ABSTRACT
The adoption of Information Communication Technology (ICT) in general administrative duties has been recommended for many industries, especially and more particularly, in education and students’ records managements. For this reason, educational institutions, including University of Professional Studies, Accra (UPSA), are gradually incorporating ICT in students’ records management in anticipation for the numerous potential benefits.
It is in this vein that this study examined some records management practices and the use of ICT in students’ records management at UPSA. The objective of the study examined the types of students’ records kept in the University of Professional Studies, the extent of use of ICT in students’ records management, the benefits of ICT in students’ record management at UPSA, examine the challenges associated with incorporating ICT into students’ records management and also to make recommendations based on the findings of the study. The study employed the qualitative research method and relied on data from both primary and secondary sources. Primary data included interviews from staff at UPSA and secondary sources included literature such as journals, articles, books, internet sources among others. Data were collected using interviews with a sample of 10 staff involved.
With the help of interviews, results from the study revealed that even though UPSA had an appreciable number of ICT facilities, their extent of usage is limited to few usual administrative duties. Inadequate staffs, power outages, slow internet access, lack of resources and others were the major challenges that were revealed during the interviews. On benefits, UPSA experiences effective and efficient records management, quick decision making, and also serves as a catalyst for timely and professional delivery of task and responsibilities.
In attempt to address the identified challenges with the view of maximizing the benefit of ICT adoption in student records management, it was recommended that UPSA ought to hire more experienced and professional staff, organize regular training programs and to fully digitize all student records.
Keywords: Student records, Information and communication technology (ICT), Document and Information Management Centre (DIMC), University of Professional Studies, Accra. (UPSA),
CHAPTER ONE
- INTRODUCTION
- Background to the study
Information as we know has become a commodity that is highly sought after. Every human being has an inalienable right to information (Alemna, 2009). People all over the world need information to be able to perform effectively and efficiently. The absence of information can halt the planning and decision making process of management in any institution since information is essential for the smooth running of the organization. Prior to the advent of Information and Communication Technologies (ICT) and even technology, every human activity over the last two decades or so was executed manually. Information and Communication Technology (ICT) has taken over almost every aspect of human activities, ranging from education, manufacturing, entertainment and communication to many others in this recent time that is the information age. Government agencies, tertiary institutions and other organizations have taken advantage of the opportunities provided by modern information and communication technologies and are making very good use of it.
Information and communication technology (ICT) refers to the application of information and communication technologies towards social, economic, and political
development. “ICT refers to the processing and dissemination of information through the integration of computers with telecommunications” (Adogbeji & Akporhonor, 2005, p.5). According to Franks (2013, p. 121), “ICT is a shorthand for the computers, software, networks, satellite links and related systems that allow people to access, analyze, create, exchange and use data, information, and knowledge in ways that, until recently, were almost unimaginable.” The term ICT is used almost interchangeably with the Internet. There has been tremendous improvement in the working environment due to the emergence of information and communication technology (ICT). It has become the basis for many activities rising up in the information age.
The mode of working, communicating, sharing of information, learning, teaching, storing of information, accessibility and usability has been made easier due to ICT. Using ICT has made it very easy for students, lecturers, and also those who are into academics when it comes to their research works, assignments and others. The distinctive feature of using ICT in the management of records is that data is recorded on a medium which is also represented in symbols that is binary digits and also with the help of a computer, reading and understanding becomes easy.
Several establishments in the world such as schools, universities, research institutions, museums and governmental organizations retain data about students. In order to keep up with the students’ performance, files are created, managed, preserved, and maintained
for future references. For effective functioning of any organization, there must be one form of record or another (Iwhiwhu, 2005).
A record is a written document that provides evidence of activities performed, happenings that took place, results achieved or statements made. According to Research Clue (2014), the process of records management is maintaining the records of an organization from the time they are created up to the time they are disposed of. The practices of records management may include categorizing of the records, storing, securing and destruction (or in some cases, archival preparation) of records. Omoha (2013) further adds that the reason for record management is to make sure that records of students’ achievement and growth are reliable and authentic, records on the activeness of the individual and matters that will help improve the efficiency and effectiveness of the school system are kept. Records management is very essential when it comes to documentation of information. Record management was unfamiliar until the mid- twentieth century (Akotia, 2012). Records are created and preserved as evidence of the affairs that goes on during businesses.
The keeping and management of records is very important in every organization that deals with humans and this cannot be overemphasized. Record keeping in many developing countries is a serious problem which needs urgent attention. With the advent of information and communication technology, retrieval of records will be easier without having to go through stress to capture, process, store and retrieve records.
Schools are transforming into smart schools hence educational technology also increases. Records management to a large extent is important because it enables an institution to take decisions based on evidence that has been provided, meet operational, legal and regulatory requirements, to be accessible and accountable, to provide efficiency and effectiveness, to keep up with organizational or collective memory (Government Record Services, 2011).
Student records are however essential in any educational institution. Student records all over the world have tremendously increased over the past years due to the rise of institutions. They are created for students once they enroll in any program of the institution. The records after creation will hold information on the student relevant data throughout the period he or she will be in the institution. In effective records management, the records must be processed well so that its accessibility is timely and cost effective. The records kept should be accurate, complete, accessible and useable. The concept behind records management is the idea that each record has a life cycle. Records should be managed effectively regardless of the phases in which they pass through and also to meet the objectives for which they were intended (Okoampah, 2011).
According to States University, student records however can be grouped into three categories that is the permanent, the temporary and the directory information. There are those which document the contractual relationship between the student and the
institution that is the records documenting admissions and enrolment, payment of tuition fees and non-academic disciplinary proceedings, for those which document the student as the learner, the programme taken by the student, his or her academic progress and performance, and those which document the student as an individual and consumer of services provided by the institution that is the records documenting the use of accommodation service, counseling service, library and IT support services, career and employment services. This helps to make appropriate decisions and also provide evidence for accountability. Because of the nature of student records, managing it is very important. Institutions which do not manage their records properly find themselves in an awkward position should any record be requested and it is not brought forth.
Just like any other record, student records are vital for the smooth running of the institution. The basic function of student academic information in any educational institution is the creation, maintenance, retention and disposition of records as stated by Otu (2011). The process of creating and being able to keep up records relating to that of the student of an institution are supervising the liaison between the student and the institution, in the event to support other services and dexterity pertaining to the student, supervising the students’ academic performance and keeping records of their achievements both at the institution and afterwards and also to support the students after they complete their studies at the institution.
The University of Professional Studies, Accra (UPSA).
According to Rhoads et al (2014), “a university is an educational institution designed for advanced instruction and research in several branches of learning, conferring degrees in various faculties, and often embodying colleges, schools and similar institutions.” Tertiary education is the highest form of formal education one could ever have in Ghana. It is either acquired from a private institution or a public institution. These are academic institutions or colleges which an individual enrolls in after completion of secondary education with the aim of obtaining a Certificate. Programs offered differ in every institution. Over the past years, the uprising of tertiary education in Ghana has increased and this can be linked to the fact that more and more people want to be educated. There are a number of public and private institutions in Ghana and among the public universities is the University of Professional Studies, Accra.
The University of Professional Studies (UPSA), was initially called Institute of Professional Studies until it assumed a university status in September 2008, upon obtaining a Presidential Charter, conferring on it, the rank or position of a public university, hence the change of name from IPS to the University of Professional Studies (UPSA). It was founded in 1965, as a private professional and business education Centre. However in 1978, there was a change of ownership from private to government, as a result of the passing of the Institute of Professional Studies Decree, 1978 (SMCD 200). The core mandate of the institution is to provide tertiary as well as professional education in Accountancy, Banking and Finance, Management and other related areas of study to its students, in accordance to the Institute of Professional Studies Act, (Act
566), 1999. As part of efforts to increase the program components of the institute’s curriculum, the institute introduced bachelor’s degree programs in September 2005, which further gave meaning to the IPS Act 566. The university now offers undergraduate and master’s degree programs and it has currently been awarded international accreditation for its Business programs. This award was given by the Accreditation Council for Business Schools and Programs (ACBSP) in 2016. It also has accreditation to offer Public Relations Management, Actuarial Science and Law (Ll.B) given by the National Accreditation Board, Ghana (NAB) also in 2016. UPSA is still the only Ghanaian public institution with the directive to render both academic degrees and also to administer training for higher professional education in Ghana. It runs professional programs such as Association of Certified Chartered Accountants (ACCA) UK, Institute of Chartered Accountants, Ghana (ICAG), Chartered Institute of Marketing, (CIM) UK.
The student population stands at about eleven thousand and three hundred, this is according to the university in 2016. There are so many institutions in the world today that are using ICT in teaching, learning, and also storing information. Information and communication technology (ICT) as stated earlier, has taken over almost all aspects of the human endeavor and this includes the integration and application of ICT resources. The University of Professional Studies generates a lot of student records which capture the data of students and when not managed well through technology can pose serious problems. Students’ records management is therefore essential in UPSA institution and
with the help of information and communication technology (ICT), the records can be kept in good conditions until they are sought after.
