SCHEDULE OF DUTIES DIRECTORATE OF ACADEMIC AFFAIRS
The Director, Academic Affairs
Responsible to the Registrar for the day-to-day administration and the co-ordination of the activities of the Units in the Academic Affairs Division.
Responsible to the Registrar for preparation of documents for Statutory and Special Meetings of Senate.
Preparation of draft minutes of the Statutory and Special Meetings of Senate for the attention of the Registrar.
Responsible to the Registrar for the conduct of appropriate elections pertaining to the following:
- Senate representatives on Council and Senate Committees.
- Offices of Dean and Sub-Dean.
Co-ordination of the academic functions of the School Officers.
Clearance of final year students leaving the University.
Printing, writing and safe keeping and issuance of all University Certificates.
Responsible to the Registrar on Senate matters as follows:-
- Preparation of Committee of Deans' Papers;
- Secretary to the Committee of Deans; and
- Secretary to the Business Committee of Senate.
Responsible to the Registrar for Undergraduate admissions.
Oversight roles in the administration of academic robes.
To assist the Registrar on matters relating to the matriculation of students.
To handle matters pertaining to External Examiners for Undergraduate programmes.
To assist the Registrar on preparations for University Convocation and Matriculation Ceremonies.
To assist in preparations for University Inaugural Lectures.
Secretary, University Admissions Committee (Undergraduate)
SENATE MATTER AND ADMISSION OFFICE
ADMISSION MATTERS UNIT
Desk Officer (s) in charge of Admissions
Responsible to the Director, Academic Affairs for provision of assistance in matters relating to Undergraduate admission exercise which include:
Serving as Assistant Secretary to the University Admissions Committee.
Dealing with all matters relating to undergraduate admission exercise.
Processing of papers on admission by transfer from other Universities.
Correspondence with prospective candidates on enquiries about admission requirements.
Cross-checking of academic credentials of new students.
Liaising with the Schools on matters relating to registration of students.
Handling of matters relating to preparation of matriculation list and maintenance of Matriculation Register.
Issuance and safe-keeping of academic robes.
Preparations for University Convocation and Matriculation ceremonies.
Undergraduate admission matters, as they concern the Registrar.
Matters relating to the matriculation of students.
Matters pertaining to External Examiners for undergraduate programmes.
Performing other duties as directed by the Registrar or Director, Academic Affairs from time to time
SENATE MATTERS UNIT
Desk Officer in charge of Senate Matters
Assistance to the Director of Academic Affairs on Senate and Committee of Deans Matters, and in particular, for:
Preparation of documents for Statutory and Special Meetings of Senate.
Preparation of the minutes of Statutory and Special Meetings of Senate for the attention of the Registrar.
Conduct of the following elections/appointments:
* Senate representatives on Council;
* Senate Committees;
* Offices of Dean and Sub-Dean; and
* Appointment of Heads of Department.
Co-ordination of the academic functions of the School Officers.
Coordination of Senate Matters as follows:-
* Preparation of Committee of Deans' papers.
* Secretary to the Committee of Deans.
* Secretary to the Business Committee of Senate.
Preparations for University Inaugural Lectures.
Preparation of papers for the Business Committee of Senate.
Preparation of papers for the meetings of Committee of Deans.
Taking follow-up actions on decisions from the meetings of Committee of Deans.
Preparation of papers for discussions at Senate.
Preparation of draft minutes of meetings of Senate.
Preparation of extracts of decisions from meetings of Senate.
Follow-up actions on Senate decisions.
Performing other duties as the Registrar or Director, Academic Affairs may direct.
4. Senior Assistant Registrar (Senate)
Preparation of papers for Senate meeting and writing of minutes of Senate Meetings.
Preparation of papers for the Meetings of Business Committee of Senate.
Co-ordinates collation of papers and preparation of folders for Senate meetings.
General duties of Administrative Officers.
Performing other duties as may be directed by superior officers from time to time.
5. Assistant Registrar (Senate)
Preparation of papers from School Board of Studies for meetings of Business Committee of Senate.
Communicating decision extracts and follow-up action of Senate decisions.
Participating in the preparation of papers and folders for Senate Meetings.
Writing draft minutes of Senate Meetings, and in particular to note decisions for follow-up action
General duties of administrative Officers.
Performing other duties as may be assigned by superior officers from time to time.
Shall report to the Senate Matters Officer through the Senior Assistant Registrar (Senate) in the performance of your duties.
6. Administrative Officer I (Admissions)
Preparation of papers for Committee of Deans Meetings and writing drafts of minutes of the meetings
Processing of correspondence on admission by transfer from other Universities, registration of students and issues arising therefrom.
Processing of correspondence of prospective candidates on enquiries about admission requirements
Participating in the preparation of papers and folders for Senate Meetings.
General duties of administrative Officers.
Performing other duties as may be assigned from time to time
Responsible to the Admissions Officer through the Senior Assistant Registrar (Senate) in the performance of duties.
7. Administrative Officer II (General)
Preparation of papers for Admissions Committee Meetings
Dealing with matters relating to undergraduate admission exercise
Liaising with the Schools on matters relating to the registration of students
Attending to matters relating to the preparation of matriculation, matriculation list and maintenance of Matriculation Register.
Participating in the preparation of papers and folders for Business Committee of Senate Meetings
Documentation of Senate decisions on Semester Examinations results
Assisting Senate Matters and Admissions Officer in conducting, Sub-Deans and Senate Representatives of Committee and Boards
General duties of administrative Officers.
Performing other duties as may be assigned from time to time
Shall report to the Senate Matters and Admissions Officer through the Administrative Officer I (Admissions) in the performance of your duties.
8. System Analysts/Programmers
System Development including overseeing:
The evaluation/analysis of existing data/record systems, designing, programming and implementation of automated ones with a view to improving on effectiveness and efficiency of information management in the Academic Affairs Office.
The design/maintenance of databases on matriculation Information, Students Enrolment Statistics, Examination Records, and Admissions System as the need may arise in the Division.
Generation of reports for matriculation list and Matriculation Register.
Liaising with Computer Resource Centre and Schools on the registration of new students.
Data processing/Systems, Policy/System Management/Training/Supervisory Duties including:
- Word-processing of all Minutes, reports and record files
- Graphical Design and Forms, Proforma and templates such as Student registration forms, Academic transcript forms, Academic transcript forms, Ballot papers for elections, Decision Extract templates and charts.
- Desktop Publishing works on programmes and order Proceedings.
Education and training of all computer personnel/user in the Division
Preparation of Senate electronic papers and its electronic projection at Senate meetings.
Preparation of correspondence with prospective students on enquiries about admission requirements.
Correspondence with prospective students on enquiries about admission requirements
Validation, optimization, fine-tuning and supervision of all data processing activities.
Enforcement of Information Access Rights and User Authorisation on Data Processing/Systems
Generation of reports/summaries/charts from databases as may be required.
Maintenance of Smarty Central Database.
Maintenance duties which includes:
Maintenance of Computer Hardware and Peripherals/accessories
Maintenance of Software and Data Backups
Upgrade/update processes on Computing Components
Troubleshooting of Computer Devices/Software in the division.
Any other duties given by the Registrar and Director, Academic Affairs from time to time.
11. Principal Confidential Secretary II
General duties of Confidential Secretaries.
Preparing materials for Business Committee of Senate
Other duties, as directed by the superior officers from time to time.
12. Higher Executive Officer (Senate)
General duties of Executive Officers.
Pre-Senate meetings preparations i.e. handling routine duties like notice of meeting, numbering of papers for meetings of Senate and related matters
Supervision of collation of papers for Meetings of Senate and Business Committee of Senate.
Forwarding Senate approved results to the Examination and Records for record purpose.
Preparation of materials and documents for election of Deans and Sub-Deans.
Performing other duties as may be assigned from time to time.
Shall report to the Senate and Admissions Officer through the Senior Assistant Registrar (Senate) in the performance of his/her duties.
13. Higher Executive Officer (Admissions)
General duties of Executive Officers.
Collation of papers for Committee of Deans of Meetings
Liaising with the Central Stores Unit for collection of stationery items for the division
Participating in the preparation of papers and folders for Senate Meetings
Performing other duties as may be assigned from time to time.
Shall report to the Senate Matters and Admissions Officer through the Administrative Officer I (Admissions) in the performance of duties.
14. Higher Executive Officer (Records)
General duties of Executive Officers.
Collation of papers for folders of Business Committee of Senate and Senate Meetings and distribution on the floor of Senate.
Pasting and keeping of minutes of meetings of Senate and retrieval of same when required.
Extraction of Senate Decisions from minutes for the compilation of Compendium of Senate Decision Extracts.
Issuance of application forms for temporary withdrawal/condonement of absence from the University to students.
Issuance and collation of forms for the reconsideration of applicants offered provisional admission but who could not be registered for the course
Participation in admission schedule as necessary.
Any other duties as assigned.
Shall report to the Senate Matters and Admission Officer through the Assistant Registrar (Senate Matters) in the performance of your duties.
15. Chief Secretarial Assistant
1. General duties of Secretarial Assistants.
2. Collation of papers for Senate meetings
3. Any other duties as may be assigned by the Senate Matters and Admission Officer from time to time.
16. Secretarial Assistant II
General duties of Secretarial Assistants.
Collation of Senate papers for Senate Meetings
Any other duties as may be assigned by the Head of the Unit (SMAO) and other Superior Officers.
17. Assistant Chief Clerical Officer
General duties of Clerical Officers.
Arranging supply of refreshment during Senate Meetings
Signing of fresh Students’ Bio-data forms.
Any other duties as assigned by the Head of the Unit (SMAO) and other Superior Officers.
18. Senior Clerical Officer
General duties of Clerical Officers.
Signing of fresh students’ Bio-data forms.
Collation of Senate papers and dispatching the Senate folders to Members
Safe keeping and Issuance of Academic gowns to various Schools of the University
Keeping of records of admission letters and giving out of same to Students.
Collation of Committee of Deans Meeting Papers & Folders for members.
Any other duties as assigned by the Head of the Unit (SMAO) and other Superior Officers in the Office.
19. Senior Clerical Officer
General duties of Clerical Officers.
Rolling and collation of papers and preparation of folders for the meetings of Senate, Business Committee of Senate and Committee of Deans
Signing of fresh Students’ Bio-data forms.
Performance of all the clerical work assigned to me by the Head of the Unit (SMAO) and other Superior Officers.
20. Clerical Officer
General duties of Clerical Officers.
Collation of papers and preparation of folders for the meetings of Senate, Business Committee of Senate and Committee of Deans.
Signing of fresh Students’ Bio-data forms.
Any other duties as may be assigned by the Head of the Unit (SMAO) and other Superior Officers.
EXAMINATIONS AND RECORDS UNIT
Examinations and Records Officer (ERO)
The Examinations and Records Officer is responsible to the Registrar through the Director, Academic Affairs Division for the day-to-day administration and co-ordination of the activities of the Examinations and Records Office. The following functions form the major responsibilities of the Examinations and Records Officer:
The administration of all University examinations.
Supervision and issuance of students’ semester/sessional results.
Preparation and issuance of academic transcripts.
Up-dating regulations and procedure on University examinations.
Examination Administrative moderation.
Compilation of list for bulk purchase and distribution of Examination materials for University examinations.
Writing of Semester Examination Report to the Registrar for Senate consideration.
Clearance for Final Year students leaving the University
The printing, writing, safe-keeping and issuance of all University certificates.
Preparation of lecture and examination time-table in liaison with the representatives of schools on University Time-Table Committee.
Compilation of Invigilators Time-Table.
Identification and physical arrangement of examination halls, in liaison with the Time-Table Committee.
Arrangement in liaison with the Director of Health Services for medical attention during examinations
Attending schools’ Board (and Board of Studies) of examiners meeting.
Processing of Cases of examination malpractices for the attention of appropriate disciplinary committee
Administrative moderation of University scholarships
Issuance of notification of results to students and to their sponsors.
Verification of transcripts and certificates sent from other institutions, employers and agencies;
Writing of reference letter for FUTA graduates seeking employment or assistance outside the University.
Coordinates the Preparation of students’ statistics
Oversees the Verification of students Ordinary ’level as well as National Diploma results
Supervising the systems programmer who handles the:
Evaluation of existing data/record systems
Designing, programming and implementation of automated records.
Maintenance of data base of students’ enrolment statistics, examination records, etc.
Computerization of past students records
Validation, optimization, fine-tuning and supervision of all data processing activities in the Division.
Supervision of all staff in the office
Any other duties as may be directed by the Director or Registrar from time to time
(b) Members of staff in the Division who Assist the Examinations and Records Officer in carrying out the above-stated functions are:
Desk Officer, Records & Transcript
Responsible to the ERO for:
Checking, Signing and issuance of transcripts;
Send out provisional lecture time table early in each semester;
Send out provisional examination time table to all Departments at the middle of the semester;
Serves as secretary to the Disciplinary Committee on Examination misconduct
Secretary to the University Time-Table Committee
Other duties as may be assigned by the Examinations and Records Officer
Desk Officer, Examinations & Certificates
Responsible to the ERO for:-
Administration of all University examinations.
Updating regulations on and procedure of University examinations.
Compilation of graduating students lists for certificate writing.
Writing of all certificates.
Issuance of certificates.
Arrangement in liaison with the Director of Health Services for medical attention during examinations.
Prepare a list of all items for the examination including items to be printed and forward same to the Registrar.
Distribution of examination materials.
Preparation of Examination Report after every Semester Examination for Senate consideration.
Drafting of letters on proficiency in English Language.
Collation of Students Convocation Prizes for Publication.
Preparation of Letter of Award of Students Prizes.
In attendance at Senate.
Other duties as may be assigned by the Examinations and Records Officer especially during semester examinations.
These are done in preparation for every semester examinations:
Writing to the following Officers two weeks to examinations:
Officer in charge of the Parks and Gardens: to prepare all the examination venues ready for examinations
Registrar: requesting for lunch for all staff involved with examination and for all invigilators who will be on duty on Saturdays within the examination period.
Director of Health services: to put his/her staff on alert during the period of examinations.
Circulate University Examination Regulations and their corresponding penalties to all students (all notice boards) and Heads of Department.
b. These are done in Processing of Results for Senate:
Results are received for Departments through the Office of the Deputy Vice-Chancellor (Academic), except those that are executively approved, which come from the Office of the Vice-Chancellor.
Results that are processed for Senate must bear the signature of the DVC (A) or any officer designated to vet the results on his behalf.
Results that are given executive approval must bear the signature of the Vice Chancellor.
The summary pages of the results are numbered at SMAO and reproduced according to membership of Senate for consideration at the meeting of Senate.
After Senate approval, the original copies of the results are forwarded to the Examinations and Records Unit for record and transcript purposes.
The Exams and Records Unit prepares academic transcripts for students, the list of graduating students and the list of students to be mobilized for the National Youth Service.
These are done in preparation for University Convocation:
Writing of letters to HODs, Deans and School Officers for the compilation of Award winning students from their respective Schools and Departments.
Collation of Prizes Memos from Schools and Departments.
REMINDERS WITH DEADLINE on letters from HODs, Deans and School Officers of the compilation of Award winning students from their respective Schools and Departments.
Passing the Collated list of the Award winning students to HODs and Deans for Verification;
Handing the List of Collated Students Prizes to the University P.R.O for Publishing.
These are done in preparation for Certificate writing and signing before Convocation:
Request for blank certificates from the Office of the Registrar.
Collection of Senate approved results of graduating Students from SMAO.
Collection of Senate approved results of graduating students from SPGS (soft & hard copies).
Processing the results above with the Senior Systems Programmer for Automated writing.
Automated writing of Certificates.
Vetting of written certificates by the Registrar’s office.
Amendments of observations from the above vetting as necessary.
Signing of the certificates.
Heat-Transfer of the University Logo-Hologram on each of the certificates with the Hologram Machine.
Desk Officer, Records
Responsible to the Desk Officer, Records & Transcript for
Coordination of cross-checking of O’level and ND results of students.
Verification of results of fresh students.
Serves as Secretary to the Unit Appointments and Promotions Committee on review of APER forms.
In attendance at Senate Meetings.
Other duties assigned by the Examinations and Records Officer especially during semester examinations from time to time.
Desk Officer, Transcripts
Responsible to the Desk Officer, Records & Transcript for:
Preparation and vetting of transcripts
Checking of transcripts.
Issuance of Notification of Results to graduating students.
Verification of final clearance of graduating students.
In attendance at University Time-Table Committee.
In attendance at Set school’s Board of Studies.
Other duties as may be assigned by the Examinations and Records Officer especially during semester examinations from time to time.
System Programmer/Analyst
Responsible to the Examinations & Records Officer for the performance of the following:
Central processing of degree results.
Design/maintenance of data base of students’ enrolment statistics, examination records, etc.
Overseeing processes of generating transcripts.
Issuance of students semester and sessional results.
Computerization of past students’ records.
Updating of students’ records for computerization.
Preparation of software programmes for use in the Division.
Other duties assigned by the Examinations and Records Officer from time to time.
Confidential Secretary
Acts as Personal Secretary and Office Manager to the ERO and is responsible for the following:
General duties of Confidential Secretaries.
Sending mails through the internet for online transcript & verification of results.
Other duties that may be assigned by the Examinations and Records Officer
Senior Secretarial Assistant
General duties of Secretarial Assistants.
Verification of results of fresh students.
Preparation of letters on proficiency in English Language.
Other duties as may be assigned by the Examinations and Records Officer.
Clerical Officer (Front Office)
General duties of Clerical Officers.
Drafting letters of proficiency in English Language
Assistance to Examinations Officer during examinations
Other duties as may be assigned from time to time
Clerical Officer (Transcripts)
Writing of drafts for transcripts purposes
Preparation and vetting of transcripts
Checking of transcripts;
Verification of final clearance of graduating students
Assistance to Examination Officer during examinations
Other duties as may be assigned from time to time.
- Clerical Officer (Transcript Records)
Sorting, writing and vetting of transcripts.
packaging of transcripts for postage.
Verification of results of fresh students.
Verification of final clearance of graduating students.
Other duties as may be assigned by superior officers from time to time.
Clerical Officer (Records Keeping)
Students’ records up-date.
Filing of student records.
Issuance of Notification of results, SLT, DFBS and UDS.
Writing of transcripts of diploma students.
Verification of result of fresh students.
Other duties assigned from time to time.
- Senior Computer Operator (Transcripts)
- General duties of Computer Operators.
- Responsible for Word Processing of all transcripts.
- Other duties as may be assigned by the Examinations and Records Officer.
- Computer Operator (Transcripts)
General duties of Computer Operators.
Assists in Word Processing of transcripts.
Other duties as may be assigned by the Examinations and Records Officer.
Computer Operator (Data Entry)
General duties of Computer Operators.
Computerization of past records of students.
Other duties as may be assigned by the Examinations and Records Officer.
Office Assistant
General duties of Office Assistants.
Verification of results of fresh students.
Other duties as may be assigned from time to time.
