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 Faculty of Arts & Sciences academic departments. The ASCs assist with training a new DUS/DGS Assistant on the use of URO academic systems, often advise DUS/DGS Assistants on best practices, and they 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.

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 monthly Registrar & Administrative Development (RAD) workshops and information sessions specifically and exclusively for DUS/DGS Assistants. The ASCs monitor registrar.asc@yale.edu from 8:30 am to 4:30 pm, Monday through Friday.

     ASCs do not fill in or provide coverage when there is a vacant position within a department, but they may provide remote assistance when necessary. If temporary coverage is needed, contact Yale Temporary Staffing.

Training 

     When a new DUS/DGS Assistant begins working in a department, contact the ASC team for an evaluation of the training 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 training sessions. The training intends to familiarize the primary department contact with academic policy, procedure, and systems, allowing them to work independently and extend support to others in their department.

     Training is provided at the discretion of the URO, is based on availability of trainers, the time of year, and the URO assessment of the training needs. Eligibility for training 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 (3) started in the position within 30 days.

Training Topics Covered

  • Yale College and Graduate School of Arts & Sciences Academic Policy and Procedure
  • Supporting the academic activities of the DUS/DGS
  • URO Systems*
    • CourseLeaf
    • Yale Course Search
    • Preference Selection
    • Section Management
    • Keys
    • Degree Audit/Academic Record
    • 25 Live
    • ApplicationXtender
    • FSA
    • FGS

Training Topics Out-of-Scope

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

Contact Information

registrar.asc@yale.edu

Academic Support Coordinators:

  • Anne Letterman
  • Shanah Morehead
  • Nathesia Wethington

Manager:

  • Shonna Marshall

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