ADMINISTRATIVE AND ACADEMIC STRUCTURE

level 1

PRINCIPAL

level 2

COLLEGE LIBRARIAN

VICE PRINCIPAL

SENIOR MEDICAL OFFICER

level 3

ESTATE OFFICER

DEPUTY REGISTRAR

COLLEGE CHAPLAIN

SENIOR ASSISTANT FINANCE OFFICER

WARDEN OF STUDENTS

DEANS OF FACULTIES

level 4

PLANT AND VEHICLE SUPERINTENDENT

CHIEF SECURITY OFFICER

ASSISTANT REGISTRAR EXAMS

ASSISTANT REGISTRAR STUDENTS

ASSISTANT REGISTRAR HUMAN RESOURCE MANAGEMENT

ASSISTANT REGISTRAR (REV)

ASSISTANT REGISTRAR (EXP)

ASSISTANT FINANCE OFFICER (STUDENTS)

HEADS OF DEPARTMENTS

level 5

GROUNDS & GARDENS SUPERINTENDENT

RESOURCE CENTER

level 6

GAMES & SPORTS SUPERVISOR

GUEST HOUSE

THE REGISTRY

Functions

The registry under the supervision of the Deputy Registrar, assists the principal in the overall management and administration of the college.

Student Matters

Admissions and orientation

Registration

Matriculation

Students’ Records and Transcripts

Certification

Exams

Scheduling of all Collegiate exams

Conduct and co-ordination of all collegiate examinations

Publication of examination results

Custodian of all collegiate academic records

Updating of students academic records

Guiding of general board of examiners on making decisions on students results based on examination regulations

Handling of students concession matters

Human Resource Management

Senior supporting and junior staff appointments senior staff appointments up to lecturer 1 level

Junior staff training and development

All other junior staff related matters

General

Provision of secretarial service for all major committees of the college

Registrar

The Deputy Registrar :

Mr.Sorie Ndigi Dumbuya.

B.A. Dip.Ed. (USL); M.Ed.(Manc),Hubart H. Humphrey Fellow

Education: Sierra Leone Grammar School
Methodist Boys' High School
Fourah Bay College

Office of the Registrar

Assistant Registrar: I.M. Emerson-Thomas
B.A. Dip. Ed

Exams Officer: K.E.Turner
B.Sc. Dip. Ed

Assistant Confidential Secretaries: Mrs M.George, Ms G. Morgan

phone/fax: 232 22 223258

email:

TRANSCRIPTS

APPLICATION PROCEDURE FOR TRANSCRIPTS

The registry Fourah Bay College University of Sierra Leone, wishes all its alumni to note the following procedure in applying for transcripts:-

Applications should be addressed to:-

The Deputy Registrar
Fourah Bay College
University of Sierra Leone
Mount Aureol
Freetown
Sierra Leone

Applications should include the following:-

Full name of applicant/person for whom application is being made
Course of study pursued while at Fourah Bay College
Year admitted and year left
Address (es) to which transcript should be forwarded
Fax number of institution if transcript should be faxed

Payments should be made to the College's bank account held in the following bank

Midland Bank PLC
133 Regent Street
London W1A 4BQ

Account sortcode 400602
Acct No. 81416723

Receipt (payment advice) should be enclosed with the application.

The College can fax transcripts on request at an extra charge (see below)

Note that there are two forms of transcript: open and graded. The former may be forwarded to the applicant while the later can only be forwarded to institutions.

Note also that only in cases where exams were taken can transcripts be issued; otherwise only a certification/attestation can be issued.

The following are the rates charged:-

Open transcript	$30
Graded transcript	$40
Facsimile Service	$10
Certification/attestation	$10

You are assured of our prompt services at all times.

THE FINANCE OFFICE

General Background

The Finance Office, as is generally known is the Administrative Department whose basic responsibility is the efficient financial Management of all funds and other resources, available to the Fourah Bay College including student fees.

The Department comprises four units namely:

1. The finance Office

2. The Aureol Stores

3. The Post office

4. The Guest House

The Finance Office is divided into eight sections namely:

1. The Students Section

2. The Cash Office

3. The Expenditure Section

4. The Payroll Section

5. The Billing Section

6. The Clearing and forwarding Section

7. The final Accounts Section

8. The Secretariat.

Terms of Reference of the Finance Office

According to the University of Sierra Leone Accounting and Financial Procedures Manual, the function College finance Office is: -

a. Servicing of the College Standing Committees

b. The Financial Management of College resources which include:

- Preparation of College estimate

- Receipt, banking of and accounting for funds received from various sources

- Budgetary controls process of all commitments raised.

- The administration of cash floats

- The maintenance of an Inventory & Register of College tangible assets.

- Payment of salaries and wages

- Responsible for all procurement for College

- Management of and accounting for College income generating projects businesses.

Sources of Funds

1. Government Subsidies

2. University Fees

3. Investments

4. Rent from College Properties

5. Endowments

Analysis of annual fees for foreign & local

Major Expenditure Areas

1. Consumables, such as stationery, writing & teaching materials

2. Fuel

3. Water supply

4. Medical & Sanitation

5. General Infrastructure Maintenance

6. Classroom & Office furniture & furniture’s

7. Electricity

8. Chemicals and apparatus

9. Salaries and Wages

Staffing

The Department is one of the largest in the College with fifty-four established positions thirty-eight of which are currently filled.

The head of the Department is the Senior Assistant Finance Officer (SAFO), assisted by an Assistant finance Officer and other Senior Supporting and junior supporting staff.

Senior and Senior supporting Staff are:

Alice M. Lansana (MS)

M. Social Science (Accounting & Finance) University Birmingham diploma(Auditing & Accounting) B. Sc. (Econ.) Hons Accounting (USL)

Designation: - Senior Assistant Finance Officer

Education: - University of Birmingham, U.K.

Fourah Bay College, (USL), Sierra Leone

Harford School, Moyamba, Sierra Leone

Responsibilities

Under the supervision & control of the Principal who is the financial Controller, carries out the following functions, with powers of delegation to Assistant finance officers and other senior supporting staff.

Administration

1.Administers, monitors and supervises the finance office, Aureole stores, the College Guest House and College Post Office.

2. Accounting for and financial management of college resources

3. Prepare Estimates - Consolidation of college recurrent & development estimates.

4. Maintain & update fixed Asset Register - Work in close collaboration with the Estate Department.

5. Stores management - Supervises stock management and monitors stock movement & safety.

6. Procurement - of overseas and local equipment and general stock, amd holds the responsibility for clearing and forwarding functions.

7. Personal Emoluments - Supervises the compilation and payment of senior supporting and junior supporting staff salaries and other benefits.

8. Banking - Supervises & monitors all banking matters and signatory to all identified college foreign and local accounts. Custodian of all college negotiable instrument.

9. Superannuation - Administration of and accounting for the college superarannuation & F.S.S.U schemes.

10. Income Generation & Investment - Consolidates ensures and account for timely & viable foreign and local investments.

11. Internal Control - Ensure & monitor internal and Budgetary controls.

12. Represent the College, if the principal delegates, at finance related meetings

13. Liase with the U.F.O. (University Finance Officer in terms of College workflow name and accountability.

Reginald E Manley

Designation: Assistant Finance Officer

Education: Sierra Leone Grammar School, Prince of Wales School, Fourah Bay College

Qualification: B. Sc. (Econ) USL 1985

Name Designation Qualification

1. Mr. A. H. Kamara Finance Asst.

2. Mr .T. E. Morgan Finance Asst. RSA I & II

3. Mr. M. Kangbai Finance Asst. B.Sc. (Econ) Hons Accounting

4. Mr M. Janneh Finance Asst. B.Sc. (Econ.) Hons Accounting

5. Miss M. Momoh Sen. Fin. Asst. AAT

6. Miss. S. Sawyerr Finance Asst. AAT

7. Miss. Juliana Davies Conf. Secretary H.T.C

8. Mr. R.O.B Williams Finance Asst. B.Sc. (Econ) Hons Accounting

9. Mr D. L Coomber Finance Asst. H.T.C

Confidential Secretary: Mrs. J.E.M. Davies(H.T.C)

Office of the Senior Assistant Finance Officer

phone/fax: 232 22 224472

Vision for Efficient Income Generation & Financial

Management in the New Millennium.

- Time is of the essence in viable Financial Management. Timely decisions are necessary in investment finance officers should be to take timely decisions for investment s that are capital guaranteed.

- Students must be encouraged to become more prudent financially responsible citizens by opening bank accounts into which their allowances should be paid rather then the colleges wasting so much time and incurring costs to pay allowances to students.

- The University must deviate from making unrealistic contractual agreements. where funds are not available to pay e.g. medical refunds triennial, etc, these should be removed from the conditions of service.

- The drudgery of manual accounting has had untold negative effects on efficient performance in the finance offices. All accounts should be computerized immediately.

- Finance Officers should be more involved in policy formulation. Accountancy work goes far beyond that of mere book-keeping.

- The designation SAFO is very clumsy. We should either revert to the old name of Bursar or simply College Finance Officer (CFO).

- The bureaucracies for general decision making should be reduced to the barest minimum.

- College Finance Offices should be encouraged to become business oriented

Other departments within the administration are:

Warden's Department

Warden of Students: Mr.S.R.Fofanah

Estate Department

Estate Officer: Mr. C. J. Thomas

College Hospital

Ag. Sen. Medical Officer: Dr. M.A.M. Dumbuya

Games and Sports Department

Superintendent: Mr.L.O.Sisay

Chapel

Chaplain: Rev. Canon. Emerson-Thomas

College Security

Ag. Chief Security Officer: Mr.Paul Johnson

Major Ongoing Activities

1. Academic Changes

1. The College is in the process of modularising all degree courses. This should provide

i. Greater flexibility of choice of courses

ii. Reduce wastage

iii. Encourage inter and intra faculty solution of courses

iv. Provide greater relevance

The prepared commencement of this system is the 2000/2001 session on account of the

Introduction of the new school-leaving certificate, the West African Secondary School certificate, the duration of degree programmes in the College is to be revised as follows.

General Degrees - 3 years

Honours degrees - 4 years

It is also proposed to review the entry requirements. These changes are to commence at the beginning of the 2000/2001 session.

2. Millennium Celebrations

To commemorate the new millennium the College is organising a series of events from early February to May 2000. These would include public Lectures, theatre performances open day and exhibitions.

3. Infrastructure Developments

1. A new building is being constructed to house the computer training centre and for the prevision of bull Internet facilities

2. A new wing is being added to achieve building of the Registry to provide additional room for student’s records and other archival materials.

3. An obelisk is being constructed at the centre of the campus to commemorate the contribution of Fourah Bay College to education in Africa, from 1827 to the beginning.