Student Records Specialist

The Student Records Specialist is responsible for maintaining the accuracy and integrity of student 
academic records across programs and partners. This role oversees enrollment verification, registration, 
student status changes, finance hold coordination, transcript evaluation for transfer and graduate 
students, and related academic operations processes to ensure compliance, consistency, and accurate 
institutional reporting. Training on transcript evaluation procedures will be provided; no prior evaluation 
experience is required.

Enrollment Verification (EV)
• Execute recurring enrollment verification cycles
• Confirm academic engagement using LMS and institutional systems
• Ensure alignment between student activity and official enrollment records
• Maintain compliance with financial aid and institutional requirements

Registration & Student Status Management
• Register students upon academic and financial clearance
• Maintain accurate enrollment records in Colleague
• Execute D&C (Defer/Cancel) processes in accordance with institutional policy and timing 
requirements
• Ensure accurate student status updates across systems

Finance Hold Coordination
• Review students with financial holds impacting registration
• Coordinate with Student Financial Services regarding registration readiness
• Monitor and maintain hold-related tracking processes

Graduation & Academic Progress Tracking
• Track students nearing program completion
• Maintain internal graduation readiness tracking
• Coordinate with institutional registrar for final processing as needed
• Monitor academic progress and related status indicators

Grade & Academic Records Verification
• Support grade verification and tracking processes
• Monitor grading timelines and identify missing or overdue grades
• Maintain accuracy and integrity of academic records

Transcript Evaluation (Transfer & Graduate Students)
• Evaluate incoming transfer transcripts to determine applicable credit and course equivalencies
• Evaluate graduate-level transcripts for admission and program-fit requirements
• Apply institutional articulation guidelines and program-specific transfer credit policies
• Document evaluation decisions accurately in Colleague and related systems
• Coordinate with academic departments on non-standard or ambiguous credit evaluations
• Training on transcript evaluation procedures, tools, and institutional policy will be provided; no 
prior evaluation experience is required

Student Records & Systems Management
• Maintain accurate student data in Colleague and related systems
• Identify and resolve inconsistencies in academic records
• Support institutional reporting and audit readiness
• Maintain structured operational tracking systems

Key Characteristics for Success
• High attention to detail and accuracy
• Strong organizational and process management skills
• Ability to manage recurring, deadline-driven workflows
• Comfort working independently in structured operational environments
• Experience with student information systems (Colleague preferred)
• Willingness to learn transcript and credit evaluation standards (training provided)

Role Boundaries
This role is not responsible for:
• Admissions communication or applicant follow-up
• High-volume student inbox management
• General intake or frontline issue resolution

This role focuses on records integrity, compliance, transcript/credit evaluation, and structured academic 
operations