Tracy Area Public Schools Policy 1017
Adopted: April 19, 2010
Original: August, 1989
1017 POSITION DESCRIPTION – DISTRICT REGISTRAR
Basic Function & Responsibility:
This employee shall be employed 40.0 hours per week to serve as the Registrar for the high school and to service the correspondence and communication needs of the high school counselor.
Characteristic Duties & Responsibilities:
1. Arrange appointments for visiting school admissions personnel and
military recruiters; notify students about meeting with these persons.
2. Mail applications and transcripts to colleges and vocational schools
for seniors. Also, any previous students may request transcripts or immunization records.
3. Enroll new students: get enrollment sheets and other necessary forms
filled out, send for transcripts and health records from former schools, enter data and schedules into computer, calculate previous credits into our system, and prepare two sets of our records forms (one for files, one for vault).
4. Mail copies of transcripts and records for students leaving our
district and do necessary computer work.
5. Maintain two sets of records for all 7-12 students. Beginning of year:
prepare files for incoming 7th graders and all new students (from Elementary, St. Mary¹s and Milroy). End of year: complete senior records and go through all student files to check for repeat classes and credit shortages. Keep track of student activities other than athletics (these are done by the athletic director). Add ACT scores to transcripts. Also, maintain all old records (previous grads, drops and leavers, Balaton and YanktonCountrySchool records.
6. Get grades from teachers at the end of each quarter. Run report
cards, restricted lists, class ranks and honor rolls. Put final grade data stickers in both sets of records at the end of the year.
7. Assist students with schedule changes, dropping and adding classes,
and checking credits and GPA¹s.
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- Assist students looking for information on schools or careers, or in
any way possible. Keep post-secondary school catalogs and files in order.
9. Prepare purchase orders for Guidance Office supplies.
10. Determine which students are eligible for academic letters, and those eligible for Presidential Academic Excellence awards.
11. Maintain scholarship files and a list of scholarships by application deadline date.
12. Typing as required by guidance counselor. Open Guidance Office mail and take care of accordingly.
13. Coordinate Senior Awards night with Guidance Counselor: letter to scholarship contributors, prepare applications, keep track of and sort applications for awards and get into the appropriate hands, make and assemble certificates and frames. Prepare final list of award winners and print programs for the event. Assist at evening event with award presenters.
14. Assist principal with scheduling. Do all necessary computer data
entry. Update and run off Registration Handbook. Assist with online registration. Help build master schedule. Meet with students to resolve schedule conflicts.
15. Assist high school secretary when needed: answer telephone and take messages for administration, faculty, staff and students; distribute mail; accommodate faculty requests. Fill in for high school secretary as needed.
16. Monitor fax machine: distribute incoming faxes and assist in outgoing, be sure it has paper, toner, and is in working order.
17. Miscellaneous: line up seniors to go to Kiwanis for lunch; help Tracy Legion find Boys State and Girls State representatives.
18. Perform other duties that are reasonable and necessary to accomplish
the job function.
Supervision received: Supervision will be received from the high school guidance counselor and from the high school principal, although much work is done independently.
Minimum Qualifications: Applicants must possess computer, telephone, math and organizational skills. Persons must be available for flexible hours of employment and be able to communicate well with students, parents, administration and faculty.
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