Name and Legal Status at the University of Toronto -...
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Turning Policy into Practice: Name and Legal Status at the University of Toronto Joseph Minichini Business Analyst, Registrarial Policy Enrolment Services [email protected] 416-946-4009 Neil Neebar Associate Registrar, Student Records, Registration and Graduation U of T Mississauga [email protected] 905-828-5388
Transcript of Name and Legal Status at the University of Toronto -...
Turning Policy into Practice: Name and Legal Status at the University of Toronto
Joseph MinichiniBusiness Analyst, Registrarial Policy
Enrolment [email protected]
416-946-4009
Neil NeebarAssociate Registrar, Student Records,
Registration and Graduation
U of T [email protected]
905-828-5388
Presentation Overview
Overview of U of T
Size and Structure Diversity
Name Change Policy
Background/History Why Change? What we did/Results Challenges/Risks Lessons Learned
Legal Status Background/History Why Change? What we did/Results Challenges/Risks Lessons Learned
Wrap-up Looking aheadWrap-up &
questions
Undergrad 14,073
Graduate668
Undergrad 43,568
Graduate17,127
Undergrad 13,132
Graduate298
Overview: Size & Structure
University of Toronto88,866
students
STG
60,695
UTSC
13,430
UTM
14,741
INT
50
DOM
248
INT
2,755
DOM
14,372
INT
9,416
DOM
34,152
INT
2,658
DOM
11,415
INT
206
DOM
462
INT
2,395
DOM
10,737
Overview: Size & Structure
• 19 Autonomous academic divisions offering a mix of undergrad and grad programs
• Bubble size represents number of registered students
Overview: Size & Structure
University of Toronto Registrar Offices
• Operationalizing name and legal status policy requires us to work laterally across a myriad registrar offices
• 28 registrar offices across 3 campuses
• Registrar offices manage name and legal status process
Overview: Diversity
Domestic, 71386, 80%
International, 17480, 20%
30
21
36
85
45
39
52
72
61
31
68
20
72
44
75
37
80
14
86
33
92
69
10
28
1
11
47
7
12
78
1
14
57
6
16
09
3
17
48
0
INTERNATIONAL STUDENT POPULATION, LAST 16 YEARS
International vs Domestic Students,
2016-2017
579% increase of international students in the past 16 years!
Name Change Policy:Background/History
2009 - Governing Council replaces 1986 policy on how students change their name
on the official academic record
Students may change their name and gender to something consistent with their
identity
Legal supporting documentation and a reason for a name change no longer
necessary
Available Online: http://www.governingcouncil.utoronto.ca/Assets/Governing+Council+Digital+Assets/Policies/PDF/ppapr162009.pdf
Name Change Policy:Why Change?
Supports the University’s mandate for equity, inclusiveness, and human rights
Addresses a growing community of transgender students, and a rising number
of international students seeking to anglicize their name
Allows students to choose a name consistent with their identity, e.g., trans
students, anglicizing names or other family circumstances (e.g., divorce,
blended family)
Name Change Policy: What We Did/Results
Stakeholder Meetings Working Group
• Formed working group with participants from registrar offices
• Identified best practices and needs
• Gathered concerns & suggestions
Results
• Request Form
• Staff Training (e.g., guide with best practices, PD sessions)
• More consistent service and advising across divisions
• Identified direction with input from relevant Leaders, e.g., Convocation, Sexual Gender & Diversity O, TCard Office, Transcript Centre
Name Change Policy:Risks/Challenges
• Non-legal names on the official academic record create complications with the verification of credentials and transcripts
• There is a potential for fraud and reputational damage when students use a preferred name on the official academic record
Name Change Policy:Lessons Learned
• Process is not enough – need to remain flexible
• In a complex, multi-divisional environment, the policy will always be applied with some variation between registrar offices
• Diversity between registrar offices will naturally mean that the policy will be applied differently e.g., Faculty of Medicine warning system
• Needs of the student vs needs of the Faculty/Division
Legal Status VerificationBackground/History
Summer 2004
UTM begins formal checking and verifying
legal status
Summer 2013
UTSC begins checking and verifying legal status
Summer 2015
UTM/UTSC legal process adapted at STG
Summer 2016
STG TCard office enhances services and begins
making minor changes to the student record
“Proof of citizenship is required in order
to begin your studies at the University of
Toronto”
Legal StatusWhy change?
• Growing international population
• Addresses issues with self-reported admissions data; e.g., OUAC
• Due diligence for reporting; e.g., DLI compliance, MAESD count reporting
o Legal status and international fee exemption information is reported to the Ontario Ministry of Advanced Education and Skills Development (MAESD)
o Legal status information is reported to Immigration, Refugees and Citizenship Canada (i.e., DLI Compliance reporting)
• Accuracy important for Fee verification - Used to determine a student’s tuition rate (e.g., domestic fees vs international fees) and funding
Legal Status:What we did
Registrars Office:
Standardized Process
Reporting: Accountable
to IRCC & MAESD
Immigration Officers:
Authorized Advisors
Student Experience: Streamlined Legal Status Verification
Process
Legal Status:What we did
• TCard office selected the Service Hub.
• Improve the onboarding experience for students
Service Hub
• Minor Changes based on Docs given
• Name Changes - correct spelling, change to match legal docs
Name Changes
• Domestic to Domestic Legal Status Changes
• International to International Legal Status Legal Status
• Simplified onboarding process for students (vast majority of students are verified by TCard offices across 3 campuses)
• Decreased volume for registrar offices who would otherwise be seeing students in a decentralized environment
• More consistent practices across divisions and campuses
All other Registrars,
3374, 40%
TCARD Office, 5074, 60%
Legal Status Verification, May 1, 2016 to Feb 7, 2017
Legal StatusResults
8448 students verified between May 1, 2016 and Feb. 7, 2017
Legal Status: Risks/Challenges
• Immigration matters are complex and laws change frequently
• Must refer to an Immigration Advisor to discuss issues
• Difficult to train staff on the multitude of legal status scenarios
• Pushback from students who are turned away at TCard office (e.g., domestic students without id)
Lessons Learned
• There isn’t always a black and white answer; i.e., some things have to be dealt with on a case-by-case basis
• More upkeep than originally thought; e.g., training documents need to be updated annually due to changing laws
• Federal and Provincial legal definitions differ which creates confusion e.g., common law and age of dependency
Looking Ahead
Name Changes
• Preferred first name system • Students would be able to change their first name (with limitations) on the
student information system• Legal name and preferred first name would be maintained and used separately
Legal Status
• Streamline services (e.g., TCard improvements, work with immigration officers)
Questions
THANK YOU!!!
Joseph MinichiniBusiness Analyst, Registrarial Policy
Enrolment [email protected]
416-946-4009
Neil NeebarAssociate Registrar, Student Records,
Registration and Graduation
U of T [email protected]
905-828-5388
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