Assistant Registrar

General Accountability

The Assistant Registrar is directly accountable to the Registrar for the implementation
and supervision of University and Faculty academic policies and procedures as these
relate to applicants and students. In addition, the Assistant Registrar contributes to the
general operation of the Office as a senior management team member.

Nature and Scope

The Registrar’s Office provides academic support services for a number of functions on
behalf of the University. These include student recruitment, publications, undergraduate
admissions, student course enrolment, academic records, examinations, grade reporting,
transcript production, course and examination scheduling, student financial assistance
programs and scholarships.

Normally, the Assistant Registrar manages the major registrarial services for two
Faculties. Additional duties will reflect departmental and Faculty needs and may vary with
the particular assignment. A major area of contact is with the Associate Dean for
Undergraduate Affairs for the Faculties, undergraduate academic advisors, and
department and college undergraduate officers.

This position is one of eight positions reporting directly to the Registrar. The Associate
Registrar, Records, The Director of Admissions, the Director, Marketing and
Undergraduate Recruitment, The Director, Student Awards and Financial Aid, two other
Faculty Assistant Registrars, and an Executive Assistant report directly to the Registrar.

Depending upon support requirements for the assigned Faculty(ies), the Assistant
Registrar may be responsible for supervision of 2-7 staff members, including Supervisors,
Admissions and Records and Admissions Records Assistants.

Statistical Data
Specific Accountabilities

The main responsibilities of the Assistant Registrar are in the area of admissions and
records administration.

The prime function in admissions is to ensure the formulation, implementation and

review of admissions policies as these relate to the assigned Faculty(ies). The policy
formulation process entails close co-operation and consultation with the Associate Deans,
Admissions Committees, Undergraduate Affairs Committees and with the Director of
Admissions. The Assistant Registrar is responsible for interpreting these policies to faculty
and staff within the University and the Colleges, and for ensuring that staff in the
sections provide correct and complete information to members of the public, prospective
applicants, representatives of secondary schools and other institutions. With regard to
implementation, the Assistant Registrar is responsible for the planning, analysis,
scheduling and direction of admissions activities to ensure that Faculty and University
goals are achieved.

The Assistant Registrar is expected to contribute to the development, implementation and

review of decision support and management support systems designed for his/her area.
This includes input to the evaluation process for various applicant groups, preparation
and analysis of statistical data for admissions committees. The Assistant Registrar may
be responsible in some cases for preparation of admissions information packages for
applicant groups in consultation with Faculty and University officers, and for accuracy of
related calendar and promotional publications. Depending on the assigned Faculty, the
Assistant Registrar may be empowered to make individual admissions decisions within
policy guidelines.

The prime function of the Assistant Registrar in records-related matters is to ensure the
proper collection, maintenance and communication of student academic record and
performance data. This entails ensuring that Faculty Committee decisions on student
academic standings are made consistently and reflected accurately in official documents.
The Assistant Registrar is expected to ensure that Faculty policies are interpreted
correctly and precisely in the design and implementation of progression and academic
advisement systems. This process involves extensive consultation with Faculty officers,
the SISP functional lead for progression and advisement and with management and
technical staff in Information Systems and Technology.

The Assistant Registrar provides detailed input to the design, testing and implementation
of a wide range of systems supporting functions from class enrolment to convocation.
These are designed to assure the accuracy of basic data for the production of study lists,
fee assessments, transcripts and graduation diplomas. Student records are the basis for
much institutional planning data for University management as well as for external use,
including University operating grant claims.

In the conduct of the foregoing duties and responsibilities the Assistant Registrar provides
a counselling function for applicants, students or parents. This role is supplementary or
complementary to that provided by Faculty and Departmental officers in assisting
students with the complexities of the academic process. The Assistant Registrar is the
Registrar’s delegate on Faculty Admissions, Standings & Promotions, Undergraduate
Affairs Committees and Faculty Councils for the assigned Faculty(ies). In some cases,
the incumbent will chair a standing committee.

The Assistant Registrar is responsible for recruiting, developing and evaluating staff who
report directly.

The Assistant Registrar assists the Registrar with the overall management of the
Registrar’s Office including convocation and examinations and such general and specific
duties as may from time to time be determined.