Student Service Directorate

 

The Director for Student Service plays an important role in maintaining a healthy and Peaceful relationship between the University and its Students. More than 1000 employs’ are involved in different activities of the directorates.

Generally, the Student Service Directorate Office organization, management and administration consist of the following Offices.

  • Office of Students’ Service
  • Basic Students Services with Two Case Teams, such as Cafeteria and Dormitory.
  • Supportive Student Service Team which includes Discipline Case Team, Center for Guidance and Counseling Case Team, Sport and Recreation Case Team, Special Support Case Team etc.

General duty of basic services and Supportive Student Services

I. Food Service
As part of the core process, Haramaya University provides meals for its regular and summer students. Food provision to students begins with acquisition of raw food items, crockery, devices, instruments, machinery, maintenance for construction materials etc. by dean of students.
The purchase request will get approval by the head of Technique Divisions if it is for machinery, maintenance and/or construction materials before proceeding to Head of Budget for budget clearance. For the other items, it will get approval directly from the Head of Budget, Head of Finance Division, and ADVP in the order listed before transferring it to the Purchasing Department. Then items will be purchased either though collecting pro-forma for urgent needs or through auction process after getting approval from the president. In case of purchase of food items and utensils, agreements will be signed and the winner(s) will be ordered to supply. Up on receipt of the items, the reception committee will evaluate the quality. It will accept the items if the quality meets the requirement or reject them if the items supplied are below standard. The supplier is requested to supply items of the right quality. If the supplier fails to do so, the university wills purchases the right quality items from local market using the bid bonds.
The acquired items are stored in their respective stores (food items in food store and utensils, instruments etc in other stores). Food items and utensils are issued for food preparation. Monitoring and evaluation are carried out in order to control wastages, abuses of food items and to check quality of food. The control and monitoring is also done to check whether or not instruments and devices operate properly. The physical inventory taken at the end of each year gives feedback as to the status of the university property in cafeteria. Repair and maintenance work that is beyond the capacity of the university technique division is often done by fetching technician from outside or by dispatching the instruments, devices etc to place where such services are available. All the maintained instruments and devices are taken back to service. In this way, the food service rendered to students is sustained

II. Accommodation Service
Haramaya University provides accommodation services to students pursuing studies in the regular and summer programs.
Accommodation service begins with acquisition of furniture, beds, mattresses, pillows, and sanitary facilities. The facilities received are checked for meeting quality standards. If they meet the quality standards stipulated in the tender document, they will be received and stored. If not, they will be rejected. The received facilities will then be stored after which they will be issued to different sections for use.

Rooms and property in rooms will be handed over to students. Students are required to sign for the safekeeping of dormitory property. Room sanitation, conditions of toilet, running water, electric system etc. will be monitored. If the conditions of the above mentioned facilities deteriorate, they will be tackled. Besides, student discipline and property handling will be monitored and actions are taken against wrongdoers.
When students leave for summer vacation or graduate, they are required to hand over all dormitory property handed to them through formal clearance. If they are lost or damaged the property for which they had signed, they would be required to pay in cash
III. Sport and Recreation Services
In order to consolidate its desire to satisfy student needs, Haramaya University provides recreation services to students. These include subscribed satellite TV programs, indoor games, soft and hot drinks, barber, beauty salons, snacks, and other shopping services. Service of subscribed satellite TV programs is still provided directly by the University whereas the other services have been outsourced.
The TV services begin with purchase of dishes, dish heads and accessories as well as subscription to satellite TV smart cards. After these materials are purchased, the system is installed and checked for operation. The operation is monitored, checked and controlled. If it fails, maintenance work is required.
The maintenance may be minor readjustment or may require spare parts. If it does not re-operate after readjustment, additional spare parts will be purchased and repaired or reinstalled by technicians hired for the maintenance work. The work is checked to determine whether or not it has become functional. If the installed network operates, the technician will be paid for the service he or she has rendered.
If smart card terms expire, new subscriptions will be made or the old subscriptions will be renewed. Outsourced services are monitored and controlled for checking the quality of services being provided.

2. Student Guidance and Counseling

When students are under difficult social, economic, emotional and/or psychological circumstances, they are helped by the Office of Guidance and Counseling in cooperation with other students support giving offices of the university. When male students face such problems they may first approach the Students Association or the Office of the Dean of Students or both, one after the other. When female students are confronted with similar problems, they may first consult the Gender Office, the Office of the Dean of Students, or the Female Students’ Advisory Committee.
If the problems of the students are not solved at these levels, they are referred to the Office of Guidance and Counseling. The Guidance and Counseling Office examines the problems of the students and seek solutions. If the problems are not solved, the officer guides the students to the students’ clinic for psychiatric treatment or solving social and/or economic problems. If the students’ problem is not solved at this stage, he/she may be referred to higher hospitals or sent to his/her family. When students’ problems are solved at any one of the different treatment stages, they go back to their studies.

3. Student Support

Students at Haramaya University are provided with various supports during their stay in the University for Study. The supports include academic, financial, and counseling.
Female students are provided with more supports than male students. They differ from male students with the support they are given in such a way that they are additionally assisted in their academic endeavors in the form of tutorial classes on quantitative courses and English language support improvement schemes. In addition, female students are given special trainings on reproductive health, leadership, assertiveness etc.
Both male and female students are provided with non-academic supports which include economic assistance as well as guidance and counseling. The scheme for providing students with financial support starts either with screening illegible applicants from among many applicants followed by seeking and securing funds or vice versa. Moreover part time jobs may be sought for needy students in the university library or special fund raising events may be organized. Thus, economic support could be given in the form of part-time job payments in cash or kind

4. Student Discipline

Student’s discipline is regulated according to the Students Code of Conduct 2007. Students may lodge their complaints to the Offices of the Dean of Students or to the Offices of the President or Vice Presidents if their rights are violated by any member of the university community. Settlements of the disputes between a complainant and a defendant may be done by arbitration between the parties by the Dean of Students if the violation is minor. If the violation of the right of the complainant or the rule and regulation of the university is not minor, complaints may be investigated at first instance hearing by Students’ Disciplinary Advisory Committee (SDAC). However, if the violation is serious, the case shall be investigated at a higher instance hearing at the level of Students Disciplinary Hearing Committee (SDHC). Sanctions may include warning plus community service, suspension for one to three years, expulsion or withholding of degrees. Suspended students shall pay a fine of 50 Birr upon readmission. Expelled students shall be removed from the university indefinitely.
Vision 
The Directorate’s Office Aspire to provide quality service and administrative excellence under its domain to realize the vision of Haramaya University to be accredited by 2017/18.
Mission
The  mission  of  Student Service Directorate is to advance the quality of  service , promote effective communication, provide a  responsible  and  democratic  attitude towards our clients, improve the sprite of teamwork, promote participatory decision-making approach, and enhance Deficient public services    thereby,  contributing to the achievement of the university’s mission.

objectives

: Strategic Objectives for Student Services

Perspectives Strategic objectives
Customers Increase customer  satisfaction
Finance Enhance  budget utilization

Increase internal revenue

Improve organizational resource and asset management.

Internal process Improve basic,  student’s   services delivery & access

Improve  supportive student’s   services delivery & access

Improve documentation,  communication & time management system

Learning and growth Improve knowledge, skill, motivation & professional ethics of the staff.

Improve working environment,  organizational culture and leadership

Establish  & improve necessary   infrastructures and facility

Values

Since students are the most important part of what we do, as service providers, we value: Diversity, tolerance, and inclusiveness in the ethnicity, religion, culture and gender Equity and access in all our services.

Core Values of Student Service Directorate Office

Excellence:  student service office shall make a continuous and concerted effort to develop satisfaction of customers and stakeholders in its service excellence.

Quality: student service office   shall exert a continuous effort to deliver highest quality service to stakeholders.

Relevance: student service office shall give a considerable attention to make sure that all students  and  stakeholders   are  oriented  to meet  the  needs  and the development of the society in general.

Innovation:  student service office strives to advance innovativeness among the students.

High Ethics: student service office   strives to maintain high  ethical standards  in  its  administrative & professional staff  and  public services.

Efficiency  and  Effectiveness: student service office is  committed  to implement a new  administrative  and  professional  structure systems  designed  on  the  basis  of  BPR  principles to efficiently use resources and effectively deliver services.

Democracy and Transparency: student service office promotes principles of democratic values and transparency in its professional and administrative systems.

Participatory: student service office encourages and creates a system for the active involvement of staffs and all stakeholders in all its undertakings and decision makings.

Equity:  student service office promotes; affirmative action to encourage female participation both students and staff, social inclusiveness to disabled students, staff and community members, social justice & economically disadvantaged students.

Accountability: student service office promotes accountability at individual and directorate levels with full answerability to the public and the University community