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, THESIS \

) .

This is to certify that the

thesis entitled

MANUAL OF PROCEDURES AND THEIR ANALYSIS
IN THE
OFFICE OF RECORDS AND REEISTRATION
AT THE
UNIVERSITY OF COLORADO
presented hg

ROBERT JAMES WILLIAMS

has been accepted towards fulfillment

of the requirements for

MASTER OF SQIENCE degree mm ENGINEERING

   

jor professor

Date __May_l,_1953__

0-169

 

 

 

 

'3'" ch. - fun-n

 

ZMANUAL OI'PROCEDURES.AND THEIR ANALYSIS
IN THE
OFFICE OF RECORDS.AND REGISTRATION
AT THE
UNIVERSITY OF COLORADO

BY
ROBERT JAMES WILLIAMS

A THESIS

Submitted to the School of Graduate Studies of Michigan
State College of Agriculture and Applied Science
in partial fulfillment of the requirements
for the degree or

MASTER OF SCIENCE

Department or Mechanical Engineering
1958

Qrg \

TABLE OF CONTENTS

Page
LIST OF FIGURES . . . . . . . . . . . . . . . . . . iii
ACKNOWLEDGMENTS . . . . . . . . . . . . . . . . . . iv
ABSTRACT . . . . . . . . . . . . . . . . . . . . .
INTRODUCTION . . . . . . . . . . . . . . . . . . . .
ORGANIZATION OF THE UNIVERSITY . . . . . . . . . . .

ORGANIZATION OF THE OFFICES OF ADHISSIONS AND RECORDS

:- :- t4 4

THE PROCEDURES
Method of Procedure . . . . . . . . . . . . . . . 11
Procedure Index Code . . . . . . . . . .I. . . . . 13
tFee Scheduling . . . . . . . . . . . . . . . . . . 15
“Registration . . . . . . . . . . . . . . . . . . . 17
Records . . . . . . . . . . . . . . . . . . . . . 21
'vChange of Schedule . . . . . . . . . . . . . . . . 24
7Withdrawal . . . . . . . . . . . . . . . . . . . . 28
Recording . . . . . . . . . . . . . . . . . . . . 30
Statistics . . . . . . . . . . . . . . . . . . . . 33
Commencement . . . . . . . . . . . . . . . . . . . hl
Transcripts . . . . . . . . . . . . . . . . . . . #3
RECOMMENDATIONS . . . . . . . . . . . . . . . . . . . AS
BIBLIOGRAPHY . . . . . . . . . . . . . . . . . . . . >62
APPEND X . . . . . . . . . . . . . . . . . . . . . . 64

ii

5‘3". "-3 1 ’ "‘

-' . u ‘-
t} IRA d \i

Figure
l.
2.

LIST OF FIGURES

Organization Chart of the University . . .

Organization of the Office of Records and
Registration . . . . . . . . . . . . . .

Flow of WOrk Through the Office of Records
and Registration . . . . . . . . . . . .

Operation Analysis for the Packing of Regis-

tration Supply Envelopes . . . . . . . .
Reasons for Change of Schedule . . . . . .

Specimens of Forms Used in the work of the
Office of Records and Registration . . .

Application for Registration
Registration Instruction Sheet
Planning Cards

Schedule Cards

Fee Charge Card and Fee Receipt
Class Card

Variable Statistics Card
Directory Card

Automobile Registration Card
Student Personnel Record
Student Schedule Card
Auditor's Card

Ticket of Late Admission

Change of Schedule Form

Fee Change Notice

Grade Report

Report on Group Averages
Permanent Record Card and Dean's Record

iii

10

1+7
53

65

AC KNOW LB DGLE N T3

In submitting this thesis the author wishes to
express his sincere appreciation for the fine cooperation
of Miss Katherine Talone, Head of the Office of Records
and Registration at the University of Colorado. It has
been apparent that she has readily caught the spirit of
improvement, and has patiently heard and analyzed the many
suggestions. The author is also grateful to Professor

James M. Apple for his encouragement and assistance.

R.J.W.

iv

MANUAL OF PROCEDURES AND THEIR ANALYSIS
IN THE
OFFICE OF RECORDS AND REGISTRATION
AT THE
UNIVERSITY OF COLORADO

By

Robert James Williams

AN ABSTRACT OF THESIS

Submitted to the School of Graduate Studies of Michigan
State College of Agriculture and Applied Science
in partial fulfillment of the requirements
for the degree of

MASTER OF SCIENCE

Department of Mechanical Engineering
1952

It is recognized that there are few scientifically
validated standards for determining good practice in uni-
versity organization and administration. However, it is
possible to study such practice and by applying certain
fundamental principles, universally applicable, determine
the effectiveness and efficiency by which the work is ac-
complished. Following this, certain improvements may be
recommended. To do this, it is first necessary to have a
written record of the work, for it is only in writing such
procedures that we can know them as they are at the present
and prevent many of the small details from.escaping us.
Such an outline of the work on paper, then, rather than in
the minds of a few, serves these purposes:

1. Provides an opportunity to analyze each detail,
and to question each one as a basis for
improvement.

2. Requires uniformity of work.

3. Provides a system for coordinating and clarify-
ing the functions of all concerned.

h. Aids interested persons to gain an understanding
of the procedures.

5. Serves as a training device for department or

office personnel.

vi

With the above objectives in.mind a study was made
of the Office of Records and Registration at the University
of Colorado. An outline was drawn up of the various pro-
cedures involved in the day to day activities of the office.
These fall under the general headings of Registration,
Recording, Records, Statistical Service, Transcripts, and
Fees. A number of changes have been.made in the procedures
throughout the two year period in which this study has been
made. A majority of them have originated within the depart-
ment, some by related departments and committees, a few by
the writer, and a number, whose origin is now lost, being
the result of some chance comment.

Two activities that require considerable time each
quarter were studied rather closely. They are the processing
of the Drop and Add Slips, or Change of Schedule forms, and
the packing of supply envelopes for registration. Several.

recommendations were made in these and other areas.

Approved by igéiZZEzfaégzggé;9"

 

Maéflr Professor

vii.

INTRODUCTION

There has been much discussion in the work of uni-
varsity registration in regard the advisability of a stan-
dard procedure manual. The American Association of Col-
1egiate Registrars and Admissions Officers has approached
the problem by appointing a committee to develop a National
Standard Practice Book.1 Fifty-two institutions were in-
vited to participate and forty acceptances were received
from schools of all types. The project is now under way
and covers the areas of admissions, registration, and re-
cording. However, this committee is working only in gen-
eralities, believing that the preparation of the various
functions of the office would be too "stupendous” a task,
being both time consuming and expensive. The worth of a
broad outline of basic standard procedures, made by these
cooperating schools, lies in its value in facilitating
the evaluating of credits and the exchange of information
among the various universities and colleges. Ibllowing
this, though, the individual schools should then be en-
couraged to develop their own detailed functions based on
the standards recommended by their organization.

written procedures are useful for a number of

 

1Americanhssociation of Collegiate Registrars and
Admissions Officers, Statement of Policies and Procedures,
37th Convention, Houston, Texas, April 1951.

reasons. Experience proves that many important points are
lost when office methods are handed down by word of mouth
from one employee to another. Indeed, the whole operation
may soon become garbled in a way to make for inefficient
office administration. Written procedures require uniformi-
ty of work and thus become an aid in training. This value
is further indicated when one realizes that not only is it
necessary to learn the contents ofla particular Job, but
everyone in an organization should also understand the sys-
tem and procedures surrounding his or her Job.

written procedures aid in giving employees a clear
picture of how the work is organized and why it is organ-
ized in that manner. In this way direction is given to
the work of the office that cannot otherwise be obtained.

Procedures are useful as a beginning point in the
standardization of operations, the organizational regroup-
ing of functions, and the investigation and elimination of
duplication and unnecessary operations. In order for any
standardization or methods improvement project to be initi-
ated, it is necessary to accumulate the information and
compile it into a usable form. The existence of written
procedures thus provides a ready starting point, and there-
by eliminates the need for any delay in making an investi-
gation of the present methods.

The determination of standard times for controlling
manpower cost is important. By first standardizing the

‘work, we may than time study the operations and compute

the standard times. Estimating and/or controlling indirect
as well as direct labor costs from time studies.might be a
major future use of procedures, especially during periods
when the economic status of the University may be particu-
larly acute. The indirect labor burden of a university is
quite large, and any cost savings due directly or indirect-
ly to procedures would be of considerable importance during
any critical time.

This investigation of the work of the Office of
Records and Registration was undertaken to provide a
written manual and to point out those areas in need of fur-
ther study.

An outline of the work presented in a written form,
then, rather than in the minds of a few, serves these pur-
poses: I

1. Provides an opportunity to analyze each detail,
and to question each one as a basis for improvement.

z. Requires uniformity of work.

3. lProvides a system.for coordinating and clarify-
ing the functions of all concerned.

4. ‘Aids interested persons to gain an understand-
ing of the procedures.

5. Serves as a training device for department or

office personnel.

ORGANIZATION OF THE UNIVERSITY

The Constitution of the State of Colorado states
that six Regents, elected by the people, shall be the gov-
erning body of the University. The Regents in turn select
a President of the University and establish the organiza-
tional structure to facilitate the fulfillment of the vari-
ous functions. Figure l on the following page indicates
the University organization.

ORGANIZATION OF THE OFFICES OF ADMISSIONS.AND RECORDS

The Office of.Admissions, including the‘University
Examiner, and the Office of Records are combined into one
administrative unit under the Director of.sdmissions who
reports to the President through the Office of Student Per-
sonnel and the VicePresident. The.Assistant Director of
Admissions and University Examiner is head of the.Admis-
sions section as shown in figure 2. He is charged with
the responsibility of conducting the correspondence of the
University on matters connected with the admission of
students; supervises the evaluation of all transcripts pre-
sented by students seeking admission; certifies credits.
granted; and is held responsible for the admission of stu-
dents to the various schools and colleges of the University.
He serves as acting director in the absence of the Director.

The Head of the Office of Records and Registration

Figure 1. Organization Chart of the University

COLORADO STATE CONSTITUTION

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*- Business Office
*- Purchsling

- Buildings &
Grounds

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3143.

*- Security Police

 

- Luz. hterprises
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- Oateterie
*- lnaek- Bar

*- Domitories

 

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Rousing

 

 

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President
[ F
[Lee Pres. a Deg Dean of Students F151;. Putin
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- lngineering b Counselling

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*- Pharmacy ~ Health lei-vice

 

. m. In. an L- Admissiens a.
Records
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‘ k Placement
1- Graduate Bureau

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beans

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“- ltate a Canaan.
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(non-academic )

has the responsibility of maintaining permanent records for
students registered in the University, the direction and
supervision of all registration procedures, and the.mainte-
nance of accurate statistical records of all students regis-
tered.2 various other data are maintained in such other
offices as required.

It is generally accepted, the writer believes, that
a university should avoid all unnecessary records and re-
ports, for ”red tape" is out of harmony with the nature of
education. ‘Nevertheless, a.minimum of reporting is essen-
tial and the smooth and efficient working of the organiza-
tion is directly dependent upon adequate records and re-
ports -- in this particular instance, academic records.

For reasons of space limitations and design of the
building it has been found desirable to handle the work of
admissions in one location in the building and the work of
registrations and records in another. The whole procedure
is, however, one continuous process with constant interplay
and cooPeration between the two sections.

The University, state supported, is operated on the
four quarter system, those being the Fhll, Winter, Spring
and Summer Quarters. (It is planned to change to the semes-
ter system beginning with the Fall period in 1951. There

will be two semesters, Fall and Spring, with a summer quar-

 

2Annual Report of the Office of Admissions and
Records, University of Colorado, p. l, 1949.

ter session.) The latter is divided into two five week
terms with the exception of the School of Engineering
which operates on the full ten.week basis. .A full week at
the beginning of each Fall Quarter is devoted to the orien-
tation of new students and to registration. Students are
required to register each quarter, thus eliminating the
excessive changes in registration which occur with a yearly
or pro-registration plan.

The Office of Records and Registration, as indicated
in figure 2, has six chief areas of work. These include the
activities of Registration, Records, Recording, Statistical
Service, Transcripts and Fees. These functional tasks are
the responsibility of five supervisors known as Senior or
Principal Clerks.

The process of Registration involves the enlisting
of each student in the academic course which he desires or
which is necessary in order for him to fulfill the require-
ments of his particular field of study. It is accomplished
at the beginning of each quarter. Planning for a new
registration begins immediately upon the completion of the
previous registration and continues throughout the quarter.

The Records function provides for the handling of
all student records originating during the current quarter
and until the final course grades are ready to be recorded
on each individual permanent record..

The work of Recording follows the Records function

 

 

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academic record for each student enrolled in the University.

The Statistical Service function works very closely
with the IEM’Department to obtain the various statistical
figures required by the university and various government
and educational agencies.

The issuance of Transcripts is made necessary by the
demands of students seeking to fulfill various requests for
their academic records.

The determination of a Fee Schedule is an important
aspect of the financial responsibility of the University.

Figure 3 indicates the relationship of these
functions in the flow of work through the office.

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11
METHOD OF PROCEDURE

To obtain the necessary information for a procedure
manual, several methods were employed. Consultation with
the Head of the Office of Records and Registration es-
tablished the concept of the basic plan of the Office. De-
tailed responsibilities were determined from job descrip-
tions, by interviewing the members of the Office force, and
by charting the actual flow of work. Gaps in the proce-
dures were thus closed.

The procedures are written on normal Operations
even when exceptions may be frequent. Experience has indi-
cated that a manual providing for every conceivable ramifi-
cation would be so bulky as to never be read.

The form of presentation is important in any
writing. Several have been tried for the material here in-
cluded. The method adopted is believed to present the de-
tails most clearly. Each major function indicated on the
organization chart of the Office of Records and Registration
is treated in a separate section. .The Roman numeral divi-
sions specify the responsibility by descriptive job title
(not necessarily identical to the actual job titles). The
capital letter subdivisions state the task to be accom-
plished, and further subdivisions describe the task.

A columnar indexing is provided for each page as a

ready reference. The most convenient location for this

12

columnar index is at the right hand side of the page.
However, experience has shown that the average reader
tends to interpret the right hand columns as a continu-
ation of the procedure itself. Locating the index on the
left side provides the desired separation and for this
reason will be used in that manner here. The ”subject”
column indicates the subject, act, or material under dis-
cussion. The "time" column indicates frequency and/or
duration of the work. The "by" column indicates the
responsibility for the work. -

Even.wdth the material presented as outlined
above, it must be remembered, though, that procedure out-
lines, manuals, and the like cannot show human relation-
ships, morale, types of supervision, etc., as they affect
office Operation. The human element, so important in any
job, is not an easy factor to analyze; it is a matter for
personnel psychological study rather than for a graphic

analysis of a procedural flow of work.

Alfa
Appl
Avgs

Cal Comm
Chk
Comt

CS

Del

Dgre
Dplm
Dir

PROCEDURE INDEX CODE

Alphabetical
Application
Average 3

Business Office
Calendar Committee
Check
Commencement
Change of Schedule
Delivery

Degree

Diploma

Directory

Design

Engraver
Enrollment
Envelope

Fee Clerk
Furniture
Geography

Head of the Office of Records and Registration
Ma te rial

Permanent
Personnel

Principal Recording Clerk

13

PRC
PSC
PTO
Pub
RC

Rec

Principal Records Clerk .
Principal Statistics Clerk
Principal Transcripts Clerk
Publicity

Registration Card

Record

Registration

Report

Requirements

Scholarship

Schedule

Signature

Special

Spring

Senior Registration Clerk
Student

Supplies

Suspension

Teaching

Transcript

Withdrawal

Work in Progress

Week

14

Subj

Fees

Fee
Schd

 

Time

Each
mid-
qtr

Reg

 

By

FC

 

15

FEE SCHEDULING-PROCEDURE

I. The Business Office will:
A. Compile fee list from

14 Minutes of the Board of Re-
gents

2. University catalog
3. Business Office records
4. Requirements of various depart-
ments such as key and breakage
deposits
II. The Fee Clerk will:

7 A. Determine fee charge, checking
each student‘s schedule card a-
gainst fee list
1. Determine college

a. Basic tuition charge

2. Determine bracket within
college

a. 11 credit hours
b. 5-11 credit hours
o. 1-5 credit hours
3. Veteran or non-veteran status

4. If veteran, PJ... 346 or P. L.
16

5. Resident or non-resident
6. Scholarship or not
7. If scholarship, type of

Subj

Fee
Card

Fee
Chk

 

Time

Reg

Post
Reg

 

PC

 

16

8. Faculty member or not

9. Assistant or not
10. Auditor or not
11. Particular course deposits

B. Indicate fees due on student's
1m fee card

C. Check fees against schedule cards
for accuracy

17

REGISTRATION PROCEDURE
Subj Time By

Planning

1. Calendar Committee of Executive Coun-
cil and Head of Records and Regis-
trationjwill:

Reg Qtr Cal A. Determine registrationtiate
Date AAhead Comm:
. 11. Head of Records and Registration will:

Reg 6 wks.HRR A. Determine anticipated registration
No pre- from

1. Past records

2. Freshmen and transfer accept-
ances

3. General college trends

.Area 6 wks HRR B. Determine necessary floor space
Req pre-
reg l. Supplies

2. Counselling

3. Sectioning

4. Checking

5. Cashier

6. Photography

7. Traffic

8. Extra-curricular activities

.Area 6 wke‘HRR C. Draw up floor plan

Req pre- , .
Pers reg D. Determine personnel requirements
Req

Pars E. Select personnel

Publ 1'. Prepare publicity
‘ 1. Silver and Gold

 

 

 

Subj

Furn
Req
Supp

Form
Dsgn

Bdgt

Supp

 

Time By
6 wka ERR
pre-

reg

All HRR
3 wks SRO

 

 

18

2. Campus bulletin boards
3. Letters to faculty

4. Letters to fraternities and
sororities

G. Determine furniture requirements
H. Determine necessary supplies

1. Determine and design necessary
forms

1. Order printing
2. Proof read

33 maintain expense record within
budget

III. Senior Registration Clerk will :
A. Supervise packing of supply en-
velopes (IBM will previously
print students’ names on on-
velopes)
1. Registration cards

a. Copy for Dean of particu-
lar school

b. Records Office copy
2. Planning cards

a. Student copy

b. Advisor copy
5. IBM cards

a. Name card

b. Class cards

0. Fee card

Subj

Supp
Env

Mtrl
Del

Appl
Reg;

 

Time By
5 wksI SRC
pre-

reg

1 day SRC
pre-

reg

Reg RC

 

 

19

d. Fee receipt
e. Questionnaire card
4. Instruction sheet
5..Personnel record
6. Campus map
7. Previous termis grade report
8. Schedule book of courses
9. Directory cards
a..Admissions and Records
b. Dean of Men or Women
c. Application for diploma
d. Health Service
s. Churches
' r. Dames Club
~10..Automobile Registration
B. Supervise delivery of material
to various registration areas
in campus buildings
1. Supply envelopes

2. Furniture , equipment ,
supplies

3. Scholarship and non-resi-
dent files

Operating
1. Registration clerks will:

A. Distribute.Application for
Registration cards to students

Subj

Supp
Env

Mtrl
Chk
Fees
Reg
Mtl
Reg
Card
Reg
No

Reg
Mtl

Reg

Mtl ‘

Clss
Card

Late
Reg

 

Time

Reg

Dly

End
Reg

End
Reg

Post
Reg

days

 

By

RC

SRO

 

II.

G.

H.

20

Collect application cards and
distribute supply envelope to
student named on card

Check student's material for
completeness of forms and schedule

Assess fees

Collect registration material
from student

Deliver registration cards to
Records office for filing and di-
rectory service

Gather preliminary registration
totals

Collect all registration supplies
for removal to prOper locations

Senior Registration Clerk will:

A. Authorize return of

1. Registration supplies, equip-
ment, furniture

2. Scholarship and Non-resident
files

Send IBM class cards to IBM De-
partment for preparation of class
rolls

Set up machinery for late regis-
tration in Macky foyer

Handle late registrants

Close special late-registration
set-up

Process further late registrants
in records office

Subj

Reg
Mtl

Dir
Card

Dir
File

Late
Reg

Clas
Roll

Chk

 

Time

Post
Reg

1st
week

wkly

1st
wk

6th

 

By

PRC

 

21

RECORDS PROCEDURE

1. Principal Records Clerk will:

A. Sort all registration material
alphabetically

B. Sort directory cards into fol-
lowing groups

1. Card for Records Office

2. Card for Dean's Office

3. Card for variable statistics
4. Card for directory file

5. Card for Dean of Men or women
6. Card for diploma application
7. Card for church preference

C. Make 3 dexigraph copies of di-
rectory file for use by

1. Health Service
2. Telephone operator
3. Hostess' office

D. Type lists of all late regis-
trants

E. Request IBM'Department to

1. Prepare class rolls in tri-
plicate from.class cards

a. Instructor's cOpy
b. Department Head's copy
c. Records Office copy

F. Request IBM Department to

Subj

Chk
List

Schd
Card

Clss

Grde
List

Grde

 

List

Time

6th
wk

7th
wk

8th
wk

9th
wk

 

By
PRC

 

G.
H.

22

1. Prepare check lists of
students by course for use by
instructors '

Mail instructor check lists

Request instructors to

1. Check list against authorized
admittances

2. Check credit status

3. Indicate on list any dis-
crepancies

4. Return list to Principal
Records Clerk

1. Make necessary corrections on

J.

schedule cards and class cards

Call in individual students about
questionable discrepancies

K. Process class card changes based

L.

on

1. Change of schedule forms
(drOps and adds. See page 24
for procedure)

2.‘Withdrawals (see page 28 for
procedure)

3. Instructor check lists
Request IBM Department to

1. Prepare final grade sheets for
seniors

2. Prepare all other final grade
sheets

M. Mail final grade sheets to in-

structors

Subj

Clss
Card

Grde
List

Late
Grde

 

Time

10th
wk

11th
wk

 

PRC

 

R.

23

1. A 5. I

2. B 6. Condition

3. C 7. Incomplete

4. D 8. In Progress
Request IBM to run individual

grade sheets, cOpies for

1.
2.
3.
4.

5.
6.

Records Office

Student

Dean of College

Dean of Men or Women

(Dean of Men's copy forwarded
to campus Office of veterans
Affairs)

Parents

High School

Type Condition, Incomplete, and
In Progress grade lists

Prepare, from.cbove lists, cards
to be sent to instructor for re-
porting grades later.

24

CHANGE OF SCHEDULE PROCEDURE (DROPS AND ADDS) (RECORDS)

Subj

CS
Form

Fees

CS
Form

 

Time

Any

Any

 

By

Stud

PRC

 

I. The student desiring a change in
his schedule will:

A. Obtain change of schedule form (5
copies) from his Dean's office
and fill in required information

B. Obtain required signatures

1.
2.

5.
4.

5.
6.

Instructor of course dropped

Instructor of course added
(required in Engineering only)

Advisor (or De artment Head
in.Engineering§

Department sectioner if course
is added

Dean of College
Veterans Affairs Officer if

student is a veteran enrolled
under P.A. 346 or PE. 16

C. Turn in completed form to Ad-
missions Office and have fees
adjusted

D. Pay or have refunded fees at
Business Office

II. The Principal Records Clerk will:

A. Receive the five cOpies of the
Change of Schedule form from the
Admissions Office

B. Check form for accuracy against

1.
Z.

Student's schedule card

Master course listing

Subj

CS
Form

Schd
Card

CS
Form

Clss
Card

 

Time

Any

Bulk

5th
wk

 

PRC

PRC

 

25

5. Original class rolls
Mail appropriate cOpy to
1. Dean of College

2. Instructors

Change student's schedule card
in red ink

Staple Records Office cOpy of
Change of Schedule form to back
side of student's schedule card

File statistical service cOpy
alphabetically by student, or by
class sequence, depending upon
the order of the IBM class cards
Process class cards

1. For drOps, pull IBM class
cards from trays

2. Divide into two piles
a. DrOps without discredit
b. Drops with discredit

3. Discard class cards involving
drops without discredit

4. Send drOps with discredit
class cards to IBM to be
punched Grade I

5. Upon receipt of IBM graded
cards, refile in trays

6. For adds, including late '
registrations, handwrite IBM
cards giving
a. Student's name

b. School or college

Subj

Clss
Card

 

Time
Bulk

5th
wk

 

By
PRC

 

7.
8.

9.
10.

12.

13.
14.
15.

16.
17.

18.

19.

20.

26

c. Complete course information

File behind student's master
card

Send master cards to IBM‘De-
partment to be punched and re-
turned

Hand sort cards to course

Place behind course headers,
send to IBM Department to be
punched and returned

File in course sequence

For section and hour changes,
pull IBM class cards from
trays.

Markwwith the correct credit
hours or sections

Tile according to correct hour
or section

Send to IBM Department to be
reproduced

Refile in course sequence

For instructor check list
changes, hand correct instruc-
tor osrds and course header
cards

Send to IBM Department to be
reproduced and hand corrected

After all changes have been
made, send all class cards to
IBM for machine sort back to
student sequence (alpha-
betical)

File cards back into trays

27

Subj Time By

Clss Bulk PRC Note: Cards are maintained in

Card in student sequence until fourth
5th week of quarter, then sorted
wk to class sequence for instruc~

tor check lists. Cards are
kept this way until ready for
final grades to be punched in.

21. Count change of schedule forms

Chrt End PRO 22. Draw two charts

Qtr

a. Indicate weekly total for
each school, quarter total,
percentage of changes per
student, and totals of
drape and adds after pub-
lished deadline

b. Indicate comparison of
drOps and adds for each
school by years and quar-
ters

26. Have photostatic copies made
for

a. Each school or college

 

 

 

b. Dean of students

Subj

Card

Schd
Card

Card

 

Time

Any

 

28

WITHDRAWAL PROCEDURE (RECORDS)

By

Stud

PRC

 

1. Student intending to withdraw will:

A. Obtain withdrawal card form in
office of Dean

B. List on withdrawal form courses
scheduled

C. Have each instructor indicate
passing or failing grade

D. Return form.to office of Dean
for forwarding to Records Office

II. Principal Records Clerk will :
A. Pull student's schedule card
B. Mark schedule card in red ink
1. At top mark "Withdraw"
2. At bottom.indicate .
a. Date of withdrawal

b. Hours passing at date of
withdrawal

0. Hours failing at date of
withdrawal

C. Mark withdrawal notice "R2" to
designate its being recorded
twice on student's schedule card

D. Type withdrawal cards indicating
1. Name of student
2. School or college
3. Date of withdrawal

4. On IBM cOpy only, hours pass-
ing or failing

Subj

Card

Clss
Card

List

Card

 

Time

 

By
PRC

 

F.
G.

H.

I.

29

Distribute withdrawal cards to

1. IBM'Department (file behind
student's schedule card-used
in printing grade reports)

2. Dean of school or college

3. Instructor

Pull or destroy class cards

Type list of withdrawn students,
indicating

l. Student's name

2. School

3. Date of withdrawal

mail list of withdrawn students

.to Health Service

Pile original withdrawal notices
alphabetically

Subj

Perm
Rec

Rec
Info

 

30

RECORDING PROCEDURE (PERMANENT ACADEMIC RECORDS)

Time

Begin
Fall
Qtr

 

By

PRgC

PRgC

 

I. The Principal Recording Clerk will:

A. Set up and maintain a double set
of permanent records for each
student upon matriculation

1.

2.

Record Office copy, commonly
referred to as the fiPage" (the
official academic record)

Dean‘s card (new card required
for intramural transfer) Made
from the "Page” and contains
the same information, but in a
different form.for each school
dean

B. Type the following

1.

2.

Course information

a. Course titles

b. Course number

0. Department offering course
d. Number of credits

e. Grade received

f. Quality points

Symbols affecting credits

a. Suspension of credit

b. Degree stars

0. Cancelled credit

d. Labeled credit for transfer

3. Advanced credit allowed from

Subj

Rec
Info

 

Time

 

By
PRgC

 

4.

5.

6.

31

a. Other recognized collegiate
institutions

b. Other schools and colleges
within the University

c. Armed Forces

Extension work taken with the
University of Colorado

a. Class extension

b. Consultation courses

0. Correspondence

d. Graduate resident extension
e. Spelling tests

Notes

a. Removal of degree stars
(BEA, as, PE)

b. Removal of suspensions

0. Disciplinary action

a. Substitution of credit
e..Exemption from requirements

f. Reduction in residence re-
quirements

g..Adjustments in entrance
status

h. waiver of degree require-
ments »

1. Acceptance of advanced
credit for special purposes

Ndscellaneous

a. Sophomore English test

Subj

Rec
Info

Sch
Susp

Flnk
File

Rush
Trcp

Perm
Rec

 

Time

11th
wk

End
Qtr

 

By
PRgC

 

j.

32

Validating spelling test
English exemptions
Scholarship suspensions

Degrees conferred and majors
indicated

Removal of incomplete, in
progress, and condition
grades

Change of grades

Graduate thesis titles

Withdrawals from.the Uni-
versity

Changes of name of students

C. Prepare list of students under
scholarship suspension

D. Prepare permanent "flunk" file
(Used to prevent registration of
students ineligible because of
scholarship or disciplinary sus-

pension)

E. Perform.advanced recording for
rush transcripts

I. Make up current file of permanent
records for all students regis-
tered each quarter in each school

Subj

Enrl

 

Time

4th
wk

 

PSC

 

55

STATISTICS PROCEDURE

I. The Principal Statistics Clerk will:

A. Prepare statistics on enrollment

1.
2.
3.
4.
5.
6.
7.
8.
9.
10.

11.
12.
13.
14.
15.

16.

17.

18.
19.

Campus

Quarter

Veterans

Non-veterans

men

WOmen

School

Classification within school
Age groups

Geographical distribution by
states and countries

Colorado by towns
Full time

Part time
matriculants

Transfers from other uni-
versities

Transfers within this uni-
varsity

Students under scholarship
rule

Number of above readmitted

Withdrawals by quarter

Subj
Enrl

Tchg

 

Time

4th
wk

Fall

Sum
Qtrs

 

P80

P80

 

34

20. Withdrawal reasons

21. Major subject

22. Religious preference

23. Status entering freshmen

a. Graduate of accredited
high school

b. Graduate of non-accredited
high school

0. Non-high school graduate

d. Entering university with
deficiencies

24. Enrollment in terms of units
1 student, full time 3 1 unit

1 student, fractional normal
load a fractional unit

25. Equivalent full-time basis
Total credit hours all

students, each college +

Normal student loadlstudent/
rt c ar col e e

B. Prepare statistics on teaching
staff

1. Full time
a. Campus
b. Rank
c. School

6.. Department within each
school

a. Men

Subj
Tchg

Dgre

Grde
Avgs

 

Time
Fall

Qtrs

Post
Comt

2nd
wk

 

By
P80

P80

P80

 

35

f. Women
2. Part time
a. Campus
b. Rank
c. School

d. Department within each
school

e. Men
f.‘WOmen
C. Prepare statistics on degree
1. Type of degree
2. School
3. major subject
4. Men
5. WOmen

6. Geographical distribution of
student recipients

7. Graduates of Colorado high
schools

a. Lists maintained according
to individual high schools

8. Number of degrees conferred
upon Colorado residents

9. Number of recipients of more
than one degree

D. Prepare statistics on grade
averages. Indicate number of
students and grade point average
for each main group and sub-group
(500 cOpies)

Subj

Grde
Avgs

 

Time

2nd
wk

 

By
PSC

 

36

1. General

as

b.
c.

d.

All students (exclusive of
Graduate School and School
of Medicine in Denver)

Men

WOmen

Arts and Science students
1) Men

2) WOmen

3) Entering fre shmsn

4) Entering transfers

5) Freshmen

6) Sophomores

7) Juniors

8) Seniors

9) Unclassified
Engineering students

music students

Nursing students (both
Boulder and Denver campuses)

Pharmacy students

(Above groups further di-
vided similar to Arts and
Sciences)

Law students

1)2Men

2) Women

3) First year- Freshmen

Subj

Grde
Avgs

 

Time

2nd
wk

 

By
PSC

 

j.

k.

1.

m.

n.

p.
q.

1'.
8.

t.

u.

37

4) Second year- Junior

5) Third year- Senior

6) Unclassified
Joint-Honor scholarship
l) Joint-Honor freshmen
2) Joint-Honor sophomores
3) Joint-Honor Juniors

4) Joint-Honor seniors
Junior-Senior scholarship
l) Juniors

2) Seniors

‘Waiver of tuition

l) Freshmen

2) Upperclassmen

Music scholarships
United States scholarships

Undergraduate foreign
scholarships

Hall President's Award

American Federation of
Labor Scholarship

Displaced persons
American.Legion Memorial

Engineering Ezperiment
Station scholarship

Grant-in-aid awards

Subj

Grde
Avgs

 

Time

2nd
wk

 

PSC

 

2.

38

v. Students on quota

w. Naval Reserve Officers

1.

Training Program
1) N.R.O.T.C. Unit

2) Five-term Officers
College training

3) Navy nurses
Military Science

1) Military Science I
2) Military Science II
3) Military Science III
4) Military Science IV

Fraternity and Non-Fraternity
Averages

a. All non-fraternity and non-

b.

0.
a.
He

f.

h.
i.

sorority students

All fraternity and sorority
students

All fraternity men

All non-fraternity men
All sorority women

All non-sorority women
Individual fraternities
(23) By rank, number of
members and undergraduate
average

Individual sororities (14)

Class organizations (7)

Subj

Grde
Avgs

 

Time

2nd
wk

 

By
PSC

 

k.
1.

39

Honorary and professional
fraternities

Graduate students not in-
cluded

Clubs (9)

Dormitories

1) Men (8)

2) Women (10)

Honor roll

1) 2.5 honor roll

2) 2.0 honor roll; number
and percentage for each

by

a) Schools

b) Freshmen
c) Sophomores
d) Juniors

e) Seniors

f) Unclassified

3. Graduating seniors averages

Number of students, hours
and point averages for all
schools

b. Alphabetical listing- all

graduates, arranged .
l) matriculation number
2) Name

3) School

Subj

Grde
Avgs

Spec
Rep

 

Time

2nd
wk

Most
in
4th
wk

 

P80

P80

 

40

4) Degree
5) Hours
6) Points
7) Grade average

c. Listing by rank (divided
into quartiles)

1) Schools

2) Degrees given

E. Prepare special reports (used
for such things as required
appropriations, new building re-
quirements, size of teaching and
non-teaching staffs)

1.

Director of Admissions

2. Public Relations Office

3.
4.
5.
6.

7.
8.

9.
10.
11.

12.

President of the University
Business Office
veterans Office

North Central Association of
Colleges and Sunday Schools

School and Society

United States Office of
Education

College Blue Book
National Education.Association

Department of Justice-
foreign students

Card file for Negro students

Subj

Dvlm

Cand

Engv

Cand
List

Geo
List

Alfa
List

Lttr
Inst

 

Time

Spr
Qtr

9th
wk

 

By

PSC

 

COMM T PROCEDURE

I. The Principal Statistics Clerk will:

A.

0.

D.

G.

H.

I.

Notify purchasing agent approx-
imate number of Latin and English
diploma forms required

Secure from.Dean's office

1. List of candidates expecting
to receive degrees at the next
commencement

2. List of students expected to
receive honors and types of
honors

Call in degree candidates to fill
in forms approving their names as
they should appear on the diploma

Prepare list for engraver
1. Candidates

2. Degrees

3. Honors

Proof read engraver's work

Maintain candidate list up to date
as changes occur (drOps, adds,
withdrawals, e to .)

.Prepare a geographical listing of
all candidates to receive degrees

Prepare alphabetical list of all
candidates, their degrees,.pres-
ent addresses

Prepare and mail letters of in-
struction to candidates and to
faculty in regard commencement
exercises

Subj

Dgre
Cand

Dplm

Hood
Dplm

Tlgm

Dplm

 

Time

10th
wk

 

By

 

42

Do research work on all students
in the graduate school who are
about to certify their past de-
grees. Include the college and
its location from.which the de-
gree(s) was received

Assist the Deans and the Presi-
dent when signing diplomas, ar-
ranging them to dry, classify-
in alphabetical order for
distribution on the morning of
commencement

Place hoods and diplomas on
stage for recipients of doctor's
degrees

Attach Commencement telegrams to
prOper diplomas

Prepare necessary diplomas to be
mailed, collect and check all re-
turned recipts. Wrflten excuse
approved by Dean of School or
College required of those absent.
Excuses give mailing address.

Subj

Trpt
Ordr

Genl_

File

_Perm
Rec

Debt
File

Phot
stat

Trp
Chck

 

Time

Any

 

PTO

 

43

TRANSCRIPTS PROCEDURE

I. The Principal Transcript Clerk will:

A.

B.

C.

H.

Receive orders for transcripts
from incoming mail and standard
order blanks

Alphabetize orders
1. Completed work
2. WOrk in progress

Check‘University general file to
obtain student's registration
number, school in which en-
rolled, last date of attendance,
charges due for transcript

Pull permanent record pages.

For transcripts ordered immedi-
ately upon completion of a quar-
ter, pull schedule cards and in-
structors’ grade sheets

For work in progress, type
courses in progress on separate
sheet, place on record when pho-
tostating

Check with Business Office debt
file for money owed the Univer-
sity

Prepare receipts for those en-
closing money with orders

make photostats by the dexi-
graph machine. If blank forms
are submitted by Education‘ '
Departments, employers, etc.,
type information requested on
form supplied

Check transcripts for accuracy

Subj

Trpt
Chck

Offl
Sig
Trpt

Perm
Rec

 

Time

 

By

DA

 

J.

K.

L.

Add dismissal or present status
to photostat by typewriter

Have signature of Director of
Admissions entered on photostat
and imprint University seal

Bill, address, and mail transcript

Refile permanent record pages

45
RECOMMENDATIONS FOR CHANGES IN THE PRESENT PROCEDURE

In the introduction to this writing it was pointed
out that one of the purposes of a written procedure is to
provide an Opportunity to analyze its details, and to
question each one as a basis for improvement. This ques-
tioning has been done in part and recommendations made,
grouped according to the several main areas of work.

{£23, In the present procedure on Fees approximate-
ly two man-weeks are required each quarter after registra-
tion to check the accuracy of fee charges made for each
student. (It is suggested that this Operation be studied
to determine whether the use of statistical quality con-
trol might be recommended as an aid in making such a check.

Registration. A large portion of the work of pre-
paring for Registration each quarter involves the stuffing
of supply envelOpes with registration material as outlined
on pages 18 and 19. An average of approximately eight
thousand (8000) of these supply packets are prepared for
each registration. Several studies were made of the stuff-
ing operations. A collating rack was built as an aid in
grouping the various piles of cards closer together. The
”pigeon holes” were arranged on two levels and all work was
within the normal work areas of the left and right hands.
Several of the clerks tried the rack but voiced the opinion
that it was too difficult to use, that the various pieces

46

of material had to be drawn straight out for some distance
before they could be gathered in front of the operator
prior to inserting in the envelope. A shallower rack was
then made, but still met with opposition. Believing that
perhaps the change from old procedure to the proposed was
too severe, the racks were abandoned, and a further study
made of the material merely placed in stacks on the work
table. .A rack was constructed for the IBM name and class
cards such that the cards were always held in the vertical
plane and fed toward the front as the first or front set
was removed. Glycerine for the fingers was recommended as
an aid in picking up the materials. Some time was then
spent with the supply clerks outlining several of the
principles of work simplification. It was the writer's be-
lief at that point that after the clerks recognized a few
elementary improvements and were provided with.a few
ground rules, that further improvements would come of their
own initiative. The sequence as worked out for the stuff-

ing of supply envelopes is charted on page 47.

47

Figure 4. Operation Analysis for the Packing of Registra-
tion Supply Envelopes

MAXIMUM woaxmc

 

 

 

 

 

    

 

 

 

 

 

 

 

 

 

 

 

 

 

AREA
NORMAL woaxm\ ,4.— '~\ ’ _____ ‘
AREA - , 4' ,$“\\ ‘rt
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Code:

1. Supply envelOpes 7. Planning cards- Student
2. IBM card envelopes 8. Schedule cards- Dean

3. Directory booklets 9. Schedule cards- Records
4. Car registration cards 10. Instruction sheets

5. Glycerine dish 11. Supply enveIOpe receiv-

ing box -
5. Planning cards-.Advisor

Left Hand
Reach for Directory Booklet
Grasp Directory Booklet

Reach for Car Registration
Card

Grasp Car Registration
Card and Instruction Sheet

Reach.fOr.Adviser's copy of
Planning Card

Grasp Planning Card

(Repeat for Student's cOpy
of Planning Card, Schedule
Card-Student, Schedule Card-
Records) .

(

 

MOve cards to front of work .

area

Straighten against table
Reach for IBM Card Folder
Grasp IBM Card Folder

MOve to work area to rear
of other cards

Straighten against table
Reach for envelOpe
Grasp envelope

Move to front center of
work area

 

 

 

Right Hand
Reach for Instruction Sheet
Grasp Instruction Sheet
MOve Instruction Sheet to
left hand at Car Registra-
tion Card pile

Lift left front corner Of
Car Registration Card

Lift left front corner

(Repeat for Students copy

of Planning Card, Schedule
Card-Student, Schedule Card-
Records)

,Move cards to front of work
area

Straighten against table

Straighten against table

Left Hand

Insert finger to Open
envelope

MOve material to box
Deposittmaterial
Repeat cycle

Right Hand

O Insert material

 

A Repeat cycle

49

50

The supply envelOpes are prepared for the next quar-
ter's use before the completion of the present quarter.
Between terms, the previous term's grade reports are in-
serted in each student's envelOpe. This involves some
searching of the named envelopes and the process appeared
quite slow. .A time study was made to determine whether it
might be less costly to mail the grade sheets separately
to the students. The-study indicated:

4.72 man hours required per 1000 envelOpes

1% direct labor charge per hour
. cost of inserting 1000 grade reports

Since the minimum postage charge would be ten dol-
lars per 1000 envelOpes and since no other advantages
were apparent, the study was stOpped at that point.

In the actual operation of Registration it was recom-
.mended that the IBM class cards be held over one day after
the close of theregularly scheduled registrationciates.
These cards would be held in the Dean's offices to facili-
tate late registration. This proposal has been success-
fully adopted.

Records. A relatively large prOportion of the work
of the Office of Records and Registration concerns the
processing of DrOp and.Add slips, or the Change of .
Schedule form. This form, consisting of five cOpies, is
used to change the individual schedules after the regular

registration period has been completed. Since so much

51

time is consumed in processing these slips, a survey was
made of the 1165 drOps and adds in the first session of
the summer quarter of 1949 to determine the reasons for
them. There were 6067 students enrolled on the Boulder
campus at that time. The chart on page 53 indicates the
various reasons for requesting a change in the schedules
as arranged by the students during registration. The re-
sults do not, it is believed, give a true indication; for
a large number of students did not fill in the line which
stated ”Reason for change".

It was suggested that the various schools and col-
leges be more attentive to the reasons, and accordingly,
the Head of the Office of Records and Registration issued
a directive to that effect. .A second survey was made, this
time of the winter quarter of 1950. The percentage of
those not giving a reason drOpped from 28.0 per cent to
15.84 per cent. ‘Even though.nc accurate conclusions can be
drawn because there remained a considerable number of
people not expressing a reason, it is believed the follow-
ing items are deserving of some thought:

1. There is a need for more conscientious counsel-
ling both before and during registration. This is mani-
fested in part by students learning later that they do not
have the prOper prerequisites, by students finding theme

selves carrying too heavy a load, by the need for regis-

52

tration for a required course, and for certain of the mis-
cellaneous reasons.

2. There is perhaps a need for clearer course des-
criptions in the cataIOgue, particularly on the graduate
level. Many of the summer school registrants are special
students in the Graduate School. .A number of them wished
to change a course during the term.because "the course is
not as outlined in the catalogue", or "I have had a simi-
lar course previously". Graduate students in Education
complained that courses were not specified as being either
primary or secondary school courses.

3. There should be better enforcement of the ruling
which requires a one dollar fee for each change in regis-
tration. .A large number of section and schedule changes
were initiated by the student in order to make the schedule
fit a personal whim. The various deans' offices are lax in
this. iMoney that is collected should be credited to the
budget of the Records and Registration office rather than
to the general fund. It is this office which has to use
additional help in processing the change of schedule
forms.

4. The offices of the various deans should be en-
couraged to require all students to give their reason for
requesting a change. This will aid in making future analy-

53

Figure 5. Analysis of Dr0ps and Adds

All Schools, last Session Arts and Sciences
Summer School 1949 Winter Quarter 1950
% of total changes % of total changes
No reason given 15.9 28.0
Section change 27.5 10.5
Inadequate preparation 4.9 8.0
Conflict, other than 8.1 7.0
section change
Health 3.1 Incl, in misc.
Schedule too heavy 5.3 12.0
Error in registration 10.0 3.0
Fits more immediate needs 3.9 5.0
Course required 5.0 3.5
Course not required 1.6 2.5
Miscellaneous reasons 14.7 20.5
I00.5 .

As was stated on page 51, no accurate conclusions
can be gained by comparing these two columns because Of
the variance of "No Reason Given". Only when the per cent
value for this figure is reduced to zero may any compari-
sons be made as to trends. However, it is believed that
such an analysis does indicate the general area of some
trouble spots.

Other factors contributing to the difficulty in

54

analyzing for corrective action should also be mentioned.
Many of the reasons have several different connotations.
"Inadequate preparation" was listed above as a reason for
changing scheduling, and included in this are the state-
.ments of those students claiming a "lack of prOper pre-
requisite". Furthermore, there is no way of determining
from.the slips whether it was the student's error of a sec-
tioner's error. "Section changes" as a reason provides no
way of-determining underlying factors involved, whether the
change was for the convenience of the individual, the con-
venience of a department (crowded sections), or whether
there was a sectioning error in registration. "For the
convenience of the individual" included such things as
conflict with dental appointments and commuting from.Denver.
Stating that a "schedule was too heavy”.makes it difficult
to determine whether the load was beyond the individual's
mental capacity, whether it was too heavy for reasons of
health, or too heavy because of outside work. Some stated
they did need the time for work. Stating that dropping
and/or adding a course to "fit more immediate needs" is a
generic reason. There is no way of knowing whether it was
to fit the individual so he would have no afternoon classes,
whether it was made to get in a required pro-requisite,
whether another course would work better with the major, or

whether it was to complete a schedule.

55

Further pin-pointing by freshmen, sOphomores, etc.,
would probably indicate much better where the corrective
action should be taken.

Among the miscellaneous reasons given were:
Need upper division course
Need more time for housekeeping
NCD to Credit
Credit to NCD
Sectioned for course when closed
Course not Offered
Similar course previously
Need time for work
Change of major
Change in university schedule
Prefer another instructor
Course not what I want
To complete schedule
Error in grade
Class too crowded
Error in transcript
Must take through Extension
Not finishing course
Decided I could handle.more
IBM card lost in processing

TOO many term.papers

Won't get credit

Request of department

NO assignments

wrong course

Can't afford slide rule
Course not open to freshmen
Will not pass

Will be absent from school
Dissatisfied with course

56

57

Records Egg Recording. It is recommended that a
change in terminology be made in order to more clearly
differentiate between the functions Of Records and Re-
'cording.

Recordigg. Faulty regulations for maintaining the
academic records vary widely among the several schools.
Considerable difficulty is experienced by the clerks when
recording and checking in order that these differences are
observed. It is recommended that one standard practice be
adopted for use by all schools.

Commencement. One Of the phases of the present sys-
tem of preparing for the Commencement exercises is to call
in each degree candidate to verify the spelling of his
name. This involves considerable effort on the part of the
Office Of Records and Registration. There is no apparent
reason why the Application for Diploma Card filled out at
Registration could not serve as the source of the correct
spelling of the names. (After Registration the burden of
effort should then be on the student to report any name
change. The various Deans' offices post lists of candi-
dates for degrees and-any discrepancies noticed by a stu-
dent can and should be processed through the Deans'.
offices.

Transcripts. Special transcripts are prepared for
certain outside agencies in which the transcript is typed

on their form. It is recommended that in all cases the
standard transcripts (photostats) be used and the extra
costs caused by such personal service be eliminated.

General Recommendations. It is recommended that the
prepared procedures be used to accomplish the objectives
indicated.l They should be periodically reviewed and brought
up to date. Care must be exercised that they not become too
detailed, for they will then fail to fulfill their function
of serving as internal management instructions.

Periodically all the work of the Office of Records
and Registration should be reviewed. Each activity should
be subjected to the following questions, and if the present
Operations do not provide a satisfactory answer, then cor-
rective action.must be taken.

1. Which of the activities require the most time?
How may they be improved? The use of daily job time cards
and their tabulation would point up these activities. It
is altogether likely that there is a greater percentage of
time spent on certain functions than is now realized. Im-
provement should begin with that work requiring the greatest
amount of time to perform.

2. Why is this work done at.a11? What is its.pur-
pose? Is the result accomplished by the Operation neces-
sary? If so, what makes it necessary? Is the Operation

performed to satisfy the requirements of all schools or

59

colleges, or is it made necessary by the requirements of
one or two schools only?l Is this Operation being per-
formed as a result of habit?

3. Why is it done this way? Is there a better,
simpler way to perform the Operation.and still produce the
same results? Can it be combined with another Operation?
Can part of the Operation be performed more effectively as
a separate Operation? Is the sequence Of Operations the
best possible? In checking various entries, statistics,
etc., is the degree of accuracy now required necessary?

4. What would happen if this activity or Operation
were not done? Have conditions changed over a period of
time to make this Operation unnecessary now?

5. Who should do the work? Why should this person
do the work? Could, or should, someone else do it? Are
present job descriptions up-to-date? Are employees' skills
being used prOperly? Are they encouraged to broaden their
skills to enable them to become more versatile? Are any of
their tasks spread too thin? .Are there too many pOOple do-
ing the same job? Is there any misdirected effort; are any
employees engaged in relatively unimportant activities? Is
the work load distributed evenly among the employees? 'Does
supervision have sufficient time to supervise, or is it

bogged down in detail work?

 

lSee comments on Recording, page 57

6O

6. Where should the work be done? Is there work be-
ing done in the Office which should be performed elsewhere?
Is there work now being performed in the various schools or
elsewhere which should be accomplished in the Office of
Records and Registration to achieve unity and better coordi-
nation? Does the office layout provide for the shortest and
best flow of work? 9

7. How should the work be done? Has the present
equipment been studied to determine whether it is adequate
for the work? ‘WOuld additional equipment help? Can two or
more records be produced at one writing by combining forms?
Is information compiled in the best manner for subsequent
sorting, filing, or use? Is microfilming being accomplished
to its best advantage? I

8. When should the work be done? Since a large por-
tion of the work is cyclical in nature, it should be bar-
charted or similarly planned to insure proper sequence,
adequate time, and adequate personnel for each Operation.

It is recommended that a labor forecast or manpower
budget be based on the registration loads. It is only in
following such a yardstick that effective manpower control
may be maintained.

The real value in making such a study lies in help-
ing.members Of the department to become aware of work im-

provement, aware of the fact that no existing method is the

61

ultimate in perfection, that always there is a better way.
A detailed analysis, involving many small points, is dif-
ficult for an outsider to make without a lengthy period of
actual work in the department. With a few basic funda-
mentals in mind, a group generally can come to do much on
its own to improve the day to day Operations. This atti-
tude has already been noticeable on the part of many of the

employees.

BIBLIOGRAPHY

62

63

BIBLIOGRAPHY

American.Associaticn of Collegiate Registrars and.Admis-

sions Officers, Proceedings of 37th Annual Con-
vention, Houston, exas, 951.

TAre You Storing Junk?", MOdern Industry magazine, No. 7:
57, July 15, 1950.

Organizing Planning Section, Office of the Secretary of

‘War, Guide to Process Chartin , U.S. Government
PrintIng UffIce, Washington, 5. 0., (no date).

Reeves, Floyd W3, and Kelly, Russell, The Organization

and.Administration 2; the'UniversIt , n vers y of
'CEIcago Press, Chicago, I933.

Standard Register Company, ABC gf‘WOrk Sim lification lg,
Office OperationsI Dayton, Ohio, 94 .

University of Colorado, Annual Re ort of the Office,g£
Admissions and Records 1 48-4 ,‘BOHI'd'er, COIo-
rado, 1949.

APPENDIX

64

Figure 6. Specimens of Forms Used in the WOrk of the

Office of Records and Registration

APPLICATION FOR REGISTRATION. Summer — University of Colorado
(Fill out and give to the Supply Clerk)

u--------u...—---_-—-—-----—----------------- - _--------—------------------—--- .............

.-----——-_-—_-----_-__.__--_----_-_--—--—-—-_-—-----~—-_—---—--------—----------------—----—

Local Summer Address
This summer I am registering in the college or school ot: ________

' F “a * (Nadediéehtnyaa ””””
. ormer u an 5
(a) MY IGSl term In L), of C was _____________________________________________________

Term Year

 

lb) l was then reolstércd in the college or school of, M, , ,, _
(ll this is not the one ln which you are registering THlS term, show your Permit-to-Register to Supply Clerk.)
2. New Students

This is my first registration In U. of C ............... , ........... (Eglogl’lpyslv(Searr?;f'l°-Regls+er

3. For Engineers only: I will be taking two or more freshmen courses exclusive of Engineering

Problems this term

I understand that no registration is official except when processed by the student himself and that all other
registrations are subiect to cancellation.
Signed

24Cl44. 4-5l-5300 ..... (Signatu’reefr student horned abet/e) -----------

 

 

Application for Registration

65

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UNIVERSI‘T‘I

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Fall Quarter, 1950
University of Colorado

FOLLOW REGISTRATION INSTRUCTIONS STEP BY STEP

1. In WRITING areas
a. Fill out registration materials carefully. Illegible or incomplete forms will not be accepted.
Use black or blue ink.
Follow instructions printed on each form; also see below.
b. Fill out personal information on all cards first.
c. List on Planning Card - Student’s Copy the courses you wish to take, showing hours and days of class meetings, avoiding class
conflicts. (See Schedule of Courses and list of corrections for full information about courses and divisions of courses.)
Show on your cards all divisions of each course, such as laboratory, quiz, and recitation.
For a laboratory course write full credit allowed for the course on the line with the recitation or lecture division and zero
credit after laboratory division.
For a course taken No Credit Desired write NCD in the credit column.
d. Copy course-information from Planning card on to your official Schedule cards unless you think there is some reason why you

may not be permitted to take a particular course or courses.

2. You are now ready to see an ADVISER.
ADVISERS' ROOMS
On Monday, Tuesday, and Wednesday .

. . . . . . . . . Respective Faculty Offices
On Thursday and Friday (admission will be by alphabet)

Arts and Sciences Graduate . . . . . . . . ..... Respective Faculty Offices
New Transfers. ........... . Arts 222 and 223 LaW. . . . . . . . ......... . . . . . . . .Law Bldg.
Other Lower Division ..... Arts 201W, 208W, 211W MUSiC. . . . . . . ....... . ........ Music Bldg.
Upper Division ........ Respective Faculty Offices Nursing. . . . . . . . . ...... . . . . . . . . Arts 20E

Business. . . . . . . ....... Woodbury, Second Floor Pharmacy. . . . . . ........... Chem. Annex 273

Engineering .............. . Eng. Admin. Bldg.

Secure appropriate adviser’s signature on two Schedule cards (copy for Records office and copy for Dean's office).
Make out punched cards as follows:
a. Check appropriate answers on card with green top.
b. Fill out a class—card for each course (and each division of a course) you will be taking. (Additional cards, if needed,
may be secured in Temporary Bldg. 4.)
c. Present these cards to faculty Sectioners for the different departments as instructed below.
d. Sign Receipt slip; do not write on Fee card.
e. Present Fee card and Receipt slip in Fee area, Men's Gymnasium as instructed below.

3. See SECTIONERS

All courses must be sectioned after they are approved by an adviser.
Sectioning consists of determining whether or not there is room in the courses for you and of turning in a class-card for each
course (and each division of a course) shown on your approved Schedule cards.

To facilitate your sectioning:

a. Secure section assignments first for those courses which require several different class periods such as laboratory courses.

b. Secure section assignments last for lecture courses which do not have extra quiz or recitation periods.

Important Schedule Restriction: Nmecial choice of class hours can be assured students who are doing outside work. To be given
any consideration for particular sections working students must present a letter from their employers stating the specific hours
at which they are employed. All students should recognize that it is necessary for the Universityto schedule classes when faculty
and rooms are available and to deny admission to class sections which are full.

SECTIONING ROOMS: No‘ student will be admitted to the Sectioning Rooms before the hour designated for his division of the alphabet
on Thursday or Friday, but a student delayed in the registration process will be admitted after his hour. (See Alphabetical plan
below.)

Arts and Sciences courses (undergraduate and graduate) . . . . . . . . . . . . . . . . . . . . . . . . . . Library, South Wing
Anthropology, Economics, English, General Education. Humanities, Mathematics, Political Science, Physical Education, Social

Sciences, Sociology, Speech . . . . . . . . . . (Library, First Floor).

Art, Bacteriology, Biology, Botany, Chemistry, Classics, Education, Fine Arts, French, Geography, Geology, German, His-
tory, Home Economics, Journalism, Latin, Library Science, Modern Languages, Mineralogy, Philosophy, Physics, Psy—
chology, Russian, Spanish, Zoology . . . . . . . . . . (Library, Second Floor).

Honors courses ............. . . . . . . .

 

 

...... . Arts Bldg, 106

Business courses (undergraduate and graduate) . . . . . . . . . . . . . . . . . . . . . . . . ...... . . . . Library, First Floor
Engineering courses (undergraduate and graduate) . . . . . . . . . . . . . . . . . . . . . . . ........... Eng. Admin. Bldg.
Law courses (undergraduate and graduate). . . . . . . . . . . . . . . . . ..... . . ............. . . . . . .Law Bldg.
Music courses (undergraduate and graduate). . . . . . . . . . . . . . . . ......................... Music Bldg.
Nursing courses (undergraduate and graduate) . ....... . . . . ....... . . . . . . . . . ....... . . Arts Bldg. , 20E
Pharmacy courses (undergraduate and graduate) . . . . . . . . . . . . . . . . . . . ...... . . ....... . Chem. Annex, 273
Military Science courses. . ........... . . . . . . . . . . . . . ..... . . . . ........ . . . . .Eng. Admin., 119
Naval Science courses. ........... . . . . . . . . . . . . . . . . . ....... . . . . . . . . . . . Eng. Admin., Bs'mt.

ALPHABETICAL REGISTRATION for Thursday and Friday, September 21 and 22

 

 

Thursday, September 21 Friday, September 22
A-Beb 8 to 8:30 Ha-Hil 1 to 1:30 Lo-Mee 8 to 8:30 T—Vi 1 to 1:30
Bec—Brn 8:30 to 9 Him-I 1:30 to 2 Mef—Nek 8:30 to 9 Vj—Wem 1:30 to 2
Bro—Cha 9 to 9:30 J-Ka 2 to 2:30 Nel—Par 9 to 9:30 Wen-Wom 2 to 2:30
Chb—Cop 9:30 to 10 Kb-Kra 2:30 to 3 Pas-Pre 9:30 to 10 Won-Z 2:30 to 3
Coq-Dom 10 to 10:30 Krb-Led 3 to 3:30 Prf—Ros 10 to 10:30
Don-En 10:30 to 11 Lee-Ln 3:30 to 4 Rot-Sch 10:30 to 11
Eo—Gar 11 to 11:30 Sci-Ss 11 to 11:30
Gas—Gz 11:30 to 12 St-Sz 11:30 to 12

4. PAY FEES
. .Registration materials must be CHECKED and FEES PAID in the Men's Gymnasium immediately after the above steps have been
finished. Iffor any reason you cannot pay your fees on registration day, do not leave the registration buildings until you have seen
the Loan Officer in the Fee area. A student is not officially registered or eligible to attend classes until fees are paid unless satis-
factory arrangements have been made for a delayed payment. The late-registration fee will be charged whenever a student fails to
comply with this regulation.
After leaving the Cashier, present all remaining materials at FINAL CHECKING table so they can be stamped. Auditors receive
their identification card at this table also.

CHARGE FOR CHANGES: A charge of $1 will be made for each Add, $1 for each Drop, and $1 for each change in Section proc—
essed after the student has completed his registration.

5. EXTRA CURRICULAR ACTIVITIES, Lower Gymnasium
a. All persons expecting to drive a car while in Boulder must register these cars in this area.
b. Identification pictures are required of all students in the fall quarter. These pictures will be taken in this area.
c. Representatives of a number of student groups will be present to give out information to those interested.

 

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'75

REGISTRA'I'ION CARD
THIS CARD To BE COMPLETED BY ALL STUDENTS

Name- ---- __ . __ _ - _ ----------_________-_____- Dafe __________________
Last Name First Name Middle Name

Local Address: ........ . ............. _ ___________________ _ Phone ________________

Permanenf Address: ............... , _________________ School: ________________

(Arts. Eng.. Efc.)

Do you expect fo drive a car while af'l'ending fhe Universify?
Check [I Yes [I No
CAR LICENSE: Sfafe-_-- .-- - No ______________________ Make. Type and Year of

car: .................................. If you do nof know your license number.
reporf if fo fhe fraffic clerk Mac 4. wesf basemenf) wifhin three days or be subiecf
fo a fine of $2.00. Read e fra Tc informafion enclosed wifh your regisfrafion ma-
ferials. Sfudenfs living in fhe Men's and Women's Residence Halls who wish fo park
fheir cars in fhe dormifory parking areas will be issued dormifory parking permifs upon
applicafion and paymenf of $2.00. ther sfudenfs who qualify for campus parking
permifs may apply in fhe Traffic office. Upon paymen’r of a $2.00 fee or wifhouf
charge if so indicafed in Traffic regulafions) a campus parking permif wil be issued
by fhe fraffic clerk.

 

Automobile Registration Card

74

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'75

SUMMER QUARTER

 

Name .......................................................... .
Last First Middle

Boulder Address ................................. Phone

 

 

 

Class Course... . Hours ............................

 

7:30 ' 8:40 ' 9:50 “:00 I 1:50 2:40 ! 3:50 5 00

 

 

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Student Schedule Card

 

24C|35. 6-50-500.

UNIVERSITY OF COLORADO

AUDITOR’S CA RD
Term, 19 ........

 

For ............ weeks ending

 

 

(Name)
on presentation of this card to the instructor is entitled to admis-
sion as an auditor to classes for the term named above, except
for those classes which are overcrowded. This card permits use
of the library but does not give the privilege of taking part in
recitations or examinations for credit, admission to games. or
health service.

 

Cancelled if Tram/erred

Director of Admissions

Audi tor' a Card

W. L:

76

University of Colorado
TlCKET-OF-CLASS-ADM ISSION

for

Students Who Register Late

To Instructor for .......................................................................... 2

Dept. Course Number Section

The student named ( .................................................................... )
Last First Middle

registered for this class after your Class-Roll sheet was prepared.

Please admit student to class and add name to your Class-Roll.

Signature- - _, ..........................................

Sectioning Official for Department Shown Above

24Cl42. 5~5l-IOM.

 

 

 

Ticket. 01‘ Late Admission

'77

 

'78

PATINTID . IOOII IUIIIISI I'OIISJIC..IIERVVILLI.CALIF.

___- I _ N - _

UNIVERSITY OF COLORADO nzcom can

CHANGE OF SCHEDULE FORM
Change Fee: St For Each ADD, 81 For Each DROP. $1 For Each SECTION Change

LAST Copy MUST be Leglble Print Carefully

 

 

 

 

 

 

Matric. No. Semester or Term Mo. Day Year
Last Name First Middle
College or School Are you enrolled under a Vet's. Bill?
Dept. Course No. Section Instructor Credit Grade
Pass.
DROP or
. Fail.
(Instruc.
ADD Circle)

 

 

 

 

 

 

 

Reason for changt

PROCEDURE: (1) Get Req’d Signatures Indicated Below. (2) Turn In This Slip at
Macky 121, (3) Pay Pee at Macky 102.

Inst. of Crs. Dropped

 

Inst. of Crs. Added (Req'd in Engineering only)

Advisor-
or
Dept. Head in Engineering

Dept-Section» if a Course is Added

Donn

Vet. Officer if Student is a ‘v’-t-.
® 24135-76 - 4-51 - 20M

 

Change of Schedule Form

'79

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‘ THIS Is NOT AN OFFICIAL RECORD FOR THE'TRA
.. ' GRADE REPORT
UNIVERSITY OF COLORADO
Boulder. Colorado
T7“ ADIISSIONS AND ntconos COURSE T'TLE
GRADING SYSTEI
GRADE CREDIT POINTS
PER EACH HOUR
or canon
T" A - Superior 4
,1 B - Good 3
C C - Fair 2
D - Minimum Pauin. I
F - Failed 0
P - Passed —
f\ I - In Progress —-
‘1 IC - Incomplete. Examination
‘ Required for Credit -—
CN - Conditioned. Examination
Required Ior Crodit .—
NC - No Credit Ooairod --
’v.‘ V! - Withdraw Passing. —-
No Credit

 

 

SEMESTER CODE

Fall

‘ Spring

Full Summer

lat Summer
Term Only

- 2nd Summer

Term Only

‘0’”-
o o a 0

on

(E)
J.

Grade Rep orb

 

 

 

mm. 7 to to.
University of Colorado
Report on Group Averages
Academic Year 1949-50

aw
Gaunt Fall mm: Spring Student:

Av. Av. Av. My»:

"“All Students 1.37 1.44 1.47 7712
All Men 1.37 1.41 1.46 5181
All Women 1.38 1.47 1.49 2531
All Arts and Sciences Students 1.29 1.33 1.38 4239

Arts and Sciences Men 1.23 1.27 1.34

Arts and Sciences \\'omcn 1.35 1.40 1.44 1936
Arts and Sciences Unclassified 1.73 1.46 1.82 27
Arts and Sciences Entering Freshmen 1.15 0.95 1.22 1014
Arts and Sciences Entering Transfers 1.21 1.16 1.03 555
Arts and Sciences Freshmen 1.12 1.17 1.20 1102
Arts and Sciences Sophomores 1.26 1.32 1.30 1205
Arts and Sciences juniors 1.30 1.33 1.43 990
Arts and Sciences Seniors 1.50 1.55 1.64 915
All Engineering Students 1.47 .49 1.56 1893
Engineering Men 1.47 .49 1.56 1876
Engineering \\'omen 1.82 .71 1.94 17
Engineering Unclassified Students 1.50 .92 1.21 18
Engineering Entering Freshmen 1 .17 0.18 262
Engineering Entering Transfers 1 .21 1.14 248
Engineering Freshmen 1 .27 1.35 281
Engineering Sophomores 1. .37 1.39 369
Engineering juniors 1 1.44 531
Engineering Seniors 1 1.81 694
All Music Students 1 89 202

Music Men

Music Women

Music Unclassified Students
Music Entering Freshmen

Music Entering Transfer Students
Music Freshmen

Music Sophomores

--- Ivr‘r‘r‘r‘r‘r‘r‘r‘.‘ .--.-—-'—------
889%883-31823 3‘5
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Music jl'niors 1.73 45
Music Seniors 2.20 51
All Pharmacy Students .54 1.42 378
Pharmacy Men .51 1.40 328
Pharmacy Women .73 1.55 50
Pharmacy Unclassified Students ...... 1
Pharmacy Entering Freshmen 0.80 0.19 45
Pharmacy Entering Transfer Students 1.38 1.04 64
Pharmacy Freshmen 1.14 1.09 57
Pharmacy Sophomores 1.23 1.39 1.16 119
Pharmacy juniors 1.37 1.62 1.56 96
Pharmacy Seniors 1.59 1.86 1.66 105
All Nursing Students (Denver 8' Boulder) 1.35 1.67 1.56 361
Nursing Men ...... 1.45 0.93 5
Nursing \Vomen 1.35 1.67 1.57 356
Nursing Unclassified Students 0.99 1.69 1.53 97
Nursing Entering Freshmen 1.24 1.19 ...... 41
Nursing Entering Transfer Students 1.31 1.71 1.44 230
Nursing Freshmen 1.24 1.55 1.39 77
Nursing Sophomores 1.27 1.49 1.35 85
Nursing juniors 1.62 1.80 1.3) 58
Nursing Seniors 1.74 2.11 1.88 44

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