Archief UKC.REG - University of King's College Registrar's Office Fonds

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.

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.

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).

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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.

Access to records containing personal information is restricted in accordance with privacy legislation.

Copyright belongs to the University of King's College. Permission of the University Archivist is required for reproduction or publication.

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.

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.

Further accruals expected, and accruals have occurred beyond the scope of the finding aid (post-2010).

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.

2022-09-04

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