Registrar
The position of Registrar at the University of Sydney has been in existence since 1851 with a variety of title changes during that period, including Registrar and Librarian, Warden and Registrar, Assistant Vice-Chancellor and Registrar and Registrar and Deputy Principal.
17th March, 1851, Dr. Richard Greenup was appointed Secretary to the Senate (Senate Minutes 1851-1855 p 7). However, letters dated 4th March and sent to two of the applicants refer to the position as 'Secretary and Registrar' (Letters Sent 1851 -1881 p 1).
On 2nd August, 1852, when Mr William Louis Hutton was appointed after Dr. Greenup's resignation, the position was still referred to merely as Secretary, although the report adopted on 10th April, 1851, of the 'Committee for establishing a college in connexion with the University' stated 'the Secretary of the University shall in the first instance act as Registrar of the College' (Senate Minutes 1851-1855 p 24) and specified that the Registrar keep a Students' Book to record students' names, dates of admission and courses attended. He was also to keep an account of 'all monies received and disbursed on behalf of the College'. It had already been proposed that 'for the present the Secretary shall act as Treasurer pro tempore' by the Committee reporting on a proper system of finance for the University (Senate Minutes 1851-1855 p 16). The Secretary was thus also Registrar and Treasurer and reported to the Senate in these various capacities.
Louis Hutton first signed himself Registrar on 3rd May, 1853 (Letters Sent 1851-1881), and the first Calendar gave his position as 'Secretary and Registrar' (1852-53 p 28), but only the duties of the Registrar were mentioned in the by-laws. Besides attending at the office of the University daily from 9 am till 3 pm, the Registrar was to 'keep all necessary records of the proceedings of the University; conduct all necessary correspondence; and keep such books of accounts and registers as may be required' (1852-52 p 69).
Mr. Hugh Kennedy was reported as accepting 'the office of Registrar to the University' on 3rd October, 1853 (Senate Minutes 1851-55 p 172), yet the 1854 Calendar still described him as 'Secretary and Registrar' (p 36). Not until 1856 was the title of Secretary dropped from the Calendar (p 68).
With the formation of the Proctorial Board in 1857, the duties of the Registrar were increased. 'At meetings of this Board the Registrar of the University shall attend and record the proceedings, and it shall be his duty to collect all fines imposed by, or under the authority of the Board, and to place them to the credit of the general account of the University'. The Registrar also had to convene the Board on the requisition of any one of its members (Calendar 1858 p 67).
By-law IV (Calendar 1862 p 70) declared the Registrar to be a 'Superior Officer of the University' entitling the incumbent for the duration of office to be a 'Member of the University' with the right to attend and vote at the election of Fellows of the Senate. A further duty of the Registrar's became the preparation of a complete list of all Members and Graduates (Masters and Doctors only) entitled to vote at such a Convocation (Calendar 1862 p 69).
After Mr Hugh Kennedy became ill in 1880, a Special Meeting of the Senate found the duties of the Registrar to be 'these stated in By-laws Nos. 22 & 23 together with all such other duties as may be directed by the Senate' and offered Mr H. E. Barff the position of Acting Registrar, in Kennedy's absence (Senate Minutes 1878-1884 p 89).
In 1882, Barff was appointed 'Registrar and Librarian at the rate of 500 pounds per annum, to be assisted by a clerk and Curator of the Museum as provided by the scheme of December, 1881' (Senate Minutes 1878-1884, p163), but the title 'Registrar and Librarian' was not used in the Calendar until 1893.
By 1887, the Registrar, apart from keeping all necessary records, conducting all necessary correspondence and keeping the required registers and accounts books, was expected 'if required, to attend the meetings of the several Boards, and record their proceedings; to collect all Fines imposed by the Professorial Board; and generally to assist in carrying out the directions and rules of every Board' (Calendar 1887 p 106).
From the first 'meeting of Convocation other than for the election of fellows', the Registrar was to 'act as Secretary and keep the minutes of all the proceedings' (Calendar 1889 p 107).
By 1911, a third section had been added to the by-laws concerning the role of Registrar:
'Notwithstanding the provisions of existing by-laws constituting the Professorial Board and the Faculties of Arts, Law, Medicine and Science, the Board for conducting the Public Examinations and the Library Committee, the present Registrar, Henry Ebenezer Barff, M.A., shall be a member of the aforesaid Boards and Faculties while holding office as Registrar' (Calendar 1911 p 26).
By 1915, the title of Warden was added to Registrar (the title of Librarian passed to Mr J. Le Gay Brereton, who had been Assistant Librarian since 1902), and references to either in the by-laws were to be read as 'Warden and Registrar' (Calendar 1915 p 28). Some of the duties of the office were 'to consult with and advise the Professorial Board, and all other University Boards, Faculties, Committees, Professors and other heads of departments, with a view to assisting the Professorial Board and other bodies concerned in the co-ordination of the work of the Faculties and the various departments', 'to collect and prepare for the Senate and the Finance Committee all information, including estimates of receipts and expenditure required by them in relation to the finances of the University' and 'to exercise a general supervision over the discipline of the University', amongst other things. The Warden was also to have the right of audience at meetings of the Senate, be an ex officio member of Boards and Committees constituted by the by-laws, and preside at meetings of the Proctorial Board in the absence of the Chancellor and Vice-Chancellor. The Senate Report for the year ending December, 1914, described this administrative arrangement as the appointment of a 'general executive officer' in order to achieve 'more efficient co-ordination' (Calendar 1915 p 575).
Act No. 35, 1924. The 'University Amendment (Vice Chancellor) Act, 1924' effectively separated the roles of Warden and Registrar. The Senate Report for the year ending December, 1924, stated the following resolution 'that the title of the present Vice-Chancellor be altered to that of 'Deputy Chancellor', and that a chief administrative officer be appointed to take the place of the Warden and be styled 'Vice-Chancellor'. Further resolutions were ' that the position of Registrar should be separated from that of Warden' and 'that the Registrar should be an ex-officio member of the Professorial Board and all Faculties' (Calendar 1925 pp 838-9).
Section 2, by-law VI, listed the duties of the Registrar as follows (Calendar 1926, p 38):
'The Registrar shall assist the Vice-Chancellor as he may require in the performance of his duties, and shall, under the Vice-Chancellor -
(a) keep proper records of the proceedings of the Senate and its committees;
(b) keep proper records of the proceedings of the Professorial Board and its committees;
(c) keep such registers as may be required;
(d) have the care of all such records and registers, and of all records of the proceedings of every faculty and of every board and committee appointed by by-law or otherwise by the Senate;
(e) conduct the correspondence of the University and answer inquiries, provided that in any case of doubt or difficulty it shall be his duty to refer the matter to the Vice-Chancellor for his directions;
(f) manage and supervise the examinations of the University;
(g) supervise the work of the administrative staff of the University;
(h) perform such other duties as under the by-laws are to be performed by the Registrar or as may from time to time be assigned to him by the Senate.'
By-law VI declared the Registrar 'ex officio a member of the Professorial Board and of every Faculty' (Calendar 1936, p 46).
1924 Mr W A Selle appointed Registrar (retired 1947) following on from HE Barff
1947 Deputy Registrar appointed (Harold Maze), Assistant Registrar Margaret Telfer
1950 Harold Maze became Registrar (1 March)
By 1955, there was an urgent need for re-organisation of the administrative structure of the University. Harold Maze (Registrar) and Stephen Roberts (Vice-Chancellor), with the help of Christopher McRae, Chairman of the Professorial Board, worked on the re-structuring. A new plan for major changes in the top executive positions and reform of administrative procedures was approved by Senate and the Professorial Board in 1955. The status and duties of the Registrar were to be safeguarded, and remained the same as those set down in the By-laws.
August 1955: Harold Maze was appointed Assistant Principal and Margaret Telfer became Registrar.
1967 Hugh McCredie appointed Registrar (1 June)
1972 Ralph Fisher appointed Registrar
1975 Jean Foley (nee Laing) appointed Registrar (resigned later in the same year)
In 1976, responsibility for the University's correspondence had passed from the Registrar to the Vice-Chancellor. The Vice-Chancellor was now to 'arrange for the conducting of correspondence of the University and answering of enquiries' (Calendar 1976, p 105).
At a Senate meeting on 1 August, 1977, it was proposed that the Registrar, Dr. Kenneth Wilson Knight, be appointed to the vacant position of Assistant Vice-Chancellor and continue as Registrar for eighteen months, in order to relieve the Vice-Chancellor of some tasks (Senate Minutes 1977, Vol 7, p 621). The Senate later resolved 'to extend Dr. Knight's appointment as Assistant Vice-Chancellor from 1 January 1979 for the duration of his tenure of the Registrarship'. It was noted that this appointment was made 'without precedent in relation to future Registrars' (Senate Minutes 1979, vol 1, p 47).
Administrative re-arrangements under the Vice-Chancellorship of Professor John Manning Ward resulted in both the Registrar and the Bursar being made Deputy Principals. Mr K L Jennings, as Registrar and Deputy Principal, assumed responsibility for the administration of 'the Vacancies Review Committee, non-academic staff promotions and the non-academic emergency vote and for the administrative guidance of the Careers and Appointments Services, Information Services, the Student Health Service, the Counselling Service and the Office of Graduate and Community Relations' (Senate Minutes 1986, vol 4, p 1031).
As a result of the Boston Consulting Group Review (1992), the University's administration was restructured into four divisions. The Division of Administrative Support Services, of which the Registrar was also the Head, included Record Services, Staff Development, Remuneration and Payroll, Superannuation, Personnel Services, Information Services, Student Services and Campus Services and the offices of the Registrar and Bursar ceased to exist with effect of 6 April 1993.[Report of the Vice-Chancellor, Senate Minutes 5 April 1993, p.1080; Annual Report 1993, p 100] Until January 1993 the offices of Registrar, Bursar and Deputy Principal were defined in Chapter 6 of the By-Laws. Since then the duties of the Registrar, Bursar and Deputy Principal have been defined in Resolutions of the Senate.
A chart on the organisational structure of the University from the Annual Report 1994 showed the Registrar and Deputy Principal, Administrative Support Services, reporting directly to the Vice-Chancellor (p 5) and the Annual Report 1995 listed the office's responsibilities as including Academic and Executive Services, Business Services, Campus Services, Information Technology Services, Personnel Services, Research and Scholarship Office, Student Centre and Student Services (pp 8-9).
Senate Minutes, 6 May 1996, a report by the Vice-Chancellor on the role and function of the Registrar was noted. The report implies that Chapter 6 of the By-Laws, relating to the Registrar, still stands even though it is not printed in the Calendar. A further statement of the functions of the Registrar is also given.
Functions carried out by the Registrar (as reported to Senate by the Vice-Chancellor on 6 May 1996):
(a) Convene, prepare notices and the agenda for the Standing Committee of Senate and for Senate meetings. Review and circulate the minutes of these meetings;
(b) Ensure that accurate records are kept of Senate resolutions, Academic Board recommendations and Faculty and College Boards;
(c) Responsibility for maintenance of student and staffing records;
(d) Attend and oversee graduation ceremonies check graduation lists, invite the guest speakers and follow up their enquiries;
(e) Act as the returning officer for all elections resolve disputes, make determinations regarding eligibility of voters and candidates;
(f) Manage student matters generally including reviewing student discipline cases, handling student complaints, liaison with all of the student bodies, resolving disputes regarding examination and results processing;
(g) Reviewing matters requiring the University Seal and signing appropriate documents
(h) Act as signatory on all testamurs;
(i) Attend Faculty and College Board meetings as appropriate;
(j) Act as University mail box all matters not clearly the responsibility of another senior officer are handled in the Registrar's office (this includes mail, telephone enquiries and in-person attendances). The Registrar traditionally has been, and remains, the first point of contact for all general matters affecting the University, including liaison with other Universities;
(k) Most AVCC material is sent to University Vice-Chancellors and Registrars for further dissemination and required action;
(l) A wide variety of ceremonial functions including presentation of scholarships and awards at College and Sport Association functions, attendance at University functions, acting as speaker at dinners and luncheons, and other functions at which the Registrar has traditionally been present;
(m) Appear for the University at the Anti-Discrimination Board and Human Rights Commission as required (a more and more frequent occurrence);
(n) Liaise with Residential Colleges on a range of issues including student behaviour and student needs.
Function: To assist the Vice-Chancellor as required, to keep proper records of the all boards and committees of the University, to supervise administrative staff.
Administrative changes in practice from 3 March, 1997 had the Registrar and Deputy Principal, Administrative Support Services, reporting to the Deputy Vice-Chancellor, Academic and Staffing. In 2002, the organisational structure of the University showed the Registrar reporting to the Deputy Vice-Chancellor Planning and Resources. (http://www.usyd.edu.au/about/orgchart.shtml)
In 2008 the Registrar retired and in August the same year Senate approved a new management structure, which included a DVC Education with responsibility for quality assurance at undergraduate and graduate levels, and for coordinating University policy in relation to teaching and learning and postgraduate research training and support. From 2009 onward the position is noted as DVC (Education & Registrar). It is reporting to the Vice-Chancellor and has responsibility for Learning & Teaching, Social inclusion, Koori Centre, Student Recruitment, Scholarships, Secretariat, Careers, Student Administration and Support. (see Annual Reports 2008, 2009)
On 3 April 2014 the Vice-Chancellor, Dr Michael Spence, announced that Professor Tyrone Carlin would take up the new position of Deputy Vice-Chancellor (Registrar). He said that Professor Carlin would begin his new role as Deputy Vice-Chancellor (Registrar) immediately, and would be responsible for how the University managed and developed each student's relationship with the University, from their first enquiry to their graduation. He would be responsible for student recruitment and induction, orientation and mentoring as well as overseeing the management and development of student support services, would facilitate co-curricular activities and liaison with student organisations and the residential colleges, and be responsible for the review and development of the University's provision of services for student health, well-being and welfare. Other areas of responsibility would include reviewing and improving support for international students, building international exchange opportunities, and progressing work relating to student accommodation and informal learning spaces. (http://sydney.edu.au/news/84.html?newsstoryid=13292 accessed on 12/11/2018)
In October 2017 the Vice-Chancellor announced that Professor Carlin would step down at the end of the year and interim arrangements were to be put in place. Effective 23 December 2017, the Registrar’s Portfolio was distributed among three other portfolio heads who were members of the senior executive team: the Deputy Vice-Chancellor (Education), Professor Pip Pattison; Vice-Principal (Operations), Stephen Phillips; and Vice-Principal (External Relations), Tania Rhodes-Taylor. [https://intranet.sydney.edu.au/news/all/2017/10/12/dvc-registrar.html accessed 12/11/2018]
By November 2018 the University announced that, following a proposal sent to the People and Culture sub-committee of Senate, it planned to make the interim arrangements to the Registrar’s portfolio permanent, together with additional recommendations and the creation of two new positions to provide co-ordination and leadership. One of the additional recommendations was to disestablish the role of DVC (Registrar).
The new positions were Executive Director, Student Recruitment and Admissions to oversee the Global Student Recruitment and Mobility and Admissions divisions, and Pro Vice-Chancellor Student Life to ensure excellence and ongoing quality improvement across the breadth of the student experience.
The PVC Student Life reported to the Deputy Vice-Chancellor (Education) and was to focus on
• effective transition to University
• productive participation by all students in the life of the university community
• effective co-curricular activities to support both academic choice and student success, and
• the development of a co-curriculum offering opportunities to develop the University’s graduate qualities to a high level.
The PVC Student Life was to take line management of the Centre for English Teaching, Student Support Services and Academic Enrichment (Learning Centre and Maths Learning Centre).
The Student Administration Services portfolio (without Admissions from March 2019) was to continue to report to the Vice-Principal, Operations.
The Student Affairs and Compliance team continued to report to Director, Education Strategy (Peter McCallum). Peter McCallum will continue to carry out the delegations of Registrar for a further period of time while the policies are formally reviewed for required changes and the position can be dis-established.
The University went into a consultation process with staff from within the Registrar Portfolio. It expected the consultation process to be completed and the new arrangements confirmed by early 2019. [https://intranet.sydney.edu.au/news/all/2018/11/02/changes-to-the-dvc-registrar-position-and-portfolio.html accessed 12/11/2018]
Two new positions were created 'to support enhancement to the student experience. In 2019 the positions of Executive Director, Student Recruitment and Admissions, will oversee the Global Student Recruitment and Mobility and Admissions divisions; and Pro-Vice Chancellor (Student Life) will ensure excellence and ongoing quality improvement across the breadth of the student experience'. [2018 Annual Report, p.7]
![Examination Papers, Matriculation and PN Russell Scholarship [Registrar (Examinations)] (Series 170) Examination Papers, Matriculation and PN Russell Scholarship [Registrar (Examinations)] (Series 170)](/img/placeholder.gif?1734981411)
Examination Papers, Matriculation and PN Russell Scholarship [Registrar (Examinations)] (Series 170)
