Effective Date: Monday, 28 April 2025

1. Introduction

This policy establishes a framework of full operational autonomy for fellowship candidates at the Orapuh College of Scholars (OCS). It outlines clear responsibilities, reporting structures, and performance expectations. It reflects universal best practices while embracing Orapuh’s unique operational philosophy.

2. Purpose

The purpose of this policy is to:

  • Grant full operational responsibility to fellowship candidates for their activities and progress.

  • Foster accountability, innovation, and self-driven excellence among candidates.

  • Clarify the liaison roles of the Chief Fellow and the Registry Unit.

  • Maintain oversight mechanisms that ensure alignment with OCS objectives and standards.

3. Scope

This policy applies to all fellowship candidates, mentors, the Registry Unit, the Chief Fellow, and the Orapuh Redress and Disciplinary Committee (ORDC).

4. Responsibilities of Fellowship Candidates

Each fellowship candidate shall:

  • Independently plan, implement, and evaluate their fellowship activities, events, and assignments.

  • Liaise directly with the Chief Fellow and the Registry Unit regarding activities, reports, and event schedules.

  • Publicise their events and activities through approved channels.

  • Design and produce promotional materials using OCS-approved templates.

  • Host meetings, workshops, and other events via the OCS platform.

  • Record all hosted activities and submit recordings promptly to the Registry Unit.

  • Ensure compliance with all relevant Orapuh and OCS policies.

  • Submit periodic progress reports directly to the Chief Fellow.

5. Role of the Chief Fellow

The Chief Fellow shall:

  • Serve as the primary academic liaison for fellowship candidates.

  • Consolidate candidate reports and submit a monthly summary to the Registry Unit.

  • Offer guidance and feedback to candidates to support their fellowship journey.

  • Liaise with the Registry Unit on candidate-related matters as necessary.

6. Role of the Registry Unit

The Registry Unit shall:

  • Provide administrative oversight and ensure compliance with institutional policies.

  • Approve schedules for candidate activities and events.

  • Maintain an up-to-date database of candidate activities, reports, and recordings.

  • Evaluate the performance of fellowship candidates in collaboration with the Chief Fellow.

  • Issue timely feedback to candidates based on their submitted reports and event outcomes.

7. Conduct of Fellowship Activities

Fellowship candidates must:

  • Align all activities with Orapuh’s vision, mission, and ethical standards.

  • Plan and execute activities in consultation with the Chief Fellow and Registry Unit.

  • Incorporate innovation, professionalism, and cultural relevance into all fellowship undertakings.

  • Meet deadlines for event planning, hosting, reporting, and other assigned tasks.

8. Mechanisms for Redress

Fellowship candidates may:

  • Lodge complaints regarding issues affecting their fellowship experience with the ORDC.

  • Submit documented and evidence-backed complaints concerning mentorship, academic support, or administrative issues.

  • Expect a fair, confidential, and timely investigation and resolution of all reported matters.

9. Performance Evaluation

Candidate performance will be evaluated periodically based on:

  • Timeliness and quality of activity execution and reporting.

  • Alignment with Orapuh standards and policies.

  • Initiative, innovation, and professionalism demonstrated throughout the fellowship.

  • Feedback from the Chief Fellow and the Registry Unit.

10. Reporting Timeline

  • Fellowship candidates shall submit monthly reports to the Chief Fellow by the 5th of each month.

  • The Chief Fellow shall submit a consolidated report to the Registry Unit by the 10th of each month.

  • The Registry Unit shall review and provide feedback to candidates by the 20th of each month.

11. Policy Review and Updates

This policy shall be reviewed as necessary to respond to operational needs, organisational directives, or emerging best practices.

12. Summary of Responsibilities

Actor Key Responsibilities
Fellowship Candidate Plan, host, and report fellowship activities; liaise with the Chief Fellow and Registry Unit; ensure compliance with policies; submit monthly reports.
Chief Fellow Guide candidates; consolidate monthly reports from candidates; liaise with the Registry Unit; provide feedback.
Registry Unit Approve schedules; maintain records; oversee compliance; evaluate candidate performance; issue feedback.
ORDC Investigate complaints from candidates; recommend actions or sanctions as appropriate.

A flowchart showing the reporting flow

Fellowship Candidate
↓
(Submit monthly activity report)
↓
Chief Fellow
↓
(Consolidate and summarise reports)
↓
Registry Unit
↓
(Evaluate performance and issue feedback)

This policy empowers fellowship candidates to take full ownership of their activities and professional growth at the Orapuh College of Scholars. It promotes accountability, leadership, and innovation, while ensuring alignment with Orapuh’s overarching objectives for excellence and impact.

Issued by:
Orapuh College of Scholars
Date: 26 April 2025