Job Title: School Registrar
Reports To: Poʻokumu (Principal/Director) and/or Hope Poʻokumu (Vice Principal)
Classification: Full-Time, 12-month
Bargaining Unit: Classified (non-teaching), HGEA BU03 or equivalent (if applicable)

Purpose

The School Registrar is responsible for managing and maintaining accurate student records, enrollment documentation, academic transcripts, and data reporting in alignment with Nā Wai Ola Public Charter School’s mission and legal obligations. The Registrar ensures compliance with all local, state, and federal policies regarding student information and supports a culturally grounded, student-centered learning environment.

The Registrar plays an important role in ensuring legal compliance, data integrity, and family engagement while participating fully in the cultural and operational life of the school.

Role Alignment with School Mission and Vision

As a member of Nā Wai Ola PCS, the Registrar supports our vision of preparing students to thrive globally with a strong identity and connection to Hawaiʻi and Hawaiian culture. All staff, including classified and non-instructional personnel, are expected to participate in the cultural practices, protocols, and values of the school and uphold a welcoming and respectful learning environment grounded in aloha, kuleana, and ʻohana.

Key Responsibilities

Enrollment & Records Management
● Coordinate and manage all student enrollment, re-enrollment, and withdrawal processes in alignment with HRS §302D, HAR Title 8, Chapter 13, and school policy.
● Maintain and update all student cumulative files (CUMs), including birth certificates, residency verification, health/immunization records, custody paperwork, and enrollment forms.
● Ensure proper transfer of records for students enrolling from or departing to other schools, including timely request and release of records per FERPA.
● Maintain and safeguard student demographic, academic, and legal records in electronic and physical formats.
● Input and regularly update student information in Infinite Campus (SIS) and/or other data management platforms used by HIDOE and the Charter School Commission.
● Track and reconcile enrollment data with state-level requirements, including monthly counts, demographic reports, and special program flags (e.g., SPED, 504, ELL, Gifted).

Attendance and Reporting
● Monitor and input daily, weekly, and monthly student attendance in collaboration with faculty and office staff.
● Generate attendance reports, early warning indicators, chronic absenteeism lists, and intervention logs as requested by leadership.
● Support reporting needs for HIDOE, the Charter Commission, federal grants, and auditors by ensuring student data accuracy and completeness.
● Compile and submit enrollment and demographic data for official state and federal reports, including ESSR, SPED count, ELL count, and annual accountability reports.

Transcript & Records Requests
● Maintain student transcripts, promotion records, certificates, and academic documentation.
● Process transcript requests, student verification forms, and education record requests in compliance with FERPA and school policy.
● Assist Poʻokumu, counselors, and teachers with class rosters, promotion lists, cumulative grades, and graduation documents.

Communication & Public Interaction
● Serve as a point of contact for families with questions about enrollment, records, or school procedures.
● Provide culturally grounded and professional communication with ʻohana, community members, and school partners.
● Ensure timely communication with external agencies (e.g., HIDOE, CSC, charter schools, attorneys) related to student records.
● Support new families through orientation to school expectations, values, and the enrollment process.

Required Participation in School Culture
All Nā Wai Ola staff—including the Registrar—are expected to:
● Attend and actively participate in schoolwide Hawaiian cultural protocols, including oli, pule, hoʻokipa, hoʻokupu, hōʻike, makahiki, and mālama ʻāina.
● Join all staff hālāwai (meetings), professional development sessions, and cultural competency trainings as directed.
● Support school events such as hōʻike, ʻohana nights, student exhibitions, and outreach activities.
● Reflect Nā Wai Ola’s core values (aloha, kuleana, pono, resilience, ʻohana) in all interactions and workplace behaviors.

Confidentiality and Legal Compliance
● Protect and manage confidential student records in compliance with FERPA, HIPAA, and state privacy laws.
● Comply with all Charter School Commission, HIDOE, and DOE procedures for student
information and reporting.
● Maintain secure filing systems and control access to student records as authorized by school
leadership.
● Report suspected data inaccuracies, legal issues, or unauthorized disclosures to the Poʻokumu
immediately.

Other Duties
● Support daily front office operations as needed, including phones, mail, and visitor protocols.
● Assist with student supervision or special event preparation on an as-needed basis.
● Participate in all safety and emergency preparedness procedures, drills, and trainings.
● Perform other duties as assigned by the Poʻokumu or Hope Poʻokumu in alignment with school needs and position scope.

Qualifications

● High school diploma required; associate’s or bachelor’s degree preferred.
● Previous experience in registrar, clerical, or school office roles strongly preferred.
● Familiarity with Infinite Campus, Google Workspace, and basic student data systems required or willingness to be trained.
● Knowledge of FERPA, enrollment policy, and Hawaiʻi charter school laws preferred.
● Strong attention to detail, organization, time management, and verbal/written communication.
● Cultural sensitivity and willingness to learn and participate in Hawaiian culture-based practices.
● Must be able to maintain confidentiality, handle sensitive information professionally, and work with minimal supervision.

Work Hours and Compensation

● Core hours: Monday–Friday, 7:00 AM – 4:00 PM, with flexibility as needed for school operations
● Compensation based on experience and qualifications in accordance with HGEA bargaining unit agreements
● This is a year-to-year position, contingent upon funding and student enrollment