Components
The section is divided into 3 units and Staff Personnel is as follows:
STUDENT BUREAU OFFICE
Assistant Manager, Exam Officer, Admission Officer, and Student
Debtors
STUDENT SUPPORT SERVICES
Assistant Manager, Professional Nurse, Hostel Warden, Matron (Interns Social Worker and Psychologists)
LIBRARY AND INFORMATION SERVICES
Assistant Manager, Library Assistant, 2 x Library
Attendants.
Student Affairs Office
Functions and Operations
- To manage and coordinate the provision of student services
- Managing the Strategic plan for Student Affairs
- Managing the Student Administration
- Managing the Library Services
- Managing the Student Support Services
- Managing the Student Governance
Student Bureau Office
- Students Recruitment
- Registrations
- Examinations
- Student Bursaries
- Graduation
Key Members
Roles and Responsibilities:
- Managing Student Recruitment
- Managing Student Registrations and Admissions
- Managing Student Financial Aid
- Managing Institutional Graduation
- Managing Student Assessments
Roles and Responsibilities:
Examinations
• Handle all the examinations aspects of the Institute in compliance to policies and regulations.
• Compile and disseminate the semester and examination schedule, lecture and examination timetable including classroom allocations
• Prepare final examination and test series packs (files) for lecturing staff
• Ensure that examination question papers are developed, duplicated and safe guarded against theft
• Ensure that examination dates and venues are secured and distributed to all the stake holders prior to the start of examinations
• Prepare the invigilation timetable as outlined on the examination timetable and further ensure that the actual invigilation takes place
• Draw the seating arrangements for examination and supplementary exams
• Ensure the marking of examination papers is done by academics and submitted within the turnaround period
• Facilitate the distribution of exam papers to moderators and returned in time
• Facilitate the payment of the moderators
• Update the database of moderators and ensure their rotation
• Prepare and display the semester and examination mark schedules
• Attend to students queries with regard to semester marks and examination date• Collate examination certificates once received from examination board Organise and manage examinations, which includes, but is not limited to timetabling examinations with key stakeholders both internal and external.
Academic Progress Monitoring
• Monitor academic progress for all students
• Access marks on student manager and report poorly performing students to HOD’s for their attention
• Compile the performance report for tabling to the board of examiners for scrutiny
• Compile an exclusion list per semester and submit to the board of examiners
• Inform students of their exclusion status
• Caution students about their overall performance to improve their performance
• Facilitate the student satisfaction survey of structural offerings
Graduation
• The incumbent shall serve as a member of the graduation committee and shall be responsible for organising all logistical arrangements for the graduation ceremony.
• Inform all prospective graduands about their graduation status and logistics for graduation
• Shall serve as a point of contact for queries relating to graduation
• Liaise with other relevant internal staff to ensure the efficient and effective exchange of information and the execution of procedures relating to the work of the Graduation Team and to provide relevant, accurate and detailed data to support internal monitoring and external reporting requirements;
• Ensure that certificates and academic records are developed, printed and signed in preparation for graduation
• Ensure that all stakeholders are invited to the ceremony
• Ensure that the awarding of qualifications is run smoothly and professionally as possible.
Roles and Responsibilities:
Admission
• The incumbent shall be responsible for formulating the admissions committee to look at the application forms
• All student queries relating to admissions are attended to on a daily basis
• Application forms for admissions and student brochures are designed, printed distributed with dates for deadlines highlighted and application fees
• Accurate and timely entry of applicant information on to the central computerised student management system is done as applications reach the college
• Applications are processed (the selection process) and intake of new students for the college is done using the prescribed template
• Prospective students are informed about their application status within the specific turnaround time frame specified via email or SMS or official letter.
• Statistics are drawn on a specified period to indicate the status of the quotas and are distributed to the Assistant Manager Student Bureau.
Registration
• Ensure that all admitted students are informed about admission status
• Inform the admitted students about the Institute registration processes and informed of deadlines for deposits of MIP and registration dates
• Ensure that admitted students are informed about residence status
• Provide guidance to all students on courses that each student must register for
• Explain to students the importance of completing pre-requisites prior commencing to the next level
• Ensure that students manual registration forms are signed by lecturers and approved by Heads of Departments
• Capture all registration forms to the system and provide all students with proof of registrations
• Draw a statistic report daily during the registration period to monitor registration statistics and provide to the Assistant Manager Student Bureau.
• In cases where there is change in registration, ensure that the student is informed and registration is updated on the system.
• Ensure that all registration documents are properly filed in a systematic manner
Recruitment and Marketing
The core function for Student Recruitment is to inform prospective students of the study opportunities available at the Institute and the careers that are associated with these programmes.
In this regard the section provides all the relevant information regarding the entrance requirements, duration per programme.
Following are the key functional areas:
• Marketing of programmes offered by the Institute with the assistance of the marketing and communications section.
• Recruitment of prospective students in the Institute. This includes part taking in career
exhibitions and attending to queries via email or telephone.
• That all recruitment material is readily available such as banners, pamphlets and application forms.
• Co-ordinate Open Days together with other stakeholders
• Maintain a database of the students with whom we liaise
• Disseminate marketing information to schools and other interested parties
• That during orientation students are well informed of the rules of the Institute and have the necessary material to reference to.
• This includes being out of the office in numerous occasions and travelling as it involves travelling.
Roles and Responsibilities:
Purpose
Raise all revenue invoices, capture debtor’s payments, reconcile debtor’s accounts, update accounting records, manage queries, and file documentation.
Key Performance Areas
• Ensure all documentation is approved appropriately,
• Match invoices to source documents,
• Capture debtors’ deposits into debtors’ accounts,
• Ensure timeous issuing and sending debtors’ statements,
• Reconcile and rectify debtors accounts,
• Follow-up on outstanding accounts,
• Update accounting records,
• Ensure that correct GL accounts are used to update accounting records,
• Reconcile bank account and SRC expenditure.
Administrative Functions
• File documentation sequentially
• Attend to debtors queries and resolve were appropriately
• Assist with both internal and external audit processes
• Provide useful information for financial reporting
• Manage risks associated with income and debtors