Standard Operating Procedures for Registrar Support Function

Universal City
Citizens Police Academy
Alumni Association
(UCCPAAA)

1.2. The UCCPAAA Registrar (REG) will serve as the primary, volunteer assistant to the Course Manager and, under his/her direction, will perform a myriad of administrative support duties.

1.3. The OPR for specific tasks may be designated by section or individual paragraph.

2.    Current Course guidelines and structure (OPR: CM)

2.1. Typically two courses will be held per year; one in the spring and one in the fall.

2.2. Dates for future CPA courses will be set based on citizen interest, UCPD support capabilities, and UCCPAAA input.

2.3. The size limit for each class will be no more than 25 attendees and not less than 10.

2.4. As a rule, classroom time will be 3 hours per week for 10 weeks, plus an additional 4-hour session at the shooting range.

2.5. Location for all classes will be the UC Public Works Building, except for the session conducted at the shooting range.

2.6. Any deviation from the above guidelines requires prior approval by the Course Manager.

3.    Advertising for new CPA courses (OPR: REG).

3.1. No later than one month before course start date, the Course Manager or Registrar will place an announcement for publication in the Community Notices Section of the Herald Newspaper Northeast and ask that it be continued weekly until the start of class.  Announcements shall also be placed in the monthly UC Newsletter, the Olympia Neighborhood Association (ONA) Newsletter and newsletters in nearby communities as appropriate.  It is recommended that the announcements be started as early as possible and be repeated as often as possible.

3.2. The Registrar is responsible for maintaining a waiting list, as needed, of potential applicants that were unable to attend previous courses for any reason.  The registrar may recommend to the CM that these people be afforded first priority to attend the next course, and they should be notified promptly of the dates for the next classes.  However, final course positions are allocated by the CM, usually but not always on a first-come, first-served basis.  Therefore, the Registrar needs completed applications as soon as possible.

4.    Registrar duties in application process (OPR: REG)

4.1. Individuals interested in attending the CPA class should be asked to call the UCPD at 659-0333 ext. 356 and leave their name, phone number and email address, or go to our website, www.uccpaaa.org, for additional information, including more contact options and a downloadable application.  All applications are to be turned into the PD Dispatch Window where they will be picked up by the Registrar.

4.2. The Registrar will then perform the following duties: (1) retrieve messages daily from the phone, email or web site and promptly call potential attendees to provide CPA course information; (2) keep a permanent list of all applicants by name, date, address, phone number and email address.

4.3. The Registrar will help the Course Manager process all applications and confirm that those that are approved meet the basic requirements.  Applicants must satisfy the following requirements: be at least 18 years old; be residents of, employed in, or own a business in Universal City; be able to pass a background check for criminal history.  Applicants are not required to join the alumni association after CPA course completion. (OPR: CM).

4.4. The Course Manager will direct the Registrar to contact all approved applicants to confirm they have a seat in the class (OPR: CM).  The Registrar will initially notify all accepted applicants by phone or email, and contact each applicant again 2-3 days before first class starts as a reminder.

4.5. Assist Course Manager in preparing workbooks (use photocopier in UCPD admin office as needed) and ensure that each attendee has one.  Obtain UCCPAAA volunteers to help with the workbook building process.

5.    Registrar duties during CPA course (OPR: REG)

5.1. Attend first class to meet and greet new students and answer any administrative questions.  Ensure that each attendee has a name tag, and bring some blank name tags to use as needed.

5.2. Encourage the class to “elect” or otherwise designate a Class Leader to act as their spokesman and point of contact with you and the Association.

5.3. Coordinate refreshments for class and arrange for various volunteers from the UCCPAAA to provide them (recommend that disposable plates and utensils be used). Keep this light: cookies, brownies etc.

5.4. Encourage current UCCPAAA members to attend any classes during the new course that they might want to retake or make up (send out a new class schedule by email to all members).  It is desirable for the course attendees to interact with Alumni Association members because it may make them more receptive to joining the UCCPAAA after they graduate.  Encourage members to wear their Association shirts to class.

5.5. Attend class number 7 of 10 to discuss the graduation dinner.  Have the class appoint someone in the class (the class leader?)to be in charge of setting up this Dutch treat event and selecting a place and time.   At the final class meeting make sure all attendees are aware of the arrangements, and send out emails as further reminders.

5.6. Have the UCCPAAA President address the class sometime during the second month to explain the mission and recruit new members.  Display the shirts with official logo and discuss how to procure.  Tell course attendees that they are welcome to attend any UCCPAAA meetings even before they graduate. 

5.7. Ensure that the Course Manager schedules a day at the shooting range.  Email the date and time to all student attendees and alumni.  Solicit volunteers to help the UCPD officers with reloading ammunition to use at the range and to coordinate refreshments.

5.8. Maintain regular communication with course members and alumni by email or telephone to keep them informed of any changes in class dates or times or locations.

6.    Graduation Dinner (OPR: REG)

6.1. Provide the Course Manager with all the names of the students that have completed the class and ensure that graduation certificates are completed. Course Manager will present certificates at the dinner and the Registrar will mail out or hand deliver certificates to those not present.

6.2. Ensure that the UCPD Chief and Assistant Chief are invited to the dinner. The cost of their dinner, along with other UCPD officers in attendance, will be paid by the UCCPAAA. 

6.3. Have the UCCPAAA President and/or other representatives discuss membership and provide applications for those wishing to join.  Make sure the new graduates know when the next regular UCCPAAA meeting will be held and where.  A follow-up email as a reminder is also helpful.

7.    After action tasks (OPR: REG)

7.1. The Registrar will send out a final email congratulating the new graduates and thanking them for participating.  Also, a thank you should be sent to the UCPD participating police officers and to any guest speakers for their presentations and assistance in conducting the classes. Registrar will provide names to the Card Coordinator for this purpose.

7.2. Attend the first UCCPAAA meeting after graduation to greet the incoming new members and formally introduce them to the Alumni Association membership.