Graduate Student Records Maintenance Team charter

Owned by Denise Kidd
Last updated: Jun 09, 2023
3 min read

Purpose

The Graduate Student Records Maintenance 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.

Committee authority

The Team’s authority is to 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.

Membership

Membership includes one representative from each university school offering at least one degree program at the post-baccalaureate level. Members should have experience in directly managing student records in the Banner Student Information System.

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 Office of the Registrar, General Counsel, and the Office of Graduate and Postdoctoral Studies.

Roles and responsibilities

The Chair is responsible for developing meeting agendas, securing meeting locations, and providing supporting materials as well serving as liaison to facilitate conversations between the Team and relevant stakeholders.

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.

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.

Meetings and deliverables

The Team will meet monthly through the end of 2023 (with the exception of August 2023).

Meetings will be in-person and Zoom will be available for each meeting. Each meeting will have an agenda available beforehand, and meeting notes will be distributed after. Agenda items should be submitted at least 2 business days prior to the meeting.

The Team makes decisions by consensus and indicates additional needs outside of proposed new items or improvements.

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

The 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 will 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.