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 |
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 |
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 |
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 |
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 |
- 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 |
- 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 |