THE DIFFICULTY IN COLLECTION OF TRANSCRIPT IN SOME NIGERIAN UNIVERSITIES, CAUSES, PROBLEMS ASSOCIATED AND SOLUTION

ABSTRACT

This research presents the results of the investigation on the difficulty in collection of transcript in Nigeria universities. The population for the study consists of 100 people which were randomly selected, Data were gathered using a self -constructed questionnaire and the result gotten was analyzed using the simple percentage method.  The validity and reliability of instrument were ascertained. Data analyzed from the research shows that record keeping is the main problem in Nigeria universities and this caused because of some identified factors which are Lack of records retention and disposition schedule, Conventional use of paper for official purposes, Involvement of manual operations, Inadequate computer terminals etc. therefore the research recommends that professionally trained staff be employed over time and existing staff be sent for necessary training through in service training programmes.

TABLE OF CONTENT       

CHAPTER ONE

1.0     INTRODUCTION

1.1     BACKGROUND OF THE STUDY 

1.2     STATEMENT OF THE PROBLEM

1.3     OBJECTIVES OF THE STUDY     

1.4     RESEARCH QUESTIONS

1.5     SIGNIFICANCE OF THE STUDY 

1.6     RESEARCH HYPOTHESES

1.7     SCOPE OF THE STUDY

1.8     LIMITATION OF THE STUDY

1.9     DEFINITION OF TERMS     

CHAPTER TWO

2.0     LITERATURE REVIEW

          2.1     CONCEPTUAL CLARIFICATION

          2.2     THEORETICAL FRAMEWORK

          2.3     EMPIRICAL REVIEW

          2.4     SUMMARY OF LITERATURE REVIEW

CHAPTER THREE

3.0     RESEARCH METHODOLOGY

          3.1     INTRODUCTINTRODUCTION

          3.2     RESESEARCH DESIGN

          3.3     STUDY POPULATION

          3.4     SAMPLE AND SAMPLING TECHNIQUE

3.5     DATA FOR THE STUDY: INSTRUMENTATION

          3.6     METHOD OF DATA ANALYSIS

CHAPTER FOUR

4.0     DATA PRESENTPRESENTATATION AND ANALYSIS

CHAPTER FIVE

5.0     SUMMARY OF FINDINGS, CONCLUSION AND RECOMMENDATION

          5.1     SUMMARY OF FINDINGS

          5.2     CONCLUSION

          5.3     RECOMMENDATION

REFRENCE

APPENDIX

CHAPTER ONE

                                                  INTRODUCTION

1.1            BACKGROUND OF THE STUDY

The difficulty of securing ones transcript is one of the major problems students face in the nation's universities. It is always hard and frustrating. The fact remains that such difficult experiences are not limited to schools. Procuring medical records or government documents could also be an uphill task. This, in most cases, is embarrassing and sometimes annoying when people recount hurdles they have got to scale through in the process of getting their transcripts (Chika Mefor, 2011).

Obtaining academic transcripts from Nigerian universities can be difficult and frustrating whether you are in the country or abroad. Apart from the official fee to be paid to the school, facilitators within the school system would also need to be paid or “greased” likewise, friends and relatives who spent their time going back and forth might also demand to be compensated. One can’t even quantify the cost of time spent, along with the stress and other incalculable resources. And indeed, there is no guarantee that the requested documents will arrive, or arrive in a timely fashion to its required destination. In the past, frantic efforts to improve the situation in many universities through the introduction of computers and internet services as well as development of database management system do not seem to have helped the situation much because the record management system is still conventionally paper-based and manual in operation. Many management staff complains of funds, and material resources. The reality reveals gross inadequacy of qualified personnel, facilities, students’ explosion and space problem (Egwunyenga, 2009).

One of the unintended consequences of these difficulties is that some Nigerians have taken to forging documents. Forging documents is a crime; but it is even more criminal and malicious when an institution refuses to, or intentionally delay sending supporting documents to enable one achieve ones goal. Many Nigerians have failed to secure employment or graduate school admission all because Nigerian schools and other institutions failed to send complete and correct transcript in a timely manner.

1.2            STATEMENT OF THE PROBLEM

There are several factors that cause the difficulty in the collection of transcript in some Nigerian universities but the main problem is from the Exams and Records Unit. Perhaps it would not be an overstatement to say that record keeping problems are common to the different levels of the education sector. It is however becoming clearer that it is more pronounced in the university system because accurate, reliable and trustworthy records that fulfill evidential requirements are being created but not properly managed. This therefore becomes an issue of great concern to government, parents, students, individuals and organizations. Nigeria has a number of problems which may include insufficient skilled and experienced record management personnel and possibly, low priority of record management in the scheme of things. Awe (2000) viewed the problems in record keeping from the perspective of these bodies-governments, university management, the staff and the students. He accused these bodies of being responsible for unavailable/ inaccurate/ incomplete and dishonest records. And according to (Utulu 2001), these adversely affect planning for and provision of structures and facilities, adequate funding, proper formulation and review of policies.

Other associated problems of recording, keeping identified generally in the educational system in Nigeria include lack of record manual and filing guidelines which lead to loss of vital information (Egwunyenga 2005) and inadequate computer terminals (Oketunji 2002). Others are difficulty in record retrieval and lack of appreciation by management and staff of the need for well-controlled records (Egunleti 2001). The result of the foregoing is high profile failures in accountability. The management of these problems would mean the development of efficient and effective options within and between universities, this indeed requires urgent attention. Ogundede (2001) believes there is serious training need for staff. Full introduction and sustenance of computer and internet services as well as records management integration (Baje 1998; Fadokun 2004). Adequate manual classification, security, storage facilities and funds are generally recommended for good record keeping (Tower 2004). It is hoped that if these options are adopted in the university system, perhaps most if not all the problems associated with record keeping would have been addressed.

1.3     RESEARCH QUESTION    

1.     What are the causes of difficulty in transcript collection in Nigeria

2.     What problems are associated with record keeping in Nigerian universities?

3.     What management option or solution can be employed to improve record keeping processes in Nigerian universities?

1.4       AIMS AND OBJECTIVE OF STUDY

The aim of this studies is to critically study about the difficulties study encounter in collecting transcript in Nigeria universities. The objectives are:

1.     To find out the causes of difficulty in collecting their transcripts in Nigerian universities.

2.     To study the problems that are associated with record keeping in Nigerian universities.

3.     To examine the management options can be employed to improve record keeping processes in Nigerian universities in order to aid easy certificate and transcript collection

1.6    SCOPE OF THE STUDY

The idea of the research work is on an examination of the challenges encountered by students in the collection of transcript in some Nigerian Universities. This research work is limited to the evaluation of plans set out by the University management on how to keep the records and issue certificates to students who need them. It will cover a range of graduates and current students in school as well as staffs working in the Exams and Records unit.

1.7     SIGNIFICANCE   OF   THE    STUDY 

This work shall be of great benefit to the University management and graduates as well. It shall as well enlighten Record keeping officials so as to be able to plan towards the efficient method to use for a proper record keeping. The study shall also enlighten the students on how they can go about an easy method of applying for transcript and collecting it promptly. Other researchers will find the work useful as it is a base for future research work.

Finally it will also contribute positively to the field of knowledge, especially the field which this research is directed.

1.8   LIMITATIO