Admissions & Records/Student Support Services 7
Student Services Link to College Mission
Feather River College provides high-quality, comprehensive student education as well as opportunities for learning, workforce preparation, and achievement in a small college environment. The College provides general education, associate and bachelor’s degrees, certificates, transfer programs, and life-long learning for a diverse student population by serving local, regional, national and international students through traditional face-to-face instruction as well as distance education. The College also serves as a cultural and economic leader for all communities that lie within the District and embraces the opportunities afforded by its natural setting.
The mission of the Admissions & Records department is to be a vessel of information and knowledge that will enhance and support the diverse community we serve.
The purpose of the Admissions & Records Department is to:
§ Serve the needs of the students
§ Respond to requests of the faculty and administration
§ Safeguard the integrity of the institution’s records and degrees
§ Maintain exemplary customer service in a professional and courteous manner
Description of Services
Organizational Structure:
Admissions & Records Staffing /Position / Months of Employment / Hours per Week /
Director / 12 months / 40 hours/week
Admissions & Records Technician / 12 months / 40 hours/week
Admissions & Records Technician / 12 months / 24 hours/week
Student Accounts Technician / 12 months / 40 hours/week
A&R Services:
Introduction:
The Admissions & Records Department (A&R) serves as the first point of contact for new students and the general public. A&R is responsible for all items, from application to graduation, pertaining to a student’s record. A&R is dedicated to supporting student access and success by providing quality customer service; offering comprehensive information and services to students on demand via electronic access in a 24/7 environment and through the printed catalog and schedule of classes; maintaining the admissions component of the Student Success & Support Program and Baccalaureate Degree; safeguarding the integrity of the institution’s records and degrees; and maintaining professional standards and practices while providing responsive and respectful service to students, faculty, staff and the community.
California Community College Chancellor’s Office:
The California Community College Chancellor’s Office is the authority that administers the state laws and regulations that govern A&R. The A&R department is responsible for overseeing and ensuring that the department is abiding by relevant federal and state laws, policies, and FRC’s Board Policies and Administrative Procedures.
Legal RequirementsCalifornia Community College Athletic Association / Constitution and Bylaws
Education Code & Pending Legislation / Admissions Requirements (76000)
Concurrent Enrollment (76001-76003 & 48800-488002)
Fees (76300-76395):
· Enrollment Fees & Waivers (76300)
· Nonresident Fees, Waivers, & Calculations (76140-76143)
· Other Permissible Fees
(Health, Parking, Transportation, Materials, Audits, etc.)
Residency (68000-68001)
Records, Privacy, and Student Access (76200-76246)
Eligibility for Admissions
Education Code 76000 / · Anyone over 18 years old; or
· Anyone under 18 years old who:
· Has graduated from high school, passed the California High School proficiency test, or has a General Education Development (GED) Certificate.
· K-12 students with the approval of their parent/guardian and school principal.
Title 5
Title 5 continued / Open Courses (51006)
Residency (54000-54072)
Electronic Signatures by Students (54300)
Student Records (54600-54662)
Multiple and Overlapping Enrollment (55007)
Grades (55021 & 55023)
Pass/No Pass (55022)
Withdrawal (55024)
Grade Changes (55025)
Probation and Dismissal (55031-55034)
Course Repetition and Academic Renewal (55040-55046)
Credit by Exam (55050)
Advance Placement Examinations (55052)
Minimum Requirements for Associate Degree (55063)
Academic Calendar (55700-55765)
Retention and Destruction of Records (59020-59029)
Student Financial Obligations (59410)
Resources
Contracted District Audit Manual / The Audit Manual provides important information about what is reviewed during an audit and allows for critical planning and process adjustment.
Legal Opinions and Advisories / The Legal Division of the California Community College Chancellor’s Office issues legal opinion and legal advisories intended to keep college staff up to date with court cases, newly enacted laws, pending legislation, and outlines the legal basis for the Chancellor’s Office stance on certain issues.
Student Attendance Account Manual / SAAM addresses the general requirements for collecting apportionment, residency determination, attendance accounting, audit accountability, and academic calendars.
Student Fee Handbook / The Student Fee Handbook provides a narrative of the Education Code and Title 5 fee sections and is overseen by the California Community College Chancellor’s Office Legal Affairs Division.
Director of Admissions & Records/Registrar
The Director manages the daily operations of the Admissions and Records Department, oversees the Student Information System (SIS), ensures compliance with federal, state and local laws/policies that govern the A&R department, and supervises all personnel and student employees.
DirectorAcademic & Progress Dismissals / Code the SIS with rules for academic standing, run the process each primary term to identify academic standing, review and verify student data and distribute to Financial Aid and SSSP counselor.
Account Receivable / Supervise the Accounts Receivable Module, process 1098T tax forms, collect fees, close cashiering sessions, feed cashiering sessions to the Finance Module, update institutional fees, process refunds, and troubleshoot student accounts.
Academic History / Post grades changes, roll grades into academic history, and process grade point average (GPA) calculations.
Budget / Manages the A&R budget, request supplies/services through requisitions, prepare Annual Program Review for budgetary request.
Degrees, Certificates, and Graduation / Evaluate graduation requirements through degree audit (CAPP), certify, and post degrees and certificates, validate honor status, communicate graduation information to students, organize the commencement ceremony, print and mail diplomas.
Department of Homeland Security - U.S. Immigration and Customs Enforcement – International Students / Serve as the Principal Designated School Official (PDSO), review international applications and supporting documentation, approve applications, enter students’ information into the Student & Exchange Visitor Information System (SEVIS), issues I-20s, verify and monitor full-time status, track students’ course schedules and verify presence in the United States, update student information as needed, track SEVIS alerts.
Evaluation of alternate credit / Evaluate College Board Advanced Placement Examination credits, College Level Examination Program (CLEP) elective credits, transfer external college/university credits, military service credits, and Credit by Examination coursework. Post coursework and academic credits to FRC’s academic history.
MIS, Student Data / SIS Super User (data custodian) for the Student and Accounts Receivable Module, build beginning of term setup and end of term processes, assign securities permissions, monitor upgrades, releases and patches, maintain the faculty/student portal (Self Service), oversee MIS cleanup for Apportionment Reporting, serve as the helpdesk for Native Internet Banner and Self Service, provide one-on-one and group training for staff and faculty.
Residency / Oversee compliance with state regulations regarding nonresident students and process resident reclassification. Review Veteran’s DD 214 documents for California as home of record, verify California Nonresident Tuition Exemption (AB540) applications, verify Deferred Action for Childhood Arrivals (DACA) documentation, and review questionnaires for California residency for tuition purposes for reclassification. Verify supporting documentation and make recommendations to the Residency committee (Chief Student Service Officer and Chief Instructional Officer). Report student’s change of residency to the Financial Aid Office.
Admissions and Records:
Admissions and Records is comprised of several specific units with different functional roles.
Admissions & Records TechnicianAdmissions / Processes online applications, verifies student information for residency and student type (new, transfer, etc.), communicates with new student via email and provides instructors with the next steps to becoming a student, answers questions and provides information regarding admissions requirements.
Registration / Processes course adds and drops, overlapping classes, prerequisite, repeating a course, removal of courses for nonattendance or late withdrawal, pass/no pass grading options.
Records / All student records, including transcripts, are maintained within this department in accordance with the provisions of the Family Educational Rights and Privacy Act of 1974.
Roster & Faculty Support / Print and distribute hard copy census rosters, process no shows and instructor drops from census rosters, track submission of census rosters, and run SQL scripts to track missing final grades and positive attendance hours.
Collection of Fees / Process and post Visa/MasterCard, cash, and check payments to student accounts.
Process end of day feed cashiering sessions for the Business Office.
Other Duties / Serves as back-up for the Student Accounts Technician.
Student Accounts Technician
Accounts Receivable / Integrating and coordinating accounts receivable processes with Financial Aid and Business Services. Analyzes the aging report for the purpose of determining the required bad debt reserve.
Payments from a 3rd Party / Posts 3rd party payments to student accounts, collaborates with on campus departments, processes invoices for payments from outside agencies
Refund / Processes disbursements and refunds in accordance with state/federal regulations, accreditation standards, and college policies and procedures to ensure proper processing of all external state/federal funds
Student Accounts / Verifies student accounts and posts appropriate billing codes and payment codes. Collects tuition, enrollment, parking, and printing fees and posts to student’s accounts. Posts Residence Hall fees and reconciles payments with Business Services. Processes credit card transactions. Completes daily financial reports and balances money. Prepares and sends invoices to students with outstanding balances.
Other Duties / Serves as back-up for the Admissions & Records Technicians.
Describe The Student Board Policies (BP)/Administrative Procedures (AP) Related To Your Program Which Have Been Updated
AP 5015 Residence Determination
Updated to be consistent with the Community College League of California
BP/AP 5040 Student Records, Directory Information, and Privacy
Updated to be consistent with the Community College League of California
BP/AP 5055 Enrollment Priorities
Updated to be consistent with the Community College League of California
Student Services Student Learning Outcomes
Student Learning Outcome for Student Services #1 - Prospective students will learn about the unique opportunities and advantages available at FRC, and will make an informed decision to apply:
Students who visit the FRC’s Website obtain general information about the college initiating interest to apply to the college. They will access comprehend information about the application process through the Admissions webpage by clicking on the Student Information link. The Student Information link provides informative information for each type of student (e.g. new, continuing, returning, international, or high school student). The Apply Now link is conveniently located at the top of every webpage making the online application easily accessible.
Strategies to measure outcome objective: The Admissions page views increase 7% for the 2015-2016 academic year.
Student Learning Outcome for Student Services #3 – Students will develop and demonstrate awareness in handling their financial responsibilities for all college expenses, and will take advantage of the resources to pay all expenses.
In order to reduce delinquent student fees, beginning August 2016, all students must complete a Payment Agreement document allowing them to register for courses. Students select one of the following options:
· Payment made in full
· Deferred payment, payment in full by 10th week of semester
· Financial Aid pays fees in full
Strategies to measure outcome objective: The end of the spring 2017 semester the supplemental data stored in Internet Native Banner will be extract through SQL reports to identify the number of students with their respective method of payment. The data from the aging reports will identify outstanding accounts receivable and this data will be compared to the payment options that students selected.
Student Learning Outcome for Student Services #4 - Students will develop resilience and resourcefulness empowering them to persist in attaining academic and personal goals.
The Student Portal (MyFRC) is a resource to assist students with attaining academic goals. MyFRC is available twenty four hours a day, seven days a week giving students access to add or drop courses, check registration status, view their class schedule and registration history, and view grades and unofficial transcripts. This readily accessible information assist students with planning and attaining their educational goals.
Strategies to measure outcome objective: Web add/drop codes extracted from Internet Native Banner (INB). There was a 45% increase of students adding/dropping courses through MyFRC for 2015-2016 academic year.
Program Advancements/Improvements
· Routinely updated the Admissions webpage to keep information current
· Developed a welcome letter for students applying for the Bachelor of Science degree
· Developed a system to manage the admissions process for the Bachelor of Science degree
· Sent monthly student emails and hardcopy invoices with options to pay from the analysis of the aging and payment agreement reports to reduce delinquent accounts receivable
Placed holds on outstanding accounts at the end of 10th week of the semester blocking students from enrolling for future semesters, releasing official transcripts, and receiving diplomas
Long Range Vision For The Next Four Years
Technology:
· Implement Open CCCApply as Feather River College’s online application to be in compliance with the new initiatives through the Chancellor’s Office
· Once CCCApply is implemented, list online courses through the Chancellor’s Office Virtual Campus (this option is currently unavailable)
· Complete phase 2 of electronic transcript services through the National Clearinghouse to be in compliance with Assembly Bill 1056
· Build Housing Module to manage room assignment and payment options electronically
· Develop and implement web forms and workflow functionalities to improve services for students and faculty
· Stay updated with California Community College Chancellor’s Office initiatives:
* Common Assessment Initiative
* Education Planning Initiative
* Online Education Initiative
Business Practice:
· A&R staff will aim to provide the highest level of support service to students and foster excellent relationships with campus departments
· Continually improve staff cross training within the A&R department
· Strategy to increase faculty adherence to Academic Calendar deadlines
· Monitor and update Admissions webpage
· Continue to expand communication, relationships, and awareness with the FRC campus community
· Stay up to date with federal, state and local laws and regulations regarding A&R
· Develop procedural manuals
Meeting Outcome Objectives: The A&R staff will aim to surpass all of its outcome objectives each year. These will be submitted in the yearly Annual Performance Reviews for FRC.
Feather River College
570 Golden Eagle Avenue, Quincy, CA 95971
530-283-0202