Professional Documents
Culture Documents
By
Prof. Mansur Usman Malumfashi
Director, Directorate of Human
Resources Development
Being a Paper for Presentation at the in house
Induction Workshop for Newly Recruited Staff of the
University.
August 2016
Abubakar Tafawa Balewa University Bauchi
OBJECTIVE OF THE PRESENTATION
At the end of the presentation, the participants are expected to imbibe the basic tenants of line of
communication in the university as well as appreciate the centrality of academic records, accreditation,
training and report writing. It is therefore expected that the workshop will impact positively and enhance
service delivery of newly recruited staff of the university.
My presentation is broken into the following:-
Line of communication
Transcripts, state of result
Certificate
Preparation for examinations
Examination environment
Benchmark Minimum Academic Standard (BMAS)
Accreditation
Types of accreditation
Indices of Accreditation
Deanry/Head of Department and their roles
Other expectations
Training
Needs for Training
Importance of Training
Types of Training
Evaluation of Training
Report and Proposal Writing
Types of Reports
Research Proposal
Research Project Report
Conventional/Investigative Report
Conclusion
PREAMBLE
Universities are centers of excellence, universally
acknowledged for teaching, Research and
Community Service.
Town and Gown relationship dovetailed into
community services.
As autonomous institutions, universities are
governed by their own laws, statutes, regulations
and standard. Academic affairs take precedence
over all other activities, that is why they are
governed by academics. Committee system
operates. Faculties and Departments are very
important component of the University. They are
statutorily recognized
LINE OF COMMUNICATION IN UNIVERSITY
- Communication is life wire of any organization
- Communication live in tertiary institutions is
virtually the same.
- University is an organization working collectively
to achieve the aims set for it.
- Two categories of Academic/Non-academic as
well as students.
There must be proper communication among the
different groups
What is communication
It is the transference of information or
message from one place to another and through
a medium
TRANSCRIPT
There are three important documents in the
life of a student, there are also very important
to all of us in many ways;
i. Evidence of qualification
ii. Depict the level of academic achievement
iii. Served to secure employment.
iv. Gate pass to get admission for Post-
Graduate
STATEMENT OF RESULT
Statement of results is used here to measure the
outcome of an assessment or evaluation including
tests, continuous assessment, examinations and
evaluate of seminars, research projects, long essays,
practical projects, industrial attachment/teaching
practice, field trip report and so on and so on. It could
be obtained cumulatively or in parts. It could be used
for employment or furtherance of once education.
- It is a temporary document presenting the
certificate.
- Approved by senate in case university before
issuance
- Life span of 2-5 years. SOR are surrendered for
certificates
Sender message Receiver
Medium
Noise
Horizontal
Internal
Vertical
Communication
Horizontal
External
Vertical
Linear
Communication
2 way
Certificate
Certificate is a final document which testifies to the
fact that a student has fulfilled all the requirement of
his programme and is and theorized to practice or be
engaged at a requisite level. Unlike SOR. Certificate has
life-span. Valid as long as the holder lives. It is a
permanent document
- Usually signed by 2 or more persons especially
the highest authorities of the institutions e.g.
vice chancellor/registrar,
- Certificates usually bears the seal of the
institution as a sign of authority and avoid fake.
- They are not re-issued.
Academic Transcript
This is the document that contains the detailed results
of a person and shows all the above courses taken, the
status and credit weight of the courses, when they
were taken and grades obtained. It may be issued in
respect of students who complete their programmes or
those who are seeking institutional transfer for various
reasons. It is usually requested by another institution in
Africa/Europe dont give transcript to graduates
directly for obvious reasons.
- Issuance attracts some fees, plus post charges.
- Though generated at different levels, department,
faculties and schools. Examination and records
units or any other body responsible are usually
assigned by the registrar or representative at the
academic division.
Some transcripts contain sundry information about the graduate
like state of origin, LGA, sex, date, place of birth, department,
faculty/school/college, course registration/matriculation number
and name. Transcripts are use for the following reasons:
- For placement into programme and levels
- To authenticate students claims
- To determine course which could be audited taken or
dropped?
Transcripts are issued as often as requested, any alteration
renders it invalid.
Students are encouraged to open file for all their documents
including yearly statement of results, registrations, receipts for
fees, library cards, etc
Software is used to prepare transcripts. This has therefore made
the whole issue very simple and fast.
Sources of Complication for the
Issuance of Transcripts
a. Changes of department
b. Changes of name
c. Truancy/professional student
d. Loss vital records
e. Excessive carry-overs/errors in computations.
f. Poor record keeping and indifference of staff
g. Lack of courtesy by students
h. Use of cronies/proxies
i. Rustication/suspension etc
j. Movement to new site/multicampus.
PREPARING FOR EXAMINATIONS
Examinations are required to determine the level of performance of students in educational
program. Many a time, examination remains an index of the quality of program that students
may be involved in. This is why Growther (1995) described examination as a formal test of
somebodys ability or knowledge in a particular subject by means of written question or
practical exercise. Examination are usually of two types major types those conducted
internally by the concerned institution and those ones conducted by external examination
bodies such as WAEC, NECO, NABTEB, London GCE, IJMB etc.
Preparing for examination means getting ready for such formal tests of ability in a subject or
course of study. This preparation entails a number of factors and issues at the various levels
of education. These levels are primary, secondary and tertiary levels of study. Preparation for
A good examination starts with proper planning. This involves the exam materials, venue,
invigilators e made so that each candidate obtains a copy. Question should be adequate in
terms of content, working and instructions to the examiners. Security is also very important
to forestall any leakage. The production of the question papers should be done as close to
taught in Nigeria Universities. Consequently the commission in collaboration with the Universities and
their staff developed minimum academic standards for all the programmes in Nigerian Universities in
1989.
- After about 10 years using the minimum academic standard (MAS) document as major
documents.
- Other reasons are: - update the standard and relevance of university education and to integrate
- The commission considered the merger of the benchmark statement and the revised BMAS into
Faculties are headed by deans. Dean is the chief Academic officer of his faculty
answerable to the Vice-Chancellor and Senate. A Dean is usually a professor otherwise,
he is to act. Principally the Dean is the Chairman of the faculty and all its committees.
He is responsible for
- Examinations
- Registration
- Orientation/ Matriculation
- Graduation
- Discipline
- Record Keeping
HEAD OF DEPARTMENT
What head of Department is what similarly the Dean of Faculty is. Duties and responsibilities
of the Head of Department is a reflica of what the Dean is at the Faculty level.
Head of Department is chiefly responsible for the following in his own department:
Examinations and its conducts
Registration and record keeping
Orientation and Graduations
Discipline.
All staff in the Department are answerable to the Head of Department, this is also tenable at
the faculty level. However academic staff are also answerable to the Head of Department and
must be able to perform their primary functions of teaching. Teaching includes lecturing,
continuous assessment, evaluation grading, and compilation of results and submission of
same to the Departmental examination Officer and subsequently to the board of studies.
OTHER EXPECTATIONS
Academic and non-academic staff are expected to be alive to their responsibilities by working with schedule activities,
calendar and deadline for submissions. Time is of essence. Therefore staff must be able to manage their time efficiently and
effectively. Attend classes regularly and promptly.
Line of communication must always be maintained in all communication process. All academic staff must put in writing to
the Head of Department all communication to the Vice-Chancellor, Registrar, Dean and other Officers of the University.
Example applying for visa, opening medical file, enrolling your child at the staff school etc. similarly Head of Department
must always inform the Dean of his absence and the person to over look the affairs of the Department. Conversely the dean
must all inform HODs of his absence.
Memo emanating from a staff must be endored by the HOD or the Dean as the case may be. It is not always enough to
endorse but to express written comments about the memo. It is therefore important to understand the concepts thru,
CC, see distribution list etc. Communication should be always be from lower to the higher office. The communication
must go through the sequence for input from the various officers involved. This does not forestall communications from the
high to low level cadre.
As new staff all of you are expected to familiarize yourself with the administrative jargon such as KIV, fna, bf, pa, fa as well as
the civil service regulations and financial regulations, condition of service of ATBU for both senior and junior staff. At the rate
of our development, we still need files as the major carrier of memo, letters circulars, reports etc. files are very important
tools to update you take well-informed decisions. Therefore record keeping is very important for all cadre of staff.
ACCREDITATION
The National Universities Commission in pursuance
of quality assurance came up with the idea of
accrediting all courses in the Nigerian Universities.
This to further control quality so that Universities
are put on their toes always yearning for
excellence. There are course accreditation and
institutional accreditation. In simple terms it is a
comprehensive re-appraisal of courses from
admission to employer rating of the products of
that University. A team of renown Professors is
usually raised by NUC to undertake the exercise.
TYPES OF ACCREDATATION
There are basically three (3) types of
accreditation status:
- Full Accreditation 70+
- Interim Accreditation 60-69
- Denied Accreditation 50-59
Full Accreditation
Is a situation in which the NUC awards a certificate for
full accreditation which will last for five (5) years. It
means the government is satisfied with the quality of
the course and has met all requirements and it
products can be employed without raising eyebrow.
There will be admission, teaching and graduations for
the next five (5) years. It will be due for another
accreditation after five (5) years. Total score required
for full accreditation is 70% and above and a minimum
score of 70% in each of the academic content, staffing,
physical facilities and library facilities
Interim Accreditation
It is a situation in which the course is given only two (2) years to operate
and attend to the lapses and deficiencies identified that made it
impossible to get full accreditation. For the two (2) years admissions,
teaching and graduation will continue. However, if the University cannot
afford to face another accreditation after two (2) years, the University will
bear the costs. No course can have 2 consecutive interim accreditation.
Second interim is a denied accreditation. So at the second attempt it
either be full accreditation or denied accreditation. Total score required
for interim accreditation is 60-69%. In case where a programme scored a
total above 70% but has less 70% in anyone of academic content, staffing,
physical facilities and library facilities then interim status is awarded.
Denied Accreditation
This is a situation where the NUC wrote officially
to the Vice-Chancellor stating the denied status.
By that, no more admissions however students
already admitted are allowed to continue with
their studies until graduations. The implication of
denied accreditation is grievous. Total score
required for denied accreditation is 59% and
below. No admissions
INDICES OF ACCREDITATION
The following are the most important parameters for conducting accreditation. It is not enough to have the parameters on
ground but meet the required standard, ration, percentage, functionality, mix, rating, ranking, training and availability as the
case may be:
(iii). Curriculum, Admission requirement, academic regulation, course evaluation, student course evaluation. External
Examiners system
(iv) Physical Facilities: Laboratories, Classrooms equipment, Safety aids, Environmental sanitation and Hygiene.
(v) Library: Books, Journals, Other Resources, e-library and Subscription to date bases globally.
(vii) Other are Employer rating, Students handbook record keeping, Students
After going round and having interacted with some staff and students, members of the accreditation panel score the indices
as follows
Staffing 32%
Library 18%
TRAINING
NEEDS FOR TRAINING
Every organ needs training for its staff in respective of their qualification
and skills. Training arises because of the following:
- Environmental Change:- Mechanization, Computation, Automation
have resulted in many changes that require trained staff to possess
enough/ new skills. The organization should train the employee to
enrich them with the latest Technology and Knowledge.
- Organizational Complexity:- Modern organization have becomes
more and more complex with modern inventions and Technological
upgrade and diversification, coordination of becomes problematic,
training has become imperative
- Human Relations:- Every organization has to maintain very good
human relations and this has made training as one basic condition to
deal with human problems. Avenue to vent out tense situation.
- Change in Job assignment
- To match employee specification with job requirements and
organizational needs
IMPORTANCE OF TRAINING
It is an important activity of HRD which helps in improving the
competency of employees
- Improvement in efficiency and effectiveness
- Development of self confidence
- Stability and progress of the organization.
- Expansion and diversification makes training very
important.
- Reduce wastages
- Assist to adapt according to changing environment
TYPES OF TRAINING
Induction Training
Refresher Training
On the Job Training
Vestibule Training
Training for Promotion
1. Induction also known as orientation for new recruits to familiarize them with the internal
environment of an organization. To understand procedures, code of conduct, policies, COS in
the organization.
2. Job Instruction Training:- This is done to provide an overview about the job and experience
trainer demonstrate the entire job. Additional training is given if after evaluation of
performance is not satisfactory.
3. Vestibule Training:- It is the training on actual work to be done by an employee but done
conducted away from the work place.
i. Organizational Analysis
Task Analysis is job/Operation analysis various components of the job and the
condition under which the work is done and standard of performance.
Man analysis the focus is on the individual his skills, abilities, knowledge and
attitude this is the most complex
Evaluation of Training.
- Assessment of training facilities
- Assessment of resource persons
- Assessment of venue and snacks
- Assessment of objectives
- Assessment of delivery methods
The essence of evaluation is to prepare for the
future and avoid past mistakes.
REPORT/PROPOSAL WRITING
Introduction
Report Defined: a report is any information work usually of writing, speech, television or film made
with the specific intention of relaying information or recounting certain events in a widely
presentable form.
- Reports are used in organizations, government, business, education, science, law and
other fields and they often display results of an experience, evaluation,
appraisal, investigation or inquiry.
One of the most common formats of presenting reports is IMRAD. This structure is standard for the
generality of reports. However other alternatives may be used like problem-solution format.
Example of reports Auditors, budget, census, credit, demographic, financial, inspection, military,
progress, investigation, scientific, appraisal and implementation reports.
Proposal is also a report of what is intended. It is a blueprint of how, why, when and who is to do
what. Proposal futuristic.
TYPOLOGY OF REPORTS
Solicited
Report Funded
Unsolicited
External
Internal