Onyebuaga (1986 illustrated with chart above
explaining a typical organization consisting of three known levels of
management or leadership namely the top of primary leaders middle or secondary
leaders and the low or tertiary leaders. In the university system the primary
or top level include the governing council, the vice -chanellor, his deputies ,
the principal officers, deans, directors
of institutes, divisions, centers and heads of
department. Invariably these groups of people and professors
constitute the senate of the
university. Records kept or this level
will contain policies, approvals,
university laws rules and regulations.
The structural flow chart
indicates a summary of the channel which polices and decisions pass
from top to bottom, from within and among
organization units .
The middle level management comprises those
immediately below the top. Associate or
vice deans and heads of units and sections. This level accommodates mostly the
administrative officers and lecturers
especially those characterized as senior staff.
This group of leaders, directly
supervise the low level tertiary
staff.
The
low or tertiary group forms the longest group of university staff
VICE
CHANCELLOR (VC) OFFICE
Though it
appears that the office of the vice-chancellor
is occupied by one person, it has its own administrative set up to cater for all facets of the
university administration. There are
some important directly under his
office number of units such as:
·
The registrar and
deputy registrar representing general administration supridents other
units under the VC and keeps record relating to all the units of the
university.
·
Staff Record: Keys records
stores and retrieval center for all the
records relating to staffers.
·
Staff Matters: All matters relating to appointments,
provision dismissals etc are headed in
the office.
·
Faculties : Since the vice chancellor oversees both
academic and non-academic matters
in the univesitry, the faculties
have useful in office of V.C where issues relating to the development, consideration of
programmes , request for facilities are treated.
·
Other units.
Units can be created from time to time as need arises in order to make the
V.C functional enough, some division are directly to the vice chancellor
office. The head or directors of these
division are directly responsible to the VC in the day-to-day administration.
The act for VC on issues relating to main division. These Director/Heads usually brief in VC on
issues or matters directed by the VC.
DEPUTY VICE CHANCELLOR OFFICE
1. Deputy vice-chancellor act for the V.C in his
absence and take sensitive decisions
which act communicated through records
to areas concerned. In some universities, the position can be seen occupied by
one person while in others with satellite campuses, two or three DVS are
created for close and effective administration.
CHIEF
INTERNAL AUDITOR(ADULT): Directly under to the vice chancellor. The
audit moderates the spending of the university as condensed records of income
and expenditure are easily available to the V.C. through the Audit Unit.
·
Physical planning
unit: This unit for development of university infrastructure and general
landscaping of the compound is
directly under the responsibility of the V.C relating to compound development.
·
Academic planning
unit: The vice chancellor is responsible
for acedemic development of the
university. Chages in academic calender,
in programme of studies, expansion of or collapsing faculties, departments divisions ,
approval or design of new
programmes for the university are
all within the vice chancellor office,
such responsibilities are carried out by the academic planning unit with the
Head of the Unit accountable to the
V.C records relating to academic planning programme,
design and implementation are managed by the unit on
behalf of the vice –chancellor.
·
programme
implementation office: the unit
coordinates and link s with human
resource assistance like banks,
organizations and clubs that reduce
assistance financially, and other
facilities to the university.
·
Management
Information System (MIS): Is a system that
although expensive, stores data in the computer for
use by the administration when in need
for advanced record keeping and proper management /supervision MIS reduces the cumbersome files loaded with
papers which occupies much space.
·
OFFICE OF THE REGISTRAR
The registrar
has dual functions:
i.
Assisting the vice –chancellor in
day to day administration of the university
ii.
Usually , the secretary of statutory
committees of the university.
Desribed of as the
nerve center of the univesity central registry plans, organizes,
coordinates and formulates policies
guding all the units under the registry
various divisions under the registry are
1. administrative office
2.
admissions office
3.
career and students service office
4.
candidates Affairs office
5.
tenders board
6.
examination office
7.
students affairs office
the bursary:
the bursary is headed by the Bursu, who is a
principal office and directly responsible to the vice –chancellor. The burary
keeps many financial accounts
particularly records relating to students
accounts, senior and junior staff
salaries, claims and allowances, claims and allowances etc .
the bursary maintains a healthy relationship with banks and other
business houses and enterprises.
The library
The Chief Librarian or Director who is above
principal office heads this magic component of the univesitry. The library
houses the books and reference materials used for academic activities. Records
kept in the library relate to purchasing stocking , cataloguing , lending and
retrieval of books and it links with other parts of the university who process
correspondences coming in or going
out.
Works and
maintenance: has works with very
faculty, unit, dirsivce and departments
existing in the university. Record s
kept relate to job done his different
sections of the univsity, purchase of
equipment, maintenance work, request for fund, disbursement of fund, stores, records and works record .
record of vehicles available in the university are kept also
ACADEMIC SECTION: is the basis of establishing a the
acadmic section has its
administrative structure. The faculties
are headed by the deans who are chosen from among the lecturers. The position is not permanent, in each faulty,
there are a number of departments headed
by a head of dpartments who is also a lecturer. Both the faculty and departmental offices have their
administrative arms controlled from the registers office, and they taste are of records in the various academic units .
-
the
departments keep records relating to the
students activities. Admission letters, results and correspondences to and form students and the administration
are kept no the
students personal files lecturers working in the departments also have
their files into which correspondences on them are kept. All correspondences
coming from the top level
administration pass through the
department before they got to either the student or the lecturer.
-
The
facilities house the records o students
and lecturers most correspondences are routed through the department and the
deans office to the other sections of the university. Correspondence
coming from the top may also pass
through the faculty to the departments , the faculty officer is in charge of managing the records of the
faculty while the secretary keeps those
of the departments and the deans office. At the academic section, students
records especially the examination and
results are managed efficiently . meetings of committees, faculty
boards other sub-communities have their records kept by designated
officers of the faculty.