Academic Office (Student Support Services)

Overview

The office reports directly to the Registrar and it administratively supports faculties, administrative departments and other external stakeholders with academic administration process. Its major role is to provide quality student service which says we care and deliver in the area of Admissions, registration, examinations and ensures confidentiality and accuracy of student records.

Functions of the Office:

The Expectation is that the Office establishes close working relationships with the Pro-Vice-Chancellor. Its primary responsibilities are to formulate the staffing structure and resources in support of the University Strategic Plan and to ensure that service objectives are successfully met.

The other one is to lead the design and delivery of excellent Academic Registry services across the student lifecycle from recruitment to graduation.

The Office leads the development and oversight of the University’s Student Records System.

The Office also oversees financial planning for the Academic Registry to ensure its various sections operate efficiently within budget.

The Office leads, develops and manages staff with the Academic Registry to provide a professional working environment that enables staff to meet and exceed their potential.

The Office represents the Registrar inside and outside the University as required in the areas of:

  • Online Applications for admission into academic programmes;
  • Academic Registration of students into academic programmes;
  • Academic time-tables (Teaching/Examination) and Venues;
  • Students’ records (filing, retrieving, verification of records)
  • Graduation of Students

 

Services Units

The responsibilities of the office are divided into four units as follows:

Main Office

  • Role of the main office is to do general administration as well as coordination of all activities that exist in all the various units.
  • It is responsible for the restructuring of the registration and examination processes by monitoring tasks carried out in the sub-offices and making necessary adjustments.
  • Services Senate, Senate Executive, Admissions Committee and Senate Committee on Discipline and other committees that we may be required to.
  • In collaboration with the Pro-Vice-Chancellor, Coordinates and facilitates appointments of External Examiners.
  • Reports to management from time to time and also renders service in the Admissions, Examinations and Student Records offices.
  • In collaboration with faculties, coordinates Academic Awards in readiness for Graduation ceremonies.
  • Prepares Academic Calendar for regular and, extensions for full-time programmes.

 

Applications/Admissions:

The role of this unit is to receive and process all applications, file application forms and following up for action.  It prepares documents for the Admissions Committee, prepare and dispatch accepted and rejected candidates.  It checks and verifies documents during registration and renders service to the examinations processes which are mainly written in December, May and July in consultation with faculties. The unit assist in the marketing of NUL programmes to prospective clients.

 

Examination administration

The role of the Examinations Office is to prepare for examinations by time-tabling examinations and invigilation, liaising with student records office and faculties on examination of candidates, setting of the examination halls, recording of basic general data of students, typing, printing and storing of examination question papers. The office prepares certificates, diplomas and degrees and mailing some documents when necessary, supervises activities of invigilation, recording and updating of student results.

 

Enrolments and students records

The role of the unit is to record students’ data, file all registration forms and correspondence about, transfer files from admissions to current student files, weed ex-students from current students’ files to archives, coordination with faculties, students welfare office, provide correct information to students at the counter, record and publish students’ results.  Render service to the examinations and admissions units, production of progress report to sponsors, registration and preparation of transcripts to graduating students and upon request for current and past students.