1.ADMISSION SECTION

 

Service offered

Process/Activity

Standard indicator

Action By

I

Informing the clients on programmes being offered

Sending advertisement to press (4 months before date of commencement of study)

Production of an advert at an appropriate time, which is in line with the requirements of the dept/school (3 weeks).

Registrar (Academic)

II

Selection of appropriate applicants

Sorting and recording of all applications (1 week)

Tabulating and typing of list of applicants for analysis

Preparing documents for Admission Committee for consideration (1 week)

Allocating registration numbers to successful candidates

Typing admission letters and preparing joining instructions (10 days)

Signing of admission letters (1 day)

Dispatch of letters to successful applicants (1day)

Production of list of all admitted applications (8 weeks)

Analyzed list of applicants

Admissions Bio-data

Admissions Officer

III

Communication

Responding to general verbal/ telephone enquiries (same day)

Typing of work allocated to secretaries (same day)

Prompt responses on queries. (Maximum 1 days depending on request)

Relevant officer

IV

Registration of students

Registering and availing relevant registration documentation (1 day)

Prompt and student friendly registration exercise (3 days)

Administrator

V

Orientation

Producing and issuing of orientation programme to new students (1 day)

Well- organized orientation program

Administrator

VII

Filing of students records

Filing of documents by registry and marking to relevant officers (2 days)

Prompt action on the registry (2 days)

Registry staff

VIII

Data entry

Retrieval and updating of data by staff in the data office (2 days)

Prompt action as need arises (prompt)

Staff in data office

2.TEACHING PROGRAMMES –TIMETABLES

 

Service offered

Process/Activity

Standard indicator

Action By

I

Provision of teaching timetables

Requesting for units from the depts. (2 weeks)

Preparing draft timetable (1week)

Acting on responses from depts. (1 weeks)

Producing and distributing timetable (2 weeks)

Administrator

3.TEACHING PROGRAMMES – TUITION FACILITIES

 

Service offered

Process/Activity

Standard indicator

Action By

I

Provision of projectors

Setting up the equipment before classes begin (10 minutes)

Provide the overhead projector for classes and other functions as required

Technician

II

Cleaning of lecture halls

Preparing lecture halls before lecture begins.

Provide a clean learning environment at all times

Caretaker

LIBRARY SERVICE SECTION

 

Service offered

Process/Activity

Standard indicator

Action By

I

Alerting library users of new information materials

Alerting the users (same day)

Cataloguing and classification labelling (5 days)

Notification of library users about the information resources that are ready (same day)

Alerting the library users of information materials within 5 days

Librarian

II

Organization of the information resources

Shelving daily

Material to be in correct shelves within 1 day

Librarian

III

Facilitating access to electronic information resources

Subscribing and registering for data bases (1 week)

Updating information databases (same day)

Notification to users (same day)

Availability and access to data bases within one week after registration (2 weeks)

Librarian

IV

Registration of new students

Preparing and issuing of borrowing tickets (4 weeks)

Students to be given library orientation within the first week after reporting

Librarian

V

Orientation

Orienting new students in library (1 week)

Students to be given library orientation within one week after reporting

Librarian

VI

User education

Training in information literacy (1 week)

Within the first week after reporting

Librarian

VII

Providing circulation services

Borrowing instantly on request

Returning items within loan period

Processing of requests

Interlibrary loans processing (3 days)

Ensuring users receive services

Librarian

VIII

Other library services

Photo copying (same day)

Photocopying services

Librarian

IX

Clearance of students and staff

Processing of clearance documents (same day)

Clearing the user (one day)

Librarian

STUDENT WELFARE SECTION

 

Service offered

Process/Activity

Standard indicator

Action By

I

Registration of clubs and societies

Receipts of proposed constitution and its approval within 21 working days

Issuance of registration forms and payment of registration fee within 7 days

Registration of clubs and societies within 30 days

Director

III

Organizing 1st years Orientation

Provision of students guide during the first and second day of registration

Address by the Director on social welfare at the Campus

Organizing 1st years’ orientation to be completed by the first week

Director

IGA SECTION

  1. OPERATIONAL FLOAT
 

Procedure and Process

Requirement

Duration

Action By

I

Director requests for operational float for fiscal year

 

Action time 3 days

Director

II

If approved, it is forwarded to IGA via FO

 

Action time 1 day

Finance Officer

III

Imprest is applied for

 

Action time 1 day

In Charge, IGA Section

IV

Money is released to float Director on Monthly Basis

Budget approved by AEI holder

Action time 1 day

 

V

Director accounts for cash taken, replenish float

Receipts for purchases

Action time 1 day

In Charge Imprests Section

VI

In- Charge, IGA applies for replenishment of float

Receipts from all units

Action time 14 days

In Charge, IGA Section

CENTRAL STORES

  1. RELEASE OF REQUISITIONED MATERIALS
 

Procedure and Process

Requirement

Duration

Action By

I

Costing of available items

Requisition from the department fully authorized by AIE holder

1 day

Store keeper

II

Taken to vote book for voting

Approved request

 

Accountant

Vote book

III

Forwarded to Audit for verification

Approved warrant or request

 

Auditors

IV

Returned to stores for issuing

Requisition voted, verified by auditors and the purchasing officer

10 minutes

Store keeper

V

Original and duplicate copies retained by stores and entries to the ledger made

Requisition where issued have been made

1 day

Store keeper

VI

Preparation of journal

Requisitions covering a month

1 month

Store keeper

VII

Forwarding journals to ADP

Approved warrant or request

 

Accountant

VIII

Returned to stores for issuing

Requisition voted, verified by the auditors and the purchasing officer

10 minutes

Store keeper

IX

Original and duplicate copies retained by stores to the ledger made

Requisition where issued have been made

1 month

Store keeper

X

Preparation of the journal

Requisitions covering a month

 

Store keeper

xi

Forwarding journals to ADP

   

Accountant