Title and statement of responsibility area
Title proper
General material designation
- Graphic material
- Textual record
Parallel title
Other title information
Title statements of responsibility
Title notes
- Source of title proper: Title based on provenance.
Level of description
Repository
Reference code
Edition area
Edition statement
Edition statement of responsibility
Class of material specific details area
Statement of scale (cartographic)
Statement of projection (cartographic)
Statement of coordinates (cartographic)
Statement of scale (architectural)
Issuing jurisdiction and denomination (philatelic)
Dates of creation area
Date(s)
-
1803 - 2010 (Creation)
- Creator
- University of King's College Registrar's Office
Physical description area
Physical description
55 linear m of textual records, which includes approximately 4,000 photographs (head shots on student cards 1962-1981 and in student directories 1978-1987).
Publisher's series area
Title proper of publisher's series
Parallel titles of publisher's series
Other title information of publisher's series
Statement of responsibility relating to publisher's series
Numbering within publisher's series
Note on publisher's series
Archival description area
Name of creator
Administrative history
The position of Registrar was established by The Statutes, Rules and Ordinances of the University of King's College at Windsor in the Province of Nova Scotia, 1803. The other officers of the University were the "Vice-President, or Dean, Bursar, and Proctors." The structure of this element of the University of King’s College administration continued with minor adjustments through to the 1950s.
In 1954, the Board of Governors moved that "a small committee be appointed to review the whole internal administration of the College, and to define the respective duties of the Treasurer, the Bursar, the Registrar, the Dean of Residence, the Dean of Divinity, the Public Relations Officer, and other officers of administration, and to confer with the incoming President at their mutual convenience and to report to the Executive at the earliest possible date. The Report of the Bishop's Committee on Personnel, presented to the Board in Nov 1954, recommended the creation of the position of Vice President and combining the Registrar and Public Relations Officer positions into one role.
In recent decades, the Registrar's role has grown from a part time position held by a professor who also had teaching responsibilities, to a full time Registrar whose office has several staff members and operates on a business model designed to maintain and even increase revenue to the University.
The Office takes care of students' day-to-day requests and assists them throughout their undergraduate years. In addition to recruitment, admissions, registration, academic advising and Encaenia, the Registrar's activities include retention of students; presiding at Matriculation; distributing scholarships and bursaries; calculating grade point averages; determining eligibility for graduation and Encaenia award winners; and issuing transcripts. The Registrar's Office responds to requests for information and assistance from students who present a wide range of questions, problems or concerns; staff are in regular contact with other student service units at King's and Dalhousie to provide individual support, referral and case management.
The Registrar's Office is a student's primary resource for scholarships, bursaries and financial aid. Staff provide individual financial advising and budgeting assistance, offer information about bursaries and temporary loan programs, and assist in resolving problems with student loans.
Custodial history
Scope and content
The records in the fonds were created, received or used by the Registrar's Office staff in the course of their work. The Registrar stored inactive records in the basement of the main building until the Library opened in 1991, when the records were transferred to the newly-opened Archives.
The primary activities of the Registrar's Office are to oversee admission of new students to the University, provide counselling to students on their academic programme requirements, and manage, administer and control of the academic records of students who have attended the University. The Registrar also recruits new students and works to retain those enrolled. The Registrar maintains statistics about the student population.
The Registrar presides at the annual matriculation ceremony, when new students inscribe their names in the Matricula. The records cover student recruitment, admissions, registration, academic advising and Encaenia, taking care of students' day-to-day requests and assisting them throughout their undergraduate degree.
During its early years, King's had close ties to the Anglican Church; the Bishop of Nova Scotia has always been Visitor. For about 40 years, matriculants were obliged to subscribe to the Thirty-Nine Articles of the Church of England and to attend chapel daily. Religious tests for students in fields other than Divinity were abolished in the 1820s. As late as 1992, applications included an optional question about the student's religion.
The records in the fonds include the Matriculas, early student registers, reports, promotional materials, correspondence, student directories, statistics, and students' academic records.
The permanent register of students mandated by the Statutes has had different forms through the decades. The only list of students from before the Royal Charter of 1802 is in John Inglis' Memoranda respecting King's College, at Windsor, in Nova Scotia: collected and prepared for the purpose of making evident the leading object in suggesting and establishing that institution, published in 1836.
From 1803 to 1906, the names of students who enrolled at King's were entered in the Matricula, which was later supplemented by various registers, the last of which was abandoned in 1940, shortly before the Royal Canadian Navy took over occupation of the campus for the duration of World War II.
During the 1920s, basic information was entered on cards: students' names, addresses, years, courses, grades, and awards and degrees. For students living in residence, room numbers were also recorded. This system continued until the 1980s, when computerized records were introduced.
Documents and forms relating to students' academics, finances and residence were filed separately during certain periods; when possible, they have been united with the student cards in the student records series.
The Registrar's Office also publishes the University's academic Calendar, which has been catalogued in the Library's Special Collections (call number LE 3 K5). The Calendar was first published in 1855 and appeared in hard copy through the 2008 - 2009 edition. Starting with the 2009 - 2010 edition, the Calendar has been published only in portable document format document, available online.
Notes area
Physical condition
Some of the oldest records are fading and almost illegible. Bindings and pages of some of the registers are fragile. Many documents are photocopies in cases when originals were sent to student.
Immediate source of acquisition
The records were kept in the custody of the Registrar's Office or stored in the main building until they were transferred to the Archives. Since 1992, the Registrar's Office has sent student records to the Archives about five years after graduation.
Arrangement
The fonds encompassed by the finding aid are divided into the following series:
Series 1— UKC.REG.1 (Registrar's annual report to the President. - 1971-2009);
Series 2— UKC.REG.2 (Operational records. - c. 1850-2010);
Series 3— UKC.REG.3 (Publications and promotional materials. - 1970-2009);
Series 4— UKC.REG.4 (Correspondence. - 1918-1990);
Series 5— UKC.REG.5 (Student directories. - 1960-1992);
Series 6— UKC.REG.6 (Matriculas and student registers. - 1803-2009);
Series 7— UKC.REG.yyyy (Student records. - 1886-2009).
Language of material
- English
Script of material
Location of originals
Availability of other formats
Student records dating from c. 1990 onwards have been scanned by Dalhousie University into a database and are available in digital format in the Registrar's Office.
Restrictions on access
Access to records containing personal information is restricted in accordance with privacy legislation.
Terms governing use, reproduction, and publication
Copyright belongs to the University of King's College. Permission of the University Archivist is required for reproduction or publication.
Finding aids
Finding aid with file list available.
Two earlier finding aids with series lists are available in the University of King's College Library and Archives: John Weeren's 1993 finding aid for the first arrangement and description of the Registrar's Office records, and Gillian Bond and Janet Hathaway's 1994 finding aid, which lists student records for 1939-1976.
Uploaded finding aid
Associated materials
The Archives has the following records:
- Student records in the Foundation Year Programme and School of Journalism fonds
- Encaenia programs
- Scholarship records: although they have a connection to the work of the Registrar's Office,
the scholarship records will be processed when the Advancement Office records are
arranged and described, as they fall within the jurisdiction of that office.
Accruals
Further accruals expected, and accruals have occurred beyond the scope of the finding aid (post-2010).
General note
The position of Registrar was established by The Statutes, Rules and Ordinances of the University of King's College at Windsor in the Province of Nova Scotia, 1803. The other officers of the University were the "Vice-President, or Dean, Bursar, and Proctors." The structure of this element of the University of King’s College administration continued with minor adjustments through to the 1950s.
In 1954, the Board of Governors moved that "a small committee be appointed to review the whole internal administration of the College, and to define the respective duties of the Treasurer, the Bursar, the Registrar, the Dean of Residence, the Dean of Divinity, the Public Relations Officer, and other officers of administration, and to confer with the incoming President at their mutual convenience and to report to the Executive at the earliest possible date. The Report of the Bishop's Committee on Personnel, presented to the Board in Nov 1954, recommended the creation of the position of Vice President and combining the Registrar and Public Relations Officer positions into one role.
In recent decades, the Registrar's role has grown from a part time position held by a professor who also had teaching responsibilities, to a full time Registrar whose office has several staff members and operates on a business model designed to maintain and even increase revenue to the University.
The Office takes care of students' day-to-day requests and assists them throughout their undergraduate years. In addition to recruitment, admissions, registration, academic advising and Encaenia, the Registrar's activities include retention of students; presiding at Matriculation; distributing scholarships and bursaries; calculating grade point averages; determining eligibility for graduation and Encaenia award winners; and issuing transcripts. The Registrar's Office responds to requests for information and assistance from students who present a wide range of questions, problems or concerns; staff are in regular contact with other student service units at King's and Dalhousie to provide individual support, referral and case management.
The Registrar's Office is a student's primary resource for scholarships, bursaries and financial aid. Staff provide individual financial advising and budgeting assistance, offer information about bursaries and temporary loan programs, and assist in resolving problems with student loans.
Alternative identifier(s)
Standard number
Standard number
Access points
Subject access points
Place access points
- Canada » Nova Scotia » Halifax County » Halifax
- Canada » Nova Scotia » Hants County » Windsor
Name access points
- University of King's College (Subject)
Genre access points
Control area
Description record identifier
Institution identifier
Rules or conventions
Status
Level of detail
Dates of creation, revision and deletion
2022-09-04
Language of description
- English