Records & Academic Services Proficiencies

 

Note that due to differing institutional structures, you may find that specific proficiencies are described under a a different AACRAO professional grouping than is reflected by the organizational chart and duties and responsibilities in your specific office. Please reference the related AACRAO professions of AdmissionsEnrollment Management, and International Education (coming soon) for further information.  If you cannot find a proficiency that you are looking for and would like to make a suggestion for a future version, contact us. 

The following  proficiencies apply to positions within the Records and Academic Services  area To jump to a specific section, click any of the headers below. 




Analyze and Interpret Data

Functional Description: Knowledge and understanding of the use of data in the student system. Possess the knowledge of data structure. Knowledge of extracting the data. Basic understanding of report writing software.

Content knowledge requirements: FERPA, IRB, and Relational data modeling. Ability to interpret data to produce concise reporting output.

Skill requirements: Knowledge of data structure. Knowledge of how data is used. Communication - verbal and written. Basic query tool knowledge.

Ethical requirements: Ability to understand the appropriate use and sharing of the data.

Expertise Levels

Entry levelUnderstanding of the data in the student system. Knowledge of appropriate policies.  Introduction level of reporting language and tools. Ability to write basic reports.  Ability to use reporting tools to answer basic questions (Ad Hoc query). 

Intermediate levelUnderstanding of the data in the student system. Knowledge of appropriate policies. Introduction level of reporting language. Ability to write basic reports. Ability to use reporting tools to answer basic questions (Ad Hoc query). Ability to write more sophisticated reports (Joining data sets). Ability (communications and problem solving) to meet with users to gain understanding of needs.

Expert levelUnderstanding of the data in the student system. Knowledge of appropriate policies. Introduction level of reporting language. Ability to write basic reports. Ability to write more sophisticated reports (Joining data sets and derive additional fields). Ability to meet with users to gain understanding of needs (communications and problem solving).   Using sophisticated programs to extract the data. Ability to communicate with users to understand their needs and how to best secure the appropriate data and the appropriate format.

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Communication Skills

Functional DescriptionAbility to communicate effectively (verbal and written) with a wide variety of constituencies both within and outside the college/university community.

Content knowledge requirements: Knowledge of software designed to create written documents, including spreadsheets, policy papers and presentations. Familiarity with proper grammar and writing techniques. Understanding of effective public speaking habits and strategies.

Skill requirementsAbility to create and present information to a wide range of constituencies both in writing and orally. Proficiency in using various forms of media and software to enhance both printed and electronic documents.

Ethical requirementsAbility to present information in a clear, accurate and honest manner.

Expertise Levels

Entry levelAbility to draft written correspondence, memorandums and short oral presentations that are grammatically correct.  

Intermediate levelAbility to create written correspondence, memos, detailed reports and policy statements involving some degree of research. Ability to give clear, detailed oral presentations that use simple electronic aids like PowerPoint.

Expert levelAbility to create written correspondence, memos, detailed reports, lengthy policy statements involving extensive research, citations, etc. Ability to give clear, lengthy, detailed oral presentations that use advanced electronic aids and enhanced design elements like graphics, slide transitioning, sound, video.

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Creating a Collegial, Collaborative Environment

Functional Description: Having an understanding and possess the ability to work effectively and supportively in a common purpose and respecting each other's abilities to work toward that purpose with individual colleagues and groups.

Content knowledge requirements:
Communication skills.
Listening skills.
Leadership Skills.
Team building skills.
Understanding of the organization.   

Skill requirements:
Verbal and written communication skills.
Listening skills.
Being civil.
Ability to think critically.
Ability to analyze.
Possess Humility.
Team player.
Goal setting.

Ethical requirements
Appropriate use of information for business needs.
Sharing of information appropriately for the good of the organization.
Do not abuse authority.
Treat others with respect and dignity.

Expertise Levels

Entry level
Basic understanding of organizational structure.
Verbal and written communication skills.
Must be trustworthy.

Intermediate level:
Good understanding of organizational structure.
Verbal and written communication skills.
Basic listening skills.
Foster an environment of mutuality.
Fosters team work.
Must be trustworthy.

Expert level
Good understanding of organizational structure.
Verbal and written communication skills.
Excellent listening skills.
Foster an environment of mutuality.
Fosters team work.
Must be trustworthy.

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Functional Understanding and Ability to Work Effectively with Complex Administrative Software Systems 

Functional Description: Knowledge of the operational and functional aspects of student system. Ability to communicate those operations and functions and how they impact other areas such as bursar and financial aid. Ability to understand the integration with other systems. 

Content knowledge requirements: What the system should be able to do based on understanding of institutional and other requirements such as federal, state and local requirements. 

Skill requirementsKnowledge of student systems functionality. Understanding of operations of office and other offices. Understanding of the integration with other areas and systems. Communication of system functionality to users. Ability to critical think. Ability to analyze.

Ethical requirementsAppropriate use of system for business needs. Sharing of data appropriately. Do not abuse access authority. Understanding of FERPA.

Expertise Levels

Entry levelBasic understanding of office operations. Basic understanding of system functionality. Verbal and written communication skills.

Intermediate levelBasic understanding of office operations. Basic understanding of system functionality. Verbal and written communication skills. Basic technical understanding of system functionality and operations. Ability to take multiple inputs for decision making. Ability to develop new processes based on input.

Expert levelBasic understanding of office operations. Basic understanding of system functionality. Verbal and written communication skills. Basic technical understanding of system functionality and operations. Ability to take multiple inputs for decision making. Ability to develop new processes based on input. Ability to work with vendors to provide optimum utilization of product. Project Management understanding.

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Institutional Resource

Functional DescriptionServe as a resource to the institution in the analysis of opportunities and the development of solutions to challenges related to academic and enrollment services. Provide expertise and advice regarding best practices, and engage the campus community on issues central to the mission of the institution.

Content knowledge requirements: Broad understanding of higher education in the United States and a general understanding of international higher education. Expertise in academic and enrollment services functions at the institution and an understanding of best practices at similar institutions. Knowledge of campus policies, key stakeholders, and organizational structure.

Skill requirementsAbility to interact with campus constituencies on complex and sensitive issues. Knowledge of relevant research tools and practices, and a general understanding of budget models and practices. 

Ethical requirementsAppreciation and understanding of the institutional culture and structure, and an understanding of the interrelatedness of regulations and policies affecting the campus community. Commitment to the mission of the institution and the equitable treatment of community members. 

Expertise Levels

Entry levelGeneral awareness of the role of academic and enrollment services at the institution and a commitment to collaborative problem-solving. Ability to research problems identified as significant. 

Intermediate levelBroad understanding of academic and enrollment services and its role in the institution. Demonstrated leadership in identifying and solving problems and in engaging other areas of the institution to improve services and processes. 

Expert levelComprehensive understanding of the institution, the role of academic and enrollment services, and the broader higher education community. Commitment to leading and engaging colleagues across campus to find mutually acceptable solutions that enhance the mission of the institution. Ability to identify both challenges and resources to promote ongoing improvement of shared institutional goals. 

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Knowledge of Law, Policy, and Governance

Functional DescriptionStrong working knowledge of state and federal compliance mandates and proven leadership in FERPA compliance, training of staff and faculty, and best practices related to student records.

Content knowledge requirements: Federal and State laws and regulations governing higher education and privacy of records.

Skill requirementsUnderstanding of all legal requirements associated with the processing, storing, releasing, archiving and destruction of student educational records.  Ability to research best practices in the field, and to develop training programs for faculty and staff.

Ethical requirementsUnderstanding and willingness to enforce all applicable laws, regulations and policies governing the privacy, access to and proper retention/disposal of student records.

Expertise Levels

Entry levelGeneral awareness of student privacy issues and those laws and regulations governing the safe keeping of student records. Familiarity with available resources (online, publications, etc.) on FERPA, Solomon Amendment, Student Right to Know, and Record Management.

Intermediate levelSpecific understanding of the major provisions of each law and regulation.  Ability to assist one’s institution in developing training/informational materials and training sessions for students and staff.

Expert levelHave a complete and thorough understanding of all applicable laws.  Ability to assess possible violations, investigate the claims and have the authority to issue findings and if necessary, implement changes in institutional  processes/ procedures and recommend disciplinary action for employees if a violation has occurred.

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Professionalism and Leadership

Functional DescriptionProvide effective leadership and management to the organizational area and to the institution in academic policy, enrollment services, project management, and the responsibilities assigned to the operational units.

Content knowledge requirements: Comprehensive and broad understanding of higher education, information systems, organizational structure and cultures, and the areas of responsibility managed by the position. Knowledge of leadership and supervisory theories and practice, of project management strategies, and the laws, regulations, and policies related to the organizational area.

Skill requirementsStrong interpersonal skills, excellent written skills, the ability to assess and implement change, and strong fiscal management.

Ethical requirementsCommitment to advocating on behalf of staff and students, and an understanding of and commitment to the principle of equitable treatment of students and staff. Commitment to both advocate for and develop fair and reasonable policies.

Expertise Levels

Entry levelGeneral awareness of the requirements for leading and managing an organizational area; basic understanding of the laws and policies related to academic and records services; familiarity with the relevant resources for professionals in this area; experience in managing staff and serving students across content areas.

Intermediate levelBroad understanding of higher education and the laws and policies related to academic and records services; general understanding of organizational structure and cultures; conversant in the theory and practice of leadership and supervision; experience in managing staff and complex projects.

Expert levelComprehensive understanding of higher education and the management of academic and enrollment services; demonstrated ability to engage and lead staff and implement change; deep understanding of the effect of institutional culture on the policies and practices of an institution; ability to initiate change and work collaboratively with students, faculty, and staff to reach common goals; ability to plan complex implementations across offices and follow through to completion; and an advanced understanding of the ethical implications of managing policy, practices, and individuals.

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Recordkeeping Services

Functional DescriptionStrong working knowledge of the standards of student recordkeeping practices in higher education. Functional expertise in the technologies of storage, retrieval, retention, archiving, and purging of records.

Content knowledge requirements: Federal and state laws regarding the maintenance, archiving and destruction of academic records. Familiarity with best practices as outlined in AACRAO publications, e.g., Student Records Management, Academic Record and Transcript Guide

Skill requirementsAbility to manage the organization, storage, sharing, archiving and destruction of student records in different media. Develop and apply policies and procedures, coordinate with other offices managing student records, and provide service to students and other constituents. Ability to work with student information system managers to ensure a comprehensive and effective records management system. 

Ethical requirementsUnderstanding of the importance of the confidentiality and accuracy of student records, a willingness to educate the campus community about recordkeeping responsibilities, and a commitment to equitable care of all students’ records. 

Expertise Levels

Entry levelUnderstanding of institutional policies regarding student recordkeeping and a basic understanding of state and federal laws. General comprehension of the various means of recordkeeping (electronic, paper, archival) and the related systems. Conversant in the policies and practices governing access to student records by campus constituencies and outside agencies or individuals.

Intermediate levelComprehension of institutional policies and practices regarding student records and the rationale for the policies and practices. Understanding of the state and federal laws that inform institutional policy. Good comprehension of the technologies related to the creation, retrieval, sharing, storing, archiving and destruction of student records. Ability to articulate proper practices to campus constituencies and to explain to students their rights and responsibilities regarding their records.

Expert levelComprehensive understanding of student recordkeeping practices in higher education. Expertise in the applicable laws and policies governing record management. Ability to work with faculty and other campus constituencies to ensure appropriate compliance. Understanding of the appropriate interaction with college counsel and law enforcement, and the proper response to subpoenas for the release of student records. 

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