Use Mobile Guidebook to Evaluate this Session

1. Use Mobile Guidebook to Evaluate this Session

2. Creating a Departmental Procedures Manual

3. The Dilemma • Issue #1: There was no written operating procedures for the Records Office since ECTC’s inclusion in the KCTCS system. • Issue #2: There is no inventory of Records Office functions or data on volume of work. • Issue #3: Cross-training is minimal and limited to general functions. • Issue #4: Need a better way to track and anticipate staffing needs.

4. Resources Already Available to Staff • PeopleSoft Manual • Senate Rules • KCTCS Administrative Policies and Procedures • Federal and State Legislative Mandates

5. The Manual What we did… How it helps… • Inventory of functions • Documented and revised existing procedures • Pulled existing resources into one manual • Collected “baseline” data (numbers, peak times) • A clearer picture of how each employee contributes to the office and Student Services • First step toward cross-training • One document is easier to revise and reference than several • First step toward improving services

6. The Benefits • Provides clearer picture of the number of functions processed in the Records Office -Withdrawals -Verifications -Transcript Requests -Tuition Waivers Applied -Credentials Awarded • Shows percentage of increase of transfer students • Able to identify trend of students with Bachelors and Masters degrees returning

7. Creating the Manual • A summary of each procedure • PeopleSoft instructions for each procedure • Forms and letters for each procedure • Appendices -Legal/Legislative Overviews -Organizational Information • Table of Contents for quick reference

8. Next Steps:Putting the Manual to Work • Strategic planning • Streamline functions • Cross-train staff • Records Office outreach

9. Contact Information Hope Irwin Student Affairs Assistant III hope.irwin@kctcs.edu Angela Brown Student Affairs Assistant II abrown0475@kctcs.edu

10. Use Mobile Guidebook to Evaluate this Session