Academic Affairs Office
The Objectives of Academic Affairs Office
To provide excellent atmosphere for academic sojourn and academic practice through provision of most current information for efficient academic interaction. This is accomplished through the following Units:
The Academic Registration Unit
The Academic Registration Unit through interaction and collaborative effort with College Officers, Heads of Units, etc. develops measures and implements University decisions as relates to students’ academic improvement, retention and graduation.
All Students are expected to pay the prescribed sessional fees on or before resumption and the Unit ensures compliance to this provision before students are allowed to participate in any University activity.
The first three days of resumption are usually dedicated to registration. The process takes students through the following registration points:
Finance Office to confirm that all required and prescribed fees have been paid;
College Office to collect registration kit containing registration forms and information bulletin;
Course Advisers to get appropriate advice/counsel for the type of courses available, required, compulsory and elective;
Head of Department for monitoring and signing of registration forms;
Dean of College to approve and counter- sign the students registration forms;
Data centre for students to personally input the courses registered for into the University Central Computer System;
Academic Affairs Office for students to submit copies of registration forms and computer print – out of registered courses; all of which are kept in the students’ personal files in the Registry for future and record purposes;
Student Affairs Office where the student is allocated a bed space in the Hall of Residence; and
Health Centre where students are examined and their medical records collected and stored in the system for future use.
The Academic & Course Administration Unit
This Unit directs and manages the administrative functions related to the various academic programs, policies and services which respond to the academic development and retention needs of students. It is concerned with improving communication and coordination between the Registry, Student Affairs and the Colleges; as well as improving and strengthening academic advising at all levels.
The Unit also assists students with certain challenges ranging from finance to health, who could no longer continue their studies and wish to defer or suspend their programs. Applications are usually collected from such students and processed for Senate approval. Letters of such approval are given to affected students stating conditions for resumption and deferment period.
The University attaches great importance to attendance of students at classroom lectures; hence the Academic Administration Unit monitors students’ compliance to the lecture Attendance requirement. Each lecturer is made to record each student’s regularity and punctuality in class. Such students’ records are compiled by College Officers for onward transmission to the Senior Assistant Registrar ( Academics) who will scrutinize it to discover erring students and recommend appropriate sanctions. The University insists that students should record 90% attendance, any student with 75% to 90% is sanctioned while a student who records less than 75% attendance in any course is deemed to have failed that course.
Any student wishing to change his/her course can do so within two weeks of resumption provided he/she satisfies all University requirements for the desired course. The student will have to pay the appropriate fees, fill all necessary forms and get required approval from all necessary quarters before appearing at the Academic Affairs Office for confirmation of such change of course.
In addition, the Academic Administration Unit supervises matters relating to matriculation and graduation and ensures that all students are given unique matriculation numbers which they use throughout their stay in the University.
The Senate Affairs Unit
Presently, the Academic Affairs Office coordinates the activities of the University Senate as follows:
It sensitises all University Departments and Units concerning matters of Senate attention
It receives and processes submissions from the Departments and Units for Senate consideration.
It arranges regular meetings of the Business Committee of Senate to look into the submissions and make recommendations to Senate.
It arranges for regular meetings of the Senate.
It keeps proper records of all matters relating to Senate Meetings – Attendance Register, Minutes Book, Papers for consideration etc.
It issues memos to different Units of the University informing of Senate decisions.
It monitors to ensure that Senate decisions and resolutions are carried out to specification.
EXAMINATIONS AND RECORDS
a) Providing a virile, functional and accessible record based unit
b) Supervising and co-coordinating a hitch free semester and mild-semester examinations of the university
c) Monitoring compliance with all university rules and regulations on conduct of examinations
d) Oversees periodic communication of student academic learning performances to parents, sponsors and scholarship granting institutions
e) Processing of transcripts of examination results to requesting institutions as prompted by students or employers.
Description OF Modus Operandi
The Examination and Record Unit is headed by a Senior Assistant Registrar who is assisted by some officers saddle with the responsibilities of keeping students personal files and records.
Other records include past examination question papers, answer booklets and marking schemes.
Record keeping spans across the two existing Colleges in the University that is College of Development Studies and College of Science and Technology.
Mode of keeping records is through manual and electronic.
A record room is set aside as a store where the above listed items are kept manually carefully arranged on Shelves and marked according to the College Department, Programme, and Level.
The University examines the Students in two major examinations per Semester. The first is the Continuous assessment test usually referred to as the Mid-Semester examination and secondly, the end of semester examination.
There are other forms of assessment by the Course lecturers as approved by their departments and this may take the form of projects, researches and essays.
Examination results are regularly forwarded to parents and guardians as soon as the Senate approves the examination results while copies are manually kept in Student personal files and also stored electronically.
1. Maintenance of student files and record
2. Custodian of past examination answer booklets, questions and marking schemes
3. Supervises the conduct, monitoring and provision of other logistic support for all university examinations.
4. Ensuring strict adherence to rules and regulations governing all examinations as spelt out in the University examination hand book
5. Represents the Registry in examination committees and other related committees or assignments bordering on examination issues.
6. Serves as linkage between colleges departments, units, Committees and students on matters involving information on records
7. Handles Correspondence with and from parents on results and related matters
8. Processes and issues transcripts to institutions and corporate bodies as may be requested by the applicant.
9. Performs other duties and responsibilities which may be assigned from time to time by the Registrar.