IV. ALUMNI RECORDS. Few institutions seem to attach much importance to their alumni records, yet the keeping of alumni records is becoming more important every year; a series of main topics has therefore been suggested. By placing these on the permanent record form, the complete history of each student is collected in compact form on one record; if, however, it should prove to be more convenient, the alumni record can be entered in a simple card index file; this latter method may be preferable when there is a special official, such as an alumni secretary, to handle the records. A postal inquiry addressed to the last available address of each alumnus will usually keep this record up to date. RÉSUMÉ. The forms outlined and discussed in this bulletin are, in the order of their appearance in the student's academic career: 1. The application blank. 2. The preparatory school certificate. 3. Registration forms-Student directory. Class assignment. 4. Miscellaneous forms for daily record and care of students. 6. Alumni record, included in 5. It will be noted that the preceding forms are primarily for the regular undergraduate students, and that no provision has been made for special classes, such as graduate, irregular or special, short or winter term, and extension students. Undoubtedly an institution will find it advisable to use a special blank for one or more of these classes, but the variations from the standard forms will suggest themselves. APPENDICES. Appendix A.-Outline of systems used by Randolph-Macon Woman's College, Northwestern University, and Massachusetts Institute of Technology. Appendix B.-Miscellaneous forms: (a) Remission of tuition fees, University of Cincinnati. (b) and (c) Application for advanced standing, University of Michigan (2 forms). (d) Change of registration, Earlham College. (e) Matriculation card, Pennsylvania State College. (f) Class report of examination to the registrar, Pennsylvania State College. (g) Notice of low standing, Pennsylvania State College. (h) Instructor's report card of changes in class enrollment (not attendance), Massachusetts Institute of Technology. (i) Report of absence by instructor, University of Wooster. (k) Notice of absence to instructor, University of Wooster. (1) Class grade report, Kentucky State University. (m) Class list, Kentucky State University. (n) Report to preparatory schools of Kentucky of grades of admitted students. (0) Class standing report, Allegheny College. (p) Notice of failure, Allegheny College. (9) Personal grade card, Massachusetts Institute of Technology. (r) Notice of personal interview, University of Kansas. (8) Application for graduation, DePauw University. (t) Application for permission to carry extra hours, DePauw University. APPENDIX A.—OUTLINE OF CERTAIN SYSTEMS. Randolph-Macon Woman's College. As soon as the application for admission is received, an endeavor is made to secure as full and detailed statement as possible of the credits offered for entrance (using the preparatory school certificate)-these being certified by the principal of the preparatory school. The registrar estimates the value of each unit, in every instance requiring at least the minimum of 13 units to be offered. At the opening of the fall term these certificates of preparation are submitted to the committee on matriculation, which is composed of the heads of the several departments and the principal instructors; this committee, in turn, interviews each applicant personally and separately, and the credit accorded her in each subject, whether by certificate or examination, is entered on the matriculation ticket (registration and class assignment blank) by the instructor in that department. The matriculation ticket and certificate are then returned to the registrar's office, and the credits so given are entered on the student's record, these three forms—the certificate of preparation, the matriculation ticket, and the student's record-being our official records. Northwestern University-College of Liberal Arts. Description of Printed Forms Used in the Registrar's Office. Before the days of registration the prospective student is urged to forward the matriculation blank properly filled out on the first page, and the certificate of entrance credits made out and signed by the principal of the high school. He is also urged to read carefully the "Undergraduate's Manual." On the day of registration the freshman goes first to the library, where he meets the president of the university and is given a time appointment with the dean of the college. These appointments are three minutes apart. If the matriculation blank has not been sent previous to the student's coming, he fills that out before meeting the dean. From the certificate which has been formerly submitted a transcript memorandum of entrance credit is written. On this memorandum the dean assigns an adviser-professor, to whom the student then goes. In company with the adviser the program of studies is arranged and recorded in duplicate. After this program is approved by a committee to prevent entrance to a section already overcrowded, or enrollment for more than three recitations in a half day-it is then approved by the registrar and the bill is issued. In the registrar's office the program is copied on a registration card (different colors being used for different years) and a class card is made out for each course and sent to the proper instructor before the time of the first recitation. On the colored card the student's absences are recorded in the registrar's office. The registration is finally copied on the large card, which is the permanent record of a student's work. The program of a sophomore, or upper-class man, differs from that above mentioned in that he takes from the registrar's office to his adviser a blank on which the registrar has indicated certain prescribed studies which ought to be included in the registration. The adviser has received from the registrar's office a record of the student's previous work. With the help of this record it is possible to encourage the registration for prescribed studies in their proper place. Absences are reported by instructors to this office every week. When a student has recorded against him absences in a course amounting to one-eighth of the class exercises in that course he receives a warning. When his absences amount to more than one-eighth, but not more than one-sixth of the class exercises in the course, he is notified by the registrar's office that he is due for an additional examination, and if the absences exceed one-sixth he is notified that his registration in the course is canceled, and notice is also sent to his instructor. When a student's work is reported unsatisfactory, he is notified and asked to confer with his instructor at once. When a student wishes to change his program he secures from the registrar's office a blank, on which the changes are recorded and necessary signatures secured. The blank is then filed at the registrar's office and instructors are notified of courses dropped and of courses entered by receiving class cards. At the close of the semester instructors report grades to the registrar's office, and from the registrar's office the semester record of each student is sent to his parents or guardian. Each student is required to designate the department which he chooses as his major at the beginning of his third year. At the close of the junior year a student expecting to graduate in the following year is required to file with the registrar a senior petition. A student registering from another department of the university brings to the registrar's office a recommendation from the department in which he has his primary registration. The record of a student transferring to another school is furnished on the certificate of standing. Massachusetts Institute of Technology. Each student fills out an attendance card according to the course he elects. Roll cards supplement the attendance card, and are kept in the registrar's office and used for a card catalogue for all courses. The address card is used at the information office for the address of students, and gives the tabular view of their exercises, which shows where they may be found during the school hours. The bursar's card is used by him. The attendance card, which is a petition for each student for admission to the subjects he desires, is approved by the registrar, and then the roll cards are checked to agree with each card, by assistants. These roll cards are then separated into subjects (it is found convenient to use numbers to represent these), and then each subject is separated into its various sections, if the class in this subject is divided into sections. The rolls are written by hand, or by the typewriter on paper, and these rolls are corrected by the instructors, by use of the roll correction card; a new roll is issued every month. Changes in the attendance card after the card is approved are made by the use of petitions to the faculty. Records are returned by instructors on the alphabetical lists. The names of students entitled to records are underlined in red ink. There are formal and informal reports. Informal reports are made for students in the first two years, at the end of the first five and first ten weeks of the two terms. Lists corresponding to these alphabetical lists are gummed and pasted into record books, that are ruled to agree with the spacing of the alphabetical lists, where these informal records are posted. Formal records are returned on the same alphabetical lists, but these records are kept in a different way. The names of the students are separated into years, and for the three upper classes are again separated into courses. The choice of course is not made by first-year students until after the first term, and the courses do not differ enough in the second term to warrant the separation. The names of students are written, 30 on a page, at the left, and the subjects are written across the top. A copying ribbon is used on the typewriter, so that immediately before the faculty meeting to consider these records a copy can be made for the head of each department. Reports are sent to students on a blank similar to the attendance card in form. Various printed forms and notes are used in regard to the absence of students from exercises, and notices requesting them to consult various officers. Entrance records are kept on cards, and students register for the entrance examinations on a special card, and gummed labels are attached to these cards as well as to all examination books. A different color is used for each candidate, such as preliminary, final, complete, and partial. The color of the label, together with the name on it, assists greatly with the rapid separation of the papers immediately after the examination, in the registrar's office. These are examined to correspond with the examination book, and it is customary to separate the books into groups, as preliminary, final, complete, and partial, and dividing each group, when necessary, into smaller groups, for examination. The records are returned on these written lists and are entered on the attendance cards. These are kept until the student enters the institute, and from these the entrance record is recorded on the permanent record of the student. APPENDIX B.-MISCELLANEOUS FORMS. [FORM Ba.] University of Cincinnati. Application for the Remission of Tuition Fees. is a bona fide citizen of the city of be matriculated without payment of tuition. The undersigned, claiming that .............. Cincinnati, requests that 5. Residence of parents.... 6. Are your parents native-born or naturalized citizens?. 7. When did you first come to Cincinnati?... ... 8. What school or college, if any, have you attended since your removal to Cincinnati?... 9. (a) When did you enter such school or college?. (b) How long did you attend same?.... (c) If such school or college had been located elsewhere, would you have come to Cincinnati?. 10. (a) Did you come to Cincinnati primarily to obtain an education?.. (b) If not, state fully the purposes for which you came to Cincinnati. 11. When you removed to Cincinnati was it your intention to remain in Cincinnati permanently?... 12. Had you any intention of ever returning to your former place of residence? 13. (a) Have you ever returned to your former place of residence since your removal to Cincinnati? If so, how often, and during what periods and for what purposes?... (b) Where and how do you spend your vacations? 14. How long do you expect to remain in Cincinnati? 15. Do you expect ever to leave Cincinnati? If so, when and for what purpose? 16. Where do you expect to live after your graduation? 17. What profession or business do you intend to pursue or engage in after your graduation?.. 18. Do you or your parents own property in Cincinnati? 19. What is your source of support? Parents, friends, self, school fund. (Cross out all but actual source of support.) 20. Have you any employment in Cincinnati? 21. Have you any employment elsewhere? 22. Are you a voter? If so, what?. If so, what?.. 23. Since your removal to Cincinnati have you ever voted elsewhere?.... 24. When and where have you voted in Cincinnati? 25. Where are you now registered? State of Ohio, Hamilton County.J ........being duly sworn says that he signed the foregoing application, and that the facts therein stated are true, as he verily believes. Sworn to and subscribed before me this day of 191.... 1 Notary Public, Hamilton County, Ohio. |