Introduction
The department direct and controls
all other personnel in the LGEA. The head of department see to the recruitment
of new staff, pension, training, and promotion of staff. There are also in-charge of staff discipline
of senior staff and retirement. However, the promotions of staff that are due
for promotion are promoted on the following criteria namely:-
1. Date
of first appointment.
2. Qualification.
3. Date
of last appointment.
4. Submission
of APAR form.
5. Query.
Promotion is done base on the general
assessment of the staff. The administration department is divided into two (2)
broad sessions namely (a). Open Registry (b). Secret Registry.
THE REGISTRY
Registry is a place where written records
are kept or a place where register of events are kept. However, a registry in
the context of public service rule refers to a room where written records,
documents are kept.
Open Registry
This may refer to a room in every ministry or
organization where all files and records relating to staff are kept or it is a
place where all clerical work is performed.
Secret Registry
It is a place where confidential file/ records are
kept intact. Secret registry is the same thing with open registry but, when we
talk of a secret matter we are referring to a secret room or registry. Secret
file deals with Grade C file i.e. confidential file.
ORGANIZATION OF REGISTRY
It
is usually dictated by a volume of service rendered by such registry. For
instance a personnel staff or assistant may be able to manage the affair of a
registry, while two or more staff may be required for functional activities of
another registry. In addition, in every large organization where the volume of
work required is cumbersome, the number of the personnel that will manage the
affairs of such registry could be as many as seven (7) or more. It is the
responsibility of a large ministry to have the following personnel:
i.
Supervisor:
- is a person who supervises or oversees other people or work in the registry.
Scrutinizing of all incoming files for further actions and checking of all
outgoing file for correct filing.
ii.
Receiving
registry personnel: - he / she are to date and stamp
incoming correspondence; to enter correspondence in the registry and to check
enclosures of incoming correspondence.
iii.
Dispatch
registry personnel: - his / her functions are to enter the
letter or mails in dispatch book if necessary; to check authority to issue
(open and closed) signature; to insert the date; to check the enclosure of each
letter for issue.
iv.
Enclosure
registry personnel:-
his / her functions are to page and cross-reference and endorse a file;
to check correct number of enclosure of a letter to ensure that the tracer
produce the correct file or each item.
v.
Index
registry personnel: - his / her functions are to cot file
numbers for all unreferenced letters by intelligent use of index; to decide
when to open new files and make-up the new file cover; to maintain the index
under control in accordance with the instruction.
vi.
Transit
registry personnel:- his /r functions are to cot where
about of file whether there is incoming correspondence or which are required
for action; to assist in every way the work of the tracer(s) and to bring to
the attention of the supervisor all outstanding correspondence for which the
files cannot be obtained.
vii.
Tracer
registry personnel: - to keep PA (post after use) and BU
(brought up the file) racks neatly, tidy and in proper numerical and
alphabetical order; to make frequent checks on the file and file put away the
wrong order; to remove the “dead” and “closed” files to storage; to recover
tattered or torn file cover and to remove all slips or note pinned to the file
cover before putting away.
The
need for proper organization of a registry cannot be over emphasized bearing in
mind the role which a good registry plays in general administration. For
instance a registry habour both open and secret files which contains virtually
all the written document. If these are kept well, short correspondence will
provide basis for future activities. For the registry to have the opportunity
of performing, the registry must seek to avoid the following:-
a.
Passing of file or notice to the office
or department without notifying the registry.
b.
Holding of file unnecessarily.
c.
Failure to secure prompt registration of
correspondence which are not seen in the registry.
d.
Changing the scope or content of a file
without the knowledge of the registry.
e.
Omission of file reference number of
outgoing correspondence.
f.
Lack of knowledge of collecting data
process
Conclusion
A
registry is the life wire of every organization just as the head perform
crucial function in the body. It houses all the information and documents which
are valuable for effective decision-making and references.
Besides
senior officer should cooperate with all registry staff in discharging of their
duties by avoiding unnecessary delay of files and removal of documents in
interest of good service, document preservation, storage and retrieval.
Functions of the Personnel
Department
i.
Recruitment, appointment and posting of
teaching and non-teaching staff of the LGEA.
ii.
Handling disciplinary matters on
teaching and non-teaching staff of the LGEA.
iii.
Making recommendations on promotion and
salary adjustment of teaching and non-teaching staff of the LGEA.
iv.
Treating of both incoming and outgoing
correspondence in the LGEA.
v.
Preparing schemes for the training and
retraining of teaching and non-teaching
staff of the LGEA.
vi.
Treating of staff leave matters i.e.
annual leave, casual leave, maternity leave and sick leave.
vii.
They look into staff welfare.
viii.
Keeping and maintenance of both teaching
and non-teaching files and records.
PENSION
AND GRATUITY
Introduction:
The
ultimate aspiration of all employees is to leave the service ceremoniously. And
as you know rest is sweet after labour. Provisions have been made for retired officers’
livelihood. Consequently, an officer who put five (5) years in service can
withdraw from the service while he / she lay claim to only gratuity. At the
same time, an officer who spent ten (10) years in service and above in service
will be entitled to both pension and Gratuity. However, pension start to be
drawn on attainment of forty-five (45) years of age. Initially, the officer
must have to retire having put in thirty-five (35) years of service or attained
fifty-five (55) years of age, but these have been reviewed. Officer may no
longer retire any more even after serving for thirty-five (35) years of service
but a period in excess of thirty-five (35) years in service will be
non-pensionable but the maximum age still remains sixty (60) years of age.
Gratuity
This
is a lump sum of money paid to a retired officer once his life-time. Below is the
calculation of gratuity for a retired officer for more illustration:
ASSIGNMENT
Question: Calculate the gratuity of a retired
Grade Level 15 Step 1 - 9 officer who used ten (10) years in service using the
consolidated public service salary structure (CONPSS).
Solution:
The following are the %
for calculating gratuity:
a.
100% of the annual salary is used for
officer who used ten (10) years in service.
b.
From ten (10) years and above there is
an 8% increase in each year.
c.
300% of the annual salary is used to
calculate the gratuity of officers who uses thirty-five (35) years in service.
G/L
15 STEP 1
Percentage (%) = 100%
Annual Salary = N
1,767,816
100/100 x 1,767,816 = N
1, 767,816.00K
G/L
15 STEP 2
Percentage (%) = 100%
Annual Salary = N
1,840,882
100/100 x 1,840,882 = N
1,840,882.00K
G/L
15 STEP 3
Percentage
(%) = 100%
Annual
salary = N 1,913,947
100/100
x 1,913,947 = N 1,913,947.00K
G/L 15 STEP 4
Percentge
(%) = 100%
Annual
salary = N 1, 987,013
100/100
x 1,987,013 = N 1,987,013.00K
G
/ L 15 STEP 5
Percentage
(%) = 100%
Annual
salary = N 2,060,078
100/100 x 2,060,078 = N
2,060,078.00K
G
/ L 15 STEP 6
Percentage
(%) = 100%
Annual
salary = N 2,133,144
100/100
x 2,133,144 = N 2,133.144.00K
G / L 15 STEP 7
Percentage
(%) = 100%
Annual
salary = N 2,206,209
100/100
x 2,206,209 = N 2,206,209.00K
G / L 15 STEP 8
Percentage
(%) = 100%
Annual
salary = N 2,279,275
100/100
x 2,279,275 = N 2,279,275.00K
G / L 15 STEP 9
Percentage
(%) = 100%
Annual
salary = N 2,352,340
100/100
x 2,352,340 = N 2,352,340.00K
Comment: from the foregoing calculations it is deduced
that the gratuity of the retired officer is equal to the sum total of a one (1)
year full annual salary paid at once.
Pension
It
is a payment made to relieve a retired officer after his retirement from
office; this is a continuous monthly payment to a retired officer to his “dead”
or “alive”. Below is the calculation of pension of a retired officer for more
illustration:
Question: calculate the pension of a retired Grade
Level 15 officer who used ten (10) years in service using the consolidated
public service salary structure (CONPSS).
Solution:
The
following are the % of calculating pension:
a.
30% of the last monthly salary received
is used for officer who used ten (10) years in service.
b.
From ten (10) years and above there is a
2% increase in each year.
c.
80% of the last monthly salary received is
used to calculate the gratuity of officers who uses thirty-five (35) years in
service.
G/L
15 STEP 1
Percentage (%) = 30%
Monthly Salary = N 147,318K
30/100 x 147,318 = N
44,195.4oK
G/L
15 STEP 2
Percentage (%) = 30%
Monthly Salary = N
153,406.83K
30/100 x 153,406.83 = N
46, 002.05K
G/L
15 STEP 3
Percentage (%) = 30%
Monthly Salary = N
159,495.58K
30/100 x 159,495.58K =
N 47,848.67K
G/L
15 STEP 4
Percentage (%) = 30%
Monthly Salary = N
165,584.42K
30/100 x 165,584.42K =
N 49,675.33K
G/L
15 STEP 5
Percentage (%) = 30%
Monthly Salary = N
171,673.17K
30/100 x 171,673.17K =
N 51,501.95K
G/L
15 STEP 6
Percentage (%) = 30%
Monthly Salary = N
177,762.00K
30/100 x 177,762.00K =
N 53,328.60K
G/L
15 STEP 7
Percentage (%) = 30%
Monthly Salary = N
183,850.75K
30/100 x 183,850.75K =
N 55,155.23K
G/L
15 STEP 8
Percentage (%) = 30%
Monthly Salary = N 189,939.58K
30/100 x 189,939.58K =
N 56,981.87K
G/L
15 STEP 9
Percentage (%) = 30%
Monthly Salary = N
196,028.33K
30/100 x 196,028.33K =
N 58,808.50K
SCHOOL
SERVICES DEPARTMENT (SS)
Introduction
This
section is one of the life-wire of the LGEA. The head of the section is the HOS
(Head of section). The main function of this section is to oversee the general
activities of primary schools in the local government area and report findings
to the education secretary of the LGEA. The department has officers known as
SSO (School Support Officer) who monitors the activities of all schools and
colleges in the LGEA. But, the school service department work hand-in-hand with
the administrative department for smooth running and conducive learning in the
school areas (LGEA).
Functions
of the School Service Department
1.
Guide teachers to overcome the problem
encountered in performing the service rendered to the pupils and students.
2.
Visit schools and colleges to identify
problems encountered by the teachers to make effective learning to the pupils
and students.
3.
Assess the effectiveness of learning and
teaching in the schools and colleges.
4.
To ensure that there is good environment
for learning and teaching in the school premises.
5.
To make sure that there is full
enrolment and attendance of pupils and students in the school and colleges in
the LGEA.
As we have learned before that we have the SSO
(School Support Officer), they also have their responsibilities which they perform
in the schools and colleges in the LGEA. However, they perform the following
functions:
i.
See to the good relationship of schools
and colleges as well as the community in which its belongs.
ii.
Ensure that teachers keep their records
adequately.
iii.
See to the environmental sanitation of
the schools and colleges environment.
iv.
Check the collection fees, savings,
income and expenditure collected by the head teachers.
v.
Attend the PTA (Parent Teacher
Association) meeting within the cluster.
PLANNING,
RESEARCH AND STATISTICS DEPARTMENT (PRS)
Introduction
The
department comprises of the physical research and statistical units. The
function of this department is to compile statistical data of all aspect of
education development in the LGEA. It is in charge of conducting of first
school leaving certificate and National common entrance examinations in the
LGEA. It analyzes and study data and uses it for planning. Assist in the
preparation of Ilorin South LGEA annual budget. It provides both the federal
and state government available data in respect to primary and junior secondary
schools. It collects and compiles the LGEA materials for schools and colleges
and ensures proper distribution for effective usage. It investigates ways of
improving educational standard in the LGEA.
In
the PRS department the following officers are the working officers in the
department
1.
PO (Planning Officer)
2.
SO (Statistics Officer)
3.
DCO (Data Collector Officer)
4.
RO (Research Officer)
5.
LSO (Library Service Officer)
6.
POS (Project Officer Supervisor)
The
functions of the above are stated below:
Planning
Officer: - this is the officer in charge of budgeting and
planning. He works hand-in-hand with the HOS of finance and supply department
for the quick release of funds.
Statistician:
- this
officer takes care of all statistical analysis of the LGEA.
Data
Collector Officer: - he / she take necessary information
needed by the education authority of the local government.
Research Officer: - this officer carries out research work so as to introduce new ideas in the school and colleges especially in the area of technology development e.g computer.
Research Officer: - this officer carries out research work so as to introduce new ideas in the school and colleges especially in the area of technology development e.g computer.
Library
Service Officer: - the officer takes care of project
work, distribution of materials and equipments to schools and colleges.
Project
Officer: - he / she analyses the project work into easy
project process in the LGEA. He estimates the fund to be used in a project and
submit it to the board.
Table
1.1
The table below shows
the pupils’ enrolment and their growth rate in primary and junior secondary
schools in kwara state, Nigeria for five
years (i.e. 2005 – 2010).
YEARS
|
PRIMARY
SCHOOLS
Total
Pupils’Enrolment
|
GROWTH RATE
|
JUNIOR
SECONDARY SCHOOLS
Total Pupils
Enrolment
|
GROWTH RATE
|
2005
|
484,625
|
-
|
210,760
|
-
|
2006
|
501,843
|
3.6
|
219,401
|
4.1
|
2007
|
524,130
|
4.4
|
226,642
|
3.3
|
2008
|
542,475
|
3.5
|
236,159
|
4.2
|
2009
|
565,259
|
4.2
|
244,188
|
3.4
|
2010
|
580,156
|
2.6
|
254,201
|
4.1
|
Average
Growth Rate = 3.7
|
Average
Growth Rate = 3.8
|
As indicated in the table above, there was a gradual
increase in enrolment in both primary and junior secondary schools in Kwara
State from year 2005 to year 2010. The enrolment growth rate varies from year
to year in the schools. The average growth rate for primary schools was 3.7%,
while that of junior secondary schools was 3.8%.
From
the table above, it was deduced that the enrolment growth rate in junior
secondary schools is higher than the primary schools.
Figure
1.1
The series two (2) on
the graph represents the junior secondary schools, while the series one (1)
represents the primary schools. The graph shows the growth rate of primary and
junior secondary schools enrolment of pupils’ in Kwara State from year 2005 to
year 2010.
FINANCE
AND SUPPLY DEPARTMENT (FS)
This section is directly in charge of finance. The head
of the department is the HOS (Head of Section). The functions of this
department are stated as follows: -
a.
To prepare payment voucher for both
teaching and non-teaching staff and give cheques on expenditure incurred by the
LGEA.
b.
To purchase and make supplies needed
such as equipment and materials to the schools and colleges as well to the LGEA
office respectively.
c.
To prepare the LGEA budget.
d.
Assessment and provision of salaries
advance to teaching and non-teaching staff based on the scheme of service
drawn-up by the board.
e.
To prepare annual account, maintain
assets register and also ensure proper control of the store.
f.
Submission of annual estimate account
and monthly returns to the authority in charge.
g.
It supervises all account of staff and
keep book of records of sales, purchase, debtor and creditors ledgers.
SOCIAL
MOBILIZATION DEPARTMENT (SM)
Introduction
There are many officers in the department as it is a new
department in the organization in the LGEA. They still have their own functions
and responsibilities they perform. A Social Mobilization Officer (SMO) in the
LGEA caters for the social welfare of the pupils and students in the schools
and colleges respectively.
The following are the functions performed by the
department:
1.
To co-ordinate the activities of
HIV/AIDS awareness campaign and capacity building of the LGEA.
2.
To co-ordinate workshop, seminar,
lectures, drama, Quranic and Bible education.
3.
To carry out advocacy and community sensitization
activities such as child abuse, street children and special need children.
4.
Co-oridnate the affairs/activities of
the school based management committee (SBMC).
5.
Supervise / monitor and co-ordinate the
affairs of self-help project.
JOB
ASSIGNED/ EXPERIENCE GAINED
During
the period of the programme at Ilorin South Local Government Education
Authority (LGEA) I was introduced round the five (5) department of the LGEA by
Alhaji Kehinde the Principal Administrative Officer.
After the introduction, I later report back to each of
the five (5) departments for my practical exercise.
The
job assigned at various departments during these programme are summarized as
follows:
PERSONNEL
DEPARTMENT: At the personnel management section I
was posted to the open registry and secret registry. First was the registry, I
was assigned to open a new file by naming it, page numbering of document inside
that file and how files are closed. Keep files and valuable document. Also I was
assign to do some daily routine work such as ; Receiving mails and letters; Entering
of outgoing correspondence in the dispatch book; Date and stamp incoming
correspondence; Arranging of files in the file cabinet; Checking the correct
number of enclosure to a letter and Locating of needed file in the file cabinet.
The department minute on files and send it to the appropriate office.
At the secret registry:
- I was taught on how to keep secret document that concerns both the education
secretary, teaching and non-teaching staff under the LGEA. These include copy
of first appointment letter, acceptance of appointment letter, credentials,
confirmation letter, APAR form, promotion letter and query.
Lastly
in the Personnel department I was assigned to calculate the pension and
gratuity of retired Grade level 15 Step 1 - 9 officer in the public service who
uses ten (10) in service.
PLANNING,
RESEARCH AND STATISTICS:
The second department that I was posted to was the Planning Research and
Statistics department. The job I was being assigned was to gather the enrolment
data and growth rate of pupils in both primary and junior secondary schools in
Kwara State from year 2005 – 2010 and represent it on a graph.
FINANCE
AND SUPPLY DEPARTMENT: In this department I was assigned to prepare a payment voucher and find simple account
calculations. The proforma submitted by each school were looked into and the necessary
adjustments were done. Also I was exposed to how the revenue and expenditure of
the LGEA are being operated.
SCHOOL
SERVICE DEPARTMENT: This department sees to the welfare and
maintains discipline in the school under the LGEA. If there is any case of
misconduct reported from any school, it is being handled at the school service
department. Visitation and supervision of schools are done in this department.
Also, the school facilities or materials needed by each school are been
distributed through the school service department. The items distributed by
this department to the school includes vouchers, sub-receipt, cash book, bank
account and some vital documents of the LGEA
SOCIAL
MOBILIZATION DEPARTMENT: The fifth place of my attachment
was this department. It is a new department in the LGEA, so there was no much
job done as at the time of my stay at the department. But as of the information
and explanation gather from the Social Mobilization Officer Alhaji Rauf that
funds have not been released to carry out most of their activities which
includes co-ordinating activities of HIV/AIDS awareness campaign and capacity
building of the LGEA; Co-ordination of
workshop, seminar, lectures, drama, Quranic and Bible education and
carrying out of advocacy and community sensitization activities such as child
abuse, street children and special need children in the LGEA.
OBSERVATION,
CONCLUSION AND RECOMMENDATION
Observation
The programme
Practicum in Educational Management has given the reporter the opportunity to
observe some of Ilorin South LGEA activities and the roles they perform in
bringing education nearer to the people and the improvement of literacy from
the primary schools to the junior secondary schools. Going through the
available data (information) in the LGEA, it has total of number of
seventy-nine (79) Universal basic education schools (public) (.i.e. fifty-five
(55) primary schools and twenty-four (24) junior secondary schools) under its
control. It has seven hundred and twenty-three (723) classrooms. It has a total
of seventy-nine (79) Head masters / Head mistress and Junior Secondary School principals;
One thousand one hundred and sixty (1160) teachers and Seven thousand eight
hundred and sixty-six (7,866) pupils and students.
Other areas observed
are the following:-
a.
The staffs are punctual to work every
day.
b.
They work hand-in-hand and make sure the
available needs of school material are distributed to the schools.
c.
Documents are kept in the shelve in a
clean and tidy manner.
d.
There is no implementation of staff
promotion and annual increment according to some information gathered from some
of their staffs.
e.
Lack of enough classrooms and teachers,
especially in the rural areas.
Conclusion
The course,
Practicum in Educational Management is a programme that involves the attachment
of Educational Administration and Planning students to any educational
institution was done by the reporter at Ilorin South Local Government Education
Authority (LGEA). The programme exposes intern students of Educational
Administration and Planning to the practical aspects of educational management.
It helps in the improvement of the knowledge of record
keeping of educational activities. It as well assists the prospective education
managers to have insight of co-ordination of both human and material resources
made available in education institution for efficiency and effectiveness of
teaching and learning.
Conclusively, this exercise has been an interesting and
rewarding experience because it exposes future and prospective education
managers on the practical aspect of education management.
Recommendation
In light of the observations mentioned earlier in the
Local Government Education Authority (LGEA). The following recommendations were
made:
1.
There should be enough supply of storage
equipment (i.e. cabinet) and computer machine for storage of in order to reduce
the syndrome of “missing file” and long-term storage of files and document.
2.
The staff benefit such as promotion and
annual increment should be regularly implemented in order to motivate staff in
carrying out their duties effectively.
3.
The government should see to the
construction of more classrooms and recruitment of more teachers for the school
especially those in the rural areas.
4.
Finally, based on the reporters exposure
to the various educational management functions through this programme I
therefore strongly recommend that the exercise should be seriously encouraged
by higher institutions of learning for education management student so as to
enlighten them on the practical aspect of educational administration and
planning
Posts
