THE POLYTECHNIC, IBADAN

STAFF HAND
BOOK

BEING CONDITIONS OF SERVICE

FOR STAFF OF THE POLYTECHNIC, IBADAN

A) NATIONAL ANTHEM
Arise, O compatriots
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Nigeria’s call obey
To serve our Fatherland
With love and strength and faith
The labour of our heroes past
Shall never be in vain
To serve with heart and might
One nation bound in freedom,
Peace and unity

Oh God of Creation
Direct our noble cause;
Guide our leaders right
Help our youth the truth to know
In love and honesty to grow
And living in just and true
Great lofty heights attain
To build a nation where peace
And justice reign.

NATIONAL PLEDGE
I pledge to Nigeria, my Country
To be faithful, loyal and honest
To serve Nigeria with all my strength
To defend her unity
And uphold her and honour and glory
So help me God.

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A) OYO STATE ANTHEM
ASIWAJU NI WA!

Asiwaju ni wa, Asiwaju ni wa

Asiwaju ni wa, Asiwaju ni wa.
Ipo Asiwaju Leledumare fun wa ní’pinle Oyo

Ipinle Oyo e je ka segiri,

Omo Oyo ka te pa wa mo’se
Ka ba ‘ra wa soro
ka so ododo
Ka sohun to to, to dara nigba gbogbo, nibi
gbogbo fun Ipinle Oyo

Ko ni rehin o loju mi ko ni rehin o

Ko ni rehin o nigba temi ko ni rehin o
Emi a sohun to to, to dara nigba gbogbo
Nibi gbogbo fun Ipinle Oyo

Asiwaju ni wa, Asiwaju ni wa

Asiwaju ni wa
A …. siwaju ni waaaa!!!

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B) THE POLYTECHNIC, IBADAN ANTHEM

1. Great Polytes
Salute your fatherland
Great Polytes
Rise to the clarion call
Of a citadel of excellence
And perfection towards knowledge

Arise, Arise and Shine

Shine, for your time has come
Ibadan Poly, Ibadan Poly
The pacesetter, keep moving Polytes
You make the world

2. Great Polytes
Bring forth your worthy fruits
Great Polytes
Bring forth your worthy fruits
In character and dignity
And service to humanity
Arise, Arise and Shine
Shine, for your time has come
Ibadan Poly, Ibadan Poly
The pacesetter, keep moving Polytes
You make the world

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VISION AND MISSION

VISION
To provide technological and managerial excellence in education, research integrity and hard

work through creative interdisciplinary approaches to address the complex needs of modern

society.

MISSION
To be a top-class technologically advanced institution through hands - on research and training

of future transformational leaders for diverse, highly technological, managerial and productive

public and private sectors.

CORE VALUES
Citadel of Excellence,

Perfection towards knowledge,

Bringing forth worthy fruits in character and dignity and service to humanity.

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THE GOVERNING COUNCIL
1. Prof. ADEKUNLE Akinyemi - Chairman
2. Prof. ADEBIYI K. A. - Rector - Member
3. Prof. KAREEM S. O. - Member
4. Prof. ODEWUMI S. G. - Member
5. Barrister OJOLOWO G. O. - Member
6. Mr. ADEDAPO A. J. - Member
7. Ayaba (Barr.) ADEYEMI Moji - Member
8. Hon. ABIOLA A. T. - Member
9. Alh. AKINYEMI R. B. - Member
10. Mr. ABDUL Isa Kofarmata - Rep. NBTE - Member
11. Mrs. ATERE A. B. - PS, Min. of Edu, Sci. & Tech. - Member
12. Mrs. FASHINA A. A. - PS, Min. of Finance - Member
13. Mr. OLADOJA S. A. - Rep. Congregation - Member
14. Mr. OLALERE S. A. - Rep. Congregation - Member
15. Mrs. FAWALE M. T. - Registrar - Secretary to Council
THE PRINCIPAL OFFICERS
1. Prof. ADEBIYI Kazeem Adekunle - Rector
2. Mrs. OLUBAMIWA Abiodun Olubunmi - Deputy Rector
3. Mrs. FAWALE Modupe Theresa - Registrar
4. Mr. OJETOLA Olawole Adebayo - Bursar
5. Dr. AJALA Samuel Folorunso - The Polytechnic, Librarian
6. Engr. IPADEOLA Stephen Folorunso - Director, Works & Services
CONDITIONS OF SERVICE COMMITTEE MEMBERS
1. Prof. ODEWUMI Samuel G. - Council - Chairman
2. Hon. ABIOLA A. Taoheed - Council - Member
3. Mrs. ADEMUYIWA Foluso A. - Rep. PS. Min. of Edu., Sci. & Tech. - Member
4. Mr. GIWA Babatunde Amuzat - Rep. PS. Min. of Finance & Budget - Member
5. Mrs. FAWALE Modupe Theresa - Registrar - Member
6. Mr. OLALERE S Aderemi - Rep. Congregation - Member
7. Mr. LADOJA Sule Akande - Rep. Congregation - Member
8. Mrs. SALAWU Olaide O. - Rep. BOS - Member
9. OLATONA Ibukun Florence - DR, VSESC - Member
10. Mr. ABEGUNDE Abiodun - SSANIP Chairman - Member
11. Mr. AKANDE Ibrahim A. - NASU Chairman - Member
12. Mr. OJO Adeolu A. - DR, Personnel - Member
13. Mr. ADENIRAN Jacob A. - DR, ILPO - Member
14. Mr. ADEWOYIN Mufutau O. - DR, SSE - Secretary

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SECRETARIAT
1. Mr. TIAMIYU Mukaila Owolabi - CEO, CPE
2. Mrs. OYEWOLE Lola Elizabeth - AO I, SSE
3. Mrs. AKANBI-ATANDA Janet Opeyemi - SSA, SSE

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LIST OF FACULTIES, DEPARTMENTS AND DIRECTORATES
1. Faculty of Business and Communication Studies
Departments

i. Mass Communication
ii. Public Administration
iii. Local Government and Development Studies
iv. Business Administration
v. General Studies
vi. Marketing
vii. Music Technology
viii. Procurement and supply Chain Management
ix. Office Management and Technology

2. Faculty of Engineering
Departments
i. Mechanical Engineering
ii. Electrical Engineering
iii. Civil Engineering
iv. Computer Engineering
v. Mechatronics Engineering

3. Faculty of Environmental Studies

Departments

i. Quantity Surveying
ii. Art, Design and Printing Technology
iii. Urban and Regional Planning
iv. Surveying and Geo-informatics
v. Estate Management
vi. Building Technology
vii. Architecture
viii. Fashion and Clothing

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 4. Faculty of Financial Management Studies
Departments

i. Banking and Finance

ii. Accountancy
iii. Insurance

5. Faculty of Science
Departments

i. Computer Studies
ii. Science Laboratory Technology
iii. Mathematics and Statistics
iv. Biology
v. Geology
vi. Physics
vii. Library and Information Science
viii. Chemistry

DIRECTORATES
1. Continuing Education Centre
2. Medical Services
3. The Poly Ibadan Ventures
4. Research and Development
5. Vocational Skills and Entrepreneurship Study Centre
6. SERVICOM

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 THE POLYTECHNIC, IBADAN ORGANOGRAM

VISITOR

GOVERNING COUNCIL

RECTOR

DEPUTY REGISTRAR BURSAR POLYTECHNIC DIRECTOR,

RECTOR LIBRARIAN WORKS &
SERVICES

Deans

HODs DMS Directors: APCU

Lecturers & Centres
Instructor Doctors
Technologist Pharmacists
ILPO Coordinator Nurses
Librarians
Ancillaries
Chief Internal
Audit
Accountants Executive Library Officers
Administrative Executive Secretaries Engineers Technical
Chief Officers
Auditors Executive Officers Officers Coach (Account) Officers
Officers
(Audit)

Typists
Chief Chief Fire
Security Officer Clerical Officers
Officer
Messengers

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TABLE OF CONTENTS PAGE

CHAPTER ONE: INTRODUCTION - - - - - - - - 12 - 15

CHAPTER TWO: GENERAL DEFINITIONS - - - - - - - 16 - 21

<

CHAPTER THREE: APPOINTMENTS - - - - - - - - 22 – 36

CHAPTER FOUR: SALARIES AND INCREMENTS - - - - - - 37 - 38

CHAPTER FIVE: LEAVE - - - - - - - - - 39 - 58

CHAPTER SIX: PASSAGES - - - - - - - - - 59 - 61

CHAPTER SEVEN: ALLOWANCES AND ADVANCES - - - - - 62 - 63

CHAPTER EIGHT: DENTAL AND MEDICAL CARE - - - - - 64 - 66

CHAPTER NINE: RETIREMENTS AND RETIREMENT BENEFITS - - - - 67 - 74

CHAPTER TEN: APPOINTMENTS AND PROMOTIONS - - - - - 75 - 92

CHAPTER ELEVEN: DISCIPLINE - - - - - - - - 93 -106

CHAPTER TWELVE: GRIEVIANCE PROCEDURES - - - - - - 107 - 115

CHAPTER THIRTEEN: HOUSING - - - - - - - - 116 – 123

CHAPTER FOURTEEN: POLICIES, PROCEDURES AND REGULATIONS

GOVERNING STAFF DEVELOPMENT AND TRAINING - - 124 - 135

CHAPTER FIFTEEN: ACADEMIC MATTERS - - - - - - 136 - 141

CHAPTER SIXTEEN: SPECIAL AMENDMENTS PROVISIONS - - - - 142

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 CHAPTER ONE
INTRODUCTION

1.1 PREAMBLE
The Polytechnic, Ibadan was established on 7th August, 1970. It was meant to produce man-power,

particularly in the field of technology, that would not only be technically knowledgeable, but also

capable of a degree of supervisory management in commerce, industry and business. This and the

expansion of the academic sphere of influence of the institution have made the demand for qualified

Administrative and Academic staff highly important. Such members of staff have to be well informed

about their jobs, but more importantly, about their expectations, aspirations and the requirements of

The Polytechnic from them. This Staff Handbook is published with the aim of bringing together and

presenting in a very convenient form, information about the various aspects of establishment,

procedures and regulations in The Polytechnic, Ibadan. It also attempts to present a synthesized form

of various regulations that govern academic planning in the institution, thus enabling every academic

and administrative staff to know what is expected of him, not only at departmental, but also at faculty

level. These efforts are directed at providing with ease, the necessary data on which The Polytechnic,

Ibadan rests and functions, to a large extent.

OBJECTIVES
 To produce manpower; particularly in the field of technology that would not only be

technically knowledgeable, but also capable of a degree of supervisory management in

commerce, industry and business.

 To re-awaken all staff and students to the need for re-building The Polytechnic, Ibadan, Oyo

State and the country at large, and consequently inducing a drastic attitudinal change towards

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 achieving the goal, by way of more commitment, greater loyalty and diligence on the part of

all concerned.

 To significantly improve the conditions for learning and research within the Institution and

expand the scope in the areas of innovation, invention and development.

 To update and modify the curricular relevant to national and global demands.

 To have an Institution characterized by peaceful co-existence and in which members of staff

socialize with one another without inhibition and discrimination.

1.2 HISTORY OF THE POLYTECHNIC, IBADAN

The history of The Polytechnic, Ibadan dates back to 1969 when the International Working Party was

set up by the Western Region Government to advise her on the establishment of a Polytechnic .The

working party recommended, among other things, the establishment of a Polytechnic in the Western

Region whose general objectives would be to produce technician who will make important

contributions to the social and economic development of the country and the Western Region in

particular. The Western Region Government accepted the recommendations and The Polytechnic,

Ibadan was established under the provisions of Ibadan Edict 1970 and under the subsequent provisions

of:

(1) Polytechnic, Ibadan (Amendment) Edict 1971

(2) Polytechnic, Ibadan (Amendment and Consequential provisions) Edict, 1971

(3) Polytechnic, Ibadan (Amendment) (No. 2) Edict, 1971; and

(4) Polytechnic, Ibadan (Amendment) Edict, 1972

(5) Polytechnic, Ibadan (Amendment)Edict,1977

By its establishment, The Polytechnic, Ibadan became a successor to the erstwhile Technical College,

Ibadan which was founded in 1960, the year of Nigeria’s Independence.

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The general function of The Polytechnic, Ibadan is to provide for student training and development of

techniques in applied science, engineering and commerce as well as in other spheres of learning. It

provides professional courses leading to National and Higher National Diplomas and other awards at

comparable level offered as appropriate on a full time, sandwich, or part-time basis. Alongside the

professional courses, The Polytechnic, Ibadan offers basic courses leading to the General Certificate

of Education (Advanced Level) Examinations.

Through the Vocational Skills Improvement Unit, the Institution offers a wide range of specialized

short courses not only for the purpose of improving the level of vocational competence of technical

and commercial workers but also provides opportunities for presenting the most recent advances in

knowledge and in techniques to specialist groups.

The Polytechnic, Ibadan also provides opportunity for creative development and research related to

the needs of teaching, industry and the business community, particularly, in Oyo State.

During the 1975/76 session, The Polytechnic, Ibadan adopted the Faculty System of structuring the

Academic Departments, hitherto run, solely on Departmental basis. The conception was to make for

easier work co-ordination and management. At present, there are five (5) Faculties comprises thirty-

three (33) Departments. The Faculties are: Business and Communication Studies, Engineering,

Environmental Studies, Financial Management Studies and Science.

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1.3 LOCATION, EXTENT AND CONSTITUENTS

THE POLYTECHNIC, IBADAN LOCATION

Area - 235.317 Square Hectares

Falls between

Longitude (East) - 070 251 35.61” E &

Longitude (East) - 070 271 22.71” E

And

Latitude (North) - 030 521 38.15” N &

Latitude (North) - 030 531 45.81” N

Located in Ibadan North Local Government Area of Oyo State.

1.4 GEOGRAPHICAL LOCATION

The Polytechnic, Ibadan is located in Ibadan North Local Government Area, Oyo State, Nigeria. It

is situated along Sango-Eleyele Road, Ibadan, Oyo State. It also shares borders with the University

of Ibadan as well as Sango, Ijokodo and Apete Communities.

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 CHAPTER TWO
GENERAL DEFINITIONS
2.1 TITLE:
These “Conditions of Service” can be referred to as “The Staff Regulations” of The

Polytechnic, Ibadan and are also known in its publication as the “REGULATIONS”. They are

issued by the Authority of the Governing Council of The Polytechnic, Ibadan and come into effect

in …

2.2 APPLICATION OF THE REGULATIONS:

The Regulations shall have applications to all matters pertaining to the Appointments, Promotions,

Leave (Study leave, Sabbatical Leave, Leave of Absence etc), Tenure and other matters as

applicable to the following:

(a) All Senior members of the established staff of The Polytechnic, Ibadan on Salary levels 6-

15 and above, and

(b) All other staff, particularly, those on Junior Staff Salary levels 1-5

(c) All other staff, particularly, those on Contract Appointment of The Polytechnic, Ibadan.

2.3 GENERAL DEFINITIONS AND INTERPRETATION

General Definitions and Interpretation
Except where otherwise indicated in the context, the following words and terms shall be construed

as indicated hereunder:-

(i) Established Staff : means

(a) any person employed in established posts on permanent and pensionable terms.

(b) any person employed in an established post on non-pensionable terms.

(c) any person holding a post provided for in the budget estimates.

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(ii) Unestablished Staff: means any person in The Polytechnic, Ibadan Establishment not

entitled to benefit from The Polytechnic, Ibadan Staff Pensions’ Scheme.

(iii) Expatriate Staff: means a staff other than Nigerian Staff domiciled outside Nigeria and

whose terms of appointment recognise such residence.

(iv) Temporary Staff: means an employee of The Polytechnic, Ibadan occupying a non-

permanent post.

(v) Child of a staff: means a child who is either

(a) the staff’s biological offspring by Christian or Islamic marriage, or by marriage under

recognized traditional law and custom, or under the Marriage Act or;

(b) the staff ‘s step-child being the offspring by a previous marriage of a spouse of the staff

married to him or her by Christian marriage, Islamic marriage or by marriage under

recognized traditional law and custom or under the Marriage Act or;

(c) a child adopted by the staff in accordance with any statutory provision, and is entirely

dependent on the officer and is under the age of 18 but not exceeding 25 years but still

in full time school or college, and

(d) any other biological offsprings

(vi) Married Woman: Includes a woman who -

(a) is married under the Marriage Act or under Christian or Islamic Marriage Law or under

a recognized Customary law; or

(b) is separated from her husband but does not include a widow or woman divorced or

legally separated from her husband.

(vii) Deferred Leave: means any leave officially put aside for sometime on the prior authority

of The Polytechnic, Ibadan.

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(viii) Vacation Leave: means leave of absence to which a staff is entitled.

(ix) Casual Leave: means leave granted for exigencies other than ill health.

(x) Contract Appointment: a contract appointment is a temporary appointment by agreement

for a definite period. The agreement may be recorded either in formal document of

agreement or in an exchange of letter offering and accepting appointment ( a retired staff

that is appointed for a specific period of time)

(xi) Temporary Appointment: means all appointments on non-pensionable terms.

(xii) Transfer: is the permanent release of an officer from one Establishment to another within

the same service or between scheduled services.

(xiii) Leave of Absence: unpaid leave granted to staff.

(xiv) Honourary Appointment: means an individual who has volunteered to give services to

the Institution free of charge (Pro bono)

(xv) Study Leave: is a period of paid leave granted to staff for academic purpose after a period

of service.

(xvi) Sabbatical Leave: is a period of one (1) year paid leave granted staff that has accumulated

12 semesters as approved by The Polytechnic, Ibadan to serve in another Establishment.

(xvii) Promotion: an elevation to the next grade level after fulfilling all requirements since last

promotions/appointments.

(xviii) Transfer Value: means the amount paid and accepted in complete discharge of pension’s

liability in respect of an officer at the time of his transfer to or from a public service.

(xix) Final Salary: means the basic salary including some specific allowances as being paid to

the officer at the time/date of his retirement.

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(xx) Secondment: means the temporary release of an officer to the service of another

institution or any other Public Service.

(xxi) Withdrawal: is the cessation of an officer’s services at his own opinion after putting at

least 10 years service.

(xxii) Dismissal: means removal of an officer from the services of The Polytechnic, Ibadan as a

result of misconduct.

(xxiii) Termination: means the cessation of an officer’s service by The Polytechnic, Ibadan.

(xxiv) Academic Year: means a session of two semesters normally beginning from 1st October

to 30th September of the following year or for such period dictated by circumstance.

(xxv) Semester: means one of the two periods into which an academic year is divided at least

sixteen (16) weeks.

(xxvi) Misconduct: Misconduct is defined as a specific act of wrong doing or an improper

behavior which is inimical to the image of the service and which can be investigated and
proved. It can also lead to termination and retirement. It includes:
(a) Scandalous conduct such as:
(i) Immoral behavior;
(ii) Unruly behavior;
(iii) Drunkenness;
(iv) Foul language;
(v) Assault;
(vi) Battery;

(b) Refusal to proceed on transfer or to accept posting;

(c) Habitual lateness to work;
(d) Deliberate delay in treating official document;
(e) Failure to keep records;
(f) Unauthorized removal of public records;
(g) Dishonesty;
(h) Negligence;
(i) Membership of cults;
(j) Sleeping on duty;
(k) Improper dressing while on duty, such as wearing indecent dress;
(l) Hawking merchandize within office premises;
(m)Refusal to take/carry out lawful instruction from superior officers

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 (n) Malingering;
(o) Insubordination
(p) Discourteous behaviour to the public.

(xxvii) SERIOUS MISCONDUCT

Serious misconduct is a specific act of very serious wrongdoing and improper behavior
which is inimical to the image of the service and which can be investigate and if proven,
may lead to dismissal.
Serious acts of misconduct include:
(a) Falsification of records;
(b) Suppression of records;
(c) Withholding of files;
(d) Conviction on a criminal charge (other than a minor traffic or sanitary offence or
the like)
(e) Absence from duty without leave;
(f) False claims against Government Officials’
(g) Engaging in partisan political activities;
(h) Bankruptcy serious financial embarrassment;
(i) Unauthorized disclosure of official information;
(j) Bribery;
(k) Corruption;
(l) Embezzlement;
(m)Misappropriation;
(n) Violation of oath secrecy;
(o) Action prejudicial to the security of the state;
(p) Advance Fee Fraud (Criminal Code 419)
(q) Holding more than one full-time paid job;
(r) Nepotism or any other form of preferential treatment;
(s) Divided loyalty;
(t) Sabotage;
(u) Willful damage to Public property;
(v) Sexual Harassment and
(w) Any other act unbecoming of a Public Officer

(xxviii) Inefficiency: means series of acts of omissions, incompetence or misbehavior

which in themselves are not serious enough to merit proceedings for misconduct but the

cumulative effect of which is to show that an officer is not capable of discharging,

efficiently, the duties of the office he holds.

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 (xxix) “Staff Handbook”: means the “Conditions of Service” for the Staff of The Polytechnic,

Ibadan and is also referred to as the “Regulation” or constitution.

(xxx) “His” in legal terms includes “hers”, “he” also includes “she”.

(xxxi) A&P: means the Appointments and Promotions Committee (Academic) & (Non-

Teaching).

(xxxii) Public Interest: in this sense means the best interest of The Polytechnic, Ibadan.

(xxxiii) “The Polytechnic”: means The Polytechnic, Ibadan established under the

provisions of the principal Edict cited as The Polytechnic, Ibadan, Edict 1970 and under

the subsequent amendments.

2.4 INTERPRETATION

The Registrar to The Polytechnic, Ibadan is empowered to interprete the Regulations but when

there is any conflict among members of staff on interpretation of any of the Regulations, the

Rector or the Governing Council is to hear the appeal. The interpretation of the Governing Council

shall, however, override.

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 CHAPTER THREE
APPOINTMENTS

3.1 General

An employee of The Polytechnic, Ibadan shall hold office on such terms and conditions of service

as may be set out in any contract in writing between him and The Polytechnic, Ibadan such

contract being signed on behalf of The Polytechnic, Ibadan by the Registrar or any such other

person as may be authorized for that purpose by The Polytechnic, Ibadan. Any such contract shall

contain or be deemed to contain a provision that the terms and conditions of service specific

therein are subject to the provisions of the Edict, and Regulations of The Polytechnic, Ibadan.

3.2 Vacancies will normally be advertised wherever possible in the press, through electronic media or

internally.

3.3 Appointments to established post in The Polytechnic, Ibadan, shall not be valid unless conveyed

by a letter of appointment signed by the Registrar or any authorized officer and the candidate

accepts the offer in writing within the specified period (i.e two weeks).

3.4 All appointments shall be subject to a successful medical examination, arranged by or on behalf of

The Polytechnic, Ibadan.

3.5 i) Every appointee shall disclose legal evidence of his age, marital status and official proof of

qualifications on appointments and official proof of working experience.

ii) Any appointee who is found to have given wrong evidence of identity, age and

qualifications

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 shall be summarily dismissed.

3.6 Appointment of Principal Officers

i. Section 12 – 15, part IV of The Polytechnic, Ibadan Edict 1970 and its various

amendments provide that the Principal Officers, namely: the Rector, Deputy Rector,

Registrar, Bursar, Polytechnic Librarian and Director of Works and Services shall be

appointed by the Governing Council, provided that in the case of a Deputy Rector, he must

have been elected by the Board of Studies. The other members of staff shall be appointed

by the Governing Council on the advice of the Appointments and Promotions Committee

and Junior Staff Committee.

ii. For the purpose of Section 3.6(i) above, the Governing Council shall appoint suitable

persons to form the Appointments and Promotions Committee and Junior Staff Committee

in respect of appointments and promotions of members of staff.

iii. An assessment and interviewing selection panel be set up in respect of any appointment

which is to be made and the panel shall make recommendations to the Appointments and

Promotions Committee/Junior Staff Committee.

iv. The Rector shall have power to make temporary appointments to Senior and Junior Staff

posts for a period not exceeding one year, unless renewed for final period of six months

where the need clearly arises. Such a temporary appointment shall be made only on the

recommendation of the Head of Department concerned.

v. All appointments shall be made in accordance with the dictates of the policies of the

institution.

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 vi. In making an appointment to an academic post of a professional field, the committee shall

take account of required professional qualification and relevant professional experience

and competence.

vii. A person appointed to the grade of Assistant Lecturer /Administrative Officer II and who,

while in the grade is subsequently awarded a Master’s degree of any University (or an

approved higher degree of equivalent status) shall be upgraded to the next grade from the

date of obtaining the degree.

viii. Notwithstanding age, experience, or qualifications, special consideration will be given for

exceptional scholarship and high academic standing.

3.7 Where an officer holds an appointment on probation, the Head of Department or Unit in which he

serves shall, three months before the expiration of the period of probation, consider whether the

officer should be confirmed or whether the appointment of the officer should be terminated.

3.8 Procedure for Temporary Appointment in Exigencies:

Preliminary Conditions:

(i) Notwithstanding the preceding provisions governing permanent appointments, temporary

appointments shall be made as and when exigencies occur.

(ii) Types of exigencies anticipated include:

(a) Demands of regular but inevitable cyclical work

(b) Demands of peak loads in cyclical work.

(c) New programmes or projects

(d) Where interviews for appointments into relevant permanent positions have already

been scheduled to take place within a matter of few weeks.

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 (iii) Eligibility criteria is simply that candidates proposed for appointments should satisfy the

requirements of education and experience as set out for the relevant positions in the

approved scheme of service as spelt out by the NBTE Regulations and relevant to the

Department. No Appointment of third class, either Academics or Administrative.

(iv) Responsibility for Regularizations:

(a) The Personnel Officer shall render regular quarterly returns to key officers

including Rector, Deputy Rector, Registrar, Bursar, Deans of Faculties/Heads of

Departments of all staff on temporary appointments in the separate categories of

Senior Staff and Junior Staff.

(b) The Personnel Officer shall ensure that adequate arrangements are made at the

earliest opportunity, for a regular appropriate interview panel to interview persons

serving on temporary appointments, with a view to recommending them for

absorption into permanent appointments.

(c) A temporary appointment made for a period of twelve months, in the first instance,

may normally be renewable for not more than an additional six months or

otherwise dispense with.

3.9 Outside Work and Other Employment:

All appointments will be full-time and Staff shall not undertake another full-time with parties

outside The Polytechnic, Ibadan unless he has received in writing, through the Rector, the

permission of The Polytechnic, Ibadan to do so, on terms and conditions approved for the

particular undertaking. A Senior Staff may, however, with the consent of the Rector be invited to

serve as an examiner by other institution(s).

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3.10 Outside work does not include the giving of occasional lectures elsewhere and the writing of

books and occasional participation in literary activities, but these would not involve The

Polytechnic, Ibadan in any financial responsibility.

3.11 A member who accepts full-time appointment as defined above without the permission of The

Polytechnic, Ibadan shall be deemed guilty of misconduct and leads to summary dismissal.

3.12 Contract Staff:

A contract appointment shall be limited to the period specified in the letter of appointment. In

other cases, contract appointment will be for an initial period of two (2) years and renewable for

another period of one (1) year only provided the appointee is certified medically fit with

satisfactory performance during the first tenure.

3.13 A contract officer who desires to renew his current contract shall, three months before the

expiration of his contract, notify The Polytechnic, Ibadan of his wish in writing. On no account

should contract appointment be extended for more than three (3) years.

3.14 On receipt of such notification, the Head of Department shall forward his recommendation to the

Appointments and Promotions Committee/Junior Staff Committee and whatever decision taken

should be communicated to the officer without delay.

3.15 Confirmation of Appointment:

All persons appointed to established posts shall be on probation for three (3) years after which

they will become eligible for confirmation from the Head of Department subject to a report of

satisfactory performance, re-verification of credentials by the Institution and satisfactory

background checking by the security agencies provided the effective date of confirmation shall be

the date of his assumption of duty.

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 Re: verification of the credentials by the institution satisfactory background checking by security

agency

3.16 Appointment of Directors

Candidates to the position of Directors will respond to internal advertisement after which an

interview(s) will be conducted for suitable candidates among Academic staff who are on level 14

and above. The appointee are responsible to the Rector for day-to-day activities. Such officers are

to serve for a period of two (2) years in the first instance and subject to renewal of another single

term of two (2) years only.

3.17 Appointment of Head of Department

Appointment of the Head of Department relies/depends on the recommendation of the Dean to the

Rector who has the mandate to select the best candidate as substantive Head of Department and he

is to serve for a period of 2 years single term. However, a form for appointment of HOD shall be

designed by the Registra r to be obtained by interested members of the Department and to be

screened by the Rector for such appointment.

In case of absence of Chief Lecturer as substantive, the Rector can appoint an officer in acting

capacity who is to serve for only one (1) year single term and renewable for another one (1) year.

3.18 Resignations:

i.) Any confirmed member of staff may tender his resignation after giving to the

authority due notice in writing of his intention to do so or make payment in lieu-of-notice

provided that this section shall not operate where the staff is under bond with the

institution, and in such cases as the terms and conditions of the bond shall operate.

ii.) Any confirmed staff must give three (3) months’ notice prior to the end of an academic

semester without any option of three (3) months salary in lieu-of-notice in case of

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 academic staff; or one (1) month notice at any time of the year in case of other members of

staff or one month’s salary in lieu of notice.

iii.) Such officer must ensure that all Academic records relating to examination be submitted

without delay, failure to do so may hamper the process of his/her entitlement benefit or

other requests.

iv) In case of Principal Officers or equivalent of The Polytechnic, Ibadan such as the Rector,

Deputy Rector, Registrar, Bursar, Librarian, Director of Works & Services, three (3)

months’ notice or three (3) months’ salaries in lieu of notice shall be mandatory.

v) A temporary member of staff may resign his appointment by giving one month’s notice in

writing or paying one month’s salary in lieu of notice.

(vi) On the other hand, The Polytechnic, Ibadan may give equal notice to an employee

or pay an equal sum in lieu of notice should the appointment be terminated other than for

misconduct.

3.19 Terminations:

(i) The Governing Council may terminate any appointment in accordance with the

term of the contract of service.

(ii) The appointment of any Staff may be terminated for good cause by the Council

provided that:

The appointment of any staff who holds an appointment until retirement age shall

not be terminated for misconduct by the Council until the person concerned has

been notified in writing of the grounds on which consideration is being given to the

termination of his appointment, and he has been given reasonable opportunity of

fair hearing.

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(iii) For the purpose of section 3.19 (ii) above “good cause” means:

(a) Conviction for any offence which the Governing Council considers to be such

as to render the person concerned unfit for the discharge of the functions of his

office.

(b) Conduct of a scandalous or other disgraceful nature which the Governing

Council considers to be such as to render the person concerned unfit to continue

to hold the office.

(c) Conduct which the Governing Council Considers to be such as to constitute

failure or inability of the person concerned to discharge the function of his

office or to comply with the terms and conditions of his services.

(d) Conduct which the Governing Council considers to be such as to constitute

scandalous behaviour and to bring the integrity of The Polytechnic, Ibadan to

disrepute or tarnish the image of the Institution such as having illicit sexual

relationship, with the opposite sex or female student(s),extortion, forgery,

perjury etc.

(e) Any physical or mental incapacity which the Governing Council, after

obtaining medical advice, consider as to render the person concerned unfit to

continue to hold his/her office.

(iv) Termination on the grounds of ill-health

If at any time during his service in The Polytechnic, Ibadan a staff is certified by

the Medical Board of The Polytechnic, Ibadan to be medically unfit, that he is

incapable of carrying out his duties and that there is no reasonable likelihood of his

being able to resume duties, then the Governing Council may accept his resignation

29
 or termination of his appointment on such fair and equitable terms as it deems fit

which may include an ex-gratia payment to such member of staff

(v) Termination on Absence from Duty

A staff who absents himself from duty without leave or who fails to resume duty at

the end of a leave period shall forfeit his salary for the period of his absence and

shall render himself liable to be removed from office without formality and the

onus shall rest on him to show that the circumstances do not justify the

imposition of the full penalty.

(vi) Notwithstanding the foregoing, a staff may be removed from office for disciplinary

action.

(vii) Where an established officer’s service is terminated, he shall be entitled to his full

benefits under the Pension Scheme. An officer who is dismissed shall, however,

not be entitled to any retirement benefits.

(viii) Where an officer’s whereabout is not known and it is reported by the Head of

Department, the officer will be assumed to have absconded. He/she will be

dismissed without further formality. However, the onus is on the absconded staff to

appear /appeal to show cause why his/her absconding is justifiable.

3.20 Constitution and Operation of Congregation

(a) Constitution: Guidelines for Election into the Governing Council

(i) There are two vacancies to be filled in the Governing Council.

(ii) The position is open to congregation members who are Principal Lecturers or its equivalent

among the academics and non-teaching staff.

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(iii) Every candidate must be proposed by a member of the Congregation and seconded by two

other members of the Congregation.

(iv) Two copies of the Nomination Form must be duly completed, signed and dated by the

candidates.

(v) Two copies of the duly completed Nomination Form must be submitted in accordance with

the election time-table.

(vi) Nomination Form can be collected from and returned to designated members of the

Electoral Committee.

(vii) List of all qualified candidates shall be published in accordance with the election time-

table.

(viii) All campaigns must be carried out within the frame work of the election time-table.

(ix) There shall be no campaigns on the day of election.

(x) Election venue will be determined by the Electoral Committee.

(xi) Every eligible voter shall be identified and accredited for the election with The

Polytechnic, Ibadan staff identity card/electronic voting.

(xii) The election shall be held on the date stipulated on the election time-table.

(xiii) All members of the Congregation (academic & non-teaching) are qualified to vote for

candidates into the Governing Council.

(xiv) Each candidate will be allowed to have only one agent representing him/her at the polling

centre.

(xv) Results of the election shall be based on simple majority of the total votes cast.

(xvi) Election results shall be published on the same day of election.

(xvii) Election time is to be decided by the Electoral Committee.

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(xviii) The Chief Returning Officer must duly inform the Chairman of the Electoral Committee

through writing, the result or outcome of the election. After the announcement of the

Results by the Chairman, he shall, in turn, inform the Secretary of the Electoral Committee

to present it in writing to the Secretary to Congregation who should, thereafter present the

results to the Rector for the elected Congregation to Council to be inaugurated when a new

Council is constituted and inaugurated with the new Council.

That the Congregation Representatives will serve out their term if the Council with which

they are elected gets dissolved and they will be eligible to join the new Council, if

constituted on time. Otherwise, their term expires at the end of their normal mandate.

(b) Operation

As stated in the Draft Amendment of The Polytechnic, Ibadan Law (CAP.124)

1) There shall be established in The Polytechnic, a body known as The Polytechnic, Ibadan

Congregation and composed as follows:

a) The Rector who shall be the Chairman

b) The Deputy Rector (s)

c) The Registrar

d) The Bursar

e) The Polytechnic Librarian

f) All full-time members of the Academic Staff

g) Every member of the administrative staff who holds a Degree/Higher National Diploma

(HND) recognized by the Rector and so appointed, not being an honorary degree.

2) The functions of the Congregation shall be:

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a) To form a forum for the interaction of the Governing Council and or Board of   Studies

through the Rector with the generality of the academic and non-teaching senior staff of

The Polytechnic;

b) To form a forum for the dissemination of information, exchange of ideas and

discussion among all academic and non-teaching senior staff on any matters relating to

The Polytechnic, Ibadan including any matters referred to it by the Governing Council

and/or Board of Studies;

c) To receive information on the state of The Polytechnic, Ibadan from the Rector as

may be directed by the Governing Council and/or Board of Studies from time to time.

d) To serve as a forum for the promotion of communication between the Governing

Council and/or Board of Studies and the academic and non- teaching staff;

e) To communicate directly with the Governing Council and/or Board of Studies  through

the Rector on any matter affecting The Polytechnic as may be  necessary;

f) To elect six of its members to the Board of Studies as prescribed in the law;

g) To elect two of its members to the Governing Council as prescribed in the law, one

each from the academic and non-teaching staff;

h) To perform such other functions and discharge other duties which in the opinion of the

Governing Council are meant to promote the welfare of The Polytechnic, Ibadan in

general as may be prescribed and directed by the Governing Council as provided by the

law.

1. The Rector shall be the Chairman of all meetings of the congregation when he is

present and when he is not, the Deputy Rector or in his absence such other member of

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 the congregation present at the meeting as congregation may appoint for the meeting,

shall be the Chairman at that meeting.

2. There shall be, at least, two ordinary meetings of the congregation during each

academic year.

3. The quorum of the congregation shall be one-third of the total membership of the

congregation or fifty members or whichever is less.

4. The Secretary to the congregation shall be the Registrar or his/her Representative

Provided that when the Secretary is absent, the Rector may, from time to time,

designate a member of the administrative staff to act as Secretary to the congregation.

5. A certificate signed by the Rector specifying.

i. The total number of members of congregation for the purpose of any particular

meeting of the congregation.

ii. The names of the persons who are members of congregation for the time being

or during any particular period shall be conclusive evidence of that number or

of the names of such persons as the case may be.

6. Subject to the provisions of the law, the Congregation may regulate its own

proceedings.

3.21 Election of Faculty Dean

The election of a Faculty Dean which shall be coordinated by the Secretary to the Board of Studies

through the Faculty Officer who will notify the office of the Registrar of the expiration of office of

the incumbent Dean. The elected officer is to serve for a period of 2 years in the first instance and

may present himself/herself again for another 2 years of second term. There shall be no third (3 rd)

Term.

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 The eligible candidate must be Chief Lecturer who shall be nominated from among the Chief

Lecturers in the Faculty. Nomination shall be made on the prescribed form which shall be

confirmed by the nominated candidate and shall not be valid unless seconded by at least two (2)

members of the academic staff of the Faculty.

3.22 (b) GUIDELINES FOR ELECTION INTO THE BOARD OF STUDIES

(i) There are six vacancies to be filled in the Board of Studies.

(ii) Nomination for representatives of congregation on the Board of Studies is open only to

academic staff (i.e Lecturer I and above)

(iii) All serving Heads of Departments and all Chief Lecturers are not eligible to contest

because they are automatic members of the Board of Studies.

(iv) Every candidate must be proposed by a member of the congregation and seconded by two

other members of the congregation (Academics).

(v) Two copies of the Nomination Form must be duly completed, signed and dated by the

candidate.

(vi) Two copies of the duly completed Nomination Form must be submitted in accordance with

the election time-table.

(vii) List of all qualified candidates shall be published by the electoral committee.

(viii) All campaigns must be carried out within the frame work of the election time-table in an

orderly manner and maturity expected of an academic environment devoid of carnival like

atmosphere.

(ix) There should be no campaigns on the day of the election.

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 (x) All members of the congregation are qualified to vote candidates into the Board of Studies.

(xi) Election venue will be determined by the Electoral Committee.

(xii) The election shall be held on the day of election.

(xiii) Every eligible voter shall be identified and accredited for the election with The

Polytechnic, Ibadan staff identity card.

(xiv) Each candidate will be allowed to have only one agent representing him/her at the polling

centre.

(xv) Nomination form can be collected from and returned to designated members of the

Electoral Committee.

(xvi) Results of the election shall be based on simple majority of the total votes cast.

(xvii) Election time is to be decided by the Electoral Committee.

(xviii) The Chief Returning Officer must duly inform the Chairman of the Electoral Committee

through manual writing, the result or outcome of the election. After the announcement of

the Results by the Chairman, he shall, in turn, inform the Secretary of the Electoral

Committee to present it in writing to the Secretary to the Congregation who should,

thereafter, present the results to the Rector for endorsement.

3.23 APPOINTMENT/SELECTION OF HALL WARDENS

The Polytechnic, Ibadan is a residential Institution that accommodates students into the Halls of

Residence on first-come-first-serve basis. Unity Hall at the North Campus for male students; and

Ramat and Olori Halls at the North Campus for female students.

The Rector shall appoints Hall wardens for each hall as appropriate observing gender balance from

both Academics and Non-Teaching staff – two from Academic and two from Non-teaching staff.

Also, their deputies are also selected and appointed as Assistant Hall Wardens.

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 The halls are under the control of the Dean, Students Affairs and the hall wardens work hand in

hand with the Students Affairs. The wardens work and report to the Rector on issues that Students

Affairs cannot handle especially monetary aspect.

CHAPTER FOUR
SALARIES & INCREMENTS

4.1 Salary Scales:

The salary scale for a member of staff appointed shall be the appropriate scale designed by the

National Salaries and Wages Commission, approved by the National Board for Technical

Education and its successor (in title) through the Governing Council.

.4.2 Placement on Salary Scales on Appointment;

The entry point on salary scale on initial appointment shall be determined in accordance with the

regulations in force at the time of appointment

4.3 In deciding the point on the salary scale for any appointment at which a candidate shall be placed

on first appointment, the Appointments & Promotions Committee/ Junior Staff Committee shall

have regard to experience, qualifications and seniority of the person concerned in the equivalent

grade in his previous appointment, and will normally grant one increment above the appointment

on the scale he would have reached had he continued his former post.

4.4 Rate of Pay for others not approved in the Scheme:

Rates of pay for other posts not in the approved scheme of service shall be as follow:

(a) Part-Time Appointment Fees (Information on the current rate should be obtained

37
 from the Continuing Education Centre (CEC) and Centre for Preliminary and Allied

Programme (CPAP) and others from Bursary.

4.5 Increments:

The incremental date of a member of staff in respect of a salary on an incremental scale is 1 st

October, provided that a member of staff who after 31 st December, in any session takes an

appointment or enters a salary scale on which increment is to be made will not be eligible for an

increment until October of the following year.

4.6 Granting of increments without Reservation:

A member of staff may be granted his increment on the due date which is 1 st October of each year

provided the staff has worked satisfactorily for, at least nine (9) months during the increment-

earning period.

4.7 Granting of increment with warning:

If the services of a member of staff are not entirely satisfactory during an increment- earning

period but is not considered that the circumstances warrant the immediate with-holding or

deferring of an increment, he may be granted his increment on the due date but must be informed

in writing of the defects in his services which, if not corrected, will adversely affect the granting of

future increments.

4.8 Withholding of Increment:

An increment is withheld when, on account of some shortcomings or misconduct on the part of a

staff. It is decided not to grant it and he shall not be eligible thereafter until his next incremental

date.

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 CHAPTER FIVE
LEAVE

5.1 General:

Leave and passage order embodied in this chapter may at any time be revoked, altered, added to or

amended by the Governing Council.

5.2 Leave Year

Leave year shall be the period from 1st January till December 31st of the same year. Any staff

travelling overseas must inform his/her employer and leave a contact address in case of any

emergency.

Sundays and Public Holidays:

The period of any leave granted under the provisions of this Chapter is exclusive of all Saturdays,

Sundays and Public Holidays accruing therein.

5.3 Leave Period:

Annual leave shall normally be taken in the year in which it is earned by arrangement with the

Head of Department concerned and approval of the Registrar.

Members of the academic staff, subject to the requirements of Heads of Departments, must have

their annual leave entitlement during the period of light activities like long vacation or at any other

time with the permission of the Rector.

5.4 Leave Entitlement

Vacation leave on full pay must be taken every academic year at the discretion of The Polytechnic,

Ibadan by all officers who have served for at least six (6) months since assumption of duty or three

(3) months after completing a previous leave as set out below:

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 Salary Level 1 – 2 = 15 Working days

Salary Level 3 – 4 = 24 Working days

Salary Level 5 = 30 Working days

Salary Level 06 and above = 42 Working days

5.5 Temporary Staff:

A temporary staff shall be entitled to the same number of leave days as a permanent staff but such

leave will be on pro-rata basis in respect of each completed leave-earning month.

5.6 Leave-Earning Service:

Leave-earning Service shall include the following:

(a) Sick-leave arising from an accident sustained on duty,

(b) Sick-leave not arising from an accident sustained on duty within such limitation as may

be determined by the Council.

(c) Casual leave without pay

5.7 Resumption of Duty:

The date of resumption of duty of a staff returning from leave is the date on which he reports for

duty at the place specified for this purpose after the expiration of the annual leave.

5.8 Deferred Leave:

Where a member of staff is not allowed by the authority to exhaust or enjoy his leave entitlement,

the balance of the leave may be deferred on the approval of the Registrar, but it must be officially

documented and enjoyed within the service period.

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5.9 Leave not Taken:

Leave not taken but not deferred on the approval of The Polytechnic, Ibadan shall be forfeited

provided that no leave shall be granted any staff after disengagement from the service of The

Polytechnic, Ibadan. In the case of Principal Officers, Deans of Faculties, Directors of Academic

Programmes shall be approved by the Rector while that of Rector should be approved by the

Chairman Governing Council.

5.10 Special Grant of Leave without pay:

An employee may be granted leave:

(a) On the ground of urgent private affairs

(b) On such other grounds as The Polytechnic, Ibadan may determine and such leave, if

granted, may be debited against his deferred leave, vacation leave accruing in respect

of his present leave-earning period.

5.11    Curtailment of Leave:

An employee may be required to return to duty before the expiration of his authorized leave, in

which case, the difference between his authorized leave and the leave actually enjoyed will be

treated as deferred leave.

5.12 Extension of Leave on Account of Sickness

No vacation leave shall be extended through sickness. The rule covering sick leave is

as stipulated in regulation 5.17 and shall apply to all staff.

5.13 Extension of Study Leave

A staff on vacation leave who is required to undertake study or who with the approval
of Council, undertakes a course of instruction which will increase his efficiency in the
service may be granted such extension of leave (if any) on full salary as is deemed
necessary to enable him complete the study or course in addition to his authorized leave.

41
 Conditions for extension of study is highlighted below:

 Full 3 years - Full pay

 1st year extension - full pay

 2nd year extension - 50% payment

 3rd extension - 25% payment

 Last extension - No pay (to be determined)

Meanwhile, an Annual progress report from the Registrar or Dean of the Postgraduate (PG)

School must be forwarded to the Institution and the Certificate must be forwarded to the

Institution that in the case of abscondment after training, the full wages of Tertiary Education

TrustFund (TETFUND) must be refunded failure to which the Guarantor will be held

liable/responsible.

5.14 Over-staying Leave

A staff who fails to resume duty after a period of vacation leave granted to him will

be regarded as absent without permission. However, failure to provide an acceptable

explanation will attract appropriate sanction.

5.15 Resumption of Duty Certificate:

Every staff must complete and submit a resumption of duty form and collect

resumption of duty certificate on expiration of such leave.

5.16 Absence from Duty Without Leave

Any staff who absents himself from duty without leave for more than 3 days should be regarded as

having absconding and liable to be dismissed from The Polytechnic, Ibadan and the onus will rest

on him to show that the circumstances do not justify the imposition of the full penalty which

includes stoppage of salary after one month. A staff will not receive salary in respect of the period

42
 during which he is absent from duty without leave if he/she is vindicated of the charges of

abscondment.

5.17 Sick Leave:

A staff who absents himself from duty on grounds of ill-health, provided such absence is covered

by a certificate from a Government Medical Institution, would be regarded as absent on sick leave.

If there is a reasonable prospect of eventual recovery and return to duty, sick leave on full pay may

be for 92 days only and thereafter on half pay for an aggregate of 91 days during any one year.

Any sick leave allowed in excess of 183 days during any period of one year will be without pay.

5.18 Casual Leave:

A staff who has spent the whole of his/her Annual Leave may be granted, at the discretion of The

Polytechnic, Ibadan, occasional permission for genuine reason to absent himself from duty for a

few days during a leave-earning period with full pay cumulatively up to a maximum of seven (7)

days in a year.

5.19 Leave for Participation in Voluntary Organization Activities:

A member of staff, subject to exigencies of the service, may be granted special leave for the

purpose of taking part in any approved voluntary organization activities e.g Sports, Trade Union,

Religion, Culture and any other approved voluntary organization’s activities; provided that such

leave is limited to the shortest period but not exceeding ten (10) days which will allow the staff to

participate in the activities and return to his station.

5.20 Medical Board

A staff may be required to appear before a medical board after a total of 183 days of sick leave

during any one year to determine his physical fitness to continue to serve. The Polytechnic, Ibadan

provided that Council may, at any time call upon any staff to present himself to the Medical Board

43
 for Examination to ascertain his physical and mental fitness to perform the duties of his

appointment.

5.21 Unused Leave:

In any one year in which study leave extending over one academic year is granted, the member of

staff concerned shall not be entitled to Annual Leave.

5.22 Examination Leave:

Leave to take an examination may be granted to an officer at his own expense if the course being

undertaken is related to the terms of the employment of the staff.

RULES RELATING TO MATERNITY LEAVE

5.23 Application:

This Section shall apply to any pregnant staff who remains in employment up to the date of six

weeks before confinement, and has served The Polytechnic, Ibadan continuously for not less than

twelve (12) months.

5.24 Maternity Leave:

(a) Maternity leave on full pay shall be for a maximum period of twenty-four (24) weeks

i.e four (4) weeks before delivery and with full pay for twenty (20) weeks after. Under

no circumstance shall post-delivery weeks be more than twenty (20) weeks. A

Certificate of pregnancy from a Medical Practitioner, from a Government Hospital

must be produced. Any extension beyond twelve (12) weeks unless confirmed by the

Medical Officer to be necessary, shall be without pay.

(b) No annual or maternity leave shall be granted in any leave year in which other leave has

been taken and maternity leave within the same leave year shall be without pay.

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 i. The leave shall be enjoyed by all female employees at most four (4) times in

their service years; and

ii. The practice of closing at 2:00p.m for six (6) months upon resumption from

Maternity Leave by Nursing mothers in the Service of The Polytechnic,

Ibadan subsists.

5.25 Salary during Maternity Leave:

The period of maternity leave shall be on full pay except for violation of 5.24(b).

5.26 Postponement of Disciplinary Proceeding:

Any disciplinary proceedings against female staff which might otherwise have been taken during

the period of her maternity leave will be postponed till her resumption.

5.27 Interruption to Training Course:

Any staff taking a course of training sponsored by The Polytechnic, Ibadan may be called upon to

enter into an agreement to refund whole or part of the cost of the course in the event of his/her

course being abandoned on grounds other than medical advice. In the case of a married woman,

pregnancy is not automatically accepted as amounting to medical ground.

5.28 STUDY LEAVE

a) Definition

Study Leave shall be granted to members of staff for the purpose of engagement in study

and research either for the acquisition of higher degree, professional experience or the

intellectual development of the individual.

b) Eligibility:

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 Study leave is a privilege and will not necessarily be granted to every applicant who has

fulfilled the prescribed conditions. Since study leave is not a right it shall not be

accumulated.

(i) Study Leave:

All members of staff who have served a continuous period of ten (10)

semesters shall be eligible to apply for study leave for one academic year

to pursue a course of study or to undertake a research.

(ii) TETFUND sponsored programme: Only members who have served for a

minimum of ten (10) semesters are qualified.

(iii) There should be synergy between The Polytechnic, Ibadan and the host

Institution. The Registrar/Dean of Postgraduate school shall write progress

report on the staff every session.

(iv) Certificates on completion of the programme should be sent to the

Institution to forestall staff being alleged of abscondment.

(v) Obligations of guarantors should be strictly enforced.

c) Day Release:

A member of staff who has served The Polytechnic, Ibadan for six (6) semesters for

Master/Postgraduate study shall be eligible to apply for Day Release to undertake further

study for a maximum of 3 sessions. On return, the officer shall serve The Polytechnic,

Ibadan as specified in the bond. The programme to be embarked upon by an administrative

46
 officer must be relevant to his/her employment and conversion is not automatic when

he/she returns.

d) Conversion

Any staff who obtains Day Release to pursue a course or obtained additional certificate

relevant to his/her profession will have to follow conversion procedures as laid down by

the A & P (A) & the A & P (NT)

e) Conditions for Approval:

Before any application can be considered, the following conditions must be fulfilled:

(i) Evidence shall be afforded to the A & P (A) and the A & P (NT) that the

applicant can be exempted from his duties.

(ii) The programme of study to be undertaken during the period of leave shall

be approved by the A & P (A) and the A & P (NT). No change of approval

of programme of study or instruction shall be made without the prior

approval of the A & P (A) and the A & P (NT).

(iii) The applicant shall undertake to submit to the A & P (A) and (NT) on his

return, a written report of the work done during the study leave.

(iv) The applicant shall undertake to return to the service of The Polytechnic,

Ibadan as specified in the bond immediately following the end of his study

leave.

(v) Failure to work for a minimum of four (4) semesters at the end of his study

leave may render the person concerned liable to such disciplinary action as

may be deemed necessary.

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 (vi) Categories of Technical Staff to enjoy Study Leave – The Senior Technical

Staff (such as Laboratory Technicians as provided for in the Senior Staff

Regulations) involved in educational processes of The Polytechnic, Ibadan

shall have the same right as other members of the academic staff, and all

other such categories of staff as deemed qualified.

5.29 SABBATICAL LEAVE

A. Definition

Every established senior member of staff, (Academic, Non-Teaching) shall be entitled to

one year sabbatical leave with pay. Sabbatical leave shall normally be approved for the

purpose of study, research, service, scholarly achievement and community service which

will contribute to the professional effectiveness, after such staff must have spent 12

continuous semesters in the service of The Polytechnic, Ibadan.

B. Eligibility:

Every established senior member of staff, (Academic, Non-Teaching) shall be eligible to

apply for sabbatical leave not exceeding one session after twelve (12) semesters of

continuous service.

C. Conditions For Approval:

A Sabbatical Leave of not more than one session may be granted to the same person once

in every seven sessions but not often and shall not be cumulative. A person granted such

48
 leave must undertake to return to the service of The Polytechnic, Ibadan for at least one

session following the sabbatical leave.

Time spent on study leave without pay shall not be counted on determining eligibility for

sabbatical leave.

i. Sabbatical Leave shall be granted with due regard to the claims of all

eligible and applying members of staff and also with regard to the interest

of The Polytechnic, Ibadan. Such leave will only be granted when the

teaching programme of the department and the general interests of The

Polytechnic, Ibadan will not be seriously impaired by the person’s absence.

They shall be granted only to those whose past services and contributions

have been such as to warrant the assumption that they will benefit by the

leave in a manner that will enhance their value to the institution.

ii. An employee who fails to resume duty without reasonable excuse shall be

regarded as absent from duty and shall forfeit his salary and other approved

benefits for the period of his absence and, in addition, shall be subjected to

disciplinary action. Section 5.16 may be applied.

5.30 PROCEDURE/PROCESS:

(i) Procedure for Securing Sabbatical Leave:

Application for Sabbatical Leave made on prescribed forms obtainable from the

Registrar’s Office shall be submitted to the Head of Department concerned at least, three

months before the beginning of the academic session during which the sabbatical leave is

desired to be taken. The Head of Department through the Dean of Faculty and Heads of

49
 Non-Teaching Department shall submit the application to the A & P (A) and the A & P

(NT).

(ii) Resumption from Sabbatical Leave:

On resumption from Sabbatical Leave the staff must submit a comprehensive report of

his/her experience during the one (1) year sabbatical period to the A & P (A) or A & P

(NT).

(iii) Benefits:

During the Sabbatical Leave, the full salary and other approved benefit(s) due to the

member of staff shall continue.

5.31 LEAVE OF ABSENCE WITHOUT PAY

(a) Definition

This is vacation enjoys by member of staff which does not attract salary and allowance

during the period.

(b) Eligibility

I) All graduate and confirmed (except in exceptional cases) staff shall be eligible

to apply for leave of absence if the occasion arises.

Approval for such appointment shall be conveyed once depending on the tenure

of appointment after which the staff shall return to his/her duty.

50
 II) Staff on leave of absence shall be nominally promoted at the date they are

qualified while the financial benefit commences on completion of and

resumption to duties.

(c) Condition for Granting Leave of Absence

Where a staff because of his academic and professional distinction is invited by another

institution, professional body, a government/governmental agencies to act either as visiting

Lecturer/Consultant or serve in some other state, national or professional capacity and the

A & P (A) and A & P (NT) is satisfied that such programme would, apart from

contributing to the professional and intellectual development of the said staff, serve to

enhance the standing of the institution, the A & P may recommend such a staff for leave

of absence from duty.

(d) Duration:

Such leave of absence shall be for a maximum period as specified in the letter of

appointment after which the staff must return to his duty post, failing which, the staff will

be liable to face disciplinary action. But if the appointment has not been revoked especially

by the state Government, the officer could still continue with the appointment.

5.32 PROCEDURE/PROCESS

a. Procedure for Securing Leave of Absence:

Application for leave Absence without pay made on prescribed forms obtainable from the

Registrar’s Office shall be submitted to the Head of Department as early as possible. The

Head of Department shall submit the application to the A & P (A) or A & P (NT) for its

consideration and approval.

b. Benefits:

51
 Financial Assistance

The grant of leave of absence to staff under this scheme shall normally be without any

financial commitment to The Polytechnic, Ibadan especially where the staff will be

expected to draw salaries and allowances from such external assignments.

5.34 SPECIAL LEAVE

Any leave outside those already enumerated above, shall be with the approval of the Governing

Council on the recommendation of the Rector. Such leave shall not exceed one (1) session and

shall be without pay.

5.35 Staff Development

Study Leave with Pay and Sponsorship

This refers to leave for study during which a member of staff is authorized to be fully absent from

The Polytechnic, Ibadan for the purpose of pursuing his/her development programme with his/her

full benefits in terms of salaries and allowances only being made payable to him/her. The officer

shall also be entitled to payment of tuition fees and other centrally approved fees by the

Institution, and books/study materials, dissertation/thesis and research allowances as may be

approved from time to time by The Polytechnic, Ibadan. An Officer on study leave however, is

expected to resume duty any time there is break of academic activities in the host institution. For

officers studying outside Nigeria, yearly written academic report should be submitted to A & P

(A) or A & P (NT) as the case may be.

i.) Conditions for Eligibility

a) Study leave is a privilege and not a right and each applicant shall be treated on

his/her own merit.

52
b) Applicant must be a confirmed staff to be eligible for study leave with pay

and sponsorship.

c)  Potential beneficiaries shall obtain study leave form from the Registrar’s office,

complete it and attach same to the admission letter of the course of study, for

submission to the Staff Development Committee (SDC).

d) Sponsorship shall only be tenable in institutions of higher learning duly

accredited by the appropriate Government authorities.

e) Evidence shall be provided to the Council through the Appointments, Promotions

and Development Committee by the Rector/Management that the applicant can be

spared from his/her duties during the period of leave before the programmes of

study to be undertaken shall be approved.

f) If granted study leave with pay and sponsorship, beneficiary shall sign a bond to

return and serve the institution immediately after the study leave for a period of

three (3) years for two (2) years Programme and six (6) years for Ph.D Programme

of study leave which shall be duly endorsed by the Registrar of the Institution,

failing which the officer shall not be eligible to enjoy such leave and sponsorship.

g) The beneficiary shall sign an undertaking to cause the Institution of study to submit

directly to The Polytechnic, Ibadan through the Registrar, the reports on his/her

assessment/work done during the period of study and on his/her

dissertation/project, these shall be submitted to the Library through the Staff

Development Committee (SDC).

h) It shall be obligatory for a beneficiary of a study leave with pay and sponsorship to

always report for work at The Polytechnic, Ibadan any period that his/her

53
 Institution of study is on break, failing which disciplinary action shall be taken

against him/her.

i) At the end of the study leave, a beneficiary who fails to resume duty and or

work for the prescribed periods of his/her bond shall render himself/herself liable to

such disciplinary action as may be stipulated under the terms and conditions of the

bond.

j) Approval must be sought from the Governing Council through the SDC,

Management and Appointments, Promotions and Development

Committee respectively, before any change, withdrawal or abandonment of any

approved programme of study and or institution could be made by the beneficiary.

k) The beneficiary shall on completion of his/her approved course of study; submit a

written report of work done during the period along with copies of his/her

certificates, awards, etc to the Governing Council through the Staff Development

Committee, Management, Appointments and Promotions Committee.

l) Incase of abscondment of the beneficiary, the five (5) guarantors will be made to

refund all monies expended in the programme to the coffers of The Polytechnic,

Ibadan.

5.36 Disciplinary Measures for Defaults on Condition of Awards

a. Default on condition of bond i.e. failure to serve for the period of year stipulated:

A defaulter in this respect shall be liable to refund to The Polytechnic, Ibadan the full cost

of the study leave. If the beneficiary earned promotion during the period of the study

leave, he/she shall automatically forfeit such promotion and revert to his/her former status

for the purpose of his/her record of service, gratuity or pension.

54
 b. Default on submission of Assessment Report i.e. transcript directly to The Polytechnic,

Ibadan by the Institution of study shall render the beneficiary ineligible for consideration

for upgrading, promotion or appointment to higher grades, by The Polytechnic, Ibadan

until such reports are received.

c. Defaults on reporting for work during break at Institution of study shall render the

beneficiary of study leave liable to suspension, stoppage or forfeiture of his/her salary and

allowances for the period of such break.

d. Defaults on course of study by effecting a change or withdrawal from or abandonment of

course shall make the beneficiary liable to refund to The Polytechnic, Ibadan, the salaries,

allowances and full costs of sponsorship.

e. Default on submission of certificates/awards, e.t.c. shall render the defaulter to such

punishment as in (b) above.

f. In case of abscondment of the beneficiary, the five (5) guarantors will be made to refund

all monies as stated in (d) above expended in the programme to the coffers of The

Polytechnic, Ibadan while the beneficiary will be dismissed after due process.

5.37 Study Leave with Pay without Sponsorship

(i) This refers to leave for study during which the staff is authorized to be fully absent from The

Polytechnic, Ibadan for the purpose of pursuing his/her development programme with his/her

benefits limited to his/her salaries and allowances only.

(ii) Conditions for Eligibility

a) Applicant must be a confirmed staff

55
b) Potential beneficiary shall obtain study leave form the Registry Department complete it

and attach same to the Admission letter for submission to the Staff Development

Committee.

c) The course of study must be relevant to the officer’s Department and/or The Polytechnic,

Ibadan’s needs as shall be attested to by the applicant’s Head of Department, the Director

of School and relevant Heads of Units.

d) Evidence shall be provided to the Council through the Rector/Management to the

Appointments, Promotions and Development Committee that the applicant can be spared

from his/her duties during the period of leave before the programme of study to be

undertaken shall be approved by the Governing Council.

e) If granted study leave with pay without sponsorship, beneficiary shall sign a bond to return

and serve the institution immediately after the study leave for a period of one year for each

year on study leave.

f) The beneficiary shall undertake to cause the Institution of study to submit directly to The

Polytechnic, Ibadan through the Registrar, the reports on his/her assessment/work done

during, the period of study and on his/her return to The Polytechnic, Ibadan a copy of

his/her dissertation/projects/thesis shall be submitted to the Governing Council through the

Staff Development Committee.

g) It shall be obligatory for a beneficiary of study leave with pay to always report for work at

The Polytechnic, Ibadan at any period that his/her institution of study is on any form of

break, failing , which disciplinary action shall be taken against him/her.

56
 h) At the end of study leave, a beneficiary who fails to resume duty and or work for the

prescribed periods of his/her bond shall render himself/herself liable to such disciplinary

action as contained in the terms and conditions of the bond.

i) Approval must be sought from the Governing Council through the SDC, Management and

Appointments, Promotions and Development Committee before any change, withdrawal or

abandonment of any approved programme of study and or institution could be made by the

beneficiary.

j) The beneficiary shall on completion of his/her approved course of study, submit a written

report of work done during the period along with his/her certificate, awards, etc to the

Governing Council through the Staff Development Committee, Management and

Appointments, Promotions and Disciplinary Committee.

k) In case of abscondment of the beneficiary, the guarantors will be made to refund all monies

expended in the programme to the coffers of The Polytechnic, Ibadan.

5.38 Part -Time Sponsorship

(i) This refers to the financial assistance rendered to a staff for the purpose of pursuing his/her

personnal development (usually academic programmes on part-time basis). During the period

the officer is expected to cover his/her normal office schedules as may be arranged with

his/her Head of Department. The assistance rendered to the beneficiary under this scheme shall

be in the form of payment of his/her school fees and other centrally approved fees as charged

by the host institution for a maximum of two (2) sessions only. Books/study materials,

dissertation/thesis and research allowances shall also be paid once and for all as may be

approved from time to time by The Polytechnic, Ibadan.

(ii) Condition for Eligibility

57
a) Applicants must be a confirmed staff to be eligible for part time financial assistance.

b) Potential beneficiary shall obtain Part-Time sponsorship from the Registry Department,

complete it and attach same to the admission letter for submission to the Staff

Development Committee.

c) The course of study must be relevant to the officer’s Department and/or The Polytechnic,

Ibadan needs as shall be attested to by the applicant’s Head of Department, Dean of

Faculties and relevant Heads of Units.

d) Evidence shall be provided to the Management through the applicant’s Head

of Department that the part time study shall not disturb the officer’s normal duties in the

Department before the financial support shall be approved.

e) If granted, beneficiary shall undertake to cause the Institution of the study to

submit directly to The Polytechnic, Ibadan, through the Registrar, the reports on his/her

assistance was granted.

f) The beneficiary shall undertake to cause the Institution of study to submit directly to The

Polytechnic, Ibadan, through the Registrar, the reports on his/her assessment/work done

and on completion of the pogramme of study, a copy of his/her dissertation/project/thesis

shall be submitted to the Library through the Staff Development Committee.

g) Approval must be sought from the Governing Council though the SDC, Management and

Appointments, Promotions and Development Committee before any change, withdrawal or

abandonment of any approved programme of study and or institution could be made by the

beneficiary.

58
h) The beneficiary shall on completion of his/her approved course of study, submit a written

report of work done during the period along with his/her certificate, awards  e.t.c. to the

Governing Council through the Staff Development Committee.

i) In case of abscondment of the beneficiary, the guarantors will be made to refund all monies

as contains in (i) above expended in the programme if sponsored to the coffers of The

Polytechnic, Ibadan.

59
 CHAPTER SIX:

PASSAGES

6.0 PASSAGE, TRANSPORT AND SUBSISTENCE ALLOWANCES:

6.1 For Interview: Return fares (Air Economy class or first-class, road, rail or sea fares) and cost of

accommodation shall be refunded to all interviewees for appointment, whether successful or

otherwise, on production of receipt. Where private cars are used to attend an interview, all

allowance will be subject in line with subsisting financial guidelines.

6.2 Appointment, Retirement, Resignation or Termination: An employee shall be entitled to economy

class air passages or first class, road, rail or sea fares by the shortest direct route for

himself/herself, spouse and up to four (4) children below the age of 17 or below the age of 25 if

still undergoing full-time education, and baggage expenses will be paid in respect of:-

(a) his journey to Ibadan from his place of domicile on first appointment;

(b) his departure from Ibadan to his place of domicile on his retirement or resignation or

termination in accordance with his contract; and

(c) provided that where a Nigerian member of staff is appointed from outside Nigeria, he

would be required to put in a minimum of two years’ service in The Polytechnic, Ibadan or

refund a sum of money proportionate to the period of service not spent in the event of the

employee having to terminate his services before the two-year period limitation.

6.3 Leave Passages abroad for Expatriates:

(a) Expatriate employees of The Polytechnic, Ibadan, whether on permanent or contract

appointment, may be granted leave passage every other year to their places of domicile for

60
 themselves, their wives and up to 4 children under the age of seventeen years, or below the

age of twenty five, if still undergoing full-time education and living with them in Ibadan.

6.4 Passages on Polytechnic Business

Passages on Polytechnic business shall be authorised by the Rector on behalf of the Governing

Council. There shall be no entitlement to passage in respect of other members of the family.

6.5 Study Leave Passage for Nigerians

A Nigerian employee shall be entitled to economy class air passage or first class sea passages for

himself once every three years for the purpose of study leave subject to the approval by the

Governing Council of a Satisfactory programme of work. Where study leave extends to one

academic year or more, he may travel with spouse and up to 3 children under the age of seventeen

years. No further study leave overseas shall be granted until at least five years following the last

one.

6.6 Abnormal Air Route:

A member of staff and his family may travel to and from his leave or study leave destination by

any route provided that the Institution shall only bear the cost to the extent of the cost by the most

direct route.

6.7 Passages for Married Women:

A woman who is not a citizen of Nigeria but who is married to a Nigerian citizen shall be eligible

for passage entitlements as provided for in 6.3 (a) above.

61
6.8 Passages on Special Grounds:

a) A member of staff, entitled to passage, who on medical grounds of obvious urgency

certified by Medical Board, requires passage for travelling overseas for treatment other

than on normal leave shall have such return passage paid, provided he shall forfeit his

right to a passage when next he is proceeding on leave.

b) The spouse and children not above the age of 21, who are not enjoying any similar benefit

shall, at the request of the member of staff, have passage paid to the place of treatment and

from there back, provided that the spouse forfeits his return fare when next he takes a

leave.

c) The sum payable by The Polytechnic, Ibadan in respect of passages under sub-clauses (a)

and (b) of this clause shall not exceed the sum which would be payable under clause 6.4

62
 CHAPTER SEVEN

7.0 ALLOWANCES AND ADVANCES

7.1 Motor Vehicle, Car Refurbishing and Furniture:

Advances of loans to fulfill the above-mentioned loans shall be granted in accordance with the

prevailing Institution regulations terms and rates.

7.2 Salary Advance:-

A staff may be granted salary advance in case of emergency which will be one month salary,

repayable over a period of six months.

7.3 Travelling/Duty Tour Allowance

The Rates are charged in accordance with Economic Rate Policy which is reviewed from time to

time.

7.4 Travelling Allowance:

The Duty Tour and Transport Allowances payable to staff on approved journeys.

7.5 Local Course Allowance

Financial situation of the Institution will determine the rate to be approved.

7.6 Free Medical Attention:

All categories of staff and their families will continue to enjoy free medical facilities in Nigeria

except pre-natal and post-natal treatments.

7.7 Staff Welfare:

The following welfare services are made available to the staff:

Loans: Furniture, Vehicle Refurbishing, Vehicle Loan, Housing/Land loans and reduction in

School Fees.

63
 (1) Eligibility

(a) All confirmed staff who have served for a minimum of six semester (3 session) shall be
eligible to apply for loans.

(b) No member of staff shall be eligible for two loans running concurrently.

(c) No staff shall be considered for a second disbursement before the other applicant(s) in-
waiting list is/are exhausted.

(d) Deduction from salary shall not be more than 2/3 of monthly net pay.

(2) On-Campus accommodations are provided for staff in the North Campus, Ijokodo Estate Area,

and the South Campus for both Senior and Junior staff. As it could be expected, the

accommodation cannot go round members.

(3) Relief or Rebate charge for the education of staff and their biological children shall be

undertaken by the institution in academic programmes.

(4) Health and Medical facilities are made, if not totally free but, at highly subsidized cost to staff.

(5) Provision is made for staff to proceed on leave of absence, study leave and sabbatical leave.

7.8 Reduction of School Fees for Staff’s Children.

As part of staff welfare incentive package for a staff whose child/children service admission to

The Polytechnic, Ibadan such staff/child will enjoy 50% reduction in the payment of school fees.

However, it must be proven and confirmed that such child is actually a biologically child of the

staff or the child has been living with the staff for a continuous period of more than ten (10) years

before securing the admission.

64
 CHAPTER EIGHT

DENTAL AND MEDICAL CARE

8.1 Free medical, dental and optical treatment (excluding denture and glasses) shall be provided to all

staff of The Polytechnic, Ibadan, and members of their families at the Health Centre, and

Government Hospitals.

8.2 When, owing to the state of Health, an officer or an employee, or a member of his family is

compelled, in the absence of a Medical Officer, to avail himself of the services of a private

medical practitioner, such a situation should be immediately reported to the Director of Medical

Services of the institution to take-over further Management/treatment (information to be made

available within 24 hours) If however, the circumstances are recognized by the Director of

Medical Services, he may authorize a refund to the officer at such rates as he i.e the Director of

Medical Services, considers fair and reasonable.

Refund may not be considered if the employee’s illness is not first reported to the Health Centre or

referred by the Health Centre before obtaining such treatment.

8.3 An Officer who falls ill shall report to his immediate superior or arrange for a report to be made on

his behalf. Failure to report illness may be regarded as absence from duty without permission.

8.4 Any period of absence from duty which is not reported or covered by a medical certificate issued

by the Director of Medical Services (DMS) or a Government Hospital shall be without pay, in

addition to any other disciplinary action(s) as applicable to section 5.17.

8.5 When an officer is unable to present himself or herself for treatment, expeditious arrangement

shall be made by the Director of Medical Services to ascertain his or her state of health and take

appropriate action.

65
8.6 Medical Examination:

All appointments including renewal of contract appointments are normally subjected to medical

certificate of fitness by the Director of Medical Services or his representative. All medical

certificates and reports will be kept in the Personnel Office of the Registry as strictly confidential.

8.7 Sick Leave Certificate:

When a staff member is incapacitated by illness and is unable to be at his or her duty post, he or

she should present him/herself to the Director of Medical Services at the Health Center for

examination and treatment and obtain an appropriate certificate to excuse him/her from duty or to

place him or her on light duty as the case may be.

8.8 Treatment Outside Nigeria:

The Rector on the recommendation of the Director of Medical Services or of a Medical Board if

necessary, may authorize the reference of cases for treatment of a member of staff and the

immediate family outside Nigeria provided the Director of Medical Services or the Medical Board,

as the case may be, is satisfied or convinced that such treatment is not available in the country.

8.9 Medical Board:

If a staff is unable to resume work when his authorized sick leave is exhausted, a report of the

Medical Board will be obtained. The Medical Board will be composed of the Director of Medical

Services as president and one or two Medical officers as members, out of which one should be, as

far as possible, the attending Doctor of the person concerned.

8.10 When a Medical Board recommends that a member of staff should be permanently invalidated,

he/she shall forthwith commence vacation leave prior to retirement.

The amount of leave granted shall be either;

66
 (a) His/her deferred leave, if any, plus the proportion of his/her annual leave calculated on pro-rata

basis or;

(b) Two months, whichever is greater. It shall commence on the day on which the Medical Board

recommends permanent invalidation and retirement shall take effect from its expiration.

A member of staff who retires in circumstance in which he/she is eligible for retiring benefits before

he/she has completed the full leave year may be granted a proportion of his/her vacation leave on pro-rata

basis prior to retirement.

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 CHAPTER NINE
RETIREMENTS & RETIREMENT BENEFITS

9.1 General:

The compulsory retirement age shall be 65 years for all category of staff of the Institution.

However, an officer can voluntarily opt to retire on attaining the age of 45 and above.

9.2 All officers holding permanent and pensionable appointments who decide to retire between the

ages of 45 and 65; subject to a minimum of 10 years of pensionable service, will be entitled to a

pension and gratuity based on the approved Oyo State Government Pension Regulations.

9.3 All officers who transfer their services to The Polytechnic, Ibadan will be treated as in Regulations

9.2.

9.4 All Officers who withdraw from the services of The Polytechnic, Ibadan after serving for 10 years

or more but have not attained the age of 45 will be entitled to receive gratuity at the appropriate

rate under the Oyo State Government Pensions Regulations. The pension due will, however, be

deferred until the officers attain the age of 45 when arrangements will be made for the monthly

payment of their pension. However, on attainment of 45 years of age the concerned pensioner will

notify the appropriate authority.

9.5 Retirement Benefits:

The Polytechnic, Ibadan was gazetted as an approved service with effect from 23 rdMay, 1974,

under the Federal Government gazette No. 24 volume 61 Government Notice No. 737. Following

acceptance of the Udoji Commission’s Report and the Government White Paper thereon, The

Polytechnic, Ibadan was brought in line with the Civil Service with regard to the payment of

retirement benefits in respect of permanent members of staff. Thus the old staff superannuation

scheme had been substituted with the new Pension Scheme with effect from 1 st October, 1976.

68
 The rules shall apply to all officers of The Polytechnic, Ibadan who are in the established

grades and in regular employment but shall not apply to officers on temporary or contract

appointments. The above provisions shall be subject to the prevailing Federal Government

Regulation on Pensions and Gratuity.

9.6 Conditions under which Pensions and Gratuities are Payable:

a) On retirement or withdrawal from the services of The Polytechnic, Ibadan after serving for

10 years or more, pension earned will not be due for payment until the officer attain, the

age of 45.

b) After a properly constituted Medical Board has pronounced that an officer is not suitable

for further service on health grounds.

c) If an office is totally or permanently disabled while in the service of The Polytechnic,

Ibadan.

d) If an officer is required by The Polytechnic, Ibadan to withdraw or retire from the service

in the public interest.

e) On compulsory retirement for the purpose of facilitating improvements in the institution so

that greater efficiency or economy may be effected.

Provided that in respect of:

(i) Officers who have served 5 years but less than 10 years, will be eligible to draw

gratuity at the rate of 100%, 108%, 116%, 124% and 132% of terminal salary

respectively, but they will not be eligible to draw a pension. This is subject to a

maximum of 132% as shown in the table.

(ii) Officers who have served for 10 years will be eligible to draw gratuity of 100% and

annual pension of 30% of terminal salary. Thereafter, gratuity will be calculated on

69
 a graduated scale up to 300% of terminal salary after 35 years. Similarly, pension

benefits will follow a graduated scale subject to a maximum of 80% of terminal

salary after 35 years in service.

(iii) Officers who retire after serving for 10 years or more are eligible to draw the

appropriate pension, but pension earned will not be due for payment until the

officer attains the age of 50.

(iv) Officers who retire from the service in the best interest of The Polytechnic, Ibadan

after serving for ten (10) years or more are entitled to payment of pension

immediately on retirement irrespective of their age at retirement.

NOTE:

For the avoidance of doubt, the gratuity and pensions payable to officers who retire, or are

required to retire from The Polytechnic, Ibadan as from the 1 st June, 1992 shall be at the

computed rates indicated in the Appendix to this Chapter.

9.7 Death Benefits:

If an officer who has completed 10 years or more dies in service, his registered

next-of-kin/designated survivors will be entitled to a year’s salary of the deceased officer as

gratuity in addition to 5 years pension that the officer which would have been awarded had he

retired. The pension for 5 years will be payable at once provided that the officer had served for

less than 10 years, his designated survivor will be entitled to only a year’s salary. The above shall

also be subject to any other provisions as contained in the prevailing Pensions Law.

70
 FORMULA FOR PENSION AND GRATUITY
CALCULATIONS BASED ON PERCENTAGE OF FINAL SALARY EFFECTIVE DATE
1STJUNE, 1992

GRATUITY PENSION
Year of Qualifying Gratuity as Percentage Pensions as Percentage of
Service of Final Total Final Total Emolument
Emolument
5 100 -
6 108 -
7 116 -
8 124 -
9 132 -
10 100 30
11 108 32
12 116 34
13 124 36
14 132 38
15 140 40
16 148 42
17 156 44
18 164 46
19 172 48
20 180 50
21 188 52
22 196 54
23 204 56
24 212 58
25                220 60
26 228 62
27 236 64
28 244 66
29 252 68
30 260 70
31 268 72
32 276 74
33 284 76
34 292 78
35 300 80

NOTE: Any part of a year that is more than 6 (six) months shall for the purpose of this schedule be

regarded as a complete year.

71
9.8 Withdrawal:

An officer who wishes to withdraw his services must have been confirmed by The Polytechnic,

Ibadan.

(i) 5 years’ service to qualify for gratuity

(ii) 10 years’ service to qualify for both gratuity and pension.

9.9 An officer who qualifies for withdrawal under the Regulation will be required to give the current

statutory notice of one month or payment of one month salary in lieu of notice by the officer.

9.10 Pension and Gratuity where an Officer Dies in the Course of Employment:

(i) Where an officer, while performing his official duties, died unexpectedly, his registered

next-of-kin/designated survivors will be entitled to a gratuity which the officer would have

been entitled to on the date of his death, plus payment of pension to his spouse for life,

provided the spouse does not remarry, and to his children until they attain 18 years. If an

officer is unmarried, but has children, his children will not be entitled to his pension until

they attain the age of 18.

(ii) For the purpose of these rules, the pension payable to the wife/wives and the children will

be as follows:

(a) To a wife or wives a pension not exceeding one-third (1/3) of his accrued pension:

(b) To each child one-sixth (1/6) of his accrued pension subject to a maximum of four

children while they are under 18 years or if females, while they are unmarried

before the age of 18 years.

9.11 Injury Pension:

If an officer is injured during the course of employment and without his own fault, he shall be

granted pension at the following rates with effect from the date he sustains the injury.

72
 Degree of Incapacity:

30% - 49%: 10% of pension at date of injury

50% - 69%: 15% of pension at date of injury

70% and above: 30% of pension at date of injury provided that the officer’s retirement is

necessitated or materially accelerated by the injury and he has not completed the minimum period

of 10 years qualifying him for a pension, he may be granted in lieu of gratuity stipulated in

Regulation 9.6, a pension calculated on pro-rata basis, at the rate of 10% of his salary for every

one year served.

9.12 Five Years Pension Guarantee after Retirement:

If an officer dies within five years of his retirement, his designated survivor(s) shall be entitled to

the pension awarded to the officer until the fifth anniversary of the date of his retirement.

9.13 Payment of Benefits to Estate of Officer Reported Missing:

When within seven years of the disappearance of an officer, a Board of Enquiry set up by the

Governing Council is able to conclude that the officer who is reported missing is dead, his estate

may be paid the benefits provided in Regulation 9.6, because the law also presumes a man to be

dead if nothing is known or heard of him after seven years of his disappearance.

9.14 Continuous Public Service:

For the purpose of computation and payment of benefits under these Regulation, it is only

continuous and unbroken period of public services that shall be taken into account; provided that

any break in an officer’s public service that is condoned by the State Commissioner for

Establishments and Training may be disregarded.

9.15 Abolition of Office

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 If due to re-organization in the Department, it is considered necessary to abolish or scrap an office

and the incumbent cannot be offered a suitable alternative post, he/she shall be called upon by The

Polytechnic, Ibadan to retire and shall be entitled to, in addition to awards payment under

Regulation 9.06 a compensation of 10% of Pension and gratuity for premature retirement,

provided that his total benefits should not exceed 80% of his salary as pension of 300% gratuity.

9.16 Transfer Value:

If an officer transfers from one Public Service to The Polytechnic, Ibadan the Government or the

employment from which he transfers shall pay his accrued benefits as at the date of the transfer to

his new employer in accordance with the Table of Transfer Values to be worked out later.

9.17 Award Not Assignable or Transferable:

A pension or gratuity awarded under these Regulations shall not be assignable or transferable

except for purpose of satisfying a debt due to The Polytechnic, Ibadan.

9.18 Leave without Pay:

No period during which an officer shall have been absent from duty on leave without pay shall be

taken into account in computing his pension and gratuity under these Regulations unless the leave

without pay is for the purpose of utilizing a Government Scholarship or Bursary Award or in other

grounds of Public Policy.

9.19 Temporary Appointment Immediately Followed by a Permanent Appointment:

Where an officer holding a temporary or contract appointment transfers to a permanent one, the

period during which he was on such an appointment will count in full for the purpose of

calculating his pension and gratuity.

Provided that he did not receive extra pay in the form of contract addition or gratuity while

holding the temporary appointment. Provided further that if he has received extra pay

74
 aforementioned, he may opt to refund them so as to benefit from the provisions of this

Regulations. The same regulation shall apply for promotion purpose.

9.20 Notice of Retirement:

An Officer who wishes to retire from service after serving for 10 years or more must give three

months’ notice of his intention to do so. However, terminal retirement attracts six (6) months’

notice.

9.21 Vesting of Pensions:

Pension and Gratuity awarded under these Regulations shall be regarded as an officer’s inalienable

right and shall, under no circumstances be withheld or reduced. But where an employee is

dismissed from the service, such dismissal will result in the forfeiture of his retirement benefits.

9.22 Definition:

“Public Service” means any service or employment recognized as such by the Commissioner

responsible for establishment. It shall also include authorities and employers:-

(i) Listed in Regulations to the Pension Regulations to the Pension Act, Cap. 147.

(ii) Already declared “Approved Service” under the Pension Act Cap. 147.

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 CHAPTER TEN

APPOINTMENTS AND PROMOTIONS

A. APPOINTMENTS

10.1 A member of the Academic or the Administrative/Technical Staff shall hold office on such terms

and conditions of service as may be set out in any contract in writing between him and The

Polytechnic, Ibadan by the Registrar or by such other person as may be authorised for that purpose

by The Polytechnic, Ibadan and any such contract shall contain or be deemed to contain a

provision that the terms and conditions of service therein specified are subject to the provisions of

the Edict, and regulations of The Polytechnic, Ibadan.

10.2 Appointment to establishment posts in The Polytechnic, Ibadan shall not be valid unless conveyed

by a letter of appointment duly signed by the Registrar and the candidate accepts the offer in

writing.

10.3 All appointments are subject to such conditions as the Governing Council may determine from

time to time provided that no variation or amendment in these conditions shall have an adverse

effect on fundamental terms of appointment embodied in the contract entered upon by a member

of the Senior Staff in the employment of The Polytechnic, Ibadan without his consent given in

writing to the Registrar.

10.4 Women are eligible for appointment to any posts in The Polytechnic, Ibadan but only in

exceptional circumstances will a married woman be appointed to the same department as her

husband and vice versa.

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10.5 All appointments shall be subject to a successful medical examination, arranged by or on behalf

of, The Polytechnic, Ibadan.

10.6 Vacancies will normally be advertised whenever possible in the Newspapers and internally.

10.7 Every appointee shall disclose legal evidence of his age, marital status and official proof of

qualifications on appointment.

10.8 (i) Section 12-15, Part IV of The Polytechnic, Ibadan Edict 1970 provides that the

Principal Officers, namely the Rector, Registrar, Bursar, The Polytechnic, Librarian and

Director, Works and Services shall be appointed by the Governing Council; and other

members of the academic staff and non-teaching senior staff shall be appointed by the

Governing Council on the advice of the Appointments and Promotions Committee.

(ii) For the purpose of Sub Section 2.08(i), the Governing Council shall appoint suitable

persons to form the Appointments and Promotions Committee which shall make

recommendations in respect of appointments and promotions of members of staff of the

Academic and Non-Teaching Senior Staff.

(iii) An assessment and interviewing selection panel shall be set up in respect of any

appointment which is to be made and the panel shall make recommendations to the

Appointments and Promotions Committee.

(iv) The Rector shall have the power to make temporary appointments for Senior Staff posts

for a period not exceeding one year, unless renewed, where the need clearly arises. Such a

temporary appointment shall be made only on the recommendation of the Head of

Department concerned.

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10.9 Where an officer holds an appointment on probation, the Head of Department or Unit in which he

serves shall, three months before the expiration of the period of probation, consider whether the

officer should be confirmed or whether the period should be extended or whether the appointment

of the officer should be terminated.

10.10 Procedure for Temporary Appointment in Exigencies Preliminary Conditions:

(i) Notwithstanding the proceeding provisions governing permanent appointment temporary

or part-time appointments shall be made as and when exigencies arise.

(ii) Types of exigencies anticipated include:

a. Demands of regular but inevitable cyclical work.

b. Demands of peak leads in cyclical work.

c. New programmes or projects.

d. Where interviews for appointments into relevant permanent positions have already

been scheduled to take place within a matter of few weeks.

(iii) Eligibility criterion is simply that candidates proposed for appointments should

satisfy the requirements of education and experience as set out for the relevant position in

the approved Scheme of service.

(iv)Responsibility for Regularization:

(a) The Establishment Office shall render regular quarterly returns to key officers

(including Rector, Deputy Rector, Faculty Deans, Registrar and Bursar) of all staff

on temporary appointments in the separate categories of Senior Staff and Junior

Staff.

(b) The Establishment office shall ensure that adequate arrangements are made at the

earliest opportunity, for a regular institution-wide interview panel to interview

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 persons serving on temporary appointments with a view to recommending

absorption into permanent appointments.

(c) A temporary appointment made for a period of twelve months, in the first instance,

may normally be renewable for not more than an additional six months.

10.11 Outside work and other employment: -

All appointment will be full time and a member of Senior Staff shall not undertake paid work or

other continuous work with parties outside The Polytechnic, Ibadan unless he has received in

writing through the Rector the permission of The Polytechnic, Ibadan to do so, on terms and

conditions approved for the particular undertaking. Academic staff may, however, with the

consent of the Rector, accept appointments as examiners of other Institutions.

10.12 Outside work does not include the giving of occasional lectures elsewhere and the writing of

books and occasional participation in literary activities, but these would not involve The

Polytechnic, Ibadan in any financial responsibility.

10.13 A member of staff who accepts paid outside appointment as defined above without the permission

of The Polytechnic, Ibadan shall be deemed guilty of a breach of discipline.

10.14 DUTIES OF STAFF

a. Academic Staff: Duties of academic staff shall be: To advance and diffuse knowledge

through teaching, advanced study and original research, or other professional activity, and to

undertake in a responsible manner the academic and administrative tasks related to these ends.

The appointee is required to give such lectures and tutorial instruction and to conduct such

seminars, discussions, supervision of students, and practical classes as the Head of his

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 Department/Centre or Unit, may from time to time, determine; to fulfil the duties incidental to

these tasks such as the formal appraisal of Students’ academic progress and to be available for

consultation with students and colleagues; and to take part in all such examinations –

Polytechnic, Ibadan entrance or any other examinations as the Board of Studies or the Head of

Department may, from time to time, direct. The appointee is also required to assist in the

general work and activities of his Department, Centre or Unit, and of The Polytechnic, Ibadan

during both terms and vacations.

b. Each Head of Department shall be responsible to the Rector through the Dean for the

teaching, research and examination in his Department and for the proper conduct and

administration of his Department and shall undertake such other duties in connection with

these matters as the Rector may direct from time to time.

c. The duties of other Non-Teaching members of staff shall include the normal duties of the

office to which he is appointed and any other official duties, which in the opinion of the

Rector or his Head of Department he may reasonably be called upon to perform at any other

official duties from time to time.

d. Every member of staff shall take part in the general work and discipline in the Institution.

10.15 Contract Staff:

A contract appointment shall be limited to the period specified in the letter of appointment. In case

of expatriate officers, this is initially usually for two years or eighteen (18) months each unless

renewed in writing by mutual consent. Contract officers may be engaged without age limit

provided in the case of staff engaged not less than 12 months, they are certified fit by an

authorized Medical Officer at the beginning of each contract and are otherwise considered suitable

for employment. Contract Officers are eligible for contract addition and contract gratuity.

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10.16 All Non-Nigerians, other than those drawing pensions in Nigeria, shall be given contract and shall

qualify for contract addition and contract gratuity.

10.17 A contract officer who desires to renew his current contract shall, three months before he is due to

go on leave at the expiration of his contract, notifies The Polytechnic, Ibadan Authorities of his

wish in writing. In the absence of such notification by a date 3 months before he is due or such

other period as appears in his contract, it will be assumed that he does not desire re-engagement.

10.18 On receipt of such notification, the Head of Department should forward his recommendations to

the Appointments and Promotions Committee and whatever decision taken should be

communicated to the officer, at least, two months before the expiration date of the officer’s

contract.

10.19 Confirmation of Appointment:

All persons appointed to established posts shall be on probation for three (3) years after which

they will become eligible for confirmation subject to a report of satisfactory work. In cases of

unsatisfactory report, a progress report on the officer shall be rendered after six months.

10.20 Composition of Appointments and Promotions (Academic) Committee

There shall be a Committee comprising members of Council and BOS known as A&P (A)

Committee whose terms of reference shall be:

(a) To consider all matters relating to Appointments, Promotions and welfare of Academic Staff.

(b) To recommend to Council on any matters that will be in the proper appointments and

promotions of members of academic staff of The Polytechnic, Ibadan.

(c) To report to Council from time to time.

10.21 Composition of Membership of the Committee shall be as follows:

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 Rector – Chairman

Deputy Rector

Registrar

Two Council Members

Representative of Commissioners for Education and Finance

Dean of Faculties

The Polytechnic Librarian

Representative of the BOS

Deputy Registrar (Personnel) – Secretary

10.22 Composition of Appointments and Promotions (Non-Teaching) Committee

Rector – Chairman

Registrar – Member

Two Council Members

Representative of Commissioners for Education and Finance

Bursar

BOS Member

Deputy Registrar (Personnel) – Secretary

Terms of Reference

(a) To consider appointments, promotions and welfare of administrative, technical and

professional staff.

(b) To make recommendation(s) to Council on any matter that will be in the best interest for

proper appointments, promotions and welfare of Non-Teaching staff of The Polytechnic,

Ibadan

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 (c) To report to Council from time to time.

10.23 Composition of Junior Staff Committee

Membership of the Committee is as follows:

Registrar- Chairman

Bursar

The Polytechnic Librarian

Director, Works and Services

Director, Medical Services

Chief Security Officer

Representative of Faculties

Industrial Liaison and Placement Office (ILPO)

Legal

Deputy Registrar (Personnel) - Secretary

Regulation Governing Appointments of Academic Staff:

Basic Qualifications

(a) Minimum Basic Qualifications as advertised

(b) Additional general education over and above the minimum basic requirement

Professional Distinctions:

(a) Higher academic qualification (Master Degree, Doctorate Degree)

(b) Corporate Membership of Relevant Professional Bodies

(c) Distinguished Professional Contribution to the Institution, Community, State or Country up to:

(i) Holding of office in professional association(s) or Committee(s).

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 (ii) Extensive travel and demonstrated knowledge of practice in several institution

or countries

(iii) Publications related to professional speciality.

(d) Research and/or creative Development Work.

Teaching Experience

(a) One point for every relevant year completed.

(b) Partial or full Credit may be given for relevant pre-qualification experience

Professional Experience

(a) Two points for every acceptable post-qualification(s) year completed.

(b) Partial or full credit may be given for experience obtained prequalification (e.g by sandwich

apprenticeship or sandwich courses of instruction where the total period spent in full time

instruction is at least equal to a normal full-time course)

Management or Supervisory Experience

(a) One point for every acceptable year completed.

(b) Partial credit may be given for extended periods of acting appointment followed by a reversion

to substantive appointment.

Interview Performance

(a) Perceived professional competence (Interview Performance)

(b) Perceived Interpersonal Skills (Social graces, tact, poise, appearance).

(c) References including solicited written ones, search party findings, and any personal

information provided by consultants especially quality of performance, personality, and

human relations.

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10.24 Criteria for Appointment of Administrative and Technical Staff:

i.) Basic Qualification

(a) Minimum basic qualification as advertised.

(b) Additional general education over and above the minimum basic requirement.

ii.) Professional Distinctions:

(a) Higher academic qualification or relevant postgraduate: PGD, Master’s Degree,

Doctorate.

(b) Corporate Membership of Relevant Professional Bodies

(c) Distinguished Professional Contribution(s) to the Institution, Community, State or

Country up to:

(i) Holding of office in professional association, Committee or Boards.

(ii) Extensive travel and demonstrated knowledge of practice in several

institution or countries

(iii) Publications related to professional specialty.

(iv) Research and/or creative Development Work.

iii.) Post-Graduate Working Experience of Management/Supervisory Level:

(a) 1 point for every acceptable relevant qualification year completed

(b) Credit may be given for experience obtained pre-qualification (e,g by sandwich

apprenticeship, Sandwich courses of instruction previous or clerical

appointment at the executive officer’s level where the total period spent in full

time instruction appointment is at least equal to a normal full-time course)

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 (c) Credit may be given for an extended period of acting appointment followed by

a reversion to substantive appointment.

iv.) Interview Performance:

(a) Perceived professional competence (interview performance)

(b) Perceived interpersonal skills (social grace, tract, poise, appearance)

(c) Reference – including, solicited written ones, search-party findings and any personal

information provided by consultants especially quality of performance, personality, and

human relations.

B. PROMOTIONS

10.25 Regulations on Promotion of Academic Staff.

i. Consideration for Promotion:

(a) The Appointments and Promotions Committee will normally consider

recommendations compiled and supported by the Faculty Level Promotion Committee.

The Faculty Level Promotion Committee shall consider recommendations after the

annual Department Assessments. All annual assessment forms duly completed by

Lecturers shall be made available to the Faculty Level Promotion Committee with the

Head of Department’s recommendation.

(b) It shall be in order, however, for a member of staff who feels aggrieved for not having

been put up for promotion by his Head of Department to forward a petition to the

Rector through the usual official channels setting out his claims or merits for

promotion.

ii. Un-established Posts:

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 Promotions shall normally be made against established posts except in very exceptional

cases when promotions to un-established positions shall be made personal to the

incumbent. The total number of promotions to un-established position within the

institution in any one financial year shall be regulated by guidelines e.g in terms of

percentage of filled established positions approved from time to time by Council.

iii. Effective Date of Promotion:

Consideration for promotion shall normally take place during the second semester of each

academic session and the effective date of promotion in The Polytechnic, Ibadan shall be

1st October immediately following.

iv. Eligibility for Promotions:

To be eligible for consideration for promotion, a member of staff must normally have

completed 3 years since his substantive appointment or last promotion, subject, however,

to Clause (ii) above and qualification for confirmation of appointment.

v. Responsibility of Academic Staff:

(a) It is the responsibility of each academic staff to indicate quite clearly in the

prescribed manner his contributions and effectiveness.

(b) The Annual Performance Evaluation Report (APER) forms issued by the A & P

(NT) are prescribed for use in reporting contributions and effectiveness.

vi. Responsibility of Heads of Departments or Deans:

(a) It is the responsibility of the Head of Department to assist the Appointments and

Promotions Committee by indicating the adequacy in respect of each general area

of contributions cited.

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 (b) The Head of Department shall be in attendance when recommendations concerning

his Department are being considered.

vii. Criteria for Promotions:

(a) Promotions from one grade to another shall be on the following

grounds. Assistant Lecturer – Lecturer III:
(i) Outstanding teaching effectiveness;

(ii) Satisfactory evidence of research/creative

development/professional contributions.

(b) In respect of promotions to the grade of Senior Lecturer/Chief

Lecturer, the following special provisions shall hold:

(i) Evidence of outstanding teaching effectiveness;

(ii) Evidence of outstanding research/creative

development/professional contributions;

(iii) Satisfactory evidence of appropriate number of

publications as may be determined by A & P (A) from
time-to-time.

(iv) When the Appointments and Promotions Committee is

satisfied that there is a prima-facie case it shall proceed to

seek the advice of three external assessors who shall be

appointed by the Rector, The Polytechnic, Ibadan.

viii. Assessment of Research/Publications/Creative Development/Professional

Contribution

Where promotion is sought on grounds of Research/Publication/creative development

and/or professional contribution, the Head of Department making the recommendations

shall include in his recommendations an assessment of these activities and, if possible, the

opinion of another competent person may be obtained. Where these activities are a joint

88
 effort between the person recommended for promotion and others, there should be a clear

statement from either the Head of Department, or someone in a position to know, of the

specific contributions of the candidate recommended for promotion.

ix. Procedure for Assessment:

A list of assessors drawn from related disciplines in institutions and professionals from

professional bodies should be made available to the Rector by the Dean of Faculty, from

which the Rector may make a choice provided that the Rector can use other assessors

renowned in the area (field) of specialization. Any two (2) positive papers/assessments

returned qualified a candidate for promotion

10.26 Regulations on Promotion of Administrative Staff

(i) Consideration for Promotion:

(a) The Appointments and Promotions Committee will normally consider

recommendations compiled after the annual departmental assessment put forward and

supported by the Head of Department concerned, or if there is no Head of Department,

by the person acting in that capacity.

(b) It shall be in order, however, for a member of staff who feels cheated for not having

been put forward for promotion by his Head of Department to forward a petition to the

Chairman, A & P (NT) through the usual official channels, setting out his claims or

merits for promotion.

(ii) Un-established Posts:

Promotions shall normally be made against established posts except in very exceptional

cases, when promotions to un-established positions shall be made personal to the

incumbents.

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 The total number of promotions to un-established positions within the institution in any

one financial year shall be regulated by guidelines (e.g in terms of percentage of filled

established positions) approved from time to time.

(iii) Effective Date of Promotion:

Consideration for promotion shall normally take place during the second semester of each

academic session and the effective date of promotion in The Polytechnic, Ibadan shall be

1st October immediately following.

(iv) Eligibility for Promotions:

To be eligible for consideration for promotion, a member of staff must normally have

completed three (3) years since his substantive appointment or last promotion, subject,

however, to Clause (II) above and qualification for confirmation of appointment.

(v) Responsibility of Administrative Staff:

(a) It is the responsibility of each administrative staff to indicate quite clearly in the

prescribed manner his contributions and effectiveness.

(b) The Annual Performance Evaluation Report (APER) forms of Administrative Staff

performance issued by the Registrar’s office are prescribed for use in reporting

contributions and effectiveness.

(vi)Responsibilities of Heads of Departments:

(a) It is the responsibility of the Head of Department to assist the Appointments and

Promotions Committee by indicating the adequacy in respect of each general area

of contributions cited.

(b) The Head of Department shall be in attendance when recommendations concerning

his Department are being considered at faculty level.

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(vii) Criteria for Promotions:

(a) Promotions from one grade to another shall be on the following grounds:

i. Outstanding personal executive effectiveness;

ii. Outstanding personal supportive intra- as well as inter-

sectional/departmental liaison effectiveness;

iii. Satisfactory supervisory effectiveness;

iv. Satisfactory evidence of creative development/professional

administrative contributions.

(b) In respect of promotions to posts of the same salary scale as Deputy

Registrars/Chief Accountant and equivalent following special provisions shall

hold:

1) Evidence of outstanding personal executive effectiveness;

2) Outstanding personal supportive intra- as well as

inter-sectional/department liaison effectiveness.

3) Outstanding supervisory effectiveness.

4) Evidence of outstanding creative development/professional

contributions.

(viii) Assessment Of Creative Development/Professional Contribution

When promotion is sought on grounds of creative development or professional

contributions, the Head of Department making the recommendations shall include in his

recommendations an assessment of these activities and, if possible, the opinion of another

competent person may be obtained. Where these activities are a joint effort between the

person recommended for promotion and others, there shall be a clear statement from

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 either the Head of Department, or someone in a position to know, of the specific

contributions of the candidate recommended for promotion.

10.27 General:

a.) Promotion shall be made strictly on the basis of competitive merit by selection from among all

suitable candidates.

b.) In assessing the merits of officers, a clear distinction shall be made between their records of

performance or efficiency in the lower grades and their potential for promotion, i.e ability and

competence to perform, efficiently, the duties and responsibilities of the higher post.

c.) Seniority and previous records of performance will be taken into account in choosing between

candidates with equal potential for promotion.

d.) Emphasis shall be laid on productivity and good conduct and not necessarily on the number of

the minimum years stipulated in the Scheme of Service.

e.) Officer should not apply for promotion. It is for The Polytechnic, Ibadan Authorities to

consider interest of all serving officers when filling promotion vacancies.

f.) Notice of promotion shall be conveyed by a letter showing the post, salary and salary grade

level and effective date. The letter shall be copied to the Bursar, Chief Internal Auditor and

Rector for information.

g.) Officers sponsored for staff Development Programme by The Polytechnic, Ibadan shall be

considered along with their colleagues for promotion purposes.

C. GUIDELINES FOR CONSIDERING DEPARTMENTAL PROMOTION:

10.28 Below are the guidelines to which departmental promotions of individual staff are related:

(a) That in respect of promotions to un-established positions, ten percent (10%) of total posts

filled as of the current academic session be allowed for the whole and that the same percentage

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 shall apply to groups of functionally related departments, but promotions, posts allowed but

not to be filled in some sectors may be pooled if need be.

(b) That promotions to established vacancies be allowed if the candidates justify such promotions.

(c) That in the case of promotions from the grade of Assistant Lecturer III or Lecturer II:

(i) Outstanding teaching effectiveness may be assessed on the basis of the personal

attestation of the Head of Department only

(ii) Satisfactory research work/formal study may be assessed on the basis of

additional qualifications obtained since appointment.

(iii) Satisfactory professional contributions may be assessed on the basis of increase

in professional experience acquired since appointment.

(d) That in respect of promotions to the grade of Lecturer I, Senior Lecturer, Principal Lecturer

and Chief Lecturer, teaching effectiveness shall not be measured only by personal attestation

of the Head of Department, but also by presentation of published academic papers.

10.29 Evaluation of Teaching Staff Performance Annual Performance

Review/Promotion -Cumulative Appraisal:

i.) Heads of academic units in undertaking the Annual Performance Review and in conducting

the follow-up Review Conference with each individual member of the teaching staff of the

Academic Unit; and

ii.) Individual members of the Teaching Staff Promotions Appraisal Panel in preceding

recommendations on promotion.

Note: (NBTE) There is a scheme of service showing the career progression and

schedule of duties for the various cadres of Teaching and Non-Teaching Staff in

the Institution

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94
 CHAPTER ELEVEN

DISCIPLINE

11.1 General:

Disciplinary measures shall be taken against any officer for misconduct and inefficiency Iin

accordance with Section 24 of The Polytechnic, Ibadan Edict, 1970 section 27.

11.2 It is the duty of the Head of a Unit to whom notices of the misconduct of an officer is brought, to

take corrective measure as outlined in Regulation 11.3, and in the case of a serious offence to

report the matter to the Registrar who will, in turn, inform the Rector.

11.3 The Registrar may give oral or written warning to the officer concerned after he had been given an

opportunity to defend himself.

11.4 The following disciplinary actions may be taken against any officer for any of the offences and

shortcomings stated in these regulations:

(i) Verbal or written warning (Warning issued in writing affects next promotion)

(ii) Withholding or deferring of increment

(iii) Reduction in rank

(iv) Suspension

(v) Termination

(vi) Compulsory retirement

(vii) Dismissal

11.5 An officer against whom disciplinary action is being taken or who is arrested on a criminal charge

which may directly or indirectly affect the image of The Polytechnic, Ibadan may be suspended at

95
 the discretion of the Rector as appropriate to prevent him from exercising the powers and

functions of his office.

11.6 Pending a decision as to interdiction, the officer may, if it is considered necessary in the best

interest of The Polytechnic, Ibadan be prohibited from carrying out his duties but may not, until

formally notified of his interdiction, be deprived of any part of his emoluments. The order

prohibiting the officer from carrying out his duties must be in writing and signed by the Registrar

of the Institution.

11.7 An officer who is under interdiction may not, without the permission of the Head of his Unit in

writing, leave his duty station during the interval before he is re-instated or dismissed. An officer

who contravence this rule renders himself liable to be dismissed from the service of The

Polytechnic, Ibadan. If the officer’s whereabouts remain unknown, this dismissal may be made

without further formality.

11.8 Any case that warrants an officer to be suspended should be determined, disposed off dispensed

with within three (3) months otherwise, the officer will be recalled and after two (2) weeks of

resumption be placed on suspension again

11.9 Composition of Senior Staff Disciplinary Committee:

Rector – Chairman
Registrar
Two Council members
Representative of Commissioners of Education, Science & Technology and Finance
Chairman, COD
One Representative of Board of Studies
One Representative of ASUP
One Representative of SSANIP/NASU
Deputy Registrar (SSE) – Secretary

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 Terms of Reference

a. To investigate and consider all disciplinary cases involving all Senior Members of

Staff of The Polytechnic, Ibadan.

b. To make recommendation(s) to the Council with respect to all disciplinary cases before

it and any matter that will be in the interest of proper discipline of members of staff of

the Institution.

c. To make report to the Council from time to time.

11.10 Removal of Management, Academic and Administrative Staff:

If it appears to the Governing Council that there are reasons for believing that the Rector, the

Deputy Rector, the Registrar or any other person employed as a member of the academic or

administrative staff of The Polytechnic, Ibadan shall be removed on the ground of misconduct or

cannot perform the functions of his office, the Governing Council shall:

(a) Give notice of those reasons to the person in question;

(b) Where the matter relates to the Rector, the Deputy Rector, the Registrar or a Principal

Officer, set up a Committee from among the members of the Governing Council and the A

& P (A) (NT) to investigate the matter and to report on it to the Governing Council.

(c) Where the matter related to any other member of the academic or administrative staff,

direct the Rector to set up a Committee to investigate the matter and report to the

Governing Council but where the matter relates to a member of academic staff part of the

members of the Committee shall be appointed from among the members of the A & P (A)

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(d) Make reasonable arrangements for the person in question to be accompanied by

witness(es) if he so desires and be afforded an opportunity of appearing before and being

heard by the investigating Committee with respect to the matter; and if the Governing

Council after considering the report of the Investigating Committee, is satisfied that the

person in question would be removed by an instrument in writing signed by the Registrar

on the directive of the Council.

(e) It shall be the duty of the Registrar upon signing the instrument of removal to cause a copy

of the instrument to be served as soon as possible on the person to whom it relates.

(f) If it appears

(i) In the case of the Rector, to the Governing Council;

(ii) In the case of the Deputy Rector, the Registrar or any other person employed as a

member of the academic or administrative staff of The Polytechnic, Ibadan, to the

Rector.

(g) The officer concerned in (f) above shall be entitled to half (1/2) of his salary and

emoluments for the duration of the suspension or interdiction.

(h) Members of all other categories of staff of The Polytechnic, Ibadan other than those

mentioned in the foregoing provisions of this section shall, for the purpose of discipline, be

subjected to the authority of the Rector. However, any member of such staff (except

members who are daily paid) removed from office or employment by the Rector shall have

a right of appeal to the Council against the removal.

(i) In the exercise of their powers under sections 11.04 and 10.08 (e) of this chapter, the

Council and Rector shall have power to appoint a disciplinary panel of such members of

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 staff of The Polytechnic, Ibadan as they may in their discretion determine for the purpose

of advising them on any particular matter relating to discipline.

11.11 SERIOUS MISCONDUCT

SECRET CULTISM (PROHIBITION)

CHAPTER 150 PAG. 239

A Law Prohibiting Secret Cultism in Educational Institutions; Public Service in Oyo State and

Related Matters Date of

Commencement.
(2nd February, 2000)

Short title
1. This Law may be cited as Secret Cultism (Prohibition) Law.

Interpretation
2. In this Law –
.

(i) “Appropriate Authority” means the Commissioner of Police in Oyo State;

(ii) “Commissioner” means Commissioner for Education;

(iii) “Educational Institutions” include Secondary Schools, Polytechnics,

Colleges of Education and Universities in the State;

(iv) “Public Service” means the Public Service of Oyo State;

(v) “Secret Cult” includes any of various oath bound societies kept from the knowledge

of others who are not members of the society and all the societies enumerated in the

schedule to this Law;

(vi) “State” means Oyo State of Nigeria

Prohibition
3. No student shall be a member of or participate in the activity of a secret cult. of Secret
Cultism in
Educational
Institutions.
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 4. No Public Officer shall be a member of any Secret Cult. Secret
Cultism in
Public
Service.

5. (1) Where any society by whatever name it is called or known operating within an Power of
Governing
Council to
Educational Institution or a public place pursuing activities which are – Suspend any
Student any
(a) not in the interest of State Security, Public Safety, Public Order, Public Morality
Studentorfrom
School
Public Health; or

(b) illegal, inimical, destructive or declared unlawful by this Law;

(c) acts that ported secrecy where such acts are against the generally known and

acceptable norms of the society; the Governing Council, Vice Chancellor or any

authority or person in charge of or in control of the educational institution or public

service may, after conducting investigations with respect to the activities of the

society suspend all the members of any such society.

(2) It shall be lawful for any student to engage himself or aid other students to participate in the

activities of any society Prohibited by this Law.

Power of 6. 1.) Any Police Officer or any member of a Special Security outfit may arrest without
Arrest.
warrant any person who contravenes the provisions of the Law.

2.) Any person who hinders an authorized security officer from effecting an arrest of an

offender pursuant to the provision of this Law commits an offence, and shall be liable on

conviction to –

a) dismissal from public service (if in service);

b) an imprisonment for 10 years or both.

Offences
and
Penalties 100
 7. (1) Any person who fails to comply with the provisions of Sections 3 and 5 of this Law

shall be guilty of an offence and on conviction be liable to –

(a) rustication from the educational institution; or

(b) an imprisonment for 5 years, or both

(2) any Public Officer who contravenes the provisions of Section 4 of this Law-commits

an offence and shall be liable on conviction to –

(c) dismissal from the public service or

(d) an imprisonment for ten (10) years, or both.

(3) The powers conferred by Section 5 of this Law shall be exercised without prejudice

to any legal proceedings as may be instituted or intended to be against any students or any

person aiding or abetting such students or person affected by this Law by the appropriate

authorities.

Application 8. The provisions of any enactment, law or instrument (including the constitution of the Federal
of this Law
to other Republic of Nigeria 1999), relating to any matter to which this Law applies or relating to the
enactments.

admission or disciplinary control of a student in any educational institution affected by this Law

shall have effect simultaneously with the provisions of this Law.

9. (1) The Commissioner may with the approval of the Governor make regulations generally Power to
make
for the purpose of achieving the object of this Law. regulation.

(2) Without prejudice to subsection (1) of this Section the Commissioner may make

regulations-

(a) designating any other educational institution;

(b) specifying and varying names of secret cults apart from those specified

in the schedule

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 to this Law.
Objects of
10. The objects of this Law are – this Law.

(a) To expose activities of cultism in Schools and Public Services;

(b) To curtail and curb incidents of cultism in educational institutions and Public Services;

(c) To guarantee safety of lives and properties; and

(d) To maintain a conductive learning atmosphere in schools in the State.

SCHEDULE
(Section 3)
(1) Canary
(2) Green Berret
(3) The Eagles
(4) Black Cat
(5) Daughters of Jazebels
(6) Black Axe
(7) Black Heart
(8) Black Bra
(9) Airwords
(10) Buccaneers
(11) Black Suckers
(12) Mafia
(13) Maplates
(14) Vicking Confraternity
(15) Trojan Horse
(16) Supreme Eiye Confraternity
(17) The Blood Spot
(18) Eiye Confraternity
(19) Temple of Eden Confraternity
(20) Neo-Black Movement
(21) Dragon
(22) Musketeers
(23) Barracudas “Tripple K”
(24) Osiri
(25) Revolution
(26) Burkina Faso
(27) Mgbamegbu Brothers
(28) Mafioso
(29) Panama Pyrates
(30) Scorpion
(31) Ku Klux Klan (KKK)

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 (32) Amazons
(33) Ibaka
(34) Confraternity
(35) The Woodpeckers
(36) The Sea Dogs
(37) Maphites
(38) The Dove
(39) Ozo
(40) Walrus
(41) Himalayas
(42) The Pink Ladies
(43) Frigates
(44) Mgbangba
(45) Ostrich
(46) Dirty Pants
(47) Black Berrets
(48) Bukin Fasses
(49) Klansmen Konfraternity (KK)
(50) Cecila Queens
(51) Ogboni Confraternity
(52) Awopa
(53) Gbarayile
(54) Any other identified Cult Society

11.12 Any member of staff against whom, disciplinary action is to be taken, shall be issued written query

by the Registrar, where all the allegations must be clearly stated and given a week to respond to

such query. If the response is not satisfactory, the staff should be made to know in writing:

(a) Interdiction:

(i) Where a staff has been charged with a criminal offence, whether or not connected

with The Polytechnic, Ibadan the Registrar may interdict him from his duties

forthwith.

(ii) Formal notice of interdiction shall be given to the staff concerned in writing. The

notice shall state the date of the interdiction and reason for that interdiction.

(iii) Where a staff has been interdicted, and under suspension such a member of

staff shall be entitled to receive half of his/her salary.

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 (iv)Where a staff under interdiction is found not guilty of all charges, he shall be

reinstated and shall receive the balance of his/her salary for the whole period of

interdiction.

(v) Time of suspension should not be more than three (3) months before the case

against him is disposed with. However if the case is not determined within the

period of three (3) months, the officer is recalled back to duty and after two (2)

weeks be suspended again till the case is disposed/dispensed with.

(b) Suspension

i. Whenever, in the opinion of a Head of Unit, Misconduct which is of such

magnitude as not to warrant dismissal is committed by a member of staff, the

Head of Unit concerned may recommend to the Registrar that the member of staff

be suspended without pay for a specific period of not more than 3 months, in the

first instance.

ii. When a member of staff has been suspended, the member(s) of staff shall there

upon be forbidden from carrying on duties and to enter the place of work without

the express permission of the Registrar. The member(s) of staff will be instructed

to handover all properties of The Polytechnic, Ibadan in his/her care.

iii. The Registrar or the designated officer shall convey notice of suspension to the

member of staff concerned in writing on behalf of the council.

iv. Where the member of staff concerned is eventually found not guilty of the

misconduct all withheld salary/salaries shall be paid.

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(c) Reduction in Rank:

If any officer is found guilty of the offence and he /she is reduced in rank, his/her

placement as at the time the offence is committed will be brought however in the next

rank.

(d) Termination of Appointment:

i. An unconfirmed staff may have his appointment terminated with a month’s notice

or a month’s pay in lieu of notice if at any time during probation, the institution is

of the opinion that it is undesirable that he should continue in the service of The

Polytechnic, Ibadan.

ii. A staff who is confirmed in his appointment may have his appointment terminated

by The Polytechnic, Ibadan on ground of general inefficiency provided that he has

previously been warned, at least, thrice by the Head of Department that his work

has been unsatisfactory and a copy each of such warnings had been forwarded to

the Registrar on each occasion.

iii. The appointment of a confirmed staff shall not be terminated on the grounds of

general inefficiency until he has been given the opportunity of submitting

representations to the Registrar through his Head of Department and such

representations have been considered by the Registrar.

iv. A confirmed established staff whose appointment is terminated for inefficiency

shall be given one calendar months’ notice or alternatively one month’s pay in lieu

of notice.

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 v. A staff who resigns his appointment shall be required to give three months’ notice

or three months salaries in lieu of notice. He shall also be required to vacate The

Polytechnic, Ibadan premises immediately at the expiration of his notice.

(e) Compulsory Retirement:

When a staff is forced to retire even if he/she has not reached retirement age but due to an

offence committed he/she is forced to retire.

(f) Dismissal:

i. A staff under interdiction who is found guilty of any of the charges preferred

against him may be dismissed and if so, shall not subsequently receive any part of

any short payment of his salary.

ii. a) Failure to disclose any previous conviction for a criminal offence

will lead to summary dismissal.

b) A staff that is convicted on a criminal charge shall not receive any

emoluments for the period following the date of his conviction until The

Polytechnic, Ibadan shall have considered his case. In the event of any

acquittal on appeal the question of continuation in service and payment of

arrears of emoluments shall be determined by the Registrar.

iii. Upon conviction of a staff on a criminal charge he shall be dismissed.

iv. A staff of The Polytechnic, Ibadan shall be summarily dismissed if it is proved

beyond reasonable doubt that he corruptly accepts or obtains or causes any person

to accept or attempt to obtain from any person, for himself or for any person, any

gift or consideration as an inducement or reward for doing or forbearing to do

any act in relation to The Polytechnic, Ibadan’s affairs or business or for showing

106
 or forbearing to show favour or disfavour in relation to The Polytechnic, Ibadan’s

affairs or business.

v. A staff of The Polytechnic, Ibadan shall be summarily dismissed, if he:

i. Whilst employed in a full-time or part-time capacity acts as attorney or

agent against The Polytechnic, Ibadan in any matter

ii. Falsifies testimonials or personal records

vi. A staff who is confirmed in his appointment may be dismissed by the

Polytechnic, Ibadan for misconduct but no such employee shall be so dismissed

until he has been given the opportunity of submitting representations to the

Registrar through his Head of Department and such representations shall have

been considered by the Registrar.

vii. No notice or salary in lieu of notice shall be given to any employee dismissed for

misconduct but dismissal shall take effect from the date on which the staff

concerned is notified that he has been dismissed.

11.13 Graduation of Sanctions

The disciplinary Committee measure shall be ranked according to nature, rampancy, previous

record of the offender and the gravity of misconduct.

(1) Verbal reprimand (Oral Warning)

(2) Serious reprimand (in writing shall affect next promotion)

(3) Specific punitive measure e.g.

a. Loss of annual increment for specified period.

b. Delay of promotion or appointment/assignment for a specified

period.

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 c. Loss of headship or other administrative position of honour and

responsibility for a specified period.

d. Deferment of confirmation; and

e. Surcharge

(4) Suspension without pay for a specified period;

(5) Force resignation, non compliance (with this option leads to:)

(6) Termination of appointment/Contract appointment

(7) Demotion and termination, where termination alone is not considered adequate

punishment.

(8) Dismissal (applicable in case of serious misconduct including conviction by court of

law and any conduct that tarnishes the image of the Institution in the public.

Effect of Disciplinary Measure on Promotion

Pronouncement of discipline under b, c, and e above shall attract loss of next promotion

11.14 STAFF AUDIT AND PERFORMANCE EVALUATION

(a) Staff audit shall be undertaken at least once in three (3) years. Council shall give general

direction to Management to conduct the exercise. It shall be the duty of the Registrar to draw

the attention of Council to the need for the exercise.

(b) It shall be undertaken to ascertain the correct personnel emolument, identify over-aged

personnel, medically unfit and unqualified hands for appropriate rationalization.

The exercise shall ensure that all unverified staff on The Polytechnic, Ibadan, payroll are removed

and persecuted.

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109
 CHAPTER TWELVE

12.0 GRIEVANCE PROCEDURE(S)

12.1 Internal

Members of staff who have grievance relating to salaries, conditions of service or any other

matters should refer these to the Departmental Heads or other immediate supervisors as a first

point of contact. It will be appropriate for the member of staff concerned to request consultations

and review of the matter by the appropriate supervisor or a higher level authority.

Official communication with the Governing Council is appropriate only after channels of

communications have been exhausted, without success, in resolving problems. In such a case, a

prior consultation with the Rector is deemed necessary and courteous.

Before resorting to formalizing any grievance, a staff should feel free to discuss the matter

informally with his Head of Department.

Members of staff should not communicate with any outside person or agency on any official

matter except in compliance with laid down procedure(s).

Under no circumstance should an aggrieved member of staff appeal directly to the Governing

Council without going through the procedure laid down above. In the event of the Council being

petitioned, the original copy should be sent to the Registrar while advance copies should be sent to

the Rector and the Chairman of the Council.

Without any prejudice to the above procedure, it is hoped that before resorting to communicating

with the Council directly, all the available channels would have been exhausted without success.

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 A member of staff shall not in any case take an issue undergoing management consideration

beyond the core of the Institution. A breach of this regulation shall be considered as a serious act

of misconduct for which the penalty shall be summary dismissal.

It is an offence for a petition to be unduly delayed or suppressed by Heads of

Units/Departments/Directorates by failing to forward or initiate action on petition to appropriate

authority within two (2) weeks of reception. It is an offence punishable by interdiction/suspension.

However, if the matter can be settled at any stage to the satisfaction of the petitioner, this should

be done and the petition may then be retained by the Unit/Department of the petitioner.

Where it has been ascertained that a petitioner/an aggrieved officer has not exhausted all

administrative procedures to redress his grievance but has informally/formally initiated a

communication to Council, the Registrar shall request Council for a mandate to ask such petitioner

to present/re-present his grievance(s) procedurally.

FLOW CHAT                            
   
GOVERNING COUNCIL

RECTOR

REGISTRAR

DEAN

HEAD OF DEPARTMENT

AGGRIEVED STAFF

12.2 SERVICOM UNIT:

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 SERVICOM is derived from the words SERVICE COMPACT and it is meant to eradicate

inefficiency and corruption in the system.

SERVICOM Unit took off in The Polytechnic, Ibadan system on 16th June, 2021.

The Polytechnic, Ibadan SERVICOM is mounted on the imperative to change the system of

service delivery and driven by the government’s commitment to deliver service and citizen’s

expectation of service delivery.

The Polytechnic, Ibadan SERVICOM is to transform the Institution through a customer care

service system. It was established to satisfy customers’ expectations of excellence in academics

and other related services.

12.3 AIMS AND OBJECTIVES

 SERVICOM was set up to improve access and quality of services for better development

 It was set up to develop mechanism for collecting all complaints, both internal and

external, with a view to ensuring professional solutions.

 It was established for affirmation of commitment to the service of the customers,

consideration for the needs and rights of the customers and dedication to deliver services.

 The Unit is to maintain our Institutional integrity so as to maintain SERVICOM golden

rule that says “SERVE OTHERS AS YOU WOULD LIKE TO BE SERVED”.

12.4 DUTIES OF SERVICOM

 To provide quality service to the people

 To set out the entitlements of the citizen

 To educate the citizens (customers) on their rights.

 To ensure good leadership.

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  To empower public officers to be alert to their responsibilities in providing improved,

efficient, timely and transparent service, among others.

All staff of The Polytechnic, Ibadan whose ward(s) or relation(s) have one complaint or the other

should get in touch with this Unit for amicable resolution of the complaint.

12.3 CHECKLIST OF VARIOUS KINDS OF COMPLAINS

a) STUDENTS’ COMPLAINTS INTERACTION CHECKLIST FOR ISSUES
RELATING TO THE MANAGEMENT OF THE POLYTECHNIC, IBADAN

This form should be used when a Student has a complaint on the Management of The Polytechnic, Ibadan

Date of the Complaint: ___/___ /______ Time: ___a.m./p.m. Sex of the Student: Female ( ) Male ( )
Age: ___ (yrs.)
Faculty: ____________________ Department: ___________________________

Please, tick the box that best fits this student’s complaint (you may wish to add more details of the complaint in
the space provided below:

S/N ITEMS GROUP CATEGORY DESCRIPTION

Institutional Bureaucracy Problems with administrative policies and
Issues procedures
Environment Poor and unhygienic hostel facilities
Management Finance and Many unauthorized levies in the
Billing Faculty/Department
Service Issues Problems with Clinic/Health Centre
1. Staffing and Inadequate staffing at the Health Centre/other
Resources office(s)
Directions Problems with locating a Service Area
Timing and Access and Lack of access to Services or Staff
Access Admission
Delays Delays in admissions or access to treatment
Discharge Early, late or unplanned discharge from the
Health Centre
Referrals Problems in being referred to a healthcare
service

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 b) STUDENTS’ COMPLAINTS INTERACTION CHECKLIST FOR ISSUES
RELATING TO NON-TEACHING STAFF ATTITUDE OF THE POLYTECHNIC,
IBADAN

This form should be used when a Student has a complaint on any of the Non-Teaching Staff of The Polytechnic,
Ibadan

Date of the Complaint: ____/____ /_______ Time: _______a.m./p.m.

Sex of the Student: Female ( ) Male ( ) Age: _____ (yrs)

Faculty: ____________________ Department: ___________________________

Please, tick the box that best fits this student’s complaint:

S/N ITEMS GROUP CATEGORY DESCRIPTION

Communication Communication Delayed, Inadequate and non-
Breakdown communication with students
Incorrect Communications of wrong, inadequate or
Relationship information conflicting information to students
Students-Staff Not listening to Students, lack of shared
Dialogue decision-making and conflict
Directions Problems with locating a Service Area
Humaneness/Caring Respect, dignity Rude, disrespectful or insensitive
2. and caring behaviours to students
Staff attitudes Poor attitudes towards students or their
families
Abuse Physical, sexual or emotional abuse of
students
Referrals Problems in being referred to a healthcare
service
Student’s rights Confidentiality Breaches of student’s confidentiality
Consent Coercing or failing to obtain student’s
consent
Discrimination Discrimination against students

114
 c) STUDENTS’ COMPLAINTS INTERACTION CHECKLIST FOR ISSUES
RELATING TO THE LECTURERS’ ATTITUDE OF THE POLYTECHNIC,
IBADAN

This form should be used when a Student has a compliant on any of the Teaching Staff of The Polytechnic, Ibadan

Date of the Complaint: ____/____ /_______ Time: _______a.m./p.m.

Sex of the Student: Female ( ) Male ( ) Age: _____ (yrs)

Faculty: ____________________ Department: ___________________________

Please, tick the box that best fits this student’s compliant:

S/N ITEMS GROUP CATEGORY DESCRIPTION

Competency Suspect competency in the ability of
the Lecturer on what is being taught
Student-Staff Not listening to students’ complaint.
Dialogue
Humaneness/Caring Dereliction Delay or non-remittance of marks
Relationship Staff Attitudes Lukewarm attitudes towards
students complaints
Abuse Physical, sexual or emotional abuse
3. of students
Student’s attitudes Confidentiality Breaches of students confidentiality
Consent Coercing or failing to obtain student
consent
Discrimination Discrimination against students
Job schedule Attitude to work Lecturers not delivering Lectures as
at when due
Abuse Demand for money for marks,
assignments or projects.
No Handout, no semester Test
Special mark for Handout and
Textbooks.
Compulsory purchase of
Textbook(s) and Handouts.

d) STUDENTS’ COMPLAINTS INTERACTION CHECKLIST FOR ISSUES

RELATING TO HEALTH CENTRE OF THE POLYTECHNIC, IBADAN

This form should be used when a Student has a complaint on the Health Centre of The Polytechnic, Ibadan

Date of the Complaint: ____/____ /_______ Time: _______a.m./p.m.

Sex of the Student: Female ( ) Male ( ) Age: _____ (yrs.)

Faculty: ____________________ Department: ___________________________

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Please, tick the box that best fits this student’s compliant:

S/N ITEMS GROUP CATEGORY DESCRIPTION

Quality Examinations Suspicion of competency in patient’s
examination by the Nurse, Doctors or other
Staff
Patient Journey Problems in the coordination of treatment
in different services
Quality of care Substandard Clinical/Nursing care
Clinical Treatment Poor or unmerciful clinical treatment
Safety Errors in Erroneous, missed or slow clinical diagnosis
4. diagnosis
Medication Errors in prescribing or administering
errors medications
Safety Events or complications that threaten the
incidents safety of patients
Skills and Deficiencies in the technical and non-
conduct technical skills of staff that compromise
safety
Relationship Dereliction Lukewarm attitude of staff to patient
Abuse Physical, sexual or emotional abuse of
patient
Scarcity Non-availability of drugs, dressings and the
like

e) STAFF’S COMPLAINTS INTERACTION CHECKLIST FOR ISSUES RELATING

TO THE MANAGEMENT/OTHER STAFF OF THE POLYTECHNIC, IBADAN

This form should be used when a Staff has a complaint on the Management/other Staff of The Polytechnic, Ibadan

Date of the Complaint: ___/___ /______ Time: ___a.m./p.m. Sex of the Staff: Female ( ) Male ( ) Age: ___
(yrs.)

Faculty: ____________________ Department: __________________ Unit: _______________

Please, tick the box that best fits this staff’s complaint (you may wish to add more details of the complaint in the
space provided below:

116
S/N ITEMS GROUP CATEGORY DESCRIPTION
Institutional Issues Bureaucracy Problems with administrative policies and
procedures
Environment Poor and unhygienic work place
Finance and Many unauthorized levies in the
Billing Faculty/Department
Service Issues Problems with Clinic/Health Centre
Timing and Access Access and Lack of access to Services or Staff
Admission
Delays Delays in admissions or access to
treatment
Discharge Early, late or unplanned discharge from the
Health Centre
Referrals Problems in being referred to a healthcare
service
Humaneness/Caring Respect, Rude, disrespectful or insensitive
Relationship
dignity and behaviours to staff
caring
Abuse Physical, sexual or emotional abuse of staff
5. Staff’s rights Confidentiality Breaches of staff’s confidentiality
Job schedule Attitude to Lecturers not delivering Lectures as at
work when due
Abuse Demand for money for marks, assignments
or projects.
Compulsory purchase of unauthorized
Textbook(s)
Quality Examinations Suspicion of competency in patient
examination by the Nurse, Doctors or
other Staff
Quality of care Substandard Clinical/Nursing care
Safety Errors in Erroneous, missed or slow clinical
diagnosis diagnosis
Medication Errors in prescribing or administering
errors medications
Safety Events or complications that threaten the
incidents safety of patients
Skills and Deficiencies in the technical and non-
conduct technical skills of staff that compromise
safety
Relationship Dereliction Lukewarm attitude of staff to patient
Scarcity Non-availability of drugs, dressings and the
like

117
 f) PARENTS/COMMUNITY’S COMPLAINTS INTERACTION CHECKLIST FOR
ISSUES RELATING TO THE STUDENTS AND THE POLYTECHNIC, IBADAN
This form should be used when the Parents/Community has a complaint on the Students and The Polytechnic,
Ibadan

Date of the Complaint: ___/___ /______ Time: ___a.m./p.m. Sex : Female ( ) Male ( ) Age: ___ (yrs.)
Town: ____________________ Phone No: __________________ (Optional)
Residential Area: _______________

Please, tick the box that best fits this Parents/Community’s complaint

S/N ITEMS GROUP CATEGORY DESCRIPTION

Communication Communication Delayed in paying house rent and
breakdown other fees/ Tenancy related issues
Admissions Admissions requirements, O Level
Results, Jamb Cut-off marks
problems, Academic Session, Fees
etc.
Incorrect Information Wrong information, nagging or
conflicting Information within the
community among students and
neighbours
Parents/community Not-listening to the
Dialogue parents/community, lack of
shared decision making
Humaneness/Caring Respect and dignity Rude, disrespectful or insensitive
behaviours to parents/Community
Relationship Students Attitudes Poor attitudes towards
parents/community content
6. Abuse Physical, sexual or emotional
abuse
Parents/Community Consent Coercing or failing to obtain
Rights parents/community consent.
Cultism or cultist activities in the
Community.
Payment of ward/children’s
tuition.

Semesters’ results of
wards/children.

Course registration form/portal

issues.
Issues on scores of
wards/children.

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 Issues relating to certificate and
transcript.
Issues on NYSC.

CHAPTER THIRTEEN

13.0 HOUSING

13.1 Operational Rules

Allocation of quarters to members of staff shall be done by the Institutional Housing Allocation

Committee; allocation of quarters will however be a privilege and not a right. The regulations on

which the Committee operates are given below:

13.2 Mode of Allocation:

Allocation of quarters is based on the point system and the criteria used for scoring include:

(i) Exigency of duty

(ii) Length of service

(iii) Designation

(iv) Marital status and

(v) On compassionate grounds

Applicants for quarters who have serious cases will be treated on emergency basis. In addition to

the above, officers whose services are considered essential to the smooth running of the institution

are by virtue of their responsibilities, given some preferential treatment when houses are being

allocated. The following houses will normally be regarded as adequate:-

Family Status Type of Quarter

Unmarried (i) Chalet/Flat let/Hall Flat

(ii) 2 Bedroom Flat/Chalet

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 (iii) 2 Bedroom Bungalow

Married with 1 or 2 children 2 Bedroom Bungalow

Married with 2 or more children (i) 3 Bedroom Bungalow

(ii) 4 Bedroom Bungalow

13.3 Vacation of Quarters:

All letters of retirement or resignation of appointments must be copied to the Institutional Housing

Allocation Committee. The regulation is that an allocation expires from the day a staff ceases to be

in the employment of the institution. Affected staffer may be allowed to stay until six (6) months

after retirement, after which they are charged economic rent up to 1 year to be decided by the

institution. Widows/widowers are allowed to stay in the quarters for up to 2 years.

13.3.1 Retiring Staff

Any retiring staff who stays in The Polytechnic quarters beyond the stipulated date of six (6)

months from the date of retirement shall be surcharged 100% increase on the existing rent, or

as Council may determine from time to time for the period of the extended occupation which

shall not be more than six (6) after which he/she will be legally ejected.

13.3.2 Dismissal, Abscondment and Terminated Appointment

Members of staff who are dismissed or whose appointments are terminated shall not be covered

by the preceding rules, but shall be subjected to the stipulated conditions in the letter given to

them by the Polytechnic, with a quit notice of three (3) months only. In such case, a copy of

letter of Dismissal/Termination shall be made available to the Institutional Housing

Committee (IHC) to enable the Committee to act appropriately in line with this section.

13.3.3 Study Leave Without Pay

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 (i) Any member of staff on study leave without pay must make adequate arrangement

for paying the rent as at when due. Defaulters shall be legally ejected, if payment is not

rendered in three months consecutively.

(ii) Except in special circumstances, no member of staff, who is away from the Polytechnic,

Ibadan for whatever reason, shall keep the house/flat indefinitely. After a maximum

period of Three (3) years, the house shall revert to the Institutional Housing Committee.

13.3.4 Resignation

A member of staff who resigns from The Polytechnic must vacate the quarters not later than

the thirty (30) days after on which the resignation expires. Failure to vacate beyond thirty

(30) days of resignation he/she shall be legally ejected and be surcharged the sum of One

Thousand Naira (N1,000.00) per day after one (1) month of effective date of resignation

or as Council may determine from time to time for the period of extended occupation.

In special circumstances, the Rector on the advice of the Institutional Housing

Committee, may approve an extension of occupancy for a period not exceeding three (3)

months

13.3.5 Transfer of Unoccupied Accommodation

(i) Houses are allocated to members of staff on the understanding that they wish to reside in

the house/flat urgently.

(ii) Any staff who refuses to take up the accommodation or decides to leave the place

physically unoccupied or transfers the same to person(s) unapproved by the Institutional

Housing Committee shall have the allocation revoked, and the place shall be legally

reallocated by the Institutional Housing Allocation Committee.

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13.4 Maintenance of Quarters:

Minor repairs are carried out by the occupants while major damages and repairs shall be reported

to the Housing Allocation Committee (H.A.C.).

Lawns are maintained by individual residents. It should be noted that The Polytechnic, Ibadan is

not ready to entertain reimbursement on any renovations/repairs done by the occupants without the

knowledge of the Management via the Housing Allocation Committee.

13.5 Swapping of Quarters:

a) Staff are not permitted, under any circumstance to transfer accommodation to any person;

b) Any member of staff who transfers his quarters to another person will be ejected with the

new occupant and both shall face the Institutional Disciplinary Committee for illegal

transfer and illegal occupation.

c) The quarters shall not be transferred for use by any member of the family (child,

brother/sibling) under any circumstance when there is an indication of the legal

occupant’s relocation to personal building.

13.6 Types of Quarters and Locations:

The categories of Senior Staff Quarters available on Campus are as stated below:

Locations Type of Flats

Ijokodo Estate 4-Bedroom flat plus 1 boy’s quarters

4-Bedroom flat plus 2 boy’s quarters

South Campus 4-Bedroom flat plus 2 boy’s quarters

Block of flats (North Campus)

i.) 4-Bedroom flat plus 1 boy’s quarters

ii.) 3-Bedroom flat plus 2 boy’s quarters

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 iii.) 3-Bedroom flat plus 1 boy’s quarters

iv.) 2-Bedroom flat plus 2 boy’s quarters

v.) 2-Bedroom flat plus 1 boy’s quarters

vi.) 2-Bedroom (semi-detached) plus 2 boy’s quarters

Health Centre Road 3-Bedroom flat plus 3 boy’s quarters

The institution charges appropriate economic rent from time to time. As for utilities, it is only

electricity that is charged. Each flat has a meter that is read, with charge based on unit of

electricity consumed and deduction is made from the occupant’s salary.

13.7 Sub-letting and Conversion of Buildings:

i) Sub-letting is forbidden, the Housing Allocation Committee has the right to inspect

quarters from time to time, and any occupant found to have violated the regulation

shall be ejected.

ii) Conversion of garages into shops, grinding mills for yam flours, cassava flours,

poultry and or pepper or for any other commercial purpose other than parking space is

not allowed and any offender shall be forcefully ejected from such quarter.

iii) No alteration to the structure of existing building should be made by the occupants.

iv) The use of main building and boy’s quarters for the rearing of animals and fowls shall

also lead to forceful ejection from the quarters and the ejected officer will be forced to

repair the whole building. The repair may be carried out by works and services

Department and the expenses deducted from the officer’s salary.

v) Alteration to the quarters as well as building of kiosks or other similar structures in

residential quarters is prohibited.

13.8 Rearing of Animals:

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 a. Residents of quarters are forbidden from rearing domestic animals such as cows, pigs,

sheep, goat etc. Any offender(s) shall be ejected from the quarters in addition to having

such animal(s) confiscated.

b. Dogs should be licensed: there should be record of immunization, filed at Health Centre

and Security office and Housing Allocation Committee. Failure to comply, will lead to the

dog being confiscated by the Security Unit.

c. Violation of 13.8(a) above attracts the penalty of 13.7(iv) will apply.

13.9: Change of Accommodation:

Member of staff wishing to change accommodation may fill an application form obtained from the

Secretary, Housing Allocation Committee. A list of applicants in order of ‘merit’ on the basis of

points scored or emergency is kept up to date and presented to the Housing Allocation Committee

at its meetings which are held monthly. When a quarter such as the wish is applied for is available,

every applicant’s claim is considered on its merit and all unsuccessful applicants are carried over

to the next meetings.

13.10 Where a member of staff has applied for a change of accommodation and accepts an allocation

based on his application, an application for a further change may not be considered within the next

four years.

13.11 Married Women:

A female officer who is married shall be entitled to accommodation in her own right, but where

the husband enjoys the benefit of official accommodation in the same station (The Polytechnic,

Ibadan), a married woman employee shall not be given official accommodation. The Rector shall

have the discretion in varying this regulation.

13.12 Points System for Housing Allocation:

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The following new points system approved by the Housing Allocation Committee is in operation:

I point for each year of service up to ten years; thereafter a point for every two years of service.

2 points for every child up to a maximum of 4 children and 2 further points if there are children of

opposite sex above the age 18.

5 points for spouse (in respect of Senior Member of staff where both husband and wife are in the

service of The Polytechnic, Ibadan.

3 points only if spouse is not a member of staff of The Polytechnic, Ibadan.

15 points for Chief Lecturer (or equivalent grades)

14 points for P.L (or equivalent grades)

13 points for Senior Lecturer (or equivalent grades)

11 points for Lecturer Grade I (or equivalent grades)

09 points for Lecturer Grade II (or equivalent grades)

08 points for Lecturer Grade III (or equivalent grades)

07 points for Assistant Lecturer or (equivalent grades)

In addition to the above points, it is considered essential that the following underlisted officers

whose services are essential to the smooth running of the Institution are to be, by virtue of their

posts, given some preferential treatment when houses are being allocated. The officers concerned

are:

i. Rector

ii. The Deputy Rector

iii. Registrar

iv. Bursar

v. The Chief Librarian

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 vi. The Director of Works & Services

vii. The Director of Medical Services

viii. The Dean, Student Affairs

ix. DR, Student Affairs

x. The Chief Security Officer

xi. The Executive Hall Wardens

xii. The Chief Fire Officer

13.13: Rates/Charges on Staff Quarters

Rates are charged in accordance with the Economic Rent Policy. On no account should any

occupant fail to notify the Institution of his/her vacation of the official quarters and still holding

onto keys or using it for other ulterior motive. Such occupant, if discovered or reported, will be

arraigned before SSDC and disciplinary action as may deem fit would be taken against the

offender.

13.14 Possible Punishment for Offender(s)

Any staff occupant who illegally operates within the framework of the law of the Institutional

Housing Allocation Committee and is referred to Senior Staff Disciplinary Committee would

definitely be ejected immediately and be made to repair and repaint the whole building through

Works and Services Department. The total expenses will be borne by the offender and the money

be deducted from his/her salary on six (6) months installmental basis. This would be included in

the allocation form to be issued to allotee(s) written in bold type.

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 CHAPTER FOURTEEN

14.0 POLICIES, PROCEDURES AND REGULATIONS GOVERNING STAFF

DEVELOPMENT AND TRAINING

14.1 Introduction

The relevance of Staff Development has long been recognized by experts in the field of

Management and Public Administration. It is widely held that the “human side of any enterprise”

is the most complex considering the fact that ‘man’ is the most important of all agencies of

production. This observation is more peculiar to higher institutions of learning in which the staff

are constantly involved in academic planning, administrative set up and management of money

and materials. The effectiveness with which these functions are executed depends very largely on

the extent to which the potentialities and abilities of the individual member of staff, be it academic

or administrative are sharpened through development. It is in appreciation of this fact that The

Polytechnic, Ibadan runs a continuous Staff Development/Training Programme which essentially

falls into four broad categories viz: Staff Development, Study Leave, Sabbatical Leave, and Leave

of Absence.

14.2 A. STAFF DEVELOPMENT:

(i) Rationale for Staff Development

In any large organization, complex problems arise which sometimes defy the competence

of existing staff for solution. As such, no organization especially an educational institution,

can afford its staff to be stale. Hence, a rationale for staff development is established.

“Staff Development is necessary in an organization because of the constantly changing

problems to be handled with respect to time and environmental factors”.

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 (ii) Parameters involved in Staff Development:

(a) Cost and length of the programme may affect the planning system, a long programme,

for example 3-year study leave will have to take cognizance of staff vacancies in the

department whereas short-term programmes require temporary load adjustment within

the affected department.

(b) Nature of programme: academic (leading to degrees), sub-professional, full

professional, management, technical information, special skills (e.g workshop practice)

and so on.

14.3 B. SOURCES OF FUNDS

1) EXTERNAL
Tertiary Education Trust Fund (TETFund)
TETFund Conference Attendance (CA)
(i) TETFund Conference Attendance is only for confirmed senior staff of

The Polytechnic, Ibadan who must have spent not less than ten (10) sessions in

the employment of The Polytechnic, Ibadan.

(ii) the nomination for attendance must be based on 70:30 ratios for academic

And non-teaching staff.

(iii) a staff can only benefit from the fund once every three years. Preference

shall be given to applicants who have not benefited from the fund.

C. MODALITIES FOR APPLICATIONS

a. Information on availability of funds upon TETfund’s release would be made

public through The Polytechnic, Ibadan bulletin.

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 b. Modalities for applications would be available at the Academic Planning and Control

Unit.

D. RULES ON STAFF BONDING TO THE POLYTECHNIC, IBADAN

1) A member of Staff who enjoys staff development fund/grant from The Polytechnic,

Ibadan shall be bonded. The bond shall be by way of an agreement in writing between

The Polytechnic, Ibadan and the staff involved.

The terms and conditions of the bond shall include an undertaking to return to the

services of The Polytechnic, Ibadan at the end of the programme, failing which the

member of staff shall be:

a. liable to pay a sum equal to three (3) times the amount expended by The

Polytechnic, Ibadan on the staff;

b. liable to refund a sum equal to three (3) times the total salary received during

the period;

c. liable to refund any other sum accruing to the staff through The Polytechnic,

Ibadan.

2) A member of staff who fails; neglect and/or refuses to comply with any or all of the

foregoing conditions as applicable shall be liable to summary dismissal from The

Polytechnic, Ibadan and the five (5) guarantors be made responsible to pay back the

amount.

3) The Polytechnic, Ibadan shall, where it has information of the person’s current

place of employment/institution; notify such of the conduct of the staff.

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 4) The Polytechnic, Ibadan shall commence legal proceedings against such a person.

E.   ELIGIBILITY

i. All members of staff of the Institution who have served for ten (10) continuous

semesters shall be eligible to apply for leave not exceeding four (4) semesters for

masters (i.e 2 years) under the staff development programme. In order to afford

staff of high potential the opportunity of further training, and subject to the

recommendation of the Head of the teaching unit, a member of staff may be

granted a leave on staff development programme on confirmation of appointment.

Members of staff recruited into the trainee positions will be eligible for study leave

under the Staff Development Programme after a minimum of ten (10) semesters’

service.

ii. Criteria for Selection:

Following from Section 13.2 (ii) a, the following should form the bases form

selection:

(i) Confirmed institution priorities

(ii) Confirmed departmental priorities

(iii) Grade of Staff/length of service

(iv) Potential for improvement of academic qualification(s)

(v) Potential for improvement of professional and technical experience

iii. General Conditions for Approval:

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Before any application can be considered for approval the following conditions

must be fulfilled:

(a) Evidence shall be afforded to the Appointments and Promotions Committee

that the applicant can be spared from his duties

(b) The programme to be undertaken during the period of staff development shall

be approved by the Appointments and Promotions Committee. No change of

approved programme, institution or location shall be made without the

prior approval of the Appointments and Promotions Committee.

(c) The applicant shall undertake to submit to the Appointments and Promotions

Committee on his return, a written report of the work done during the period of

the programme.

(d) The applicant shall undertake to return to the service of The Polytechnic,

Ibadan for at least 4 semesters or for one (1) year programme and ten (10)

semesters for Ph.D. or five (5) years or more immediately following the end of

his programme.

(e) Failure by an officer to work for a minimum of semesters stipulated above at

the end of his programme may render the person concerned liable to such

disciplinary action as may be deemed necessary.

(f) An employee who fails to resume duty without reasonable excuse shall be

regarded as absent from duty and shall forfeit his salary and other approved

benefits for the period of his absence and, in addition, will be subjected to

disciplinary action.

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 (g) There should be a synergy between The Polytechnic, Ibadan and the host

Institutions to bridge any communication gap.

(h) Obligations of the guarantors should strictly be enforced by the Institution.

(i) Certificates on completion of programmes should be sent to The Polytechnic,

Ibadan instead of the individual beneficiary. This should reflect in the bond to

be signed by the beneficiary.

iv. Specific Conditions for Approval:

Nature of Programme/Grade of Staff/Length of Service Considerations:

(i) Academic Programmes:

(a) For trainee staff: 6 semesters’ minimum length of service

(b) For Lecturer Grade II/Principal Instructor II and above up to Senior

Lecturer level 10 semesters’ minimum length of service.

(ii) Refresher Course:

(a) Minimum length of service required would normally be two

semesters.

(b) Level of staff eligible would be of the Grades of Instructors and

Lecturers up to Senior Lecturer level and equivalent grades.

(c) During session, approval would be given only for refresher courses

of not more than two weeks’ duration.

(iii) Seminars and Conferences:

(a) Minimum length of service required for qualification will be six

semesters.

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 (b) All grades of staff shall be eligible for consideration but grants will

be made only to those members of staff who are likely to benefit

most from contact with their professional or academic colleagues.

(c) Preference will be given to those who are presenting papers at

conferences.

(d) During sessions, approval would be given only for seminars and

conferences of not more than two weeks duration.

(e) Where the conference will be held during vacation, the member of

staff concerned must ensure the completion of his assignments

including the marking of examination papers and submission of

grades before such a staff is allowed to depart to attend the

conference. No members of staff should benefit more than once

from fund within any one calendar year i.e within any period of

twelve months. Any staff who violates the above will be subjected

to disciplinary action and refund would be made.

(f) Management Development Programmes:

i. Length of service required for qualification will be

four semesters.

ii. Level of eligibility will be Senior Lecturers and

above or their equivalents.

iii. Duration shall not be more than three months.

C: PROCEDURE(S)/PROCESSES

1. Processes of Selection:

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 i. Departmental nomination: the Head of Department, in consultation with his

Section Heads, will nominate candidates in his Department. He should specify

these in order of priority.

ii. The departmental nominee will be forwarded to the Staff Development

Committee.

iii. The Appointments and Promotions Committee will consider the parameters in

Section 14.2 (ii a) and decide on weighted semi quota basis of the various

Departments. semi-quota basis is suggested because strict quota will ignore

institutional priorities.

2. Other Benefits:

i. Where comprehensive external fellowships/scholarships are awarded, no

subsistence allowance for staff and dependants will be paid. Salaries and other

approved benefits will, however, be paid.

ii. An employee shall not be entitled to leave or leave allowance unless he has done, at

least, six months in the service of The Polytechnic, Ibadan since returning from his

last study leave.

iii. Seminars and Conferences:

Normally, grants will cover only the return fare to the place of the meeting. Where

subsistence is required, a special case will be made to the Appointments and

Promotions Committee which will determine the amount of subsistence in

individual cases. Where approval is given for subsistence, allowance will normally

be made for days of traveling to and from the place of conference, particularly if

the venue is outside the country.

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14.3 Study Leave:

A. DEFINITION/PURPOSE:

Study Leave shall be granted to members of staff for the purpose of engaging in study

and research either for the acquisition of higher degrees, professional experience or the

intellectual development of the individual.

B. ELIGIBILITY

1. Study Leave is a privilege and will not necessarily be granted to every applicant who

has fulfilled the conditions stipulated, since study leave is not a right it shall not be

accumulated.

i. Study Leave:

All members of academic, technical and administrative staff who have served

a continuous period of six (6) sessions shall be eligible to apply for study

leave of four semesters subject to extension as may be considered necessary

and approved by the Appointments and Promotions Committee.

2. Conditions for Approval:

Before any applicant can be considered, the following conditions must be fulfilled:

i.) Evidence shall be afforded to the Appointments and Promotions Committee

that the applicant can be spared from his duties.

ii.) No change of the programme of study or institution shall be made without

the prior approval of the Appointments and Promotions Committee.

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iii.) The applicant shall undertake to submit to the Appointments and

Promotions Committee on his return, a written report of the work done

during the study leave.

iv.) The applicant shall undertake to return to the service of The Polytechnic,

Ibadan for at least two semesters immediately following the end of his study

leave. However, conditions stipulated in the bond signed will take

precedence.

v.) Failure to work for a minimum of the time stipulated in the bond signed at

the end of his study leave may render the person concerned liable to such

disciplinary action as may be deemed necessary. In case of abscondment,

the officer will be made to refund all monies expended on him for the

course by The Polytechnic, Ibadan

vi.) Categories of Technical Staff to Enjoy Study Leave:

The Senior Technical Staff (such as Laboratory Technicians as provided for

in the Staff Regulations) involved in educational process of The

Polytechnic, Ibadan shall have the same right as other members of the

academic staff.

vii.) Where study leave is required earlier than after six semesters of

service or involves The Polytechnic, Ibadan in additional expenditure either

directly or indirectly through the secondment of a person from another

institution, the matter shall be determined by Appointments and Promotions

Committee.

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 viii.) For the purpose of these regulations, a semester of service shall be one in

which that applicant has fulfilled the duties of his office, provided that

where the applicant shall have been given leave of absence on account of

illness or other sufficient causes for part of semester, it shall be within the

power of the Appointments and Promotions Committee to decide whether

or not that semester may be reckoned with as a semester of service for

purpose of these regulations.

ix.) Not more than one period of study leave may be granted in respect of

previous service, notwithstanding, that service may exceed six semesters.

Service for the purpose of study leave shall be reckoned with from the date

of appointment in the case of a first application for study leave or from the

date of resumption of duty after the last study leave in the case of any

subsequent application.

x.) An expatriate member of staff shall not be entitled to study leave passages

in addition to his normal entitlement to vacation leave passages.

xi.) An employee who fails to resume duty without reasonable excuse shall be

regarded as absent from duty without permission and shall forfeit his salary

and other approved benefits for the period of his absence and, in addition,

may be subjected to disciplinary action.

C. PROCEDURE

1. Procedure for Securing Study Leave:

Application for study leave or sabbatical leave made on prescribed form obtainable

from the Registrar’s office should be submitted to the Head of Department concerned,

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 at least, three (3) months for study leave and six (6) months for sabbatical leave before

the beginning of academic session during which the study leave or sabbatical leave is

desired to be taken. The Head of Department shall submit the application to the Rector

for determination and remission to the Appointments and Promotions Committee

Secretariat.

2. General Benefits:

Members of Staff on study leave approved at their own request shall be entitled to:

(i) Staff salary and all other approved fringe benefits.

3. Other Benefits:

i.) Where comprehensive external Fellowships/Scholarships are awarded, no

subsistence allowance for staff and dependants will be paid. Salaries and

other approved benefits will, however, be paid.

ii.) Where study leave involves overseas travel a member of staff with or

without his family shall pay his way.

iii.)An employee shall not be entitled to leave or leave allowance unless he has

done, at least, six months in the service of The Polytechnic, Ibadan since

returning from his last study leave.

iv.) The above provisions on duration of Study Leave, notwithstanding, the A &

P (A) & (NT) may extend the period of study leave beyond four/six

semesters.

14.4 Sabbatical Leave

Eligibility Procedure and other conditions are as contained in Sub-section 5.29

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14.5 Leave of Absence

Eligibility procedure and other conditions are as contained in Sub-section 5.31.

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 CHAPTER FIFTEEN

15.0 ACADEMIC MATTERS

15.1 RULES AND REGULATIONS GOVERNING THE CONDUCT OF EXAMINATIONS

The following rules and regulations shall govern the conduct of examination in The Polytechnic,

Ibadan:

A. Examiners:

1. Setting of the Examination question papers and marking schemes shall be done by the

examiner and be submitted to the Head of Department only when the examiner can type

personally.

2. Every examiner shall submit his/her examination question papers and marking schemes in

sealed, taped and signed envelope to the Head of Department who shall arrange for the

moderation of the examination question papers and marking schemes.

3. Examiners in Departments providing service to other departments shall submit their own

examination question papers and marking schemes to their Heads of Departments for

moderation who will later forward the examination question papers to the relevant Heads

of Department after they had been typed and run off.

4. The examiner in each subject should be readily available for consultation during the

examination and inform the invigilator where he may be contacted. Examiners are also to

be in attendance at the beginning and end of each Paper.

5. The examiner should return marked scripts with the marks and attendance sheets with the

marks properly entered in the appropriate columns including course work assessment etc.

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 to his Head of Department at the end of marking and for onward transmission where

applicable.

6. Students are to be shown their answer scripts before the marks are forwarded to the

department or faculty for compilation. No request for change of mark would be entertained

by the Examination Office after 3 weeks of the release of the results.

7. Reports relating to examinations including examination procedural irregularity should be

forwarded to the Head of Department within the examination period and petitions on

results should be received by the Examination Office within 3 weeks of the release of such

results.

8. Examiners should receive the answer scripts personally from the Invigilator in exchange

for a formal receipt.

9. The results for each semester should be displayed on the Notice Boards not later than the

last day of the first week of the following semester and it is the responsibility of the

Student to check the results and report any error not later than 3 weeks after the release of

such results.

B. Chief Invigilator/Invigilator

1. The Chief Invigilator will ensure that the examination room has been well laid latest 30

minutes before the examination is due to commence and ensure the availability of question

papers in the examination room.

2. For each examination session there shall be a Chief Invigilator for each venue of the

examinations and he shall have responsibility for the conduct of the examinations.

3. Fifteen minutes before the examination is due the students shall be called in.

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4. The Invigilator shall check to ensure that no student brings into the examination room any

books, notes or papers except those permitted by the special regulations for the subject.

Slide rules and drawing instruments are permitted.

5. When the students are properly seated the invigilator shall instruct the students to enter the

necessary information in the front of the examination scripts.

6. The invigilator should ensure that all students receive their examination scripts before the

commencement of the examination.

7. it is recommended that no students be allowed to enter the examination room 30 minutes

after the commencement of the examination except at the discretion of the Chief

Invigilator.

8. If any student is obliged, for any reason, to leave the examination room, when the

examination is still in progress, such student must be accompanied by an invigilator or

other responsible person (not a student), authorised by the Chief Invigilator.

9. If an invigilator suspects a student of cheating he shall make an appropriate note in the

examination script at the period which the student has reached in his work and shall

remove any forbidden material. The student shall however be allowed to continue with the

examination.

10. No student may leave the examination room (until one hour after the commencement

time.)

11. Immediately after the end of the examination, the invigilator shall make a detailed report of

any case of cheating to the Head of the student’(s) department.

12. The invigilator must ensure that all students remain seated until all examination scripts and

supplies have been collected

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 13. While the examination is in progress the invigilator should mark the students’ attendance

list.

14. At the end of the examination, the invigilator shall ensure that scripts are returned against

all candidates who have been marked present. The attendance list should be included with

the answer scripts.

15. The invigilators should initial the front covers of all the examination scripts.

16. The invigilator/s shall normally return all the examination scripts to the Examiner in the

Examination Hall at the end of the Examination in exchange for a formal receipt except in

emergencies when the examiner is not present when the invigilator will give the scripts

personally to the Head of Department in exchange for a formal receipt.

15.2 PROCEDURE AND METHODS FOR ALLOCATING GRANTS FOR RESEARCH

Introduction:

There are various meanings of the term “research”. Research means basic investigation to discover

new truths, and the application of these truths to new problems. In humanities, it includes

scholarly works such as reading to formulate new instructional plans or programmes, and,

similarly, in education, it involves the application of scientific methodologies to studies aimed

towards the promotion of good teaching. Research can be classified conveniently under three (3)

divisions experimental studies, descriptive studies and historical research. The Governing Council

of The Polytechnic, Ibadan annually approves a certain amount of money for research in the

institution. Upon commencement of such research programmes, the researcher is also normally

required to continually, make progress reports on such investigation such that monitoring is

facilitated. A team approach to research programmes should be encouraged in the institution.

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The research Grants Allocation Committee shall be responsible for the supervision of Research

Grants.

Guidelines for Submission and Consideration of Research Proposals

(1) Research proposals to the Research Grant Allocation Committee should meet the following

guidelines:

a) Title of Project

b) Brief description of the studies

c) Literature Review: known works in the field and present state of knowledge

d) Objectives and justification of the research proposed

e) Research Methodology

f) Programming and duration of the research study

g) Estimated cost of the programme broken down into stages

i. Technical equivalent required

ii. Equipment and facilities required and available in the department and

faculty

h) Consumable items required

i) Total amount required for the Project and Phasing Plan

j) Project Personnel.

(2) Copies of the proposal submitted by intending researcher(s) shall be forwarded to members

of the Research Grant Allocation Committee in advance for scrutiny prior to a formal

meeting of the Committee at which a decision is to be made.

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 (3) The Head of Department or any competent person in the department in the area of research

proposed is invited to review the research proposals and, therefore, forward comments to

the Research Grants Allocation Committee in order to enhance the decision-making

process of the panel in the proposal submitted.

(4) When and if a proposal is not approved, the decision of the panel is conveyed to the

applicant who may be advised to modify or improve on the proposal, as the case may be,

with a request to resubmiting such for reconsideration. (There have been instances when

the funding of a proposal has been outrightly rejected by the panel, especially, if the topic

for investigation does not fall within the priority areas of institutional goals and

objectives).

Where funds requested in a proposal are beyond the approved Research resources of The Polytechnic,

Ibadan such applicants are advised to explore external funding sources like the Industrial Training Fund,

Nigeria Institute of Social and Economic Research, Nigeria Council for Science and Technology etc.

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 CHAPTER SIXTEEN

SPECIAL AMENDMENT PROVISION

16.01 Regulations may be amended from time to time by the Governing Council through representation

by the Management of The Polytechnic, Ibadan.

16.2 Proposals may be made by members of staff for the amendment of Regulations or any part thereof

through the Conditions of Service Committee for the consideration of the Governing Council.

16.3 Proposals for amending or modifying the application of these regulations or any part thereof may

be made by a Dean of Faculty through the Appointments & Promotions Committee (A) and

Appointment & Promotion Committee (NA) to the Conditions of Service Committee before being

forwarded to the Governing Council.

16.4 The Registrar of The Polytechnic, Ibadan is responsible for ensuring the correct interpretation of,

and observance by, all members of staff of these Regulations and shall incorporate any approval,

amendments or modifications into the Regulation.

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