DUTIES OF THE REGISTRAR

1. Secretary to Council and other statutory bodies of the Polytechnic

2. Custodian and signatory to all legal and important documents of the Polytechnic

3. Maintains overall supervision of the Registry Division

4. Interprets and implements Polytechnic Policies, Rules and Regulations

5. Staff discipline and control

6. Advises members of Academic Board on rules and regulations guiding the Polytechnic

7. Any other duties as may be assigned by the Rector

DEPARTMENTAL FUNCTIONS/RESPONSIBILITIES

A. (ADMISSIONS DEPARTMENT)
DEPUTY REGISTRAR (DR)

1. Carries out Administrative duties connected with admissions, including signing on behalf of the Registrar the students’ Registration forms.

2. Collates entry requirements for admission.

3. Prepares advertisements for admission of students into the various programmes.

4. Issues and process admission forms

5. Screens and admits students into the various programmes.

6. Issues letters of admission

7. Keeps custody of the Matriculation Register.

8. Prepares students’ Nominal Roll and Issue Registration Numbers

9. Provides data on students admissions

10. Handles Correspondence on admissions

11. Provides on-the-job training for staff

12. Supervises staff in the Department, and maintain discipline

13. Attends to any other duties that may be assigned by the Registrar.

14. Implementation of the Polytechnic admission regulation.

15. Compilation of entry requirements in accordance with JAMB general and departmental requirements.

16. Organization of academic ceremonies in collaboration with the Student Affairs department.
B. EXAMINATIONS DEPARTMENT (HND)
DEPUTY REGISTRAR (DR)

1. Processes students’ results and produces Pass lists.

2. In collaboration with Space Allocation and Time-Table Committee, prepares Examinations/Lecture Time-Tables.

3. Liaises with each Dean of School on the Moderation of question papers prepared by Lecturers, and approved by External Examiners.

4. Produces and takes custody of and issues question papers for the Polytechnic examinations.

5 Collates and compiles Polytechnic Curriculum/Course Data.

6. Arranges in collaboration with the Deans of Schools for review of students’ scripts by External Examiners.

7. Attends School Board meetings for approval of results.

8. Collates and prepares examination results for presentation to Academic Board.

9. Computes G.P.A. of students’ results.

10. Releases students’ results after Academic Board’s/School’s approval, as appropriate.

11. Processes Part-time lecturers and External Examiners Claims.

12. Assists the Registrar as Secretary to:

(i) Examinations Committee
(ii) Space Allocation and Time-Table Committee

13. Supervises staff in the Examinations Departments and maintains discipline.

14. Conducts election to elect a new Dean of School.

15. Attends to any other assignment that may be assigned by the Registrar.

C. EXAMINATIONS DEPARTMENT (ND)
DEPUTY REGISTRAR (DR)

1. Processes students’ results and produce Pass lists.

2. In collaboration with Space Allocation and Time-Table Committee, prepares Examinations/Lecture Time-Tables.

3. Liaises with each Dean of School on the Moderation of question papers prepared by Lecturers and approved by External Examiners.

4. Produces and takes custody of and issues question papers for the Polytechnic examinations.

5 Collates and compile Polytechnic Curriculum/Course Data.

6. Arranges in collaboration with the Deans of School for review of students scripts by External Examiners.

7. Attends School’s Board meetings for approval of results.

8. Collates and prepares examination results for presentation of Academic Board.

9. Computes G.P.A. of students’ results.

10. Releases students’ results after Academic Board’s/School’s approval, as appropriate.

11. Processes Part-time lecturers and External Examiners’ Claims.

12. Assists the Registrar as Secretary to:

(i) Examinations Committee
(ii) Space Allocation and Time-Table Committee

13. Supervises staff in the Examinations Departments and maintains discipline.

14. Conducts election to elect a new Dean of School.

15. Attends to any other assignment that may be assigned by the Registrar.

D. RECORDS AND STATISTICS DEPARTMENT (HND)
DEPUTY REGISTRAR (DR)

1. Processing of all students’ results.

2. Final computation of students’ result.

3. Typing, signing, stamping and sealing of statement of results.

4. Preparing and processing of transcripts and delivering or forwarding of same to end users on behalf of students.

5. Issuance of statements of results to students/graduands.

6. Preparations and issuance of Semester Result.

7. Verification and Confirmation of Results.

8. Issuance of Certificates.

9. Supervises staff in the Records and Statistics Department and maintains discipline.

10. Attends to any other duties that may be assigned by the Registrar.

E. RECORDS AND STATISTICS DEPARTMENT (ND)
DEPUTY REGISTRAR (DR)

1. Processing of all Students’ Results.

2. Final Computation of Students’ Results.

3. Typing, Signing, Stamping and sealing of Statement of Results.

4. Preparing and processing of transcripts and delivering or forwarding same to the end users on behalf of students.

5. Issuance of Statement of Results to students/graduands.

6. Preparations and issuance of semester result.

7. Verifications and Confirmations of Results.

8. Issuance of certificates.

9. Supervises staff in the Records & Statistics Department and maintains discipline.

10. Attends to any other duties that may be assigned by the Registrar
F. CENTRAL ADMINISTRATION
DEPUTY REGISTRAR (DR)

1. Implements Polytechnic Policies with regard to general administration of the Polytechnic.

2. Advises on guidelines and Policies for the Organization and administration of the Registry.

3. Supervises and disciplines staff in the Central Administration

4. Assist in administration of the Insurance Policies of the Polytechnic.

5. Maintains the Polytechnic Postal Services.

6. Provides Secretary for the following:

I. Academic Board (AB)
II. Polytechnic Management Committee
III. Board of Trustees for the Pensions Fund (PBOT)
IV. Rector’s Minor Contract Committee (RMCC)
V. Ceremonials Committee
VI. Convocation Committee
VII. Committee of Deans (COD)

7. Supervises production of Minutes of meetings of AB, PBOT and COD.

8. Monitors implementation of directives and circulars by various
departments in the Polytechnic.

9. Attends to any other duties that may be assigned by the
Registrar.
10. Preparation of the organization.

11. Formulation of guideline and policies for the organization and administration of the Registry.

12. Supervision, control and co-ordination of all functions of the Registry.

13. Interpretation and implementation of the Polytechnic regulations.

14. Discipline and control of staff of the Registry.

15. Control of stationary, office equipment, furniture.

16. Preparation of inventory of the Polytechnic equipment.

17. Liaising with other departments in the arrangement for all official ceremonies of the Polytechnic, such as matriculation, convocation etc.
G. COUNCIL & LEGAL MATTERS (CLM)
SENIOR ASSISTANT REGISTRAR (SAR)

(i) Handles Council Matters
(ii) Arranges for Council’s, Council Committee’s or EMC’s meetings.
(iii) Provides Secretary for the following:
(a) Council
(b) F&GP of Council
(c) Council Committees

(iv) Puts into effect decisions of Council and its Committees within the shortest possible time

(v) Produces minutes, Action Sheets and Communications from Council.

(vi) Responsible for handling litigations and other legal matters.

(vii) Supervises and disciplines Staff in the Council & Legal Matters Department.

(viii) In the absence of a Governing Council, CLM Department then carries out same responsibilities as it affects the Expanded Management Committee (EMC) which would be instituted to fill the gap.

(ix) Attends to any other duties that may be assigned by the Registrar
H. PERSONNEL DEPARTMENT

The Personnel Department is divided into two sections: the Senior Staff Personnel (SSP) and the Junior Staff Personnel (JSP).

SENIOR STAFF PERSONNEL (SSP)
DEPUTY REGISTRAR (DR)

i. Prepares advertisements for Vacancies for Senior Staff appointment

ii. Collates and processes applications for employment of Senior Staff.

iii. Liaises with other departments on matters relating to employment

iv. Prepares schedules of interviews, arranges pre-interview tests when necessary, and makes arrangement for the good conduct of interview meetings.

v. Serves as Secretary to:
(a) Senior Staff interview panels
(b) A&PC

vi. Prepares letters of appointments

vii. Supervises staff in the Senior Staff Personnel Unit, and co-ordinates the functions of the Unit.

viii. Implements decisions of Council, and A&PC as they affect Senior Staff.

ix: Prepares and releases staff postings after clearing with the Registrar
x. Processes papers on staff matters for presentation to Council and A&PC.

xi. Prepares Agenda papers on Minutes of the Committees, and take follow-up actions arising from the decisions of the Committee. Also prepares report as appropriate.

xii. Deploys N.Y.S.C. Personnel, and provides approved Welfare facilities.

xiii. Updates and keeps custody of staff Nominal Roll and statistics.

xiv. Updates records of staff

xv. Notifies staff due for retirement at least six months in advance, and compute all retirement benefits.

xvi. Processes applications for withdrawal/transfer of service by staff.

xvii. Issues Polytechnic Identity Cards (ID) to staff.

xviii. Supervises staff in the Senior Staff Personnel, and maintains discipline.

xix. Implementation of personnel policies

xx. Manpower development

xxii. Staff pension matters

xxiii. Assisting the Registrar in civil court matters affecting staff of the Polytechnic.

xxiv. Liaising with other government agencies on personnel matters.

xxv. Maintenance of staff information Data Base

xxvi. Attends to any other duties that may be assigned by the Registrar.

JUNIOR STAFF PERSONNEL (JSP)
DEPUTY REGISTRAR (DR)

i. Prepares advertisements of vacancies for Junior Staff appointments.

ii. Collates and processes applications for employment of Junior Staff.

iii. Liaises with other departments on matters relating to employment

iv. Prepares Schedules for interviews for Junior Staff, arrange pre-interview tests when necessary, and makes arrangement for the good conduct of interview meeting.

v. Serves as Secretary to Junior Staff interview panels in the A&PC (JS).

vi. Prepares letters of Junior Staff appointments.

vii. Supervises staff in the Junior Staff Personnel Unit, and co-ordinates the functions of the unit.

viii. Processes papers on staff matters for presentation to A&PC

ix. Implements decisions of Council, and A&PC as they affect Junior Staff.

x. Prepares and releases staff postings, after clearing with the Registrar

xi. Processes papers on staff matters for presentation to A&PC

xii. Covering the A&PC meetings, and producing communications from the meetings thereof.

xiii. Updates records of Junior staff.

xiv. Updates and keeps custody of Junior staff Nominal Roll and Statistics.

xv. Processes applications for withdrawal/transfer of service by staff

xvi. Issues Polytechnic Identity Cards (ID) to staff

xvii. Implementation of personnel policies

xviii. Manpower development

xix. Staff pension matters

xx. Assisting the Registrar in civil court matters affecting staff of the Polytechnic.

xxi. Liaising with other government agencies on personnel matters.

xxii. Maintenance of staff information Data Base

xxiii. Attends to any other duties that may be assigned by the Registrar.

ADMISSIONS’ DEPARTMENT

SCHEDULE OF DUTIES

1. PRINCIPAL ASSISTANT REGISTRAR (PAR)

a) Processing of Admission lists
b) In-charge of deferment of admissions and re-admission
c) Attending to problems related to admission of candidates.
d) Any other duty as officially assigned.

2. PRINCIPAL EXECUTIVE OFFICER I (PEO I)

a) In-charge of regularization of student’s admissions
b) In-charge of students matters in the following departments:
Office Technology and Management, Electrical Electronics,
Fisheries, Arts and Design.

3. ADMINISTRATIVE OFFICER I (AO I)
a) Issuing of Admission letters
b) Covering of minutes in the office

4. PRINCIPAL CONFIDENTIAL SECRETARY (PCS)
a) Typing of official documents
b) Typing of minutes of meetings
c) Receiving of visitors for the office and handling of official matters.
d) Other duties as official assigned by my boss.

5. SENIOR EXECUTIVE OFFICER (SEO)

a) In-charge of change of course
b) In-charge of the following depts.:
1. Chemical Engineering
2. Food Technology
3. Marketing
4. Quantity Surveying

6. SENIOR TYPIST I (ST I)

a) Typing of official documents
b) Typing of admission letters
c) Typing of regularization of admission lists.

7 EXECUTIVE OFFICER (EO)

a Receiving incoming mail
b Registering of both incoming and outgoing mails
c Dispatching of mail
d Any other duties as assigned.

8. CHIEF CLERICAL OFFICER (CCO)
a) Filling of official documents
b) Handling of admission matters and other duties
assigned to me by the Deputy Registrar (Admissions)

9. SENIOR CLERICAL OFFICER (SCO)

a) Receiving of mail
b) Dispatching of mail
c) Photocopying of official documents and other duties assigned
to me by my Deputy Registrar

CENTRAL ADMINISTRATION

B. JOB SCHEDULE OF STAFF ACCORDING TO RANKS

1 DEPUTY REGISTRAR
i. Implementation of Polytechnic Policies with regard to general administration.
ii. Advise on guidelines and Policies for the organization and administration of the Registry.
iv. Supervision and discipline of staff in the Central Administration Department.
v. Control the issue of stationary, office equipment and furniture.
vi. Arrange for the maintenance and repair of equipment and office furniture.
vii. Assist in the administration of Insurance Policies of the Polytechnic.
viii. Maintain the Polytechnic Postal Services.
ix. Provide Secretary-ship of:
a. Academic Board
b. Management Committee
c. Board of Trustees of the Pension Fund
d. Ceremonial Committee
e. Rector’s Minor Works Committee (RMWC).
x. Monitor implementation of directives and circulars by Departments.
xi. Any other duties that may be assigned by the Registrar.

2 PRINCIPAL ASSISTANT REGISTRAR
I Covering of Academic Board meetings, Committee of Deans Meetings and other Committees.
ii Writing and proof-reading of minutes of these meetings.
iii Presentation of reports in Power Point during meetings of Academic Board and Committee of Deans.
iv Sending notices, agenda, action sheets and follow-up letters to members of the above-mentioned Committees through their E-mail addresses.
v Assist the DR (CA)
vi. Any other duties assigned by the DR (CA)

3 ASSISTANT CHIEF CONFIDENTIAL SECTRETARY
• Record proceedings/produce minutes from meetings
• Extracting necessary/relevant information and decisions of the meetings for action and attention of DR (CA) and Registrar.

ii Assist as recorder in meetings with DR (CA)
iii Oversee the activities and production of official documents given to typists/Computer operators.
iv Keep and maintain keep-in-view (KIV) file for DR (CA)
vi Monitoring all in-coming and out-going mails into and from the department.
vii In charge of the stationeries – order, issue and control.
viii Handling staff discipline
viii Any other duties assigned by the DR (CA)

4. PRINCIPAL EXECUTIVE OFFICER I
i Covering of Management Committee meetings, RMWC and other Committee meetings.
ii Writing minutes and letters of these meetings
iii Presentation of reports and papers in PowerPoint during meetings of Management and other Committees
iv Sending notices, agenda, action sheets and follow up letters to members of the above mentioned Committees through their E-mail addresses.
v. Any other duties as may be assigned.

5. Assistant Registrar
i. Supervision of Cleaners.
ii In-charge of AH2 Conference Hall and the Council Chambers.
iii In-charge of decoration materials, cutleries in the Department.
iv. Assists in covering of Minutes of Academic Board, Committee of Deans. when the need arises.
v Secretary to Housing and Car Refurbishing Loan Committees.
vi Secretary to other Committees.
vii Any other duties as may be assigned.

6. ASSISTANT REGISTRAR
Assist the Principal Assistant Registrar in the followings:
I Covering of Academic Board meetings, Committee of Deans Meetings and other Committees.
ii Writing and proof-reading of minutes of these meetings.
iii Presentation of reports in Power Point during meetings of Academic Board and Committee of Deans.
iv Sending notices, agenda, action sheets and follow-up letters to members of the above-mentioned Committees through their E-mail addresses.
v Assist the DR (CA)
vi. Any other duties assigned by the DR (CA)

7. ADMINISTRATIVE OFFICER I
Assist the Principal Assistant Registrar in the followings:
I Covering of Academic Board meetings, Committee of Deans Meetings and other Committees.
ii Writing and proof-reading of minutes of these meetings.
iii Presentation of reports in Power Point during meetings of Academic Board and Committee of Deans.
iv Sending notices, agenda, action sheets and follow-up letters to members of the above-mentioned Committees through their E-mail addresses.
v Assist the DR (CA)
vi. Any other duties assigned by the DR (CA)

8 HIGHER EXECUTIVE OFFICER
i Maintain a record of files in use daily and arrange all returned files to the file cabinet.
ii Assist in building of folders for meetings
iii In charge of entertainments in meetings
iv Arranging for entertainments
v Any other duties as may be assigned.

9. HIGHER EXECUTIVE OFFICER
i. Assist in building of folders for meetings.
ii. Photocopying of documents.
iii. Assist to arrange for the maintenance and repair of equipment and office furniture.
iv. Assist the Principal Executive Officer I in RMWC and Management Committee matters.
v. Any other duties as may be assigned.

10. CONFIDENTIAL SECRETARY I
Assist the Assistant Chief Confidential Secretary (ACCS) in the followings:
• Record proceedings/produce minutes from meetings
• Extracting necessary/relevant information and decisions of the meetings for action and attention of DR (CA).

ii Assist as recorder in meetings with DR (CA)
iii Assist to oversee the activities and production of official documents given to typists/Computer operators.
iv Assist to keep and maintain keep-in-view (KIV) file for DR (CA)
vi Assist in Monitoring all in-coming and out-going mails into and from the department.

viii Any other duties as may be assigned by the ACCS and the DR (CA)

11. ASSISTANT CHIEF CLERICAL OFFICER/COMPUTER OPERATOR
i Typing and Photocopying of official documents
i i Monitor and report in writing faulty office equipment for repairs and other necessary action.
iii Assisting the Secretary in caring for subject files
iv Opening and closing the offices
v Responsible for delivering mails and messages
vi Any other duties as may be assigned by the ACCS and the DR (CA)

12. CLERICAL OFFICER I
i Assist to maintain a record of files in daily use and arrange all returned files to the file cabinet.
ii Filing documents in subject files
iii Photocopying of official documents and responsible for other clerical duties
iv Responsible for security of files and documents in the file cabinets
v Dispatching notice of meetings of Academic Board and Committee of Deans and other mails
vi Opening, cleaning and closing the offices
vii Any other duties as may be assigned

13 HIGHER EXECUTIVE OFFICER
i. Officer in-charge of Mail Unit. Collection of mails from NIPOST and distributing to staff, students and offices
ii Posting of mails in NIPOST, dispatching mails in Owerri town.
Iii Arranging and sorting of mails.

14. CLERICAL OFFICER II
i. Assist the Officer in the Mail Unit.

EXAMINATIONS DEPARTMENT (ND)

B2 – DEPARTMENTAL FUNCTIONS/RESPONSIBILITIES
All Desk officers from PAR-AO11 and EO-CEO perform functions listed below

a. Receipt of semester results.
The Exams Department (ND) Section receive all ND Semester results (rosters and comprehensives) from all the academic Departments in the institution.

b. Reconciliation of all received results.
All received results are proof-read, reconciled corrected and signed by Deans and returned to Desk officers. All reconciled results are published to enable students, know their academic status. Desk officers also reconcile results with those in records and statistics Department (ND) section.

c. Computation of results
The computation of ND1 and ND11 results are carried out in the Department. This includes main class results, carryovers and re-registration results from the academic Department.

d. Handling of students’ cases
Various Desk officers handle students’ cases as they come. These cases include omitted results, missing scripts, omitted re-registration and other related cases.

e. Secretarial and clerical staff perform duties of their offices.

f. Deputy Registrar (Exams) ND supervises the staff and carryout responsibilities as assigned by the Registrar from time to time.

SCHEDULE OF DUTIES OF STAFF OF COUNCIL & LEGAL MATTERS UNIT

1. SENIOR CLERICAL OFFICER
Receiving and Dispatching Mails.
Participating in serving of refreshments at Council meetings.
Performing other related duties that may be assigned.

2. HIGHER EXECUTIVE OFFICERS
Taking charge of specified duties within the department.
Keeping the files and filling of mails.
Performing other related duties that may be assigned.
Serving at Council meetings.

3. CONFIDENTIAL SECRETARIES
Providing Secretarial Assistance, such as taking dictation in shorthand and producing them in typescript normally for superior officers.

Receiving visitor, enquiring and telephone calls on behalf of the officer to whom he/she is attached.

Performing office routine enunciated with the duties enumerated above.

Performing other related duties that may be assigned.

Assisting in serving refreshments at Council Meetings.

4. ADMINISTRATIVE OFFICER II
Assisting in all matters pertaining to general Administration.
Assisting in serving Statutory Committees.
Collecting administrative data and reports and maintaining personnel records.
Covering Council meetings as a recorder.
Performing any other duties as assigned.

5. ASSISTANT REGISTRAR
Personnel Matters: recruitment, promotion/advancement, discipline, industrial relation.

Applying and interpreting administrative regulations.

Serving at meeting and other Statutory Committees.

Covering Council meetings as a recorder.

Performing any other duties as assigned.

6. SENIOR ASSISTANT REGISTRAR
Oversees the Overall Discipline of the Council and Legal Matters Unit.

Assisting in formulating administrative budget proposals and where necessary checking administrative vote for the department.

Initiating and implementing approved training policy and programme for the department.

Undertaking administrative staff deployment and allocating administrative facilities.

Covering Council meetings as the desk officer.

Other duties that may be assigned.

SCHEDULE OF DUTIES FOR JUNIOR STAFF PERSONNEL
PAR:
1. Supervision of staff in the Unit
2. Pension matters (PBOT Desk officer)
3. Teachers Registration Council (Desk Officer)
4. All staff Complaints
5. Ensuring that all duties allocated to the unit are carried out and as at when due.
6. Any other duties assigned by the Deputy Registrar (JSP).

AO 1:
1. Supervision of Junior Staff in the unit.
2. Verifying staff due for Statutory/Voluntary Retirement;
3. Handling/Processing of Resignation of Appointments, Withdrawal of Service, Dismissal and Retirements.
4. Action relating to contract staff, deceased staff/spouses.
5. Enrolment for pre-retirement training.
6. Collation and Verification of Certificates.
7. Any other duties assigned by the Deputy Registrar (JSP) or any other senior officer.

HEO I:
1. In-charge of all issues relating to staff identification
2. In-charge of Code of Conduct Bureau and other related agencies.
3. In-charge of relationship with all Bursary affairs
4. Controls lateness and truancy
5. Any other duties assigned by the Deputy Registrar (JSP) or any other senior officer.

AO II:
1. Processing and Handling casual and study leave.
2. Collating of materials for employment and material for interview of applicant.
3. Collating of materials relating to staff recruitment which includes: collating candidates credentials, Referee Reports, longlisting of applicants.
4. Documentation of newly employed staff.
5. Collating and handling of Notification of Additional Qualification.
6. Any other duties assigned by the Deputy Registrar (JSP) or any other senior officer.

CCO:
1. Handling/Processing staff annual leave and maternity leave.
2. Collation and handling of materials relating to provisional Admission of staff in higher institutions.
3. Handling Teachers Registration Council (TRC) issues.
4. Handling and processing Staff Annual Leave.
5. Any other duties assigned by the Deputy Registrar (JSP) or any other senior officer.

Prin. Con. Sec. II:
1. General Secretarial Duties
2. Supervision of Secretaries in the Department
3. Recording and prompt production of A & PC (JS) minutes.
4. Ensuring regular requisition from Central Stores and custody of store items in the Department.
5. Up-date of KIV/BU matters.
6. Ensuring that all duties allocated to the unit are carried out as at when due.
7. Any other duties assigned by DR (JSP) or any other senior officer.
CT:
1. Coordinating all incoming and outgoing mails.
2. Typing of official documents from staff matters unit and A&PC/Statistics units
3. Up-date KIV/BU matters
4. Supervising mail register to ensure proper recording of in-coming mails and out-going mails for adequate execution of the duties.
5. Organizing of departmental meetings & seminars
6. Any other duties assigned by Deputy Registrar (JSP) or any other senior officer.

AO II:
1. Maintenance/safety of equipment and repairs in the department
2. Inter-departmental relations
3. In-charge of all Departmental investigations
4. Responsible for all special/emergency exercises as demanded by Management
5. Any other duties assigned by the Deputy Registrar (JSP) or any other senior officer.

ACCO:
1. Receiving of Mails
2. Opening/closing the offices and ensuring its tidiness
3. Photocopying of documents
4. Dispatching of official mails
5. Any other duties assigned by Deputy Registrar (JSP) or any other senior officer.

SCO:
1. Receiving of mails
2. Opening/closing the offices and ensuring its tidiness
3. Photocopying of documents
4. Dispatching of official mails
5. Any other duties assigned by Deputy Registrar (JSP) or any other senior officer.
CO:
1. Receiving of mails
2. Opening/closing the offices and ensuring its tidiness
3. Photocopying of documents
4. Dispatching of official mails
5. Any other duties assigned by Deputy Registrar (JSP) or any other senior officer.

SCHEDULE OF DUTIES FOR REGISTRAR’S OFFICE

1. PRINCIPAL ASSISTANT REGISTRAR

a. Assisting the Registrar in keeping custody and retrieval of classified and policy document of the Institution including subject files.
b. Supervision, General control and coordination of staff in the Registrar’s office.
c. Writing, drafting and vetting of official letters, memos and circulars.
d. Drafting and sending of notices of Governing Council and its committees to the members.
e. Preparation of quarterly and other reports as may be directed by the Registrar.
f. Other duties as may be directed by the Registrar.

2. ASSISTANT REGISTRAR
a. Drafting of official letters for my supervisor
b. Covering of official meetings subject to vetting by my supervisor
c. Preparing of minutes of meetings
3. ADMINISTRATIVE OFFICER 1
a. Scripting of Graduand Certificates
b. Drafting of official letters subject to vetting by my supervisor
c. Covering of official meeting
4. HIGHER EXECUTIVE OFFICER
a. Assist in production of A & PC Documents
b. Ensure security of official documents.
c. Ensure proper movement of mails in the office
d. Receiving of official mails
e. Update staff records in personal files.
f. Ensure that all the official mails are properly filed in their place
Any other duty assigned by the Registrar
5. SECRETARIAT AND CLERICAL SCHEDULES
Secretarial Duties:
a. Attending meetings and writing minutes of meetings
b. Typing of official letters/documents
c. Making accurate records of proceedings
d. Receiving and screening of visitors that come to the Registrar’s office
e. Sorting, classifying and distribution of mails
f. Any other duty assigned by the Registrar

Clerical Duties:
– Recording and adequate documentation of mails, Receiving of mails, dispatches mails, photocopying of Documents/Mails
– Ensure security of official documents
Any other duty assigned by the Registrar
6. A & PC MATTERS: (PRINCIPAL ASSISTANT REGISTRAR)

g. Collating materials for A & PC and attending meetings with the Deputy Registrar.
h. Preparation of briefs, reports and follow-up actions.
i. Correspondence on A & PC matters.
j. Handling of protest/petitions arising from appraisals/A & PC meetings
k. Representing/Assisting the DR in statutory Personnel Committees.
l. Any other duty assigned by the Deputy Registrar, SSP.
7. RECRUITMENT & TRAINING: (CHIEF EXECUTIVE OFFICER)
a. Advertisement of Vacancies.
b. Appointments: Full-Time, Part-Time and Contract Appointment.
c. Collate/Process applications for employment.
d. Preparation of interview schedules.
e. Preparation of interview reports.
f. Processing of applications for confirmation of appointments.
g. Assisting in A & PC matters.
h. Any other duty assigned by the Deputy Registrar, SSP.
8. STAFF MATTERS: (SENIOR ASSISTANT REGISTRAR)
a. Handling Senior Staff Certificate verification matters and related correspondences.
b. Handling correspondences on Senior Staff development and welfare matters which include: Salaries and Allowances, In-Service training etc.
c. Assisting the DR in Senior Staff Legal and Court matters.
d. Assisting in A & PC Matters.
e. Any other duty assigned by the Deputy Registrar, SSP.
9. PENSION & GRATUITY/STAFF STATISTICS: (ADMINISTRATIVE OFFICER I)
a. All matters relating to Staff Pension & Gratuity.
b. Transfer or Condonation of service of staff
c. Staff Statistics including:
i. Preparation/updating of staff nominal roll
ii. Quarterly statistics
d. Staff identity cards – processing & issuance.
e. Assisting in A & PC matters.
f. Any other duty assigned by the Deputy Registrar, SSP.
10. APPRAISAL MATTERS: (ADMINISTRATIVE OFFICER I)
a. Preparation of Appraisal Schedules.
b. Coordinating Divisional/Schools’ Appraisal Meetings.
c. Collation of Appraisal Reports.
d. Preparation of Appraisal reports for Registry Divisional Appraisal meetings.
e. Collating cases of promotion, conversion and up-grading protest/petitions.
f. Assisting in A & PC matters.
g. Assisting Deputy Registrar, SSP in Staff Posting.
h. Any other duty assigned by the Deputy Registrar, SSP.
11. LEAVE MATTERS: (ADMINISTRATIVE OFFICER II)
a. Handling of Leave and related matters;
i. Annual Leave
ii. Maternity Leave
iii. Examination Leave
iv. Study Leave
v. Casual Leave
vi. Leave of Absence
vii. Compassionate Leave
viii. Sabbatical Leave
ix. Leave Return Forms
b. Assist the CEO (Recruitment) in recruitment matters.
c. Assisting in A & PC matters.
d. Any other duty assigned by the Deputy Registrar, SSP.
12. NYSC MATTERS: (HIGHER EXECUTIVE OFFICER)
a. Deploy and provide welfare facilities for NYSC members
b. Acknowledgement of staff qualification, admission letters and submitted results.
c. Acknowledgement of Staff Change of Name.
d. Senior Staff Funeral arrangements/related matters.
e. Assisting in A & PC matters.
f. Any other duty assigned by the Deputy registrar, SSP.
13. ARCHIVES: (HIGHER EXECUTIVE OFFICER)
a. In- charge of the Senior Staff Personal File Room and arrangement of Personal files and Appraisal forms.
b. Filing of documents in Staffs’ personal files as appropriate.
c. Responsible for security of files and other documents in the file room.
d. Keep record of movement of personal files.
e. Update staff records in personal files.
f. Assist in verification of certificates.
g. Assisting in A & PC matters.
h. Any other duty assigned by the Deputy Registrar, SSP.
14. ARCHIVES: (ASSISTANT EXECUTIVE OFFICER)
a. Assisting the HEO (Archives in looking after the file room and staff personal files.
b. Assisting SAR in collating certificates for verification
c. Assisting in A & PC matters.
d. Any other duty assigned by the Deputy Registrar, SSP.
15. SECRETARIAT AND CLERICAL SCHEDULES
Consists of (3) Secretaries, (1) Chief Typist and (3) Clerical Officers:
Secretarial Duties:
a. Render Secretarial and Clerical services to the department.
b. Provides refreshments at meetings.
c. Assisting in A & PC matters.
d. Any other duty assigned by the Deputy Registrar, SSP.

Clerical Duties:
– Receives mails, files documents, closes files, open
new Files, dispatches mails to Registry Building and within the Office, Open and locks the office on Fridays. Any other duty assigned by the Deputy Registrar, SSP

– Dispatches mails to Rectory, Bursary, EP and WP
Buildings, SIAS, Library and Mile 2. Opens and locks the office on Wednesdays and Thursdays. Any other duty assigned by the Deputy Registrar, SSP.

– Dispatches mails to SET, SEDT, SHSS, SBMT. Opens
and locks the office on Mondays and Tuesdays. Goes to Stores for requisition items. Any other duty assigned by the Deputy Registrar, SSP.

EXAMINATIONS (HND) DEPARTMENT

SCHEDULE OF DUTIES

1. PRINCIPAL ASSISTANT REGISTRAR (PAR)
(a) Receives, studies, sorts Rosters and Comprehensives.
(b) Processes and computes student’s results.
(C) Attends Board/Departmental meetings where result related matters are discussed.
(d) Reconciles results with HODs’ and Desk Officers of Records and Statistics Department.
(e) Computes processed results for typing.
(2) ASSISTANT REGISTRAR (AR)
(a) Receives, studies, sorts Rosters and Comprehensives.
(b) Processes and computes student’s results.
(c) Attends Board/Departmental meetings where result related matters are discussed.
(d) Reconciles results with HODs’ and Desk Officers of Records and Statistics Department.
(e) Computes processed results for typing.
3 ADMINISTRATIVE OFFICERS (AOs)
(a) Receives, studies, sorts Rosters and Comprehensives.
(b) Processes and computes student’s results.
(c) Attends Board/Departmental meetings where result related matters are discussed.
(d) Reconciles results with HODs’ and Desk Officers of Records and Statistics Department.
(e) Computes processed results for typing.
4. SENIOR EXECUTIVE OFFICERS (SEOs)
(a) Receives, studies, sorts Rosters and Comprehensives.
(b) Processes and computes student’s results.
(c) Attends Board/Departmental meetings where result related matters are discussed.
(d) Reconciles results with HODs’ and Desk Officers of Records and Statistics Department.
(e) Computes processed results for typing.
5. PRINCIPAL CONFIDENTIAL SECRETARY (PRIN. CON. SEC)
(a) Typing of Processed results and other Official letters/Memos,
(b) Receives and attends to visitors,
(c ) Safeguards all Official files and documents as well as office equipment.
(d) Attends to any other assignment from the DR.
6. HIGHER EXECUTIVE OFFICERS (HEOs)
(a) Receives, studies, sorts Rosters and Comprehensives.
(b) Processes and computes student’s results.
(c) Attends Board/Departmental meetings where result related matters are discussed.
(d) Reconciles results with HODs’ and Desk Officers of Records and Statistics Department.
(e) Computes processed results for typing.
7. SENIOR TYPIST (ST)
(a) Typing of processed results and other official correspondences,
(b) Receiving and filing mails and any other assignment from the DR
8. CLERICAL OFFICER (CO)
(a) General clerical duties as well as other duties as may be assigned by the DR

RECORDS AND STATISTICS (HND)

A. MAJOR AND SPECIFIC FUNCTIONS:

1. Vetting and Recomputation of students’ Results from Examinations Department after Academic Board’s Approval
2. Processing of students’ Final Results.
3. Typing, signing, stamping and sealing of students’ Statement of Results.
4. Verification and Confirmation of students’ Results and Certificates.
5. Issuance of Statement of Results and Certificates to qualified students.
6. Preparation and Processing of Academic Transcripts and forwarding of same as requested by the students.

B. SCHEDULE OF DUTIES OF STAFF:

1. Principal Assistant Registrar (PAR):
a) Verification of students’ National Diploma Results.
b) Vetting of Transcripts
c) Any other duties.

2. Senior Assistant Registrar (SAR):
a) Issuance of Results and Certificates
b) Recomputation of Results
c) Processing of Transcripts
d) Any other duties.

3. Assistant Registrar (AR):
a) Recomputation of Results
b) Processing of Transcripts
c) Any other duties.

4. Administrative Officer I (AOI):
a) Recomputation of Results
b) Processing of Transcripts
c) Any other duties.

5. Administrative Officer II (AOII):
a) Recomputation of Results
b) Processing of Transcripts
c) Any other duties.

6. Assistant Chief Executive Officer (ACEO):
a) Recomputation of Results
b) Processing of Transcripts
c) Any other duties.

7. Principal Executive Officer I (PEOI):
a) Issuance of Statement of Results and Certificates to students
b) Any other duties.

8. Senior Executive Officer (SEO):
a) Recomputation of Results
b) Processing of Transcripts
c) Any other duties.

9. Higher Executive Officer (HEO):
a) Recomputation of Results
b) Processing of Transcripts
c) Any other duties.

10. Assistant Chief Confidential Secretary (ACCS):
a) Production of Transcripts and Confirmation letters and other Secretarial duties.

11. Principal Confidential Secretary (PCS):
a) Production of Statement of Results and Covering letters and other Secretarial duties.

12. Clerical Officers (CO)
a) Receiving and despatching of mails and other clerical duties.

SCHEDULE OF DUTIES RECORDS & STATISTICS

1. Principal Assistant Registrar:
(a) Supervision of Staff
(b) Verification of results, transcripts, Certificates, Confirmation of results.

2. Senior Assistant Registrar:
(a) Computation of results
(b) issuance of Certifications
(c) Supervision of staff under their units
(d) Preparation and processing of transcripts
(e) Confirmation of online results
(f) Checking of students records.

3. Assistant Registrar:
(a) Churning out, vetting and re-computation of students’ results of all Departments.
(b) Processing of all students’ request as it affects Results and transcripts.
(c) Final computation of students’ Results.
(d) Preparation and processing of Transcripts and delivering or forwarding of same to the end users.
(e) Issuance of Statement of results
(f) Preparation and issuance of semester result.
(g) Verification and confirmation of Results.
(h) Issuance of Certificates.

4. Administrative Officers:
(a) Final computation of ND results (Morning, Evening and Weekend programmes)
(b) Computation of ND Transcripts (Morning, evening and Weekend Programmes)
(c) Computation of Pre-ND results.
(d) Pre-ND results computation
(e) Computation, typing and signing of semester results
(f) Issuance of Pre-ND results, ND statement of results and ND certificates
(g) Verification of ND results, transcripts and certificates

5. Secretarial Staff:
(a) Typing of results, transcripts, and Verification letters.
(b) Production of transcripts
(c) Forwarding letters
(d) Preparation of verification of results letters
(e) Checking of students results online etc.