Curriculum Records Coordinator

Department: Enrolment Services 

Job Type: Limited Term

Full-time/Part-time: Full Time (>=1249 hrs/year) 

Campus: Waterloo 

Reports to: Associate Registrar: Registrarial Service and Systems

Employee Group: WLUSA 

Application Deadline: 05/07/2024 

Requisition ID: 7343 

Wilfrid Laurier University is a leading multi-campus university that excels at educating with purpose. Through its exceptional employees, students, researchers, leaders, and educators, Laurier has built a reputation as a world-class institution known for its rich student experience, academic excellence, and global impact. With a commitment to Indigenization and commitment to equity, diversity, inclusion, Laurier’s thriving community has a place for everyone.

Laurier has more than 19,000 students and 2,100 faculty and staff across campuses in Waterloo and Brantford, as well locations in Kitchener and Milton. The university is committed to providing an inclusive workplace, a flexible work policy and employing a workforce that is reflective of local and national demographics. Our locations are situated on the traditional territories of the Neutral, Anishnawbe, and Haudenosaunee peoples. We recognize the unique heritages of Indigenous peoples and support their intentions to preserve and express their distinctive Indigenous cultures, histories, and knowledge through academic programming and co-curricular activities. Laurier’s Centre for Indigegogy is one example of how Laurier honours Indigenous knowledge.

Position Summary

 As a key member of the Student Records & Services team (a division of Enrolment Services), the Curriculum Records Administrator is an expert in higher education registrarial practices. The role requires a thorough understanding of academic policy, registrarial procedures (including progression and degree audit), records management, and curriculum rules as well as the technical functionality of the registration, academic history, and related modules of the student information system (Banner) and degree audit systems.

Reporting to the Associate Registrar: Registrarial Service and Systems, the Curriculum Records Administrator is responsible for the curriculum related aspects of student records, including serving as an expert resource across campuses, maintaining the undergraduate academic calendar, progression rules and academic program information for all students in all faculties at Wilfrid Laurier University.

The incumbent will be the first contact for curriculum committees, apply changes in accordance with motions passed at Senate and Senate Academic Planning committees, and obtain validation of changes from the academic areas.

The Curriculum Records Administrator is involved in all academic and administrative aspects of the registration and adjudication processes of graduate, undergraduate, post-degree, diploma, and certificate students, providing advice and assistance to academic advisors and Enrolment Services staff; providing subject matter expertise and consultation with curriculum and petition committees, chairs and Deans  as well as technical and professional personnel across the university’s multiple campuses to resolve complex or involved inquiries; and the delivery of information and assistance for intricate issues. The Curriculum Records Administrator is expected to patiently and diplomatically communicate accurate responses to inquiries from students, parents, and staff with respect to the regulations and records procedures of the University, while remaining within the boundaries of the University's policy on privacy and confidentiality of information. 

The Student Records & Services unit works in a team environment to provide the best possible service for students, faculty, staff and community, and to support one another in this effort. This position must maintain effective and positive working relationships within and outside the work group. The incumbent must be flexible in dealing with changes in policies, procedures, organizational structure and issues, and remain cross-trained to ensure operational success. This position may require occasional travel to other campuses of the university.   

Accountabilities

Academic Policy and Curriculum:

• Serves as first point of contact for departments preparing curriculum documents for Senate providing expert advice on achieving the desired outcomes
• Represents Enrolment Services at faculty curriculum meetings and Waterloo campus petitions meetings serving as the curriculum expert from Enrolment Services
• Represents Enrolment Services at Divisional Council meetings when required
• Attends Senate Academic Planning Committe and Senate meetings to serve as a resource and advise the Registrar as required

• Maintains a comprehensive knowledge of university rules and regulations regarding registration, progression, and graduation for all permutations of degrees, diplomas, certificates and micro-credentials offered by Laurier at the undergraduate level
• Provides subject matter expertise to other Laurier departments across multiple campuses involved in student enrolment services, including Recruitment & Admissions, Service Laurier, Academic Advising, and Graduate Studies
• Oversees the marks processing process three times a year
  • Assists Associate Registrar by recommending a timeline for the term
  • Runs worksheets, distributing them to the Records team and academic departments
  • At the end of the process, mark degrees as granted in Banner
  • At the end of the process, makes grades official and available on LORIS
    • Notifies Service Laurier to release transcripts being held for grades
    • Notifies Enrolment Services and university partners
    • Ensures students and instructors are notified and receive grade petition information
  • Analyzes motions approved at Senate and Senate Academic Planning to:
    • Ensure that program codes for all Laurier programs at all levels are created and maintained
    • Ensure that all curriculum rules for all Laurier programs and all valid combinations of curriculum elements are created and maintained
    • Create and maintain academic progression rules for all undergraduate program combinations
  • Oversees the sequential degree process for undergraduate students not at the Brantford campus
  • Processes COGNOS and other data requests from staff and faculty, working with Institutional Research to provide new reports as required
  • Analyzes records and provides data on credit achieved above degree requirements for letters issued to the Qualifications Evaluation Council of Ontario
  • Maintains all process documentation for above processes

Undergraduate Academic Calendar

• Provides primary support and maintenance for the undergraduate academic calendar
• Publishes calendar annually and revises calendar throughout year as required
• Analyzes and reviews Senate and Senate Academic Planning committees’ minutes in order to update the academic calendar in accordance with motions passed including modifications required in other areas of the calendar to reflect the decisions of Senate
• Obtain validation of changes from the respective academic areas

Service Delivery 

• Adheres to business standards as established by the unit, and compiles related metrics to assist with data-driven decision-making
• Proactively provides subject matter expertise for escalated inquiries (telephone, email, in-person, etc.) from Service Laurier and other campus partners, ensuring a clean handoff, timely response, and exceptional service (through open and collaborative discussion) for both internal and external stakeholders (including government, employers, other institutions, etc.)
• Follows through and delivers on commitments in a timely fashion; Interacts with others as individuals and supports an environment of "personal service"

Change and Project Management:

• Maintains rules for LORIS program confirmation in accordance with changes to curriculum elements
• Maintains process and rules to create progression and graduation worksheets for review by the Records team and academic units ensuring all relevant curriculum changes are captured
• Maintains rules for the student roll and related processes (such as MaxHours)
• Continually improves the process for progression and graduation, testing and validating changes, and leading the change management process
• Works closely with ICT, requesting changes to underlying processes, leading the validation and testing of changes and communicating the changes to the Records team and university partners
• Maintains any curriculum flow software, verifying all work is done, and adjusting flows as required
• Ensures the accuracy of official student records through audit reports and end-of-term processes
• Ensures that the Student Records & Services unit remains trained and up to date with current practices
• Maintains current documentation for above processes

MyDegree:

• Assists with validation of MyDegree scribe information, ensuring that MyDegree and the academic calendar provide the same information
• Analyzes curriculum changes passed by Senate and maintains a list of required updates
• Create individualized records for second- or subsequent-degree students
• Oversees validation and testing of MyDegree by academic units

Advising and Training:

• The incumbent provides advice to inquiries from students, parents, deans, chairs, academic advisors, staff, faculty, post-secondary institutions and external agencies, with respect to the academic regulations and records procedures of the University;
  • Suggests updates to digital properties owned by Enrolment Services and other units to reflect common inquiries
• Interprets complex academic program requirements for deans, chairs, academic advisors, faculty, staff and students;

Qualifications

• Undergraduate degree plus a minimum 3 years related work experience;
• Expert knowledge of university policies/procedures;
• Extensive knowledge of Banner Student
• Working knowledge of Degree Works (MyDegree) and proven ability to learn a complex scripting language (Scribe)
• Extensive knowledge of undergraduate progression and graduation policies
• Strong interpersonal skills - dealing with students, parents, faculty and staff on complex registrarial issues;
• Proven ability to comprehend and advise on complex policies and procedures often while under pressure;
• Excellent analytic/problem-solving skills, including logical thinking and decision-making skills with attention to detail and accuracy, and the ability to work with a high degree of independence in a stressful student-centered service environment;
• Proven ability to sustain a high degree of concentration on detailed information
• Work independently and as part of a team;
• Proven service orientation;
• Accuracy/attention to detail;
• Excellent communication (verbal and written) skills;
• Proven ability to work in a confidential service environment requiring empathy, integrity, tact and diplomacy.
• Proficient in MS Office Suite, with advanced skills in Excel

This position has  been deemed eligible for educational equivalencies.

Hours of Work

This is a full-time, limited term position with an anticipated end date of 02/28/2025. Regular hours of work are Monday to Friday, 8:30am – 4:30pm. Flexibility in hours may be required due to periods of high volume. When possible, the manager will adjust hours so that no more than 35 hours are worked in a week.

Compensation

Level: D

Rate of Pay: $36.14 -  $41.30  per hour with an annual step progression on anniversary date up to  $41.30  per hour

Considerations for new hire step placements include, qualifications and length/depth of required experience, relevant market rates for similar jobs, internal equity, and estimated learning curve in starting the job.

Job Evaluation Factor Scores 

Wilfrid Laurier University endeavors to fill positions with qualified candidates who have a combination of education, experience, skills and abilities to successfully perform the duties of the position while demonstrating Laurier's Employee Success Factors.

Equity, diversity and creating a culture of inclusion are part of Laurier’s core values and central to the Laurier Strategy. Laurier is committed to increasing the diversity of faculty and staff and welcomes applications from candidates who identify as Indigenous, racialized, having disabilities, and from persons of any minority sexual and gender identities. Indigenous candidates who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact the Office of Indigenous Initiatives. Candidates from other equity deserving groups who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact Equity & Accessibility. We have strived to make our application process accessible, however if you require any assistance applying for a position or would like this job posting in an alternative format, please contact Human Resources. Contact information can be found at careers.wlu.ca/content/How-to-apply/

Should you be interested in learning more about this opportunity, please visit www.wlu.ca/careers for additional information and the online application system. All applications must be submitted online. Please note, a resume and cover letter will be required in electronic form.