Fiscal Year 2015 → Question 5
BUDGET PAGE REFERENCE: Chapter 1-18
I. The request for an additional registrar at Montgomery Blair High School is based on the amount of work assigned to the registrar, including college transcript submissions. The request for an additional registrar at Montgomery Blair High School was addressed last year at this time in a response to the Board of Education and in a letter to the Parent Teacher Student Association (PTSA) representatives. These responses are attached for reference. Key points described in these responses on why Montgomery County Public Schools (MCPS) has not allocated an additional position are outlined below. The information below has been updated and additional information is provided.
The following table outlines support staff positions allocated to high schools. It does not include building services, food services, or technology positions. It also does not include special program positions for ESOL, special education, and ROTC. As noted, these positions are allocated to schools to support their programs. It is expected that schools distribute the workload according to the position job descriptions and the needs of the school.
English Assistant Composition
Total Instructional – level
(does not include security)
Thomas S. Wootton
James Hubert Blake
Col. Zadok Magruder
John F. Kennedy
As noted, workload for college applications and document handling is distributed to registrars, secretaries, and the career-college coordinator. In addition, schools are allocated temporary part time funds to use during busy times. Many schools use these funds to support their guidance office during registration and college application season. The funds are allocated as follows:
In summary, the college application submission work as well as other paperwork can be split between staff. In some schools, secretarial support is provided to the registrars during busy times of the year. In the case of Montgomery Blair High School, in addition to the registrar and the CIC, the school has nine secretaries plus a fiscal specialist. The secretaries are allocated to provide support for the main office and the counseling office. As with other schools, it is expected that the workload will be divided among the staff as needed. Secretaries, counseling staff, and registrars all have a role in the work of enrollment and record keeping. Also, during different times throughout the year, the work assignment may change based on workload. Temporary part-time funds also are allocated to the school to hire additional support during busy times. Many schools use these funds to support the counseling office.
For FY 2014, January 1 data reveals that three schools have submitted more applications. As with last year, two of the schools have submitted significantly more applications.
While some work has been streamlined due to technology, there is work to be done. Registrars perform many record keeping tasks. These tasks are completed with the use of technology but they are still time consuming. While duties and responsibilities vary from school to school, the register performs the following.
II. The question as to whether additional resources should be added due to mobility rate, the school being part of the consortium and having many feeder schools, and having families involved in the college application process for the first time is address below.
Based on this process there is no evidence that being part of a consortium school is more work for registrars.
Because DCCAPS completes the electronic part of the registration process, the work for the consortium registrar is less intensive than for non-consortium registrars.
MCPS staff continues to work with all schools to ensure that each has the resources and knowledge to ensure all students achieve at the highest levels and are prepared to compete globally. The college application process is an important one for our students. Staff are committed to ensuring that every student is well served during this process. Schools have numerous resources to perform the required duties and responsibilities. Staff will continue to work with Blair High School to review their available resources and to identify how work can be distributed to ensure that our goals are met. This includes continuing the work of having DCCAPS perform enrollment tasks for all students as well as looking at how current resource could be used to support the process. If it is determined that the workload at Blair High School or other high schools exceed the resources made available, other resources will be provided to support the process and ensure all student needs are met.
Budget Page Reference: 1-19
Registrar positions are allocated one per school. The work related to college transcript submission is not the sole responsibility of the registrar. Schools are allocated several positions that can support and complete this work including the career information coordinator (CIC), the registrar, the guidance secretary, and other secretarial positions. The career information coordinator job description clearly outlines that the role of the CIC is to “Assist students in all aspects of the college planning process including the application process.” In addition, each high school is allocated funds to hire temporary part-time support to assist with tasks during the busier times of the year.
Twelve schools with the largest enrollments and largest number of college applications submitted were contacted for how they manage the workload pertaining to the college application process. It was revealed that schools use the array of resources provided to divide the workload based on the needs of the school. Some schools assign the work of college transcript submission to the CIC with no assistance from the registrar. In other schools, the work is assigned to a secretary, while other schools divided the task between the positions. It is important to note that although Blair High School has the highest enrollment, it does not have the largest number of applications submitted. In fact, as of January 1, 2013, based on the data from the Naviance system, five schools have more college application submissions completed. Of the five schools, two have significantly more applications submitted. The data is provided below.
This data does not include some of the applications sent by hand. A limited number of colleges and universities do not take electronic applications, therefore paper applications are sent by hand. Consequently, the number of applications should increase by a small percentage to account for paper submissions.
Similarly, for enrollment and record keeping tasks, schools assign workloads based on the time of the year. In the case of Blair High School, in addition to the registrar and the CIC, the school has nine secretaries. The secretaries are allocated to provide support for the main office and the guidance office. As with other schools, it is expected that the workload will be divided among the staff as needed. Secretaries, CICs, and registrars all have a roll in the work of enrollment, record keeping, and college application submissions. Also, during different times throughout the year, the work assignment may change based on workload.