RECORDS OFFICE

THE MAJOR SCHEDULE IN THE RECORDS OFFICE

1. Registration of all students at the beginning of session.

2. Preparation of students list in the College of Medicine.

3. Collation of all 100 Level results of the students in the College of Medicine.

4. Writing out |Transcripts of undergraduates for processing in U. I.

5. Preparation of NYSC Master List and release of Call Up letters/Exemption Certificates to College Youth Corpers.

6. Collation of Merit List of graduating students for House job applicants with UCH.

7. Custodian of Students Records.

ProceduresRegistration of all students at the beginning of the session
  
We have both new and old students coming in at the beginning of the session.  For the newly admitted students the Admission Officer (Undergraduates) U. I. will forward the lists of cleared candidates to the College, copies of which will be made available to the faculties in the College where students will go to fill the Kalamazoo forms (Yellow Form) and submit all their credentials after the Faculty Officer has checked and endorsed their forms then course registration forms will be issued to them.  The Yellow forms and other documents will  be sent to the Records Office for opening of files and filling of their records.  While that of old students is just for them to come and collect their course registration forms after presenting their current school fees receipts and the previous years receipt their names are crosschecked on the current students list to ascertain that they passed to the next level of their programmes.

Preparation of Students List in the College of Medicine
  
This is carried out after all the students have registered, then a list of students will be prepared which will be used during the session.

Collation of all 100 Level Result of students in the College of Medicine
  
The Faculty of Science, U. I. will forward the results of students of College of Medicine to the College while on many occasions the Sub-Dean, B.ScProgramme in the Faculty of Basic Medical Sciences always collect the result then the records office will collate  and present at the Board of Examiners meeting for consideration and approval after which it will be presented to Senate, University of Ibadan for Ratification.

Writing of Transcripts for Processing in U. I.
  
Any student either undergraduate or graduate of the College of Medicine that needs transcripts will get request from U. I. student records section and bring it to Records Office in the College, and pay N500.00 for undergraduates while N1,000.00 will be paid by (Graduates) before they will collect the raw scores which will be taken to U. I. where the official transcript will be issued to them.

Preparation of NYSC Master List and release of Call Up letters/Exemption Certificates to College Youth Corpers.
   The preparation normally starts immedicately the student graduates and they about proceeding for housejob, we start compiling their names to enable them fit in to the appropriate Batch.
   We have three Batches in a year Batch A, which comes up early in the year (March) Batch B middle of the year (June) and Batch C towards the end of the year (November).  We compile their names along with the Senate Approved result and use the NYSC formats/programme for the Masterlist after which all the documents must have been signed by the Registrar and (DVC (Academic) before taking it to NYSC headquarters, Abuja for final submission and the office also release the call up letters to the prospective corpers after showing evidences of full payment  of registration with the Medical and Dental council of Nigeria or letter of satisfactorily completion of their housejob or internship from the respective hospitals where they did it.

Collation of Merit List of graduating students that applied for House Job in U.C.H.
  
The Management of University College Hospital always request for the Merit List of graduating students of Medicine and Surgery and those of Dentistry from the College of Medicine, University of Ibadan.  The collation is done considering the Part I to Part IV results for MBBS while the Dentistry is from BDS Part I to BDS Part IIIB Results  where they are ranked accordingly  then the office of the Secretary to the College will now send the list to U.C.H.

Custodian of Students Records
  
The Records Office is the custodian of all students records both graduates and undergraduates and their files and whenever any Faculty or Unit requires the use of any student’s file, they make request to the Principal Assistant Registrar (Academic) who will then send the request to Records Office before such file is released to the Faculty or Unit.