Last week it was Student Records & Systems Management’s  turn to be featured at the monthly ES stand-up meeting.

Sheve Blarvey (AKA Ashley) hosted a star-studded game of SRSM Family Feud that featured members from, and categories about, each of the four SRSM teams: Student Records Management, Student Systems Management, Scheduling Services, and HR and Learning & Development.

For those of you who weren’t able to attend the stand-up meeting, here are some tidbits we shared about our very diverse unit:

Student Records Management

  • Supports a wide variety of work across the areas of registration, grades, transcripts and graduation.
  • Hand-stuffed envelopes for the 50 000+ transcripts produced last year!
  • Prepares the parchments for every student who graduates, and they attend all of the grad ceremonies to hand out those parchments to the grads who cross the stage at the Chan Centre.
  • Works with a vendor called Aura Data to complete degree verification.
  • Some things that people think the Records team does, that they don’t or can’t do:
    • Customize transcripts: The entire academic history goes on the transcript. Nothing can be removed or edited.
    • Sell graduation tickets and parchment frames, and co-ordinate gown orders: Tickets are managed through the Ceremonies Office and the Bookstore sells parchment frames and manages gown orders. The ES Graduation team takes care of the academic side of graduation, including working with faculties to ensure graduates meet grad requirements.

Student Systems Management

  • Troubleshoots SIS and SITS issues and works with Academic Systems Support and the Development and Sustainment Services team to escalate some issues.
  • Works with SIS users to determine if a system enhancement request can be submitted through the PIR (Project Initiation Request) process.
  • Tests bug fixes and system enhancements to ensure the SIS is working properly after system work is completed.
  • Access provisioning and de-provisioning, which means that they provide and remove access to a number of systems, including: Scientia, OAMS, BC Loans, SITS, and ePayments.
  • Supports protection of student data and adherence to UBC data privacy policies.
  • Works with faculties & departments to support solving business problems that rely on SIS data.
  • Works with projects and programs, such as the Integrated Renewal Program and CRM, to provide expert knowledge of the SIS.
  • Does not install software or troubleshoot computer equipment issues. Those issues are taken care of by IT services. Call the IT help desk (604-822-2008) or submit a desktop support ticket for help with those issues.

Scheduling Services

  • Responsible for exam scheduling for all undergrad, and some grad courses that take place on campus.
  • Supports departments to schedule academic courses.
  • Facilitates ad hoc booking of general teaching spaces for faculty, staff, and student groups.
  • Schedules final exams taking place off campus for standing deferred (SD) and distance education (DE) exams.
  • Does not schedule midterms, as that is done by the department.

HR and Learning & Engagement

  • Supports a variety of initiatives and operational needs across ES, for example:.
    • Provides HR support and expertise to individual units across.
    • Liaises with Central HR on campus-wide initiatives, and employee relations matters
    • Chairs committee responsible for planning and facilitating semiannual ES Leadership retreats.
    • Chairs the ES Connected committee and produces the monthly ES Connected newsletter.
    • Provides leadership on the development of the:
      • ES Vision, Mission, and Leadership Values.
      • ES Professional Development framework.
      • Performance Development approach.
    • Responsible for program development of ES events such as the annual ES Wellness Afternoon.
  • Strategizes about how to steal the gingerbread house title from SFS this year!
  • Is not responsible for Fire Drills, as that is the role of the Building Emergency Manager, a role that is currently vacant. If you are interested in volunteering for that position, please speak to your manager.