Domicile and Athletics Compliance Coordinator

Domicile And Athletics Compliance Coordinator

The University Registrar's Office exists to support the education of students at William & Mary, to protect the integrity of William & Mary degree, to uphold and assure consistent application of the academic rules and regulations, as set forth by the faculty and the Commonwealth of Virginia. Essential responsibilities are to maintain accurate records, to allow access to student records in compliance with the federal Family Educational Rights and Privacy Act of 1974 (FERPA), and to support the academic program of the university by gathering, maintaining and distributing information. Inherent in the effectiveness of the office is a commitment to objectively and equity, with the understanding that there is an obligation to communicate information accurately and effectively.The Domicile and Athletics Compliance Coordinator has responsibility for managing, maintaining, and reporting applicant residency eligibility requirements and domicile determination for all students at the university, ensuring compliance with all applicable university, state, and federal policies and regulations. The individual in this position will serve as the primary point of contact for all residency requests through various institutional systems. Additionally, this position facilitates NCAA academic eligibility review (along with the University Registrar and Athletics Department).

Core responsibilities include, but are not limited to:

• Serving as the University Registrar's Office subject matter expert for the Code of Virginia and technical algorithms used to determine residency.
• Determination of residency requirements for all students at the university with a focus on oversight of the processes and systems, addressing system errors and outliers and elevating concerns as appropriate. Implement new systems as appropriate.
• Ongoing monitoring of academic eligibility for NCAA student-athletes, in partnership with the Athletics Department.
• Serving as the department's subject matter expert for NCAA academic compliance regulations.
• Answering questions and maintaining communications across a range of topics and constituent groups.

Required Qualifications:

• High school diploma or equivalent.
• Experience interpreting or applying regulatory guidelines.
• Strong proficiency with computer applications to include Microsoft Office suite and an enterprise records system.
• Strong technical, analytical, and problem-solving skills.
• Excellent verbal and written communication skills.
• Demonstrated commitment to working with diverse constituencies.
• Demonstrated ability to work independently, to multi-task, and prioritize.

Preferred Qualifications:

• Bachelor's degree or post high school education.
• Prior experience determining residency in a higher education environment.
• Prior experience with higher education enrollment processes/procedures.
• Prior experience with Banner Student and/or Workday Student.
• Prior experience working in legal, paralegal or compliance fields.

Conditions of Employment:

• This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act. This position may be subject to overtime during high peak times, etc. as directed and approved by the supervisor.
• Overtime and weekend work are rare and tend to be linked with major university initiatives such as commencement, orientation and registration.
• Some travel may be required for relevant workshops, etc.

Job Duties:

60% - Management of Domicile Determination:

• Manages the domicile determination for all university students, including:
• Reviews all automatic (via technical workflow) residency decisions before final determination to ensure accuracy.
• Evaluates and determines initial domicile status for all cases needing review beyond the automatic workflow.
• Evaluates and determines domicile status for all domicile reclassification requests.
• Ensures timely review of all domicile applications.
• Coordinates the appeal process for any student wishing to appeal their domicile determination, including:
• Coordinates collection of student documentation for domicile appeals and distribution to the appropriate body for review.
• Schedules and administers Residency Appeals Board hearings.
• Conducts regular training for Residency Appeals Board members.
• Manages the university's records, communications, and resources associated with domicile determination, including:
• Maintains complete, clear, and accurate records of domicile reviews and determination decisions.
• Executes correct, clear, and sensitive communications (written and oral) regarding the domicile determination process and decisions.
• Addresses questions covering topics ranging broadly from general domicile information to the status of domicile applications and expected processing timelines.
• Engages with students, families, faculty/staff, outside agencies, and the public.

15% - Compliance and Audit of Domicile Process:

• Manages compliance throughout the domicile process, including:
• Maintains subject matter expertise with university policy, federal and state reporting requirements, the Code of Virginia, and federal regulations such as FERPA, Choice Act, domicile provision/exceptions, etc.
• Manages the 125% rule for Virginia residents.
• Engages in ongoing audit of institutional domicile processes and determinations to ensure continued compliance with associated regulations.
• Engages in continuous review of domicile review procedures with a goal of continued effectiveness and increased efficiency.

15% - Athletic Compliance:

• Participates in the on-going monitoring of continuing academic eligibility for NCAA student-athletes.
• Facilitates communications with Athletics Department, particularly in the areas of academic eligibility and incoming student-athlete transfers.
• Serve as point of contact and provide any updates if necessary to UREG office regarding athletics.

10% - Enrollment Services Processing:

• Maintains in-depth knowledge of admissions, registration, and records policies and procedures and explains them as necessary.
• Receives and processes documentation including, but not limited to transcripts, enrollment verifications, registration, departmental correspondence, non­ degree seeking applications/reporting, and readmissions.
• Provides data entry/processing services and maintains accurate records for students and potential students on an ongoing basis.

Departmental and University Values:

• Uphold the W&M values of belonging, curiosity, excellence, flourishing, integrity, respect, and service. Maintain the mission and goals of the University Registrar's Office; adhere to all federal, state, and university regulations; and protect the integrity of the W&M degree.
• Provide appropriate customer service during all interactions so that the customer has been warmly welcomed, has received individual attention, and has received the best service possible.
• Participate successfully in cross-training with other members of the UReg staff.
• Any and all other duties may be assigned to meet the goals and/or needs of the Office of the University Registrar specifically and the university generally.

Physical Demands:

Sedentary Work - Constantly
Clerical, Administrative, Machine Operators (including inspection), Inspection, Close Assembly - Constantly
Stooping - Occasionally
Light Work - Occasionally
Balancing - Occasionally
Crouching - Occasionally
Kneeling - Occasionally
Reaching - Occasionally
Standing - Occasionally
Walking - Frequently
Grasping - Frequently
Feeling - Frequently
Talking - Constantly
Hearing - Constantly
Repetitive Motion - Constantly