Degree Audit Specialist

University of Wisconsin Stout•Harvey, WI

12d•$20 - $21

About The Position

DUTIES: Perform a variety of specialized and technical duties involved in the analysis, coding, testing, and maintenance of the degree audit system, enrollment requirements, and other components of the student information system. -Annually identify changes in University policies, liberal education requirements, major/minor programs’ degree requirements, restrictions, etc. through a detailed review of University catalog and/or curricular action. -Perform an analysis of all changes as they pertain to the structure and capabilities of the degree audit program and determine where additions/revisions are needed in the coding of the degree audit program. -Code changes to the degree audit program and enrollment requirements. -Test the degree audit program and enrollment requirements in a test database to verify accuracy and readability. Troubleshoot enrollment requirements that are not working for student registration. -Note the design specifications for those elements that cannot be handled by the current degree audit infrastructure or enrollment requirements and recommend system changes to LTS. -Continuously revise and enhance degree audit coding. -Create and code test versions of the degree audit program in order to evaluate the impact of potential changes on department, school, college or University requirements. -Analyze individual student substitutions and waiver exceptions taking into account structure and capabilities of the degree audit program. Determine best approach to coding exceptions and code changes appropriately. - Initiate queries and generate computerized reports as required; run batch audits as needed. Utilization of the degree audit to perform graduation review. -Review academic records for correct application of academic policy. - Analyze degree audit output for completion of degree requirements. -Communicate deficiencies to students and provide information regarding options for removal of deficiencies. -Monitor registration changes of graduation candidates and contact students if changes create a deficiency. -Advise deans, department chairs, and advisors regarding interpretations of academic policy, degree requirements, and individual students’ progress toward completion of degree requirements. -Conduct final review of graduation requirements and record degree. -Maintain expert knowledge about requirements for all degrees awarded. -Respond to student, faculty, and adviser questions regarding graduation requirements and general academic regulations. Direct students to appropriate personnel as needed. Serve as expert resource for Blugold Central staff, Associate Deans, advisers, staff, and students regarding the audit and graduation requirements. -Clarify degree audit structure, logic and output for student and faculty users. -Serve as the expert resource for other staff in LTS, Registrar’s Office, etc. regarding the system logic used in the degree audit program. -Interpret/clarify graduation requirements for advisers, staff, and students. -Provide feedback to Deans and Chairs regarding inconsistencies and/or lack of clarity in statements of program requirements, which result in an inability to code them into the audit. Assist them with imposing logic into those statements. -Provide training and documentation of PeopleSoft data structures, logic, and business procedures to Deans, faculty, advisers as well as administrative staff. -Train and supervise students assisting Degree Audit Specialists. -Perform other related duties as assigned. Key Job Responsibilities: Provides functional support and evaluation of the student information, curricular management, and credit evaluation systems to identify opportunities for business process improvements and makes recommendations to adapt processes and systems to achieve greater efficiency Collaborates with academic deans, faculty, advisors, and staff to resolve curricular, student record, and credit evaluation problems. Audits and corrects data to ensure accuracy and completeness Implements, interprets, and enforces instructional, professional, and legal standards and regulations related to student, curricular, and academic records Serves as an expert in the creation and maintenance of student records and curricular and degree requirement data within the student information system Applies knowledge of programs, procedures, and policies to provide expert guidance in student records, curricular management, and credit evaluation functions when complex cases have been escalated by campus stakeholders for resolution Participates in systems testing and develops and maintains documentation on business processes

Requirements

Demonstrated organizational, analytical, and record-keeping skills
experience utilizing technology and the use of software packages with an understanding of database structures
ability to meet deadlines and maintain confidentiality while working with sensitive information
excellent written and oral communication skills with knowledge of general office procedures.

Nice To Haves

Bachelor’s Degree
Understanding of the policies, curricula and academic structure of a university and the general content and use of a college course catalog
experience working with an automated degree audit system, preferably PeopleSoft-Academic Advisement.
Demonstrated ability to interpret and code degree requirements and to verify accuracy of data.

Responsibilities

Perform a variety of specialized and technical duties involved in the analysis, coding, testing, and maintenance of the degree audit system, enrollment requirements, and other components of the student information system.
Annually identify changes in University policies, liberal education requirements, major/minor programs’ degree requirements, restrictions, etc. through a detailed review of University catalog and/or curricular action.
Perform an analysis of all changes as they pertain to the structure and capabilities of the degree audit program and determine where additions/revisions are needed in the coding of the degree audit program.
Code changes to the degree audit program and enrollment requirements.
Test the degree audit program and enrollment requirements in a test database to verify accuracy and readability. Troubleshoot enrollment requirements that are not working for student registration.
Note the design specifications for those elements that cannot be handled by the current degree audit infrastructure or enrollment requirements and recommend system changes to LTS.
Continuously revise and enhance degree audit coding.
Create and code test versions of the degree audit program in order to evaluate the impact of potential changes on department, school, college or University requirements.
Analyze individual student substitutions and waiver exceptions taking into account structure and capabilities of the degree audit program. Determine best approach to coding exceptions and code changes appropriately.
Initiate queries and generate computerized reports as required; run batch audits as needed. Utilization of the degree audit to perform graduation review.
Review academic records for correct application of academic policy.
Analyze degree audit output for completion of degree requirements.
Communicate deficiencies to students and provide information regarding options for removal of deficiencies.
Monitor registration changes of graduation candidates and contact students if changes create a deficiency.
Advise deans, department chairs, and advisors regarding interpretations of academic policy, degree requirements, and individual students’ progress toward completion of degree requirements.
Conduct final review of graduation requirements and record degree.
Maintain expert knowledge about requirements for all degrees awarded.
Respond to student, faculty, and adviser questions regarding graduation requirements and general academic regulations. Direct students to appropriate personnel as needed. Serve as expert resource for Blugold Central staff, Associate Deans, advisers, staff, and students regarding the audit and graduation requirements.
Clarify degree audit structure, logic and output for student and faculty users.
Serve as the expert resource for other staff in LTS, Registrar’s Office, etc. regarding the system logic used in the degree audit program.
Interpret/clarify graduation requirements for advisers, staff, and students.
Provide feedback to Deans and Chairs regarding inconsistencies and/or lack of clarity in statements of program requirements, which result in an inability to code them into the audit. Assist them with imposing logic into those statements.
Provide training and documentation of PeopleSoft data structures, logic, and business procedures to Deans, faculty, advisers as well as administrative staff.
Train and supervise students assisting Degree Audit Specialists.
Perform other related duties as assigned.
Provides functional support and evaluation of the student information, curricular management, and credit evaluation systems to identify opportunities for business process improvements and makes recommendations to adapt processes and systems to achieve greater efficiency
Collaborates with academic deans, faculty, advisors, and staff to resolve curricular, student record, and credit evaluation problems.
Audits and corrects data to ensure accuracy and completeness
Implements, interprets, and enforces instructional, professional, and legal standards and regulations related to student, curricular, and academic records
Serves as an expert in the creation and maintenance of student records and curricular and degree requirement data within the student information system
Applies knowledge of programs, procedures, and policies to provide expert guidance in student records, curricular management, and credit evaluation functions when complex cases have been escalated by campus stakeholders for resolution
Participates in systems testing and develops and maintains documentation on business processes