Line of communication in Universities Academic

Matters Accreditation, Training Report and Report

Writing

By
Prof. Mansur Usman Malumfashi
Director, Directorate of Human
Resources Development
 Being a Paper for Presentation at the in house
Induction Workshop for Newly Recruited Staff of the
University.

August 2016
Abubakar Tafawa Balewa University Bauchi
 OBJECTIVE OF THE PRESENTATION
At the end of the presentation, the participants are expected to imbibe the basic tenants of line of
communication in the university as well as appreciate the centrality of academic records, accreditation,
training and report writing. It is therefore expected that the workshop will impact positively and enhance
service delivery of newly recruited staff of the university.
My presentation is broken into the following:-
Line of communication
Transcripts, state of result
Certificate
Preparation for examinations
Examination environment
Benchmark Minimum Academic Standard (BMAS)
Accreditation
Types of accreditation
Indices of Accreditation
Deanry/Head of Department and their roles
Other expectations
Training
Needs for Training
Importance of Training
Types of Training
Evaluation of Training
Report and Proposal Writing
Types of Reports
Research Proposal
Research Project Report
Conventional/Investigative Report
Conclusion
PREAMBLE
Universities are centers of excellence, universally
acknowledged for teaching, Research and
Community Service.
Town and Gown relationship dovetailed into
community services.
As autonomous institutions, universities are
governed by their own laws, statutes, regulations
and standard. Academic affairs take precedence
over all other activities, that is why they are
governed by academics. Committee system
operates. Faculties and Departments are very
important component of the University. They are
statutorily recognized
LINE OF COMMUNICATION IN UNIVERSITY
- Communication is life wire of any organization
- Communication live in tertiary institutions is
virtually the same.
- University is an organization working collectively
to achieve the aims set for it.
- Two categories of Academic/Non-academic as
well as students.
There must be proper communication among the
different groups
What is communication
It is the transference of information or
message from one place to another and through
a medium
TRANSCRIPT
There are three important documents in the
life of a student, there are also very important
to all of us in many ways;
i. Evidence of qualification
ii. Depict the level of academic achievement
iii. Served to secure employment.
iv. Gate pass to get admission for Post-
Graduate
STATEMENT OF RESULT
Statement of results is used here to measure the
outcome of an assessment or evaluation including
tests, continuous assessment, examinations and
evaluate of seminars, research projects, long essays,
practical projects, industrial attachment/teaching
practice, field trip report and so on and so on. It could
be obtained cumulatively or in parts. It could be used
for employment or furtherance of once education.
- It is a temporary document presenting the
certificate.
- Approved by senate in case university before
issuance
- Life span of 2-5 years. SOR are surrendered for
certificates
Sender message Receiver
Medium
Noise

Horizontal
Internal
Vertical

Communication
Horizontal
External
Vertical

Linear
Communication
2 way
Certificate
Certificate is a final document which testifies to the
fact that a student has fulfilled all the requirement of
his programme and is and theorized to practice or be
engaged at a requisite level. Unlike SOR. Certificate has
life-span. Valid as long as the holder lives. It is a
permanent document
- Usually signed by 2 or more persons especially
the highest authorities of the institutions e.g.
vice chancellor/registrar,
- Certificates usually bears the seal of the
institution as a sign of authority and avoid fake.
- They are not re-issued.
Academic Transcript
This is the document that contains the detailed results
of a person and shows all the above courses taken, the
status and credit weight of the courses, when they
were taken and grades obtained. It may be issued in
respect of students who complete their programmes or
those who are seeking institutional transfer for various
reasons. It is usually requested by another institution in
Africa/Europe dont give transcript to graduates
directly for obvious reasons.
- Issuance attracts some fees, plus post charges.
- Though generated at different levels, department,
faculties and schools. Examination and records
units or any other body responsible are usually
assigned by the registrar or representative at the
academic division.
Some transcripts contain sundry information about the graduate
like state of origin, LGA, sex, date, place of birth, department,
faculty/school/college, course registration/matriculation number
and name. Transcripts are use for the following reasons:
- For placement into programme and levels
- To authenticate students claims
- To determine course which could be audited taken or
dropped?
Transcripts are issued as often as requested, any alteration
renders it invalid.
Students are encouraged to open file for all their documents
including yearly statement of results, registrations, receipts for
fees, library cards, etc
Software is used to prepare transcripts. This has therefore made
the whole issue very simple and fast.
Sources of Complication for the
Issuance of Transcripts
a. Changes of department
b. Changes of name
c. Truancy/professional student
d. Loss vital records
e. Excessive carry-overs/errors in computations.
f. Poor record keeping and indifference of staff
g. Lack of courtesy by students
h. Use of cronies/proxies
i. Rustication/suspension etc
j. Movement to new site/multicampus.
 PREPARING FOR EXAMINATIONS
Examinations are required to determine the level of performance of students in educational
program. Many a time, examination remains an index of the quality of program that students
may be involved in. This is why Growther (1995) described examination as a formal test of
somebodys ability or knowledge in a particular subject by means of written question or
practical exercise. Examination are usually of two types major types those conducted
internally by the concerned institution and those ones conducted by external examination
bodies such as WAEC, NECO, NABTEB, London GCE, IJMB etc.

Preparing for examination means getting ready for such formal tests of ability in a subject or

course of study. This preparation entails a number of factors and issues at the various levels

of education. These levels are primary, secondary and tertiary levels of study. Preparation for

examination could be done by the institution or examiner and tested (students)

 PREPARATION FOR EXAM BY
INSTITUTION/EXAMINER
This entails the necessary activities that are involved in the conduct of the examination, we

need to pay special attention to examination in order to conduct cheat-free examination

worthy of its name.

A good examination starts with proper planning. This involves the exam materials, venue,

invigilators e made so that each candidate obtains a copy. Question should be adequate in

terms of content, working and instructions to the examiners. Security is also very important

to forestall any leakage. The production of the question papers should be done as close to

examination as possible. Timetable be made available in good time

 EXAMINATION ENVIROMENT
Seat arrangement
Adequate lighting
Ventilation
1-2 paper per day
10 points on the administration of examinations.
1. Early arrival of examiners/invigilators
2. Consequence of examination malpractice
3. Never turn up the question paper to start at the same time
4. Announcement of time
5. Constantly walk around the exam hall
6. Response to the needs of the examinee without distracting other
7. Typographical errors to be corrected
8. Occasional announcement of time left
9. Stop exams on time
10. Collections and count of scripts to tally with attendance.

Examination malpractice is an offence and it has its own punishment.

Punishment commensurate with the magnitude of offence.

BMAS
The decree (act) no. 48 of 1988 empowers the NUC to lay down minimum standards for all programmes

taught in Nigeria Universities. Consequently the commission in collaboration with the Universities and

their staff developed minimum academic standards for all the programmes in Nigerian Universities in

1989.

- After about 10 years using the minimum academic standard (MAS) document as major

instrument of accreditation, the commission in 2011 initiated a process to revise the

documents.

- The impact of ICT on teaching, learning and computation engendered by globalization

necessitated the curriculum review.

- Other reasons are: - update the standard and relevance of university education and to integrate

entrepreneurship and peace/conflict studies.

- The commission considered the merger of the benchmark statement and the revised BMAS into

new document to be called BMAS.

The BMAS document was produced in 13 disciples as follows:

1. Admin, management and management technology

2. Agric, forestry, fisheries and home economics

3. Arts
4. Basic medical and health science
5. Education
6. Engineering and technology
7. Environmental science
8. Law.
9. Pharmaceutical science
10. Medicine and dentistry
11. Science
12. Social science
13. Veterinary medicine
BMAS recognizes the autonomy of individual universities with regards academic
programmes but only for graduate are set and set and met.
BMAS allow each university a high degree of flexibility in fashioning its programme
in the process of interpreting these guidates.
DEANRY

Faculties are headed by deans. Dean is the chief Academic officer of his faculty
answerable to the Vice-Chancellor and Senate. A Dean is usually a professor otherwise,
he is to act. Principally the Dean is the Chairman of the faculty and all its committees.
He is responsible for

- Examinations

- Registration

- Orientation/ Matriculation

- Graduation

- Discipline

- Record Keeping
HEAD OF DEPARTMENT
What head of Department is what similarly the Dean of Faculty is. Duties and responsibilities
of the Head of Department is a reflica of what the Dean is at the Faculty level.
Head of Department is chiefly responsible for the following in his own department:
Examinations and its conducts
Registration and record keeping
Orientation and Graduations
Discipline.

In a Department with post-graduate programmes the HOD is responsible for both

undergraduate and post-graduate programme. In some instances PG Coordinator is
appointed to assist the Head of Department in the coordination of Post-Graduate Studies.
The Head of Department and the Dean are also responsible for record keeping of both
academic and non-academic staff in their respective domain. A Faculty Officer and
Departmental Secretary more often than not handle administrative duties for the faculty and
the department respectively.

All staff in the Department are answerable to the Head of Department, this is also tenable at
the faculty level. However academic staff are also answerable to the Head of Department and
must be able to perform their primary functions of teaching. Teaching includes lecturing,
continuous assessment, evaluation grading, and compilation of results and submission of
same to the Departmental examination Officer and subsequently to the board of studies.
OTHER EXPECTATIONS
Academic and non-academic staff are expected to be alive to their responsibilities by working with schedule activities,
calendar and deadline for submissions. Time is of essence. Therefore staff must be able to manage their time efficiently and
effectively. Attend classes regularly and promptly.

Line of communication must always be maintained in all communication process. All academic staff must put in writing to
the Head of Department all communication to the Vice-Chancellor, Registrar, Dean and other Officers of the University.
Example applying for visa, opening medical file, enrolling your child at the staff school etc. similarly Head of Department
must always inform the Dean of his absence and the person to over look the affairs of the Department. Conversely the dean
must all inform HODs of his absence.

Memo emanating from a staff must be endored by the HOD or the Dean as the case may be. It is not always enough to
endorse but to express written comments about the memo. It is therefore important to understand the concepts thru,
CC, see distribution list etc. Communication should be always be from lower to the higher office. The communication
must go through the sequence for input from the various officers involved. This does not forestall communications from the
high to low level cadre.

As new staff all of you are expected to familiarize yourself with the administrative jargon such as KIV, fna, bf, pa, fa as well as
the civil service regulations and financial regulations, condition of service of ATBU for both senior and junior staff. At the rate
of our development, we still need files as the major carrier of memo, letters circulars, reports etc. files are very important
tools to update you take well-informed decisions. Therefore record keeping is very important for all cadre of staff.
ACCREDITATION
The National Universities Commission in pursuance
of quality assurance came up with the idea of
accrediting all courses in the Nigerian Universities.
This to further control quality so that Universities
are put on their toes always yearning for
excellence. There are course accreditation and
institutional accreditation. In simple terms it is a
comprehensive re-appraisal of courses from
admission to employer rating of the products of
that University. A team of renown Professors is
usually raised by NUC to undertake the exercise.
TYPES OF ACCREDATATION
There are basically three (3) types of
accreditation status:
- Full Accreditation 70+
- Interim Accreditation 60-69
- Denied Accreditation 50-59
Full Accreditation
Is a situation in which the NUC awards a certificate for
full accreditation which will last for five (5) years. It
means the government is satisfied with the quality of
the course and has met all requirements and it
products can be employed without raising eyebrow.
There will be admission, teaching and graduations for
the next five (5) years. It will be due for another
accreditation after five (5) years. Total score required
for full accreditation is 70% and above and a minimum
score of 70% in each of the academic content, staffing,
physical facilities and library facilities
Interim Accreditation
It is a situation in which the course is given only two (2) years to operate
and attend to the lapses and deficiencies identified that made it
impossible to get full accreditation. For the two (2) years admissions,
teaching and graduation will continue. However, if the University cannot
afford to face another accreditation after two (2) years, the University will
bear the costs. No course can have 2 consecutive interim accreditation.
Second interim is a denied accreditation. So at the second attempt it
either be full accreditation or denied accreditation. Total score required
for interim accreditation is 60-69%. In case where a programme scored a
total above 70% but has less 70% in anyone of academic content, staffing,
physical facilities and library facilities then interim status is awarded.
Denied Accreditation
This is a situation where the NUC wrote officially
to the Vice-Chancellor stating the denied status.
By that, no more admissions however students
already admitted are allowed to continue with
their studies until graduations. The implication of
denied accreditation is grievous. Total score
required for denied accreditation is 59% and
below. No admissions
INDICES OF ACCREDITATION
The following are the most important parameters for conducting accreditation. It is not enough to have the parameters on
ground but meet the required standard, ration, percentage, functionality, mix, rating, ranking, training and availability as the
case may be:

(i). Staffing: Mix, Training and Development,

(ii). Staff/Student ratio, Teaching/Non teaching staff.

(iii). Curriculum, Admission requirement, academic regulation, course evaluation, student course evaluation. External
Examiners system

(iv) Physical Facilities: Laboratories, Classrooms equipment, Safety aids, Environmental sanitation and Hygiene.

(v) Library: Books, Journals, Other Resources, e-library and Subscription to date bases globally.

(vi) Finance: Income, Recurrent and Capital

(vii) Other are Employer rating, Students handbook record keeping, Students

Projects, Staff files, research capabilities, Alumni stared facilities.

After going round and having interacted with some staff and students, members of the accreditation panel score the indices
as follows

Academic content 18%

Staffing 32%

Physical Facilities 27%

Library 18%
TRAINING
NEEDS FOR TRAINING
Every organ needs training for its staff in respective of their qualification
and skills. Training arises because of the following:
- Environmental Change:- Mechanization, Computation, Automation
have resulted in many changes that require trained staff to possess
enough/ new skills. The organization should train the employee to
enrich them with the latest Technology and Knowledge.
- Organizational Complexity:- Modern organization have becomes
more and more complex with modern inventions and Technological
upgrade and diversification, coordination of becomes problematic,
training has become imperative
- Human Relations:- Every organization has to maintain very good
human relations and this has made training as one basic condition to
deal with human problems. Avenue to vent out tense situation.
- Change in Job assignment
- To match employee specification with job requirements and
organizational needs
IMPORTANCE OF TRAINING
It is an important activity of HRD which helps in improving the
competency of employees
- Improvement in efficiency and effectiveness
- Development of self confidence
- Stability and progress of the organization.
- Expansion and diversification makes training very
important.
- Reduce wastages
- Assist to adapt according to changing environment
TYPES OF TRAINING
Induction Training
Refresher Training
On the Job Training
Vestibule Training
Training for Promotion

1. Induction also known as orientation for new recruits to familiarize them with the internal
environment of an organization. To understand procedures, code of conduct, policies, COS in
the organization.

2. Job Instruction Training:- This is done to provide an overview about the job and experience
trainer demonstrate the entire job. Additional training is given if after evaluation of
performance is not satisfactory.

3. Vestibule Training:- It is the training on actual work to be done by an employee but done
conducted away from the work place.

4. Refresher Training:- It is offered in order to incorporate the latest development in a

particular field. It is given to upgrade the skills of employees can be used for promotions
purpose.

5. Apprenticeship Training:- A Training where a worker spends prescribed period under a

supervisor.
Identifying Training Needs of Employees
- Training bridges the gap between what employee has (in term of skills and ability)
and what his/her job demands. This clearly underlines and underscores the need
for proper identification of training needs of workers

- There are many method of identifying training needs:- The Following 3

components are very important

i. Organizational Analysis

ii. Task Analysis

iii. Man Analysis

Organization analysis is to identify the deficiencies and mechanism to correct.

Task Analysis is job/Operation analysis various components of the job and the
condition under which the work is done and standard of performance.

Man analysis the focus is on the individual his skills, abilities, knowledge and
attitude this is the most complex
Evaluation of Training.
- Assessment of training facilities
- Assessment of resource persons
- Assessment of venue and snacks
- Assessment of objectives
- Assessment of delivery methods
The essence of evaluation is to prepare for the
future and avoid past mistakes.
REPORT/PROPOSAL WRITING
Introduction
Report Defined: a report is any information work usually of writing, speech, television or film made
with the specific intention of relaying information or recounting certain events in a widely
presentable form.

- Reports fill a vast array of information needs of many of societys important

organizations. Reports are used for keeping track of information, which may be used
to make decision.

- Reports are documents focused to specific or general audience.

- Reports are used in organizations, government, business, education, science, law and
other fields and they often display results of an experience, evaluation,
appraisal, investigation or inquiry.

One of the most common formats of presenting reports is IMRAD. This structure is standard for the
generality of reports. However other alternatives may be used like problem-solution format.
Example of reports Auditors, budget, census, credit, demographic, financial, inspection, military,
progress, investigation, scientific, appraisal and implementation reports.

Proposal is also a report of what is intended. It is a blueprint of how, why, when and who is to do
what. Proposal futuristic.
TYPOLOGY OF REPORTS

Solicited

Report Funded
Unsolicited

External

Internal

Technical Research Conventional

Geological Climate Commission of Inquiring
Aeronautic etc Investigation
Primafacie
Research Report Proposal Report
Thesis/projects blueprint
Dissertation
Research Proposal
A proposal comprised of the following sections
1.0 Introduction
1.1 Background of the study
1.2 Statement of the problem
1.3 Purpose of the study
1.4 Significance of the study
1.5 Research Question/Hypothesis
1.6 Scope
1.7 Assumption if any
1.8 D.O.T
2.0 Review of Literature
3.0 Research Methodology
3.1 Design
3.2 Area of study
3.3 Population
3.4 Sample and Sampling Techniques
3.5 Instrument for data collection
3.6 Validation of instruments
3.7 Reliability of Instrument
3.8 Method of Data Collection
3.9 Method of Data Analysis
3.10 Budget (if seeking for grant)
3.11 Bibliography/Reference
Research project Report
Although the format of presentation varies from place to place and from
discipline to discipline. This format is considered generally used in most
subject areas.
Preliminaries
i. The Title Page
ii. Approval Page
iii. Acknowledge
iv Table of contents
v Lists of Tables
vi Abstract.
Main Body
Chapter I: Introduction
Chapter II: Literature Review
Chapter III: Methodology
Chapter IV: Data Presentation and Analysis
Chapter V: Summary, Conclusion and Recommendation
Bibliography/Reference
Appendices
Conventional/Investigative report
This is the most common reports usually used in
Universities. The general format is as follows:-
- Introduction/Preamble
- Composition of the Committee
- Terms of Reference
- Modus Operation
- Findings
- Observations
- Recommendations
- Conclusion/Signatories