ANNUAL REPORT ON CORRUPTION PREVENTION AT THE UNIVERSITY OF NAIROBI FOR THE YEAR 2010-2011
- The University of Nairobi Corruption Prevention Plan was drawn and adopted in the year 2004. A number of risk assessment reviews have been carried out culminating in the current 2010/2011 Plan.
- On June 22 2010 the nine (9) University of Nairobi Corruption Prevention Committees were officially launched at the Central Catering Unit by the then Acting Director, Kenya Anti Corruption Commission, Dr. John Mutonyi.
- On August 2 2010 the Central Corruption Prevention Committee under the chairmanship of the Vice-Chancellor had it first meeting which set the agenda and strategies to fight corruption at the University of Nairobi.
- The nine corruption prevention committees have had monthly and quarterly meetings on the sensitization of anti corruption strategies and the integrity testing program.
- On September 28 2010 all the University Corruption Prevention Committee members led by the Vice-Chancellor attended training on the Integrity Testing Program.
- The corruption prevention committees have carried out risk assessment whereby corruption prone areas in their respective areas were identified and the prescribed appropriate strategies to eliminate corruption in such areas put in place.
- The University has endeavoured to build capacity and anti corruption awareness through workshops that were held throughout the year for cadres of staff both in the central administration units and at the colleges as attached. There has been over 1,700 staff members sensitised/trained in the financial year 2010/2011.
- The University has sixty one (61) trained Integrity Assurance Officers drawn from all the colleges and departments and who continuously sensitize other members of staff and provide technical guidance to the corruption prevention committees.
- The University has over sixty one (61) Corruption/ Complaints Reporting boxes strategically placed throughout the colleges, departments and units.
- The University has telephones/ mobile phones through which anti corruption complaints can be reported as listed below: -
i. The College of Humanities and Social Sciences; 0703 322 666
ii. The College of Agriculture and Veterinary Sciences; 0704 655 262, 0704 655 276 and 0704 655 263.
iii. The Central Administration; 0727 686 300.
iv. The Student Welfare Authority; 020-232 351 1.
v. The College of Biological and Physical Sciences; 020-266 711 4.
vi. The College of Architecture and Engineering; 020-231885 5.
vii. The College of Education and External Studies; 020-252 716 1 and 0703 634 415.
viii. The College of Health Sciences; 0788 262 407
- The Vice-Chancellor has appointed the University Oversight Committee which is comprised of; all the Deputy Vice-Chancellors, all the College Principals and Deputy Principals, the Chief Legal Officer who also sits on the Committee as the Program Officer and two Program Analysts.
- Copies of the Resource Manual on Corruption Prevention in the Public Service have been provided to all members of the Corruption Prevention Committees to assist in the sensitization and training of staff.
- All the Corruption Prevention Committee members led by the Vice-Chancellor watched the Integrity Testing Program (ITP video) during the monthly meetings where other issues were discussed.
- All cadres of staff through their respective colleges/ units corruption prevention committees have watched the Integrity Testing Program video.
- The University has commenced the Internal Integrity Testing program and members of staff are aware of the continuous exercise.
- The Vice-Chancellor approved the commendation and subsequent reward of staff members who have served the University with distinction for a continuous period of forty (40) years and above. The first batch of four (4) was awarded on July 8 2011.
- While using the format prescribed by the Kenya Anti Corruption Commission, the University has already submitted three (3) Quarterly Reports as required under the Performance Contract.
The University has employed anti corruption strategies in the following key areas;
I. Human Resource
a. The following policies have been developed and are in operation as follows:
§ The University of Nairobi Anti Corruption Policy,
§ The Code of Conduct and Ethics for Public Universities
§ The University of Nairobi Code of Conduct and Ethics.
§ Recruitment and Selection Policy
§ Policy on staff Training, Promotion & Establishment (The Kagiko Report)
§ Training and Development Policy
§ Disability Mainstreaming Policy
§ Gender Policy
§ Maintenance Policy
§ HIV/AIDS Policy
§ Research Policy
§ ICT Policy
§ Records Management Policy
§ Intellectual Property Policy
b. Members of staff who contravene policies are usually suspended and subjected to the disciplinary committee. For those who are found to be guilty, their services are usually terminated.
II. Information and Communication Technology
a. The Information and Communication Technology Centre (ICT Centre) made improvements on the ICT security procedures by the provision of passwords to staff members and students who are allowed to access specific information as required.
b. A major ICT networking project at the College of Agriculture and Veterinary Sciences worth Twenty One Million Shillings is near 100% completion.
c. Reliance on manual operations has been greatly reduced with the introduction of;
§ A system that manages information regarding students is fully operational; Student Management Information System (SMIS).
§ A system that allows students to book for accommodation online is already operational: Student Welfare Authority (SWA online room booking System), and the Catering Management System are already operational.
§ A system that allows for students who would like to join the universities to submit their applications online; Online Application System is fully functional.
§ A system allowing students to access information regarding the Joint Admissions Board; Joint Admissions Board System is already operational.
§ A system allowing student to study online in designated hot spots is already operational; E-Learning System.
§ A system that manages human resource issues for staff members is in place and fully operational; Human Resource Management Information System (HRIMS).
§ A system enabling the Personnel Division to carry out the appraisal of staff members online; Staff Appraisal System and the Performance Management Information Systems are already operational.
§ A system enabling members of staff to access information on the education fund; Staff Education Fund System is fully operational.
§ A system that shall assist the Transport Department to effectively manage the fleet (Road Base Fleet Management System) is currently being developed and is near completion.
III. Financial Management
a. The University has a policy on the management of donor funds, namely the University of Nairobi Policy on Donor Funds for Research.
b. The University through the policy ensures there is no mismanagement of research funds. In the event of any contraventions the amount is deducted directly from the staff member salary.
c. The University has procedures that ensure sound financial management of funds. These include inter alia: -
§ University of Nairobi Act, Cap. 210
§ The Finance Act
§ The Financial Regulations.
§ Financial Information Management System.
§ Fiscal Management Act, 2009.
§ State Corporation Act Cap. 466.
§ Public Audit Act, 2003.
§ The Exchequer and Audit Act.
§ Value Added Tax Act, Cap. 476.
§ Income Tax Act.
§ Internal Audit Section that prepares monthly financial reports which are forwarded to management.
§ The Authority to Incur Expenditure.
§ University Management Information System.
§ International Financial System.
§ International Financial Reporting Standards
§ Retirement Benefit Act No. 3 of 1997.
§ Insurance Act, Cap 487.
§ Higher Education Loans Board Act, Cap 213A.
IV. Records Management
a. The University has developed a Records Policy that is currently waiting to be submitted to the University Management for approval.
b. The University through the office of the Records Manager implements a Records Management Programme through which;
§ Records surveys are conducted.
§ Reviews on the classification and indexing schemes of records are done.
§ Tools to control records are put in place in the registries.
§ Draft retention schedules are in place.
§ An appraisal of closed records is done.
§ Records disposal lists are kept.
§ Valuable records are transferred to the archive.
§ Several seminars and workshops on records management are conducted continuously in Colleges, Schools, Institutes, Departments and Units.
a. The department has qualified personnel who are in charge of the relevant functions under their dockets.
b. The University has all the relevant units as required by the Public Procurement and Disposal Act, 2005.
c. The University has the following committees whose members have been duly vetted;
§ Tender Committee.
§ Tender Opening Committee.
§ Procurement Committees.
§ Technical Evaluation Committees.
§ Inspection and Acceptance Committee.
§ Disposal Committees.
d. All the committees are required to keep minutes for all their meetings which are available for reference.
e. In compliance to the relevant Act, the University keeps procurement records for a period of six (6) years from the date of execution of the resulting contract/ transaction.
f. The University follows all the procedures as prescribed under the Act.
VI. Academic Division
The University has the following procedures put in place to ensure that its core functions of Teaching and Examination are carried out as required: -
§ Procedure for Graduation (UON/OP/09
§ Procedure for Management of Examinations (UON/OP/07
§ Procedure for Admission (UON/OP/16)
§ Procedure for Management and Transfer of Credit (UON/OP/13)
§ Procedure for Student Disciplinary Matters (UON/OP/14)
§ Procedure for Management of Inaugural Lectures
The Procedures are strictly followed and any contraventions dealt with strictly under the relevant disciplinary committee.
VII. Real Asset Management
a. The University through the Estates Department has processed to completion twenty (20) title deeds for various University lands.
b. The University complies fully with the various government policies, regulations and statutes that govern the management of real estate property in Kenya.
c. The University is in the process of appropriately fencing a parcel of land situated in Kasarani, Nairobi. The same shall take about six months to finalise.
d. The University has already commenced plans to develop a sports facility and an extra mural centre for the College of Education and External Studies at the parcel of land situated in Kasarani, Nairobi.
VIII. Management of Farms and Farm Produce
The University carried out risk assessment in relation to the management of the University farms and put in place strategies to curb corrupt activities as follows;
§ Farm Produce: The risk of losing farm produce has been curbed by carrying out increased surveillance of the farm produce by the College of Agriculture and Veterinary Sciences Principal, the Farm Manager, the College Registrar, Internal Auditor and the College Security Officer.
§ Stores Management: The University through the Farm Manager, College Registrar, Internal Auditor and the College Security Officer ensure that stock movement is recorded and that incoming stock is formally accepted by an Inspection and Acceptance Committee.
§ Sale of Horticultural Produce: The University through the Farm Manager, the College Registrar, the Internal Auditor and the College Security Officer ensure that all the produce is weighed upon harvest and recorded in the Farm and Kiosk register.
§ Accounting for Milk: The University through the Farm Manager, the College Registrar, the Internal Auditor and the College Security Officer ensure that milk records for both production and sales are kept.
§ Disposal of dead/ deceased farm animals: The University through the Farm Manager ensures that post mortem reports are kept for all deceased farm animals.
GEORGE A.O MAGOHA. EBS, MBS
PROFESSOR OF SURGERY