Persona: Registrar
- Aprile Keith
Overview:
IntelliBoard uses a persona-based approach to deliver customized data analytics solutions tailored to the unique needs of registrars. By focusing on the specific responsibilities and challenges that academic leadership face, IntelliBoard ensures that the most relevant data is available, helping academic leadership make informed decisions to enhance learner engagement and performance.
Role Summary:
Registrars manage learner records, enrollment processes, and academic scheduling at the institutional level. They ensure the accuracy and integrity of academic records, support course registration and scheduling, and oversee compliance with academic policies and regulations. By utilizing data-driven insights and real-time reporting, registrars can track enrollment trends, maintain up-to-date learner information, optimize course scheduling, and contribute to institutional planning. Their role is critical in supporting the smooth operation of academic programs and ensuring that learners meet graduation and regulatory requirements.
Key Responsibilities:
Support Compliance and Accreditation:
Ensure institutional adherence to state and federal regulations related to financial aid eligibility, learner records, and data privacy.
Prepare reports and documentation for accreditation and compliance purposes.
Manage Learner Records and Academic Data:
Ensure the accuracy, confidentiality, and accessibility of learner records including enrollment, grades, and transcripts.
Oversee the integrity of academic data and compliance with institutional and legal regulations.
Facilitate Course Registration and Scheduling:
Coordinate the registration process to ensure learners are enrolled in the correct courses
Develop and maintain the academic calendar to align course offerings with institutional needs and learner demand.
Track Enrollment Trends and Graduation Rates:
Monitor enrollment patterns, learner demographics, and course demand to support institutional planning.
Analyze retention and graduation rates to improve learner outcomes and optimize resources.
Contribute to Institutional Planning and Forecasting:
Provide data-driven insights on course availability, scheduling needs, and enrollment forecasts to guide resource allocation.
Collaborate with academic leadership to align academic offerings with strategic goals.
Challenges
Ensuring Data Accuracy and Integrity:
Maintaining accurate and up-to-date learner records can be challenging, especially with frequent changes in enrollment and course data often without access to the LMS.
Errors or discrepancies in learner data can impact academic standing, financial aid eligibility, and graduation timelines.
Managing Complex Course Scheduling:
Coordinating course offerings to meet learner demand while balancing faculty availability, room scheduling, and institutional priorities is a significant challenge.
Changes in course registration or cancellations can cause logistical issues that affect learners’ progress toward graduation.
Adapting to Evolving Compliance Regulations:
Staying compliant with changing regulations regarding learner data privacy, financial aid, and accreditation, including monitoring learner activity and submission rates, requires constant vigilance and adaptation.
Failure to meet compliance requirements can lead to legal repercussions and impact institutional reputation.
Supporting High Enrollment and Graduation Rates:
Tracking enrollment trends, retention, and graduation rates is time-consuming and requires collaboration across departments to identify at-risk learners.
Ensuring learners stay on track for timely graduation while managing course availability and degree audit processes adds complexity especially when data tracking and submission timelines vary across departments and courses.
Data Overload:
Data spread across multiple systems (LMS, SIS, financial aid, etc.) can complicate record-keeping and hinder comprehensive analysis.
Integrating these systems to provide a clear and unified view of learner progress can be technically challenging and resource-intensive.
Tracking At-Risk Tuition Dollars:
It can be difficult to estimate how much tuition revenue is at risk due to learner disengagement, underperformance, or withdrawals, especially without real-time financial data and projections.
Predicting High DFW Rate Courses:
Identifying courses likely to have high D, F, and W rates requires analyzing multiple factors such as course performance, learner engagement, and historical data—often a complex, data-intensive process.
Common Questions
How many tuition dollars are at risk this semester?
How do I predict courses with high DFW rates?
How do I ensure compliance with federal financial aid requirements?
How do I track enrollment counts?
How can we improve retention and graduation rates for at-risk learners ?
Datasets:
These datasets are identified by IntelliBoard as providing critical information to Registrars. The Registrar Org Role Template includes these datasets. Organizational administrators may provide additional datasets or may not include all the datasets below. Contact your administrator for questions regarding dataset availability.
Projected DFW Risk Dashboard:
Intended for Registrars and Deans to monitor course progress, this Dashboard seeks to quickly identify courses with high D/F rates. This Dashboard includes a bar chart which visualizes courses with learner course grades separated by 3 values: grades 0-59 (red), 60-69 (yellow), 70-100 (green). Two table charts are also included; 1 showing the same courses, with a count of course grades in the corresponding thresholds. The last table displays individual learner information for a deeper review.
DFW Rates by Category: This bar chart displays count of active learners by course category or Sub-Account with current course grades of D and F. This bar chart is intended to quickly identify course categories or Sub-Account that may have high D/F/W rates.
Purpose: To provide registrars with a high-level overview of D and F grade distributions across different course categories or sub-accounts.
Usage: This report allows registrars to identify categories or academic areas with high rates of learner struggles, helping to address systemic issues and inform resource allocation.
DFW by Courses: This bar chart displays count of active learners by course with current course grades of D and F. This bar chart is intended to quickly identify courses that may have a high D/F/W rate.
Purpose: To enable registrars to pinpoint specific courses that are showing a high concentration of learners receiving D or F grades.
Usage: Registrars utilize this dataset to identify courses with high D/F/W rates to forecast enrollment trends, allocate resources effectively, and collaborate with faculty to improve learner outcomes, ultimately influencing broader institutional goals.
Projected DFW Risk: This table chart displays a count of learners course grades separated by 3 values: grades 0-59 (red), 60-69 (yellow), 70-100 (green). This intends to be paired with the corresponding DFW by Course bar chart, allowing you to quickly identify courses that may have a high D/F/W rate. Additional information about course, including category, term, course codes, total enrollments, is included for additional detail.
Purpose: To quickly identify courses that are showing a high concentration of learners receiving D or F grades.
Usage: Registrars use this report to compare learner performance data with indicators that suggest a course or learner is at risk of poor outcomes to plan targeted interventions for struggling learners or make changes at the program level to address broader issues.
First Submission Monitoring Dashboard:
The First Submission Monitoring Dashboard combines two datasets, both narrowed to users with a learner role in the course. Activities included in the datasets are assignments, forum/discussions, and quizzes.
First Learner Submission (Assignment, Forum/Discussion, Quiz): The Learner First Submission identifies users with learner role with an active enrollment in a course who have submitted an assignment, forum/discussion or quiz in a selected time period. Users who have not submitted to one of these activity types is not included in the dataset. This datasets is often used as a base for Census reporting.
Purpose: To track the initial engagement of learners by monitoring their first submission to key activities (assignments, discussions, quizzes) as a marker of academic participation.
Usage: Registrars use this dataset to monitor participation levels, which can serve as a basis for census reporting and identifying early engagement issues, helping to drive retention efforts.
Missing Learner Submission (Assignment, Forum/Discussion, Quiz): The Missing Learner Submission identifies users with learner role with an active enrollment in a course who have not submitted an assignment, forum/discussion or quiz to a course. Users who have submitted an assignment, forum/discussion or quiz to the relevant course are not in this dataset. This datasets is often used to encourage learners to complete an item to confirm financial aid.
Purpose: To identify learners who have not yet submitted required assignments, discussions, or quizzes, which can be used to track academic engagement and ensure compliance with financial aid requirements.
Usage: Registrars rely on this dataset to inform academic advisors or faculty about learners who are at risk of falling behind, helping to ensure timely completion of coursework and maintain financial aid eligibility.
Learner Activity Submission Progress:
This tabular report displays the learners' submitted activities to courses, including the activity type, activity score, completion (or submission) date and when the activity was graded (if applicable).
Purpose: To provide detailed insight into the submission status of learner activities, including scores and submission dates, offering a comprehensive view of academic progress.
Usage: Registrars use this report to assess learner progress across their courses, particularly for tracking completion rates and ensuring alignment with course milestones and deadlines.
Last/Never Learner Submission (Assignment, Forum/Discussion, Quiz):
The Last or Never Learner Submission identifies users with learner role with an active enrollment in a course and their last submission to an assignment, forum/discussion or quiz. Users who have not submitted to one of these activity types is also included and flagged as "Never". This datasets is often used as a base for Attendance reporting.
Purpose: To track learners' most recent or absent submissions to core activities, enabling registrars to identify learners at risk of disengagement or academic failure.
Usage: Registrars use this dataset for attendance and participation monitoring, especially in assessing learners who have not engaged with coursework for extended periods.
User Course Enrollment Verification:
Leverage the User Course Enrollment Verification dataset to confirm users system-level details and their corresponding course enrollments. This dataset can be used as the Distribution List within the Notification Creator. Grey columns represent system level information; blue columns represent course level information.
Purpose: To confirm the accuracy of user enrollment details and ensure alignment between system-level data and course enrollment information for compliance and reporting purposes.
Usage: Registrars use this report to verify the accuracy of learner enrollments, ensuring that all learners are correctly assigned to their respective courses and that discrepancies are resolved in a timely manner.
Course Verification:
Leverage the Course List dataset to review course level information, including course location, course codes, and a summary of course activity. Grey columns represent system level information; blue columns represent course level information.
Purpose: To ensure accurate course records, including course codes, location, and activity summaries, supporting compliance and efficient course management.
Usage: Registrars use this report to audit course information, ensuring that course data is correct and complete, which supports scheduling, reporting, and accreditation requirements.
Course Readiness:
Displays detailed information about instructor behavior within courses and learners, including instructor email and a link to the course, and count of submissions broken out by grade status. Can be filtered by category/course, course start date, and course end date.
Purpose: To ensure that courses are properly configured and operational, allowing registrars to confirm alignment with academic schedules and student needs. It provides a comprehensive overview of course setup, instructor activity, and learner engagement to support effective course delivery.
Usage: Registrars use this report to ensure courses are properly configured, monitor instructor activity and learner engagement, view current enrollments, and confirm alignment with academic schedules. Filters by course category and dates help focus on specific terms or needs.
Suggested Notifications:
Summary of Students Who Have Not Submitted Census Activities
This automated notification will send you a list of students that have not submitted the required census activity and may be at risk of losing financial aid to pursue intervention efforts.
Steps to Set Up Your Notification
Notification Details:
Notification Name: Summary of Students Who Have Not Submitted Census Activities
Notification Description: This notification automatically emails a list to me of students who have not yet submitted the required census activity using the Missing Submission to pursue intervention efforts to limit financial aid loss.
Send to: Select “Enter Recipients” from the drop down menu.
Email: Enter your email and/or the email(s) of those who will receive the notification.
Subject: "Summary Report: Students Missing Census Activity Submissions” (Example)
Message: "Attached is the list of students that have not submitted a required activity for census reporting and may be at risk of losing financial aid. Log in to your IntelliBoard account to see more information and send notifications to students directly from the dataset." (Example)
Attachment:
Dataset: Select "Missing Learner Submission (Assignment, Forum/Discussion, or Quiz)" from the dropdown menu.
*Datasets must be linked or cloned to “My Datasets” to use as an attachment.Set Appropriate Filters:
You can set “Course” filter to filter report to show only students in specific courses, if desired.
If applicable, set the “Terms” filter to filter report to only the current term.
Set “Enrollment Status” filter to show only students with an Active enrollment status.
Save the filters.
File Type: Choose your preferred format for the dataset attachment using the drop down menu (CSV, XLSX, or PDF).
You can also check the box next to “Do Not Send Empty Report” so the report is not sent if empty.
Select Date Range:
Start Date: Choose a date that fits your needs. We recommend a date prior to the final census reporting date that allows time for intervention efforts.
End Date: Choose the census end date for your final reporting needs.
Notification Schedule:
Frequency: Set frequency for what works best for you. It may be a daily report leading up to census date reporting, or another schedule that meets your needs.
Time: Select the preferred time for the report to be sent (24-hour format).
Additional Fields: You may need to select additional information dependent upon the frequency, including the day you want the notification sent.
Final Steps:
Click Save to schedule your notification, or Save and Send Now to receive the first report immediately.
Enrollment Counts for the First Week of Classes This Term
This automated notification will send you a list of all active courses and the current number of Active Learners enrolled in each course for administrative, operational, and reporting needs.
Steps to Set Up Your Notification
Notification Details:
Notification Name: Enrollment Counts for the First Week of Classes Each Term
Notification Description: This notification automatically emails a list to me of all active courses with the number of active learners enrolled in each course using the Course Readiness Report.
Send to: Select “Enter Recipients” from the drop down menu.
Email: Enter your email and/or the email(s) of those who will receive the notification.
Subject: "Enrollment Counts: Active Learners enrolled in Active Courses” (Example)
Message: "Attached is the list of courses and their enrollment counts. The “Number of Active Learners” column is the enrollment count. Log in to your IntelliBoard account to see more information." (Example)
Attachment:
Dataset: Select "Course Readiness Report" from the dropdown menu.
*Datasets must be linked or cloned to “My Datasets” to use as an attachment.Set Appropriate Filters: No filters are required to be set for this notification, but adjust filter settings to best fit your institutional needs.
You can set “Course” filter to filter report to show only specific courses or departments, if desired.
If applicable, set the “Terms” filter to filter report to only the current term.
Set “Course Status” filter to show only courses with that are Active in the LMS.
You can set “Course Format” filter to display only courses within a certain format such as online, or on campus.
Save the filters.
File Type: Choose your preferred format for the dataset attachment using the drop down menu (CSV, XLSX, or PDF).
You can also check the box next to “Do Not Send Empty Report” so the report is not sent if empty.
Select Date Range:
Start Date: Choose the date you want to receive this report after the first week of classes.
End Date: Choose the last date you want to receive this report.
Notification Schedule:
Frequency: Set frequency for what works best for you. We recommend setting this report to send “daily” with a short date range.
Time: Select the preferred time for the report to be sent (24-hour format).
Additional Fields: You may need to select additional information dependent upon the frequency, including the day you want the notification sent.
Final Steps:
Click Save to schedule your notification, or Save and Send Now to receive the first report immediately.
Enrollment Counts After Drop/Add This Term
This automated notification will send you a list of all active courses and the current number of Active Learners enrolled in each course for administrative, operational, and reporting needs.
Steps to Set Up Your Notification
Notification Details:
Notification Name: Enrollment Counts After Drop/Add This Term
Notification Description: This notification automatically emails a list to me of all active courses with the number of active learners enrolled in each course using the Course Readiness Report.
Send to: Select “Enter Recipients” from the drop down menu.
Email: Enter your email and/or the email(s) of those who will receive the notification.
Subject: "Enrollment Counts: Active Learners enrolled in Active Courses” (Example)
Message: "Attached is the list of courses and their enrollment counts. The “Number of Active Learners” column is the enrollment count. This report is after the Drop/Add period has ended. Log in to your IntelliBoard account to see more information." (Example)
Attachment:
Dataset: Select "Course Readiness Report" from the dropdown menu.
*Datasets must be linked or cloned to “My Datasets” to use as an attachment.Set Appropriate Filters: No filters are required to be set for this notification, but adjust filter settings to best fit your institutional needs.
You can set “Course” filter to filter report to show only specific courses or departments, if desired.
If applicable, set the “Terms” filter to filter report to only the current term.
Set “Course Status” filter to show only courses with that are Active in the LMS.
You can set “Course Format” filter to display only courses within a certain format such as online, or on campus.
Save the filters.
File Type: Choose your preferred format for the dataset attachment using the drop down menu (CSV, XLSX, or PDF).
You can also check the box next to “Do Not Send Empty Report” so the report is not sent if empty.
Select Date Range:
Start Date: Choose the date you want to receive this report after the drop/add period.
End Date: Choose the last date you want to receive this report.
Notification Schedule:
Frequency: Set frequency for what works best for you. We recommend setting this report to send “daily” with a short date range.
Time: Select the preferred time for the report to be sent (24-hour format).
Additional Fields: You may need to select additional information dependent upon the frequency, including the day you want the notification sent.
Final Steps:
Click Save to schedule your notification, or Save and Send Now to receive the first report immediately.
For additional support, email us at helpdesk@IntelliBoard.net
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