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OFFICE OF THE REgistrar

BIOGRAPHY OF THE REGISTRAR OF PLATEAU STATE UNIVERSITY, BOKKOS

Mr. Yakubu F. Ayuba was born on Friday, 9th February, 1968. He hails from Horop in Mushere Chiefdom of Bokkos LGA, Plateau State. His educational pursuit began with his enrolment into the Central Primary School, Daffo, Bokkos LGA in 1975. On completion of his primary education in 1981, Yakubu gained admission into Boys’ Secondary School, Gindiri for his secondary education and completed in 1986.

Mr. Ayuba holds a Bachelor’s Degree in Library and Information Science from the Ahmadu Bello University (ABU), Zaria, a Master of Public Administration (MPA) degree from the University of Jos and currently undergoing a Ph.D programme in Public Administration at the same University of Jos. He has also attended several leadership trainings in and outside Nigeria, including e-Governance training in Dubai, United Arab Emirates and a training on collaborative partnership in democracy held in Iowa, USA in 2004.

Yakubu served as Executive Assistant to the Governor of Plateau State between 1999-2007. He later joined Plateau State University, Bokkos in May, 2007 as one of the pioneer staff employed to prepare the grounds for commencement of academic activities in the University, rising through the ranks from Assistant Registrar in 2007 to Deputy Registrar in 2016. He was appointed the 4th substantive Registrar of Plateau State University and assumed office in that capacity on 29th August, 2021.

Before his appointment as substantive Registrar of PLASU, Mr. Ayuba served as
Acting Registrar (2015 – 2016), Member of WAEC Governing Council (2015-2016), where he served on the Tenders Board as well as the Appointments Committee of
WAEC-Nigeria. He also served as Member, Plateau State University Governing
Council (elected to represent the Congregation of the University) and was Member
of various statutory/adhoc Committees of the University.

 

Mr. Yakubu F. Ayuba

Mr. Ayuba is a Member of the Nigerian Institute of Management (MNIM) and Member, Association of University Administrators (MAUA) International, United
Kingdom. He was the Public Relations Officer of the Association of Registrars of Nigerian Universities (ARNU) from December 2022 to December 2024.Mr. Ayuba is married to Evelyn Yakubu Ayuba and blessed with three (3) children.



BRIEF HISTORY OF THE REGISTRY DEPARTMNT (INCLUDING ITS VALUES AND RESPONSIBILITIES)

The Plateau State University, Bokkos was established on Monday, 7th March, 2005 and was licensed on 29th of April, 2005 by the National Universities Commission (NUC) Abuja. The Registry department was among the first departments created after the establishment of the University in 2005

The University is known to operate a tripod function which is centered on teaching, research and community service. The Registry is the hub and the centre of gravity of the University’s Administration. In other words, it is the central point or the wheel that drives the administrative activities of the University. The Registry is known to be the heart of administration in the University.

The core values of the Registry department of Plateau State University, Bokkos revolve around Integrity, Service, Excellence, Innovation, Efficiency, Accessibility, timelines and Respect.

LISTS OF DIVISIONS/UNITS IN THE REGISTRY DEPARTMENT AND THEIR HEADS

  1. Legal Unit – Barr. Nanchan Jesse (SAR)
  2. Establishment Division – Mr. Bindip Ganyir (SDR)
  3. Council Affairs and General Administration – Mr. Mathew Bummi Mallo (AR)
  4. Academic Affairs Division – Mr. Tony N. Lat (DR)
  5. Students Affairs Division – Mrs. Patience E. Duwong (SAR)
  6. Records and Documentation Unit – Mr. Mathias Mwandat (PEO)
  7. Examinations and Records Division – Mr. Gyang Fulani (PAR)
  8. Faculty Administration
    • Faculty Officer, Faculty of Social Sciences       – Mr. Fom Dakwak (PAR)
    • Faculty Officer, Faculty of Management Sciences   – Barr. Alex Kaze (SAR)
    • Faculty Officer, Faculty of Arts       – Mr. Joachim Gofut  (AR)
    • Faculty officer, Faculty of Law                 – Barr. Nambam K. Manji (SAR)
    • Faculty Officer, Faculty of Education       – Mrs. Tipalin J. Wade (AR)
    • Faculty Officer, Faculty of Agricultural Science     – Miss Kachollom Wurimlong (AR)
    • Faculty Officer, Faculty of Natural and Applied      – Miss Nanbyen Bigun (SAR)
    • Sciences
    • Faculty Officer, Faculty of Health Sciences     – Mrs. Linda J. Diyong (SAR)
    • Faculty Officer, Faculty of Environmental Sciences- Mrs. Nenrot Dagau (AR)
    • Secretary School of Postgraduate School             – Mrs. Rhoda Lar Fallam (SDR)

ACTIVITIES AND RESPONSIBILITIES OF THE VARIOUS REGISTRY DIVISIONS/UNITS

The responsibilities of the various Divisions/Units of the Registry department are as follows:

4.1 Legal Unit:
  • Drafting MOU between PLASU and other Universities in issues that concern collaboration, participation, funding and General Corporation with Universities, government agencies/MDAS and companies. 
  • Drafting Legal opinions as requested by the Vice Chancellor or Registrar
  • Reduction in the cost of litigation through arbitration
  • Liaising with Legal Retainers and representing the University during court Sessions
  • Assisting the Registrar in the Interpretation of the Laws, Rules and Regulations in the University.
  • Giving legal advice to Statutory/Standing/Ad-Hoc Committees in the University.
  • Attending court proceedings and standing in for the University.
  • Drafting of policies in line with the Law establishing the University.
4.2 Establishment Division:
  • Handling of issues of appointments, appraisals and promotions of staff in the University. This is usually processed via committees such as complex A, B, and C, A&PC, AP&DC for onward presentation to the Council for approvals.
  • Handles all forms of Recruitment and Training of staff. 
  • Serves as Secretariat that handles all disciplinary matters and Misconduct of all kinds within the University.
  • Process applications for:
    • Confirmation of appointments
    • Cessation and Withdrawals of appointments
    • Inter and Intra staff transfer and secondment
    • All leave related issues such as annual leave, sick leave, etc.
  • Communicates the decisions of Council on matters affecting staff of the University.
  • Implements Management and Council policies on staff welfares, appointment, promotions, discipline, etc. 
  • Handling of matters of retirements of staff, resignation, withdrawal of service, leave of absence, secondment, sabbatical leave amongst others.
  • Handling of pension and gratuity matters of Staff of the University.
  • Handle transfer of service for Staff within or outside the University.
  • Handle training, workshop, study leave, conferences for Staff of the University.
  • Financial advice and coordination with other financial organization such as banks, cooperatives, insurance brokers and PFMs on behalf of staff. 
  • Serves as adviser to Management on staff related matters.
  • Maintenance of correct statistical data/records of staff for decision making.
  • Serves as secretariat to all committees related to Staff matters generally. 
  • Provides administrative services to statutory committees such as complex A, B, and C, A&PC, AP&DC and staff welfare amongst others.
  • Also responsible for carrying out any duty(s) that may be assigned by the Registrar.
4.3 Council Affairs and General Administration:
  • Liaise with the Pro-Chancellor through the Vice-Chancellor and Registrar for dates of Council meetings. 
  • After getting approval for the date of meeting, liaise with other Chairmen of Council Committees to ascertain if they would hold a meeting to guide in preparing notice and Agenda of such meeting.
  • Prepare notice of meeting and dispatch to members of Council. (notice of meeting is statutorily sent 14 days before the date of the meeting)
  • Open files of meeting for members, file all necessary documents such as agenda, minutes which are expected to be forwarded to members through their email, extract matters arising, reports from other Committee and dispatch to members. (Council documents are expected to be dispatched at least 7 days before the date of meeting). 
  • Make arrangement for accommodation and welfare of the Pro-Chancellor and any other Council member.
  • Prepare the Venue of the meeting, arrange refreshments and schedule payment of Council allowances.
  • Cover meeting by taking notes and attending to developing issues during the meeting
  • Develop the minutes of the meeting within 48 hours of the ending the meeting.
  • Communicate Council Decisions to the appropriate authority and follow up on the implementation of those decisions. 
  • Any other responsibility as maybe assigned by the Registrar or the Vice-Chancellor
4.4 Academic Affairs Division:
  • Responsible to the Senate of the University – handles all matters relating to meetings of the Senate such as notice of meeting, agenda, minutes, matters arising from previous meeting, preparing of documents for the meeting, making arrangement for venue of the meeting, arrange refreshment for the meeting, take notes during the meeting, develop minutes of the meeting, communicate Senate Decisions to appropriate bodies. Etc.
  • Handle Academic Policies of the University such as – Extension of period of study of students who have exceeded their maximum number of semesters, Re-absorption of students who had voluntarily withdrawn, Academic calendar must have a minimum of 14 weeks of teaching, Communicate appointment of External Examiners and Deferment of admission or session by students. 
  • Handle all matters relating to admissions on behalf of the University such as – Post UTME Screening, Admission of Candidates, Registration of Admitted Candidates, change of Course or alternative placement, Inter-University Transfer, Matriculation of newly admitted students.
4.5 Students Affairs Division:
  • Responsible for organizing orientation programme for new students admitted into the University.
  • Handles sports and social activities of students in the University
  • Handles activities of the Student Union Government (SUG) and other Students’ Clubs and Societies.
  • Register associations of departments and faculties for operations in the University.
  • Responsible for handling students hostel accommodation 
  • Responsible for mobilizing graduates of the University for the compulsory National Youth Service Corp (NYSC) scheme.
  • Student Welfare – oversee the provision of scholarship and financial aid to students through the Management of the University. 
  • Handles the career service and counselling for students of the University. 
4.6 Faculty Administration:

The faculty administration is handled by a faculty officer who is responsible for coordinating and directing administrative affairs of the departments in the faculty. The key responsibilities of a faculty officer include:

    • Coordinates all the activities of the Faculty and the departments and ensures that policies and decisions are implemented to the latter and cost-effectively.
    • Provides advice on institutional policies, strategies and tactics in pursuance of the Faculty’s and University’s objectives.
    • Training and Staff development. In consultation with the Dean, he/she arranges training programmes for the young and the new lecturers appointed into the faculty on the rudiments of teaching, learning, marking and grading systems in the University.
    • Servicing the Faculty Board and its sub-committees, maintaining staff records, registering undergraduate and postgraduate students, and maintaining students’ records for examinations.
    • Control and maintenance of equipment and furniture in the faculty, including the faculty building in liaison with the works and maintenance officers.
    • Preparation of annual budget and administration of expenditure from funds available to the faculty.
    • Supervision and appraisal of all non-teaching staff in the faculty.
    • Any other responsibility that may be assigned by the Dean or the Registrar.
4.7 Records and Documentation Unit:
  • Safe custody of Staff personal files, Subject files and other relevant documents and information of the University. 
  • Receiving all incoming correspondence and opening of files for all subjects.
  • Opening of personal file for all categories of Staff employed into the service of the University.
  • Closing of bulky files and opening of new volume of the closed files.
  • Updating the index of all subject files and personal files.
  • Tracing of files, vetting of mails, filing of mails appropriately and minuting of the mails or correspondence to Principal Officers for necessary action.
  • Dispatching of outgoing correspondence to Staff concerned as addressed by the Registrar or any designated officer.
  • Filling appropriately, internal memos/ correspondence such as application for annual leave, maternity leave, staff appraisal forms, application for study leave, staff complaint, promotion letters and signed Bond forms etc.
  • Forwarding of files requested by the Establishment division, Registrar and any other Principal officer
  • Recording the movement of all files and document in and out of the Unit.
  • Applying the Regulation of the University to ensure compliance with documents security and security of records and information 
  • Advising on filing of documents
  • Making submission to appropriate senior officer where necessary and bringing out relevant information needed for decision making.
4.8 Examinations and Records Division:
  • Handles Examinations and Records of students
  • Participate in the registration of new and returning students of the University
  • Custodian of students records and Senate approved results
  • Responsible in taking of attendance of students during examination
  • Carries out regularization of student admission especially correction of name and date of birth
  • Responsible to process and forwarding list of graduants to NYSC Desk Officer for NYSC mobilization and certification
  • Process students’ academic transcript on request
  • Serves as secretariat for examination results scrutiny committee, examination misconduct committee, scholarships awards committee, price awards for students and responsible to carry out certificate verification as requested by organizations, etc. 
  • Keep custody of blank certificates and statements of results.

Frequently Asked Questions

The Registry department is responsible for the day to day administration in the University and provides administrative services to various sections of the University.

A student needs to apply officially to the Registrar for his transcript, the Registrar then considers and approves his request for processing. A specific amount as approved by the Management of the University needs to be paid for the processing and collection of transcript by the student.

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