C-15 Office of the Registrar and
Student Records Risk Analysis Profile


Strengths:         

  1. The UHV catalog and class schedule are all on the website; all academic policies are in the catalog or in the student handbook, which are also on the website.   
  2. All student education records are scanned and available online.
  3. Catalogs from 2004 to present are available on the website in pdf format.
  4. The Student Self-Service and Student Administration system are web-based and can be accessed from alternate locations.

Weaknesses:     

  1. UHV registrar/student records processes may be delayed if on-site computers are down; depending on the length of the interruption, it will take time to return to normal turnaround time.
  2. Time constrained tasks include scheduling for upcoming semesters, enrollment verifications, transcript production, and production of Coordinating Board reports.
  3. Copies of historic catalogs prior to 2004 are not available in pdf form and have not been imaged. However, copies of historic catalogs are available in Library Archives..

The Office of the Registrar and Student Records is part of the Division of Student Affairs.  Major functions include:

  1. Administering registration
  2. Guiding students and administering paperwork required for degree completion and graduation
  3. Grading process
  4. Producing student records (transcripts, enrollment verifications, etc.) on demand
  5. Creating and maintaining UHV course inventory
  6. Producing schedules and scheduling rooms for ongoing UHV classes
  7. Producing reports for the Texas Higher Education Coordinating Board, the U.S. Department of Education and other external and internal agencies.
  8. Producing the UHV catalog

Of the above tasks, the following would be critical during an emergency interruption any time of year:

  1. Scheduling classes and classrooms (especially in event of locating classes offsite)

Immediately following the business interruption, the following personnel would have to be on site or at an alternate location:

  1. Registrar
  2. Records Coordinator
  3. PeopleSoft Functional Analyst

Depending on the time of year of the interruption, the following tasks would also become critical in days 2-7:

  1. Providing student records on demand
  2. Producing THECB reports (critical in base years around Oct. 1)
  3. Administering the grading process
  4. Administering student registration

Functions that could be phased in during days 8-30:

  1. Items in previous list in non-critical times of year or semester
  2. Production of catalog
  3. Communication with faculty and students

Emergency equipment needs:

  • 2 computers w/network, Internet and PeopleSoft access
  • 1 printer
  • Minimal work area for 3 people
  • 1 fax, doubling as copy machine
  • 2-way radio transmitters for in-house communication and/or 2 cell phones
  • 1 scanner
  • Standard office supplies
  • 12th/20th class day or 4th/15th class day student rosters sorted by school and including student phone numbers generated from PeopleSoft

Overall impact of a business interruption:
Most of the administrative functions of the Registrar/Student Records could proceed as long as we have a few employees, a few telephones, and a few computers with PeopleSoft, network and internet access.  However, the registration, grading and other processes could be slowed down considerably.  It would take awhile, at least 30 days, to get all processes back to normal speed.  Registering students and maintaining student education records are the processes that the Registrar/Student Records office would have to continue no matter where we are for how long.