CU Student affairs manual

Covenant University

STUDENT AFFAIRS
OPERATIONAL MANUAL

Offices Officers Processes Procedures

Covenant University

STUDENT AFFAIRS
OPERATIONAL MANUAL

The Offices, Officers, Processes & Procedure

Student Affairs Department
Dean Student Affairs Office
Covenant University, Canaan Land,
OTA. Ogun State, Nigeria.
E-mail: [email protected]

Covenant University Press, June 2020

This publication is licensed under a CC Attribution-NonCommercial-ShareAlike CC BY-NC-SA.

v|Page

DEDICATION

This operating manual is dedicated to all the Administrative Staff who have contributed immensely
to the administrative operations in Covenant University.

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TABLE OF CONTENT vi
viii
Dedication ix
Preface x
Acknowledgement
Vision and Mission 10

Part A 19
Office of Dean Student Affairs 29
Part B 44
Chapter One: Residency 60
Chapter Two: MSS 70
Chapter Three: SEALD 74
Chapter Four: WQC 88
Chapter Five: Attendance Unit 104
Chapter Six: NYSC Office
Chapter Seven: Sport Unit
Appendices

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PREFACE

The Student Affairs Administrative Manual emanated from a strong desire to appropriately situate
the workings and processes of the Student Affairs and to delineate the administrative hierarchy and
positions as well as outline the duties of individual officers in this all-important section of the
University.

Covenant as an institution posit its operations on a “departure ideology” that supposes that things be
done in a productively different way and hence the need often times to operate in ways dissimilar to
existing systems. The need to capture these “disruptive operational attributes” as well as to ensure
clarity of responsibilities and hence lucidity in execution by every officer were key motivations for
this project.

The Student Affairs Administrative Manual comprises in broad perspective; the definitions of the
various offices in the deanery, the responsibilities of each officer and operational processes required
to effectively execute their duties. Therefore, the manual is designed to ensure the efficient working
of the Student Affairs as a functional organism in the University ecosystem in general and in
particular, to ensure the effective attainment on a continually productive and sustainable level; the
primary duty of the deanery, which is; students support in all curricular, co-curricular and extra-
curricular activities, students welfare, students discipline, safety and total synergy with the University
community.

The manual evolved as a testimony to the collective efforts of the staff at the Student Affairs of
Covenant University and the outcome is an acknowledgement of the sacrifices, they and their
families have continually made for the level success we have always generated.

Prof. Conrad A. Omonhinmin
Dean, Student Affairs,
June 2020.

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ACKNOWLEDGEMENTS

We are eternally grateful to God Almighty for the grace and inspiration given to all the contributors
in this area of knowledge.
We express gratitude to the Chancellor Covenant University Bishop David Oyedepo whose
obedience to God has created an enabling platform to work.
A deep appreciation goes to the Vice Chancellor, Prof. A.A.A. Atayero for the disruptive outlook
to management, the Deputy Vice Chancellor, Prof. Akan Bassey Williams and the Registrar, Dr.
Oluwasegun Omidiora for their ingenuity in developing and jealously guiding the organizational
structure of excellence of the University.
This project draws inspiration and wisdom from the efforts and support of several individuals. We
are indebted and inspired by Professor Conrad Asotie Omonhinmin, the Dean, Student Affairs for
the foresight of commencing this project and for the relentless and painstaking attention to details to
see to its completion.
We thank the Heads of the various Sub Units for their contributions as well as the various Staff of
the Sub Units for their contributions and dedication to the success of this project.

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OUR VISION

Our Vision is to support and promote the present and future well-being of students, making them
become the Total Graduate in consonance with the Covenant University objectives. Students’ Affairs
Department of Covenant University is poised to uphold the core values of the University and
enhance students’ development and success through innovative programmes; supervision of the
provision and delivery of services; as well as continued partnerships with other organs of the
University.

OUR MISSION

Our Mission among other things seeks to provide a healthy learning environment for all categories
of students, by building and having a special relationship with our student. This we do by looking
into all aspects of their activities both within and outside the Campus. We champion interest in a
holistic sense into the welfare of our students as we groom them into the respectable, disciplined,
studious and well natured eagles ready to fly and take the world. We promote this by ensuring
provision and delivery of all support services to serve the needs of the students.

Our concern in the department is to collaborate with Students, Faculty and Staff to create welcoming,
supportive and challenging environment that maximizes the opportunities for learning to achieve
desired success.

Our Mission is to reinforce students’ discipline, which makes Covenant University significantly
different from others by giving exemplary and visionary leadership to all Students. “No King is
coroneted or enthroned without the due order or process of confirmation and training”. It is our
mission to contribute to the unfettered process of confirming and training our students as Kings and
Queens for purposeful leadership as they begin to march out of Covenant University gates to
commence a noble lifestyle.

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Part A

9|Page

OFFICE
OF

THE DEAN, STUDENT AFFAIRS

Introduction
The Office of the Dean, Student Affairs oversees the general administration of the Student Affairs.
The Personal Assistant to the Dean, Student Affairs is directly responsible to manage the office to
ensure the smooth operations of the day to day activities of the office. The Personal Assistant to
Dean, Student Affairs also communicates with the Sub dean and other Heads of Unit in ensuring
that the Dean, Student Affairs is abreast of all the happenings in the various units and with the
students in general.

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STUDENT AFFAIR
Dean, Stu
(D

Residency Head, MSS Head, Head,
Administrator SEALD WQC

UG Hostels PG Hostels R
Co-ord. Co-ord.

RS ORGANOGRAM
udent Affairs
DSA)

Sub Dean, Student
Affairs

Personal Head, Head, Head,
Assistant NYSC SPORT Attendance

Receptionist Pilots

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DEFINATIONS

DSA - Dean, Student Affairs
- Sub-Dean, Student Affairs
Sub-Dean - Personal Assistant, DSA
Residency Administrator
PA, DSA Head, Student Engagement, Activities, Leadership and Development
Head, Monitoring, Security, and Surveillance
RA - Head, Welfare and Quality Control
Head, Attendance Unit
HSEALD - National Youth Service Corps - Student Affairs Officers
Head Coach
HMSS - Undergraduate
Postgraduate
HWQC -
Heads of Units
HADU -
Student Hand Book
NYSC-SAO - Student Disciplinary Committee

HCOACH -

UG -

PG -

HoU -

SHB -
SDC -

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OFFICE OF THE DEAN, STUDENT AFFAIRS

Dean, Student Affairs (DSA)

i. Principal officer of the Student Affairs Deanery
ii. Dean is a member of the Central Academic Board as well as the Central Management Board

of the University.
iii. Co-ordinate, welfare services, financial aid, residency, social, discipline and sport

programmes, for students.
iv. Responsible for serving as a point of information for students and responding to students'

needs.
v. Supervise various campus programmes and serving as a liaison between University

management, college administrators and student organizations such as a student council.
vi. Manage social programme such social and associational lives of students that transcend the

university confines as well as, active roles in convocation and orientation events for
graduating and incoming students.
vii. Involved in co-curricular programmes designed to encourage academic success and assist
challenged students in various ways.
viii. Develop policies regarding student life programme development in the University.

Sub Dean, Student Affairs (Sub-Dean)
The Sub Dean reports to the Dean and is primarily responsible for assisting the Dean in the provision of
leadership within the university, and oversight in planning, performance, and student support quality
management.

The Sub Dean is a member of the University’s Central Administrative Board and deputise for the Dean,
Student Affairs as required. The responsibilities of the Sub Dean spans five key areas:

i. Assist, advise and act on the behalf of the Dean, Student Affairs in development,
implementation and monitoring on general student management and progress of the
University Strategic Plan as it borders on students’ support and co-curricular
programmes for a welcoming, inclusive student involvement experience for all students.

ii. Co-ordinate student governance on leadership, civic engagement, multicultural affairs,
student clubs and organizations, intramurals, and the cultural arts series programmes.

iii. Co-ordinate advisory services to all students (domestic and international) on welfare,
equity and conduct as well as understanding their rights and responsibilities as
community members.

iv. Network across the University Community with all other units to facilitate satisfactory solutions
to issues and challenges that relates to student stay in the University and fall within the
responsibilities of the Dean, Student Affairs Office.

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v. Research and Develop procedures on emerging areas of the student affairs, rules,
regulations, and policies as related to the student experience.

Personal Assistant to Dean, Student Affairs (PA-DSA)

i. Attends to the booking of appointments with Dean, Student Affairs both for internal and
external visitors.

ii. Ensure all visitors are attended to by Dean, Student Affairs.
iii. Attend to all enquires via phone calls, text messages and emails.
iv. Prepare the meeting venues for the DSA.
v. Prepare and process memos as instructed by the Dean, Student Affairs to all concerned

units/departments, and offices.
vi. Ensure documentation of all memos and letters for further processing.
vii. Prepare request letters (Introduction, Attestations, Internship, Excursions, and

Recommendations) by Students to requested correspondence addresses.
viii. Ensure all information/memo gets to their destinations as directed by the Dean, Student

Affairs.
ix. Relate with all Heads of Units (HoU), and other departments to ensure smooth

operations of day to day activities.
x. Work with Attendance Unit to prepare Chapel Service announcement and another

University general assembly announcement.
xi. Manage effectively and efficiently the monthly imprest of the Dean, Student Affairs Office
xii. Prepare weekly and monthly report of various Units of the department for Senate

Business Committee in collaboration with the Head of Units.
xiii. Coordinate other staff of the office in making sure all the tasks are delivered daily

effectively.
xiv. Handles all other assigned tasks by the DSA in any assignment for effective delivery.

Receptionist

i. Receive visitors and Students (Undergraduate and Postgraduate) at the reception of the
DSA’s office.

ii. Manage acknowledgement and collection of approved requested letters to concerned
students at a specifically allocated time.

iii. Handle office equipment efficiently and ensure they are in good condition or report to the
Personal Assistant if otherwise.

iv. Receives of Incoming and Outgoing memos both on soft and hard copy with proper
documentation.

v. Process all outgoing memos and directed by the Personal Assistant to DSA
vi. Keep Visitors (Students and Parents) logbooks at the front desk.

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vii. File copies of incoming and outgoing memos/letters as directed by the Personal Assistant.
viii. Dispatch outgoing memos. (Memos within the department can be given physically, while

memos going to the management will be scanned to the appropriate office or dispatch with
the departmental bus as directed by the Personal Assistant.)
ix. Receive incoming inquiry calls via intercom.
x. Ensuring the reception is conducive and habitable for visitors, parents, and students.
xi. Relate with the Personal Assistant to DSA on any special assignment as directed by the
DSA through the Personal Assistant.
Pilots
i. Manage the department Vehicles (Buses) and ensure they are in good condition at all
times.
ii. Pick up the DSA from and to any location as requested by him.
iii. Convey the attendance Unit Staff and Machines to the Student Halls of residence for roll
call capturing every day.
iv. Convey other specific department staff to their various location within the school
premises as requested by them through the Personal Assistant and as approved by the
DSA.
v. Attend to other special assignments as directed by the DSA through the Personal
Assistant.

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S/N Task OPERATIONS PR
1. Visitors
The Visitors are attended to base on ap
2. Information/Memo
The receptionist received all incoming
3 Relating with Head will be duly stamped and signed with tim
of Units k for onward to the Personal Assistant f
ia the reverse channel or otherwise state
4 Enquiries/Message
Each Head of Unit relates to the Person
5 Memo/Letter request to the DSA and all processed in
Processing Unit with instruction on further action t
All correspondence via phone calls/em
6 Requested Letters assed across to required office.

7 Appointment Memos/Letters are prepared, process a
booking instructed by the DSA.
Requested letters of any form must first
8 Documents requirements for approval from the DS
duly signed by the DSA for onward disp
9 Announcement Visitors, Parents, and Students are expe
rsonal Assistant manages these booking
daily basis.
All documents are filed appropriately a

All announcement requests from other
the DSA office on or before 12pm a da
final approval for the announcement is
to the DSA’s tablet. The tablet should b
Chapel Service day, or any other genera

ROCEDURES FOR DSA OFFICE

Details Processing
Time
ppointment with the Dean, Student Affairs. Daily

Memo/Information to the DSA which Daily
me in on the Memo/Letter and recorded in the logboo
for DSA’s attention. Treated Memos/Letters are sent v Daily
ed.
Daily
nal Assistant on any information or
nformation goes back to each Head of
to be taken.
mails are attended to daily and appropriate message is p

and forward for DSA signature as Daily

t be submitted to meet specific As requested,
SA before the final letter is prepared and As requested,
patch to the Student.

ected to book an appointment to see the DSA. The Pe
gs and provide up to date information for the DSA on a

and the file room should be in order. Daily

r departments or external should get to Before
ay before the Chapel Service day. The Chapel
given by the DSA, then it will be copied Service day
be made available for the DSA at every (Mondays
al assembly.
and
Wednesday)

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10 Monthly Imprest The office of the DSA imprest must be
11 Monthly Reports required. The retirement should be do
12 Other assigned tasks
The Personal Assistant office relates to
the weekly and monthly report for the D
approve, for subsequent use. These inc
1) Monthly Head of Departments meet
2) Senate Business Committee report.
Other special tasks must be carried out

e managed effectively and efficiently as Monthly
one as at when due.
Monthly.
o other Units on a weekly and monthly basis to prepare
DSA to peruse and Daily/As
clude the: may be
ting required

t effectively as directed by the DSA.

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Part B

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1

RESIDENCY

Residency Unit is one of the Seven Units in Student Affairs. The Unit is responsible for the
accommodation of all students on campus. It comprises of the Undergraduate and Postgraduate
Halls of residence with a total of 12 Halls. Five Undergraduate Male halls, and five female Halls and
one Male and one Female for Postgraduate students.
All Undergraduate students and all postgraduate students willing to be residents are housed in the
halls. All students are guided by the residency rules and regulations with specific residency
procedures for a successful stay on campus.

Male Undergraduate Hostels

i. Daniel Hall
ii. Joseph Hall
iii. John Hall
iv. Peter Hall
v. Paul Hall
Female Undergraduate Hostels

i. Deborah Hall
ii. Dorcas Hall
iii. Esther Hall
iv. Lydia Hall
v. Mary Hall
Postgraduate Halls

i. Female Hostel
ii. Male Hostel

Undergraduate Halls of Residence
The Undergraduate Halls of Residence is located auspiciously in a serene and conducive
environment. In each of the ten Halls of residence, there are additional spaces such as common
rooms, butteries, telephone rooms, beauty salons/barbering, boutiques, tailoring, laundry, and
administrative offices.

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The capacity of each Hall varies:

i. Peter and Paul Halls, a capacity of 780 with 198 rooms each.
ii. John Hall, a capacity of 820 with 210 rooms.
iii. Joseph Hall, a capacity of 1,150 with 302 rooms.
iv. Daniel Hall, a capacity of 1,280 with 327 rooms.

All the male Halls can house a maximum of 4 students in each room.
The female Hall houses vary number of students.

i. Esther Hall, a capacity of 780 with 198 rooms that can house a maximum of 4 students in
each room.

ii. Mary and Deborah's Halls have each capacity of 777 with 284 rooms which can houses a
maximum of 3 students in each room.

iii. Lydia and Dorcas' Halls have each the capacity of 589 with 302 rooms which houses a
maximum of 2 students in each room.

The total capacity for the undergraduate Halls is 8,322.

Postgraduate Halls of Residence

The Postgraduate Halls of residence are built in an ambiance of tranquility, with a cumulative 480
bed spaces.

The two Halls consist of 120 rooms each; ancillary spaces for recreational purposes. Each Hall
houses common rooms, commercial spaces for services such as laundry, barbering/hairdressing,
tailoring services and a 400-seater capacity cafeteria.

Postgraduate Hall Operations
i. Admittance of PG students into the Halls of residence and allocating rooms to them as they
resume each semester
ii. Issuance of inventory form to PG students at every resumption and ensuring honest filling
of the form upon being allocated a room or bed space
iii. Screening of all materials coming into the Halls and enforcement of no-contraband-items
rule within the Halls of residence

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iv. Seeing to students’ compliance with the residency rules and regulations and their proper
conduct in the Hall

v. Attending to students’ complaints and challenges in a way to resolve the issues
vi. Monitoring of commercial activities within the Halls to ensure compliance with rules of

engagement.
vii. Ensuring proper maintenance of the hostel facilities and equipment
viii. Recording happenings and activities in the Hall and reporting same to the Hostel

Administrator on daily and weekly bases
ix. Harvesting challenges in the Hall and reporting same to the appropriate quarters
x. Accommodating guests in the Hall.
xi. Attending to guests’ complaints to resolve them.
xii. Maintaining mutual collaboration with the security personnel to ensure safety within the

vicinity.
xiii. Issuance of offense form to any rule-breaking Hall resident.
xiv. Seeing to proper lighting of the Hall and the entire compound
xv. Supervising PPD officials’ work during the renovation process
xvi. Ensuring orderliness and proper conduct and decent dressing during PG students’ special

programs
xvii. Ensuring that delegates for conferences and church programs are comfortable in the Halls

during their stay
xviii. Seeing to the cleaning of the Halls of residence and proper functioning of the Hall’s facilities
xix. Monitoring residents’ general activities and movements in the Halls

xx. Intermittent checks on the on-goings outside the Halls.
xxi. Details for Payment are available (Appendix III)

Hall Management

The management of the Halls is superintended by the Dean, Student Affairs, alongside other staff
of the University to ensure alignment of activities within the Halls with the Hall Rules and Regulations
as well as school policies.

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i. Residency Administrator (RA)

This is the head of the Residency unit, saddled with the oversight responsibilities of administering
the affairs of the Halls aside the main responsibility of overseeing activities within the unit. The RA
possesses the prerogative to delegate subordinates for special duties and supervises such duties. The
Residency Coordinators report to the Residency Administrator.

ii. PG Hostel Coordinator
This is the head of the Postgraduate Halls of residence, takes the responsibility of administering the
affairs of the Halls and overseeing the activities within the unit. The PG Hostel Coordinator
possesses the official right to delegate subordinates for special duties and supervises such duties. The
Hall Officers report to the Residency Administrator.

iii. UG Male Coordinator – Undergraduate Halls
This individual coordinate the Male Halls of residence, responsible for all the affairs and overseeing
the activities within the male Halls of residence. He possesses the official right to delegate duties and
supervises such duties. The Hall Officers report to the Residency Administrator.

iv. UG Female Coordinator – Undergraduate Halls
This individual coordinate the female Halls of residence, responsible for all the affairs and
overseeing the activities within the female Halls of residence. She possesses the official right to
delegate duties and supervises such duties. The Hall Officers report to the Residency Administrator.

v. Hall Officers
Each of the Halls has Hall Officers who coordinate the administrative and welfare affairs of the Hall
residents and enforce compliance with the school rules and regulations. They also liaise with
students’ representatives for effective student management.

vi. Hall Assistants
They assist Hall Officers in the management of students in the Halls.

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vii. Student Consultative Assembly
They communicate needs and agitations of the students to the Hall Officers or Residency
Administrator. They give feedback to the Hall Officers or Residency Administrator on information
passed to the students. They represent the interest of the students in deliberations about their affairs.

viii. Exeat Officers
They are responsible for the processing (calling of the students’ parent-approved telephone number)
and issuance of already approved (by the Dean, Student Affairs) exeat.

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UNDERGRADUATE RESIDENCY O
S/N Duty Proce

Allocating i. Send a mail to Director CSIS request
ii. Request for the number of Habitable
1. Hall/Room iii. Allocate Halls to specific programmes
to students iv. Create Dummies for the Halls and re

challenged students
v. Forward to CSIS for Portal Allocation

Students Rooms are changed for the f

misallocation, uninhabitable rooms, Incompa

Handling i. Receive written Applications for Chan
Requests ii. Refer the requests to the concerned H
2. for Change iii. Search for an available room in the H
of Room iv. Log in to the University portal
v. Reallocate the student from the previo

vi. Re allocate the student to the new roo

vii. Inform the student to reprint Resump

viii. Clear the student into the Hall on the

Conducting i. The Entrance Door is shut by 9.00 pm
ii. The Hardcopy Roll call sheers with th
Roll call for
attendance machines made ready on t
3. Students in iii. The students come in and sign ag
the Halls of
Rooms/swipe the attendance machine
Residence iv. The latecomers are asked to call those
v. At 10.00 pm the sheets are gathered

collected by attendance unit to extract

OPERATIONS

edure Details Processing
Period
ting for Returning Students Data Summary Before
/Available rooms from the Hall Officers
s and levels Resumption
eserve Ground floors in one wing of each for Health of every
semester
n
As the need
following condonable reasons. Health Reasons, arises
atible students.
nge of Rooms from students Every night
Hall Officer to Confirm the claims
Hall

ous room
om
ption Form
e portal

m
he students’ details are spread on the Reception slab/
the slab.
gainst their names according to their wings and
e.
e yet to sign/swipe
together and the defaulters are generated/machines
t defaulters.

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Resumption Before the Resumption Date, Student Affairs
4. Protocols Resumption Requirements via the University
arrival:
Departure
5. Protocols i. Every student prints out Resumption
ii. The student takes the Clearance form
Drafting the iii. The student is cleared into the assigne
iv. The student is given the key to the roo
6. Residency v. The student signs into the Roll call sh
Staff Duty
The Student Affairs Department sends out in
Roster concerning Departure Procedures one week
The following protocols are observed on the

i. Students are mobilized to the Unive
vacation date

ii. The Hebron gate opens as early as 4 .
iii. The students are to clean their rooms
iv. The students are to sign out of the Ha
v. The students submit their keys to the
vi. All students are expected to vacate the

i. Deploy a minimum of five (5) and ma
ii. Where there are 6 staff, ensure 2 per
iii. Where they are only 5 staff, ensure 2

case may be
iv. The shift revolves at three (3) days mo

Issuing The Bank/Canaan land Exeat enables the stu
Bank or Canaan land only
7. Canaanland
Exeat i. The student goes to the Hall officials
ii. The Hall Officer signs the exeat and i
iii. The student signs out of the Hall in a

in conjunction with CSIS notifies the students of the
y website. The following protocols are observed on

Clearance with allocated room on it Every Semester
m to the indicated Hall Every Semester
ed room on the portal

om
heet

nformation via Notice Boards and Announcements
before the date.
eve and the day of Departure:
ersity Chapel for Departure service on the eve of

.00am Every Month
s before departing
all manually at the Reception desk
Hall Officers on duty before leaving
e Hall by 4.00 pm

aximum six (6) staff to each Hall
shift (morning and night)
2 for the night and 1 person for the morning as the

orning, three (3) days night and two (2) days off

udent to pass CU Gate to go to the Business area in Once a day
9:am—11 am
to demand Bank exeat
issues same to the student Break
Notebook provided 1:pm---2pm

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Granting iv. The security at the CU gate endorses
8. Day Exeat v. The student returns to the Hall and si

Granting The Day Exeat empowers the student to go
Home pm. Nevertheless, the following protocols are
9. /Weekend
Exeat i. The student submits written Applicat
date

ii. The Hall Officer scrutinizes same and
iii. The Exeat Officer confirms the Paren
iv. The exeat Officer calls the parents to
v. The Residency Officer approves and
vi. The Exeat Officer forwards the appro
vii. The student signs out of the Hall
viii. The student signs out at Security pos

provided
ix. On return, the student signs in at bo

operative on duty
x. On getting to the Hall, the student ret
xi. Any unused approved Day exeat expi

The Home/Weekend exeat empowers the stu
on Friday and expires on Sunday. In rare cas
processes are involved:

i. The weekly application starts from M
ii. The Hall Officer forwards same to th
iii. The Exeat Officer confirms the Paren
iv. The exeat Officer calls the parents to
v. The Residency Officer approves and
vi. The Exeat Officer forwards the appro
vii. The student signs out of the Hall

the Exeat paper
igns in.

out of School and returns the same day latest by 6
e observed:

tion to the Hall Officer a day before the proposed

d forwards same to the Exeat Office if satisfactory Three times in
nts’ number from the portal. a month
seek approval to release the student or otherwise
signs the exeat on behalf of the Dean.
oved exeat to the student Hall

st in both CU and Canaan land gates in a notebook

oth gates and the exeat is endorsed by the security

turns the used exeat to the Hall Officer and signs in
ires at noon each day

udent to visit home for the weekend. It mostly starts
ses, it is approved to last till Monday. The following

Mondays to Wednesday’s afternoon Three times in
he Exeat Office a semester
nts’ number from the portal.

seek approval to release the student or otherwise
signs the exeat on behalf of the Dean.
oved exeat to the student Hall

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viii. The student signs out at Security pos
provided and the security Officer sign

ix. On return, the student signs in at bo
operative on duty

x. On getting to the Hall, the studen
documentation and signs in

Granting i. The Process is the same as above with
Weekdays/L ii. The Residency exeat does not cover
10. ong Duration
Exeat away on weekdays or longer needs sp
before the exeat can be granted.
11. Medical iii. Where the Department is unwilling
Exeat undertaking accepting responsibility fo

This Exeat is given to Medically Challenged
elsewhere.

i. The student/Parents request and obta
ii. The student goes to the Chaplaincy fo
iii. The student proceeds to the Residenc
iv. The Residency Administrator withdra

Exeat paper
v. The Medical exeat is filed for future u
vi. The student goes to his /her Hall to si

st in both CU and Canaan land gates in a notebook
ns behind the exeat paper
oth gates and the exeat is endorsed by the security

nt returns the used exeat to the Hall Officer for

h little addition as stated below. As the need
Class attendance hence the student that seeks to be arises
pecial approval from his/her Academic department
As the need
g to endorse, the Parent is advised to tender an arises
or Lecture/Chapel Attendance defaults

d students seeking to get further medical attention

ain exeat from the Chief Medical Officer
or prayers and the Exeat is endorsed by the chaplain
cy Administrator.
aws the Medical Exeat and issues the Regular Home

use
ign out and the process continues

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Excursions, The University Management introduced the P
all parents before their wards go for excursion
12. Group The consents come in online or in hard copy
Assignments,
i. The department submits excursion lis
and Projects ii. The Dean forwards to Residency whe
iii. The exeat Officers check for the Ava

copy)
iv. The Residency forwards the treated li
v. The PA to the DSA prepares the Dep

Disapproved students
vi. The department collects the memo fr
vii. The chaplaincy conducts prayers for t
viii. The DSA reserves the right to cancel

Parents’ Consent Forms to ease the burden of calling As requested
ns any official outings by the
y submissions
st to the Dean, Student Affairs via e-mail departments
ere the Parents’ Consent forms are domiciled.
ailability of their parents’ consent. (online and hard

ist to the DSA for further processing.
parture memo stating the number of Approved and

rom the DSA office and gets ready for the excursion.
the students before departure
any trip that fails to proceed after 9 am

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2

STUDENT ENGAGEMENT, ACTIVITIES, LEADERSHIP AND
CAREER DEVELOPMENT

Student Engagement is an important bedrock for any University as it allows for involving students as
partners in the management and development of their learning processes. The Student Engagement,
Activities, Leadership and Career Development office coined as “SEALD” office is involved with
ensuring that students in Covenant get the best out of their learning experience.
The SEALD office provides information and assistance to students over a range of areas that directly
relate to the enhancement of student satisfaction, while strengthening their affinity with the University
across the students’ lifecycle. These includes student support services, organizing and carrying out a
number of student events each academic year, educational and career related events/service, and
student recreational activities.
The SEALD office is endowed with well-trained staff, is also involved in coordinating programs such
as work-study, Freshmen Academic Mentorship Program (FAMP), business expos, career fairs, soft
skills training, variety nights, talent hunt and talent development programs.

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SEALD Office Organogram

Dean, Students
Affairs

Head, SEALD Office

ADM, SEALD Office ADM, SEALD Office ADM, SEALD Office
(Students
( Students ( Career Leadership)
Engagement) Development)

Students Council

Presidency Bureau CAPs College Reps Hall Reps

Departmental Wings Reps
Associations

Floor Reps

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Major Responsibilities of SEALD Office

The major responsibilities include the following:

i. Developing and implementing student programs with multicultural, educational, and/or social
content; i.e. – identifies student needs/interests through surveys, meetings, or other methods;
determines appropriate types of programs to plan; seeks/develops program ideas; assists in
developing program budgets; recruits’ students to participate in programs; coordinates
entertainment events and books acts; attends programs.

ii. Promoting students’ involvement in student programs/activities; i.e. – produces/distributes
publicity materials and monthly calendar of events; gathers/maintains data on participation in
student activities programs; utilizes internal marketing devices to increase visibility of student
activities; develops new outreach methods to inform/involve students in student activities; informs
prospective students about college activities.

iii. Providing support and advisement to student organizations and individual students; i.e. – meets
with student organizations; attends committee meetings; oversees student activities budget; assists
with student senate elections, training, and meeting facilitation; works to resolve conflicts among
students and staff members.

iv. Assisting in providing leadership development opportunities for students; i.e. – performs research
relating to student development issues; informs prospective students about college leadership
opportunities.

v. Performing administrative tasks associated with department activities; i.e. – prepares/submits
monthly reports regarding student participation in programs/activities; assists with
creation/implementation of orientation program for new students; publicity information, student
surveys, calendars, brochures, reports, forms, and general correspondence; receives or refers to
surveys, agent/performer information, budget worksheets, handbooks, manuals, and reference
materials; operates a computer and utilizes word processing, spreadsheet, database, desktop
publishing, Internet, or other software programs.

vi. Interacting with various agencies/individuals; i.e. – attends meetings and serve on committees;
works with relevant office to ensure they are well informed about student activities programs;
communicates with supervisor, employees, other departments, students, faculty members, student

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organization members/advisors, entertainment agents, other educational facilities, the public,
outside agencies, and other individuals to coordinate activities, review status of work, exchange
information, or resolve problems.
vii. Maintaining professional knowledge in applicable areas; i.e. – maintains a working knowledge of
assigned area; researches new trends and advances in the profession; reads professional literature;
attends conferences, workshops, and training sessions.

Business Expo Guiding Rules and Regulations

• The event usually allows only students businesses for exhibition with a proper coordination
by the SEALD office and this event create an avenue to celebrate Covenant University’s
Birthday The event lasts for three days and opens by 7am and closes by 6:45pm each day.

• The campus keeper services are engaged to keep the place clean daily
• The security men help to ensure compliance to closing time.
• MSS team helps to ensure compliance to the rules of the University and SEALD offices

monitor and coordinate the activities.
• A report of the activities is submitted to the Dean, Student Affairs after the event.
A. Application for Participation.

i. All participants are required to apply for space with the application form (Appendix I).

ii. Organizers shall only allocate space to exhibitors who have made full and complete
payment for space booked as at the commencement of space allocation. Any space
reservation booking made without necessary financial back-up will not be allocated.

iii. The completed application form shall be submitted together with full payment to the
organizers- SEALD Office to qualify for allocation.

B. Allocation of Trade Fair Space

i. The organizers shall allocate space/stand/pavilion to each Exhibitor in accordance with
the organizers’ sectoral classification of products/materials/ services. The organizers
reserve the right to allocate and re-allocate available space, size on the fairgrounds entirely
at the organizers’ own discretion. Unilateral changing of allocated space or reallocation
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of space by Exhibitors is not allowed. If this is done, the organizers shall dismantle such
stand and the defaulter shall pay the cost of dismantling.
ii. The organizers reserve the right to change the allocation of any exhibitor without being
liable for damages or compensation if circumstances call for such change and/or if the
exhibitor failed to take possession of his space/stand within the prescribed period.
iii. Exhibitors must strictly adhere to the standard module of space booking of half of canopy
minimum and full canopy maximum during payment. Bookings not in this module shall
not be allowed.
iv. Exhibitors with prefabricated or special stands/pavilion or tents are to make available the
dimension and areas of the tents at the time of payment to enable the organizer put such
into space allocation considerations.
v. Exhibitors must ensure that original receipt of payment for space is always available in
their pavilion and should be produced when demanded by the organizers’ monitoring
team.
vi. Exhibitors with special/additional service or utility requirements (e.g. water, electricity or
any other special request) should indicate at the point of payment for planning purposes.
vii. Exhibitors with false information especially on services/materials or products grouping
shall have his/her allocation disqualified.
C. Management of Trade Fair Space (Appendix II)

i. Exhibitors shall exhibit only the particular products goods or materials or product group
or type stated on their application form already approved by the organizers.

ii. Products, goods or materials which offend the local culture, religions or the standard
public decency shall not be exhibited.

iii. Exhibitors must man their stands with competent personnel at all times during the
duration of the fair.

iv. Exhibition of goods/services on walkways and corridors is strictly prohibited and any
goods displayed in these areas will be confiscated and will not be returned to the owners

v. Hawking of goods under any guise is strictly prohibited and person caught in such act
will be arrested and the goods confiscated and will not be returned

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D. Sub-Letting of Trade Fair Space
Exhibitors shall not sublet the space / stand / pavilion allocated to them to any third party either
wholly or in part without the written consent of the organizers.

E. Damage / Defacement to The Trade Fair Complex Structures / Halls / Properties

Exhibitors shall be liable for any damage to any structure including the Halls, buildings and
stands and shall not paint or otherwise deface or alter or affix anything to the floors, or walls
without the prior written consent of the organizers.

F. Construction of Stands / Pavilions

The fairground shall be open to exhibitors at a date fixed by the organizers for the purpose of
the construction of their Stands/Pavilions and the mounting of their various exhibits, materials
and products. All stands must conform to the prototype provided by the organizer.

G. Disposal of Packaging Materials

Exhibitors shall have the responsibility of disposing packaging materials in such a way and
manner as shall not constitute a nuisance or obstruct the free movement of persons and traffic
or disfigure or endanger the environment.

H. Hazardous Materials

Exhibitors shall not keep in or on their stands or pavilions or any part of the fairground chemicals
or materials of a toxic or hazardous nature.

I. Anti-Social Behaviour

Exhibitors shall not engage in and shall not allow any part of their stands, pavilions or space
allocated to them to be used for gambling, drinking, and drug trafficking, wrestling, boxing,
dancing or anti-social behaviors. The organizers’ opinion must be sought and approval obtained
in writing for proposed activities on the fairground which may offend the fair organizers and/or
other exhibitors or visitors.

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J. Dismantling of Stands/Pavilions

Exhibitors shall dismantle their Stands/Pavilions and vacate their allocated space not later than
6:45PM daily. Failure to compliance will lead to which the stand will be dismantled by the
organizers and they shall be liable to pay the sum of N10,000 to the Organizers and the exhibitor
will be asked to discontinue sales.

K. Sanitation

All Exhibitors are meant to ensure that their stands are clean always, they are to provide
sanitation materials and clean their environment. Any stand that is found dirty will be dismantled
and the exhibitor will pay a fine of N10,000 and then they will be asked to discontinue their sales.

L. Sectoral Classification and Products Index

The organizers have classified the exhibits (i.e. products, goods, materials, and/or services) into
sectoral groupings. Information provided here will be used to compile the products index in the
catalogue. Exhibitors will be grouped into various products categories as this will assist trade visitors
to identify products/services.

SEALD Officers

AO, Students Activities

i. Registration of Student’s Business and Monitoring of the Businesses in the Hall
ii. Organizing and Coordination of Business Expo
iii. Preparation of the Unit’s Report
iv. Coordination of Welfare Contribution for the Unit
v. Preparation and Coordination of notice of Unit meetings and submission of minutes of

meeting
vi. Preparation of order of programmes for meetings
vii. Any other assignment as given by the Head of the Unit or the Dean of Students.

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AR, Career Development
i. Coordination of Work-study Activities, Submission of compiled attendance, visit to the
various offices
ii. Proposal on Covenant University Career Development Office
iii. Creating and Initiating contact with organisations for possible employment for our students
iv. Proposing and Organizing a Soft skill workshop for the students
v. Initiating and Coordinating a training programme for the Unit both Local and
International.
vi. Any other assignment as given by the Head of the Unit or the Dean of Students.

AR, Student Leadership
i. Search for current internship and scholarship opportunities for the students
ii. Academic Mentorship Programme
iii. Coordination of Internal and External Students Events
iv. Coordination of meetings with External Context
v. Departmental Association Registration coordination, call for Departmental Exco meetings,
follow up on their activities
vi. Creation of Activity Calendar for ALL Students Events

vii. Any other assignment as given by the Head of the Unit or the Dean of Students.

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S/N Task/Duty SEALD OPE

Receiving and i. Give salutation cheerfully- e.g
1 Making Official ii. Introduce yourself and your o
iii. Request the help needed. For
Phone Calls iv. Take message if immediate he
v. Take the details of the caller.
Receiving and vi. Ensure to give feedback to the
2 Responding to vii. If expedient, direct the caller t
viii. Do not put phone box on spe
Correspondence
i. Acknowledge receipt.
Filing System ii. Present mail to the Head of D
3 (Electronic and iii. Respond on behalf of the Hea

Hard copy) Electronic Copy
i. Create folders for your docum
ii. Save documents in folders us

cloud storage.
Hard Copy
i. Create files according to your
ii. Make photocopies of all outgo
iii. Keep them in the appropriate
iv. File promptly and avoid procr

ERATIONS

Procedure Details
g. Hello, good day; Good morning, Sir etc.
office.
r example, how may I help you?
elp is not possible.
e caller if promised.
to the appropriate office for the requested service.
eaker when receiving calls without the caller’s awareness.

Department for his/her attention.
ad of Department as directed.

ment according to your classification.
sing subject matter for ease of retrieval. It is advisable to also adopt

classification.
oing memos and letters.
e file for record/back up purpose.
rastination.

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All incoming memos are received b
and thereafter register in the Depart

4 Receipt of Memo Details to be registered should inclu
from which the memo was sent.

Electronic documentation of all inco

Outgoing memos are dispatched by

5 Dispatch of Memo i. Details such as date, subject
receiving the memo are reg

acknowledges receipt of the m

ii. Make a photocopy of all outgo

S/N Task/Duty UNDERGRADUATE S

Registration for i. Student submits an application
1 Student’s Business ii. The application is considered
iii. If approved, the student pays

the teller to the office.
iv. The student is then issued the
v. NOTE: All edibles have to b

control.
vi. The office works with both H

result.
vii. In situations where defaulters

Students handbook

by the Office Assistant who will endorse with the “Received” stamp
tmental Log Book.

ude date, time, subject/title of the memo and the department or unit

oming memos using Excel or Google Drive is recommended.
the Office Assistant.

t/title of the memo, the department sending and the department
gistered in the Departmental Dispatch Book while the receiver
memo by indicating name and signature with date.
oing memos and keep in the appropriate file for record keeping.

STUDENT MATTERS
Procedure Details

n, making the request
d either for approval or otherwise based on the request.
s a token of #3500 to a given covenant University account and bring

e permit for the semester
be supplied by SBU, to enable monitoring of quality and also price

Head, welfare unit and Head, Residency unit to achieve maximum

s are caught, the student is sanctioned based on the provisions of the

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i. Announcement is made to ha

ii. Freshmen registers for the pr

iii. Students from higher level wi

Freshmen Mentorship iv. Two freshmen (mentees)ea

2 Programme departments and gender
v. The mentor guides the men

different lecturers based on h

vi. After the examination result is

to ascertain the quality of the

Student Council i. A request is sent to the HOD
3 Selection ii. A thorough screening is done

academic standing, members
iii. The shortlisted students are i

approval
iv. Announcement of the new co

Convocation i. Student are selected acros
ii. Interview is conducted for
4 Planning iii. Successful students are sel
Committee iv. The successful students w

(Cpc)Selection student council chairman
v. Dean, student affairs intro
vi. The committee members

Business Expo i. Students fills an online form
5 ii. Requests are being considere
iii. If approved, student will be a

for the renting.

arvest the freshmen who are interested in the programme
rogramme and they are called “mentees”
ill also be asked to register and they are called “mentors”
ach is connected to one “mentor” according to their academic

ntee in the courses, how to answer questions, how to understand
his/her experience.
s released, the result of both the mentee and mentor is being reviewed

engagement.

Ds to harvest nominations for the council
e with the following criteria; disciplinary clearance; church affiliation,
ship of service unit and any other relevant criteria
interviewed and the final list is adapted and sent to management for

ouncil is made at the departure service of Omega Semester

ss the colleges
r the selected students
lected
will be inaugurated and they sign the oath of office as prepared by the

oduce the committee to the council member.
are announced during chapel service by the Dean, Student Affairs.

to indicate their interest
ed and processed
allocated to a canopy with tables and chairs and they will pay a token

39 | P a g e

Departmental iv. The token paid is based on t
Association v. The event lasts for three days
6 Registration vi. The campus keeper services
vii. The security men help to ens
Internship and viii. The MSS team helps to ensu
Scholarship ix. The SEALD offices monitor
7 Opportunity
A report of the activities is submit
College Week
i. Each department registered t
8 Activities ii. Registration involves provisi

current excos, list of propose
iii. All activities of each departm
iv. Association is documented.
v. Their activities are monitored

i. The SEALD Office search fo
ii. The website is sent to the ann
iii. Interested students apply thro
iv. The office guides the student
v. In case of interview, the offi

interviews for the student

A staff from the office will follow
University premises.

i. All the activities for the colleg
ii. The office examines the acti
iii. The activities and the budget
iv. If approved, publicity starts a