Student Records Coordinator

Under the general supervision of the Registrar, this position is responsible for coordinating various aspects of the Student Records Office related to catalog, curriculum, transfer credit, graduation and registration. Provides academic guidance to students and works with faculty and staff to solve problems related to academic issues in support of the department’s mission. Provides leadership by training and updating the Student Records office on new policies and procedures related to this position, assisting the Registrar in designing and implementing effective and efficient processes for Student Records.

Being an integral part of the Student Records Strategic Plan in assisting with assessment in data collection to evaluate, review and compile reports in conjunction with the Registrar. Reviews, monitors, and updates student enrollment for missing prerequisites and registration issues. Participates in various college committees. This position requires working evenings and weekends, as needed.

• Responsible for coordinating and updating curricular changes to the college catalog utilizing multiple platforms. Creates, maintains and coordinates a yearly calendar of activities related to implementation of curricular changes, catalog updates and publication. Proof reads, reviews and edits college publications ensuring accuracy of information.
• Responsible for the curriculum review processes of several different platforms, including but not limited to Degree Works, Acalog, Navigate and Banner.
• Responsible for the Catalog project coordination in conjunction with Registrar, Associate Registrar, Academic Affairs, ITD and Marketing. Coordinates department operations for catalog implementation.
• Responsible for maintaining Curriculog our curriculum proposal process and forms platform and collaborates with departments as proposals are submitted for assistance & review.
• Develops training materials and holds training sessions for faculty and administrative staff in how to use/navigate Curriculog.
• Manages/maintains a summary of all approved curricular changes as approved through College Advisory Council to aid in the planning of Advising Logistics Team meetings.
• Coordinates process to maintain list of active courses, and to inactivate obsolete courses, on an annual cycle based on NECHE compliance.
• Responsible for evaluating degree audits and resolving student graduation discrepancies. Works closely with the Associate Registrar with follow-up and outreach to students.
• Responsible for processing graduation exceptions as they are approved. Exceptions are maintained in Curriculog, Degree Works and Navigate, but are not limited to these platforms.
• Evaluates Reverse Transfer requests for degree completion. Maintains requests and coordinates with Associate Registrar to enter data into National Student Clearinghouse.
• Evaluate official transcripts/score reports/re-evaluations and other documents for transfer credit and consult with faculty or department chair as questions arise.
• Create/maintain transfer equivalency database using the Transfer Evaluation System (TES) product from College Source.
• In coordination with the Registrar, develops the processes and policies associated with Credit for Prior Learning, including awarding credit/course equivalencies for industry-recognized credentials, and for workforce development/non-credit training programs.
• Serve as the Credit for Prior Learning (CPL) Specialist for College, acting as a point of contact for prospective students seeking to learn about CPL options at HCC.
• Act as liaison for the Massachusetts Community College Prior Learning Assessment (PLA) Council, providing data on campus efforts to further improve CPL pathways/options for students, regularly attending PLA meetings.
• Ensures that eligibility requirements are met and complete accurate paperwork for CPL options, such as credentialing, competency exams, and portfolio development; reviews and evaluate military trainings and industry experiences for potential college credit; and reviews student applications on the My Experience Counts website; process their request for credit and communicates with Department Chairs / Associate Deans and Academic Deans on the awarding of credit.
• Responsible for the Cooperating Colleges of Greater Springfield program for HCC and host students each semester, manages semesterly lists, collects and processes CCGS forms, reviews transcripts and register students.
• Work closely with the Transfer Counselor on special projects.
• Reviews, monitors and resolves student enrollment for missing prerequisites before each semester and during every registration period including flex sessions. Performs follow-up with students and faculty. Analyze data to provide semesterly reports & offer suggestions to streamline the process.
• Continuously monitor course eligibility and adjust student schedules as needed for appropriate course enrollment. Communicate with faculty and students to resolve enrollment eligibility issues and…