UES – Student Records is a team of professionals that works in partnership with all campuses of Indiana University to gain efficiencies in student records operations and enterprise-wide systems support through shared services.
Offices of the Campus Registrar
Who we are and what we do
The Student Records Shared Services team works in collaboration with UITS to support continuous improvement through automation initiatives and overall process improvements for all campuses of Indiana University. We are responsible for services such as:
- Design, test, implement and maintain SIS and complimentary Student Records systems and processes to improve processing accuracy and ensure regulatory compliance
- Coordinate system upgrade testing
- Consult with campuses and their academic units on matters related to their academic structure and process academic structure updates that have been approved by the appropriate faculty bodies and the Indiana Commission for Higher Education
- Maintain documentation of system-level and campus-level SIS configuration. Provide guidance regarding impact of configuration changes as well as provide repository of historical configurations and changes
- Update and maintain Student Records workflow routing rules and workgroups
- Update student records to grant permission for students to enroll in classes beginning at a specified time and date
- Update student records to prohibit enrollment for students who have graduated, were offered admission, but did not enroll, and who were previously enrolled, but have not enrolled in the past 12 months
- Harmonize processes and practices as appropriate across campuses, creating efficiencies and reducing resource requirements. Act as knowledge center supporting and providing guidance regarding campus scheduling, enrollment, grades, program plan stacks, and other functional operations
- Identify students who are financial aid eligible and currently enrolled in coursework not counting toward degree requirements. Data is distributed to support Financial Aid and Advising offices on each campus
- Process bio / demo updates for former students and for individual campuses on an assistance basis
- Process academic transcript requests and maintain processes and systems to receive transcript requests
- Provide enrollment and degree verifications
- Provide notarization and assistance with apostille services for transcripts and diplomas requiring authentication
- Provide record verification for General Counsel, the IU Foundation, Archives, and other internal stakeholders
- Maintain Academic Calendar dates that have been approved through the Common Calendar initiative, coordinate the alignment of additional Academic Calendar dates across campuses, program and maintain systems to collect Academic Calendar dates, coordinate updates to the Academic Calendar, and process approved changes to the Academic Calendar
- On a scheduled basis throughout the academic year, program, maintain, and run processes that export data that is used for enrollment and degree verifications to the National Student Clearinghouse and National Student Loan Data System
- Consult with campuses and their academic units on matters related to their course catalog, coordinate the course remonstrance process, maintain systems that document requests and approvals of updates to the course catalog, and process approved updates to the course catalog
- Provide training in the coding of Academic Advising Reports (AAR), provide training in the coding of approved exceptions to the student’s degree requirements, provide technical support to AAR programmers, and on a requested or needed basis program AARs for campuses
- Provide technical support to AAR programmers through our AAR Tracker (AART) system, and on a requested or needed basis, program AARs for campuses
- Maintain and update diploma templates and coordinate the ordering and processing of paper and certified electronic digital diplomas
- Work in partnership with Ivy Tech Community College and Vincennes University to identify students who are eligible for consideration of a reverse transfer degree
- Establish and maintain processes to collect immunization records for students that are compliant with university policy and state law
- Chair and serve on the Standing Committee on Residence and adjudicate residency appeals
- Identify students who are eligible for a reduced tuition rate as part of the Midwest Student Exchange Program or Midwest Student Enrollment Award initiative
- Identify students who are eligible for meeting the Indiana College Core, and upon campus review, assign the ICC milestone
- Centrally create and maintain student records reports to support functional campus needs. Write, maintain, and run audits to ensure data integrity
- Field help tickets for student records-related system and user issues
- Update SIS Control tables