What we do


The Registrar is the senior department head responsible for the management of the Office of the Registrar. These responsibilities include:

  • developing and maintaining an organizational structure that reflects the university’s culture and supports its mission;
  • making the case for adequate levels of budget support;
  • effectively managing and controlling resources allocated to the office;
  • providing effective administrative support systems;
  • providing effective overall direction and leadership to staff, including enlightened change management; and
  • ensuring fair performance evaluation and providing job-related training and encouragement of staff participation in personal and professional development on an on-going basis.

The Administration team supports the Registrar and the office with these initiatives. In addition, the team provides:

  • financial management and oversight;
  • human resources and payroll administration;
  • strategic planning;
  • information management - including document scanning, archival, and file destruction;
  • orientation and training; and
  • event management support.


The admissions team interacts directly with prospective students, parents, applicants, alumni, staff, and faculty to provide services and support that lead to a positive student experience. The team is responsible for:

  • evaluating and producing offers of admission; and
  • recording and maintaining official student academic records.

Marketing and Undergraduate Recruitment

Using a research-based approach, Marketing and Undergraduate Recruitment produces the print, digital, and visits strategies to recruit extraordinary undergraduate students from around the world.


Calendar and Communications: The calendar and communications team is responsible for:

  • producing the annual undergraduate calendar and maintain archived calendars;
  • training calendar representatives, writing user instruction manuals, testing new version upgrades to the calendar software, and maintaining a repository of past undergraduate calendars;
  • co-ordinating mass email communications to the undergraduate students for the University;
  • maintaining the following websites: Quest; Registrar’s Office; Registrar Resources for Staff and Faculty; and Undergraduate Forms; and
  • providing support services related to the Chancellor’s robing room and co-ordinating the management of hoods issued to graduates at Convocation.

Records: The records team interacts directly with current students, alumni, staff, and faculty to provide services and support that lead to a positive student experience. The team is responsible for:

  • recording and maintaining official student academic records.

Systems: The systems team works closely with Institutional Systems and Technology (IST) to provide system solutions and are responsible for:

  • supporting the overall maintenance and implementation of features in our student information system and class scheduling software;
  • providing student student information to multiple systems on campus; and
  • ensuring security of the student record in compliance with the University's privacy policy.

Scheduling and Examinations: The scheduling and examinations team is responsible for:

  • generating the graduate and undergraduate class schedules;
  • scheduling and administering final examinations;
  • scheduling and examination support/training for the academic units;
  • maintaining, managing, and optimizing of 130+ classrooms (includes repairs, renovations, furnishings, and new builds); and
  • booking academic rooms.

Student Awards and Financial Aid

The student awards and financial aid team:

  • provides financial support, information and advice to help students achieve their post-secondary goals;
  • assists with the Ontario Student Assistance Program (OSAP);
  • process and offer hundreds of awards, scholarships, academic grants, bursaries and emergency aid; and
  • administers the Work Study Program.

Student Service

The student service team is the face of the Registrar’s Office. The team:

  • helps students in person, over the phone, by email, and can assist students with ordering transcripts, solving course enrolment issues, and providing enrolment verification of Waterloo documents; and
  • addresses over 40,000 questions per term and takes pride in addressing these queries professionally, promptly, and effectively.