Transfer Credit & Graduating Student Coordinator

at  Okanagan College

EDUCATION AND EXPERIENCE

Grade 12 or equivalent plus an undergraduate degree or graduation from a four-year post-secondary program in a related area. A minimum of 4 years related experience in a Registrar’s Office within a post-secondary institution including experience working with program requirements and polices for academic credentials in Canada. Experience working with students internal stakeholders at the public post-secondary level in Canada is essential.

SKILLS AND ABILITIES

• Experience developing and evaluating policies and procedures.
• Critical thinking skills are key in the performance of the duties of this position.
• Able to conduct independent research and to analyze data and draw conclusions.
• Able to working effectively with minimum supervision
• Able to work in an environment under pressure with strict deadlines.
• Able to exercise discretion, tact and sound judgment on complex and sensitive situations.
• Project management skills including the ability to organize, prioritize, manage large amounts of data, anticipate situations, communicate effectively and plan work.
• Technical aptitude to work with complex Student Information Systems (SIS)
• Knowledge of Banner Student
• Advanced level and proficiency in Microsoft Office essential

Transfer Credit

• Handles and resolves applicant and student requests in a sensitive and timely manner.
• Accurately records transfer credit, advanced standing and course equivalencies on the student record in Banner.
• Maintains and advances the use of the Banner Transfer Articulation module.
• Advises applicants and students regarding transferability of course work and options to apply course work to credential completion.
• Coordinates the communication flow between transfer applicants and students and Department Chairs and works closely with the Chairs and Deans to ensure the transfer credit requests by students are completed in a timely manner.
• Works as an advocate for applicants and students who have not received transfer credit whether insufficient information was supplied or as a result of time frame issues. Identifies errors and implements solutions.
• Improves and streamlines transfer credit processes and assists in removing barriers for student success.
• Ensures that all departments conform to established transfer credit policy and procedures.
• Ensures that all BC Council on Admissions and Transfer (BCCAT) decisions or modifications to transfer credit arrangements and sending and receiving transfer courses are accurate and up-to-date on the BC Transfer Guide. Updates the BC Transfer Guide through the electronic Transfer Credit Evaluation System (TCES); initiates transfer credit evaluation requests, forwards requests for evaluation, and enters evaluation results for publication in the BC Transfer Guide.
• Represents Okanagan College when liaising with other college and university’s staff in regard to transcript evaluation, articulation and equivalencies and as the institution’s contact person for BCCAT; represents the College at provincial transfer credit articulation meetings when required.

Graduation

• Reviews and verifies student academic history to determine graduation status for all Okanagan College programs; applies College policies including transfer credit, minimum grade average requirements, with distinction and residency.
• Proposes appropriate substitutions and/or waivers for program requirements to appropriate departmental personnel (chairperson, Associate Dean, Dean) and applies approved substitutions and/or waivers to the student’s academic history; maintains substitution approvals for future reference.
• Updates student academic history to include graduation status, graduating grade average, institutional honours, medals/awards, and program options/emphasis; ensures student graduation requirements have been met; prepares credentials based on this information.
• Prepares detailed graduate lists including graduating grade averages, ranking, with distinction, honours, and medal/award details to program deans for information and subsequent approval by Education Council.
• Ensures accuracy of parchments and official transcripts.
• Improves and streamlines graduation processes and assists in removing barriers for student success.
• Where appropriate, supplies transcripts/credentials to former students and/or on behalf of students to third parties in compliance with Freedom of information and Protection of Privacy (FOIPPA) legislations.
• Advises Deans, Directors, chairpersons, the Registrar, managers, Education Advisors and students concerning specific academic issues pertaining to graduation requirements.
• Manages and maintains all aspects of Okanagan College graduation services in Banner and other related software platforms.
• Assists in updating information in Banner’s Curriculum, Advising and Program Planning (CAPP) module.
• Works closely with College Relations in regard to the accuracy of the convocation program and to ensure parchments are prepared for convocation.
• Attends ceremonies to register and coordinate graduands in the Okanagan College region, occasionally outside of regular working hours.

General

• The Coordinator is expected to be innovative in the use of technology, process improvement and communications to ensure continued improvement in transfer credit and graduation services for all students, faculty and staff.
• Develops knowledge sharing opportunities and supports for staff in the Office of the Registrar, Campus Administration Offices; Recruitment and Enrolment Management and Student Services; chairpersons; and others as appropriate and required.
• Remains current on Education Council changes and revisions to degrees, diplomas; certificates and micro credentials and any other policy changes which could impact transfer credit agreements and assessments as well as graduation eligibility.
• Performs other duties as assigned.