Melinda Roy
In the first post in this series on overlooked data literacy skills in higher education, we looked at the role of Institutional Research Analysts. In this post, we shift our focus to another critical group: those working in data entry, records, and the Registrar’s Office. These professionals are the quiet heroes of data governance, ensuring the right data is captured, managed, and can be effectively used across the institution.
The Critical Role of Data Entry and Records Teams
Data entry and records professionals are the backbone of accurate data management in higher education. They understand the nuances of data collection, from the meaning behind each data point to the specific procedures required to capture it. Their expertise extends to the specialized language of system screens, academic policies, and procedural forms.
Data entry professionals are often the first to spot issues in procedures, identify policy gaps, or flag system failures. Their deep knowledge of front-end operations is invaluable for data governance. However, there are key areas where enhancing their data literacy could empower them further and amplify their impact.
1. Data Integration
Data entry and records professionals already know where data originates and what it signifies. But when they gain a deeper understanding of data integration, they can be instrumental in linking datasets, validating data across systems, and contributing to the creation of institutional data dictionaries and business glossaries. Watch our video on Creating a Business Glossary with Plaid Govern.
2. Evidence-Based Decision Making
Recognizing their role as the foundation of evidence-based decision-making can transform their approach to data entry. With this awareness, their accuracy improves, and they become capable of training others on data lineage and usage. When they collaborate with analysts and leadership, the result is more accurate reports, better alignment of their processes with institutional goals, and a stronger institutional data governance culture.
3. Data Privacy, Compliance, and Ethics
While data entry professionals are aware of the sensitive nature of the data they handle, they may become desensitized to its importance over time. Ongoing education in data privacy and ethics is essential, including how to manage questionable requests for student information or access from those in management and leadership positions. Enhancing their knowledge of data privacy, compliance, and ethics equips them to identify noncompliant practices and potential security risks, ensuring that data is handled responsibly and ethically across the institution.
The Registrar’s Office: Guardians of Compliance and Communication
Registrars are often seen as the guardians of data compliance, accuracy, and communication, and in many cases are legally accountable for the records. With their deep knowledge of government regulations, institutional policies, and operational data processes, they ensure data quality and proper handling of information throughout the student lifecycle. However, there are some data literacy skills that, if developed, could further elevate their role.
1. Data Analysis
Registrars typically focus on data management and compliance, leaving data analysis to Institutional Research offices. Less common is having a data analysis team within the Registrar's Office. But when Registrars enhance their data analysis and interpretation skills, they can better leverage analytical tools to identify trends, validate assumptions, and make informed decisions about class schedules, student evaluations, and policy updates. Strong data analysis skills allow Registrars to influence institutional planning and engage in strategic decision-making.
2. Using Predictive Analytics
Registrars often deal with historical data, focusing on past and present reporting. However, understanding predictive analytics can help them prepare for future scenarios, such as changes in enrolment trends, government funding, or admissions policies. With this knowledge, Registrars can support retention strategies by identifying at-risk students before they are on academic probation, better predict student program progression and tailor term course offerings and schedules accordingly, and ensure their office is equipped to handle shifts in service demand.
Using predictive analytics from tools such as Plaid Forecast, a Registrar can see how enrolment growth over time will put increasingly more pressure on the enrolment services team. With Forecast, Registrar's can plan ahead for budgets, new tools, or restructuring and adding new roles for their teams. The below visual shows how increasing admissions intakes impacts headcount trends, projecting a difference of 5000 students by 2028 compared maintaining the status for intakes. With breakdowns by domestic and international students, a Registrar can better understand the specific areas where support or additional staff will be needed. International students often need more support, so a savvy Registrar could start planning for that future now. For more, see our webinar on How Plaid Forecast Supports Strategic Enrollment Management & Planning.
3. Cross-Departmental Data Communication
Effective Registrars excel at communicating data across departments. They build consensus, bridge gaps between competing goals, and clearly communicate the implications of policy changes to academic and operational leadership. However, the importance of communication as a data literacy skill is often overlooked. By honing this skill, Registrars can play a pivotal role in data governance and foster collaboration across the institution.
Elevate Your Data Governance with Plaid Govern
To empower your data teams and enhance institutional governance, consider Plaid Govern—a cloud-based metadata management platform designed for higher education. Plaid Govern centralizes data definitions, makes data lineage transparent, and simplifies impact analysis, ensuring your institution can navigate data governance confidently.
With features like dataset search and discovery, comprehensive documentation, and seamless integration with campus systems, Plaid Govern promotes trust in your data. Ready to modernize your data governance? Let’s discuss how Plaid Govern can support your institution’s goals.
Data Governance Workshops
Not ready for Plaid Govern, but curious to increase your own knowledge or introduce your office to data governance? Our workshops aim to help participants see data as a valuable business asset. Attendees will learn how data governance transforms raw data into actionable organizational knowledge, making it accessible and meaningful for everyone on campus. Book a meeting with Andrew to discuss your data governance goals or learn more about what Plaid has to offer.