test requests due to Scheduling • Course Collection opens for 2021 -22 (SP, SU, FW) • Release grades for Summer Courses

September/October Reminders • December Exam Requests due (September); Exam timetable released prior to Reading Week • Spring/Summer course collection closes mid. October • Department APC submissions due to Deans mid. October • APC submissions due to UPC late October

November/December Reminders • FW course collection closes mid-November • SP/SU draft timetable released for review late December or early January • Out of Class Term Test request collection closes end of November for Winter courses • Release of D 2 grades in December/January