FCE Administrative Structure

ADMINISTRATIVE STRUCTURE OF THE COLLEGE

Administrative Structure

The Federal College of Education, Abeokuta, operates under an administrative framework headed by the Provost. Various departments, divisions and units are supervised by the most senior officers within the respective areas. These include the Security Unit, Students Affairs Division, Internal Audit Unit, Job Placement and Alumni Relations Unit, and Public Relations Unit.

REGISTRY DEPARTMENT

The Registry Department is headed by the Registrar, who serves as the institution's Chief Administrative Officer. The Registrar reports directly to the Provost and is responsible for coordinating the daily administrative activities of the College. The Registrar also functions as Secretary to the Governing Council, Academic Board and Convocation Committee.

In addition, the Registrar participates in various committees of the Governing Council and Academic Board in an advisory capacity, particularly on matters relating to institutional policies, regulations and administrative procedures. The Registrar is also responsible for safeguarding the College's official seal, legal documents, and important institutional records.

The Registrar's office serves as one of the major centres of administrative activity within the College and is also an important point of contact for visitors and members of the public. The Registry Department consists of approximately nine divisions, each headed by a Deputy Registrar.

DIVISIONS UNDER THE REGISTRY DEPARTMENT

1. Senior Staff Establishment Division

The Senior Staff Establishment Division handles personnel matters relating to senior members of staff and other related human-resource issues. Its responsibilities cover areas such as staff promotion, confirmation of appointments, regularisation, upgrading, conversion, induction, redeployment, professional conduct, and disciplinary matters.

The Division also provides administrative advice to Management and communicates Management decisions whenever required.

The Division is organised into three main units:

• Deputy Registrar's Office

• Academic Unit

• Non-Academic Unit

2. Junior Staff Establishment Division

The Junior Staff Establishment Division is another important component of the College Registry. It deals with personnel matters affecting junior staff, including appointment, promotion, discipline and redeployment.

The Division also assists in filling vacant junior staff positions across Schools, Departments, Sections and Units of the College. It maintains important records relating to junior staff, including the nominal roll and other statistical information.

3. Records and Scholarship Division

The Records and Scholarship Division is responsible for maintaining academic and personal records of both current and former students of the College.

The division evolved from what was formerly known as the Academic Office, which included the Admissions, Examinations and Records Sections. Following the expansion and restructuring of the Registry, it became the Examinations and Records Division before eventually being renamed the Records and Scholarship Division.

4. Examinations and Academic Board Matters Division

The Examinations and Academic Board Matters Division was established in 2010 following the restructuring of the Registry Department. Its creation was aimed at improving efficiency and productivity within the College administration.

The Division is responsible for coordinating examinations, monitoring examination activities, receiving and preserving Students' Examination Mark Sheets (EMS), and handling cases involving examination malpractice and related matters.

It also provides secretarial support to the Academic Board and Board of Examiners and communicates decisions reached by the Academic Board to the appropriate departments and sections.

5. Council Affairs Division

The Council Affairs Division forms an important part of the Registry Department and functions as the secretariat of the College's Governing Council. The Deputy Registrar in charge of the division reports to the Registrar and oversees its daily administrative operations.

Its major responsibilities include providing secretariat services for Council and Council Committee meetings, preparing and distributing documents for Council meetings, communicating decisions reached by the Council, supervising the Office of the Council Chairman and carrying out other administrative responsibilities assigned by the Registrar.

6. Pension and Staff Welfare Division

The Pension and Staff Welfare Division was formerly operated as a unit within the Senior Staff Establishment Division. It was upgraded to a full division of the Registry in October 2006 to improve the administration of pension and staff welfare matters.

The Division is responsible for managing staff pension-related issues, attending to staff welfare matters as directed by Management, implementing relevant Federal Government pension circulars and initiating welfare-related matters when necessary.

It also implements approved welfare programmes and undertakes any additional duties assigned by the Registrar.

7. SERVICOM Unit

SERVICOM is an integral component of the College Registry, although the unit reports directly to the Provost. Its activities are organised into areas such as Charter, Service Improvement, and Customer Care/Complaints.

Each section is supervised by designated Desk Officers who receive support from secretarial and clerical personnel. Representatives of the SERVICOM Unit are also positioned across Schools and Units of the College, where they serve as service points through the Service Delivery Committee.

8. Staff Training Division

The Staff Training Division is responsible for organising training, orientation and related development activities for members of staff whenever such programmes are required.

9. General Administration and Legal Matters Division

This division was established to support the Registrar in managing the general administrative affairs of the College. Its activities are carried out in accordance with the responsibilities and mandate of the Registry Department.

SECURITY UNIT

The Security Unit is primarily concerned with maintaining safety and protecting lives and property within the College environment. Its duties include preventing and detecting criminal activities, maintaining peace and order, ensuring campus security and enforcing institutional rules and regulations within its jurisdiction.

Security operations at the Federal College of Education, Abeokuta, date back to the establishment of the institution. Initially, the College relied mainly on civilian night guards and gatekeepers who were supervised by senior administrative or academic staff with limited professional security experience.

Over time, the security structure developed into a more professional system following the recruitment of retired personnel from the Nigerian Armed Forces, Police, State Security Service and other paramilitary organisations. These professionals occupied positions such as Chief Security Officer, Security Officers, Patrol Supervisors, Head Guards and related roles.

STUDENT AFFAIRS DIVISION

The Student Affairs Division operates under the Office of the Provost and is primarily responsible for matters concerning student welfare and general student administration.

The Division ensures that students observe College rules and regulations and helps maintain order in relation to Students' Union activities, clubs, societies and academic associations. It is also responsible for hostel allocation, issuance of student identity cards, and supervision of bursary and scholarship awards provided through the states, among other student-related responsibilities.

The Division is headed by the Dean of Students, who works alongside the Student Affairs Officer to coordinate its daily activities. The current Dean of Students is identified in the source as Dr Badaru.

INTERNAL AUDIT UNIT

The Internal Audit Unit is located within the Office of the Provost and was established in 1988. Its responsibilities include assessing financial and administrative control systems to ensure that College policies, procedures, plans, laws and regulations are properly followed.

The Unit also examines the efficiency and economy of operations involving the management and use of institutional resources, including personnel and property. It reviews income and expenditure records to confirm proper recording, classification and allocation.

Other responsibilities include verifying the College's assets and liabilities, reporting identified discrepancies to the Provost and performing additional duties assigned by the Provost.

JOB PLACEMENT AND ALUMNI RELATIONS UNIT

The Job Placement and Alumni Relations Unit operates under the Office of the Provost and is headed by a Coordinator. Its activities are divided into two interconnected areas: Job Placement and Alumni Relations.

Job Placement

The job placement function was established to support graduates and former students in obtaining suitable employment after completing their studies.

One of its major responsibilities is identifying potential employers in both the public and private sectors and establishing relationships with them to create employment opportunities for College graduates.

The Unit also obtains feedback from employers regarding the performance and productivity of graduates. Such information can help the College identify areas of its teaching and learning programmes that may require improvement or adjustment.

Alumni Relations

The Alumni Relations section serves as an important link between the College and its former students. It maintains communication and cooperation with the Federal College of Education Alumni Association and provides relevant services to the association.

The Unit monitors existing Alumni Association branches across the country and coordinates their activities. It also communicates developments within the College to alumni members and helps organise alumni reunions.

In addition, the Unit maintains communication with current students concerning issues connected with the Alumni Association and ensures that appropriate alumni-related levies are paid into the designated Alumni Association account by incoming and graduating students.

PUBLIC RELATIONS UNIT

The Public Relations Unit operates directly under the Office of the Provost and is responsible for managing the College's public relations activities.

Its responsibilities include managing institutional information, maintaining relationships with the press and handling protocol-related activities. Officers assigned to the relevant sections carry out these functions to promote effective communication between the College, its stakeholders and the wider public.