The Important Role of Registrars
and Institutional Researchers
Interstate Passport® is a program that facilitates block transfer of lower-division general education attainment based on learning outcomes between higher education member institutions with the goals of eliminating the unnecessary repetition of student learning already achieved and improving graduation rates among member institutions.
The program reviews and provides analysis of transfer students’ performance data for quality assurance.
Interstate Passport began as a grassroots effort with academic leaders in the WICHE states who wished to develop policies and practices supporting friction-free transfer for students between institutions in the region. Students who earn a Passport and then transfer to another Network member institution will not have to repeat or perform additional academic work to meet lower-division general education requirements. The registrars play a vital role in this process as they are responsible for awarding the Passport and tracking the progress of Passport earners.
An essential component of Interstate Passport is the data collection and tracking process designed to provide information on the academic performance of Passport earners for use in continuous improvement efforts by Interstate Passport Network member institutions and for evaluation of the overall effectiveness of the Passport program. Registrars and institutional researchers in the WICHE region have been key players in designing and implementing this process, as well as the process to utilize the National Student Clearinghouse (NSC) as the central data repository for the program.
Network member institutions’ registrars and institutional researchers identify students who earn the Passport and notify them of the award; track Passport earners who transfer to their institution ; submit data to the NSC at the end of each term; and review annual reports from NSC about the performance of Passport earners after transfer.
NOTE: Receiving institutions may require students transferring in with a Passport to complete additional lower-division general education courses in cases where those courses are prerequisites for entry into or continuation in a particular program of study, are specific graduation requirements, or required by statute.
Handbook for Registrars and Institutional Researchers
This handbook is a valuable tool for registrars and IR staff at Interstate Passport Network member institutions as well as prospective members. It provides background information on the program as well as detailed descriptions of the specific tasks and responsibilities of registrars and institutional researchers, guiding principles, and the data elements for collection. The Handbook will be updated as necessary as the program expands and as processes continue to develop.
Interstate Passport Data Management Plan
The Interstate Passport Data Management Plan is integral to the success and scalability of the Interstate Passport Network. The plan provides details on data management, descriptions, sharing, privacy, security and rights and is considered a working document that may change over time.
The design of Interstate Passport includes three important standard services involving student data: the ability of (1) receiving institutions to verify that a transfer student has earned a Passport at his/her sending institution and when; (2) sending institutions to learn about the academic success of their former students to use in continuous improvement efforts; and (3) the Passport Review Board to make informed decisions about Passport operations and policies based on aggregated information. The full plan provides detailed information on the data collection and submission processes.
Using Banner to Collect and Submit Passport Student Data
Utah State University has completed preparation work to implement the Interstate Passport. This webinar describes the scripts and processes used by USU to complete tasks in the Ellucian Banner student information system. These solutions include (1) identifying students that meet the requirements to earn a Passport; (2) creating the process to submit the list of Passport students to NSC; (3) creating the process to identify new transfer students and send that list to NSC to confirm students that have the Passport; (4) processes to enter the Passport into Banner to appear on the transcript so that degree audits systems can show lower-division general education requirements as complete.
Using Colleague to Transcript and Report Interstate Passport: Two Institutional Perspectives
The South Dakota Board of Regents (SDBOR) and Laramie County Community College (LCCC) have completed the implementation of Interstate Passport. This webinar will describe the scripts and processes used by SDBOR and LCCC to complete these tasks in the Colleague student information system. These solutions include (1) identifying students that meet the requirements to earn a Passport; (2) the processes to enter the Passport into Colleague to appear on the transcript, (3) and the process to submit the list of Passport students to the National Student Clearinghouse.
Using PeopleSoft to Collect and Submit Passport Student Data
The University of Utah and Lake Region State College (ND) have completed preparation to implement the Interstate Passport program. This webinar will describe the scripts and processes used by UU and LRSC to complete tasks in the PeopleSoft student information system. These solutions include (1) identifying students that meet the requirements to earn a Passport; (2) creating the process to submit the list of Passport students to NSC; (3) creating the process to identify new transfer students and send that list to NSC to confirm students that have the Passport; (4) processes to enter the Passport into PeopleSoft to appear on the transcript so that degree audits systems can show lower-division general education requirements as complete.
Members of the Advisory Committee for Registrars/Institutional Researchers address problems, questions and concerns for registrars and IR staff at all Interstate Passport Network institutions.
Members of the committee include one registrar and one institutional researcher from each state with a Network member institution. They serve as the key contacts for program staff in their states to inform and assist other registrars and IR staff on tasks related to Interstate Passport. As a committee, they discuss processes and issues and offer advice and recommendations; review the Registrar FAQs and Handbook for revisions and additions; suggest the creation of other documents or publications that will assist registrars/IR staff in carrying out their responsibilities for Interstate Passport; and serve as experts on the Interstate Passport program to their counterparts in the state.
Registrar Expert, WICHE/USHE
Roland Squire has been a part of the Interstate Passport program’s development since its beginning. He recently retired as the University Registrar for Utah State University. Prior to working for USU he had a career in information systems, first as a systems developer with Salt Lake City and then as the Management Information Services Director for the Utah Department of Public Safety. He earned his bachelor’s degree in computer science from Utah State University. Prior to attending USU, Squire served four years in the Air Force assigned to the White House Communications Agency.
Registrar, Leeward Community College
Associate Director, VCAA/Assessment and Institutional Research, University of Hawaii West Oahu
Registrar, Lake Region State College
Assistant Registrar, University of North Dakota
Registrar, Western Oregon University
Amy Clark is the University Registrar at Western Oregon University. Clark is responsible for oversight of all academic records. In that role, she provides leadership and policy direction related to academic records systems, services, and data and is the data custodian responsible for FERPA compliance for the university. She aids the university in strategic planning and implementation of initiatives. Prior to joining WOU, Clark was at Chemeketa Community College for two years and Oregon State University for 12 years. She holds a B.A. in History from Oregon State University.
Director of Institutional Effectiveness, Blue Mountain Community College
Registrar, Dakota State University
Kathy Callies currently serves as the registrar for Dakota State University in South Dakota. She has been on staff at DSU since 1978 and has served in various other positions at the university including admissions, financial aid and human resources. During a break from her career at DSU, Callies worked for 15 years with rural communities in 32 states and 14 countries to share experiences on the topics of economic development, talent identification and development and in resource development. Callies earned her B. S. degree in Business Administration at Dakota State University and pursued graduate studies through the University of South Dakota.
Director of Institutional Assessment, South Dakota State University
Jana M. Hanson joined South Dakota State University in August 2015 as the Director of Institutional Assessment. Prior to this appointment, she was a research analyst in the Department of Institutional Effectiveness at Kirkwood Community College in Cedar Rapids, IA. She received her Ph.D. in Higher Education and Student Affairs from The University of Iowa in 2013. As the director, Hanson is responsible for leading, maintaining, and improving institution-wide assessment programs that focus on student learning outcomes and institutional improvement; interpreting assessment results and training others in assessment, including mentoring for the formation of measurable learning outcomes.
Associate Registrar, Salt Lake Community College
Ologa Iopu has worked at Salt Lake Community College's Office of the Registrar and Academic Records Office since March of 2013 as the assistant registrar managing the day-to-day operations of the office. She recently assumed the associate registrar position in 2016 where she manages technical projects for the office. Iopu comes to Salt Lake Community College from Otis College of Art and Design, where she served as a registration specialist. Prior to that, she worked as a student success coach/registrar assistant at DeVry University and as the records coordinator at ITT Technical Institute. She received her bachelor's degree in Business Administration from DeVry University.
Director, Analysis, Assessment and Accreditation, Utah State University
Michael Torrens is director of Analysis, Assessment and Accreditation (AAA) at Utah State University, a premier student-centered, land-grant and space-grant university. He leads institutional research, assessment, and accreditation efforts. The AAA office is a resource for data-driven decisions, serving USU's students, faculty, staff, administration, and the wider community. Previously, Torrens served as director of Applied Research and Innovation at the Corporation for Enterprise Development in Washington, D.C., where he managed the Local Capital Market Investment Fund and led asset-building research, program development and policy work for six years. Prior to his work in Washington, he served as executive director of New Jersey Community Capital. His international work encompasses Zimbabwe, Colombia, Argentina, Bolivia and Peru. He holds a B.A. from Brown University and M.P.P. from Princeton University.
Registrar, Laramie County Community College
Director of Institutional Research, Laramie County Community College
Ann Murray has served as director of institutional research at Laramie County Community College (LCCC) since 1999. Previously, she taught mathematics and statistics at LCCC for 8.5 years. Murray holds a B.S. in Mathematics from Colorado State University and an M.S. in Mathematics from Syracuse University.