Registrar

Start Date: As soon as possible

Hours and Days of work: Generally Tuesday-Thursday, year-round, 8:00 am to 4:00 pm (can be flexible with start and end times)

FTE: 0.60, eligible for benefits

Scope of Role

The Registrar is responsible for the accurate collection, maintenance, and reporting of student data to support academic operations, regulatory compliance, and Ministry of Education requirements. This role oversees student records, medical and emergency information, course scheduling, assessments, reporting, and graduation-related submissions across all divisions. The Registrar ensures data integrity within the Student Information System and Ministry platforms, serving as a key subject matter expert for enrolment, attendance, funding, and reporting processes. 

Duties and Responsibilities:

Student Information System

• Run reports as requested by counsellors, coordinators and principals (g. attendance, nationality, separated households, visa expiry dates, languages spoken, enrollment numbers by course, etc.)
• Ongoing clean-up of the Core database (removing inactive or duplicate user accounts, and formatting of addresses, salutation, contact info and relationships)
• Understand how attendance codes are created and absent types calculated, how teachers take attendance, and how to run different types of reports depending on the purpose (g. reports cards, student audit, Ministry reporting, emergency evacuation drills)
• Create PEN numbers for Kindergarten students and students new to British Columbia using the Ministry PEN Web

Student Files

• Archive and update Permanent Student Record cards (attendance and grades) for withdrawn students and graduates
• Send student record requests for report cards and PSR cards to other schools for incoming students and copy/release records for withdrawn students
• Set up student files for new students
• Track IEPs, medical alerts, and legal alerts and ensure we have supporting documentation in the file

Medical and Emergency Contact Information

• Understand the back-end setup of emergency contact and medical forms so that the form can be modified
• Track Emergency Contact forms and update information before the start of each new school year
• Track all medical form submissions
• Separately track the details of all medical alerts/allergies and ensure Principals and Sage receive this info
• Create medical emergency binders each year (for Front Office and PHE Dept).
• Enter International policy numbers in the SIS and ensure all students have a Personal Health Number

TRAX Submissions

• November, January, February, April and July submit TRAX report to Ministry.
• Verify that the demographic and academic data is accurate
• Submit and resubmit data until all errors have been corrected
• Determine which students are unable to graduate
• Register students for Literacy and Numeracy Assessments via TRAX
• Understand the TRAX specs and how data can be modified manually when reports are not reflecting the data you need to submit
• Check for Ministry announcements regarding curriculum changes and changes to graduation requirements, to determine the affect on course codes

  1701 Report      

• In October and February, submit 1701 File to Ministry (headcount for funding)
• Verify that the demographic and academic data is accurate. Submit and resubmit data until all errors have been corrected
• Understand which students are eligible for full, partial, or additional funding (French Language Program, IEPs, course load, International status)
• Modify data on the Ministry web or 1701 file manually if needed before the final submission

Eligible Student Audit

• Complete the ES Form by June 1
• Calculate total instructional hours in a school year and the total number of acceptable unexcused absent days for each school division
• Run reports on citizenship, residency status, enrollment data, class lists, and late entry and withdrawn students
• Identify students who have had excessive absences
• Submit data to auditors and work with them during the onsite inspection of student files

Course Schedule Set Up

• Set up blocks, meeting times and rotation patterns to create different schedule sets for PYP, Grade 6 to 8, Grade 9/10 and 11/12
• Create course sections, and assign teachers, blocks and room numbers under the direction of the principals
• Attach courses to their correct grade plans and Ministry codes, as this will determine how they appear on report cards, transcripts, and TRAX
• Understand that students can be enrolled in courses in multiple ways
• Understand the difference between scheduling Academics, Advisory and Activities and how attendance is affected

Report Cards

• Understand the grading setup in the SIS (grade translations, grade categories, grade plans, grade plan groups) and how these are different across the school divisions
• Understand how to modify the ES report card (add/remove courses and assessment skills, change the sort order, list view vs. grid view, attendance counts, style, etc.in ManageBac)
• Test and troubleshoot teacher accounts prior to opening it for marks entry
• Run attendance reports by grade and correct data entry errors for each term
• File ES, MS, and HS report cards
• Manually enter attendance for each student into Managebac, each term, for reporting
• Support Principals with the printing/editing process for each report card
• Work collaboratively with the Tech department to upload digital report cards to The Hub
• Any testing that involves the Ministry of Education (FSA, Graduation Assessments)

Awards and Recognition 

• Prepare all awards and recognition certificates, plaques, keepers for Grade 12 convocation
• Prepare all recognition certificates and Gryphon Pins for grade 6 to 11
• Prepare end-of-year MYP completion certificates, PYP Exhibition and Completion Certificates
   

Other duties as assigned.

This role will generally work Tuesday-Thursday each week, but will need some flexibility to change if time-sensitive needs arise. 

Please visit our website at Meadowridge.bc.ca for more information about our school.

We are committed to fostering an inclusive and diverse workplace that values and celebrates individuals from all backgrounds, including BIPOC (Black, Indigenous, and People of Color), persons with disabilities, and LGBTQ2S+ (persons of all sexual orientations and genders). We encourage candidates from underrepresented communities to apply, as we believe in equal opportunities and diverse perspectives.

We are dedicated to providing accommodations throughout the hiring process and during employment for individuals with disabilities, ensuring an accessible and inclusive environment for all. If you require accommodations during the application process, please email   

Meadowridge School acknowledges it is located on the ancestral, unceded territory of the Katzie, the Kwantlen, and Coast Salish Peoples. We value the opportunity to learn, live, play, and share educational experiences on this traditional land. Meadowridge School is committed to building strong meaningful relationships and positive partnerships with all the traditional keepers and stewards of this land.

We thank all for applying, however, only those selected for an interview will be contacted.  This position will remain open until filled.