Records Analyst
About the role
OCAD University acknowledges the ancestral territories of the Mississaugas of the Credit, the Haudenosaunee, the Anishinaabeg and the Huron-Wendat, who are the original owners and custodians of the land on which we live, work and create
Please note that internal job postings are open only to current permanent OPSEU Local 576 Unit 1 employees and temporary OPSEU Local 576 Unit 1 employees with one year of continuous service.
Reporting to the Associate Registrar, Curriculum, Scheduling & Registration, the Records Analyst is responsible for assessing, processing, recording changes to, and reporting on student’s programs, registrations, records and status. These changes may be initiated at a student’s request, as the result of a curriculum or policy change or as the result of adjudication. The Records Analyst produces official documents that are not supplied through existing automation and draft and issue communications through the student information system (communications management) or mail merge. Focusing on continuous process improvement and data integrity, this position actively audits end products from automated and manual processes and forms and proposes options for enhancements to systems or process. The Records Analyst generates operational reports as required to assist in decision making, statistical analysis and audit of registration and records. The Records Analyst must maintain a thorough understanding of the student information system and student and academic policy.
Summary of Responsibilities:
Registration:
- Support registration activities through second level support and analysis of issues affecting students’ ability to register and suggest and communicate appropriate mitigating actions to students
- Prepare reports for decision making, audit and to support student data operational requirements throughout the university
Formal Assessment/Adjudication:
- Process and report on grade changes
- Assist with the student adjudication process at the end of each academic year
Student Records:
- Update student degree audits and records as required as the result of annual curricular changes or policy changes, report on students affected by these changes, develop strategies and track for update of records
- Issue official correspondence and documents to students as required
- Ensure international student status is current in student systems, reporting on and auditing study permits to determine eligibility for exemption from international fees, eligibility for off-campus work permits and post-graduation work permits
- Determine eligibility for student reinstatement or program transfer; prepare documentation for Faculty Offices, update records and communicate decisions to applicants; assess program requirements for reinstated students, adjusting individual degree audits as necessary
- Verify eligibility, process applications, and register students for approved special studies (Independent study, Field placement, Mobility); suggest process improvements
- Admit alumni to degree completion and post-graduate certificate programs, assess requirements and update records as necessary
- Determine eligibility of applicants for Special Student status and admit eligible applicants
- Verify eligibility for letters of permission, course challenge and course audit, facilitate the approval process and record results
- Enter transfer credits approved through admission, letters of permission, and mobility studies, adjusting individual program requirements appropriately
- Confirm eligibility and process student declarations of minor programs, and communicate remaining requirements to students
- Assess and apply course substitutions and equivalencies at the individual student level and identify student groups that may require similar adjustments and initiate appropriate data clean up activity
- Assess remaining program requirements in complex situations and inform students of these on request
Graduation:
- Collect intent to graduate requests; determine student eligibility to graduate; communicate and report on results
- Issue diplomas and replacement diplomas; document requirements and initiate processes for delivery or pick-up where necessary
Academic Exceptions:
- Process results of petitions and grade appeals, update student records as required, determine impact on student standing and adjust all relevant records
- Record academic misconduct decisions in student records as appropriate and follow up with appropriate parties as necessary
Office Operations:
- Assist in system testing specific to student records, registration and academic reporting changes in system behaviour and potential consequences
- Coordinate and provide training on student records processes ensuring documentation is kept up to date
- Maintain thorough knowledge and understanding of relevant university regulations, policies, and procedures as well as confidentiality requirement, and provide clear and concise explanations of policy application to Chairs, Associate Deans, faculty offices and other student service areas (i.e. Student Advising, International, Student Wellness Centre)
- Assist the University Registrar & Director, Enrolment Services and the Associate Registrar, Curriculum, Scheduling & Registration in other related tasks that contribute to the successful operation of the Office of the Registrar
Qualifications:
- Post-secondary degree or equivalent
- Minimum of four (4) years of related work experience, including experience with an on-line student information system and familiarity with regulations, policies and procedures relating to registrarial services at the post-secondary level
- Strong computer skills and working knowledge of all Microsoft Office applications
- Strong oral and written communication skills with proven ability to communicate complex or detailed information in an audience appropriate manner
- Strong interpersonal skills, and the ability to exercise tact, good judgement and diplomacy
- Strong analytical skills, ability to learn quickly and take initiative
- Strong organizational skills, demonstrated attention to detail, and the ability to meet deadlines and work effectively under pressure and changing priorities
- Demonstrated ability to work independently and participate collaboratively in a team environment
- Demonstrated commitment to the principles of equity and diversity, and experience promoting a respectful work and learning environment for students, staff and faculty
**Compensation:**OPSEU Unit I, Appendix A, Grade A4; $57,486.45 to $75,566.13 per annum
**Hours of Work:**Monday to Friday, for a total of 35 hours per week.
**Mode of Work:**Hybrid Model. Minimum of 3 days per week on campus.
This posting is for an existing vacancy.
Interestedinternal permanent OPSEU Local 576 Unit 1 or temporary OPSEU Local 576 Unit 1 employees with one year of continuous service applicantsare invited to submit an updated *resume and cover letter (PDF) , no later thanFriday March 13, 2026.
-Please upload your resume and cover letteras one PDF**. Please name your upload: FirstName_LastName-Job Code
As an employer committed to employment equity, we encourage applications from members of equity-deserving communities including women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities/expressions.
OCAD University is committed to providing an inclusive and barrier free experience to applicants with accessibility needs. Requests for accommodation can be made at any stage during the recruitment process. Please contact People & Culture for more information or refer to OCAD U’s Policy of Accommodation in Employment for Persons with Disabilities.
All qualified persons are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.
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Records Analyst
About the role
OCAD University acknowledges the ancestral territories of the Mississaugas of the Credit, the Haudenosaunee, the Anishinaabeg and the Huron-Wendat, who are the original owners and custodians of the land on which we live, work and create
Please note that internal job postings are open only to current permanent OPSEU Local 576 Unit 1 employees and temporary OPSEU Local 576 Unit 1 employees with one year of continuous service.
Reporting to the Associate Registrar, Curriculum, Scheduling & Registration, the Records Analyst is responsible for assessing, processing, recording changes to, and reporting on student’s programs, registrations, records and status. These changes may be initiated at a student’s request, as the result of a curriculum or policy change or as the result of adjudication. The Records Analyst produces official documents that are not supplied through existing automation and draft and issue communications through the student information system (communications management) or mail merge. Focusing on continuous process improvement and data integrity, this position actively audits end products from automated and manual processes and forms and proposes options for enhancements to systems or process. The Records Analyst generates operational reports as required to assist in decision making, statistical analysis and audit of registration and records. The Records Analyst must maintain a thorough understanding of the student information system and student and academic policy.
Summary of Responsibilities:
Registration:
- Support registration activities through second level support and analysis of issues affecting students’ ability to register and suggest and communicate appropriate mitigating actions to students
- Prepare reports for decision making, audit and to support student data operational requirements throughout the university
Formal Assessment/Adjudication:
- Process and report on grade changes
- Assist with the student adjudication process at the end of each academic year
Student Records:
- Update student degree audits and records as required as the result of annual curricular changes or policy changes, report on students affected by these changes, develop strategies and track for update of records
- Issue official correspondence and documents to students as required
- Ensure international student status is current in student systems, reporting on and auditing study permits to determine eligibility for exemption from international fees, eligibility for off-campus work permits and post-graduation work permits
- Determine eligibility for student reinstatement or program transfer; prepare documentation for Faculty Offices, update records and communicate decisions to applicants; assess program requirements for reinstated students, adjusting individual degree audits as necessary
- Verify eligibility, process applications, and register students for approved special studies (Independent study, Field placement, Mobility); suggest process improvements
- Admit alumni to degree completion and post-graduate certificate programs, assess requirements and update records as necessary
- Determine eligibility of applicants for Special Student status and admit eligible applicants
- Verify eligibility for letters of permission, course challenge and course audit, facilitate the approval process and record results
- Enter transfer credits approved through admission, letters of permission, and mobility studies, adjusting individual program requirements appropriately
- Confirm eligibility and process student declarations of minor programs, and communicate remaining requirements to students
- Assess and apply course substitutions and equivalencies at the individual student level and identify student groups that may require similar adjustments and initiate appropriate data clean up activity
- Assess remaining program requirements in complex situations and inform students of these on request
Graduation:
- Collect intent to graduate requests; determine student eligibility to graduate; communicate and report on results
- Issue diplomas and replacement diplomas; document requirements and initiate processes for delivery or pick-up where necessary
Academic Exceptions:
- Process results of petitions and grade appeals, update student records as required, determine impact on student standing and adjust all relevant records
- Record academic misconduct decisions in student records as appropriate and follow up with appropriate parties as necessary
Office Operations:
- Assist in system testing specific to student records, registration and academic reporting changes in system behaviour and potential consequences
- Coordinate and provide training on student records processes ensuring documentation is kept up to date
- Maintain thorough knowledge and understanding of relevant university regulations, policies, and procedures as well as confidentiality requirement, and provide clear and concise explanations of policy application to Chairs, Associate Deans, faculty offices and other student service areas (i.e. Student Advising, International, Student Wellness Centre)
- Assist the University Registrar & Director, Enrolment Services and the Associate Registrar, Curriculum, Scheduling & Registration in other related tasks that contribute to the successful operation of the Office of the Registrar
Qualifications:
- Post-secondary degree or equivalent
- Minimum of four (4) years of related work experience, including experience with an on-line student information system and familiarity with regulations, policies and procedures relating to registrarial services at the post-secondary level
- Strong computer skills and working knowledge of all Microsoft Office applications
- Strong oral and written communication skills with proven ability to communicate complex or detailed information in an audience appropriate manner
- Strong interpersonal skills, and the ability to exercise tact, good judgement and diplomacy
- Strong analytical skills, ability to learn quickly and take initiative
- Strong organizational skills, demonstrated attention to detail, and the ability to meet deadlines and work effectively under pressure and changing priorities
- Demonstrated ability to work independently and participate collaboratively in a team environment
- Demonstrated commitment to the principles of equity and diversity, and experience promoting a respectful work and learning environment for students, staff and faculty
**Compensation:**OPSEU Unit I, Appendix A, Grade A4; $57,486.45 to $75,566.13 per annum
**Hours of Work:**Monday to Friday, for a total of 35 hours per week.
**Mode of Work:**Hybrid Model. Minimum of 3 days per week on campus.
This posting is for an existing vacancy.
Interestedinternal permanent OPSEU Local 576 Unit 1 or temporary OPSEU Local 576 Unit 1 employees with one year of continuous service applicantsare invited to submit an updated *resume and cover letter (PDF) , no later thanFriday March 13, 2026.
-Please upload your resume and cover letteras one PDF**. Please name your upload: FirstName_LastName-Job Code
As an employer committed to employment equity, we encourage applications from members of equity-deserving communities including women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities/expressions.
OCAD University is committed to providing an inclusive and barrier free experience to applicants with accessibility needs. Requests for accommodation can be made at any stage during the recruitment process. Please contact People & Culture for more information or refer to OCAD U’s Policy of Accommodation in Employment for Persons with Disabilities.
All qualified persons are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.