The Registry is responsible for the administrative matters of the Institution. It is regarded as the engine room of the Institution and a pivot upon which all institutional activities revolve. The Registry is headed by the Registrar. The Registry also has some of its members of staff posted on rotational basis to other departments of the Institute. Such include all school officers and student affairs officer where they perform administrative function of the Registry.
The Registry is the custodian of records of all the members of staff and students of the Institute. It also handles correspondences from, to and within the Institute. It is the responsibility of the Registry to interpret and execute government policies in relation to the smooth running of the institute. The Registry acts as the secretariat to all committees, while the Registrar is the secretary to the Governing Council of the Institute and Academic Board.
The following are the operational divisions of the Registry:
The Human Resources and Establishment Division is divided into two Units namely:
Senior Staff Personnel Unit
The Unit is responsible for preparing advertisements for Vacancies for Senior Staff appointment, collates and processes applications for employment of Senior Staff, liaises with other departments on matters relating to employment, prepares schedules of interviews, arranges pre-interview tests when necessary, and makes arrangement for the good conduct of interview meetings. Serves as Secretary to: (a) Senior Staff interview panels (b) A&PC , prepares letters of appointments, supervises staff in the Senior Staff Personnel Unit, and co-ordinates the functions of the Unit. Implements decisions of Council, and A&PC as they affect Senior Staff, prepares and releases staff postings after clearing with the Registrar, processes papers on staff matters for presentation to Council and A&PC, 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, Deploys N.Y.S.C. Personnel, and provides approved Welfare facilities. updates and keeps custody of staff Nominal Roll and statistics, Updates records of staff, notifies staff due for retirement at least six months in advance, and compute all retirement benefits, processes applications for withdrawal/transfer of service by staff, Issues Institute Identity Cards (ID) to staff,
Junior Staff Personnel Unit
The Junior Staff Personnel prepares advertisements of vacancies for Junior Staff appointments, Collates and processes applications for employment of Junior Staff, Liaises with other departments on matters relating to employment, Prepares Schedules for interviews for Junior Staff, arrange pre-interview tests when necessary, and makes arrangement for the good conduct of interview meeting. Serves as Secretary to Junior Staff interview panels in the A&PC (JS). Prepares letters of Junior Staff appointments, supervises staff in the Junior Staff Personnel Unit, and co-ordinates the functions of the unit, Processes papers on staff matters for presentation to A&PC, implements decisions of Council, and A&PC as they affect Junior Staff, pepares and releases staff postings, after clearing with the Registrar. Processes papers on staff matters for presentation to A&PC, covering the A&PC meetings, and producing communications from the meetings thereof. Updates records of Junior staff, updates and keeps custody of Junior staff Nominal Roll and Statistics, Processes applications for withdrawal/transfer of service by staff, Issues Institute Identity Cards (ID) to staff, Attends to any other duties that may be assigned by the Registrar.
Administration & Governing Council Matters Division
The Division implements Institute Policies with regard to general administration of the Institute, advises on guidelines and policies for the Institute and administration of the Registry, assist in administration of the Insurance Policies of the Institute, maintains the Institute Postal Services, provides Secretary for the following
Academic Board (AB)
Institute Management Committee
Board of Trustees for the Pensions Fund (PBOT)
Rector’s Minor Contract Committee (RMCC)
Other tasks include: supervises production of Minutes of meetings of AB, PBOT and COD, monitors implementation of directives and circulars by various departments in the Institute and attends to any other duties that may be assigned by the Registrar.
The Governing Council Unit, handles Council Matters, arranges for Council’s, or IMC’s meetings, provides Secretary for the following: F&GP of Council, Council Committees, puts into effect decisions of Council and its Committees within the shortest possible time, produces minutes, Action Sheets and Communications from Council. In the absence of a Governing Council, the Division then carries out same responsibilities as it affects the Institute Management Committee (IMC) which would be instituted to fill the gap, attends to any other duties that may be assigned by the Registrar, while the legal Unit is responsible for handling litigations and other legal matters
ACADEMIC AFFAIRS DIVISION
This division, carries out administrative duties connected with admissions, including signing on behalf of the Registrar the students’ Registration forms, collates entry requirements for admission, prepares advertisements for admission of students into the various programmes, issues and processes admission forms, screens and admits students into the various programmes, issues letters of admission, keeps custody of the Matriculation Register, prepares students’ Nominal Roll and Issue Registration Numbers, provides data on students admissions, handles correspondence on admissions, provides on-the-job training for staff, attends to any other duties that may be assigned by the Registrar.
The Examination Unit of the Division is responsible for the following: processes students’ results and produces Pass lists, in collaboration with Space Allocation and Time-Table Committee, prepares Examinations/Lecture Time-Tables, liaises with each academic departments, on the moderation of question papers prepared by Lecturers, and approved by External Examiners, produces and takes custody of and issues question papers for the examinations, collates and compiles Institute Curriculum/Course Data, arranges in collaboration with the Heads of departments for review of students’ scripts by External Examiners, attends School Board meetings for approval of results, collates and prepares examination results for presentation to Academic Board, computes G.P.A. of students’ results, releases students’ results after Academic Board’s/School’s approval, as appropriate, processes Part-time lecturers and External Examiners Claims, Assists the Registrar as Secretary to: Examinations Committee which provides space Allocation and Time-Table Committee, attends to any other assignment that may be assigned by the Registrar
Records & Statistics Unit
The Records Unit of the Division, carry out the following functions: processing of all students’ results, final computation of students’ result, typing, signing, stamping and sealing of statement of results, preparing and processing of transcripts and delivering or forwarding of same to end users on behalf of students, issuance of statements of results to students/graduands , preparations and issuance of Semester Result, verification and confirmation of Results, issuance of Certificates, attends to any other duties that may be assigned by the Registrar
Students Affairs And Placement Division
The Division takes care of the welfare of students of the Institute and oversees issues relating to accommodation of students, administration of documentation for the Bursary payment, oversight of student clubs and association affairs, facilitation of academic ceremonies such as matriculation and graduation.
It also acts as a clearing house for students complaints and concerns, provides guidance and assistance to students in distress. The Division also manages community/students relationship through a number of approaches, initiatives and organs.
The division is also charged with the responsibility of distributing call-up letters and preparing briefs of prospective Youth corps members apart from the preparation of master list, approved Academic Board graduand lists as well as compilation of marital list for concessional posting. The Office also distributes SIWES Handbooks, Logbooks and placement of students for SIWES programme
Public Relations Division
The Public Relations division, carries out diverse functions and duties that vary and diverse. These functions include planning, organizing and coordinating of events, protocol services, internal communication and external communication of the Institute’s activities. The department also anticipates, analyses and interprets public opinion, attitudes, future trends and issues which might have impact on any section, unit or department in the Institute, while it also establishes and maintains a two-way communication between the Institute, its component units and its various public in order to prevent misunderstanding and conflict.
The division is structured into four units, namely: Media, Protocol, Publication and ICT
Procurement & Supplies Unit
The Procurement, Supplies and Store Unit receives, takes custody and issues stocks and documents the general movement of stocks to various units, departments and Divisions, conducts market surveys as may be directed. It is also in charge of fuel and lubricants
Professional Membership Certification Division
The PMC Division handles the registration and certification of the industry practitioners and professionals affiliated to the institute. It also handles its special programs such as inductions, annual conference/AGM and training programs. Intending members are admitted into the following membership categories: