Challenges Registrars Face — And How To Solve Them

Most people don’t realize how vital registrars are to a school’s success. They’re responsible for many different time sensitive tasks that ensure schools and their programs are running smoothly. Because registrars have a hand in many important processes, they also deal with their fair share of issues and challenges at school. Some of them are routine, daily challenges, while others are one-time issues that happen less frequently. In either case, it’s important for schools to be aware of these issues so that steps can be taken to address them.

Lack of Communication

Dealing with issues related to communication — or lack thereof — are typical in the life of a registrar. A common example of communication issues is when instructors and program coordinators forget to update attendance records or make last minute schedule changes without letting registrars know. Those updates don’t reach registrars until days — sometimes weeks — after they’ve been made. When this happens, registrars are forced to wait until they receive the updated information before they can start submitting those records, causing the entire record management process to take much longer than necessary. A lengthy record management process eats into the time registrars would usually allocate to handling other responsibilities, which puts them behind on their work.

Inaccuracies and Adjustments

When students inquire about past records, the burden falls on the registrars to do a significant amount of follow up and verification with multiple parties that they weren’t planning for. Finding the record in question and getting in contact with the instructors (if they even still work there) to confirm the actual amount of time the student was in class becomes a very time consuming task, especially when attendance is recorded on pen and paper.

While that process is irritating enough, the real issue is that inaccuracies and flawed records of  student time cause incorrect representations of student attendance. Many times, inaccurate representations award students less time than they accrued, causing advisements on students’ records. An advisement is a form of information that relates to student performance. If a student has unjustly received an advisement on their record, they’re inaccurately represented to instructors, registrars, and employers, potentially making it more difficult for students to advance through their program or find a job after graduation. 

These issues are especially burdensome because they can be very challenging to resolve quickly. Registrars have other priorities that are time sensitive, like reporting data to state and/or federal agencies, and don’t set aside time to search for past records and hunt down instructors. Fortunately, registrars can avoid these types of issues if instructors and students are using an attendance system that makes it easier to consistently review attendance records.

Less Time For Other Tasks

Registrars have other responsibilities outside of just managing attendance data. They’re responsible for maintaining accurate maintenance of student records, ensuring students are enrolled in the correct courses, and managing student information within schools’ student databases. When registrars are forced to spend more time than expected on dealing with attendance records, they have less time to spend on other vital tasks. This impacts more than just the registrars’ daily workloads. Because their responsibilities require such strong attention to detail, when they have to rush through tasks to follow up on attendance record issues there are more opportunities created for mistakes in their other key responsibilities.

Eliminate Challenges With Mobile Attendance Tracking

Issues relating to lack of communication and adjusting attendance records months after the date in question can be either completely avoidable, or at least much more manageable, when mobile attendance tracking is in place. Because mobile attendance solutions create digital records that are accurate down to the second and stored in the cloud, registrars can manage those records easier than through other solutions. 

Students, registrars, and instructors have access to attendance data immediately after attendance is recorded, meaning they can all review the records and bring up any questions or concerns as soon as possible. And because the records are stored electronically in the cloud, registrars can locate records from previous months within a matter of seconds. Because managing attendance data is much more streamlined with mobile attendance tracking, registrars can better manage their time to make sure none of their other responsibilities fall to the wayside.

We Want To Hear From You

We know that every school has different processes and expectations when it comes to managing attendance. If you’re a registrar, we’d love to hear what kind of challenges you face in your role. Let us know in the comment section below!

For those of you looking to take some weight off of registrars’ shoulders at your school, find out how CourseKey can lighten their load by scheduling a personalized demo of the CourseKey attendance platform below.

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