Academic Department Support

A team of Academic Support Coordinators (ASCs) from the University Registrar’s Office (URO) provide assistance throughout the year to Directors of Undergraduate Study (DUS), Directors of Graduate Study (DGS), and DUS/DGS Administrative Assistants within academic departments. The ASCs help to onboard new DUS/DGS Assistants on the use of URO academic systems, advise DUS/DGS Assistants on best practices, and support projects and operations within the URO. Academic departments are responsible for training their administrative assistants on the full scope of their work. The ASCs and University Registrar’s Office do not train on “how to be a registrar” nor do they provide training or support for Operation Managers within academic departments.

When there is an administrative staff change please submit the Change of Administrative Staff Notification form. The form will go to the University Registrar’s Office.

Ongoing Support

The ASCs are the main point of contact between DUS/DGS Assistants and the URO. The ASCs distribute a monthly email guide notifying departments of upcoming academic deadlines and providing instructions and resources. The ASCs also host Registrar & Administrative Development (RAD) workshops and training sessions specifically and exclusively for DUS/DGS Assistants.

ASCs do not fill in or provide coverage when there is a vacant position or absence within a department. If temporary coverage is needed, contact Yale Temporary Staffing.


When a new DUS/DGS Assistant begins working in a department, contact the ASC team for an evaluation of the onboarding need. Allowing approximately two weeks for the new DUS/DGS Assistant to get settled and have opportunity for internal department training, the ASCs will reach out to the new DUS/DGS Assistant to set up working sessions. The onboarding process intends to familiarize the primary department contact with academic policies, procedures, and systems, allowing them to work independently and extend support to others in their department.

Onboarding is provided at the discretion of the URO, is based on availability of staff, the time of year, and the URO assessment of the onboarding needs. Eligibility for onboarding includes: (1) one person per department, per academic year; (2) C&T grade D or E, and job title of Departmental Registrar or Administrative Assistant to the DUS or DGS; and (3) started in the position within 30 days.

Topics Covered

  • Yale College and Graduate School of Arts & Sciences Academic Policies and Procedures
  • URO Systems*
    • CourseLeaf
    • Yale Course Search
    • Degree Audit
    • 25 Live
    • ApplicationXtender
    • Faculty Student Advising (FSA)
    • Faculty Grade Submission (FGS)
    • Dissertation Progress Reporting and Submission (DPRS)
    • Student Profile

Topics Out-of-Scope

  • Non-URO systems. Examples:
    • Teaching Fellow System
    • Slate
    • Canvas
    • JasperSoft
  • Department Chair Items
  • Conferences and Events
  • Admissions and Recruitment
  • GSPS/Financials/WorkDay
  • Department-Specific Systems
  • Department-Specific Policies
  • Department-Specific Deadlines
  • Talks/Rotations/Exam Proctoring
  • Website Maintenance and Other Publications

Contact Information

*ASCs support standard use of URO Systems. If a department uses a URO system in a different or more specific capacity, the ASCs cannot support on that aspect. The department would be responsible for providing this type of specific instruction.