1. Academic Calendar Audit Report Bill Burig Associate University Registrar Misty Lenhart Assistant Registrar, Registration

2. Duke University Private, comprehensive research university 14,000 degree-seeking students >29,000 applications for @1700 first-year slots Two undergraduate schools – Trinity College of Arts & Sciences, Pratt School of Engineering Divinity School Fuqua School of Business Graduate School

3. Duke University Cont. School of Law Nicholas School of the Environment School of Nursing Sanford School of Public Policy *School of Medicine Durham, North Carolina

4. Office of the University Registrar 16 staff members (6 managers, 10 support staff) Registration, Scheduling of Classes and Classrooms, Student Records, Reporting, and Publications Central office for most registrar functions for campus “Standard” Academic Calendar (UGRD, Grad, Nicholas, Nursing, and Sanford) Fuqua School of Business Relationship with schools

5. System PeopleSoft (PS) 9.0 System setup for all schools coordinated by Office of the University Registrar Student Information Services and Systems (SISS) Technology makes things easier, right?

6. Evolution of the Academic Calendar Audit Report Why develop the Academic Calendar Audit Report (ACAR)? - Accountability - Response to school “personas” - Consistent methodology for collection of information - Started process 6 years ago - Continues today ACAR – Crystal Report and PS Workflow

7. Beginning the ACAR Process Find a quiet and happy place. Get organized!

8. ACAR Preparation Establish a timeline for completion – Schedule dates during ‘down’ times, normally after registration for upcoming term and before new term begins. ACAR Distribution and Completion Schedule ACARInitial Distribution DateCompletion Date Summer/Fall12/11/2 Spring7/18/1 Winter8/19/1

9. ACAR Preparation Cont. Provide notification to schools via email – Send preparation documents and highlight completion timeline Review Acar guides – Identify differences in relation to various school’s needs Ex: session dates, drop/add, waitlists

10. ACAR Preparation Cont. Identify upcoming semester dates for Prep Sheet

11. ACAR Preparation Cont. Enter data into PeopleSoft for each school Send electronic output to appropriate contacts – Workflow Communicate changes and approvals in a timely manner.

12. ACAR Output

13. ACAR is a Work-In-Progress Schools are constantly: – Changing expectations and management philosophies – Experiencing personnel changes – Adding new programs, new sessions/terms Establishing relationships is essential – Departmental contacts – Technical support (SISS)

14. ACAR Tips Due to the complexities of ACAR, education is critical. – This includes all parties involved (including yourself!) – Take notes when things are not working as expected – Work with the schools to discuss what went wrong and how to prevent it in the upcoming term

15. ACAR Tips Cont. ACAR is not perfect Serves as a process tool for organization Prep sheets are great…for those who use them! Important note: Complexity of School=>Complexity of the ACAR Stay on top of revisions and timeliness of submissions Make sure to have final seal of approval (signature) before the term begins

16. ACAR Highlights Facilitates communication Provides consistent method for reporting data Provides opportunities for collaboration Holds all parties accountable Provides a common understanding of processes and outcomes

17. Questions ? Bill Burig abbj@duke.edu Misty Lenhart misty.lenhart@duke.edu