CU Student affairs manual

the prices of the canopy, tables and chairs at the time.
s and opens by 10am and closes by 7pm each day.
are engaged to keep the place clean daily
sure compliance to closing time
ure compliance to the rules of the University.
r and coordinate the activities.

tted to the Dean of Students, after the event

their association at the beginning of the session.
ion of Departmental constitution, Letter from staff adviser, list of
ed activities and dates
ment are well documented

d

or current internship and scholarship opportunities for the students
nouncement unit to include it in the announcement.
ough the specified website
ts where necessary.
ice coordinates the transport to the venue or set up phone or video

the student in case of examinations, or interviews outside of the

ge week is submitted to the SEALD office.
ivities and makes adjustment where necessary.
t is being sent to the University Management for approval
and then the activities are being monitored for proper implementation

40 | P a g e

9 Variety Night i. Variety night is organized for
ii. A proposal letter is submitted
Event /Training iii. When approved, the office c
10 Procedure
Internal event/training

i. It is organized by SEALD of
ii. A proposal is sent to the

Management for approval
iii. The offices do a follow up.
iv. If the event is approved, then

External event / training

i. A proposal letter will be sent
ii. The letter is forwarded to the
iii. The office evaluates the even
iv. The SEALD office and Dea

event.
v. The SEALD office will do a
vi. The coordinator and the SEA
vii. Student may or may not app

coordinator needs.
viii. Students apply through a link
ix. SEALD office help mobilize

outside the University.

International Event: SEALD office h
event.

r the students.
d to Dean, Student Affairs for approval
coordinates and ensures peace and decency.

ffice or any student body.
Dean, Student Affairs for further processing to the University

n it will hold.

t to the University concerning the event.
e SEALD office for review
nt and reverts back to the Dean, Students Affairs
an, student affairs will meet with the coordinator or organisers of the
follow up to get it approved
ALD office will fix a date, time and venue
ply to attend the event depending on the number and department the
k when necessary.
e the student for the event and one staff will go with the student if it’s

help in coordinating student and get them registered for international

41 | P a g e

W1 ork Study i. The office provides a Googl
P0rogramme department, Hall, CGPA, em
1
1 ii. The link is given to the atten
iii. The link is announced and d
iv. Student fills an online form t
v. A lifeline is given for the app
vi. When the application elapse
vii. Work-study coordinator con

up on disciplinary issues
viii. Student not in good academ

semester
ix. Only Student with a minimum
x. Meeting is held with the selec
xi. Students are deployed based
xii. Letters is sent to various unit
xiii. Deployment letter signed by
xiv. A representative is selected in
xv. Attendance is created based
xvi. Student sign per hour depen
xvii. After each day of work, the su

absent.
xviii. The attendance is submitted
xix. Attendance is compiled on w

xx. Work study council represen
are working.

xxi. Student that are not regular a
xxii. At the end of the semester, a
xxiii. Five hundred naira (#500) is

student account that was prov
xxiv. The total hours that the stude

le link containing the student bio data (name, matric number, level,
mail address, account details).
ndance unit for announcement.
displaced during chapel service by the Dean, Student affairs.
to indicate their interest.
plication.
es, Work-study coordinator monitor the response via his/her mail.
nfirms the student CGPA and also forwards names to MSS for check-

mic standing are advice to work hard and apply again the following

m of 3.0 CGPA is selected for the work study programme.
cted student by work-study coordinator.
d on the field of studies.
t where the student will work
Dean, Student Affairs is sent to the student’s email.
n each unit.
on their unit and handed over to each representative.
nding on the number of hours they work in a day.
upervisor signs underneath the attendance and rule out those that are

to the office every week by their representative.
weekly bases by work study coordinator.
ntative visit every place of work once a week to ensure that the students

are the place of work are replaced.
all the attendance is collated for payment processing.

paid per hour. Payment is made at the end of the semester into the
vided earlier in the link.
ent works is multiplied by #500 and that how much they earn.

42 | P a g e

1 SEALD Awards This award is a way to encourage stud
0 in various activities in the University.

i. Work study student of the Se
ii. Student Entrepreneur of the
iii. Student Council Member of
iv. Course rep of the Semester
v. Departmental Association of
vi. Hall of Residence of the Sem
vii. Non-Academic Association o
viii. Service Unit of the Semester

The presentation of the award is prop
activities of assembly. This initiative w
any engagement they may find themse

dents who actively participate and engage in the course of the semester
The categories of awards are as follows:
emester
Semester
the Semester
f the Semester
mester
of the Semester
r
posed to be on the departure assembly of the semester as part of the
will encourage the students to be dedicated and participate deeply in
elves. This award is also proposed to hold every semester.

43 | P a g e

3

MONITORING, SECURITY AND SURVEILLANCE

The Monitoring, Security and Surveillance (MSS) is a unit in the Student Affairs that enforces
discipline among students on campus as well as ensure the safety of the students’ and the campus
community at large making it conducive for learning and other extra-curricular activities. The MSS
reports events amongst students, faculty and staff working or living within the University community.
It also works hand-in-hand with the security apparatus of Covenant University campus and the larger
Canaan Land system.

MSS Unit Organogram

Dean, Student
Affairs

Head, Monitoring,
Security and

Surveillance (MSS)

Coordinator, MSS MSS Student
Central Pool Admin/Store Sheriff Team

MSS Central
Office

44 | P a g e

MSS Unit Responsibilities
The MSS Job schedule includes the following:

i. Undertakes regular and scheduled surveillance of the campus.
ii. Enforces general discipline of students on campus.
iii. Report on activities within the campus.
iv. Liaise with University Security Department on Student security matters.
v. Report any suspicious activities of students, staff and external visitors on campus.
vi. Undertakes detailed investigation on matters referred and report findings within 48 hours.
vii. Enforces students’ attendance of general assemblies and conducts.
viii. Receives and process offense forms from any office or Officer of the University.
ix. Investigate reports of students’ misconducts and infractions.
x. Issue offense form to any student found violating the University rules and regulations.
xi. Prepare and distribute to students concerned Student Disciplinary Committee summons

slip, ensure they are received and acknowledged as well as appear before the Committee.
xii. Attend Student Disciplinary Committee sitting to assist in providing details of disciplinary

cases before the Committee.
xiii. Contact parents via SMS of students with disciplinary penalties approved by Management.
xiv. Attend to students resuming from suspension after serving the suspension or with mitigated

penalty.
xv. Ensures students are corporately and decently dressed at all times.
xvi. Conduct routine checks for contrabands items at the Halls of Residence.
xvii. Counsel students on security precautions.
xviii. Perform any other duties as assigned by the Dean, Student Affairs.

45 | P a g e

OPERATING PROC

S/N Task/Duty Pr

i. Staff on duty carry out security

Students Halls of Residence, Car

Schedule ii. During the patrol, observation is

1 surveillance of security threat or hazard to stude

campus iii. Where any threat is suspected

communicated to the Head, MS

Affairs for immediate follow up.

i. MSS Staff carry out daily schedu

campus in order to ensure tha

Covenant University. This is achi

ii. While on patrol, any student fou

2 General an act or inaction will be cautio
Discipline of gravity of the indiscipline).
iii. Where the student involved refu
Students come with the staff on duty to th

form to fill out.

iv. Upon completion of the appropr

student, the form will be process

Student Disciplinary Committee

i. MSS Officers are assigned to vari

Resumption of ii. For freshmen MSS Officers are

3 Freshmen and student handbook) in the luggage
Returning iii. The items are returned to the par

Students students will these items seized an

iv. MSS Officers are to ensure safety

CEDURES FOR MSS

rocedure Details Processing
Period
and surveillance patrol to all the Colleges, Cafeterias,
r Parks and Sport Complex. Daily
s made to ensure there are no issues that may pose a
ents and the University in general.
d or observed during a patrol, the information is
SS, who reports and forwards to the Dean, Student

uled patrol to monitor the activities of the students on Daily
at they comply with the rules regulating discipline in
ieved via daily morning, afternoon and night patrols.
und reflecting indiscipline either directly or indirectly by
oned verbally or issued an offense (depending on the

uses to comply or take caution, he/she will be asked to
he (MSS) office, where he/she will be issued an offence

riate Offence Form, which includes a statement by the
sed and forwarded for appearance of the student at the
(SDC) sittings.

ious Halls of residence. At the
e to search for contraband items (as contained in the Commence
e of the students.
rents of the students to take them home. But, returning ment of
nd process such student to the SDC. every Alpha
y roundabout the Hall of residence assigned. and Omega
Semesters

46 | P a g e

v. MSS Officers are to ensure ord
luggage.

vi. Prepare a formal report of the ac

i. The MSS Unit carries out daily

compliant to the school rules reg

ii. Where a student is found to be n

verbally and made to take steps t

University Student Hand Book.

iii. Where a student has been cautio

4 Student Dress repeat offender), he/she will be as
Code where he/she will be issued an o
‘Dress Code Violation’ (page 87-
Compliance iv. Where a student is stopped accor

any step to comply with the Rule

fill out an offence form indica

Violation’.

v. Upon completion of the appropr

student, the form will be proc

appearance of the student at the

Students i. Officers must be at the avenue of

Attendance of ii. To be positioned at assigned poin

General iii. Observe student’s compliance wi

Assemblies iv. When any erring student is seen,

such as sanction.

5 Welcome, v. Ensure that entrance is shut 15 m

Departure, vi. Forestall illegal entry of latecome

Youth Alive vii. Monitors movement of students

and Founders viii. Oversee and caution students co

Day found details of the student shall

Assemblies

derly conduct of students accessing the Hall with their Daily

ctivities at the end of each day. As
scheduled
patrol around the Campus to ensure that students are
gulations relating to Dress Code.
non-compliant during a patrol, he/she will be cautioned
to dress appropriately in compliance with the Covenant

oned before and is found violating dress code rules (a
sked to come with the staff on patrol to the (MSS) office,
offence form to fill out. The offence in this case will be
-92 SHB).
rding to procedure 1 but refuses to be cautioned or take
es regulating Dress Code in CU, he/she will be asked to
ation ‘Insubordination’ in addition to ‘Dress Code

riate Offence Form, which includes a statement by the
cessed and forwarded through the Head, MSS for
Student Disciplinary Committee (SDC).

f the assembly 30 minutes before time.
nt (door or window) at the venue.
ith the approved dress code and conduct for the event.
, details of the student shall be captured for appropriate

minutes before commencement of the event.
ers
in and out of venue.
onduct during the event and when an erring student is

be captured for appropriate sanction.

47 | P a g e

ix. The victim writes a statement ab

Dean or Head, MSS.

x. The Head, MSS refers the case t

xi. The Officer further questions th

in the written statement.

xii. In the course of questioning, pos

6 Investigating xiii. The Officer details the written sta
Cases of Theft xiv. At the scene, the Officer question

victim.

xv. From the field, likely suspect(s) w

xvi. Investigation continues until stol

culprit and so charged to face SD

xvii. The Officer writes a report and

MSS.

i. A student that violates the Unive

be made to fill the offense form.

ii. The student shall fill required po

iii. An Officer may guide (if necessa

University rules and regulations.

iv. An MSS Officer Cross checks th

7 Issuing provided by the student is accura
Offense Form committed etc.

v. The Officer then ensures that the

vi. The statement must be duly signe

vii. The Officer checks if there is

committed.

viii. The Officer submits form and e

SDC.

bout his/her stolen or missing item(s)/device(s) to the

to an Officer in the unit.
he victim, possibly for more information not contained

ssible suspects are duly documented for investigation. As reported
atement and if necessary, visit scene of the incident.
ns possible witnesses to corroborate the statement of the

would be invited to the MSS office for questioning.
len property is recovered or a suspect is confirmed as
DC.
submits findings and recommendations to the Head,

ersity rules and regulation as stipulated in the SHB will Daily

ortions of the form and guided accordingly.
ary) student on how to fill offense form, for violating the

he form against the portal details to ensure information
ate e.g. full names, matric number, programme, offense

e student narrates the incident behind the form.
ed with date.
any evidence(s) that serves as proof of the offence

evidence to the Head, MSS for further processing to

48 | P a g e

i. An MSS Officer receives the offe

ii. The offense form is checked agai

provided.

iii. The Officer then ensures that the

iv. The statement must be duly signe

Receiving and v. Confirm that the offense stated is

8 Processing vi. Check if there is any evidence(s)

Offense Forms vii. Request for written statement of

viii. The statement shall contain de

number and email.

ix. If any, eye witness(s) shall be inter

and personal details provided for

x. Submit form and evidence to the

Daily i. Collate all offense forms at the en

Collation of ii. Verify information provided on th

9 Offense number etc.) from the portal.

Forms/Eviden iii. Verify, if any, evidence(s) submit

ces iv. Forward collated forms and evide

i. Indicate when the shift began and

ii. Write out in details list of activiti

chapel service, trainings, worksho

iii. Indicate incident(s) worthy of not

10 Shift Report iv. Indicate resources that were used

v. List and nature of offenses/booki

vi. List staff that was on the duty for

vii. The report must be countered si

what is being documented.

ense form(s) from the University Officer. Daily
inst details in the student portal to confirm information Daily
Daily
e student narrates the incident overleaf of the form.
ed with date.
s in line with the University student handbook.
that serves as proof of the offence committed.
the incident if the offense is against the staff.
etails of the staff i.e. name, department/unit, phone

rrogated and requested to document what was witnessed
r future clarification.
e Head, MSS for further processing to SDC.

nd of each shift.
he offense forms (name, matric number and Hall/room

tted.
ences to the Head, MSS.

d handing-over Officer(s).
ies that transpired during the course of the shift such as
ops, patrols should be included in the report (if any).
te that occurred during the shift.
d during the course of the shift.
ings for the day.
the day/night at the end of the report.
igned by other staff on duty during the shift to attest to

49 | P a g e

i. When a theft case is reported

mobilized to the location of the

presence of the Hall Officer or/a

ii. Immediate search of the crime ar

mentioned above.

iii. The victim writes a detailed rep

witnesses around as at the time o

11 Investigate Thefts iv. MSS staff locates persons listed b
and other v. Suspects are invited for a chat
Students’
knowledge on the case.
Misconducts vi. MSS further questions all concer

a case of theft and possible culpr

vii. The MSS official carries out furt

security personnel on duty as at t

viii. During investigation, if a culprit

are to be processed further to the

attached where necessary. i.e. filli

ix. When no culprit or accomplice i

x. The MSS official produces a com

findings and forwards same to the

i. When an official or unofficial co

immediately mobilized to the loc

hand.

ii. The MSS official in company of

12 Assault/Bullying steps in to handle the situation a
going.

iii. The MSS official must immedia

witnesses at the scene of the incid

iv. In the event an object(s) was use

to serve as evidence.

d official or unofficially, immediately MSS staffs are
incident in order to assess the situation at hand in the
and security personnel.
rea(s) is carried out by the MSS staff and other personnel

port on the events listing all possible suspects and eye As reported
of the incident.
by the victim in his/her statement
and also asked to produce a detailed report of their

rned parties with the aim to finding gaps and to establish
rit.
ther extensive investigations; meeting with the Hall and
the time of the incident.
or its accomplice(s) is found, the concerned person(s)
e Student Disciplinary Committee (SDC) with evidence
ing offense form and writing a statement of the incident.
is found the case is left opened for future reference.
mprehensive report, makes recommendations based on
e Head, MSS.

omplaint of assault or bullying is reported, MSS staff are
cation of the incident in order to assess the situation at

the Hall Officer or/and security operative immediately As reported
and prevent further escalation if the incident is still on-

ately identify the culprit(s), victim and at least three (3)
dent.
ed during the altercation, that item must be confiscated

50 | P a g e

v. Where there are facial or body w
serve as evidence.

vi. Thereafter, parties directly involv
clarification at the MSS office.

vii. Eye witnesses are questioned to o
viii. The MSS Officer further interro

and to establish a case of assault/
ix. The MSS Officer carries out furt

security personnel on duty as at t
x. During investigation, if a culprit

processed further to the Student
where necessary. i.e. filling offens
xi. When no culprit or accomplice i
xii. The MSS Officer produces a com
findings and forwards same to the

i. A student suspected for drug use

ii. The student is informed that he

(COC), marijuana (THC), Opi

varieties and a drug test shall be c

body.

13 Drugs/Substance iii. If the student refuses to consent
of Abuse implication of refusal as containe

iv. The MSS Officer shall get the pe

any drug test at the medical centr

Officer to do so and in this case

updated.

v. If the student consents, he/she i

University Medical Centre.

wounds, pictures of both parties must be captured to also

ved in the case are invited for interrogation and further

obtain more relevant information
ogates all concerned parties with the aim to finding gaps
/bullying of the culprit(s).
ther extensive investigations; meeting with the Hall and
the time of the crime if necessary.

or its accomplice(s) is found, the concerned are to be
Disciplinary Committee (SDC) with evidence attached
se form and writing a statement of the incident
is found the case is left opened for future reference.
mprehensive report, makes recommendations based on
e Head, MSS.

is taken to the University Medical Center for drugs test.
e/she is being suspected for substance abuse (Cocaine
iates (OPI) & Amphetamine (AMP)) and any other
conducted to confirm presence of drugs in the student’s

t to the drug test, he/she is further enlightened of the As reported
ed in the student handbook.
ermission or inform the Head, MSS before conducting
re. Except the Dean, Student Affairs instructs the MSS
e the Head, MSS shall be informed to keep him/her

is escorted by an MSS Officer to the laboratory at the

51 | P a g e

Examination vi. At the laboratory, the student is is
Monitoring at the top of the sheet to give cons
blood or hair sample.

vii. In the case of blood or hair sampl
the sample.

viii. For urine sample, a well labeled
collection and escorted by the M
under strict supervision.

ix. For purpose of transparency and
the student and the MSS Officer

x. The laboratory scientist, thereafte
xi. The student acknowledges the d

sheet for further processing by th
xii. A student(s) that test positive to su

to fill it as appropriate.
xiii. An MSS Officer must conduct a
xiv. An MSS Officer interrogates the

and possibly gather information o
xv. The MSS Officer prepares a com

findings and forwards same to the
Student Disciplinary Committee.

i. At the commencement of exami
dress code.

ii. Daily scheduled visit of MSS Off
iii. Apprehend non-compliant stude
iv. At same time, monitor examinati

condition.
v. Report any observation to the He

ssued a laboratory test sheet where he/she clearly writes
sent for the test to be conducted on either his/her urine,

le, the laboratory scientist handles the affair of collecting

d sample bottle is issued to the student for immediate
MSS Officer to the toilet for collection of original sample

d avoidance of ambiguity, the laboratory scientist shows
step by step processes of obtaining the test result.
er, prints outcome of the test result, sign and stamped.

drug test outcome either positive or negative on the test
he MSS Officer.
ubstance abuse is/are issued an offence forms and made

search of the room for any other banned substance.
e student to possibly know the source of the substance
on accomplices.
mprehensive report, makes recommendations based on
e Head, MSS for the Dean’s attention and thereafter to
.

inations, MSS Officers ensures students compliance to

ficers to examination venues.
ents and process for disciplinary action.
ion venues to ensure safety of the environment for exam

ead, MSS for necessary action.

52 | P a g e

vi. Erring student at the examination

vii. The invigilator who apprehended

the misconduct form.

viii. The Chief Invigilator fills the requ

and a copy of the examination qu

14 Examination ix. The College Examination Offic
Malpractice Academic Planning Unit with the
Affairs.

x. The Dean, Student Affairs to pro

xi. Head, MSS to capture the repo

sitting.

xii. The Head, MSS thereafter instru

for SDC.

i. Receipt of the allegation of fraud

ii. Summon the student(s)/witnesses

or bribery.

iii. Statement of incident shall be do

investigating MSS Officer.

iv. If required, the investigating MS

incident to corroborate statemen

v. If the allegation of fraud/bribery

15 Fraud/Bribery to the Chairman, Covenant Univ

for the University to further inves

vi. In the event of an internal frau

establishment of the allegation, t

the findings and recommendatio

Disciplinary Committee (SDC).

vii. Thereafter, the student(s) shall be

viii. In likewise manner, if the allegat

student(s) shall be prosecuted acc

n venue is made to fill examination misconduct form.
d the student writes his statement of what transpired in

uired portion and forwards the form; evidence(s) if any; As reported
uestion to the College Examination Officer.
cer in turn prepares a cover memo to the Director,
e appropriate documents attached to the Dean, Student

ocess the report to SDC.
orted examination misconduct case for the next SDC

ucts the MSS Administrative office to prepare the case

d/bribery against the student(s).
s for questioning to determine the scale of alleged fraud

ocumented by the student(s) and cross examined by the

SS Officer shall conduct on the site assessment of the As reported
nts obtained or seek fresh facts about the incident.

involves the external context, the case shall be referred
versity Security Committee and Contract Security Outfit
stigate involving the Nigerian Police Force (NPF).
ud or bribery allegation; following item 4 above and
the MSS Officer prepares a comprehensive report on
ons to the Head, MSS for further processing to Student

e summoned to SDC to adjudicate on the allegation.
tion of fraud/bribery is established in item 5 above, the
cording to the law of the Federal Republic of Nigeria.

53 | P a g e

A student is considered to have vio
a. Leaves campus without any of th
b. Exceeds the duration of the appr

ix. When an MSS Officer receives a

16 Exeat Violation is invited for interrogation.
x. Before commencement of interr

xi. The MSS Officer studies the writ

student in order to establish the a

xii. If the offense is established, the s

the alleged offense is dropped ag

xiii. The offense form is then forward

Following the processes of questi

student is either the suspect/culp

i. The MSS Coordinator shall be u

be given.

ii. The interrogation shall be carried

are investigating the case.

iii. The interrogation room shall b

whereby required gadgets for vid

17 Process of iv. The student shall be informed of
Interrogation v. The student is invited into the int

be recording of the interrogation

vi. Where there are more than one s

one after the other and not togeth

vii. To commence the interrogation

student and alleged offense to the

viii. The student shall be expected to

interrogation commences to furth

events or person(s) not captured

olated the Exeat policy on the following grounds:
he approved document; and
roved Exeat.

an allegation of exeat violation by a student, the student As reported

rogation, the student writes a statement of the incident.
tten statement and thereafter proceeds to interrogate the
alleged offence.
student proceeds to fill an offense form but if otherwise,
gainst the student.
ded to the Head, MSS for further processing to SDC.

ioning and interviewing and the establishment that a
prit, the following interrogation process shall apply:
updated on the case as it is and approval to interrogate

d out by two MSS Officers, preferably the Officers who

be prepared before inviting the student to the room As reported
deo and voice capture are set up.
f why he or she is being restrained for interrogation.
terrogation room and shall be informed that there shall
n proceeding.
suspect to an offence, the suspects shall be interrogated
her at the same time.
n, the lead investigator shall read out the name of the
e hearing of the student.
o agree or disagree to the allegation. Thereafter, proper
her establish the allegation and unfold any other covered

ab initio.

54 | P a g e

ix. 9. At the end of the interrogati
evidences (video/audio) to the Co
to Head, MSS for further action.

i. The Student Disciplinary Comm

the meeting.

ii. Considerable number of summo

iii. Summon slips must be prepared

scheduled sitting.

iv. The MSS Office must be in recei

the MSS Administrative Office th

v. The Head, MSS delegates Offi

18 Summon Slips: inviting him/her to the SDC. In w
Preparation and number, programme, Hall/room
Distribution to alleged offense of the student.
Students for SDC vi. The summon slips are thereafter
vii. The summon slips are handed ov

student(s) receive summon and d

the slip, detach and return same

viii. The Hall Officer in-turn retu

confirmation to receipt of summo

ix. When a student fails to show up

(2nd) time to the next SDC meetin

the SDC in accordance with the p

the absence of the student. Chap

i. MSS office or Officer sights or re

Contraband a student.

19 Items Checks in ii. Contraband items are as listed in
the Halls of deem as being contraband. Chap

Residence iii. The MSS Officer carry out prelim

or invited the student to the offic

ion, the lead investigator prepares the report with all
oordinator, MSS (Pool) for review and final submission
.

mittee (SDC) must schedule a date, time and venue for

on slips are photocopied in preparation for the exercise.
d and served to concerned students three (3) days to the

ipt of the vetted document of compiled SDC cases from As SDC is
hrough the Head, MSS. scheduled
icer(s) to prepare the summon slips for each student
which, the summon slip must indicate the name, matric
m number, SDC date, time and venue as well as the

r dispatched to the various Halls of residence.
ver to the Hall Officer on duty to ensure that concerned
duly acknowledge same by signing the lower portion of
to the Hall Officer.
urns the acknowledged slips to the MSS office as
on by the students.
p at the first summon, he/she is summoned the second
ng without a tenable reason. At the third (3rd) summon,
provision in the Student Handbook, shall adjudicate in
pter 8, Article (d) on page 100.

eceives a tipoff about contraband items in possession of

n the University Student Handbook or any other item As reported
pter 8, Article (b) on page 118.
minary investigations by visiting the student in the Hall
ce if found outside the Hall of residence.

55 | P a g e

iv. The MSS Officer confirms the co
v. In the event of a contraband ite

provision in the student handboo
vi. The student fills the offense form

MSS attaching the offense form.
vii. The MSS Officer impounds the
viii. The Head, MSS, then forward t

compilation to SDC.

i. The Office of the Dean, Stude

disciplinary cases.

ii. The Dean, Student Affairs forwa

20 Issuance of affected students.
Disciplinary iii. The Head, MSS delegates this

Letters contact parents concerned via tex
iv. After 24 hours, the assigned Off

the messages sent to parents.

v. The Head, MSS in-turn gives a

further directives.

i. Immediately, an assigned MSS O

upon to the MSS office for briefi

ii. An MSS Officer escorts the stud

21 Exiting Students belongings.
with Disciplinary iii. At the Hall of residence, the H

Cases informed to escort the student an
iv. The student must handover the

possession to the MSS or Hall O

v. Thereafter, the student is handed

the parent/guardian of the studen

ontraband if any.
em, the MSS Officer working in accordance with the
ok informs the student about the item.
m and thereafter the Officer makes reports to the Head,

prohibited item and forwards same to the Store.
the offense form to the MSS Administrative office for

ent Affairs receives Vice-Chancellor’s signed letter of

ards these letters to the Head, MSS to contact parents of

task to an experienced Officer in the MSS office to As available
xt message and or email. for dispatch
ficer gives feedback to the Head, MSS on response to

appropriate feedback to the Dean, Student Affairs for

Officer contacts the parent(s), the students must be called Following
ing on the suspension verdict. Management’
dent to his/her Hall/room to gather all his/her personal s approval of

Hall Officer and the assigned security operative are verdict
nd ensure proper evacuation from the Hall.
University’s property such as ID card, key etc. in their
Officers.
d over to the security operative at the base office awaiting
nt for final evacuation.

56 | P a g e

A student resuming from suspensio
a. A letter of undertaking to be of g

or the guardian.
b. A brief report on how the studen
c. A comprehensive report of th

attendant of spiritual growth from

22 Resumption from i. The student presents original cop
Suspension ii. The Head, MSS checks to confir

iii. The Head, MSS prepares a cove

and addressed to the Head, Acad

iv. The cover memo must indicate t

to open the portal, in order for th

v. After the Dean, Student Affairs

documents are dispatched to Aca

i. The MSS Administrative office

forms and in particular stating the

ii. The relevant sections as stated

committed by the student are inc

23 SDC Charge iii. Following compilation of consid
Sheet for Erring forwards the charge sheets to the

Students – iv. After vetting the charge sheet, t
Administrative Student Affairs for approval.
Office (MSS)
v. Following the DSA’s approval, t
SDC to schedule a sitting to adju

vi. Thereafter, the Secretary, SDC c

members of the committee.

i. Subsequently, the final copy of t

Officers for students to appear be

on is required to present the following documents:
good character to be duly signed by the student, parent

nt maximized his/her period of suspension At
heir performance during the suspension period and resumption
m the resident/senior pastor of their church.
As offenses
py of the above listed documents to the Head, MSS. are available
rm the authenticity of the presented documents.
er memo for the Dean, Student Affairs for his signature
demic Affairs and attaches presented documents.
that the student is eligible to resume academic activities
he student to commence academic activities.
has appended his signature on the cover memo; the
ademic Affairs Unit for opening of the student’s portal.

compiles the information provided from the offense
e nature of offence(s).
d in the Student Handbook regarding any offence
cluded in the charge sheet.
derable size offenses, the MSS Administrative office
e Head, MSS for vetting.
the Head, MSS sends a copy via email to the Dean,

the MSS Administrative Office contacts the Secretary,
udicate on pending cases.
communicates the date, time and venue of the sitting to

the charge sheet is used to prepare summons by MSS
efore SDC.

57 | P a g e

ii. The Admin-MSS shall prepare th
of the Student Disciplinary Comm

iii. In view of the sitting, the Admin
signed by the students summone

iv. The Secretary, SDC and Officer
SDC proceeding and recommen

v. Upon completion of the SDC sit
with the Secretary, SDC compiles
for perusal.

vi. A final copy of the SDC recom
forwarded through the Office of t
Vice-Chancellor for approval.

vii. Subsequent approval by the Vice-
who directs the Head, Academic
for the Vice-Chancellor’s signatu

viii. The signed letters are thereafte
concerned students.

i. Any item seized or misplaced ar

Head, MSS and finally to the Adm

IPods, IPad, tablets, phones seiz

etc. as evidence at SDC.

ii. The MSS Admin ensures the item

Storage of referencing. i.e. record name of

24 Seized/Misplaced for the seizure. Devices with

Items malpractices top priority items fo

iii. Thereafter, the item is moved int

iv. The same procedure in two (2) i

or security operatives on campus

with a description of the device b

item; they are recorded so for saf

he charge sheet and place them in the files for members
mittee for adjudication on the scheduled date.
n - MSS shall prepare the attendance list which shall be
ed during the sitting.
in MSS – Administrative office shall take record of the
ndations to Management.
tting, the Officer in MSS Administrative office working
s the proceedings and forward same to Chairman, SDC

mmendations is signed by the Chairman, SDC and
the Deputy-Vice-Chancellor (DVC) to the Office of the

-Chancellor, the document is forwarded to the Registrar
c Affairs to prepare letters (communicating the verdict)
ure.
er forwarded to the DSA for dispatch to parents of

re either passed through the Office of the DSA to the
min – MSS office. Some of these items include laptops,
zed by the MSS team containing unwarranted contents

ms are appropriately documented for easy retrieval and As
owner of the item in a register and indicate the reason presented to
pornographic content or exhibits of examination MSS Office
or safe keep in the event of future litigation.
to the store for safekeeping.
is applied for misplaced items, retrieved by individuals
s. They are likewise recorded without a name and only
but in the case where there is inscription of name on the
fe keep.

58 | P a g e

i. A supposed owner visit the Hea

item is in MSS possession and au

ii. The Head, MSS refers the stude

confirmation.

iii. If such item is in possession of th

of ownership or access the conten

25 Retrieval of iv. When ownership is confirmed, th
Seized/Misplaced of the item.

Items v. Any prohibited item seized durin
culprits have been sanctioned app

vi. However, items such as Laptop,

pornography, examination malpr

evidence in the event of future lit

store.

vii. However, in the future such ma

statutory policy.

i. The Dean, Student Affairs has th
ii. The Head, MSS reports to the D

office and as directed from time
26 Reporting Line iii. The Coordinator, MSS Pool offi

iv. Other MSS staff reports to the C
through the same.

v. 5. Daily activities must be duly r

ad, MSS who chats with the student to confirm if such
uthenticity of claim.
ent to the Admin - MSS office to check the record for

he Admin – MSS office, the owner shall provide proof As
nt of the device to prove ownership. presented to
he Officer shall request the owner to sign for collection MSS Office

ng the course of investigation shall be retrieved whence
propriately by the SDC.
, IPod and IPad etc. containing illicit materials such as
ractices materials etc. cannot be retrieved. It serves as
tigation. Such materials are impounded and kept in the

aterials shall be disposed according to the University’s

he oversight function of the Department. Daily
Dean, Student Affairs on every activity covered by the
to time.
ice reports to the Head, MSS on all activities.
Coordinator, MSS Pool and passes official information

report on time.

59 | P a g e

4

WELFARE AND QUALITY CONTROL UNIT (WQC)

The Quality assurance focuses on reactive measures such as post-manufacturing quality testing. It is
concerned with improving processes in a proactive manner in an attempt to prevent defects from
occurring. It is also designed to continually improve specific processes. Quality control efforts can
be employed to improve the efficiency and quality of any work place. Covenant University Welfare
and Quality Control unit of the Students Affairs is responsible for approving or rejecting all
consumables produced, processed or packaged for distribution on campus. The activities of the
team centers on environmental inspection, quality control in food, drugs meat and dairy products,
healthcare, waste control and management.

Responsibilities of the WQC

Covenant University Welfare and Quality Control Unit performs the followings;

i. Monitor students’ health related issues such as students with Health Challenges as reported
from the Residential Halls as well as the Health Centre.

ii. Organize regular quality assurance visits to the cafeterias shopping mall, butteries and other
commercial centers around the campus to ascertain that goods and services are provided
under hygienic and decent environment.

iii. Daily visit on monitoring of the activities to Central Kitchen, Central pastry and Bakery, to
ascertain the quality and quantity of food, snacks and pastries produced and supplied to the
Hall of residence and other unit.

iv. Liaise with the chaplaincy and counselling center with the permission from the Dean,
Students Affairs (DSA) when students need prayers, spiritual encouragement and
psychological assistance.

v. Interact with the Student Representative Council (RPC) in identifying financially challenged
students for necessary recommendations for welfare provisions through the Work Study
Scheme, Chaplaincy’s Welfare Scheme, Student Council’s Kings’ Meal provision, etc.

vi. Monitor and ensure student’s welfare and general cleanliness in and around the campus.
60 | P a g e

vii. Ensure stable and dedicated mobility for our Students with Special Attention (SSA) as well
as creating a diet programme for such students at the Café 1.

viii. And any other task that may be assigned by the Dean, Student Affairs

Goals of Welfare and Quality Control Unit (WQC)
The central goal of WQC is to improve development and testing processes, prevent defects from
arising during the product development lifecycle. Breakdown of this goals is as follows:

i. Identify Underachievers: Not all providers of service will be performing at their best. So
WQC will gather data and reports on units that are underperforming.

ii. Deliver Targeted Trainings: Effective training lays a stable foundation for customer service
agents. WQC programme will deliver the data needed to provide ongoing targeted training
based on units’ performance.

iii. Achieve Consistent Service Provided to the Students: Several surveys have shown that
inconsistent service across multiple channels can be frustrating. One of the objectives of
quality assurance is to measure customer service satisfaction and agent performance on
multiple channels in order to find areas of improvement.

iv. Measure Progress and Development of our Students: WQC programme scorecard allows
managers of various units to see individual’s progress over time and see where they excelled
or missed out. This will help improve services provided and it will reflect on students’
progresses.

v. Ensure Faster Responses for all our Students: Students want to get the help they need as
quickly as possible so they can get on with their day. One goal of quality assurance is to
increase responsiveness of service providers.

vi. Fill Unnoticed Service Gaps on Campus: WQC hope to fill service gaps that are difficult to
find out, except by interactions with students.

vii. Adhere to University Vision and Mission: We ensure that services rendered to the students
align with our Institution values and mission. WQC cares about our students, provide
personal services but try not to fail.

61 | P a g e

viii. Monitor and Control Prices of Goods and services: Price control is an essential part of
inflation management. WQC monitors prices of goods and services and ensure such prices
are commensurate with general prices regime within the locality. WQC ensures price list and
other control measures are in place at all sales points in the campus.

ix. Cut Down on Students Complaints: Engage in adequate monitoring to curb student
complaints by collaboration with the students as welfare associate.

x. Enhance our Students’ Loyalty: Increasing customer retention can boost profits. The main
objective of WQC is to boost student’s loyalty.

xi. Create a Culture of Care: Personalized training, constructive feedback, tangible rewards and
a greater sense of being valued all help to encourage a genuine drive for excellent service and
feeling of appreciation by the customer (Students).

Facility
Suitable and sufficient’ welfare facilities for the well-being of their employees while at work. Welfare
facilities cover such areas as toilets, washing, somewhere clean to eat and drink and in the following
routine checks:

i. Carry out a familiarization tour and collate facilities that need repair such as cracked walls,
painting, drainage, floors.

ii. Repot on statues of the facilities in the Hostel etc.
iii. Report any challenge of untidy environment.
iv. Report electrical, carpentry and plumbing challenges that have been left unattended to in the

rooms, floors, toilets.
v. Inspect the courtyard, bathrooms, toilets and laundry in all the wings and floors of the Halls

of residence. Floor cleanliness, dustbins, cutting of grasses and flower for cross ventilation.

62 | P a g e

Description of Facility

The extent of the facilities needed in the University environments have will depend essentially on the
number of students on campus.

i. Enough toilets and washbasins
ii. Separate male and female toilets
iii. Ensured cleared area for eating and drinking
iv. Well-lit and ventilated toilets
v. Supply of clean drinking water tap and bottled.

Continuous Monitoring System
a. Food Sampling

Food sampling is a process employed to check that food contains the right levels of key ingredients.
Food sampling is carried out by subjecting the product to physical analysis.

b. Special Diet Scheme- SDS

Diet Scheme is necessary for our medically challenged students to ensure all essential nutrients
needed for the challenged students is present.

c. Special Vehicle Scheme- SVS
The Special Vehicle Schemes was created to help in the movement of medically challenged students
within the University. They are used because they are free from any pre-existing obligations that may
hinder effective operations of the scheme.
SVS was introduced mainly to prevent, reduce, and assist our students with special attention (SSA)
from regular crises which when encountered hinders their ability to attend in class, chapel and other
activities. This scheme was inaugurated in collaboration with the Strategic Business Unit (SBU) to
convey students from the Halls of Residence to different locations within the campus.

i. Management of SVS
The Welfare & Quality Control (WQC) manages the scheme. The registered students on this
scheme will submit the following documents to the WQC Student Affairs.

63 | P a g e

a. Application Letter
b. Student’s Time Table (Academic) [The student time table will be handed over to the Hall

Officers and the driver(s)]
c. Evidence of Payment (Payment details in Appendix III)
d. Medical Report
e. SVS Rules and Guidelines (Appendix IV)

Welfare and Quality Control Officers

Head, WQC

The Head, Welfare and Quality Control is responsible for the overall management and oversight of
the Unit, this includes a wide range of duties, like:

i. Represent the Dean, Student Affairs in Board Meetings relating to the Unit.
ii. Develop work schedule for the Welfare Team
iii. Formulate plans for the future
iv. Inform the team of the new policies and other changes.
v. Organize the Welfare team for regular quality assurance visits to all concerned units.
vi. The HWQC maintains a friendly environment for the service providers and the students by

making sure all-important facilities and services (like water, electricity and lighting) are
functioning.
vii. Ensure adequate supply and provision of food and snacks at the points within the University,
viii. Responsible for approving or rejecting all consumables produced, processed or packaged for
distribution on campus.
ix. Certify the compliance to all polices, project future requirements regarding the University and
x. Work closely with decision-makers to determine the best upgrade paths for the welfare of the
students.
xi. Prepares all administrative reports and always on a standby for other multi-logical task as
assigned by the Dean, Students Affairs from time to time

64 | P a g e

Welfare Health and General Matters Officer - WHGO

The Welfare Health Officer plays a very crucial role in achieving healthy and safe environment for
our students in the University: This includes a very wide range of duties. The WHGO monitor
students’ health related issues such as:

i. Record of students with health challenges as reported from the Residential Halls as well as
the Health Centre.

ii. Prepare accurate and detailed reports about findings.
iii. Liaise with the Chief Medical Officer, Nurses and other Health Care Professionals to identify

student’s issues and needs.
iv. Facilitate the process of medical home exeat application for students
v. Identifying and assessing hazards and risk in the Halls of residence
vi. Advice the HWQC on measures to be taken to control risks.
vii. Contact parents of students who have stayed more than necessary on admission at the

Medical Centre.
viii. Deals with the conveyance of emergency health issues that arises within the University.

Prepares all administrative reports on health-related matters.

Food Safety Officer-FSO
The Food Safety Officer plays an important role in ensuring that food products are safe for
consumption. Essential duties involve:

i. Inspecting food processing facilities and procedures to ensure that applicable regulations are
followed. Test samples of food products and investigate complaints ensure that there are no
supply and sales of stale food and snacks

ii. Harvest feedbacks on complaints from students on quality of food and snacks supplied for
sales.

iii. Ensures good customer relations skill from the attendants as well as check cleanliness of
butteries and Cafeterias.

iv. Identifies potential challenges with SBU operations and suggest improvements thereby
maintaining production quality in the University.

65 | P a g e

Facility Officer - FO
The facility Officer is in charge of daily inspections in the Halls of Residence and communicate
directly with the HWQC on whatever breaches the safety, hygiene or usability of the facilities.
The FO core duties include:

i. Daily inspections of food supplied to butteries in the Halls of Residence, to ensure stickers
are pasted on food pack, Availability of water in the water storage cabinet

ii. Regulation of prices in butteries by ensuring price list pasted for student to view, cleanliness
of the courtyards, saloons, toilets and hostel environment especially on wings and floors.
Ensures good customer relations from buttery attendants, regular checks at the central pastry
and bakery for prompt delivery of snacks and bread to ensure production is carried out
under hygienic environment.

iii. Reports necessary replacements and repairs by Physical Planning Development Department.

66 | P a g e

S/N Task/Duty WQC OPE

Students Pr
1 Healthcare
Interact with students on the bed dire
Matters
Take details of students on bed (name
2 parent’s numbers, nature or illness, da
Contact Students parents where neces

Ensure Patient has money for feeding
Pray with the student for speedy recov
Ascertain if students have within reach
Card.
Facilitate the process of medical home
for them to go home or for other eme
Identify and assess hazards and risk in
Deal with the conveyance of emergen
University.
Liaise with the Chief Medical Officer,
identify admitted Students’ issues and
Call the CUMC Medical Shuttle/ Stud
emergency needs.
Follow the student to the Covenant U
Identify students that need special atte
Collate students’ application letter, me
File students’ documents
Handover the time table to the SBU d
Monitor the driver to ensure students
Check at intervals to avoid stale food
Colleges respectively.

ERATIONS

rocedure Details Processing
Period
ectly to know the cause of their admission.
Daily
es, matric number, programme, department,
ate of admission) As the need
ssary. arises

g.
very
h necessities such as toiletries, money or ATM

e exeat application of students, where there is need Daily
ergency cases.
n the Halls of residence.
ncy health issues that may arise within the

, Nurses and other Health Care Professionals to As need arises
d needs.
dents Affairs bus to pick up any students with

University Medical Center for proper processing. At the beginning
ention. of semester
edical report, time-table and evidence of payment.

driver and Hall Officers. Daily
s are promptly picked up.
in the butteries for the Halls of Residence and

67 | P a g e

Food monitoring Ensure stickers are pasted on food pa
and safety in Check the availability of water in the p
butteries Ensure water is always available.
Check cleanliness of College butteries
Settles disputes between Students and
customer relationship.
Check the varieties, quantity and qual
butteries in the Halls of Residence an
Check to avoid supply of stale food in
Check the hygiene of the environmen

Test samples of food and investigate

3 Inspection of the Check varieties, quantity and quality o
Pastry and Bakery Residence and Colleges.

Reports necessary replacements and r

4 Environmental Channel all electrical, carpentry and p
Inspection
Inspect the toilets, bathrooms and lau
SBU Private residence.
5 Operators Check the commercial centers, such a
Tailors and Shoe makers around the c
Inspection Confirm the prices of services provide

Cafeteria Check if the amendment of trousers a
6 Inspection core values.
Check the quality and quantity of food
outside cafeterias.

acks to avoid food coming from external context. Daily
packaged water storage. As the need

s and Cafeterias. arises
d College Buttery Attendants and ensures good
Daily
lity of food to be supplied from central kitchen to
nd Colleges respectively.
n Central Kitchen and College Butteries.
nt.

complaints in the kitchen.
of Snacks supplied to butteries in the Halls of

repairs to Physical Planning Development (PPD).

plumbing challenges to PPD for prompt repairs.

undries for all the wings and floors of the Halls of

as Barbers, Hairdressers, Laundries, Boutiques,
campus.
ed to the students

and skirt made by Tailors align with the University

d and taste the samples of foods sold to the students

68 | P a g e

Check to avoid stale and recycling of f

constipation.

Confirm the prices of food sold to the

Check the waste bins within and aroun

Discourage heaping of dirt in the Hall

7 Waste control Notify the campus keepers of any bulk
and management Ensure the bad waste bins bucket are

Call the PPD Officers to pack any litte

around the University campus

Check if price list is boldly pasted in a

8 Regulation of malls
prices Compare prices of goods sold in the b

shops outside Canaan land to ensure u

9 WQC diet Opening of file for registration, studen
scheme timetable, evidence of payment of cash

food sold outside to avoid diarrhea and Bi-weekly

e students to avoid inflation of prices. Daily
nd the Hall of residence, butteries and cafeterias.
ls of residence and butteries. As the need
ky waste bins to be discarded immediately. arises
discarded and replaced
ered refuse outside the Hall of residence and

and outside the butteries, cafeterias and shopping

butteries to shopping malls, cafeterias as well as
uniformities.
nts are to submit passport photograph, food
h paid to café 1 accountant and a file jacket.

69 | P a g e