Welcome Address
On behalf of the Director of Academic Affairs, Staff of IAO, and all our stakeholders I am very pleased to welcome you to webpage of the Institutional Affiliation Office of the University of Cape Coast.
Operating directly under the Directorate of Academic Affairs, the Institutional Affiliation Office (IAO) is a unique administrative section in the University of Cape Coast that manages the external relationship with identified key stakeholders of the University. These stakeholders are public and private institutions affiliated to UCC. The Office serves as the conduit for executing the entire affiliation processes between the University and these affiliate institutions.
The function of IAO is well situated in one of the University’s mandate of providing outreach services. Since its establishment in 2015, the Office has contributed significantly towards raising the image and reputation of the University in the area of institutional mentorship.
From 2015 to 2020, the number of affiliate institutions has increased from 26 to 64. This is in addition to special partnerships between UCC and other government institutions to run academic programmes for their professional staff. This includes the Top-up Diploma in Midwifery for Midwives with Post Nursing Assistant Clinical/Preventive (Post NAC/NAP) and PhD (Population & Health) for staff of Health Training Institutions.
The doors of the office are welcomed to all stakeholders who are interested in collaborating with the University of Cape Coast both at the local and international levels.
Our dedicated staff are ready and available to respond to your enquiries in relation to affiliation matters at the University of Cape Coast.
Once again, it is a privilege to welcome you to our webpage. Feel comfortable to navigate through our page for all the information you may need from the Office.
Background
The Institutional Affiliation Office (IAO), under the Directorate of Academic Affairs (DAA), coordinates activities of academic institutions affiliated to the University of Cape Coast (UCC). The Office works closely with Colleges/ Faculties/Schools/Departments in the University of Cape Coast to provide mentorship services to its affiliate institutions.
The Head of the Office is a Senior Assistant Registrar who is responsible to the Registrar through the Director of DAA, and ultimately to the Vice-Chancellor of the University. The Head of IAO is supported by a team of administrative and technical staff, with a number of national service personnel.
The University of Cape Coast which is the “University of Competitive Choice” has become the preferred chartered institution for affiliation for many public and private institutions because of the quality services the University provides to its affiliate institutions. Currently, the Office is managing 64 public and private institutions which are being mentored by UCC. Several new and already existing institutions, both private and public, to apply to UCC for affiliation as a result of the quality services the University is noted for.
Vision
To position the University of Cape Coast as the preferred destination of quality academic mentorship.
Mission
The Institutional Affiliation Office seeks to provide excellent services that will project the University as a “University of Competitive Choice” through the provision of quality academic mentorship to both public and private affiliate tertiary institutions.
Cove Values
Excellence: We will strive to provide the best services at all times to both internal and external clients.
Integrity: We shall exercise good judgment in professional practice.
Cordiality: We will show politeness and friendliness in our relationship with both
Ethical: We shall be guided by the statutes the University and the constitution of Ghana
Mutual-Respect: We shall recognise our differences and improve our experience at work, and enhance what we can achieve together.
Objectives
- Serve as the administrative hub of institutional affiliation matters.
- Coordinate and facilitate affiliation processes between the affiliate institutions and the University.
- Coordinate examination moderation processes between the affiliate institutions and the schools/faculties/departments of UCC.
- Keep records of all affiliation proceedings, documents, broadsheets and finances.
- Coordinate annual monitoring and assessment processes.
- Facilitate certification process of graduating students of affiliated institutions.
Activities and Responsibilities
The Office coordinates these activities through relevant teaching departments and non-teaching/administrative offices as well as the Committee on Institutional Affiliation:
- Institutional/Programme Affiliation
- Pre-Moderation and Post-Moderation of Examinations
- Monitoring and Supervision of Examination
- Project work supervision
- Representation of UCC on the Councils, Admission, Academic Board and Appointments and Promotions
- Assessment of Promotion documents
- Capacity Building for all categories of staff of Affiliate Institutions
- Academic Audit Exercise
- Programme Review
- Graduation Ceremony
- Certification
Functions of Desks in the Office
Administration and Documentation (A&D)
This desk is responsible for general administration and documentation on daily basis. The desk. Primarily, the schedule of the desk covers administrative assignments and assisting in coordinating correspondences between affiliate institutions and relevant departments in the University like Academic Calendar, Programme Reviews, Pre-moderation, Post-Moderation, Project Work Supervision, Supervision of Examination etc.
Institutional Partnership for Running of Outreach Programme (IPROP)
This desk assists in coordinating the activities of academic programmes between UCC and partner institution. The Desk assists in coordinating the running of PhD (Population and Health) programme with the Department of Population and Health for staff of Health Training Institutions and the Diploma in Midwifery with the School of Nursing and Midwifery for Health Training Institutions running the Post Nursing Assistant Clinical and Post Nursing Assistant Preventive programme.
Institutional Records and Management Information (IRMI)
The Office through this desk is responsible for the management of students’ data for all affiliate institutions. The activities include the following: Managing the College Assessment Management System (CAMS): Ensuring the uploading of records of students in all affiliate institutions; Managing the processes leading to the graduation of students on programmes affiliated to UCC; Electronic moderation of records, Generation of academic records; Generation of Pass list of students to graduate and Authenticates students’ particulars i.e. arrangement of names, spelling of names and dates of birth.
Institutional Programme Accreditation and Affiliation (IPA&C)
This desk handles processing of application for accreditation, affiliation and re-affiliation. The activities of the desk cover scheduling institutional visits, assisting new institutions with the necessary information and documents for accreditation; drafting reports of facilities and preparedness of the new institution for affiliation; renewal of affiliation and programme accreditation or review etc.
Monitoring and Outreach Programme (M&OP)
This desk assists in the monitoring and supervision of affiliate institution. Other activities include: assist in organising workshops for staff of affiliate institutions; undertaking academic audit exercises in affiliate institutions; coordinating the representation of UCC on affiliate institutions’ boards/committees: coordinating monitoring activities in partner institutions etc.
Account Desk (AD)
The Accounts Desk is responsible for preparation of budget and managing the accounts of the office. The desk also performs these functions: evaluating financial budgets and tracking of expenses; statements of accounts/bills for each affiliate institution; payment vouchers for transactions; collection of fees and charges of each affiliate institution; procurement items for the smooth running of the Office; financial report etc.
Transport Desk (TD)
The desk is responsible for the movement and maintenance of office vehicles. Other activities of the desk include: ensuring the safety of vehicles in the Office; regular servicing and maintenance of official vehicles; insurance and road worthy certificates of the official vehicles; periodic reports on the state of the vehicles etc.
Frequently Asked Questions (FAQs)
You need to send an application for affiliation to the Office of the Registrar through the Institutional Affiliation Office.
You need an authorisation letter from Ghana Tertiary Education Commission (GTEC), the regulating body for tertiary education in Ghana. You also need to provide the following documents of your institution: Statutes, Organogram, Academic Policies, Procedures and Regulations, Students’ Handbook, Library User Guide, Quality Assurance Policy, Staff Development Policy, Sexual Harassment Policy, Curricula of Academic Programmes, Staff List, List of Physical Facilities, Laboratories, Proof of funding and others you will be asked to provide.
Yes GTEC allows institutions to have multiple programme affiliation.
GTEC expects UCC to mentor its affiliate institutions to follow the academic procedures and regulations
Your institution can start operation after obtaining affiliation from UCC as well as institutional and programme accreditation from GTEC. In in the case of professional programmes (Nursing and Midwifery, Medicine, Law, Architecture, Engineering etc.) you need to seek further accreditation from Professional regulatory bodies.