New Faculty Orientation

The Registrar’s Office

Welcome

Welcome to GFU!

The mission of the GFU Registrar’s Office is to champion the integrity of the academic journey. To that end, we support your teaching and instruction work in a number of different ways. We also rely on you to supply us with critical information necessary to support each student’s educational goals and remain compliant with current laws and best practices.

Find out who “we” are.

• RO Team
• RO General Contacts
• registrar@georgefox.edu
• 503-554-2218

Resources for Faculty

Here are some basic resources you’ll find helpful:

• RO Website
• Faculty and Staff Resources
• Academic calendar
• Grading information
• Final exam information (traditional undergraduate classes only)
• Live Class Schedule
• University Catalog
• FERPA

RO Design - Be Known

At some universities the Registrar’s Office is organized to support students based on the first letter of their last name. At GFU we’re organized to support students, faculty, and academic leaders based on the subject area in which they study and work.

Our Enrollment Managers each support a handful of academic programs, allowing them to become expert in the curriculum requirements and policies, and to build relationships not just with the students they support, but also with you, the experts teaching in those fields.

You may eventually identify your Enrollment Manager as the “registrar” for your program, and that’s by design!

RO Primary Functions for Faculty

These are some of our primary functions that might intersect with your work:

• Class and classroom scheduling
• Grading support: mid-semester (traditional undergraduate classes) and final grades (everyone)
• Student registration and class rosters
• Student requests, like “I” grades and petitions
• Independent/Individualized Study requests
• Graduation requirements
• Curriculum proposals and approvals
• University FERPA officers

Common Faculty Questions

1. Who is allowed to attend my class?
• Only students who appear on your class roster.
2. How much “seat time” should I provide?
3. Does GFU use waitlists for any classes?
• Yes, primarily in our undergraduate programs, but also in some graduate programs.
4. Do I need to report mid-semester grades anywhere?
• Yes, if you’re teaching a traditional undergraduate class, you need to enter mid-semester grades for every student in My.Georgefox.edu during week 8 of fall and spring semesters
5. Will my final exam time and place be the same as my regular class meeting time and place?
• No, here is some additional information about the final exam schedule.
6. I’ve been asked to give input on a student’s academic petition, tell me more?
7. How should I calculate grades?
8. A student has asked for an “incomplete” grade, when should I say yes vs. no?
9. I’ve calculated final grades in Canvas, am I finished with grading?
• No, there are additional steps to award final grades

My.Georgefox Simple Best Practices

• Always keep your password private
• If a student employee or administrative assistant needs access to something in order to support you, work with IT
• Select the right semester
• The default isn’t always the semester you’re interested in
• Save, save, save
• If you’ve entered information, for example final grades, and haven’t clicked a “save” or “submit” or “post” button, scroll to the edges of the page to find it
• Log out
• Create a habit of logging out when you’re finished, especially if you use a public/shared computer or space

FERPA

The Family Educational Rights and Privacy Act of 1974

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The Basics

• Access to student education records is restricted
• Students must sign a release to allow access, including for you to provide a recommendation
• If you write it down, the student has a right to see it
• Grades are never public information
• SSN is off limits
• “If in doubt, don’t give it out! Contact the Registrar’s Office first.”

Extra Credit

• Review our GFU-specific FERPA Introductory Training Presentation