OTHER DUTIES AND RESPONSIBILITIES
Exams and Records Division carry out a number of other duties in the University of Benin as briefly discussed below:
One of the main responsibilities of the Division is the processing of Academic Transcripts for our students for various purposes.
Students apply for Academic Transcript for a number of reasons, though, majority of transcripts are requested for four main reasons viz;
Job, Scholarship, Admission to other educational institutions and residency permit in America and Europe.
Verification Of Academic Document
Verification of students’ academic documents i.e. Transcripts, Certificates and Statement of Results for both Local and International
Institutions and Cooperate Bodies amongst others has remained a major function of Exams and Records.
Effect Students’ Change of Names
Only the Registrar can process and approve change of name for students in the University and is
done formally through Exams and Records Division.
Update and Maintain Students’ Records
Storage, maintenance and update of students’ records is another main duties of Exams and Records Division.
Students’ data are stored in organized form in both hard and soft copy i.e. files and computer.
Facilitate University Research and Publication Committee (URPC)
The University Research and Publications Committee (URPC) as constituted by the Vice Chancellor is the University’s principal organ for the encouragement and promotion of academic, scientific and policy research in all fields.
Its primary aim is to provide for the enabling environment for the promotion of scholarly and scientific research and publications, amongst other functions.
Exams and Records Division is therefore responsible for the facilitation of all activities of the Committee, the Deputy Registrar (Exams and Records)
on behalf of the Registrar, is the secretary of the committee.
Prepare and Issue Statement of Results to Graduating Students Following Senate Approval
Another major responsibility of the Division is the issuance of statement of results to graduating students following Senate approval.
Before statement of results is issued, we ensure the student has been cleared by the Bursary Department and Student Affairs Division. The student must also come with his/her screening certificate for re-screening.
This is to ensure that the student is a bona fide student of the University who is entitled to the Result he/she is been awarded.
Effect Students Inter-Departmental/Inter–Faculty Transfer
The Vice Chancellor constitutes Student Inter-Faculty Transfer Committee to be
responsible for the processing of students transfer, while the Deputy Registrar, Exams and Records acts as secretary to the committee.
The Division therefore issue application forms for interested students on production of evidence of payment (receipt) at the Bursary,
we collate the forms and send them to the Faculties/Schools concerned for their input. In general, the Division facilitates all the committee’s activities.
Matriculation of Newly Admitted Students of the University and Students of the
Affiliate Campuses – Federal College of Education (Technical) Asaba and All Saints Seminary, Ekpoma
Exams and Records is responsible for the whole process of matriculation of new students into the University including other affiliate institutions to the University of Benin such as Federal College of Education
(Technical) Asaba and All Saints Seminary, Ekpoma. The matriculante must have been admitted and cleared as Boni-fide student of the University.
Reconciliation of Students’ Matriculation Numbers/Register in the Event of Duplication
Where two or more students are reported to be having the same matriculation number, the Division in collaboration with Central
Records Processing Unit/Information Communication Technology (CRPU/ICT) perform the function of reconciling the misunderstanding/error.
Prepare Convocation List
The Division in conjunction with Senate Matters and the
School of Post Graduate Studies prepares convocation list from the Senate approved results for a particular session(s).
Preparation, Issuance of Examination Materials for both Undergraduate and Post Graduate Students in the University and Supervision of Examinations
University examination booklets and other materials are printed, prepared and dispensed by Exams and
Records strictly for University examinations and not for other purposes such as test, continuous assessment or rough work.
The Division also ensure strict adherence to rules and regulations governing all examinations as spelt out in the University examination hand book. The Division also assist Faculties/Schools/Institutes
to conduct examinations and collect attendance list from the examination hall, it also provides Examination Malpractice and Misconduct Forms.
Facilitates Effective Students Assessment of Lecturers
Upon the constitution of Student Assessment of Lecturers Committee by the Vice Chancellor, the Deputy Registrar, Exams and Records acts as the secretary of the committee,
and facilitates all logistics that is needed for the successful actualization of the set goal of the committee.