In line with the Association of African Universities’ (AAU) commitment to enhancing the wide array of benefits available to its members, the AAU is organizing a workshop for Registrars and Administrators of its member Universities. The AAU is therefore inviting institutions of higher learning to nominate staff to participate in this high-level executive training.  The participation fee and accommodation costs are covered (by the AAU) for one participant from each member university in good standing, i.e – institutions  who are up to date with their subscriptions (not universities with two years deficits), provided that the institution is also paying for the participation of at least one other participant.  The workshop is holding as part of activities to mark the 2023 Africa Universities’ Day (weeklong) celebrations. This year, the AAU is turning 56 years.

REGISTRATION LINK: https://forms.office.com/r/F7Sy3FSH7v

CONTACT DETAILS:  elaari@aau.org and membership@aau.org

VENUE: AAU Secretariat, Accra, Ghana

DATES: The workshop dates are 7^th& 8^th November , 2023. However, attendees are invited to participate in the main Africa Universities’ Day Celebration, holding on 9^th November on the theme – Artificial Intelligence in African Higher Education.

WORKSHOP FEES: AAU will sponsor one participant from each of its member universities in good standing (up to date with payment of their subscription fees), provided that the institution is also paying for the participation of at least one other participant.  The sponsorship package covers the following costs:  Tea/Coffee Breaks, Lunch + Refreshments, Certificates, Workshop Training Materials, and Local Transport. Accommodation will also be provided for sponsored participants on the following three days only – November 6, 2023 (arrival) and November 7-8, 2023 (Workshop Days). Participating Higher Education Institutions are to contribute to this capacity building initiative by covering the air tickets and other related costs to facilitate effective participation of delegates.

Member Universities with additional attendees/participants will be charged a fee of US $400.00 per participant.  Similarly, Non-Members of the AAU are invited to participate at a fee of US $700.00. Participants in these two categories are responsible for their accommodation as well as air tickets.

COORDINATOR: Ms. Edith Laari (Membership Officer)

 BACKGROUND AND RATIONALE

For every Higher Education Institution (HEI), the registrar’s office is the axis on which every activity spins and the hub of staff, students and alumni’s data. Due to the vital  role of the Registrar’s office in ensuring administrative excellence and students’ academic success, the registrar, who is one of the principal officers, should see himself/herself as a peer of academics and a partner in the delivery of educational programs. As the steward of the academic record and the keeper of institutional data, the registrar is in a unique role at the institution, since institutions require accurate and current data to drive their initiatives forward.  The registrar, who sits at the crossroads between student service and academic  programming, is distinctly suited to use the data at hand to help shape discussions and decisions in the context of desired educational outcomes for the institution and students alike.

While serving and  advancing higher education by safeguarding the academic integrity of the institution, there are broad professional principles of good practice, management, and conduct that should be followed. When these principles are not being followed, those served by the registrar’s office, majority of whom are students, are the ones that bear the consequences of a disengaged office. The registrar must be current, consistent and professional to ensure the integrity of degrees and maintain the ability to accurately advise students about degree requirements and other administrative requirements. Continuous professional development is central to enabling the registrar perform at optimal level for  the overall benefit of his/her institution. It is against this backdrop that the Association of African Universities (AAU) is organizing a capacity building workshop for university registrars and administrators in universities and colleges in Africa. The workshop addresses one of AAU’s strategic goals of strengthening the delivery capacity of HEIs through enhanced leadership and management capacity development.

OBJECTIVES AND EXPECTED OUTCOMES

The overall goal of this workshop is to enhance the capacity of the African Higher Education Institutions (HEIs) Registrars and Administrators to deliver as custodians of records in HEIs in Africa. The expected outcomes include:

• Improved knowledge about staff and students’ records management and processes of records retention, disposal, transcript guide and records archiving.
• Improved knowledge of innovative approaches to staff and student recruitment, admission, registration and

• Enhanced awareness of the examination management processes and best practices
• Improved knowledge of how to organise effective online support services for students

 

MODULES FOR THE WORKSHOP

The modules for the AAU-organised capacity building workshop for university registrars and administrators include:

MODULE 1: PROFESSIONAL DEVELOPMENT OF REGISTRARS

This module is intended to set the grounds for personal assessment of the participants, identify areas where improvement is needed, and set goals for the future. The module also introduces registrars and administrators to the fundamental principles of good practices in their field. It offers insights into industry standards, ethical considerations, and best practices that should guide their roles and responsibilities. Module 1 fosters a transformative journey, equipping participants with the tools for professional development while nurturing a deeper understanding of their potential within academia. It lays the groundwork for subsequent workshop modules, ensuring that registrars and administrators are better prepared to excel in their crucial roles at their respective universities.

MODULE 2: MANAGEMENT OF STAFF RECRUITMENT/HIRING, SUSPENSIONS, TERMINATIONS & RETIREMENTS

This module delves into the critical and multifaceted aspects of managing personnel within higher education institutions. It is designed to equip university registrars and administrators with the knowledge and skills necessary to handle various personnel-related processes effectively and efficiently. Good practices in the documentation and handling of information related to the above will also be tackled.  Module 2 seeks to promote the adoption of efficient processes, ethical standards, and best practices, ultimately contributing to a well-structured and harmonious work environment within African HEIs.

MODULE 3: MANAGING STUDENT RECRUITMENT/ADMISSION, REGISTRATION AND DISPLACEMENT

This module looks at good practices in students’ enrolment, administration and registration. It considers responsibilities, ranging from registration and academic scheduling to detecting credentials’ fraud. The module also explores how students, who are displaced by acts of violence, natural disasters, sexual assault, financial displacement, school closings, pandemic outbreaks, and military intervention, can be integrated back into the system for smooth academic operation and to ensure the academic success of such students.

MODULE 4: STAFF & STUDENTS’ RECORDS MANAGEMENT: RETENTION, TRANSCRIPT GUIDE, DISPOSAL AND ARCHIVING

This session will involve sharing of best practices in records management and will provide guidance for developing or revising institutional records retention and disposition schedules. The session will further provide recommendations to assist college and university personnel with the challenging decisions surrounding records management and provide a comprehensive set of best practice recommendations to develop and modify student records management policy, practice, and the application of technology. Specifically, the session will provide an overview of the complex issues facing student records managers today, how registrars can develop or modify their own records retention and disposition schedule. The session will also provide some examples from specific institutions by type, state guidelines, accrediting body guidelines, and other samples for special categories of records. Finally, the session will address the myriad of security considerations around student records management.

MODULE 5: EXAMINATION MANAGEMENT

This module aims to empower participants with the expertise and competencies required to navigate the multifaceted landscape of examination management. It will effectively focus on the processes of organising university examinations to ensure its smooth running and avoidance of timetable clashes. By emphasizing the maintenance of examination integrity, efficiency, and best practices,  the session will also explore the roles of examination managers which include the prevention and detection of examination  fraud.

MODULE 6: STUDENT ONLINE SERVICES

This module will serve as a catalyst for empowering participants with the knowledge and strategies required to create and manage dynamic online systems that provide robust support services to students. By embracing technology in this manner, universities can enhance the overall student experience, fostering a climate of accessibility, engagement, and academic excellence within their institutions.

METHODOLOGY

The workshop has adopted a strategic methodology which will include  effective approaches, such as the use of case studies, focused  group discussions, experiential learning (case studies from universities in the various regions in Africa), presentations and sharing of ideas, knowledge and skills.  The workshop will develop a strategy of follow- up to ensure that university registrars are implementing the good practices to be learned from the workshop at their various institutions of higher learning. The participants will have the opportunity to engage in dialogues with peers on the various challenges at their universities and map out strategies to  overcome them. A post workshop report will be compiled, and recommendations made will be integrated into improving subsequent workshops.

TARGET GROUP

• Registrars
• Enrolment Managers
• Provosts
• Deans and Faculty
• Academic Advisors
• Staff of the Registry
• Examination Managers and
• All stakeholders interested in learning

RECOMMENDED HOTEL(S)/GUEST HOUSES:

Generally, fee paying participants are advised to lodge at hotels in Accra, specifically in East-Legon and its close environs. The AAU logistics team for the workshop remain available to support with hotel bookings.

• MJ GRAND HOTEL-USD 80
• AH HOTEL- USD 99
• TOMREIK HOTEL- USD 80

BANK DETAILS

INTERNATIONAL BANK TRANSFER (ALL OTHER COUNTRIES)

Account Name: Association of African Universities

Bank Name: Standard Chartered Bank, High Street Branch, Accra, Ghana

Acc N#: 8700202448801

Swift Code: SCBLGHAC

ONLINE PAYMENT DETAILS

https://pay.aau.org

GHANA CEDI ACCOUNT (GHANA ONLY)

Account Name: Association of African Universities

Name of Bank: Standard Chartered Bank, High Street Branch, Accra Acc N#: 0100100581500

Swift Code: SCBLGHAC

GHANA DOLLAR ACCOUNT (GHANA ONLY)

Account Name: Association of African Universities

Name of Bank: Standard Chartered Bank, High Street Branch, Accra Acc N#: 870-150-244-8800

Swift Code: SCBLGHAC

WORKING LANGUAGE

The workshop will be conducted in English only.

VISA PROCESSING

The Association of African Universities will present delegates with invitation letters , after registration, to facilitate their application of visas at any Ghana Embassy or Consulate in their home countries. Delegates from the ECOWAS region countries do not need a visa to enter Ghana.

A BRIEF BACKGROUND OF THE AAU

The Association of African Universities (AAU) founded in 1967 with an initial membership of  34 universities, currently has more than 400 member institutions spread across 46 African countries. The Association represents the voice of higher education in Africa and draws its membership from all five sub-regions of Africa and operates in four official languages, namely English, French, Portuguese and Arabic. The Association’s mandate as an apex organization  for higher education in Africa is to promote cooperation, academic linkages and exchange of information on higher education issues across the continent. The mandate further extends to support members in their core functions of teaching, learning, knowledge generation and its dissemination through fundamental and applied research and community engagement. The AAU also plays a key role in setting up dialogue platforms, advocacy and raising awareness for and about the major needs of African higher education institutions and coordinates the means by which these needs are met. The Association also acts as a catalyst for increased networking between and among its members and the wider African and international higher education academic community. In pursuit of its mandate, AAU coordinates and facilitates one of the World Bank’s biggest Education Projects; the Africa Higher Education Centres of Excellence (ACE) Project. The AAU also serves as the Coordinator for the Continental Education Strategy for Africa (CESA), among other high-profile projects and initiatives.  The AAU frequently identifies areas where member institutions require capacity building through its training programmes that are tailor-made to address such needs.