Governance

Supervise the governance function of the institution’s governance structures, including the development of rules and statutes and the facilitation and recordkeeping of meetings and decisions, as well as the dissemination thereof.

MAIN FUNCTIONS:

• Provide efficient administrative support to the Vice-Chancellor and Registrar in the management of the meetings of Council and Senate and the respective standing and ad-hoc Committees of the Namibia University of Science and Technology.
• Ensures that an official record of actions and decisions of Council, Senate and its statutory committees are maintained.
• Assist the Registrar in the implementation of good governance practices in the institution.
• Develop and Review of Rules and Statutes.
• Provide secretarial support to Council members in respect of correspondence, e-mail and other administrative matters.
• Compile appointment letters for Academic Deans and Heads of Departments and their deputies as well as to maintain a record of all academic appointments.

Assessment Administration

The Examination Department, with a staff complement of 8, offers the students and the academic staff of the Namibia University of Science and Technology support services in so far as administration of formal examination is concerned. This unit, co-ordinated by the Registrar’s Office, aims at providing a controlled, well-organized and safe environment for examinations.

THE DEPARTMENT FURTHER FOCUSES ON THE FOLLOWING KEY ACTIVITIES:

• Conducting of examinations, which includes:
• Finalization of June and November examination timetables
• Assisting students on the Student I-enabler
• Setting up of examination venues
• The preparation of examination papers for every examination session
• Dispatching of examination papers to the Regional Centres / abroad
• Handling/processing of applications for Remarking and Rechecking
• Administration of extra writing time for students with special needs Capturing of examination results on ITS
• Release of examination results after approval by the Executive Committee of Senate (Senex).

Central Records and Archives

The main objective of the Central Records and Archives Department is to supervise the institutional documents, records and archives management operation and function within the  Namibia University of Science and Technology.

MAIN FUNCTIONS:

1. Administration and Management of the Central Records and Archives Department:

• Act as custodian of the institutional memory of the Namibia University of Science and Technology, its students, staff and stakeholders.
• Represent the interest of the Namibia University of Science and Technology and to serve as a primary source of historical information.
• Develop and implement policies and procedures for the corporate documents, records and archives management programme of the institution.
• Adhere to information security classification and de-classification procedures.

2. Development and Management of a Records Management Programme and Strategy for the institution:

• Ensure that record keeping and records management practices effectively meet the vision, mission and objectives of the institution.
• Manage information and records as an institutional resource and ensure that the institution complies with all the applicable national legislation and requirements of the Archives Act 12 of 1992.

3. Ensure compliance with organisational standards for Records Management in all Schools, Centres and Administrative Departments:

• Develop and maintain links with Schools, Centres and Administrative Departments.
• Ensure adherence to document and records classification best practices to facilitate effective filing and retrieval.
• Keeping documents and records in safe custody.
• Monitor customer satisfaction of the Records Management Services provided.

4. Administrative & Technical Support Services:

• Consult with Schools, Administrative Support and Computer Services Bureau on destruction procedures for paper based materials.
• Liaise with an external Service Provider for the recycling of waste paper resulting from archival appraisal and selection.
• Liaise closely with staff of BCS during the selection and evaluation of appropriate EDRMS packages considered for implementation.
• Liaise with the National Archives of Namibia to obtain disposal authorities for the legal destruction of official records according to prescribed procedures.
• Manage the provision of off-site storage services for the institutions vital records.

5. Student Services:

• Assist with the capturing of applications for admission and biographical data.
• Collection of student documentation for filing.
• Verification of student data for promotional purposes.

6. Student Records

• Keeping and updating of Student Records
• Liaising with other Departments concerning student data

7. Registry and Postal Services

Manage, control and supervise the registry and Postal Services Unit in order to provide effective registry and postal services for the Namibia University of Science and Technology staff.

Central Records and Archives

Postal Services Unit

Faculty Administration

The Faculty Administration Unit consists of 9 Faculty Officers and provide efficient administrative and academic services and support to students, staff, lecturers and the general public.

THE UNIT FURTHER FOCUSES ON THE FOLLOWING AREAS:

• Collect/ organize/store/maintain and provide student data/records
• Update /correct/copy the academic structure
• Draw up the departmental year programme and action plan schedule
• Serve as meeting administrators to the Board of Studies Meetings
• Participate in career fairs, shows and school activities.
• Assist the Senior Admissions Officer in the amendment and revision of application forms.
• Receive application forms and calculate admission points
• Generate/amend admission and rejection letters and dispatch to successful and unsuccessful candidates
• Collect, update and process information on new courses and programmes of study.
• Attend to Faculty enquiries regarding students, curricula, and courses.
• Handle curriculum enquiries and advice students/parents / donors about curriculum changes
• Advise students on course amendments and apply change on ITS
• Create academic student records on ITS and check each student’s record to see if they qualify for an award.

You may contact the Assistant Faculty Officer in the absence your dedicated Faculty Officer

Faculty Officers and Assistant Faculty Officers

Enquiries can also be forwarded to facultyofficers@nust.na

Institutional Timetabling

To supervise and co-ordinate the Institutional Timetabling function within the Namibia University of Science and Technology. The Timetabling Department endeavours to ensure the co-ordinated optimal use of the physical and learning facilities and to govern utilisation of teaching facilities of the Institution. This Department deals with spaces which have been designated by the Namibia University of Science and Technology Management as available for teaching, learning and other uses in the Institution and which are recorded on the Central Timetabling System database.

KEY FUNCTIONS:

a) Develop an institution-wide timetable and produce programme and level-specific timetables delivered at the beginning of the semester to students, staff and other relevant stakeholders;
b) Provide a framework to all schools on designing an integrated timetable that would act as a management information system for planning and control purposes;
c) Provide a framework for the coordinated timetabling of core and service courses between the originating and recipient departments;
d) Provide a framework for the design of an optimal test scheduling system;
e) Assign appropriate facilities to meet the requirements of the Namibia University of Science and Technology operations in an effective and efficient manner;
f) Inform the Namibia University of Science and Technology community of their responsibilities in providing necessary, accurate and timely information to enable assigned staff to carry out this task;
g) Provide a framework for regular monitoring and review of the Namibia University of Science and Technology teaching and learning facilities usage and needs; and,
h) Advise staff and students where and how all teaching and learning space allocation and timetabling issues should be dealt with and by whom.

Institutional Timetabler