Key processes within the EU Registrar’s Office include:

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process
  1. Recruiting and Admissions
  2. Registration and Student Records
  3. Graduation Auditing
  4. International Student Recruitment
    Benchmark analysis shows the current staff to be in the right ballpark. However, technology
    improvements in common use at other universities are not in place at EU, such as
    online registration and graduation auditing. This under-use of technology has resulted in
    a reliance on more time-consuming, error-prone manual processes and a heavy workload
    on current staff. This creates risk to the University in terms of service and accuracy as well
    as an unhealthy dependence on key individuals. The need to increase international recruitment
    activities adds to these concerns.
    Benchmarking and best practices suggest that students are better served by the financial
    aid function being housed within the Student Affairs function. This provides a central point
    for students related to counseling, wellness, student success and financial aid.
    There are several areas of opportunity to increase the use of technology. Student assessments
    in Math, Arabic and English are not done until the first week of the semester. The
    impact of this is that registration must be done manually for 700 students. Once the assessments
    are completed, the students must be registered again. This process also disrupts
    class and room scheduling. Other universities, such as the American University of Sharjah,
    perform student assessments online prior to the beginning of the semester.
    Admissions processing for students that don’t go through NAPO (National Admissions
    & Placement Office) is very time-consuming. In the Fall 2016 period, 448 students required
    processing (both campuses) because they did not go through NAPO. These 448 students
    required 42 person-days of manual processing that could be eliminated by implementing
    an online registration application.
    Accurate and timely maintenance of the graduation degree course requirements is a critical
    university responsibility. This activity is performed independently today in three different
    university units. Strategy and Future Department enters data into CurricUNET; the

Registrar’s Office enters data into Banner to support graduation auditing; and Student
Success enters data into Degree Works to support student advising activities. Multiple
manual entries create errors, confusion and timing differences as well as requiring treble
the effort. In addition, the graduation audit process is totally manual and is highly dependent
on a single individual, exposing the Registrar’s Office to significant risk.
Opportunities exist in adjusting position titles and job descriptions. Registration personnel
are supervising personnel with the same job grade as themselves. Their position title
and grade do not appear to reflect their assigned duties and responsibilities. Also, the Registrar
position has been assigned an “Acting” title for two years.
Another opportunity to improve process efficiency and effectiveness is in the maintenance
of student attendance. The Colleges have responsibility to update certain fields in
Banner related to attendance. However, the current maintenance screen provides access to
all fields rather than a limited number of fields, creating a data security issue. This results
in the Colleges having to send attendance updates to the Registrar’s Office via email for
manual entry.
Increasing the proportion of international students is a key university objective but the
international recruiting activity is in the early stages of development. There is great synergy
in recruiting efforts for UAE and international students, so alignment of these responsibilities
within the Registrar’s Office makes sense. No resources were added to address
this important objective.
Currently, graduate program recruiting and registrar responsibilities are carried out
within the Office of Graduate Studies. This structure has proved inefficient and ineffective.
A more effective approach would be to integrate these functions into the EU Registrar’s
Office and gain synergies related to undergraduate and international student recruitment
and registration.

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