Faculty Handbook :: Position Descriptions

Records Coordinator/Registrar

Position Number: 00016

Reports to: Dean of Student Services (FA099)

Directly responsible for providing overall direction and day-to-day leadership and management of staff, services, and resources of the Admissions and Records Offices for the college. This position is the institution’s charge person for the Admissions and Records Office and requires considerable independent decision-making, coordination and planning ability. Supervise and coordinate complex and comprehensive admission, registration and record processes of the college by directing the work activities of seven full-time, two part-time, two student employees, and several student ambassadors to meet the needs of students, public and other college personnel. Directly responsible for interpreting an extensive variety of technical and programmatic instructions, inclusive of new laws, rules and regulations, and analyzing impacts and making recommendations to the Dean of Student Services. Maintains a close working relationship with the Vice President of Academic and Student Affairs, the academic deans, and other Student Services personnel throughout the college. Directly responsible for the administration and coordination of multi-functions related to academic services, including all graduation functions and certifications; academic records security, retention and disposition; student information access and release; advanced standing and award of credit; student curriculum tracking and course substitution; all phases of grade reporting, auditing and processing; academic renewal status; college reference and referrals, court issued subpoenas of student records, administrative withdrawals, late adds , tuition refunds and auditing and maintenance of student records. Serves as FERPA Coordinator for the college, and is responsible for ensuring that the release of student data is in compliance with federal guidelines. Responsible for the training, supervision, and evaluation of employees performing all admissions and records related functions for the college.


Supervises and coordinates complex and comprehensive record processes of the college by directing the work activities of staff to meet the needs of students, public and other college personnel. Manages functions of Records Offices including approval of student correspondence, computer support and analysis of data. Performs work of considerable difficulty in the accurate maintenance of records for all current and former students of the college. Directs, supervises, and maintains complex record-keeping processes of the college for all current and former students by developing, planning, and implementing procedures necessary to meet the needs of students, college personnel, and general public. Plans, organizes, and monitors necessary checks and balances to ensure that records are properly maintained. Maintains considerable contact with faculty, staff, students, parents, alumni, financial institutions, and other academic institutions regarding student information and records. Independently applies all federal and state laws, VCCS, SACS, and VWCC policies to the college records function. Evaluates and implements college policies, methods, and procedures regarding admissions and student records management and release of information, graduation and transcripts. Confers with VWCC administrators and staff on existing and revised VCCS policies and methods. Makes necessary modifications to these systems, and recommends and implements policy and procedural changes as needed. Creates and maintains a VWCC Records procedures manual, and disseminates information to college personnel as needed. Serves as Liaison with division offices and Technical Support Services in the coordination and planning of graduation, grade reporting, advanced standing and course substitutions, and student record information and release. Serves as Liaison with Technical Support Services (TSS) in matters concerning the PSIS. In cooperation with the TSS staff, develops and evaluates procedures to ensure accurate data processing for all student records. Inputs necessary changes and monitors updates to student information and records in PSIS. Supervises the auditing and processing of student records and coordinates and supervises the purging of records. Ensures the proper disposal of records in accordance with the Virginia State Library policy. In cooperation with the Vice President of Student and Academic Affairs Office and Dean of Student Services Office monitors and updates the student academic advisement system to ensure that each year’s requirement term and requirement groups are in agreement. Confers with academic deans concerning disagreements between catalog and the academic advising system. Approves and awards all advanced standing credit and course substitutions submitted by the academic deans. Responsible for ensuring that necessary documentation regarding drop and withdrawal dates and information is disseminated to the division offices. Reviews and approves all communications to the division offices and local high schools regarding no-show, withdrawal, and grading procedures. Extensive contact with students in the evaluation and approval of administrative withdrawals based on mitigating circumstances. Refers unusual requests and appeals to the Dean of Student Services.


Administers and coordinates the college graduation process. Establishes deadline dates for graduation processes and applications. Oversees all aspects of graduation including: preparation and dissemination of graduation materials and mailings to student population, graduate eligibility, communication with students and division offices and outside vendors, ordering of required materials necessary for students to graduate, and the regulation and maintenance of graduation records. Ensures that each graduate’s education data (plan, grade point average, academic honors, honor societies, etc.) are individually entered in the SIS. Manages the approval of student’s eligibility for graduation, which includes the review of applications and working with the division deans, faculty advisors and students to ensure that all requirements for graduation are met, requirements are sufficiently documented, and necessary approvals are on file. Confers with division deans when problems with potential graduates arise in an effort to resolve problems expeditiously and efficiently. Administers the maintenance of several databases required for graduate tracking, awarding of degrees, and announcing graduates at the spring graduation ceremony. Ensures delivery of accurate graduation information to the Vice President of Academic and Student Affairs Office and President’s Office in preparation for the graduation ceremony. Assists in coordinating the graduation commencement exercise, and serves as a member of the Commencement Committee. In conjunction with the VWCC Public Relations Office, ensures that accurate information is reported to the media regarding the annual graduating class.


Independently directs all grade processing for the college. Creates and communicates grading guidelines and procedures to divisions and instructors and ensures that correct procedures are followed. Directs the performance of PSIS queries for missing grades/rosters and necessary communications with division offices regarding problems. Ensures that the drop purge, grade roster generation, posting of grades, processing of third repeat rules, awarding of academic standing and honors, and the Incomplete Grade Process are performed with accuracy each semester, including dual enrollment grade processing. Works closely with the VWCC Dual Enrollment Coordinator and maintains communication with local high schools to ensure accurate and timely dual enrollment grade processing. Assures that all security measures and grade reporting policies, as designed by the College Grade Plan are enforced, and performs an annual review of policy in coordination with the Vice President of Academic and Student Affairs. Approves instructor and division dean requests for student grade changes, and is responsible for all communications with academic divisions regarding any questions or problems associated with the changes. Follows established guidelines and procedures when researching and approving a student grade change appeal.

20% Plans, assigns, and supervises the work of all personnel in the Records Offices. Interviews, recommends for hire, and trains employees, student employees, and work study students in office procedures and methods. Recommends in-service training and conducts new employee orientations. Develops work standards to use in evaluating the performance of each employee by establishing and using current job descriptions and formally evaluates employee performance on an annual basis. Develops and administers the budget for the Records Office. Requisitions materials and supplies. Creates, adds, or deletes forms or supplies. Performs other duties as assigned.
10% Approves all requests from division deans and oversees the award of appropriate credit for student advanced placement (AP), CLEP, International Baccalaureate, occupational and previous completion credit, and credit-by-exam. Ensures that established guidelines and policies for the award of advanced standing credit are maintained. Oversees and coordinates personnel charged with the maintenance and updating of student records including: approval and award of military related credit, approval and award of academic renewal policy, college referral and reference requests for current and former students. Ensures that all changes and corrections to student programs and plans are appropriately recorded in the student’s record. Serves as a member of the college’s Curriculum Committee.
5% Develops methods and procedures and manages the release of student information and student transcripts based on federal and state laws. Oversees compliance with federal guidelines, serving as FERPA coordinator on behalf of the college. Tracks changes and modifications to FERPA policies on the federal level as well as changes implemented via the VCCS. Trains staff, advises college personnel every semester, and designs and disseminates brochures regarding federal guidelines affecting the release of information, as well as VCCS and VWCC policies in order to accurately and promptly respond to requests for information. Supervises the preparation of college transcripts and enrollment verification requests for current and former students, and ensures that the 18,000+ transcript requests received by the college annually are processed according to established guidelines. Develops and maintains appropriate correspondence on behalf of students regarding their enrollment status to employers, lending institutions, insurance companies, Social Security Administration, student loan agencies, and other federal and state agencies for verification of student enrollment status. Coordinates requests from law enforcement and military agencies for purposes of employment, military recruitment, or criminal investigations; performs queries of PSIS to obtain necessary data for requesting agencies. Responds to subpoenas dealing with student records and according to strict FERPA guidelines, and communicates with the court system and law offices in such matters. Oversees the reporting of AKT data to the VCCS, as well as the transmission of student data to the National Student Loan Clearinghouse several times/semester. Communicates and documents all procedure and policy changes regarding enrollment and admission to division offices and faculty.