Resources

1. Personnel Information:

BCP Site Coordinator:  Registrar

The office of the Registrar consists of five separate functions:

• Admissions
• Examination and Scheduling
• Records & Registrations
• Student Awards
• Systems

In the event of an emergency, depending on the severity of the interruption, the Registrar will consult with the Emergency Manager of the Emergency Operations Group before invoking emergency procedures. It is to be noted, depending on the time of the year,  the maximum number of days that service disruption can be tolerated will vary among the functional units cited above .

The Registrar will contact the Manager, Materials Management for arranging office furniture during the disruption.

There may be separate space allocated for the registrarial functions or there could be shared space. The space allocated should be such that it is accessible by students.

Minimum number of staff required:   20

 

2. Resources Required for Personnel Identified

A. Computing Resources

i) Hardware

• Admissions                                5 Pcs
• Records & Registration              7 Pcs
• Student Awards                        4 Pcs
• Awards and Scheduling             2 pcs
• Systems                                    2 pcs

ii) Software

• SCT banner and Novell access
• Office software ( document preparation, spreadsheet and database)
• Access to databases ( MTCU (OSAP) and OUAC

iii) Networking

• Critical that stations are networked
• Internet access and external modem access

iv) Special software

v)  Vendor Information (contacts etc)

 

3. Information Resources

All relevant "standing data" stored on individual staff's computer should be copied and stored in a secure location. This should be part of the department's data backup strategy that must be in place prior to any disruption. This activity could be a "stand-alone" activity by the department or performed in conjunction with Information Technology Services. The data should  be readily available for restoring to another machine.

Copies of critical hard-copy documents needed for relevant processing work.

Note - the analysis could be done for each of the positions in the respective groups.

 

4. Admissions

Operates constantly throughout the year.

Peak periods:  February to July

Critical period: May- June

Maximum tolerable downtime: 2 weeks ( Feb- April) -- 1 week ( May - June)

Special forms, if any:

Minimum number of staff required:   5

  

4a. Space, Furnishings and Other "Infrastructure" needs

One large capacity high speed laser printer on the network

One photocopier

Six telephones

100 linear feet of shelves, for filing

Two 4'x8' collapsible tables

Office supplies

  

5. Examinations and Scheduling

This function is constantly active.

Peak periods:  Beginning and end of each academic term

            i) Time tabling and miscellaneous room booking

Master time table

Beginning of term room changes.

Minimum number of staff required:  2

 

5a. Space, Furnishings and Other "Infrastructure" needs

Time tabling and miscellaneous room booking

• One desk top laser printer on the network
• One photocopier
• Three telephones                              
• Office supplies

 Examinations

• 800 square feet of office space
• 400 linear feet of heavy-duty metal shelves, for storing examinations (five 20-foot racks with four shelves)
• Four 4x8 folding tables for processing examinations
• One large capacity photocopier
• Miscellaneous office supplies

 

6. Records & Registration

Creates the data base that allows Laurier to claim grant support from the Ministry, bill students for tuition, course enrollment management, collection of grades, student progression and graduation management and generation of transcripts

Critical: linkage between Banner and student database

Impact: University cash flow

Special forms:

Minimum number of staff required:    7

 

6a. Space, Furnishings and Other "Infrastructure" needs

• One heavy duty line printer on the network
• One large capacity high-speed laser printer on the network
• One medium capacity desk-top laser printer on the network, for transcripts
• One large capacity photocopier
• Seven telephones
• 50 linear feet of shelves, for filing
• Two 4' x 8' folding tables
• office supplies

 

7. Student Awards

Make funding from different sources available to students

Critical period: August

Financial planning and emergency loan process

Critical link:  Banner and M.T.C.U database

Minimum number of staff required:     5

 

 7a. Space, Furnishings and Other "Infrastructure"

• One large capacity high-speed laser printer on the network
• One photocopier
• Five telephones
• 60 linear feet of shelves, for filing
• One 4'x8' collapsible tables
• Office supplies

 

8. Systems

Minimum number of staff required:  1

 

9. Emergency Personnel - on call list

Name: Ray Darling

Home Phone:

Cell (if available)

Office ( Rm #) and Phone: 210-202 Regina Street, Ext. 6092

Note: Care should be taken when distributing unlisted phone numbers

 

Tasks and Procedures- Pre-disruption

Unit:  Registrar's Office

BCP Site Coordinator: Registrar

Process Name:

Information Technology Role: Banner access (Student Information System, Classroom & Examination Scheduling)

Inform outside service providers that are deemed critical to the operations of the Office of the Registrar ( Ontario Admission Center) that BCP exists and implications of invoking the plan to their organization. The information that should be given out to the external service providers is the responsibility of the Registrar, although others may be involved who should be trained as well. Telephone numbers and contact information should be placed in a secure location noted .

The academic departments and the finance should be provided with a copy of the BCP. This will help others understand how the relevant services ( fee collection, grades, scholarships etc.) from registrar's office will be provided during a disruption.

The department should keep a list of computer equipment that are in use with the staff member associated with that equipment. Also required  for business resumption purposes is a list containing details of corporate data stored on these machines with access information (username , password etc). Departments should ensure that a proper backup of these data exists -  either stand-alone or in conjunction with Information Technology Services (ITS).

  

Tasks and Procedures - Post-disruption

Unit: Registrar's office

BCP Site Coordinator: Registrar

Information Technology Role: Banner (Student Information System - LORIS), alternate processing site

 

A. General Issues of Responsibility

The Registrar, in consultation with the Emergency Manager of the Emergency Operations Group , is responsible for evaluating the extent and significance of any disruption in the ability of the Office to provide any of its services.  The Registrar, in consultation with the Emergency Manager of the Emergency Operations Group, is also responsible for invoking this plan or any version of this plan amended so as to be appropriate to a particular disruption.

The various managers of the damaged departments will consult with the Registrar in order to amend this plan so that it fits precisely the nature of an extant problem.

If the cause of a disruption is significant enough to require relocation of departments within the Office for more than six weeks, the Registrar will ask the Vice President, Academic to strike a relocation task force to coordinate all aspects of such semi-permanent or permanent relocation.  Chaired by the Registrar, the task force will include delegates of the following: Vice-President, Academic; Vice President, Finance; Assistant V.P. Physical Resources; Director, Information Technology Services; A. V. P. Human Resources, the managers of the relevant departments within the Office, and one representative from each of the Wilfrid Laurier University Student's Union (WLUSU)  and Graduate  Student's Association (GSA).

For an interruption of less than six weeks, the Registrar, in consultation with the Vice President, Academic, will respond to the seriousness of the interruption, either by requesting a coordinating committee such as the one described above to execute the tasks set out below, or by undertaking to carry out the procedures set out below using only direct contact with those mentioned.

 

B. Procedures

 

B.1 Department of Admissions

Physical Plant and Planning (PP&P) in consultation with the Registrar will identify and prepare a location in which at least five members of the Department of Admissions will work.

Information Technology Services will re-establish access to Banner (and related network drives) at the temporary location established for the Department of Admissions. 

 E-mail access and telephone service will be established by I.T.S. 

 I.T.S. will set up all personal computers, printers and other network items .

Materials Management will look after the supply of necessary office furniture and other equipment as needed and will work with  PP&P for deploying them in the temporary location.

Depending on the supply situation, the Registrar may purchase the necessary items directly.

Immediately following a significant  interruption, the Registrar will ask the Enrollment Committee to meet and adjust the number of offers sent to applicants with complete files, in order to offset expected declines in enrollment due to late offers to applicants with incomplete files.

The Associate Registrar: Admissions will see that all necessary office supplies that cannot be recovered are purchased and delivered to the new location. 

The Associate Registrar: Admissions, in consultation with the Registrar, will plan and execute a communication plan to inform and manage expectations of both applicants and members of the Laurier community. 

The Associate Registrar: Admissions, in consultation with Human Resources, will schedule work in shifts so as to maximize the use of the work space available.

 

 

 

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B.2 Department of Examinations and Scheduling

      B.2.1 Time tabling and miscellaneous room booking

If an alternative work space is required and available, Physical Plant and Planning, in consultation with the Registrar, will prepare the location so that at least two members of the department can work.

In the event that university allocates space during emergency that are either classrooms and/or computer labs, there may be disruption to the class scheduling. This must be kept in mind as part of emergency procedures.

Information Technology Services will re-establish access to Banner (and related network drives) at the temporary location established for the department. 

I.T.S. will also set up all personal computers, printers and other network items, as required.

Materials Management will look after the supply of necessary office furniture and other equipment as needed and will work with  PP&P for deploying them in the temporary location.

Depending on the supply situation, the Registrar may purchase the necessary items directly.

The Associate Registrar, in consultation with the Registrar, and will rank order the services most needed by the community. 

The Associate Registrar, in consultation with Human resources, will schedule shifts of staff to complete the services of highest priority. 

The Associate Registrar, will see that all necessary office supplies that cannot be recovered are purchased and delivered to the new location. 

The Associate Registrar, in consultation with the Registrar, will plan and execute a communication plan to inform and manage expectations of members of the Laurier community.

      B.2.2 Examinations

Depending on the time of the disruption - 12 days before the first day of the examination period, the Registrar will request an emergency meeting with the Vice President, Academic and the undergraduate deans, to generate an immediate decision on the manner in which final examinations will be postponed.  This ad hoc committee will consider, among other things, the use of alternatives to final examinations, whether examinations should be rescheduled in the following term.

Physical Plant and Planning in consultation with the Registrar will identify and prepare a location of at least 700 square feet of working and storage space.  The location must be secure enough to store examinations.

Information Technology Services will re-establish access to Banner (and related network drives) at the temporary location established for the Department. 

E-mail access and telephone service will also be established by I.T.S. 

I.T.S. will set up all personal computers, printers and other network items.

Materials Management will look after the supply of necessary office furniture and other equipment as needed and will work with  PP&P for deploying them in the temporary location.

Depending on the supply situation, the Registrar may purchase the necessary items directly.

The Associate Registrar, will immediately contact instructors to request replacement examinations.

Printing Services will be asked to  produce copies as required on an emergency basis.

 

 

 

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B.3   Department of Records and Registration

Physical Plant and Planning in consultation with the Registrar will identify and prepare a location in which at least seven members of the Department of Records will work. 

Space will be located and configured so that students are able to access, in person, at least two of the members of the department.

Information Technology Services will re-establish access to Banner (and related network drives) at the temporary location established for the Department. 

E-mail access and telephone service will also be established by I.T.S. 

I.T.S. will set up all personal computers, printers and other network items.

Materials Management will look after the supply of necessary office furniture and other equipment as needed and will work with  PP&P for deploying them in the temporary location.

Depending on the supply situation, the Registrar may purchase the necessary items directly.

The Associate Registrar: Records, will see that all necessary office supplies that cannot be recovered are purchased and delivered to the new location.

The Associate Registrar: Records, in consultation with the Registrar, will plan and execute a communication plan to inform and manage expectations of members of the Laurier community. 

The Associate Registrar: Records, in consultation with Human Resources, will schedule work in shifts so as to maximize the use of the work space available.

 

B.4  Department of Student Awards

If an interruption appears to be going to last more than one week, the Registrar will ask the V. P. Academic to strike a steering committee for an ad hoc emergency loan program.

The committee will comprise members such as the V.P. Academic, V.P. Finance, Registrar, Dean of Students, Director of Student Awards, and a representative from each of the WLUSU. and the GSA.. 

Depending on the time of year and extent of the expected interruption, the committee will decide on the size, length, eligibility requirements, application procedure, and repayment protocol of the plan. 

With the approval of the committee, the Director will make such short-term staffing additions as are necessary to operate such a program.

Physical Plant and Planning in consultation with the Registrar will identify and prepare a location in which at least four members of the Department of Student Awards will work. 

Information Technology Services will re-establish access to the Ministry's O.S.A.P. server, Banner, related network drives and e-mail at the temporary location established for the Department of Student Awards

Materials Management will look after the supply of necessary office furniture and other equipment as needed and will work with  PP&P for deploying them in the temporary location.

Depending on the supply situation, the Registrar may purchase the necessary items directly.

The release of O.S.A.P. loan documents is also dependent on our having certain supporting documents submitted by students.  These files, if rendered incomplete, would have to be reconstructed or replaced by contacting the applicants.  If the files are unrecoverable, the Director, in consultation with the Registrar, will develop a communication plan to alert applicants that they must resubmit applications and supporting documents.

The Associate Registrar: Student Awards, will see that all necessary office supplies that cannot be recovered are purchased and delivered to the new location. 

The Associate Registrar: Student Awards, in consultation with the Registrar, will plan and execute a communication plan to inform and manage expectations of both applicants and members of the Laurier community. 

The Associate Registrar: Student Awards, in consultation with Human Resources, will schedule work in shifts so as to maximize the use of the work space available.