Conducive Reading environment backup with Information Technology.
Registry, as the hub of administration in the Polytechnic, has several Units. It is basically saddled with the responsibilities of managing students’ academic activities from admission to convocation and staff welfare from entry to exit. Registry’s scope of work is as wide as it is diverse. It is basically divided into several component Units which are seamlessly linked and centrally coordinated with a single line of reportage to the Registrar. These units and their functions include:
1. ACADEMIC OFFICE
This is the Unit saddled with the following functions:
Students’ Request: it attends to diverse students’ requests, ranging from change of name, address, program and level. It also attends to cases of repetition, late course registration, complaints on results, re-marking of examination scripts, make-up examinations, deferment of academic studies, withdrawal of studentship, unofficial and official transcript requests, certificate processing, ID card replacement, resumption from suspension or deferment, reprint of letter of admission, etc.
Coordination of Polytechnic Academic Functions: this involves the coordination of academic ceremonies and activities like matriculation, lecture series, symposia, workshops and convocation.
Enquiries on Students: it handles result verification and confidential academic requests from employers or other institutions.
Monitoring of Studentship Status: Registry ensures that students’ resumption, identification, course registration and lecture attendance are duly monitored to avoid harboring defaulting or non-students.
The Academic Office has the following Sub-Units:
This Sub-Unit monitors the preparation and conduct of all Polytechnic examinations ranging from Post-JAMB, Mid-Semester and Semester examinations. This is done by monitoring examination clearance, examination materials, invigilation, orderliness and compliance to rules, upload of results; oversee processing of results, publication of results and administration of students’ results complaints.
Students’ history, from matriculation to convocation is managed by Registry. This extends to post-studentship. The sub unit achieves this by collating and keeping students’ records in personal files, keeping examination records, scripts, notification of results, transcript and certificate processing.
This Unit handles students’ enrolment into the Polytechnic. It executes this function by updating programs and criteria with JAMB, establishing yearly admission quota and criteria for doing so, prepare and publish admission advertisement, coordinate sales of admission application forms, conduct entrance screening, conduct admission selection, send recommended list of admitted students to JAMB and release list of admitted students. Other functions include production of admission notifications and letters, monitoring of admission acceptance and resumption of students, verification of ‘O’ level results, authentication of Basic Requirement Qualification (BRQ) and production of matriculation list.
Management Information System (MIS) can be termed as the e-registry that manages the electronic academic records, comprising students’ records, registration and examination results. It provides prompt and accurate information for daily running of the Polytechnic. This is achieved by maintaining the Polytechnic database for both students and staff, monitor and use all developed applications, undertake general Polytechnic data processing activities, coordination of data collection for lecture, Halls of Residence Roll Calls and exeat control.
E. Senate Secretariat
Senate Secretariat handles the following functions:
F. College & Departmental Offices
These are extensions of Registry, ably represented by the College and Departmental Officers, who perform the following functions:
2. Staff Attendance
3. College/Departmental Board Meeting
4. Mails Dispatch: College/Departmental officer receives letters and memos on behalf of the HOD and the College/Department. Dispatch such letters to the affected Units.
5. Class Attendance: ensure that lecture attendance records are well collated and keyed in.
6. Record Keeping: keeps the students’ record/files. These files must be kept up to date to create a student’s history. He/she collates the students’ course registration form and results and files them appropriately
7. Supervision and Control: He coordinates junior staff that relate to the operations of the College/Department and ensures they deliver adequately in their various assignments.
8.Requisition for Maintenance Works and Repairs of Utilities
2. ESTABLISHMENT UNIT
There are fundamental requirements fashioned towards attainment of organisational goal or objective, which are often referred to as factors of production. Man power has been adjudged the most potent and indispensable of all factors of production due to its intellectual capacity and reasoning ability to manage and control other factors. An incompetent staff can hinder the process of realising corporate goals.
The Unit has the following Sub-Units each with different responsibilities:
This sub-unit ensures that recruitment is done based on the staffing numbers, skills and needs to meet the Polytechnic’s objectives. The prospective staff’s skills and qualities required for each particular job are analyzed accordingly. Read more...
B. STAFF DEVELOPMENT, TRAINING AND WELFARE:
This is the Unit that takes delivery of new staff employed by the Recruitment Unit. It handles their welfare until they exit the Polytechnic. Basically, the Sub-Unit is responsible for the following:
Records Unit is saddled with the responsibility of gathering staff data and ensuring that they are adequately processed and updated. The staff data includes Bio-Data, Educational and Experience Backgrounds, Extra Curricular Activities, etc.
The Sub-Unit also takes cognizance of daily routine of all existing staff such as approved leaves, staff resumption date, effective date of exit (i.e resignation) etc. The record officer equally ensures that all hard copies of each staff documents are properly filed and kept in the cabinet for safety.
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are to collect their Graduation kits (academic gown, one (1) invitation card,
scroll and brochure etc.) from their various school Officers from Monday, 14th
January, 2019, having obtained REMITA
payment code from the cash office to pay online, the sum of N6,000.00 (Six
Thousand Naira Only), Into Federal Government’s Treasury Single Account (TSA).
There will be a refund of N1,000.00 upon
the return of the Academic Gown to the Academic Affairs Office at the Main
Campus not later than close of work on Friday, 18th January, 2019,
gowns returned after this date will attract a fine of Fifty Naira (N50) only
per day. However, for any damaged gown, there will be a surcharge while
certificates will not be released to those who fail to return their gowns.
Graduands will be responsible for the
transportation, accommodation and feeding of their own guests.
graduands are expected to be seated at the Convocation Arena by 7:30am.
We wish you all journey mercies.
Guidelines for Collection
of Certificates (ND&HND)
Graduands who have
previously collected genuine Statements of Result and Testimonial should bring
along the following:
A genuine identification
item such as the National ID Card or International Passport or Driver’s
Two (2) standard
Obtain REMITA payment
code from the Cash Office to pay online, the sum of Five Thousand Naira
(5,000.00) only per certificate, into Federal Government’s Treasury Single
Present receipt of
payment at Academic Affairs Unit for collection of the certificates.
Collection of Certificates by Proxy will not be honored.
ALH. ABDULHAMID O. RAJI
© 2017 Federal Polytechnic, Offa