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Registrar’s Office Location:

110 Gibson Hall

6823 St. Charles Avenue

New Orleans, LA 70118

Info

General Information:

  • Phone: (504) 865-5231

  • Fax: (504) 865-6760

  • Email: registrar@tulane.edu

  • Hours: 8:30 AM - 5 PM, Monday through Friday

Name

Office

Extension

Email

Responsibilities

Colette Raphel

114

4-2855

craphel@tulane.edu

University Registrar

Jennifer Archibald

103

5-5220

jarchibald@tulane.edu

Associate Registrar: Class Rosters, Study Abroad, International Transfers, Risk Management 

Ashley DeRoche

109

4-2845

aderoche@tulane.edu

Program Coordinator: Commencement, Diplomas, Transcripts, Enrollment/Degree Verification 

Michelle Landry

106

2-8021

mlandry11@tulane.edu

ciee@tulane.edu

Admin. Program Coordinator: CIEE, Student Services, NSCH 

Belinda Raime

104

4-2857

braime@tulane.edu

veterans@tulane.edu

Senior Program Coordinator: Veterans Affairs, Special Enrollment Programs 

Stephanie Davis

102

4-2850

sdavis16@tulane.edu

Sr. Associate Registrar: Administration, Technology, Faculty support, Project Management 

Shawn Ryder

101

4-2839

sryder@tulane.edu

Associate Registrar Degree Audit & Technology: Degree Audit 

Stephanie Mackin

105

4-2856

smackin@tulane.edu

Assistant Registrar: Degree Audit & Technology 

Nicole Westerfield

112

4-2851

nicole@tulane.edu

Assistant Registrar: Curriculum Management, CourseLeaf- Catalog, course descriptions 

Meredith Lapre

113

5-5759

classschedule@tulane.edu

mlapre@tulane.edu

Admin. Program Coordinator: Schedule of Classes, Room Assignments, Waitlist Issues, Certified Lists, Class Restrictions, Prereq’s CourseLeaf CLSS 

Michael Murphy

113

5-5587

classschedule@tulane.edu

mmurph5@tulane.edu

Assistant Registrar:  Schedule of Classes, Room Assignments, Waitlist Issues, Certified Lists, Class Restrictions, Prereq’s CourseLeaf CLSS 

Denise Kidd

111

5-5467

dkidd@tulane.edu

Business Operations and Continuity Analyst Registrar 

Expand
titleAnswering phones

  • Answer the phone with some variation of “Tulane University, Office of the Registrar. How may I assist you?”

  • Be courteous to callers' inquiries, and help to the best of your ability

  • DO NOT invent information if a caller asks you a question you don’t know the answer to. Put them on hold, then ask the appropriate staff member

  • When putting callers on hold, use some variation of “Would you mind if I put you on hold for a brief moment?”

  • If a caller is becoming particularly difficult, you can put them on hold and grab the immediate supervisor, or Colette

Expand
titleMail/ Deliveries

  • Collect mail from the cart near the double doors

  • Open, stamp with the correct date, and distribute to staff members' mailboxes accordingly

  • When sending mail to another Tulane department, use the yellow “Inter-Department Delivery” Envelopes (which can be found in the printer room)

  • Open delivery boxes when they arrive and put away items accordingly

  • Boxes should be broken down and placed in the blue recyclable bins

Expand
titleDaily Tasks

  • Make sure the front desk is neat upon arriving and leaving

  • Stock the breakroom, and update inventory when something is low

  • Answer phones, greet people at the front door, and assist staff when necessary

Expand
titleTranscripts

  • Tulane students and alumni can receive one free transcript a week that must be ordered in-office. Online orders are available 24/7

  • When someone is ordering a transcript in the office, you must check for holds and ask for a valid ID (splash card or driver's license)

  • Electronic copy orders must be placed online and cannot be ordered in the office

  • Online transcripts are $7.50 for electronic delivery and $10.00 if mailed (pricing and payment information is available at https://registrar.tulane.edu/transcript)

  • Current students may access unofficial transcripts on their Gibson accounts. Alumni and former students who no longer have access should contact the Registrar’s Office

Expand
titleEnrollment Verifications

  • Current students may order enrollment verifications (EV) through their Gibson account

  • Alumni and former students may request an EV by emailing registrar@tulane.edu

  • Third parties requesting EVs must first go through the National Student Clearinghouse (info below)

    • Address: 13454 Sunrise Valley Drive, Suite 300 Herndon, VA 20171

    • Phone: (703) 742-4200

    • Fax: (703) 742-4239

    • NSC Code: 202900

  • Staff members can print EVs for students by imputing the student’s information into SFARQST, then going to tulane.box.com to print

Expand
titleHolds

  • Staff members can check students' holds on SOAHOLD

  • Look at the hold carefully, as they will usually prevent students from registering, getting a transcript, getting a diploma, etc.

  • The Registrar’s Office CANNOT remove holds placed by other departments, the student must go to the appropriate department for a temporary or permanent hold release

Expand
titleFERPA

  • Do (Information that is acceptable to disclose)

    • Name, preferred and legal

    • Permanent, local, and campus address

    • Telephone numbers

    • Dates of attendance

    • Classification/ enrollment status (freshmen, sophomore, junior, senior)

    • Major/ school

    • Degrees conferred & awards/ honors received

    • Physical factors & participation in University-sponsored events

    • Full/ part-time status

      • if the student is not currently enrolled or has an inactive status, you CANNOT disclose that information

    • Hometown

  • Don't (Information that is NOT acceptable to disclose) 

    • Student ID Number 

      • if an alum is calling, and they don't remember their Student ID, it is acceptable to tell them AFTER verifying their identity with information from SPAIDEN, such as SSN, full name, DOB, etc. 

    • Grades/ Exam scores 

    • Grade Point Average (GPA) 

    • Social Security Number (SSN) 

    • Billing & Financial Aid Information 

    • Parent address/ phone 

    • Detail of registration information (i.e. courses, times, etc.) 

    • Race, ethnicity, or nationality 

    • Total credits 

    • Number of credits enrolled in a term 

Expand
titleVeteran's Affairs

  • Direct all VA questions and concerns to Belinda Raime

    • Extension: 4-2857

    • Email: veterans@tulane.edu

Expand
titleStudent Employment

View file
nameStudent Intern Training Manual.docx

Frequently Asked Questions

  • What if a third-party calls and asks for a student's information? 

    • Ask them if they have been through the National Student Clearinghouse, and if not, direct them there (703.742.4200).

    • If they have already been through the NSC, and did not find the information they were looking for, ask them to send the information they did receive from the NSC, along with the student’s release forms, and what in particular they are looking for to diplomas@tulane.edu.

  • What if a parent/guardian calls, asking to see their child’s grades/enrollment status/other student information?

    • The Registrar’s Office CANNOT disclose this information to parents, and even if they have filled out the FERPA release form, we must have the student’s permission before any information is exchanged.

    • Respond with some variation of: Unfortunately, according to FERPA laws, I am unable to disclose this information to you. The release form is submitted to and maintained by the Academic Advising office, and if you have any further questions, I would be more than happy to transfer you to their office. 

  • Can students have someone other than themselves pick up their transcript?

    • Yes, but the person assigned to pick up the transcript must have a letter provided by the student that clearly states the student’s name and ID number, as well as the person’s name and what they are allowed to do (Ex. I John Doe (U12345678) allow Jane Smith to pick up my official transcript.). Please ensure that the letter includes the student’s handwritten signature, and the person must also present a photo ID upon obtaining the student’s transcript.

  • How can students obtain a copy of their unofficial transcript?

    • Students are able to get a copy of their unofficial transcript through their Gibson account by going to their “Student” tab and looking for the link under “Records.” Alumni and former students can also obtain an unofficial transcript through Gibson, if they still have access, and if not, they can reach out to our office. (See also: Activating Gibson access for alumni 1980-2009)

  • Does the Registrar’s Office keep copies of course descriptions/syllabi?

    • The University Catalog is located on the Registrar’s website, and students may browse various years for the course descriptions they are looking for.

    • Our office does not keep any record of present or past syllabi, instead students should reach out to the department or the professor.

  • What is the “Graduation App Rcvd Reg Hold”?

    • This hold is added to a student’s record as a result of the Registrar’s Office receiving an application for graduation. The hold is placed on the record to ensure that the student does not register for classes beyond graduation without being admitted to a new program.

    • This hold is sometimes administered to recent undergraduates continuing into a Tulane graduate program. They must contact their program coordinator or advisor from their graduate program to email diplomas@tulane.edu and confirm their acceptance of the admissions offer into the new program.

  • Can the Registrar’s Office issue departmental overrides for a student’s class?

    • NO. The student must go directly to the department of the class they want to add, and only the department may grant them access to the course with a departmental override.

  • Can a student add/drop a class after the deadline?

    • This is a case-by-case basis and it is up to the professor. If the student’s professor acquiesces, the student must submit an add/drop form with the appropriate signatures either in-person at the Registrar’s Office, or by email to RSS@tulane.edu. Undergraduate students are required to obtain signatures from the professor and their academic advisor, and graduate students must obtain signatures from their professor and their dean.

  • How can a student update their personal information?

    • Name: Students can change their preferred name and pronouns on their Gibson account’s “Student” tab, under “Records.” A legal name change requires a student/alumni to fill out a name change form, which they can obtain in-office, or online.

    • SSN: A change of social security number requires a student/alumni to fill out a SSN change form, which they can obtain in-office, or online.

    • All online student forms can be found at http://registrar.tulane.edu. To direct students to the correct page, have them go to “Resources & Services” > “Student Resources” > “Student Forms.”

  • What if a recent graduate has not yet received their diploma?

    • First, check SOAHOLD to make sure the recent graduate does not have any outstanding holds that would prevent them from receiving their diploma. If they do, direct them to the appropriate office.

    • If they do not have any outstanding holds, inform them that diplomas take 4-6 weeks after graduation to be processed and shipped, if we are still in that time frame.

    • After that time frame, they may direct their questions to Ashley at diplomas@tulane.edu. Their email should contain the following information: name, student ID, phone number, address the diploma should be delivered to.

    • Their first diploma should be free of charge.