...
The Graduate Student Records Maintenance team Team fosters meaningful two-way communication between the Office of the Registrar and graduate-level school program directors/managers within the scope of student record maintenance.
...
The Team’s authority is to provide develop new or improved business processes, procedures, guidelines, and tools that support student record maintenance. New or improved items should be inclusive while acknowledging and accommodating outliers.
...
Members are expected to attend all scheduled meetings. Members unable to attend should send a designee in their place. If a member leaves their current position, they should work with the Chair to identify the most appropriate replacement.
As needed, the Chair may solicit feedback from representatives of other offices, including but not limited to the University Office of the Registrar, General Counsel, and the Office of the Provost.The charter defines the composition of the committee, including the number of members, their qualifications, and the process for selecting or appointing them. It may also include provisions for the removal or replacement of members and specify any required representation from different stakeholders or departments.
Roles and responsibilities
...
The University Registrar will review proposed new items and changes to existing items to provide feedback and advice. Items include business processes, procedures, guidelines, and tools that support student record maintenance.The Note-taker will document discussions during meetings, distribute notes post-meeting, and provide administrative support to the Chair as needed.
Members will:
Distribute relevant information from the group with appropriate school stakeholders.
Collect feedback and gather insights from school stakeholders to present to the group.
Collectively develop and implement guidelines, procedures, and tools to support record maintenance.
Work as a group or in smaller teams between meetings to make progress on identified priorities.
...
In collaboration with the Chair, the Team will provide deliverables in the form of tools (if needed) and documentation of processes, procedures, and/or guidelines. The Team will submit deliverables to the University Registrar for review and feedback.
Resources and support
This section addresses the resources, budget, staff, or administrative support allocated to the committee. It clarifies the extent to which the committee can access necessary resources to fulfill its responsibilities effectivelyThe Team has a designated note-taker who will document discussions during meetings, distribute notes post-meeting, and provide administrative support to the Chair as needed.
The Team has a dedicated landing page with links to relevant resources needed to conduct their work including meeting notes and work spaces. The landing page is public but linked files are only accessible by Team members, Chair, Note-taker, and Office of the Registrar staff. The Chair may share some documents with other relevant stakeholders to solicit feedback.
Duration and review
In January 2024, the Chair will review the Team’s performance, effectiveness, and relevance to determine if the Team should be continued, changed, or dissolved.
Amendment and approval
The charter should outline the process for amending the charter itself and obtaining necessary approvals, such as from the governing body or relevant stakeholders. This ensures that any changes to the committee's structure or responsibilities are made through a formal and documented processwill be reviewed and amended if needed by the Team at the June 22, 2023 meeting. If the Team will continue after the January 2024 review, the charter will be reviewed and amended if needed by the Team at the first meeting of the year.