Office of the Registrar – New Chair/Director Orientation

Current Org Chart Registrar GERALDINE Director, Recruitment VACANT Manager, National Recruitment MATT Recruitment Officer - Market Development Recruitment Officer - MIWSFPA Recruitment Officer Fall Travel/ Converstion (2) Recruitment Officer Fall Travel (5) Manager, Recruitment Operations & Communication KARA Recruitment Officer - Multimedia Web Specialist Recruitment Officer - Communications Recruitment Officer - Smart Start and School Group Programs Recruitment Officer - Campus Visitor and Community Outreach Recruitment Officer - On-Campus Events & Support Director, Admissions CHRISTINA Supervisor, Admissions & Systems Admissions Officer (3) Admissions Assistant (2) ON LEAVE - 1 Manager, Admissions & Assessment Evaluations Specialist (5) Deputy Registrar SUE Manager, Student Information & Service Student Information & Service Advisor (9) VACANT - 2 Assitant Registrar, Systems & Security Business Analyst Supervisor. Records Student Record Assistant (4) ON LEAVE - 2 Associate Registrar, Enrolment Operations JODI Manager, Curriculum, Policy & Outreach Curriculum, Policy & Outreach Assistant (3) VACANT (2) Assistant Registrar, Scheduling & Examinations Scheduling Coordinator Scheduling Assistant (2) Scheduling Clerk Assistant to the Registrar

Office of the Registrar – Who’s Who Geraldine Jones, Registrar (gjones@brocku.ca; ext. 3566) Edlira (Christina) Zahaj, Assistant to the Registrar (ezahaj@brocku.ca, ext. 3550) Admissions: Christina Bosilo, Director, Admissions (cbosilo@brocku.ca; ext. 4445) Brock Central: Tricia MacDonald, Manager Student Information & Service (pmacdonald@brocku.ca; ext. 3320) Curriculum Management, Policy & Outreach: Jodi Fitzgerald, Associate Registrar, Enrolment Operations (jfitzgerald@brocku.ca; ext. 3273) Data Requests & System Access: Mwinchande Chande - Assistant Registrar, Information Systems & Security (mchande@brocku.ca; ext. 5321) Records, Reporting & Systems: Sue Guenther, Deputy Registrar (sguenther@brocku.ca, ext. 3536) Recruitment: Kara Kelly, Manager, Recruitment Operations & Communication (kkelly@brocku.ca; ext. 4390) Matt Melynk, Manager, National Recruitment (mmelynk@brocku.ca; ext. 4682) Scheduling: Jason Lennard – Assistant Registrar, Scheduling (jlennard3@brocku.ca; ext. 3378 Senate Committee Support & APC/UPC: Diana Huson – Manager, Curriculum Management, Policy & Outreach (dhuson@brocku.ca; ext. 3249)

Office of the Registrar – What’s What RO consists of following units: Admissions (Domestic/International UG & Teacher Education) 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) Records (grades, change of major, backdated withdrawals) 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 – Admissions September begins new application cycle Teacher Ed & 105 open September 19, 2020 101 (Ontario HS) applicants get a ‘PIN code’ from guidance counsellors, majority apply in November/December Admissions run ‘rolling’ offers First offers, begin as early as November 2019 December/January – meeting with Deans, Associate Deans, Director – Admissions, Registrar, Provost to set forecast goals for programs Largest number of offers go out in January/February 2020 Deadline for Ontario HS (101) to ‘accept’ offer is June 1, 2020 July/August review offer conditions for accepted students and finalize

Office of the Registrar – Admissions/Power BI

Office of the Registrar – Admissions/Power BI

Office of the Registrar – Admissions/Power BI

Office of the Registrar – Admissions/Power BI

Office of the Registrar – Admissions/Power BI

Office of the Registrar – Enrolment/Power BI

Office of the Registrar – Enrolment/Power BI

Office of the Registrar – Enrolment/Power BI

Office of the Registrar – Enrolment/Power BI

Office of the Registrar – Enrolment/Power BI

Office of the Registrar –Power BI How to request access

Office of the Registrar – Academic Calendar Process: Department Designate4Chair/Director4Dean4UPC4Senate 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 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

Office of the Registrar – APC

Office of the Registrar – APC

Office of the Registrar – APC 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 – Appeals Types of Appeals: Grades Process: Instructor4Chair/Director4Dean4Student Appeals Academic requirements/decisions Process: Chair/Director4Dean4Student Appeals Retroactive registration and backdated withdrawal Process: Registrar4Dean4Student Appeals Charges of Academic Misconduct* *with misconduct Chairs/Director may be involved in the investigation and decision-making; but officially the decision is rendered by the Dean’s office Resources: FHB III:A:12 (https://brocku.ca/university-secretariat/facultyhandbook/section3#A_12) Academic Calendar, Academic Regulations and University Policies VIII. Appeals (https://brocku.ca/webcal/current/undergrad/areg.html#sec72)

Grades Preferred method of grade submission is electronically (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/BrockDB/fgb_ApproveMarks.aspx?DocumentHeaderID=11111 All grade submissions must be approved by Chair

Office of the Registrar – Data Requests CONTACT: Mwinchande Chande, Assistant Registrar – Information Systems & Security and Amanda DiFonzo, Business Analyst brocku.ca/registrar/data-request/

Office of the Registrar – Scheduling Responsible for constructing academic timetable, scheduling exams, distance exams CONTACT: Jason Lennard, Assistant Registrar - Scheduling TIMELINES