PROCEDURE FOR OBTAINING APPROVAL TO ESTABLISH A PRIVATE POLYTECHNIC, MONOTECHNIC OR SIMILAR TERTIARY INSTITUTION
1. INTRODUCTION/SUMMARY
The procedure for obtaining approval to establish a private polytechnic or monotechnic shall consist of the following:
a. Submitting the application letter and Application form to NBTE
b. Analysis and assessment of the application by NBTE
c. Carrying out approval/advisory visit to the site of the institution.
d. Consideration of the report of the visit by NBTE Management.
e. Recommendation of the application to the Hon. Minister of Education (HME)
for approval of establishment of institution as appropriate.
f. Communication of approval of Hon. Minister of Education to institution.
2. SUBMISSION OF APPLICATION
The proprietor of the proposed institution shall obtain the application forms and the guidelines from the Programmes Department, National Board for Technical Education, Plot B, Bida Road, P.M.B. 2239, Kaduna (See sample of application form, from page 15).
The application forms are completed and returned to the Executive Secretary, National Board for Technical Education, Programmes Department, Plot B, Bida Road, P.M.B. 2239, Kaduna together with the:
i. Need Survey Report
ii. Academic Master Plan
iii. Master Plan
iv. Certificate of Occupancy for permanent site, and
v. Bank Guarantee for N100million.
3. ANALYSIS OF APPLICATION AND INSPECTION VISIT
The completed forms and the attached documents are analysed by NBTE. A team of specialist staff of NBTE and experts visit the site of the proposed institution to confirm the correctness of the submissions made by the proprietor. The team shall pay particular attention to the following:
i. the proposed curriculum of the institution;
ii. the physical teaching accommodation/facilities – offices, classrooms, workshops, farms, laboratories, studios and library as appropriate for the proposed programmes to be offered by the institution, their adequacy for size of classes proposed, environment, and the complement of equipment required;
iii. adequacy of financial resources to support capital and recurrent expenditure;
iv. availability of human resources – administrative, teaching and support staff in quality, number and mix for the programmes to be mounted, in the first and second years of existence of the institution;
v. the institution’s library – well-furnished and stocked with book and non-book items, for the proposed programmes and of a size adequate to accommodate its readership;
vi. availability of regular water and power supplies and provisions for gas in the case of science, engineering and other technology-based programmes.
NOTE: The national guides for resource adequacy are the NBTE Minimum Guide Curricula and Course Specifications for the programme(s) to be mounted.
4 NBTE’s RECOMMENDATIONS TO THE HME
The report of the inspection shall be considered by the Management of the National Board for Technical Education along with the completed application forms in relation to meeting the provisions of the Education (National Minimum Standards and Establishment of Institutions) (Amendment) CAP E3 LFN 2004. The recommendation of the Management is then submitted to the Board for consideration and recommendation to the Honourable Minister of Education to approve the establishment of the institution.
5 NBTE’s ACTION ON HME’s DECISION
Where the management and or the Board is satisfied that the institution has not met the conditions for approval, it shall inform the proprietor to carry out such required remedial actions before the institution is recommended to the HME for approval.
The National Board for Technical Education shall inform the proprietor of the decision of the HME where the application is unsuccessful. The letter to the proprietor shall state reasons for denying approval where approval is not granted.
6 RE-SUBMISSION OF APPLICATION
The proprietor may re-apply for approval to run or establish the institution when he/she has corrected all the deficiencies highlighted in the earlier report.
If the application to establish the institution receives the approval of the Honourable Minister of Education, the institution is listed in NBTE’s publications as accredited/approved to operate in Nigeria.
7. NBTE PROGRAMME ACCREDITATION
Any programme offered by a polytechnic or monotechnic which leads to the award of a National Diploma (ND) or Higher National Diploma (HND) must be accredited by NBTE before the award is made. The accreditation process consists of two stages:
i. An approval to mount the programme, and
ii. Full accreditation.
8. PROCEDURE FOR OBTAINING APPROVAL TO MOUNT A PROGRAMME
The following are the guidelines to be followed by institutions seeking approval from the National Board for Technical Education to mount a National Diploma or Higher National Diploma programme in a Polytechnic or Monotechnic.
a. APPLICATION
An institution seeking approval from the National Board for Technical Education to mount a new programme shall so apply to the Board giving the following information:
i. a justification for the proposed programme;
ii. evidence of demand for manpower in the discipline of the proposed programme in the country and the world.
iii. Statistics on the availability of students for the programme; and
iv. evidence of availability of physical and human resources for the proposed programme.
These shall be submitted along with completed quadruplicates of Form NBTE/PRO/8 (Self-Study Questionnaire for Approval to Mount a New Diploma Programme) to the:
Executive Secretary,
National Board for Technical Education,
Plot B, Bida Road, P.M.B. 2239,
Kaduna.
b. THE APPROVAL PROCESS
This includes:
i. Analysis and Assessment of Institution’s Application When the submission of an institution in respect of a programme is received, the Board shall carefully analyse and assess it. If it appears to the Board that the programme has at least the minimum resources required to mount it at one of the levels of training, that is National Diploma (ND), or Higher National Diploma (HND), its staff and experts shall undertake an inspection of the resources listed in the application form.
ii. Resources Inspection Visit
A resource inspection is conducted by the Board in order to confirm that the resources listed for the proposed programme(s) by the institution in the application form are adequate and on site for immediate use. In the case of engineering, science, computer studies and related programmes, the equipment have been installed and commissioned and are ready for immediate use. Also to be examined are the administrative set-up of the institution and the department to support the programme when mounted, the financial provisions for capital and recurrent costs.
iii. Approval to Mount a Programme
Following the resource inspection visit and the institution meeting the criteria outlined below, the Board may grant approval to it to mount the programme. Approval may not be granted if the report of the resource inspection visit shows inadequacies in the facilities which may affect the smooth running of the programme.
The decision of the Board on whether or not a new programme may be mounted by an institution shall be conveyed to the institution in writing. An institution shall advertise for and admit students into a programme only after it has obtained the Board’s approval to do so.
9. CRITERIA FOR APPROVAL TO MOUNT A NEW PROGRAMME During a programme approval visit, items to be inspected and assessed against the Board’s laid down national minimum standard for the programme are as follows:-
a. Establishment of the Institution
The private polytechnic or monotechnic should have been properly established following approval by the Honourable Minister of Education in accordance with the provisions of Education (National Minimum Standards and Establishment of Institutions) (Amendment) CAP E3 LFN 2004. There is evidence that the institution plans to operate in accordance with the Guidelines for Establishing and Operating a Post- secondary Technical Institution – See NBTE Standards for Accrediting Diploma Programmes in Polytechnics and Similar Tertiary Institutions.
b. Curriculum
There shall be a curriculum for the proposed programme drawn up by the institution in course units and the contents written in behavioural objectives in the NBTE format for producing curricula. The contents should not be lower than those contained in the NBTE approved minimum guide curriculum and course specifications for the programme, if one exists. In the case of a programme for which NBTE has not issued a minimum national guide curriculum, the institution should structure the proposed curriculum taking cognizance of its philosophy, and the goal and objectives of the programme, and the Board’s Format for Evolving New Curricula obtainable from the Programmes Department, NBTE Secretariat, Kaduna.
The goal and objectives of the programme shall not be in conflict with those stated for a similar programme by NBTE. They should be clear and in line with the national philosophy and objectives of technical education as contained in the National Policy on Education and the Education (National Minimum Standards and Establishment of Institutions) CAP E3 LFN 2004. The curriculum shall also include:
i. a task inventory of the experiences the student should have during the supervised industrial training;
ii. the entry requirements into the programme;
iii. the curriculum structure and contents; and
iv. the methods of evaluating the students’ work and the programme.
Evidence shall be shown that adequate financial provisions have been made in the recurrent budget of the institution for the Students’ Industrial Work Experience Scheme (SIWES).
c. Resources
Regular ND and HND programmes last for four semesters or two years. Hence, there shall be adequate resources on ground for teaching the whole programme before it is approved to start. These resources include teaching staff, adequately equipped classrooms, laboratories, workshops, farms, studios etc as appropriate and a library. The requirements of each resource are explained below:
i. Teaching Staff
There shall be available to the proposed programme, a full complement of teaching staff in number and mix required to teach all the courses listed in the curriculum. The number and mix of teaching staff vary with the programme. On the average, a minimum core staff of 4 lecturers and the head of department shall be required to teach a single stream of the programme at ND or HND levels. The number excludes teaching staff for General Studies and other service courses taught by other departments. It may also comprise 4 lecturers including the Head of Department and an Instructor. Generally, teaching staff will not be expected to teach for more than 15 contact hours per week. Where necessary, part-time teachers may be employed to cover some of the periods and to update the curriculum. Teaching staff are expected to possess a minimum of a good first degree or its equivalent.
In the case of some professional programmes, such as Accountancy, Quantity Surveying and Banking and Finance, at least two full-time Lecturers who are professionally qualified and registered in the field should be among the staff of the department if the programme is to be offered at the HND level. At least one professional lecturer will be required for an ND programme.
Teaching staff for specialized HND options, for example, in engineering, science laboratory technology or in areas of business studies such as finance and banking, personnel management, production management etc. should preferably have post graduate degrees in the option they are expected to teach. In all cases, adequate post-qualification cognate experiences in industry and/or teaching are required for lecturership positions. In addition to the 4 lecturers for one option. 2 additional lecturers are required for each additional option at the HND level. Where the HND programme does not have options, a minimum of 4 lecturers are required. The number of staff excludes those for general studies which may be based on a Staff Student Ratio (SSR) of 1:20. The mix of Principal/Chief Lecturer: Senior Lecturer: Lecturer I and below shall be 1:2:5. For double or more streams, the number of teaching staff shall be pro-rated in a ratio of 1 Lecturer to 15 students for science and technology programmes and 1 Lecturer to 20 students for management programmes
The head of department should be at least, a Senior Lecturer in rank in the case of an ND programme and a Principal Lecturer in rank in the case of an HND programme; and should have considerable industrial, teaching and educational management experiences, in order to be able to provide the desired professional and academic leadership. He/She should hold at least a first and second degree in the discipline.
ii. Other Staff
There shall be a full complement of instructional/teaching staff before the first batch of students are admitted into the programme. For science, engineering and other technology programmes, each of the laboratories, workshops and ancilliary facilities should be fully staffed with at least a technologist/instructor; a technician, workshop assistant and an attendant. For agricultural programmes, a farm manager/supervisor is also required. Clerical staff should consist of a departmental/programme secretary or typist, a clerical officer, cleaner/messenger.
10. PHYSICAL FACILITIES
a. Laboratories
There should be adequate number and types of laboratories available to the programme(s) to be offered. Where the department is to share existing facilities with other departments, adequate arrangement should be made on the time-table to accommodate all the courses to be taught. The tools, instruments and equipment in the NBTE’s minimum list of equipment for each laboratory for the programme should be provided, installed and commissioned before the approval inspection takes place and before the first set of students are admitted. In all cases, care should be taken to ensure that the programmes do not over-stretch the available facilities and reduce the required period of teaching for each course. The use factor for a laboratory should be about 0.7 or 30 hours for a 40 – hour working week, to allow time for cleaning up and for the movement of students from one laboratory to the other.
b. Workshops/Studios
Adequate number and sizes of workshops/studios to sustain an initial intake of 30 students in each of the two years of the programme should be available. All the hand and machine tools and equipment required for the programme should be available, already installed and commissioned before the approval inspection visit and the first intake. The list of workshops, studios and the minimum equipment required for each programme are contained in the appropriate national minimum guide curricula and course specifications issued by NBTE. An acceptable use factor of 0.7 about 30 hours for a 40-hour working week should be allowed.
c. Classrooms/Lecture Theatres
Adequate number of classrooms/lecture halls/theatres should be available to the programme. Ideally, at least two classrooms, each fully equipped to sit not less than forty (40No) students at a time should be available to each programme. Where classrooms are centrally allocated to the various courses, care should be taken to ensure that all courses are included in the time schedule for the number of contact hours specified. The classrooms may be used for about 32 hours (a use factor of 0.8) for a 40-hour working week
d. Library
The library of the institution should have a sitting capacity for a third of its readership at any one time and should be able to provide all the basic services that a school library at that level should provide. Text and reference books, journals, general reading and non-book materials in the disciplines to be offered should be provided, and in quantities and mix that will provide adequately for all students to be enrolled. A provision of not less than N2,000.00 per capita per annum or 5-8% of the recurrent budget, whichever one is greater, should be made for the library. For a new institution, adequate provisions should be made for capital projects including the building of a purpose-built library, furnishing and stocking with past issues of journals, text and reference books and non-book items.
11. OTHER FACILITIES
Other teaching facilities like farms and field facilities in the case of agricultural programmes should be available for the proposed programme. These will be sighted to confirm their availability during the approval inspection visit.
12. OFFICES
i. Staff
Offices should be available for all teaching staff of the programme. The least acceptable shall be two lecturers sharing a room. Senior Lecturers and above in rank should have individual offices.
ii. Departmental General Office
A large general office should be provided for the programme, and should be equipped with the following:
i. Photocopying machine - 1no.
ii. Computer with printer - 2nos.
iii. Table and chair for secretary -1no. each
iv. Writing table and chair for clerical officer -1no. each
v. Filing cabinets -2nos.
vi. Notice Board for staff and students -1no.
vii. Sitting chairs for students waiting to consult staff -2nos.
viii. Air-conditioner/fan -1no.
13. WELFARE FACILTIES
Welfare facilities for both staff and students should be adequate. For students, these may include cafeteria, health and recreational facilities and hostel accommodation for those who may need them. For teaching staff, these may include staff housing, health and recreational facilities, and provisions for pensions and gratuities. Only staff on essential duties may be accommodated on campus. Others may be paid housing allowances in lieu of accommodation on campus.
14. POWER, GAS AND WATER SUPPLY
Regular power, gas and water supplies should be available for the laboratories, workshops, studios and other facilities for each programme.
15. FINANCE
Adequate funds should be available for capital projects and recurrent expenditure for the programme. Adequate consumables should be on ground for students’ practicals. For science and technology based programmes, the recommended per capita funding for consumables should not be less than two thousand naira (N2,000.00) per annum or at least 10% of the institution’s total recurrent expenditure whichever one is greater. In both cases, the per capita cost includes the cost of maintaining small tools/equipment in the workshops, laboratories and classrooms. Major repairs should be funded from capital/recurrent grant as appropriate.
16. RE-SUBMISSION OF APPLICATION FOR APPROVAL TO MOUNT A NEW PROGRAMME
An institution may re-submit for re-consideration its application for approval to mount a new programme if it has corrected the deficiencies highlighted in a report of a previous resource inspection visit. The submission should give details of the corrections made.
17. INITIAL ACCREDITATION VISITATION
A formal accreditation visit shall take place in the fourth semester of the programme. Prior to the visit, the institution is required to complete and submit six copies of self-study questionnaire (NBTE/PRO/P1) in respect of the programme to the Executive Secretary, NBTE, P.M.B. 2239, Kaduna, not later than the end of the first semester of the academic year in which the initial accreditation visit is to be made.
18. ACCOMMODATION AND LOCAL TRANSPORTATION FOR RESOURCE INSPECTION/ADVISORY VISIT TEAM MEMBERS
It is the responsibility of the institution to provide for team members, hotel accommodation and local transportation from the nearest airport and between the hotel and the institution during the period of the resource inspection or advisory visit.
