ANNUAL REPORT - The Petroleum Institute

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The Petroleum Institute | Annual Report - Academic Year 2011 - 2012 many services were limited as compared to the male campus. In some cases, the female students had been expected to travel across campus to the Habshan building for routine issues. This project was started in order to remedy the inequity in services provided to the male and female students and to provide a central and convenient location for students to access all services without unnecessary runaround. The Registrar’s Office created the organization, workflow, manuals, and worked with IT to develop the helpdesk for tracking student issues for the SOS. During the Fall 2011 semester, over 1200 work orders were processed in the Arzanah SOS. The bar graph below illustrates the types of work orders processed during the first three months: Center for Higher Education Data and Statistics (CHEDS) His Excellency Sheikh Al Nahyan Bin Mubarak Al Nahyan issued decree No 347/year 2011 on 12 December 2011, establishing the Center for Higher Education Data and Statistics (CHEDS). The primary responsibility of CHEDS is to gather a comprehensive data set from each higher education institution within the United Arab Emirates for the purposes of producing an annual report on higher education for the Minister. The Registrar’s Office was tasked with creating enrollment reports and collecting data to comply with certain areas of the CHEDS mandate. The Registrar Office worked closely with Institutional Research and other PI departments in this initiative. Registrar’s Office Intranet In collaboration with IT, the Registrar’s Office completed its first draft of their intranet. The intranet will contain much of the same information as the Registrar’s Office page on the PI web with several notable additions. For students, the new intranet will have a grade 90
A year of transformation, growth and success point average (g.p.a.) calculator to assist with projecting both semester and cumulative g.p.a. the PI administration, WISE, Student Affairs, GSD, etc. was crucial for the success of the SOS project. For the PI community, the 2012-2013 academic calendar is offered in different formats. The calendar features an option to synchronize with the individual’s MS Outlook. A room scheduling tool is now added to allow the PI community to check availability and make online requests for room bookings. Student retention Student success is the top priority of the Registrar’s Office. To that end, the Registrar’s Office provided numerous reports to departments and management regarding enrollment issues, trends, and numbers. Also, the Registrar’s Office took the lead on the Arzanah SOS to help with retention efforts. Finally, the new Registrar’s intranet, advising guides, and updated degree audits provided further information to support retention. IV. Future Plans/Initiatives The Registrar’s Office has several initiatives in the planning stages: Degree audit synchronization The Registrar’s Office began a comprehensive review of degree audits of current students. The degree audits were compared with academic catalogs and program flowcharts. Discrepancies were sent to the programs for clarification. The effort ensures all students are now able to register for necessary courses and have up-to-date information regarding their progress towards degree. Collaborative Endeavors The Registrar’s Office collaborated with many departments within the PI. IT and the Registrar’s Office collaborated daily on many shared projects. Collaboration with Admissions and IT was successful in updating the CAMS Application Portal (CAP). Collaboration with Student Affairs and Institutional Research were necessary to provide reports for ADNOC, the Ministry, the Office of Presidential Affairs, and other external agencies. Collaboration with • Hiring a new Registrar and a CAMS Specialist; • Providing online room scheduling; • Completing the CAMS Housing Module; • Assisting with the online attendance tracking system for Student Affairs; • Adding virtual forms with workflow and tracking; • Digitizing hard copies of files with offsite backup; • Utilizing MS Reporting services to expand reporting access. V. Summary The Registrar’s Office was very productive in 2011-2012. Despite being short-handed and losing key personnel, operations moved forward. 2012-2013 will mark a transition but regardless of any obstacles, the Registrar’s Office will maintain its focus on enhancing services. 91
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ANNUAL REPORT - The Petroleum Institute

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