Different offices & responsibilities
Competency Assessment and Certification Office (examination and assessment unit)
1. Competency Assessment and Certification Office of the College (CACOC) is accountable to the ACVD and mainly responsible to ensure standardized assessment and evaluation system in the College. The officer of the office shall have the following duties and responsibilities:
2. Guiding instructors to prepare test blue print guidelines;
3. Preparing, storing and backing up the moderated /standardized/ exams and their eventual digitalization;
4. Conducting item analysis of examination papers;
5. Securing soft copies of the examinations after they had been administered;
6. Arranging capacity building programs which enhance instructors ‘ assessment skill;
7. Submitting a periodic report to the ACVD on the activities of the Office;
8. Performing other related duties of the College instructed by the ACVD.
The Library Services Unit is accountable to the ACVD office.
The library provides the following services:
1. Offering circulation, reference & periodical services;
2. Using computerized catalogue system where students are enabled to get the complete list of materials available in the libraries through a computer;
3. Availing isolated places for periodicals and reference services;
4. Offering multimedia service where resources are made available in audio-visual media and soft copies;
5. Establishing a system of joint utilization of electronic resources with similar institution;
6. Expanding interlibrary loan service by incorporating additional institutions from private, public and NGO sector;
7. Submitting a periodic report to the ACVD on the activities of the Office
8. Performing other related duties of the College instructed by the AVD
1. The Central Gender Office is accountable to the academic vice dean office with a mission of leading the college towards being an institution where both genders are fairly represented in all areas of its activities.
2. The major duties and responsibilities of the office are:
3. Identifying challenges faced by female students and staff of the College and provide or suggest solutions, taking into consideration the capacity of the office;
4. Mainstreaming gender in the teaching learning process, training and research activities of the College;
5. Creating networks with other similar offices in higher education institutions for experience sharing and other collaborative initiatives;
6. Writing proposals to raise funds for the office to carry out different gender related programs within the College;
7. Working on different gender related issues raised by students and staff and report to the relevant offices, take appropriate actions and follow up the progress;
8. Coordinating support provided to students by the College and other stake holders;
9. Initiating and/or strengthening services to groups with special needs
10. Submitting a periodic report to the AVD on the activities of the Office;
Community Services Office (community development office)
1. Community services are one of the three core missions of Tis AbayCollege along with teaching learning and research. Hence, the office is mandated to guide and support the Colleges’ task of serving the community with the below mentioned duties and responsibilities:
2. Providing services to the nearby community and partners in the realms of education, training, consultancy, etc.
3. Awarding scholarship to the disadvantaged section of the society;
4. Providing material, financial and service support based on identified social problems;
5. Encouraging voluntarism;
6. Coordinating, facilitating and guiding voluntarily the training and consultancy services to be provided by the College;
7. Proactively promoting, voluntarily, training and consultancy services on various professional and technical areas, and provide the services competitively with the best quality;
8. Promoting, supporting and facilitating faculty and student engagements in community development activities through different mechanisms;
9. Organizing public lectures and seminars on current issues and community concerns;
10. Submitting a periodic report to the ACVD on the activities of the Office;
11. Performing other related duties of the College instructed by the AVD
1. The Finance Office is accountable to college dean and the President on demand.
2. The office shall have the following duties and responsibilities:
3. Arranging scheduling& collecting fees;
4. Appropriately implementing the financial plan of the College;
5. Overseeing and controlling the income and expense of the College as per financial directives;
6. Ensuring that the financial management is led legally and supported by updated technology;
7. Ensuring that tax issues are managed appropriately;
8. Delivering monthly income statement to the college dean and the President;
9. ssuing receipts of payments;
10. Keeping financial records;
11. Responding to possible inquiries of students regarding financial matters;
12. Ensuring that any financial activity follows pertinent policies and regulations of the government;
13. Submitting a periodic report to the college dean and the President on the activities of the Office;
14. Performing other related duties of the College instructed by the college dean and the President.
Human Resource & Administration Office
1. Human Resource & Administration Office is accountable to the college dean. The Human Resource & Administrative Manager plans, directs, executes and oversees all the below mentioned duties and responsibilities by following up the activities performed in both Human Resource and General service&Property management sections through their subordinates.
2. Assessing and planning man power needs of the College both quantitatively and qualitatively
3. Checking, following up and concluding the Recruitment, Selection, Employment, Placement, Promotion, Transfer and any other human resource changes and ensure that updated records of these manpower changes are maintained properly;
4. Facilitating training, orientation and familiarization programs for employees;
5. Checking the proper implementation of the College’s Human Resource rules and regulations and the Labor Proclamation No. 377/96, 466/97,494/98 and others;
6. Ensuring that employmentcontracts /employment agreements/and any other kinds of employment issues have got the proper decision prior to the completion of the specified period and ensure the submission of the proper letters before the completion of their probation, acting, or contract period based on the decision made;
7. Check and provid absenteeism and other relevant reports for Finance office every month for payroll preparation;
8. Checkingnnual leave, sick leave and other leaves are complete and properly registered on time, make sure that employees updated annual leave record is maintained at the end of every month;
9. Concluding the termination process of employees and make sure that all matters related to the termination process are finalized within seven days.
10. Ensuring that all the relevant information regarding pension are maintained and sent to the Private Organization Employees Pension Agency on time;
11. Checking that the College rules and regulations are properly implemented byemployees.
12. Review and oversee contract agreements or leases to ensure service is in compliance with the contract;
13. Analyze & review the College’s Human Resource rules and regulations, and provide amendment suggestions on those rules and regulations and also initiate the establishment for relevant new rules and regulations where there is a need;
14. Ensuring that all the services under the general service and property management unit are performed properly;
15. Ensuring that the College Vehicles, Fire extinguishers and other equipments has got the proper service on time;
16. Ensuring that buildings, vehicles and other company properties have got insurance coverage, follow up their renewals and make other new acquisitions get the insurance coverage immediately;
17. Ensuring that all the vehicles annual inspection, annual building & land taxes, licenses’ renewals, and lease payment are condcollegeted every year on time;
18. Ensuring that fixed assets are handed over properly up on employment, transfer and termination of employees and ensure the distribution of the handing over documents to the respective departments on time;
19. Entertaining employees request regarding Human Resource and Administrational issues;
20. Providing support and administrative decision for requests raised by different Departments;
21. Submitting a periodic report to the dean on the activities of the Office;
22. Performing other related duties of the College instructed by the administrative vice dean.
Quality Assurance &Educational Improvement Office
1. The office is accountable to the President/Dean and shall have the following duties and responsibilities:
2. Undertaking planned and systematic review of the instructional process at the College to determine the acceptable standards of education are being maintained & enhanced;
3. Conducting institutional quality audit;
4. Confirming that the College ‘s quality assurance process complies with national & international accepted standards;
5. Ensuring the implementation of the quality assurance policy and strategies of the Tis AbayCollege;
6. Developing quality assurance plan and submit same to the College Dean /President/Vice President/ for approval;
7. Planning, coordinating, supervising and reporting instructors’ performance evaluation on a semester basis;
8. Following up, monitoring & evaluating annual performance of the College & major units;
9. Coordinating and conducting quality assurance training for the College’s staff;
Submitting a periodic report to the dean/President on the activities of the Office;
10. Performing other related duties of the College instructed by the dean or President.
Central Registrar Office is accountable to the ACVD and headed by a Chief registrar. It works in close attachment with the Academic Program Office. Colleges/Campuses might have their own registrar office. Registrar shall be academic staff member of departments that offer courses pertinent to his/her qualification.
Major duties and responsibilities of the office are:
1. Ensuring uniformity of schedules, courses, formats and the like in all campuses/colleges;
2. Preparing and disseminating uniform process guidelines, schedules and formats of students’ registration for all campuses/colleges;
3. Overseeing the undertaking of students’ registration;
4. Ensuring that the academic records of students are maintained appropriately and systematically;
5. Overseeing the issuance of students’ identification card;
6. Overseeing that grades and transcript processing are managed appropriately;
7. Preparing and compiling a course catalogue for the college;
8. Preparing lists of prospective graduates and submit them to the Senate;
9. Issuing semester grade reports and certificates of graduation every year;
10. Preparing the academic calendar of the College and submit it to the Senate for approval;
11. Submitting bi annual and annual performance report of the office to concerned offices;
12. Performing other related duties of the college instructed by the AVD/CD/ and the President.
1. ICT Development & Support Unit is accountable to the ACVD. The head shall be an academic staff member and have the following duties and responsibilities:
2. Ensuring the development of ICT systems and services are harmonized with other systems on campus;
3. Providing technical expertise to IT specialists and other staff members;
4. Managing basic IT infrastructure systems including file services, data backup, archiving, networking, disaster recovery and asset auditing;
5. Overseeing the delivery of internet and intranet network services including web, mail list, email, directory and collaboration environments;
6. Putting in place the system and network security in a holistic fashion to ensure all users are protected;
7. Managing the college students’ computing facilities;
8. Ensuring all systems and procedures are documented for use by IT staff;
9. Making sure that systems are updated in a timely fashion to keep pace with new technology;
10. Automating different functions of the institution;
11. Providing service of software development, adaptation & improvement for different units of the college;
12. Equipping syndicate rooms /rooms for training, panel discussions, /, department offices, staff quarters, classrooms, with ICT facilities;
13. Providing online services for active and prospective students of the College;
14. Providing service of website and web page development;
15. Submitting a periodic report to the ACVD on the activities of the Unit;
16. Performing other related duties of the College instructed by the ACVD.
Marketing and promotion Office
1. Marketing and promotion Office is accountable to the College administrative vice-dean on demand with a major focus on the tasks and processes concerning marketing plan preparation of potential growth opportunities and the support and monitoring of the implementation of growth opportunities. The office has the following duties and responsibilities:
2. Plan for marketing and promotion activities based on the plans of the different units of the college
3. Explore opportunities in and outside of the country that could help the development and expansion of the college
4. Produce and publish promoting and marketing leaflets and pamphlets
5. Explore side business opportunities
6. Share experiences with other national and international institutions
7. Look for and effectively use national and regional forum for promotion and marketing
Legal Services Office (LSO)
1. Legal Services Office is accountable to the College President on demand with major focus on handling and overseeing all legal matters in the company. The duties and responsibilities of the office are:
2. Providing legal advice on issues of fact and law relating to the activities of the company;
3. Representing and defending the company in all legal proceedings;
4. Handling legal matters involving the company in police headquarters and the office of public prosecutor and other authorities;
5. Handling the execution of decisions and rulings of courts and quasi-judicial organs;
6. Providing interpretation of legal provisions, rulings and decisions;
7. Verify internal regulations for consistency and conformity with the law of the Country;
8. Preparing contracts, examine those prepared by other parties to ensure that the interest of the company is clearly reflected and the document is legally sound;
9. Submitting a periodic report to the College President on the activities of the Office;
10. Performing other related duties of the company instructed by the vice president/President.
Internal Audit (Performance Audit)
The Internal Audit Services Officer shall be accountable to the President on demand.
Powers and Responsibilities:
1. Checking Tis AbayCollege’s policies and procedures on the utilization of human, financial and material resources and custody of other facilities;
2. Ascertaining the adequacy and proper function of the financial, and supplies control devices that are in place;
3. Ascertaining that accounting, financial operations and other necessary information are accurately recoded, summarized, and communicated to the concerned units;
4. Ascertaining that assets of the College are accounted for, and safeguarded from losses of all kind;
5. Reviewing and appraise accounting, financial and material management system for soundness, adequacy and applications;
6. Checking the performance of personnel and the extent of their competence with established policies, plans and procedures;
7. Checking the optimal utilization of physical plants and equipment with established policies and procedures;
8. Submitting a periodic report to the President and the senate on the activities of the Office;
9. Performing other related duties as instructed by the President or Vice president.
10. Organizing overall performance evaluation of human resources, materials resources and financial resources
11. Overseeing the implementation of the strategic plan of the College
12. Delegating his duties and powers as appropriate to the Assistant Dean/Academic Officer or Heads of Departments
13. Submitting a periodic report to the Academic Vice President on the activities of the Campus/College/ Faculty;
14. Performing other related duties of the College instructed by the Academic Vice President.
