Records & Academic Services Proficiencies

 

Note that due to differing institutional structures, you may find that specific proficiencies are described under a a different AACRAO professional grouping than is reflected by the organizational chart and duties and responsibilities in your specific office. Please reference the related AACRAO professions of AdmissionsEnrollment Management, and Cross-Functional for further information. If you cannot find a proficiency that you are looking for and would like to make a suggestion for a future version, contact us. 

The following proficiencies apply to positions within the Records and Academic Services area To jump to a specific section, click any of the headers below. 




Reporting & Institutional Research

Functional Description: Employment of knowledge and understanding of the use of data in the student system for a variety of internal and external constituencies Possess the knowledge of institutional data structure and data extraction capabilities.

Content knowledge requirements: Federal, state, institutional, and professional reporting requirements pertaining to student data, and Relational data modeling. Ability to interpret data to produce concise reporting output.

Skill requirements: Knowledge of data structure and data queries Understanding of how data is used. Communication - verbal and written.  

Ethical requirements: Ability to understand the appropriate use and sharing of the data.

Expertise Levels

Entry level: Understanding of the data in the student system. Knowledge of appropriate policies.  Introduction level of reporting language and tools. Ability to write basic reports.  Ability to use reporting tools to answer basic questions (Ad Hoc query).

Intermediate levelUnderstanding of the data in the student system. Knowledge of appropriate policies. Introduction level of reporting language. Ability to write basic reports. Ability to use reporting tools to answer basic questions (Ad Hoc query). Ability to write more sophisticated reports (Joining data sets). Ability (communications and problem solving) to meet with users to gain understanding of needs.

Expert levelUnderstanding of the data in the student system. Knowledge of appropriate policies. Introduction level of reporting language. Ability to write basic reports. Ability to write more sophisticated reports (joining data sets and derive additional fields). Ability to meet with users to gain understanding of needs (communications and problem solving). Using sophisticated programs to extract the data. Ability to communicate with users to understand their needs and how to best secure the appropriate data and the appropriate format.

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Data Systems Management 

Functional DescriptionKnowledge of the operational and functional aspects of student system. Ability to communicate those operations and functions and how they impact other areas such as bursar and financial aid. Ability to understand the integration with other systems. 

Content knowledge requirements: What the system should be able to do based on understanding of institutional and other requirements such as federal, state and local requirements.

Skill requirementsKnowledge of student systems functionality. Understanding of operations of office and other offices. Understanding of the integration with other areas and systems. Communication of system functionality to users. Ability to critical think. Ability to analyze.

Ethical requirementsAppropriate use of system for business needs. Sharing of data appropriately. Do not abuse access authority. Understanding of requirements around student data privacy.

 

Expertise Levels

Entry levelBasic understanding of office operations. Basic understanding of system functionality. Verbal and written communication skills.

Intermediate levelBasic understanding of office operations. Basic understanding of system functionality. Verbal and written communication skills. Basic technical understanding of system functionality and operations. Ability to take multiple inputs for decision making. Ability to develop new processes based on input.

Expert levelBasic understanding of office operations. Basic understanding of system functionality. Verbal and written communication skills. Basic technical understanding of system functionality and operations. Ability to take multiple inputs for decision making. Ability to develop new processes based on input. Ability to work with vendors to provide optimum utilization of product. Project Management understanding

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Knowledge of Student Records Management Law, Policy, & Governance

Functional Description: Strong working knowledge of state, federal, accreditation and institutional student records compliance mandates and proven leadership, the training of staff, faculty, and administrators. Demonstrated professional achievement working with student records and academic policy enforcement.

Content knowledge requirements: Federal and State laws and regulations governing higher education and privacy of records. Requirements of regional, national and programmatic accreditation requirements pertaining to student records and data maintenance.  

Skill requirements: Understanding of all legal and accreditation-related requirements associated with the processing, storing, releasing, archiving and destruction of student educational records.  Ability to research best practices in the field, and to develop training programs for faculty ,staff and administrators.

Ethical requirements: Understanding and willingness to enforce all applicable laws, regulations and policies governing the privacy, access to and proper persistence/disposal of student records.

Expertise Levels

Entry level: General awareness of student privacy issues and those laws and regulations governing the safe keeping of student records. Familiarity with available resources (online, publications, etc.) on laws and policies related to student data.

Intermediate level: Specific understanding of the major provisions of each law, regulation or requirement. Ability to assist one’s institution in developing training/informational materials and training sessions for students and staff.

Expert level: Have a complete and thorough understanding of all applicable laws and requirements. Ability to assess possible violations, investigate the claims and have the authority to issue findings and if necessary, implement changes in institutional  processes/ procedures and recommend disciplinary action for employees if a violation has occurred.

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Recordkeeping Services & Data Stewardship

Functional Description: Strong working knowledge of the standards of student recordkeeping practices in higher education. Functional expertise in the technologies of storage, retrieval, persistence, archiving, and purging of records.

Content knowledge requirements: Federal and state laws regarding the maintenance, archiving and destruction of academic records. Familiarity with best practices as outlined in AACRAO publications (e.g., Student Records Management, Academic Record and Transcript Guide).

Skill requirementsAbility to manage the organization, storage, sharing, archiving and destruction of student records in different media. Develop and apply policies and procedures, coordinate with other offices managing student records, and provide service to students and other constituents. Ability to work with student information system managers to ensure a comprehensive and effective records management system.

Ethical requirementsUnderstanding of the importance of the confidentiality and accuracy of student records, a willingness to educate the campus community about recordkeeping responsibilities, and a commitment to equitable care of all students’ records.

Expertise Levels

Entry levelUnderstanding of institutional policies regarding student recordkeeping and a basic understanding of state and federal laws. General comprehension of the various means of recordkeeping (electronic, paper, archival) and the related systems. Conversant in the policies and practices governing access to student records by campus constituencies and outside agencies or individuals.

Intermediate levelComprehension of institutional policies and practices regarding student records and the rationale for the policies and practices. Understanding of the state and federal laws that inform institutional policy. Good comprehension of the technologies related to the creation, retrieval, sharing, storing, archiving and destruction of student records. Ability to articulate proper practices to campus constituencies and to explain to students their rights and responsibilities regarding their records.

Expert levelComprehensive understanding of student recordkeeping practices in higher education Expertise in the applicable laws and policies governing record management. Ability to work with faculty and other campus constituencies to ensure appropriate compliance. Understanding of the appropriate interaction with college counsel and law enforcement, and the proper response to subpoenas for the release of student records.

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Academic Policy & Curriculum Delivery

Functional Description

Content knowledge requirements: Knowledge of leading practices in catalog content and production, curriculum management, course scheduling, documentation of academic policy and academic program management.

Skill requirementsStrong communication, writing, and editing. Ability to serve as a key advisor to faculty and administration. Ability to manage and implement complex policies and business processes. 

Ethical requirementsConduct aligned with the established AACRAO principles of professional ethics and practice in academic and enrollment services. Ensure that campus codes of conduct and ethics are followed.

Expertise Levels

Entry levelUnderstanding of academic policies of the institution.  Functional knowledge of all processes to deliver courses and academic programs. Ability to manage a key component of academic service delivery such as course catalog production.

Intermediate levelParticipation in the development of academic policy through academic committee service. Establishment of trust with faculty and institutional decision makers through demonstrated ability to contribute to policy development, creation of efficient course delivery processes, and creative solutions to address academic needs. 

Expert levelEstablished and trusted partner with academic and institutional leadership.  Recognized as an expert on the delivery of the institutions academic programs. Highly engaged in the development of academic policy. Ability to guide discussion and translate academic policy into implementable solutions. Analyzes, evaluates, and improves the delivery of academic programs on a continuous basis. Anticipates academic needs of the institution and develops process sans services to meet them.

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Operations & Business Process Management

Functional DescriptionEvaluate the staffing and process structure and identify the optimal configuration to complete necessary tasks and meet student service goals. This would include the ability to anticipate workloads, appropriately deploy staff, and evaluate business processes for efficiency and quality standards.

Content knowledge requirements: Understanding of the student enrollment cycle, the academic calendar and the workload required to manage them. Knowledge of workload capacity of individual staff, and ability to calculate the overall staffing requirements. Understanding of business processes and automation capabilities. Awareness that strategic deployment of operation staffing is essential to effective student service.

Skill requirements

Ethical requirementsConduct aligned with the established AACRAO principles of professional ethics and practice in academic and enrollment services. Ensure that campus codes of conduct and ethics are followed.

Expertise Levels

Entry levelGeneral understanding of the processes and policies around registration, transcript production, course and classroom scheduling, faculty grading, and related tasks.

Intermediate levelManagement experiences of an operational unit within a Registrar’s Office. Document and review business processes for continuous improvement and implement changes to them as necessary to support the excellent student service and overall institutional and student success.

Expert levelAlignment of operational staffing and technology across the various units to maximize effectiveness and contain costs. Implementation of process improvements and/or automations. Plan for annual budget needs to increase or redistribute resources across the office.

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Graduation, Commencement, & Academic Events

Functional DescriptionDetermining that students have met the requirements for degrees or certificates at their institution, and facilitating the awarding of degrees or certificates through the creation and distribution of diplomas and graduation or commencement programs.

Content knowledge requirements: Knowledge of institutional requirements for degrees or certificates. Understanding of degree audits or other programs used to verify completion. Knowledge of institution event processes and capabilities.

Skill requirementsAbility to analyze and manage academic program requirements and develop processes to award degrees and certificates. Ability to manage large workloads leading up to graduation deadlines. Good event management skills. Highly organized.

Ethical requirementsConduct aligned with the established AACRAO principles of professional ethics and practice in academic and enrollment services. Ensure that campus codes of conduct and ethics are followed.

Expertise Levels

Entry levelFunctional understanding of institutional requirements for degree or certificate completion. Ability to utilize degree audit system or other institutional process to determine that students have fulfilled requirements. Experience with commencement ceremonies.

Intermediate levelUnderstand and manage a key component of institutional graduation such as oversight of the degree audit, management of the commencement ceremony, or production of student diplomas. Work collaboratively across departments/schools or colleges to plan and implement graduation processes and events. Contribute to development of improvement in business processes to help facilitate student graduation and commencement.

Expert levelIdentify and implement business processes to efficiently evaluate student degree and certificate completion and award degrees and certificates. Create, organize, and lead the institutions commencement service. Lead multi-departmental teams to implement graduation events. Develop processes and procedures for selecting commencement speakers, designing commencement programs, distributing academic honors and honorary degrees, diploma distribution, and other critical components of the graduation and commencement process.

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