Registrars and Admissions Officers (288649980)
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EDUCAUSE REGISTRAR AND ADMISSIONS CONSTITUENT GROUP MEETING NOTES 2015 The EDUCAUSE Registrar and Admissions Constituent Group met Thursday, October 29 th 2015 at the annual EDUCAUSE meeting in Indianapolis, Indiana. We were fortunate to have participants from the West Indies, Singapore, AAU universities, private universities and Internet 2. The short meeting time limited discussion so we were not able to address all of the topics of interest to the group. The majority of the discussion concentrated on acquisition and implementation of CRM’s, privacy and security of student records, the definition of an educational record, co-curricular credentials management, development of applications outside of central IT organizations to reduce manual processes, create workflow strategies and improve efficiency. We also discussed the need to involve more of the Registrar and Admissions EDUCAUSE members in our group. To that end I have discussed options for reaching out to them with Sean Kennedy of EDUCAUSE. Initiatives for continuing our dialogue between EDUCAUSE meetings were also discussed. Other topics that we were unable to address at the meeting were the use of social media in the Registrar and Admissions profession, master data management and governance, the profession’s IT challenges and IT support models and level of support. The discussions related to privacy and security yielded the following from the group: 1. The entire group is concerned about privacy and security 2. The National University of Singapore uses 2 factor authentication for access to their student records system. 3. It was stated that security is about access to data, but privacy is about appropriate use of data by those on the inside. 4. Demands for data associated with student success and the demands for data that institution members want to mine are creating a need for more and better security and the need for clarity of who should have access.
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This meeting will focus on the ways in which information technologies affect specialized operations, including software selection, staff training, standards and best practices, record-keeping and access, and data storage and retrieval. Come share your pitfalls, best practices, and proven solutions with your colleagues. http://www.educause.edu/annual-conference/2015/registrars-and-admissions-officers
Transcript of Registrars and Admissions Officers (288649980)
EDUCAUSE REGISTRAR AND ADMISSIONS CONSTITUENT GROUP MEETING NOTES 2015
The EDUCAUSE Registrar and Admissions Constituent Group met Thursday, October 29 th 2015 at the annual EDUCAUSE meeting in Indianapolis, Indiana. We were fortunate to have participants from the West Indies, Singapore, AAU universities, private universities and Internet 2. The short meeting time limited discussion so we were not able to address all of the topics of interest to the group.
The majority of the discussion concentrated on acquisition and implementation of CRM’s, privacy and security of student records, the definition of an educational record, co-curricular credentials management, development of applications outside of central IT organizations to reduce manual processes, create workflow strategies and improve efficiency. We also discussed the need to involve more of the Registrar and Admissions EDUCAUSE members in our group. To that end I have discussed options for reaching out to them with Sean Kennedy of EDUCAUSE. Initiatives for continuing our dialogue between EDUCAUSE meetings were also discussed.
Other topics that we were unable to address at the meeting were the use of social media in the Registrar and Admissions profession, master data management and governance, the profession’s IT challenges and IT support models and level of support.
The discussions related to privacy and security yielded the following from the group:
1. The entire group is concerned about privacy and security 2. The National University of Singapore uses 2 factor authentication for access to their student
records system.3. It was stated that security is about access to data, but privacy is about appropriate use of data
by those on the inside.4. Demands for data associated with student success and the demands for data that institution
members want to mine are creating a need for more and better security and the need for clarity of who should have access.
5. It was also mentioned that one presenter at the conference was advocating the use of social media credentials for access to records as long as two factor authentication was in place.
6. There was a concern that approach would essentially result in one factor authentication since the institution does not control both factors.
7. It was also mentioned that the use of social media credentials accepts a corporate leverage that might yield a further loss of security control over the systems being accessed, for example if the credential used was Gmail.
The discussion related to the definition of an educational record yielded the following from the group:
1. Is data related to student’s using electronic access to their dorms an educational record?2. Can it be used for doing early intervention for those who show erratic patterns of entering and
leaving the dorm?
3. Attendance information may well indeed be an educational record.
The discussion related to co-curricular credentials yielded the following:
1. What is the future of transcripts and what elements will be part of the record?2. The co-curricular record attempts to chronicle other experiences germane to a student’s
academic experience.3. Many institutions are working to chart, log and report co-curricular activities.4. Will institutions/registrar’s offices have to attest to the veracity of these activities?5. Some institutions are doing a very good job recording co-curricular activities but how does the
institution certify that activity?
The discussion related to choosing a CRM and implementing it with full institutional support yielded the following:
1. First develop a set of functional requirements.2. Involve all the stakeholders from the beginning.3. It is helpful to engage the stakeholders by using stories where functions are couched in terms of
the experience we are attempting to create for students and staff.4. Multiple campuses and independent administrations add complexity causing the process to
become much less nimble.5. There are true advantages to a vanilla implementation.
The Registrar and Admission Constituent Group seemed pleased with the conference and the considerable amount of knowledge gained through the highly diverse topics presented this year. There are always too many thought provoking presentations to attend. Those we were able to attend often require both reorientation of thought and perspective if not the actual approach used to address the many challenges on our campuses.
