Effective Date: Monday, 18 November 2024

1. Introduction

This policy outlines the operational autonomy granted to the divisions of the Orapuh College of Scholars (OCS) and establishes clear guidelines for oversight, accountability, and the execution of programmes and activities. It reflects the universal best practices of academic and professional organisations while incorporating the unique operational framework of Orapuh.

2. Purpose

The purpose of this policy is to:

  1. Enable divisions to run their affairs in line with relevant policies of Orapuh.
  2. Empower divisions to plan and implement statutory and contingent programmes, events, and activities.
  3. Ensure proper mentoring and training of members and fellowship candidates.
  4. Encourage innovative initiatives that promote the growth and recognition of OCS.
  5. Establish mechanisms for oversight, reporting, and performance evaluation.

3. Scope

This policy applies to all divisions within the OCS, their Directors, mentors, fellowship candidates, the Registry Unit, and the Orapuh Redress and Disciplinary Committee (ORDC).

4. Responsibilities of Divisions

Each division of OCS shall:

  1. Operate autonomously within the framework of the relevant Orapuh policies and regulations.
  2. Plan, implement, and evaluate statutory and contingent programmes, events, and activities.
  3. Develop and execute innovative initiatives to promote the College.
  4. Ensure the effective mentoring and training of members and fellowship candidates.
  5. Organise and oversee events and activities in accordance with approved schedules and templates provided by the Registry Unit.

5. Oversight by the Registry Unit

The Registry Unit shall:

  1. Provide oversight functions for all divisions to ensure compliance with relevant policies and standards.
  2. Approve the schedules of all divisional programmes, events, and activities.
  3. Evaluate the performance of divisions periodically to ensure alignment with OCS’s objectives.
  4. Receive monthly activity reports from Divisional Directors, mentors, and the Chief Fellow.
  5. Maintain records of all meetings, activities, and events.

6. Reporting Structure

  1. Divisional Directors shall report directly to the Registry Unit and provide detailed monthly reports of their division’s activities.
  2. Mentors shall report on their mentoring activities and provide feedback on the progress of fellowship candidates.
  3. The Chief Fellow shall consolidate reports from mentors and Directors and submit a monthly summary to the Registry Unit.
  4. Fellowship Candidates may report issues or propose sanctions against mentors or Directors to the Orapuh Redress and Disciplinary Committee (ORDC) if they fail to fulfil their responsibilities.

7. Responsibilities of Fellowship Candidates

Fellowship candidates shall:

  1. Review the event schedule provided by the Registry Unit and take responsibility for publicising their events.
  2. Produce fliers and promotional materials for events.
  3. Prepare presentations using approved OCS templates.
  4. Host their assigned meetings on the OCS platform.
  5. Record their meetings and submit recordings to the Registry Unit.
  6. Ensure that all events are executed in compliance with the relevant policies.

8. Conduct of Events

  1. All events must align with the vision and policies of Orapuh and OCS.
  2. Events must be planned in consultation with the Registry Unit.
  3. Fellowship candidates shall manage the logistics and execution of their assigned events.
  4. Divisions are encouraged to incorporate innovative and culturally relevant themes to enhance the impact of their events.

9. Mechanisms for Redress

  1. Fellowship candidates reserve the right to file complaints with the ORDC if mentors or Directors fail in their duties.
  2. Complaints must be documented and supported with evidence.
  3. The ORDC shall investigate complaints and recommend appropriate actions or sanctions.

10. Performance Evaluation

  1. The Registry Unit will periodically evaluate the performance of divisions, mentors, and fellowship candidates.
  2. Evaluations will be based on compliance with policies, quality of programmes and events, and effectiveness of training and mentoring.
  3. Feedback from fellowship candidates and mentors will form part of the evaluation process.

11. Reporting Timeline

  1. Monthly reports from Divisional Directors, mentors, and the Chief Fellow must be submitted to the Registry Unit by the 5th of each month.
  2. The Registry Unit shall review and provide feedback on reports by the 15th of each month.

12. Policy Review and Updates

This policy will be reviewed annually or as needed to address emerging challenges or incorporate new organisational directives.

13. Conclusion

This policy is designed to foster efficiency, accountability, and innovation within the divisions of OCS. It ensures alignment with the overall objectives of Orapuh and provides a framework for continuous growth and excellence.

Issued by:

Orapuh College of Scholars
Date: 15 November 2024