ADMINISTRATIVE MANUAL

ADMINISTRATIVE MANUAL

PERSONNEL MANAGEMENT

(i) Policy: Human resource and personnel policies of the university will seek to provide a uniform system of human resource administration, assist Heads of departments and units to implement sound management practices, and promote effective communication among students, faculty and staff.

(ii) Summary of Functions, Roles and Responsibilities: (a) The Personnel Management Office (PMO) will be the human resource office of the university and shall be part of the Corporate Services Department (CSD) of the university. It will provide personnel services and policy leadership on matters regarding staffing, labor relations, training of staff, compensation and programs to improve workforce performance; (b) The Office will manage merit recruitment, promotion, career, performance, competency development, retirement and insurance programs of members of the university community; and (c) The Office will lead the development of a Human Resource Manual for the university and train all Heads of departments and staff on the manual.

FINANACIAL MANAGEMENT AND PLANNING

(i) Planning: (a) The Head of Planning will be responsible for coordinating the preparation of annual work plans of all departments in line with the strategic plan of the School; (b) The Head of Planning will submit a consolidated work plan to the Deputy President who will review and table it at the Board of Governors meeting for final approval; (c) The Head of Planning will  disseminate the approved work plan to Heads of various departments; and (d) He/she will monitor and evaluate implementation of the work plans and submit quarterly reports to the Deputy President. The final draft of the consolidated work plans shall be discussed with the President.

(ii) Budget Formulation: The Finance Officer will be responsible for formulation and implementation of the university budget. This responsibility includes but is not limited to the identification and quantifying of sources of income for the university, prioritization of expenditure, prudent and efficient utilization of the university’s financial resources, involving all departments in the budget preparation process and communicating departmental budget allocations to Heads of department.  The procedures shall be as follows: (a) The Finance Officer will write to Heads of Departments and budget holding entities to submit their budget proposals through a participatory approach; (c) The Finance Officer will analyze the proposals and prepare the budget estimates and financing gap; (d) The Deputy President will submit the budget estimates to the Finance and Planning Committee of the Board of Governors not later than December 15 of every calendar year after discussing with the President; (e) The budget is approved; (f) The Finance Officer communicates allocations to departments to execute the budget; and (i) Heads of departments submit quarterly budget performance reports to the Deputy President of the university through the Finance Office.

(iii) Accounts Receivables: (a) The Finance Officer will be responsible for all transactions related to receiving, recording revenues and updating ledgers; (b) He/she shall ensure that all sources of university revenue are identified and documented; (c) He/she shall ensure that all the university revenue is collected and accounted for; (c) He/she shall ensure timely banking of all revenue received; (d) He/she shall conduct timely reconciliation of the university’s accounts.  The Procedures shall be as follows: (a) The Finance Officer shall receive all requests for invoicing from customers and clients; (b) He/she shall direct the responsible Accounts Officer to prepare and issue invoices to relevant customers and clients, and issue official receipts; (c) The Finance Office shall ensure that the collection register is updated timely; and (d) He/she shall prepare monthly revenue reports for the attention of the Deputy President and copied to the President.

(iv) Accounts Payable: (a) The Finance Officer shall be responsible for all transactions related to receiving invoices, requests, payment and updating ledgers; (b) He/she shall ensure timely payment for all goods and services received by the university of; (c)He/she shall ensure that only approved payments are made and on a timely basis; and (d) He/she shall ensure that proper records are kept for all transactions. The Procedures shall be as follows: (a) The Finance Officer shall receive all invoices from creditors for processing; (b) He/she shall ensure the preparation of payment schedules under approved budget allocations; (c) He/she approves the payment voucher counter-signed by the Deputy President or Director of Corporate Services upon examination; (d) He/she ensures that appropriate ledgers are updated and payments are made; (e) All payments shall be made by cheque and electronic transfer except small transactions as defined in the schedule; and (f) The Finance Officer shall keep updated records of payment vouchers, approved letters, invoices, payment schedules, cheques, cheque registers, cashbooks and ledgers always.

PROCUREMENT MANAGEMENT

(i) Annual Procurement Plan: (a) The Procurement Officer will coordinate and lead the preparation of the University’s Annual Procurement Plan; (b)The Procurement Officer will write to all Heads of Departments to submit their procurement plans; (c) He/she will align the procurement plans to the budget and submit a consolidated procurement plan to the Deputy President who in turn after discussing with the President will table it for discussion and approval by the Board of Governors; and (d) He/she will ensure timely and competitive procurement of goods and services to enable smooth and continued operations of the University. The Procedures Shall be as Follows: (a) Procurement of all goods and services will be done in a transparent, fair and competitive fashion, and will ensure value for money always; (b) The Procurement Officer will receive requisition from user departments and issue procurement items from the store according to the approved departmental procurement schedules; (c) The Procurement Officer will ensure that all purchased goods are received in the central stores; (d) He/she will ensure that all invoices and relevant delivery documentation are forwarded to the Finance Officer for processing; and (e) He/she shall comply with provisions of the Public Procurement Law in transacting business with the Government of Ghana.

(ii) Pre-Qualification of Suppliers: (a) The Procurement Officer will identify categories of goods and services needed to pre-qualify suppliers ensuring adherence to key principles of standardization, accountability and transparency; (b) The Procurement Officer will ensure that procurement of goods and services go through a process of advertisement for a minimum of twenty-one (21) days to attract a wide range of suppliers; and (c) He/she will ensure that the selection process is transparent, fair and competitive. The Procedure for Pre-Qualification shall be as follows: (a) The Procurement Officer will prepare a list of items to be advertised for pre-qualification and forwards it to the Deputy President who may approve for advertisement; (b) The Procurement Officer will upon approval ensure that the items on the approved list are advertised on the University Website, national newspapers and other appropriate electronic and print media; (c) The Procurement Committee of which the Procurement Officer serves as Secretary will open all bid documents recorded in the Tender Opening Register (where the submission of bids requires both technical and financial proposals, only the technical proposals shall be opened and evaluated. Only financial proposals of bids that are responsive and pass the set score shall be opened. Financial proposals of bids that do not pass the set score shall be returned to bidders intact as submitted); (d) The Procurement Evaluation Committee appointed by the Deputy President will evaluate all technical and financial proposals. Financial proposals shall be opened in the presence of qualified bidders or their official representatives; (e) The Procurement Officer will prepare a report on the procurement process and submit to the President for approval; (f) The Procurement Officer will communicate the results to bidders; (g) The winner of a bid shall write to accept the award within ten (10) working days; (h) The Procurement Officer will send award letters to bid winners and in conjunction with the Evaluation Committee will respond to queries from unsuccessful bidders; and (i) The Procurement Officer will safely keep records of all procurement activities including signed contracts, opening minutes, technical evaluation minutes, final combined technical and financial evaluation minutes, award/regret letters, professional opinion to the President, acceptance letters from bid winners and queries.

CATERING SERVICES

(i) Goals and Objectives: (a) The University will provide limited catering services to members of the University community including faculty, students and staff at a cost approved by the Catering and Hospitality Department; (b) The Catering and Hospitality Department will operate independently of the University administration system but will report to the President; (c) The department will be headed by a Manager who will implement policies that seek to achieve specific objectives of delivering quality food and beverages at affordable cost to members of the University community. Operational Procedures: (a) The Manager will work closely with the Procurement Officer and Finance Officer in the Procurement of items for the department; (b) The Manager will have a final say in deciding on the final list of food and beverage items to be procured; (c) The Manager will prepare the requisition and attach the list of supply requirements; (d) The Manager will prepare menus for food production, services and sales; (e) The catering Services Committee including the Manager and matron shall be jointly held accountable for the quality of food and beverages; (f) The manager will ensure appropriate receipt, inspection and storage of food and beverage products in accordance with public health standards; (g) The Procurement Officer will assist the manger to develop a simple process for requesting food items from the store of the department and keep all relevant documentation up-to-date; (h) The Manger will ensure that all food handlers are medically certified and are always in the appropriate kitchen gear; (i) The Manger will ensure that all staff of the Catering and Beverage department maintain high standards of hygiene and keep the kitchen environment clean and tidy always; and (j) The Manager will seek customer satisfaction feedback by mounting  customer suggestion boxes, analyzing feedback information and preparing quarterly reports for the attention of the President or his/her designated representative.

(ii) Food and Beverage Orders: (a) Any member of the university community may order breakfast or lunch under the approved menu. The Manager may accept limited orders of dinner/supper provided such orders are made not later than 10 am on operating days; (b) The Kitchen shall operate Mondays to Saturdays, the Manager will determine and publish the time of operation for each day; (c) Food and beverages shall be consumed ONLY in the Canteen; (d) Food and beverage waste shall remain in the Canteen and properly disposed of in the garbage bins provided in the canteen; (e)  The department will be responsible for providing catering services for University and student functions upon request. The cost of such functions will be subject to negotiations with the Food and Beverage Committee and approved by the President or his/her Representative, and (f) The Manager will work closely with the Procurement Officer to ensure appropriate disposal of Kitchen liquid and solid waste. 

SPORTS AND RECREATION MANAGEMENT

(i) Management: (a) The Sports and Recreation Department will be headed by a Manager who will serve as the Secretary to the Sports Committee; (b) The manager will develop sports programs for approval by the Committee. The sports programs will include all forms of physical activity that contribute to physical fitness, mental well-being and social interaction; (c) The Sports Committee will approve a sports development strategy that will take account of safety requirements, competitions, sports charges for use of facilities, fundraising, sponsorship and donations, eligibility and membership of sports clubs and transport arrangements for out-of-campus sports activities; (d) All students are obliged to take care of the University’s sports and recreation facilities and infrastructure; (d) Members of the University community shall pay for using the sports facilities and for sporting activities on-campus and out-of-campus; (e) Students may form sports clubs with guidance from the Manager; (f) Sports clubs will have instructors hired and paid by students but instructors will be vetted and approved by the Sports Manager; (g) The SRC will develop, govern and administer membership of sports clubs in conjunction with the Sports Department; (h) Most sporting activities will be structured and will include competitive sports or games and active recreation; and (i) Sports clubs will be formed on the basis of the list below:

List of Sports and Sports Clubs

Sport

Category

Sports Club Formation Requires

Men’s Football

Out-of-campus

Sports manager and SRC guidance

Women’s Football

Out-of-campus

Sports manager and SRC guidance

Men’s Field Hockey

Out-of-campus

Sports manager and SRC guidance

Women’s Field Hockey

Out-of-campus

Sports manager and SRC guidance

Swimming

On-campus

Sports manager and SRC guidance

Men’s Basketball

On-campus

Sports manager and SRC guidance

Women’s Basketball

On-campus

Sports manager and SRC guidance

Golf

Out-of-campus

Sports manager and SRC guidance

Men’s Volleyball

On-campus

Sports manager and SRC guidance

Women’s Volleyball

On-campus

Sports manager and SRC guidance

Badminton

Out-of-campus

Sports manager and SRC guidance

Men’s Tennis

On-campus

Sports manager and SRC guidance

Women’s tennis

On-campus

Sports manager and SRC guidance

Squash

Out-of-campus

Sports manager and SRC guidance

Athletics

Out-of-campus

Sports manager and SRC guidance

Taekwondo

On-campus

Sports manager and SRC guidance

Recreation Activities (Exercise, Dance and Aerobics, Walking, Rope skipping, tag, Traditional Ring Games, Cycling, Chess, Ludo, Oware, etc.

Indoor games

Outdoor games

Sports manager and SRC guidance:

·         The school Gym will provide for indoor exercises

·         Other indoor activities will be on-campus

·         Cycling, walking, rope skipping, traditional ring games may be held out-of-campus

 

 

MAINTENANCE AND REPAIRES

(i)                  There shall be regular and scheduled maintenance of all University properties and facilities including machines and equipment to ensure they are in good condition always;

(ii)                The Director of Corporate Services in conjunction with Heads of departments shall conduct regular audits of all infrastructural facilities, machines and equipment not less than four (4) times every calendar year and submit reports together with repairs and replacement plans to the Board of Governors;

(iii)               The Board of Governors will provide such directives as to ensure maximum maintenance culture and protection of properties;

(iv)               The Board of Governors will adopt a maintenance plan every quarter to implement repairs and replacement works;

(v)                The Director of Corporate Services Department will circulate User Request Forms (FORM – RM 1) to be filled by users of University facilities, machines and equipment every quarter;

(vi)               The Director of Corporate Services will ensure prompt and full implementation of decisions on maintenance and repairs; and

(i)                  All completed repairs and maintenance works will be signed by the relevant departments.

WASTE HANDLING AND DISPOSAL

  • Handling Waste: The procedure for generating, handling and disposal of waste shall be in accordance with approved policy and guidelines of the Environmental Protection Agency (EPA) of Ghana;
  • The Director of Corporate Services will ensure that the University has a waste management policy that is consistent with EPA regulations and has complied with all EPA requirements. Satisfactory effort will be made to ensure that the amount of waste generated by the University is properly established as per EPA guidelines;
  • The Director will ensure that toxic waste is collected, transported and stored in accordance with the waste disposal policy and guidelines of the EPA; and
  • He/she will always ensure safe effluent discharge and maintain regular contact with the EPA in managing liquid and solid waste in the University.

Waste Disposal: (a) Disposal of any type of waste will be done in accordance with policy and guidelines of the University as approved by the Environmental Protection Agency of Ghana; (b) Where the disposal involves unserviceable goods the Procurement Officer will seek approval from the EPA regarding the method of disposal if in doubt of the stipulated policy; (c) The Procurement Officer working together with the Finance Officer will ensure that the University obtains the highest value for the sale of any good or item; (d) The Procurement Officer will ensure appropriate storage of disposable items and observe high occupational and health standards; (e) The Procurement Officer will keep records of disposal of goods including approved disposal plan, approved disposal requests, minutes of meetings of Disposal Committees, Communications with EPA, Communications with bidders, evaluation reports and disposal certificates; and (g) The Finance Officer shall keep records of all disposal related transactions and update ledgers accordingly

ENERGY MANAGEMENT

(i) Policy: The University will implement a sound energy policy and an efficient and effective energy management system that ensures the achievement of its goals and objectives at minimal operating cost. The policy will seek to maintain an appropriate energy mix that aims at realizing green energy objectives in the medium-term.

(ii) Strategies and Interventions: (a) The Director of Corporate Services will serve as the secretary of the Energy Committee and will monitor implementation of the energy policies of the University; (b) All members of the Univesity community shall comply with the energy regulation of the School; (c) Adequate budget and other resources will be committed towards energy management; (d) The Energy Committee will ensure that all processes, equipment, appliances and accessories used on campus are energy efficient; (e) The Committee will further ensure implementation of a sound maintenance schedule of energy-consuming equipment and appliances; (f) The Committee will educate and sensitize students, faculty and staff on energy efficiency and conservation methods; and (i) The Committee will seek to continuously improve and use green energy alternatives.

TRANSPORT MANAGEMENT

(i) Policy: The Transport policy seeks to provide reliable and affordable transport services that meet high standards in terms of quality, access and timeliness for official University activities. The school shall not provide transport for individual members of faculty, staff and students. The policy will ensure that motor vehicles, accessories, parts and fuel are always accounted for, and rules guiding reporting of vehicle condition and use are enforced.

(ii) Strategies and Interventions: (a) The Transport Management Unit will function under the Department of Corporate Services and the Manager of the Unit will serve as the Secretary to the Transport Committee and have responsibility for implementation of the transport policy; (b) Transport services will always be requested officially by users; (c) The Manager will ensure that fuel and other costs for operating motor vehicles are controlled, monitored and within budget; (d) The Manager will put in place measures to ensure vehicle security on and out of campus, accessories like spare wheel, tools are intact and drivers do not misuse or mishandle vehicles belonging to the University; The Manager will develop and implement a maintenance schedule for all University vehicles; and (g)  The Director of Corporate Services Department shall approve the vehicle maintenance schedule and inspect the vehicle logbook after every travel/vehicle movement.

(iii) The Procedures: (a) The Manager will approve transport requests from users by filling out a request form (TM-1). He/she will assign a driver to provide the service after recording and filing the approved request form which will be countersigned by the Director of Corporate Services; (b) The Driver will always inspect the vehicle assigned and report any missing part or accessory before moving the vehicle, otherwise the driver shall pay the cost of any lost part or accessory that may be detected after that trip; (c) The Driver shall record every trip in a trip ticket and fill the logbook; (d) Drivers shall be under strict obligation to observe all rules and regulations on the road and promptly report any damage to University vehicles or occurrences on the road that require attention; (e) The Finance Officer will authorize and provide money for fuel under the transport budget; and (f) The Driver will ensure that University vehicles are always clean and ready to embark on official trips.

DEVELOPMENT PROJECT

(i)                  There shall be a University Development Committee chaired by the President. Other members will include The Deputy President, Finance Officer, Procurement Officer, Head of Corporate Services and any other person that the Committee may decide to include;

(ii)                The Committee will be responsible for identification, planning and monitoring of the execution of major development projects of the University;

(iii)               The Committee will ensure that the assets of the University are updated regularly and will review Asset registers submitted by the Finance Officer every quarter;

(iv)               The Committee will ensure quality and cost-effectiveness in implementation of development projects; and

(v)                The Committee will submit new development/capital investment projects to the Board of Governors for approval.

REVISION OF THIS POLICY

This policy will be reviewed from time to time but not later than three years.