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Overview: Office of the Registrar

In this story: Overview // Admissions and Awards Unit // Scheduling Unit // Student Services Unit // First Year Unit // Information Systems Unit // A Student's Perspective // Organizational Chart

 

An Overview

The Office of the Registrar is responsible for the administrative operations of the undergraduate program including:

  • Admissions to first year and advanced standing / scholarships and awards / financial aid counselling / first year counselling / registrarial computing and student records / course file administration and scheduling / room reservation services / pre-registration/registration of some 4,500 + undergraduate students / international student exchange program / convocation / examinations / marks and grade reporting / space and facilities management of faculty teaching space / statistical data analysis, and information system support.

The Registrar’s Office also supports Standing Committees of Council by providing information on policies, precedents, procedures and protocol for the efficient delivery of the business of Standing Committees.

The primary objective of the Registrar’s Office is to provide high quality service to its stakeholders in a timely, efficient and cost-effective manner. The stakeholders include students, faculty, and departmental staff.

Organizationally, the Registrar’s Office is headed by the Faculty Registrar and reports to the Dean. Organizational Chart

The Office of the Registrar is comprised of 19 staff members working in five distinct units, with the following responsibilities:

Admissions and Awards Unitimage

The Admissions and Awards unit is responsible for managing the undergraduate admissions process, and administering a variety of scholarships, grants and awards for the Faculty. The two functional areas include:

  • Admissions – Advising prospective students and applicants about admission requirements and procedures; maintaining current information about Canadian and international education systems and changes to curricula; processing admission and transfer credit decisions; awarding and arranging payment for admission scholarships; supporting recruitment events and assisting with development of recruitment publications; working with Information Systems staff to update and develop new admissions tools for applicants and admissions committee/support staff; support incoming exchange students.

  • Scholarships, Grants and Awards – Administering scholarships, grants, awards, fellowships and loan program; providing imagerecommendations and selecting scholarship candidates; financial aid counselling; providing administrative support to the Standing Committee on Scholarships and Awards; creating correspondence to recipients and donors; distributing student loan documents; arranging Faculty summer fellowships.

Admissions Facts & Figures:

Year # of Applications
2008
7,185
2007
6,829
2006
6,383
  • 12.6% two-year increase in applications
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Year Offers of Admission
2008
3,107
2007
3,300
2006
3,276
2005
3,290
2004
3,092
2003
3,513
2002
2,965
2001
2,822
2000
2,687
1999
2,750
1998
1,756
  • 76.7% ten-year increase in offers of admission
--
Year Accepted Offers of Admission
2008
1,186
2007
1,346
2006
1,339
2005
1,347
2004
1,150
2003
1,278
2002
1,102
2001
1,150
2000
1,108
1999
1.051
1998
912
  • # of Special Student requests in 2007-2008: 50
  • # Letters of Permission granted in 2007-2008: 40

Financial Aid & Awards Facts & Figures

  • Grant applications: More than 360 in 2007-2008 and 330 evaluated for 2008-2009
  • Admission scholarships: 1,400 admissions scholarships were offered for 2007-2008
  • In-course (2nd to 4th year) scholarships: Over 270 offers made for 2007-2008
  • Graduating scholarships: 40 graduating students received scholarships in June 2008
  • OSAP documents distributed each session: 1,500

 


Scheduling Unit

The Scheduling Unit is responsible for producing timetables, scheduling examinations and producing the annual academic calendar for the faculty. The three functional areas include:image

  • Scheduling – Coordinating the pre-registration process (COS) to determine student demand; scheduling all faculty courses minimizing student course conflicts while also balancing room resources and instructor availability; maintenance checks and audits on room usage; managing the interchange of data to and from ROSI, RRS and Course Planner; management of the course database on ROSI.

            • Examinations – Scheduling exams; coordinating Faculty exams including: informing professors of dates and locations.

            • Calendar Production – Coordinating the annual production of the Academic Calendar.

Student Services Unitimage

The Student Services Unit is responsible for petitioning and appeals process, maintaining student records, administering exams, managing enrolment and registration process, and communicating messages with staff, students and faculty. The five functional areas include:

  • Petitioning and Appeals – Tracking petitions on database and preparing letters to students outlining Faculty response; overseeing the collection of information relevant to appeals and petitions; reviewing appeals to determine merit based on knowledge of appeals policies and precedents; developing the Faculty’s response to appeals that move forward to Governing Council; providing support to Ombuds Committee based on knowledge of decisions issues by other Standing Committees of Faculty Council.

  • Student Records – Providing Registrarial analysis and reporting services: coordinating the collection of final course marks and performing marks accounting processes, including tracking of and Practical Experience requirements, determination of sessional Dean’s Honours List, degree eligibility and honours checking; coordinating convocation and providing “Confirmation of Enrolment / Graduation” and “Registration” confirming letters and online grade reports.

  • Examinations – Receiving and preparing exams; assisting in determining required number of invigilators; setting up and running the exam distribution room; coordinating final exam copies and final mark re-checks.

  • Enrolment Management and Registration – Creation and ongoing maintenance of Program and Course inventory on ROSI and relation Registrarial information systems of student registration records; coordinate acceptable humanities list; course enrolment management and registration issues; online course and option selection; re-enrols; T-Program registration; transfers (between full and part-time and between programs)

  • Communications – Communicating student services messages with staff, faculty and students; maintenance and development of websites; individual, mass-mail, and web-based correspondence with students regarding policies, procedures and deadlines.

Student Services Facts & Figures

  • Grades recorded in ROSI: More than 20,000 per term
  • Mark rechecks: 300-400 requests for arithmetic accuracy checks per term
  • Requests for final exam copies: 400-600 requests per term
  • Petitions: 250-300 petitions for exceptions to Faculty policies and extenuating circumstances involving final exams each term
  • Letters of registration confirmation: 1,934 in 2008



First Year Unit

The First Year Unit is responsible for counselling and efficient delivery of services to first year students in relation to academic, financial and personal crises. The two functional areas include:

image

              • Counselling – Advises all first year students on matters related to the Faculty’s academic regulations, interpreting policies for incoming and existing students on registration, promotion regulations, transfers, petitions, withdrawals, course changes, re-enrolments, etc.; authorizes the selection of first year electives; counsels first year students through academic and personal crises, directing students to appropriate resources; reviews all First Year petitions and makes preliminary assessments to the Faculty’s Committee on Examinations.

  • Transition and Retention Planning and Development – Evaluates programs and initiatives regarding retention and transition; works closely with APSC departments and divisions to improve and encourage first year student engagement; coordinates the administration of the T-Program, including course and session schedules, authorizing applications, creating timetables and resolving conflicts; produces reports of the performance of students in the T- Program in the winter and summer sessions for the Char, First Year and Registrar; coordinates First Year Survival Skills sessions; develops the content for and delivers summer orientation sessions for incoming students; liaises with Faculty Recruitment and Admissions offices on matters related to recruitment and prospective students.

Information Systems Unitimage

The Information Systems Office is responsible for utilizing information technology tools and applications to enhance the delivery of registrarial services for the Faculty. The two functional areas include:

  • Application and Data Management – course teaching evaluations, data management and cross-system integration, maintenance of ROSI student records, scheduling and ad-hoc reporting and statistics.

  • Maintenance of Systems – maintaining information systems, where appropriate.

A Student's Perspective

imageNAME: Hargun Suri

YEAR
: 1st

AREA
: Computer Engineering

HOMETOWN
: Delhi, India

The Engineering Registrar’s Office  has helped me a lot! I was supposed to join the University of Toronto in September 2007,
but due to delay in visa issuance I was not able to attend the University of Toronto. The Registrar's Office even faxed a letter
to the Canadian high commission in India to show the starting term dates and also the amount of fees paid by me to help me get the visa early. It didn't work out, but I was magnificently guided by Registrar's Office (Helen Bright) towards applying for a deferral, which I ultimately got, and was able to come to the University in September of 2008. During my academics, the Registrar's Office has always been there!

Meet the Staff in the Office of the Registrar

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