CHAPTER FIFTEEN
THE PLAN OF THE REGISTRY DEPARTMENT
1998 to 2003
I. HISTORICAL BACKGROUND
The University of Jos metamorphosed from the Jos Campus of the University of Ibadan which was established in 1971. Most academic staff of the University of Ibadan, Jos Campus, were seconded from Ibadan while the senior administrative support staff were seconded by the Benue-Plateau State Government from its civil service. In 1975, Mr. U.H.S. Maigida was appointed the first substantive Registrar and administrative head of the University. By 1980 the Registry Department comprised of:
*. The Office of the Registrar
* Establishment Division, Senior Staff
* Establishment Division, Junior Staff
* Information and Publications, Public Relations, Housing and Passages Division.
* Student Affairs Division
* Academic Division
* Council Affairs & Legal Matters
Following the Government White Paper on the Abisoye Commission on the Ahmadu Bello University crisis (1986) the Students Affairs Division was removed from the Registry to stand by itself as the Directorate of Student Affairs, with an academic staff, the Dean of Students, as Head. The Dean reports directly to the Vice-Chancellor.
In 1985 there was re-organisation and re-structuring of the University. The Information and Publications, Public Relations, Housing and Passages Division was split into three - Information, Publications and Public Relations as a Division, while Housing was moved to the Office of the Vice Chancellor and Passages was transferred to Establishment Division (Senior Staff).
II. THE MISSION STATEMENT
The Registry is the 'nerve-centre' of all administrative services required by the University for its daily operations, and its mission includes:
Routine Administrative services:
* Provision of guidance for appropriate decision-making.
* Provision of requisite support services to enable the University achieve its goals maximally within the limited resources available.
* Provision of professional expertise for the efficient functioning of the University System.
* Initiation of changes in existing regulations and procedures for improved results.
* Identification of faults and suggestion of probable solutions.
* Conducting research in the area of administration.
* Keeping custody of rules and regulations, law & statutes and making them available for the benefit of the system.
* Ensuring regular existence of a conducive atmosphere for effective teaching, learning and research.
* Provision of guidance and counseling services for students and staff.
* Implementing policy decisions promptly.
* In liaison with MIS, keep and up-date staff records and statistics.
* Admission of students and in liaison with MIS keep records of their examination and other statistics.
Provision of secretarial services to Committees/Boards and Panels (both standing and ad-hoc).
III. THE REGISTRY TODAY
The Registry as a service department has its tentacles spread all over the various units of the University as Faculty Officers, Secretaries of Schools and Centres, Personal Secretaries, Clerks, Typists, Cleaners and Messengers.
The department comprises the following divisions and units:
* The Office of the Registrar, which is responsible for the co-ordination of all day-to-day administrative functions of the University, except on matters of finance for which the Bursary Department is responsible in accordance with the Law establishing the University. By virtue of his office, the Registrar is Secretary to Council and Council Committees, the Senate, the Congregation and Convocation. In addition to this he is Chairman of the Appointments and Promotions Committee (Junior Staff). As the Chief Administrative Officer of the University, the Registrar is responsible to the Vice-Chancellor for all the functions exercised by the Registry Department.
* Establishment Division, Senior Staff (Officers on EUSS 6 and above,) is headed by a Deputy Registrar who is responsible to the Registrar in the execution of his duties. The Unit handles staff appointments, promotions, welfare and discipline.
* Establishment Division, Junior Staff (Officers on EUSS 1-5) also headed by a Deputy Registrar is responsible to the Registrar and performs establishment functions relevant to the Junior Staff cadre.
* The Academic Division is a division headed by a Deputy Registrar and is comprised of four sections: Senate Affairs and Related Matters, Admissions, Examinations and Students Records. The division is responsible for all Senate matters and also handles all matters of admission, registration and students academic records.
* The Council Affairs Unit is headed by a Deputy Registrar. In liaison with the Registrar and other relevant units of the University, the Unit handles all Council matters including sub-committees and general welfare of Council Members. Until recently the Council Affairs Unit was manned by only one senior administrative officer, a typist and a messenger/cleaner. An additional senior administrative officer has been recruited and deployed to strengthen the Unit.
* The Legal Unit is currently headed by a Senior Assistant Registrar (Legal)and manned by two Legal Officers. It provides on-the-spot legal advice to the Chief Executive and also liaises with the University Legal Retainers (Solicitors) on all legal matters. In addition to the routine administrative functions each division provides secretarial services to University Committees. As the University operates through the Committee System, the goals and objectives of the University can only be achieved when the Registry Department makes effective and efficient inputs. The various divisions have continued to provide the required services to the University within the available resources.
There is lack of a well co-ordinated staff development programme particularly as it relates to the non-teaching staff of the University, the bulk of whom are staff of the Registry Department. Consequent upon this, several staff embark on training programmes that have no relevance to their duties, and indeed, without the consent and or knowledge of management. This makes planning difficult as training is supposed to be directed first and foremost to the success of the University. Over the years the promotion of staff has stagnated, especially the upliftment of staff from the junior to the senior staff cadre. There is currently a very high staff turn over in the junior section, a clear indication of dissatisfaction which is traceable to poor promotion opportunities, poor staff welfare and poor remuneration.
At present, records and retrieval are manually handled and the process is slow and cumbersome. The registry needs to have all activities computerised while office accommodation and equipment must be improved. Many sections of the rules and regulations are far from being unassailable; indeed, in view of inflation and the several other social transformations that have taken place within the wider social system, several aspects of the rules and regulations have become obsolete as the staff regulations were last reviewed in 1983. Unless the regulations are reviewed to keep abreast with the social changes their implementation will attract bitterness rather than satisfaction.
IV. THE VISION OF THE REGISTRY:
To provide a competent and responsive administrative support service so that the University can achieve the excellence it aspires to.
V. GOALS AND STRATEGIES:
RS = Registry Strategy
Goal 3: A quality academic and conducive working environment.
RS3.1 Foster the preparation and use of a stable academic calendar without interruption from within or outside the university.
RS 3.2 Furnish offices adequately and provide more computers and other equipment.
RS 3.3: Provide additional office space in the office of the Registrar and the Legal Unit.
RS 3.3 Ensure the provision of official avenues for management and other staff to interact at regular intervals.
RS 3.4 Encourage the free flow of communication in the system to reduce misinformation to the barest minimum.
RS 3.5 Provide equitable promotion opportunities, particularly for the junior staff cadre.
Goal 4: Academic and Administrative Staff of National and International Distinction:
RS 4.1 In liaison with MIS intensify the training of staff in the use of computers.
RS 4.2 Create a division of staff training and development to coordinate all training for academics and non academics.
The division will handle all issues connected with the training of both senior and junior staff; through liaison with departments and training institutions to identify training opportunities, strictly based on the needs of the University. It will provide counseling services to staff; handle training leaves, as well as statistics and records of the staff trained; monitor and up-date information on staff on training leave
RS 4.3 Encourage the provision of merit awards for recognition of excellence in the performance of duty and support the administration of sanctions for unsatisfactory performance.
RS 4.4 Encourage administrative staff to conduct research in their professional fields and publish their findings for the benefit of the system and the wider society provided it is not done at the expense of their primary duties.
RS 4.5 Expose staff to new techniques and practices through sabbatical opportunities.
Goal 5 Effective and efficient utilisation of limited resources.
RS 6: Provide adequate telephone services for Council members at the two locations of the Guest Houses (Bauchi Road Housing Estate, and Naraguata (Permanent Site).
RS 5.1: Deploy junior support staff to the Legal Unit.
RS 5.2: Improve the University Law collection to include all relevant legal materials required by the Legal Unit.
RS5.3 Merge Council Affairs and the Legal Unit.
RS 5.4 Merge Junior and Senior Staff Establishment into a single Establishment Division.
RS 5.5 Limit the number of Council Cars and introduce transport allowance in lieu of transportation for Council Members.
RS 5.6 Make transport available for the University Legal Officers from the University car pool.
Goal 6: Increased provision and use of information technology
RS 6.1 Computerise operations for effective and efficient sharing and retrieval of records.
RS 6.2 Provide an efficient telephone system to support all activities including that of Council.
Goal 7: Decentralisation and Transparency in Administration
RS7.1 Foster the installation of a collegiate system and provide College Secretaries for all colleges.
Goal 8: Increased Participation of a diverse range of stakeholders
RS 7.1 Support all units in their revenue generating activities.
VI. ACTION PLAN
1998 to 1999:
Commence the installation of the Collegiate System.
Furnish offices adequately and provide more computers and other equipment.
Provide additional office space in the office of the Registrar and the Legal Unit.
In liaison with MIS intensify the training of staff in the use of computers.
Create a division of staff training and development to coordinate all training for academics and non-academics
Deploy junior support staff to the Legal Unit
1999 to 2000:
Ensure the provision of official avenues for management and other staff to interact at regular intervals.
Encourage the free flow of communication in the system to reduce misinformation to the barest minimum.
Provide equitable promotion opportunities, particularly for the junior staff cadre.
2000 to 2001:
Limit the number of Council Cars and introduce transport allowance in lieu of transportation for Council Members
2001 to 2002:
Complete computerisation of the Registry.
Make transport available for the University Legal Officers from the University car pool.
2002 to 2003:
Merge Council Affairs and the Legal Unit.
Merge Junior and Senior Staff Establishment into a single Establishment Division.