The Registry


The Registry

Registry is the administrative Hub of any University whose duties are specified in the career structure to generate and transmit information, policies and service direction of the Institution. The Registry is the custodians of records, rules, history, traditions and culture of the University system in addition to having good core leadership competency. The Registry as the engine room of the University administration in collaboration with other units and departments to effectively carry out the Institutional objectives and multiple goals of the University system. The wide range scope of duties of the University career administrators include human resources and personnel management, secretariat coverage of boards and committees, processing of students academic records for storage and retrieval, students admission, staff training, welfare and disciplinary matters including playing advisory roles to the Council and Chief Executive on oversight functions for good governance and stability of the system.

The Registry being the core administrative unit of the University is responsible for a broad range of works and functions for managing and organizing all channels of communication towards making every sector of the University administration perform their functions effectively in the areas coverage of statutory bodies and ad hoc committees meetup and as service centers of University’s activities.

The Registry structure

The structure of the Registry consists of routine and day to day administration of the University that are quite challenging and which according to the civil service manual/handbook includes, career administrative functions, evolving new techniques to improve on the past as well as to meet fresh challenges. Administrators in every organization’s Registry are expected to use their initiative and judgement wisely to articulate position papers, recording of proceedings in deciding issues without deviating from the rules and procedures. They are expected to employ strategic leadership for above average returns in the institution. They are the main access route to the organizational functions whose job functions and duties include offering necessary solution to customer’s queries.

The Registry as a dynamic constituent component of the University and at the center of the various administrative schedule functions and reforms in accordance with the growing needs of the University.  The Registry as the administrative nerve of the system is most of the time strategically working to achieve the socio-economic goals and development of the University.

The career administrators that made up the Registry from time to time coordinate all the activities of the University and communicate with all the numerous stakeholders of the University decisions and directives of Council, Senate and the Management. They ensure that the policies and programmes of the University at any particular time are carried out decisively.

The roles and functions of recruitment, selection, admission, articulating academic rules and regulations for assessments, promotions and students graduation, posting utilization and accommodation of human resources of the University are usually subsumed under the following divisions and units of the University for now:

  • Human Resources Division
  • Academic Affairs
  • The Senate Affairs
  • Exams and Records
  • Students Affairs
  • Admissions
  • College Offices

Office of the Registrar and Secretary to Senate and Council

The Registry Department is headed by the Registrar, who is the Chief Administrative Officer of the University responsible to the Vice Chancellor for the day to day administration of the University. He superintends over the administrative unit of the University to communicate major decisions of the University organs in his capacity as the Secretary to the Council, Senate, Congregation and Convocation.  The University laws made provisions for the appointment of Registrar “who shall be appointed by Council after considering the recommendation of a Joint Selection Committee of Senate and Council, and who shall be responsible to the Vice-Chancellor for the day-to-day administration of the University. (2) The person holding the office of Registrar shall by virtue of the office be Secretary to Senate and to Council.

Hallmark University appointed its foundation Registrar on ….. and served till 30th July, 2019 and the current Registrar Mr. Afolabi Ajayi came to office on 1st August, 2019 till date.

The Administrative Divisions of the Registry currently

  1. Human Resources Division
  2. Exams and Records
  3. Senate Affairs
  4. Admissions

Academic Affairs Division

Academic Affairs Division deals with implementation and coordination of Senate decisions and policies. It also administers issues on students’ registration and statistics, and safe keeping of student records/archives of the University and issuance of Statement of Results, Academic Transcript and Certificate. Under the direct supervision of the Division are:

  • Exams and Records
  • Senate Affairs

Human Resources Division

The Human Resources Division oversees and coordinates the all matters affecting the Academic, Non-teaching and Junior Staff matters in the following areas:

Data Entry and Statistics Unit

The Unit is in charge of:

  • Leave matters for all staff
  • Record of service update for all staff
  • Nominal roll update and statistics
  • Staff file storage and maintenance
  • ICT server control and monitor as regards Personnel
  • Handling yearly personnel budgeting
  • APER form and Establishments’ time table of activities for Appointment and promotion exercise
  • Verification of staff credentials
  • Issuing letter of introduction as may be required by members of staff
  • Any other duties as may be assigned to the unit


The Admission processes all applications for admission into various programmes of the University

  • Attends to Students and general public on matters relating to admissions
  • handles the registration of admitted students through College liaison officers
  • Compilation and imputing of Admissions data
  • Endorsement of graduating students final clearance
  • Preparing admissions statistical analysis and data extraction
  • Preparing JAMB exams
  • Post UTME and PT screening exercise
  • Issuance of Admission letters
  • Analyses the application of prospective Students based on Standard admission policies
  • Secretarial coverage to the Admissions Committee
  • Maintains a database of students’ information, telephone numbers, and students’ feedback in order to generate feedback for management when required.
  • Maintaining Admission