GENERAL NOTICE: ARUCC BIENNIAL GENERAL ASSEMBLY

JUNE 30th 2010, VANCOUVER, BRITISH COLUMBIA

Please note our next general assembly will take place June 30th, 2010 at the ARUCC 2010 conference. Below are the agenda and a list of suggested changes to our bylaws and constitution. This information is shared with you in advance in keeping with constitutional requirements.

June 2010 Annual General Meeting Agenda

1. Call to order
2. Approval of agenda
3. Approval of minutes of the 28th General Assembly, Halifax, Nova Scotia, June 27th, 2010
4. President’s report
5. Treasurer’s report
6. Revisions to Constitution and By-Laws
7. Presentation of Honorary Members
8. Presentation of ARUCC Outstanding Achievement Award
9. Nomination report
10. Elections
11. New business
12. Closing remarks
13. ARUCC 2012 conference announcement
14. Adjournment

Nominations Report for the ARUCC 2010 to 2012 Executive

By David Hinton, Past ARUCC President and Registrar, University of New Brunswick

Joanne Duklas, Assistant Vice-President, Enrolment Management and University Registrar, York University, has served as a student service professional for close to two decades. Her career began in recruitment as a liaison officer focused on the Ontario high school student market and has evolved to include extensive senior level work in the enrolment management field. Her background touches deeply upon all aspects of admissions both in Canada and internationally, recruitment, marketing, communications, enrolment management, strategic market planning, systems and IT strategy development and execution, as well as academic and financial policy and procedural development. As Past President of the Ontario University Registrars' Association (formerly past Vice President and President) and current Vice President of ARUCC, Joanne looks forward to leveraging her expertise in the service of national registrarial interests on the ARUCC Executive.

Hans’ career in higher education began in 2000 as Coordinator of Liaison for Bishop’s University where he enjoyed spreading the Bishop’s experience from coast to coast, and taking on additional responsibilities including an active role in the international recruitment subcommittee of CREPUQ (Conférence des recteurs et des principaux des universités du Québec), and lending a helping hand to the ARUCC 2006 program committee.

Since 2008, Hans has been the Director of Admissions for Bishop’s where his responsibilities include registration for first-year students, awarding scholarships, awards & bursaries, and advising the Academic Standing and Admissions Policy committee on trends and changes occurring in post-secondary institutions across Canada. He is also active in on-campus committees. Hans is president of the Managers’ Council and member of the Bishop’s University Board called the Executive Committee.

A long-time resident of the Eastern Townships, Hans takes pleasure in skiing with his two children on the weekends and playing a good game of squash on weekdays.

Mike Sekulic, Associate Registrar Planning and Systems, University of Calgary, served as Registrar at Fairview College in NW Alberta and at Kelsey Institute in Saskatoon Saskatchewan. After moving to Calgary in the late 1990's Mike provided IT consulting services to industry and education through his company Verix Information Systems INC. A U of C alumnus, Mike joined the University in 1999 (just in time for Y2K fun!).

In 2001, Mike joined WARUCC Executive as Member at Large for Alberta, and was nominated to join ARUCC as WARUCC’s representative, and is now completing his term as President. Over the years, through his involvement in ARUCC and WARUCC, and participation in many regional and national conferences, Mike has come to know many colleagues across the country, and looks forward to continuing to serve the ARUCC membership as Past President.

Angie has worked for close to two decades as a student service professional. Recently the Associate Director of Scholarships and Bursaries at York University, Angie is the new Director of Enrolment Management at the University of Regina. Angie has extensive experience supporting the Ontario registrarial industry both as a representative on the Secondary School Liaison Standing Committee and as Vice President and President on the Ontario Universities’ Registrars Association. Angie brings a wealth of volunteer experience to the ARUCC committee and looks forward to continuing her work in the postsecondary industry.

Clay has been working in the Registrar’s Office at Humber College in Toronto, Ontario for over 19 years and is currently Deputy Registrar. Clay has been an active member of the Ontario College Registrars group known as CRALO. Prior to that Clay served as Chair of the Registrarial Systems committee of CRALO, participated as a key member of the Ontario College EDI project and was a member of the ARUCC Transcripts Standards Task Force.

Richard Levin was born in Winnipeg and graduated with a BA (honours) in Psychology from the University of Winnipeg in 1984 and an MA in Psychology from York University in 1985. From 1986-1989 he worked for the Manitoba Government's departments of Health and Education. In 1990 he became a senior policy advisor and later manager in the Ontario Government's ministries of Skills Development and Education and Training before his appointment as Executive Coordinator, Policy and Planning, with the Education Quality and Accountability Office in 1995.

In January 1999, he became Director of Student Records and Registrar at the University of Manitoba, and joined UOIT as Vice-President, Strategic Enrolment Management and Registrar in June, 2002. His appointment was later extended to include Durham College. He was appointed University Registrar at McMaster in September, 2008.

Levin is a member of the American Association of Collegiate Registrars and Admissions Officers (AACRAO), the Association of Registrars of Universities and Colleges of Canada (ARUCC) and the Ontario Universities Registrars’ Association (OURA). He has presented at various professional conferences on issues ranging from accountability to student service and published in professional and academic journals.

Heidi Emami has been Assistant Registrar, Records, at McGill University since 2004. Prior to taking on this role, she held various other positions at the University, including project team member for Banner implementation in 2002. She has worked in the higher education sector for over fifteen years, focusing on records and student service. She participates regularly in CREPUQ meetings, representing McGill on matters that range from admissions to graduation, on the Quebec registrars’ sub-committee.

A member of ARUCC since 2002, Heidi was involved in organizing the 2006 annual conference in Montreal. She has presented papers at Sungard Summit, the Canadian Banner Users Conference, ARUCC, as well as other registrarial conferences. Heidi is looking forward to participating on the ARUCC Executive Committee.

Wayne currently serves as Registrar of Nova Scotia Agricultural College (NSAC) which is the only university in Atlantic Canada specializing in agricultural science. Wayne has a long history of involvement in both the education and information technology sectors. He has a BA - Honours (1989) and BEd (1992) from Acadia, where he was actively involved in many aspects of student life, including four years as a residence staff person in the roles of Residence Assistant and Acting Don. After Acadia, where Wayne was awarded the Birk’s Medal in Education, he was hired as the Coordinator of Gifted Education for School District #88 in British Columbia. There Wayne taught enriched classes in four schools, developed science and technology based curriculum, and provided resource assistance to teachers throughout the district.

After three years in this position Wayne took a sabbatical, returning to Nova Scotia to complete an MLIS (1997) at Dalhousie University where he received both the Director’s Award and the Atlantic Provinces Library Association Award. In 1999 Wayne came to the Nova Scotia Agricultural College as the Systems Librarian, tasked with managing the Library’s information technology infrastructure.

Wayne was hired as the NSAC Registrar in August, 2004, joining the Senior Management Team which leads the ongoing evolution of both the academic and administrative functions of the University. Wayne is a member of several key committees including the Academic Planning Committee, the Financial and Physical Planning Committee, the Budget Committee, Faculty Council, and the Standards and Admissions Committee. He is also an ex-officio member of the Enrollment Management Council which was formed in 2005 and continues to drive strategic enrollment management initiatives on campus.

ARUCC Executive begins to conduct a legal review of the use of Doc Alert listserv in the context of privacy legislation

The ARUCC Executive has contracted with legal counsel to conduct a national privacy review related to the use of Doc Alert, a listserv to report individual students who have engaged in transcript irregularities. The changes that have occurred provincially across the country demand a diligent review of current practices to ensure that appropriate privacy protocols are in place to support this particular service.

What’s in a Name? (Part II)

What’s in a name? You’ll recall that Jody Gordon asked this very question in the Fall newsletter, as she explored some of the changes our institution was faced with upon the announcement of our university status.

I recall the day I heard the news that Kwantlen University College would become Kwantlen Polytechnic University. I immediately started daydreaming of an expanded repertoire of new degree programs, the launch of graduate programs, living under the University Act, calling our instructors “professors” and an array of other big picture ideas. What didn’t run through my mind were all of the changes that we were about to be faced with that would have an impact on all our day-to-day processes. From the perspective of our Graduation Office, I thought “It’s time to order new parchment paper, adorned with our university’s new name–exciting”. Aside from that, I figured things would go on, business as usual. I figured wrong.

What ensued in the months to follow were some significant changes in the way in which each and every Kwantlen graduate was declared a “graduate”, and in turn how they would receive their new university credential. In the “olden days” our Graduation Office would assess for graduation, and would award credentials upon completion of a successful assessment – immediately. The checks and balances happened in our office, and once they took place, we produced credentials and sent them out, sometimes as soon as the next day. With this process, we were assessing and graduating students on a continuous, literally, daily basis. Enter Senate…things were about to change.

With our new Senate in place, we were informed that all graduates would now be conferred by Senate; not simply through a declaration in our office. This meant a few more steps involved with our graduation processes. After assessment, our office first needed to send a list of potential graduates to each Dean’s Office for review. After review by the Faculties, we would produce a list for Senate to approve. Suddenly there were deadlines, and not simply the continuous “assess, print, and mail” system to which we were accustomed. Senate had submission deadlines, which meant we needed to establish assessment timelines, timelines under which the Dean’s offices could review the lists, and timelines within which the packages needed to be sent to Senate.

Initially, the plan was to have Senate confer the graduates twice per year: before the Spring and Fall Convocations. This seemed reasonable, but we soon were reminded by our student body, that many of them rely on their graduation status to assist them in gaining employment and/or certification in areas such as Nursing or Trades, for example. How could we tell these students they may need to wait six months until Senate deemed them graduates? Although we knew it would create more work in our office, we knew the twice-per-year conferral schedule wouldn’t suffice.

We proceeded to make a case to Senate. Many of the affected programs were either continuous intake programs, off-semester programs, or trades programs that all completed outside of our tri-semester schedule. Senate agreed to confer graduates at each of their monthly meetings, and our office was off to the races. We shifted our process of daily graduation, to a more systematic way of batched assessment, Faculty review, Senate approval, and parchment production.

In terms of parchment production, there was also the decision to be made as to whether we would continue to print and stock the old university college parchment paper, or whether all parchments would bear only our new university moniker. The institution made a decision that going forward, we would only ever print credentials on Kwantlen Polytechnic University parchment paper, regardless of the year a student graduated. During the transition, we also granted students the opportunity to request a new university parchment, free of charge, if they ceded their university college credential. This was a decision that made backdated parchment production simpler, it created cost savings in having to produce only one type of parchment paper, and worked to strengthen the university’s image in owning our new brand identity moving forward. As is the case with most changes, not everyone immediately sees the benefit, but as the months went by, we soon realized that our new systems were not only more efficient in terms of graduation, but were of greater benefit in helping us plan for and predict our numbers for Convocation.

And speaking of Convocation, there was also an impact in relation to our ceremonies. In years prior, we gave each graduand their parchment as they “checked in” for the ceremony, and they took it with them as they crossed the stage. Our new university President and Vice-Chancellor had other ideas, however. “We need to present each graduand their parchment on stage – not beforehand”. Uh oh . . . you mean we need develop a process whereby parchments are awarded to each student on stage, and hope they do not return to their seat only to realize the name and program on their newly awarded parchment was that of someone else?!? The pressure was on. On Convocation day, I stood on stage presenting each graduand to the Dean, and watched the student cross the stage, shake the hand of the Chancellor, proceed to the Vice-Chancellor and receive their shiny new parchment. I couldn’t help but fret with each and every student, thinking “Please receive the correct parchment, please!!” At the end of the ceremony, nobody returned to let us know they had received the wrong parchment – it had gone off without a hitch. In hindsight, nerve-racking as it was, I must agree that the experience created for each graduate was enhanced by presenting to them, for the first time, their new parchment from our university’s Vice-Chancellor while they were on stage, soaking in the excitement of “their moment”.

It has been an exciting time for Kwantlen as we’ve made the transition from university college to university. Now that we’ve settled in to all of the changes, I’ve come to appreciate how the changes have helped to create additional checks and balances, create more predictability in planning our Convocation ceremonies, and streamlined the way we do business in our Graduation Office. That said I can’t help but hope the flood of changes has perhaps subsided – if only for a little while.

Quebec Update

Submitted by Manon Vaillant, Quebec representative and Registrar HEC Montreal

A study day
On June 2, the staff of the Registrar’s Office are invited to a study day on the subject of international students. Provincial and federal government representatives will be speaking on recent immigration developments and the different responsibilities for universities as a result of these changes. Part of the day will be devoted to discussions between representatives of Quebec universities on best practices in these fields.

Task force on mentoring for new registrars
A task force, reporting to the CREPUQ Registrars Subcommittee, has been set up to develop tools to encourage mentoring for recently appointed registrars. More specifically, it will prepare a guide taking account of the situation in registrar’s offices at Quebec universities, where rules are subject to different provincial bodies. For instance, the guide will cover mandatory declarations, which have a direct impact on funding, and the exchange of details from college transcripts between CEGEPs and universities.

Repercussions of the Bologna Process for Quebec universities
In order to prepare for the repercussions of the Bologna process on Quebec universities, a committee was formed to decide on the first steps that could be taken to confirm Quebec institutions’ interest with regard to the European area and to encourage student mobility. The committee presented the results of its findings, suggesting a diploma supplement model, in keeping with the model already proposed by the European Commission, the Council of Europe and UNESCO/CEPES. The goal is not to oblige universities to produce the supplement, but rather to offer a single model for all universities in Quebec, if one establishment decides to produce a diploma supplement including a transcript in the ECTS (European Credit Transfer System).

Update: Canadian Information Center for International Credentials

The Canadian Information Centre for International Credentials (CICIC) has added to its website (www.cicic.ca) a new searchable directory called the Directory of Canadian Elementary and Secondary Schools outside Canada, at www.cicic.ca/716/canadian-schools-outside-canada.canada

This augments two other offerings:

• Directory of Universities, Colleges and Schools in the Provinces and Territories of Canada
  (www.cicic.ca/422/directory-of-universities-colleges-and-schools-in-canada.canada)


• Directory of Institutions and Organizations authorized to use the Imagine Education au/in Canada brand
  (www.cicic.ca/732/directory-for-the-imagine-education-brand.canada)

The Canadian Information Centre for International Credentials (CICIC) was established in 1990 to assist Canada in carrying out its obligations under the UNESCO Convention on the Recognition of Studies, Diplomas and Degrees concerning Higher Education in the States belonging to the Europe Region. This treaty promotes international mobility by advocating wider recognition of academic and professional qualifications.

CICIC is a unit of the Council of Ministers of Education, Canada (CMEC), an intergovernmental body founded in 1967 by ministers of education to provide leadership in education at the pan-Canadian and international levels, and to contribute to the fulfilment of the constitutional responsibility for education conferred on provinces and territories.

On the Move

British Columbia
Joshua Mitchell, Director, Enrolment Services, Kwantlen Polytechnic University (KPU), is now assuming the role of Director, Student Engagement at KPU. They welcomed back Julia Denker, from International Education at KPU, to the role of Director, Student and Financial Award Services.

Over at Douglas College they welcomed Kyle Vuorinen to the position of Associate Registrar, Recruitment and Admissions and Anne MacMillan to the position of Associate Registrar, Records, Systems and Scheduling.

Langara College is very pleased to announce two additions to the Office of the Registrar. Garnet Klatt has joined the College as the Assistant Registrar, Continuing Studies. Garnet was previously involved in admissions and recruitment for both Bow Valley College and the DeVry Institute of Technology in Calgary. Charlotte French is the new Registrar and Director, Enrolment Services. Charlotte worked in registrar’s services, financial aid and awards, and academic advising at Simon Fraser University before joining Langara.

Alberta
Niagara College is proud to announce the appointment of Bob Hann as the College’s new Registrar.

Manitoba
Carleen Besner, Red River College’s Registrar, has retired.

Atlantic Canada
Mark Bishop who has moved from his position as Associate Registrar - Admissions at UNB Fredericton to the post of Registrar at UNB Saint John.