Transfer Guides (and More!) For The Record, An AACRAO podcast

51:34

Artificial Intelligence (AI) is a hot topic everywhere these days. What is it, what are its promises, and what are its current limitations in terms of applicability to the work we do in a registrar’s office. You’ll hear from the Chief AI Officer at George Mason University about the promises and challenges of AI, and from a privacy and information law attorney about some of the considerations we should be making as we pursue any new technology, but AI especially. Note to listeners: edit implemented on 3/12/25 to remove a small audio gap Key Takeaways: There are many promises of AI, but there are some significant challenges currently, as well. Don’t be swept away by the promises without engaging with the limitations. As registrars we have a special responsibility to make sure that the AI we employ maintains the safety, security, and integrity of the data we steward. The Fair Information Practice Principles (FIPPs) can help guide us to positive data governance outcomes. Be wary of shiny new things. If the promise of something is too good to be true, it probably is. Explore AI and imagine ways it might be applied in your office, but AI is not the only tool available to us, and (in my opinion) we might be better served by pursuing intelligent automation solutions than artificial intelligence (AI) solutions. Host: Doug McKenna University Registrar, George Mason University cmckenn@gmu.edu Guests: Amarda Shehu, PhD Chief Artificial Intelligence Officer and Professor, Computer Science, School of Computing, George Mason University Claire McKenna University of Notre Dame Law School Claire McKenna is an attorney with 21 years of experience advising public and private sector clients. Her practice focuses on all aspects of information law, including privacy, security, access, and disclosure. References and Additional Information: Fair Information Practice Principles (FIPPs) | FPC.gov Weapons of Math Destruction by Cathy O'Neil: 9780553418835 | PenguinRandomHouse.com: Books The Big Switch | Nicholas Carr (Sorry I called you “David,” Nicholas!) How much electricity does AI consume?…

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The Registrar’s Office is a Service Office 27:58

8 weeks ago27:58

27:58

Pursuing an education is a political act. Working in a registrar’s office means providing service. In the currently divisive political climate, with an ever diversifying student (and faculty and staff) population, how can we provide the kind of servant leadership our communities need? Key Takeaways: Being a servant leader is about treating people with respect, putting others’ needs ahead of your own, listening, being empathetic, and building community. The coming years are going to be a challenge for higher education and so each of us needs to take care of ourselves, but also look out for and support one another. That includes our staff, faculty, and students. Engaging in positive action outside the office can help maintain a sense of control, a sense of purpose, and a commitment to service. Host: Doug McKenna registrarpodcast@gmail.com References and Additional Information: What is Servant Leadership? Recommended Reading List - Compiled from multiple sources, including some AACRAO members! Syllabus for Civil Resistance: How It Works (GOVT 1134 Harvard Kennedy School) Twenty Lessons for Fighting Tyranny | Carnegie Reporter Winter 2022 Paradox of tolerance - Wikipedia Find Your Members in the U.S. Congress Legal Defense Fund Post-Election Resources to Defend Against Trumpism - Stop AAPI Hate American Civil Liberties Union Know Your Rights: If You Encounter ICE | National Immigrant Justice Center…

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Registrars and Prior Learning Assessment (PLA) 39:29

9 weeks ago39:29

39:29

One of the enduring challenges institutions face is how to assess the learning that an individual acquires when they are not enrolled at an institution, and whether and what to award as credit toward a degree in recognition for that learning. In this episode we revisit the concept of Prior Learning Assessment (PLA), and its outcome, Credit for Prior Learning (CPL), with two higher education professionals who saw the need for a better way to manage PLA so they built one. Key Takeaways: We need our students as much as our students need us. PLA is a way to build trust with our students and to affirm their learning and experiences outside of the academy. Registrars are uniquely positioned to bring transparency to the PLA process because we are the holders of so many pieces of the process. Understanding what’s involved with PLA can also position registrars to advocate for it and educate others at the institution about it. PLA and the resulting CPL can lead to better student outcomes as they can move into classes that challenge them (rather than have to take lower-level classes of material they have already learned). Students who earn CPL are more likely to persist and complete a degree program. Host: Doug McKenna, University Registrar George Mason University cmckenn@gmu.edu Guests: Jesse Boeding jesse@educationassessmentsystem.com Connect on LinkedIn Karen Ferguson karen@educationassessmentsystem.com Connect on LinkedIn References and Additional Information: AACRAO Core Competencies - Leadership & Management AACRAO Professional Proficiencies - Records and Academic Services Education Assessment System website CAEL - Credit for Prior Learning AACRAO - Innovative Credentials AACRAO - Learning Mobility…

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Improving the Student Experience Through Process Mapping 42:24

20 weeks ago42:24

42:24

Every registrar’s office has a series of functions they perform as part of their regular business. Sometimes these functions are well thought out and run smoothly every time. Other times there are things we do that are cobbled together and have steps that accrue over time and no one is really sure why we’re doing what we’re doing. If you’ve ever wanted to crack some of those processes open because you think there’s gotta be a better way, then this episode is for you. We talk with Alex Aljets about how to map a process, key pitfalls to avoid, and how your office can benefit from well-documented process maps. Key Takeaways: Mapping a process doesn’t take any complicated software, but there are some very good digital tools available. You probably already have everything you need, though! Don’t let technology limit your process mapping. Process mapping is collaborative. It’s important to include representatives from the entire span of the process for quality assurance and change management. Start small! But keep going! It doesn’t take much to map a process, but the benefits can be significant in terms of time savings, gained administrative efficiencies, and more institutional knowledge. Host: Doug McKenna, University Registrar George Mason University cmckenn@gmu.edu Guests: Alex Aljets Higher Education Process Improvement Strategist alex@aljetsconsulting.com Connect on LinkedIn References and Additional Information: AACRAO Core Competencies - Leadership & Management AACRAO Professional Proficiencies - Records and Academic Services “Given these constraints, how might we…” University Innovation Alliance IDEO U…

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Why You Need Vendors 46:40

25 weeks ago46:40

46:40

Working with vendors is a fact of life for registrars and admissions officers. But a lot of us might feel reluctant to engage with vendors at a conference. If that’s you, this episode is a must listen! Vendors are there to support the organization (either AACRAO or your state and regional) as they provide important services to our industry, and they’re there to be seen, get their company name out, and build relationships with people rather than pushing a sale. You can ask them things! You can give direct feedback about products you use! There’s significant value to be gleaned from these interactions–for you AND the vendor. Key Takeaways: Don’t stress about talking to vendors at a conference: they’re there to get their name out and to receive feedback, they don’t expect anyone to sign a contract in the vendor hall: they know how higher education works. The Corporate Relations or Corporate Liaison position in your State and Regional Association spends time building relationships with vendors to get sponsors for conferences and meetings, and to ensure that the time spent at the conference is valuable for both parties. You can preview which vendors are going to be at the conference in the conference app; make a plan for which vendors you want to touch base with, which vendors you want to explore, and which vendors you just want to pick up swag for your staff back in the office. Host: Doug McKenna, University Registrar George Mason University cmckenn@gmu.edu Guests: Colleen Harms, Associate Registrar University of Minnesota - Twin Cities harms231@umn.edu Connect on LinkedIn Sara Morelli, Senior Associate Registrar University of Iowa sara-morelli@uiowa.edu Connect on LinkedIn References and Additional Information: AACRAO Core Competencies - Leadership & Management AACRAO Professional Proficiencies - Records and Academic Services…

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The Problem with Grades 49:06

31 weeks ago49:06

49:06

In a wide-ranging discussion about grades and grading, Dr. Joshua Eyler discusses how grades are harming our learners and what we can do to help minimize that harm. We talk about the history of grades and how the current interval letter grade system came to prominence, the stress that grades cause students and the way that stress is exacerbating the mental health crisis. And we discuss alternative grading models under the umbrella of ungrading–along with clarifying what that term really means. Key Takeaways: Our current interval letter grade system wasn’t developed because it was the best way to document student learning or engagement, it came into being because of the need for administrative efficiency. Given our role in the development of the transcript, registrars should take a lead role in helping think through What Comes Next after grades. Grades are excellent extrinsic motivators. Unfortunately extrinsic motivation is only good if the goal is compliance. If we want our students to engage in their learning, we need to shift the focus to intrinsic motivation by employing alternative assessment methods or “collaborative grading” models. We are in the midst of a significant period of grade reform. Registrars should leverage this opportunity to participate in and lead conversations at our institutions about alternative forms of assessment. Host: Doug McKenna, University Registrar George Mason University cmckenn@gmu.edu Guests: Josh Eyler, Director of Center for Excellence in Teaching and Learning Clinical Assistant Professor of Teacher Education University of Mississippi jreyler@olemiss.edu Website References and Additional Information: AACRAO Core Competencies - Leadership & Management AACRAO Professional Proficiencies - Records and Academic Services Failing Our Future: How Grades Harm Students, and What We Can Do About It by Josh Eyler How Humans Learn: The Science and Stories behind Effective College Teaching by Josh Eyler Unleash Student Creativity with Contract Grading , a scholarly digital story by Doug McKenna “ Making Grades ” - a digital learning activity for HE721 History of Higher Education by Doug McKenna…

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The Production Calendar 48:56

37 weeks ago48:56

48:56

The work of the registrar is cyclical and complex. Dependencies abound between and among systems and offices. How do you keep track of all of the tasks required to make everything run smoothly in your office and on your campus? Use a production calendar. In this episode we’ll talk about what a production calendar is, how to use one, its relationship to the academic calendar, along with tips and tricks for getting the most out of this critical tool in a registrar’s resources. Key Takeaways: Your production calendar should be informed by your academic calendar. The academic calendar governs the flow of each term for the institution, while your production calendar governs the work your office does to support each action in the term. Your production calendar doesn’t have to be fancy or have a lot of whistles and bells, but it needs to be shared across your office (and potentially with other offices) and it needs to be used. Make it a habit to review your production calendar regularly, and have your teams review it, as well, to be more proactive. Getting started with a production calendar can seem overwhelming, but take it a little at a time. Go through one academic cycle and track all the things that you or your team does. Over time, include more granularity for the tasks with links to documentation or the text of repeated messages. Operate with a mindset of “progressive elaboration,” or “continuous improvement.” Host: Doug McKenna, University Registrar George Mason University cmckenn@gmu.edu Guests: Amber Cellotti, Deputy Registrar & Director, Office of the Registrar University of Minnesota - Twin Cities knap0071@umn.edu Nicolas Jobe, University Registrar Seton Hill University njobe@setonhill.edu Traci Rees, Associate University Registrar for Student Systems & Information Services University of Pennsylvania rtraci@upenn.edu Elissa Thoman, Registrar Services Coordinator University of Iowa elissa-thoman@uiowa.edu References and Additional Information: AACRAO Core Competencies - Change Management AACRAO Core Competencies - Leadership & Management AACRAO Professional Proficiencies - Records and Academic Services Pivot to a Successful Production Calendar - Annual Meeting Presentation by Traci Rees…

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Strategic Planning Made Simple 56:26

41 weeks ago56:26

56:26

Have you ever wondered if the things you’re focused on at work are the right things? Do your teams understand how the work they do fits into the office’s larger goals, or the institution’s? Engaging in strategic planning can help with both of those questions, but it’s always seemed a little daunting. In this episode we talk to Dani Ambrose and Dr. Kelley Jenkins from the University of Mississippi about a simplified approach to strategic planning that is accessible to all, extensible, and can be used by everyone from individuals, teams, to your entire office. Key Takeaways: Strategic planning is about identifying where you are, where you’ve been, and where you want to go. It’s as simple as that. Start slowly: don’t try to eat the whole elephant in one bite. It’s important to listen first, get your team talking, and then guide them through using various tools to help surface strengths, weaknesses, opportunities, values, and areas of focus. Host: Doug McKenna, University Registrar George Mason University cmckenn@gmu.edu Guests: Dani Ambrose, Registrar University of Mississippi Main Campus deambros@olemiss.edu Dr. Kelley Jenkins, Associate Registrar University of Mississippi Main Campus kdjames@olemiss.edu References and Additional Information: Strategic Planning and Assessment Worksheets (tools described in the episode) Collaborative Assessment and Strategic Planning (2024 Annual Meeting Presentation) AACRAO Core Competencies - Change Management AACRAO Core Competencies - Leadership & Management AACRAO Professional Proficiencies - Records and Academic Services…

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Responding to Change 47:31

45 weeks ago47:31

47:31

Change is a constant occurrence in a registrar’s world, but it does seem that the amount and rate of change has increased. Responding to change and managing through it are skills that we all employ, but could all improve. In this episode, we talk to members of the registrar’s office from Middle Tennessee State University about recent changes their office has faced, how those changes unfolded, and how they managed their way through them. Key Takeaways: Initial reactions to change will vary; even if the initial reaction is negative, encourage people to move past that quickly and approach things with an open mind and a positive attitude. Communication throughout a change is critical. People aren’t necessarily afraid of change, they’re afraid of the unknown. Communicating through changes helps reduce those fears and increases buy-in. Focus on the positive outcomes, even in the middle of challenging situations. Not everyone will get everything they want out of changes (we all have our Barbie dreamhouse), but focusing on the positives will go a long way. Host: Doug McKenna, University Registrar George Mason University cmckenn@gmu.edu Guests: Tyler Hensen, Assistant Vice Provost, Registration and Student Records & University Registrar Middle Tennessee State University tyler.hensen@mtsu.edu Cindy Johnson, Associate Registrar, Curriculum and Graduation Middle Tennessee State University cindy.johnson@mtsu.edu Anne Ford, Associate Registrar for Registration, Records, and Scheduling Middle Tennessee State University anne.ford@mtsu.edu References and Additional Information: AACRAO Core Competencies - Change Management AACRAO Core Competencies - Leadership & Management AACRAO Professional Proficiencies - Records and Academic Services…

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The Degree Audit 35:01

49 weeks ago35:01

35:01

Degree audits are somewhat of a technological marvel. In the first episode of season 7, we explore what a degree audit is, what it does, and ways that institutions can (and should) be using the data degree audits provide in order to make their students’ lives (and their own) easier. Along the way we talk about curriculum development, the Catalog and the role it plays as the foundation of the audit, and the way catalog year governs requirements students are held to. Key Takeaways: “Degree audit” is a term that can refer to both the process of confirming a student has met all of the requirements for a sought credential as well as the tool used to assist with that process. Doug thinks of a degree audit in terms of the tool itself. The Catalog is the foundation of the degree audit. Only fully approved curricular requirements should be reflected in the degree audit. Requirements-based reporting using the data-rich degree audit data should be leveraged by institutions to streamline administrative processes and provide intrusive advising. Host: Doug McKenna, University Registrar George Mason University cmckenn@gmu.edu NOTE: I think I said “invasive advising” in the episode…I meant “ intrusive advising ,” but I didn’t re-record it. I apologize. References and Additional Information: Rethinking the Degree Audit - in AACRAO Guide to Graduation Ceremonies Degree Audit references and resources AACRAO Professional Proficiencies - Knowledge of Student Records Management Data Systems Management I’m Just a Bill - Schoolhouse Rock Strange Bedfellows: The Registrar’s Office and University Policy and Curriculum Committees…

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Teaching Out the College Closure 52:23

51 weeks ago52:23

52:23

US higher education continues to experience challenges, and sometimes those challenges lead to institutions closing. In this episode we revisit the topic of institutional closure from the lens of the receiving institution. Guests Jackie DeMolee and Hannah Rounds talk about the University of Iowa’s role as the closed institutions’ records repository within the state of Iowa. We learn about the two categories of institutional closure, about the regulatory triad, and ways that receiving institutions can minimize harm for students and assist the closing institution. Key Takeaways: Both “abrupt” and “orderly” institutional closures can feel sudden for those experiencing them. Providing empathy, giving grace, and being patient with the closing institution’s staff is important. Having a plan or procedure in place in advance will also greatly assist the receiving institution. Digitizing catalogs can go a long way to help students have a soft landing wherever they wind up; being able to reference requirements and course descriptions is important! As a receiving institution you have to remember that the students who are coming to you for their records are likely going through a traumatic experience and at the same time have to learn a different system for requesting transcripts, etc. Be patient, provide resources and support, and help students in any way you can. Host: Doug McKenna, University Registrar George Mason University cmckenn@gmu.edu Guests: Hannah Rounds, Curriculum Analyst University of Iowa hannah-rounds@uiowa.edu Jackie DeMolee, Registrar Services Coordinator University of Iowa jacqueline-demolee@uiowa.edu References and Additional Information: For the Record - S4E6 - Considerations When Closing an Institution ; 10/29/21; Guest: Ramie Nation SEEHO College Closures AACRAO Institutional Closures Report AACRAO Professional Proficiencies - Knowledge of Student Records Management…

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Farewell from Sarah, with Love to the Listeners 20:13

1 year ago20:13

20:13

This is an episode of love and gratitude from University Registrar and For the Record Co-Host Sarah Reed, with love to the listeners. Sarah Reed is stepping away from co-hosting For the Record and is sharing her reflections about how she stumbled into podcasting, the journey of podcasting, her thoughts about and processing this change of stepping away from something she has deeply enjoyed, and other reflections she learned through the process and from guests directly to the listening audience. She ties her reflections on this experience to the game of life and shares how the lessons she’s learned from podcasting may resonate with the listening audience. Key Takeaways: Sarah’s intention in this episode is to transparently share the impact of the many people who have contributed to this meaningful journey and share so much love back to them and the listening audience (yes, that means YOU!) Delve deeper into the shared personal experience (the good, the challenging, and the meaningful) from Sarah’s journey of falling into podcasting and some of the challenges she faced in learning to podcast and co-hosting podcasting on For the Record. Hear some of the tips and lessons that Sarah has learned in her journey of podcasting that resonate most with her. Addressing the imposter phenomena. Sarah shares some of her own experience with imposter phenomena and what she’s learned about this experience of phenomena from her For the Record guest speakers during the past two years. Host and Guest: Sarah Reed, University Registrar University of California - Berkeley sjr@berkeley.edu References and Additional Information: Video Link: You Are Enough, Motivational Speaker Lisa Nichols (Sarah’s favorite recording from her favorite motivational speaker) https://youtu.be/egUJJcB5hoA?feature=shared…

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Trust in the Digital Credential Age 49:11

1 year ago49:11

49:11

Inspired by a session at the Convergence conference co-sponsored by AACRAO and UPCEA, this episode delves into questions of trust in the digital credentials higher education is moving quickly toward–and is in fact already awarding in droves. The Trusted Learner Network (TLN) is the focus of the conversation and ways that the TLN is designed to tackle core challenges of quality, accessibility and value in the world of digital credentials by developing governance frameworks, technologies to onboard institutions into the world of digital credentials, and a community to explore and advance the ecosystem. Also, you’ll hear about an “unconference” where all the sessions are planned on the spot. Key Takeaways: The TLN is more about trust than about technology; the technology is a tool, but the exchange of ideas, support, and the governance framework is critically important for moving microcredentials forward. There is an inherent tension between what we (as institutions) decide is “trusted” versus what we leave out of the trusted category; we (as institutions) need to be conscious of that gatekeeping and not perpetuate prior equity discrepancies. We are still working through all of the complicated questions about non-credit, credit, blends of each; what’s included on the transcript; whether the transcript is still the appropriate place to represent student learning (or if it ever did!); and want you to join the conversation. Host: Doug McKenna, University Registrar George Mason University cmckenn@gmu.edu Guests: Insiya Bream, Registrar & Associate Vice President University of Maryland Global Campus Meena Naik, Director, Skills First Design JFFLabs Noah Geisel, Microcredentials Program Manager University of Colorado Kate Giovacchini, Executive Director, Trusted Learner Network Executive Director Engineering, Enterprise Technology - Engineering Core Arizona State University References and Additional Information: Trusted Learner Network The Badge Summit https://conferences.upcea.edu/convergence2023/ https://www.aacrao.org/signature-initiatives/learning-mobility/digital-credentials https://academicaffairs.rutgers.edu/microcredentialing-and-digital-badging…

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Reflections of a Semi-Retired Registrar 50:42

1 year ago50:42

50:42

This episode explores the life path and journey of a registrar- beyond the individual career changes- to learn more about what has inspired these changes, and upon a lived life thus far. We take time today to reflect, pause, process, and learn. Scott has spent 47 years working in higher education, including positions in development, admissions, financial aid, records, and registration, and institutional research at three institutions. He has presented at “early adopter” technology sessions for 30 years, with recent sessions on developing positive working relationships and updating business processes. Scott is an honorary member of AACRAO, AACRAO’s highest honor. Honorary Membership is awarded to retired or retiring members in recognition of a career of active involvement and contribution to AACRAO. Key Takeaways: Work/Life integration is a way to think about incorporating the different realms in one’s life into a cohesive whole rather than framing work/life balance as a push/pull tension. Transitions in your work life will happen and continue to happen. Be open to change, be open to learning, take the time to cultivate meaningful relationships wherever you are. Understand how to “count the cost” of the commitments you make at work–ideally before you make them, to ensure that you have the capacity to do well all of the things you agree to do. Host: Sarah Reed, University Registrar University of California - Berkeley sjr@berkeley.edu Guest: Scott Dittman Consultant and Retired University Registrar sdittman@wlu.edu References and Additional Information: Video Link: The Power of Not Reacting by Dr. Joseph Michael Levry https://www.youtube.com/watch?v=mhZalV4PRbo Articles: Chris Porteous, "Work-Life Integration vs Work-Life Balance: Is One Better Than the Other?", https://www.lifehack.org/927152/work-life-integration-vs-balance , March 8, 2023. Taking vacation and time off improves your well-being: https://hbr.org/2023/07/how-taking-a-vacation-improves-your-well-being Holiday Resources: Maintain mental health during the holiday season: https://namica.org/blog/handling-stress-during-the-holiday-season/ 15 Tips for holiday peace of mind and coping with holiday greif this festive season https://bc.cmha.ca/news/15-tips-for-holiday-peace-of-mind-and-coping-with-holiday-grief-this-festive-season/ 15 Inspiring Books to Read Over the Holidays https://www.inc.com/jessica-stillman/15-inspiring-books-to-read-over-holidays-courtesy-of-adam-grant.html 15 of the most binge-worthy books to read over the holiday break: https://theeverymom.com/books-to-read-over-holiday-break/ 20 Best Books of 2023 https://www.aboutamazon.c…

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Microcredentials at an R1 Institution 36:27

1 year ago36:27