General
AR Department Refresher Seminar Builds Teamwork and Social Cohesion for Improved Service Delivery
Members of Staff from the Department of the Academic Registrar (AR) at Makerere University have been urged to build strong teamwork with social cohesion in order to improve on service delivery. This was at the Departmental Refresher Seminar held on 14th and 15th March 2019 at Hotel Africana; to develop a deeper understanding and appreciation of roles and responsibilities as well as aligning the Department to suit the Collegiate system.
The two-day Seminar was officially opened by the Deputy Vice Chancellor (Academic Affairs), Dr. Umar Kakumba under the theme: Institutional Cohesion and team work for improved service delivery.
According to the Deputy Registrar (Undergraduate Admissions and Records Division) Mr. Charles Ssentongo, the Seminar was geared towards helping staff appreciate the theme through;
- Harmonizing Departmental operations under the Collegiate system
- Enhancing the working relationship between Departmental staff and other members of staff (Academic, Administrative and Support) in the university
- Re-orienting staff who were appointed to act as College Registrars into the roles and responsibilities of the Department of the Academic Registrar
Dr. Umar Kakumba applauded the leadership of the Academic Registrar’s Department for the thoughtful decision to bring the team together to discuss and reflect on their Unit specific and departmental responsibilities as well as their allegiance to the university.
Re-echoing the seminar theme, Dr. Kakumba said that team building and social cohesion are important factors in driving the institution’s goal and objectives. “As a scholar of organizational behavior, I am happy to mention that the theme blends harmoniously well with the pertinent factors of institutionalizing the university,” he said.
According to Dr. Kakumba, organizations are built on four (4) core blocks of; Vision, mission, goal and people. Institutions work towards achieving their goals and aspirations. To achieve this, they develop a vision with achievable objectives; a mission that captures the institution’s identity; and a goal that provides an explanation for the institution’s existence.
“Institutions are built on human systems, not on walls, or blocks. Without the human side enterprise, you cannot go anywhere. The people you employ must be nourished like babies. Seminars, workshops, conferences, retreats, are very critical in feeding the human enterprise,” he stated.
The Academic Registrar, Mr. Alfred Namoah Masikye thanked members of staff for the great work they are doing for the university and the Department. He encouraged them to always exercise the highest level of integrity when performing their daily duties. In the Same spirit, he applauded the team that developed the Departmental Strategic plan of 2020-230
He described the Department of Academic Registrar as a sensitive place dealing with student academic records. He therefore urged staff to perform their work diligently to the satisfaction of both the employer (government, university) and the client (students, parents, sponsors and investors).
“As the Department, we have registered success in the mandate that we are supposed to perform because of your hard work. I appreciate your commitment to your roles and obligations. I believe that we can do better. We are holding this Refresher Seminar to improve further,” he said.
He advised staff to love and appreciate their jobs when he said, “Makerere University has nurtured us. We have been able to educate our children and care for our wellbeing. Let us value the jobs that we have and perform to our best.”
The Facilitator, Mrs Alice Mubiru advised participants to always focus on applying for jobs that suit their interests and abilities. “If you want to excel at your work, it is important to do a job in line with your interest and ability.”
The Refresher Seminar was an interactive session with participants sharing knowledge, professional experiences and enhancing individual capacity development.
Participants were able to reflect on the importance of the various policies that are critical in the execution of the mandate of the Department of the Academic Registrar.
In a presentation, the Deputy Registrar (Senate Division), Mrs. Patience Rubabinda Mushengyezi encouraged members of staff to read and understand the University policies that govern their respective roles.
“The Department has a policy on admissions, registration, students’ loads, policies on withdrawal and policies on retakes. Since we are dealing with students, we need to be familiar with these policies to avoid mistakes. These policies help us to interpret the University mandate, goals and objectives. The policies help us to enforce university rules,” she emphasized.
Discussing the role of the Department of Academic Registrar in enhancing public relations at Makerere University; the Principal Public Relations Officer Ms. Ritah Namisango urged staff to always have a sense of belonging to Makerere University.
She asked staff to guard against actions that tarnish the university image and reputation and advised them on the proper and professional use of communication platforms while sending a formal communication on behalf of the University.
“Poor customer care, missing marks, not responding to complaints in time, students and staff strikes, students who have satisfied requirements missing on the Graduation list, are some of the actions that have negatively impact the University’s reputation among its publics,” she mentioned.
In a presentation on Customer care, Ms. Namisango highlighted the need to train University staff on customer care. According to her, customer care is a vital element of institution-client relationship and can strongly impact the operations of the institution and its image.
“We should serve our clients (students, fellow staff, partners, investors, parents) with a positive attitude and humility. The way we handle them either strengthens or weakens our reputation, builds or destroys our image and promotes or negatively affects the Makerere University brand,” she said.
“Remember that our actions; whether individual or departmental, will impact the university. Excellent customer care service leads to a wonderful Public Relations Strategy. Always remember to treat people well. Be kind to your customers so that they appreciate your services,” she added.
To develop a deep understanding and appreciation of the mandate of the Academic Registrar, the participants listened to unit specific presentations from the following Divisions/Sections:
- Undergraduate Admissions and Records by Deputy Registrar, Mr. Charles Ssentong
- Examinations and Transcripts by Deputy Registrar, Mr. Tom. L. Otim
- Certificates, Ceremonies and Publications, Ms. Dorothy Kabanda
- Experiences, Work Load and Expectations at the College level, Dr. Alfred Tingo
- Application avenues, processes and requirements for application, Ms. Hellen Ssali
- The Role of the Central Office by Mr. Thomas Baguma
- Available Systems in the ICT Division and demonstrations of AIMS, Ms. Ruth Iteu
- Budgeting and accounts procedures in Accounts Division, Ms. Maria N. Kigonvu
In the wrap up session, the members emphasized the need to review the Structure of the Department of the Academic Registrar; recruit Registrars at the School level for enhanced delivery at the College level; lobby for increased financial resources allotted to the Department; hold a Training in Public Relations and Customer Care; budget for Annual Capacity building programmes among other proposals.
Article by: Proscovia Nabatte, Mak Public Relations office
By Betty Nabisubi
On Friday 12th April 2024, over 100 international students convened at Makerere University to participate in the Mental Health Awareness Campaign organized by the International Students Union in partnership with the Counselling and Guidance Centre, International Office and Office of the Dean of Students.
The campaign, which included both physical and virtual participants, rallied international students to always ask for help. The annual event enables students to participate in engaging discussions, and provides a platform for them to openly share and address personal and academic challenges, both on and off campus.
The aim of holding a mental health awareness campaign for international students in the university is to promote mental well-being and provide support and resources for students facing mental health challenges. Furthermore, it seeks to raise awareness about common mental health issues, reduce stigma surrounding mental illness, and educate students on available mental health services and support networks. Additionally, it aims to empower students to recognize signs of distress, encourage help-seeking behavior, and foster a supportive and inclusive campus community where students feel comfortable discussing mental health concerns.
In line with the Mental Health Awareness Campaign theme; It is ok to ask for help, each Official urged the international students to seek guidance and support from the right offices and entities within the Makerere University system.
The Office of the Dean of Students represented by Mr. Peter Mwanja, Warden of University Hall emphasized the importance of students seeking help rather than isolating themselves in their hostels when faced with problems. He urged students to refrain from complaining about lack of assistance, but instead take action by speaking up when faced with challenges. Mr. Mwanja pledged to stand with the students throughout their academic journey so as to ensure that they have a fruitful stay at Makerere University.
In the same spirit, the Manager of the Makerere University Counselling and Guidance Centre, Mr. Henry Nsubuga called upon international students to utilize their services. He appealed to students to seek for help whenever they feel distressed.
“Please come to the Centre when you need help. The Centre is ready to provide assistance upon any distress signal. I assure you that nobody will judge you for not being okay. We have professional counsellors who are willing to help,” remarked Mr. Nsubuga. The Makerere University Counselling and Guidance Centre is conveniently located at Plot 106, Mary Stuart Road, opposite Mary Stuart Hall.
Dr. Gardner Herbert from the Julius Nyerere Leadership Centre at Makerere University emphasized the importance of emotional intelligence, which encompasses the ability to understand, manage, and express one’s own emotions effectively, as well as to recognize and respond appropriately to the emotions of others. He highlighted the significance of students possessing skills such as self-awareness, self-regulation, social awareness, and relationship management.
Self-awareness, he emphasized, serves as the foundation of emotional intelligence. This involves recognizing and understanding one’s own emotions, strengths, weaknesses, values, and motivations. Dr. Gardner explained that ndividuals with high self-awareness are better equipped to comprehend how their emotions influence their thoughts and behaviors, leading to more informed decision-making and greater self-control.
Mr. Gerald Ochwo on behalf of the Makerere University International Office encouraged the audience to visit the premises on Flat A5, Block A, Lincoln Flats for their mandate is anchored on ensuring that International students’ university experience is enriching. Furthermore, he emphasised the importance of students managing their visas proactively, instead of rushing to renew them either at the last minute or upon expiry. He pledged to organize more events to foster relationships among students.
Focusing on nurturing a supportive environment for students away from home, the International Office invited Ms. Olivia Mwanje, a student of Makerere University pursuing a Master’s degree in Climate Change and Development at the College of Agricultural and Environmental Sciences to share a lived experience.
Ms. Mwanje was one of the beneficiaries of the exchange students’ programme to Utrecht University in the Netherlands. Her testimony served to demonstrate to international students that with dedication and sacrifice, it is possible to leave one’s home country, study abroad, and excel both academically and personally. She encouraged students to remain focused on their academic programmes despite the allure of other pursuits.
“I urge you, fellow students, to remain steadfast in your educational aspirations while exploring the opportunities available. Prioritize your academic goals over non-academic pursuits,” said Ms. Mwanje. She stressed that deviating from the primary objective leads to unintended consequences. For instance, she shared stories of students who abandoned their academic pursuits for menial jobs upon arrival abroad. Ms. Mwanje advised students to stay committed to their studies and, upon completion, pursue other non-academic endeavors if they so desire.
The Guild President, H.E. Vincent Lubega Nsamba expressed the Guild Leadership’s strong commitment to ensuring that international students have a comfortable stay at Makerere University. He encouraged international students to seek counselling whenever they feel distressed and emphasized the importance of talking to peers for support.
One of the international student leaders, Mr. Harrison Igwe expressed enthusiasm for organizing activities that promote unity within the international student community at Makerere University. The goal of the activities, he said, is to enhance camaraderie and strengthen support networks among international students.
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