Registrar

Position Objective:



The Registrar assists students, faculty, staff, and alumni with a variety of academic services in managing academic policies and procedures, maintaining student records, transcripts, enrollment verifications, student course scheduling, annual class lists, transfers and withdrawals.



The Registrar is required to complete all secretarial/clerical functions of the department in an efficient and timely manner.



Responsibilities:

Academic Policies and Procedures

● Maintains a current record of all academic policies and procedures and works collaboratively with the Community and Global Engagement team to ensure that these are available to the community.



Student Data

● In collaboration with the Educational, Technology Lead manage student data from admission to exit in SMIS, LMS and student file [google drive] architecture

○ transferring and withdrawing students,

○ receiving and sending records,

○ maintaining files and generating reports

● Process requests for student information, including student transcripts for colleges and universities.



● At Enrolment

○ Ensure that the transfer of all enrollment information from the CRM to the SMIS & LMS has been completed (Student/parent info, medical records, school reports, etc)

○ Process new student records, including requesting transcripts and records from other schools, setting up cumulative folders, and entering student data into appropriate databases.



● During Enrolment

○ Maintain the system for student records that include student cumulative folders, progress and summative reports, ILP and other critical documents

○ Management of the student database and class enrolment in Seesaw, Managebac and other platforms as necessary



● At Annual Re-Enrollment

○ Assist in the collection of data from the early intention re-enrollment survey and keep up to date the re-enrollment intention of families as we approach the new school year.

○ Work with stakeholders across the school to provide re-enrollment data as required.

○ Ensure that all returning information in the SMIS accurately reflects the progression of students into their new classes and there exist no error mismatches.



● At Withdrawal

○ Assist counsellors with the transfer of students and processing of applicable records

○ Coordinate student/family requests for teacher references

○ Prepare and distribute the leaving documents for students who are withdrawing.



● Academic Data

○ Build and maintain a centralised system for the storage and analysis of academic data

○ Support Vice Principals and IB Coordinators in the use of a centralized system for the longitudinal storage and analysis of academic data



● Attendance and Wellbeing Data

○ Support divisional secretaries and Vice Principals in the accurate management of student attendance and wellbeing data

○ Support divisional secretaries to submit attendance and wellbeing reports on a monthly basis



Perception Survey Data

● Coordinate the deployment of the annual VOS-L and VOS-W in collaboration with the divisional Leads

● Coordinate the deployment of the annual VOP and VOE in collaboration with the Deputy Head of School

● Complete and provide to the Strategic Leadership & Design (SLDT) team a visualised macro analysis of VOP and VOE to promote further inquiry, response and action.

Scheduling

● Support the Scheduling and ASA Coordinator by ensuring the SMIS data is accurate to that they can schedule and register students for classes



Scholarships & Financial Aid

● Support the process of financial aid by documenting a families profile for consideration by the ISHCMC Financial Aid Review Committee

● Coordinate the scholarship application and testing program with the Deputy Head of School, so that processes and applications abiding by ISHCMC Scholarship Policy

● Administer all relevant related scholarship correspondence.



Recognition & Awards

● Coordinate with divisional secretaries to ensure the required certifications for commencement ceremonies are generated (Studio 5, MYP-5 and Grade 12)



People Growth

● Training secretaries and reception staff to use software related to records administration



Project Management

The Registrar, when required, will provide leadership and efficient management within a team of education and/or other professionals, or will collaborate on projects with the admissions and student services teams and other duties and projects as assigned by the Head of School, or such persons as the School may designate.



The job responsibilities are open to change based on the needs of the School and other duties as assigned by the HoS.



The job holder's responsibility for promoting and safeguarding the welfare of children and young person's for whom s/he is responsible, or with whom s/he comes into contact will be to adhered to and ensure compliance with the relevant Cognita Safeguarding; Child Protection Policy and Procedures at all times. If in the course of carrying out the duties of the role, the job holder identifies any instance that a child is suffering or likely to suffer significant harm either at school or at home, s/he must report any concerns to the School's Designated Safeguarding Lead or to the Head or indeed to the Cognita Regional Safeguarding Manager so that a referral can be made accordingly to the relevant third party services.