GHANA TELECOM UNIVERSITY COLLEGE Overview of ... - GTUC

GHANA TELECOM UNIVERSITY COLLEGEOverview of Student Records and ProceduresManagement of students’ records is an integral part of the delivery of quality education in GTUC. Thisprocess is managed by the Registry of GTUC.Students’ records in the university include the following;i. Students personal and contact informationii. Examination Scriptsiii. Records of Students’ scores and averagesiv. Records of students transcripts.Management of students’ records is vital to continuous improvement in the quality of teaching andlearning in the university. As students’ are continuously assessed, details of their performance are storedfor future reference and correspondence.GTUC has migrated to the use of on-line modern records system which collates students’ grades andautomatically generates students’ semester averages and cumulative weighted averages. When theAcademic Board declares results of students, the records unit of the Registry feed the results of studentsinto the school portal which are then sent to the students via online for viewing.The advantage of this system which is not common in most Ghanaian Universities is that, students afterperusing their results are able to contact their lecturers to provide them with further details on theiracademic performance and offer advice if needed. It also provides local and foreign students their detailedresults which could be accessed at any location.In addition to the online records system, there is the filing system which serves as additional referencesource for management and other offices which use students’ data. Students’ records are filed to ensurethat documents are retrieved at any time when they are needed.Students’ transcripts are prepared on request by students and these are often sent to other educationalinstitution and donor agencies for financial support. The Records Unit ensures that all transcript requestsare responded to within twenty-four hours after application and this has been successful due to thedifferent sources of data kept and managed by the Registry.At GTUC, the security of examinations is very important to management and staff. The records unit hasan archive where all examination scripts and other important related documents are safely kept. The

increasing number of students has made it necessary for management to construct a modern archive forthe unit, and this is expected to commence soon.Records of students help the university in the award of Certificates, Diplomas and Degrees. It alsoprovides management with information that are needed for policy decisions and quality assurance. TheMinistry of Education also feeds on the same information for broad national policy guidelines andimprovement in teaching and learning in the universities.Students who are not pleased with their academic achievement in any semester have the right to appealand there are procedures that govern all such appeals and details of this have been provided in theexamination policies and procedures of the University.