1. PRINCIPLES OF MINUTES AND REPORT WRITING
MOUNTAIN TOP UNIVERSITY College of Humanity, Management & Social Sciences
PRINCIPLES OF MINUTES AND REPORT WRITING
PRESENTED BY
Prof. EMMANUEL ADEDUN
August 18, 2015.
          PRINCIPLES OF MINUTES AND REPORT WRITING by Prof. Emmanuel Adedun is licensed under a Creative Commons Attribution-Non Commercial 4.0 International License

2. CONTENTS 1. Introduction
2. Functions of Communication in the Workplace.
- Informative, Explanatory, Transacting, Teaching, Reassuring, Analyzing, Persuading.
3. Meetings and Minutes Writing
- Characteristics of Meetings,
- Types of Meetings (general, company, committee).
- Components and Patterns of Minutes.
- Language of Minutes.
4. Report Writing
  - Nature of Business Reports
, - Components of Business Reports
- Types of Reports
- Methods of Presenting Business Reports
6. Conclusion
7. Appendix

3. Minutes and Reports as Official Communication
Minutes of meetings generally fall within the realm of informative written communication.
Official Reports can be categorized as aspects of explanatory, analytic and the teaching functions of written communication.

4. MEETINGS AND MINUTES WRITING
A meeting is an interactive form of communication in a face-to-face atmosphere. It is an assembly of people for a lawful purpose where matters of common interest are discussed.
Meetings provide useful avenues for sharing information, making decisions and resolving contentious issues within an organization.
Meetings can be an assembly of individuals within an organization or the coming together of people from one or more organizations for a common purpose.

5. Meetings and Minutes Meetings
Since it has legal implications, there are certain conditions which must be met before a meeting can be considered valid:
It must be convened through adequate notice - verbal, electronic, or written.
It must be properly constituted by forming a quorum of attendees and a Chairman duly appointed.
It must be held in accordance with the regulations guiding the type of meeting or by the standing orders or principles of the organization.
The purpose of the meeting must be legal.
The gathering must be based on a specified agenda.

6. Types of Meetings General Meetings:
-Ordinary general, annual general meetings and extraordinary general meetings.
Company Meetings:
- Statutory Meetings, Company Annual General Meetings, Extraordinary General Meetings, Board Meetings and Class Meetings.
Committee Meetings:
- Executive Committee, Standing Committee, Joint Committee, Ad-hoc committee, and Sub-committee.

7. The Notice and the Agenda
Notices of meetings contain:
-the name of the organization,
- date of the notice,
- kind of meeting, place, date, time and venue of the meeting,
- the agenda and the convener’s signature.
The Agenda presents the subjects to be discussed at a meeting in order of importance. It may be brief or detailed.
-The brief agenda lists the headings of each of the issues to be discussed.
- The detailed agenda presents the issues to be discussed and provides drafts of the actions to be taken.

8. Characteristics of Minutes
The record of a meeting is known as the Minutes.
 It is the accurate record of the proceedings of a meeting.
It documents decisions made and actions taken.
It is a good reference for corporate decisions and a guide to policy-making
Good minutes are generally characterized by the unique features of accuracy, brevity and clarity.
- Accuracy: The faithful presentation of the true sequence of events at a meeting.
- Brevity: The expressive quality of the minutes being short and direct.
- Clarity: The writer’s use of clear, unambiguous language in the documentation of the facts.

9. Steps to Writing Good Minutes
Writing good minutes generally begins with accurate note- taking by the secretary of the meeting.
These notes can be in any of the following forms:
Brief jottings;
Tape-recorded proceedings;
Verbatim reports which will form the basis of the minutes;
Notes on the chairman’s agenda;
A tabulated form with appropriate headings to be filled in at the meeting.

10. Components of Minutes Heading. Attendance and Apologies. Opening.
Adoption of Minutes of the last Meeting.
Matters arising from the previous minutes.
Correspondence (IF ANY).
Business of the Meeting.
Any other Business.
Adjournment.
Signatures.

11. Patterns of Minutes Writing
Two patterns of minutes writing are commonly used.:
The Item-based : The more traditional pattern. It presents the agenda of a meeting in the format discussed in the previous section. (See Sample I).
The Action based: Modern organizations hold regular weekly meetings and major assignments are given to specific people for the new week. Tasks are listed against the names of the assigned officers.
(See Sample II).

12. The Language of Minutes Writing
Minutes are records of past events. They are therefore written in the past. For instance, the chairman stated; the meeting began, the members agreed; etc.
Use of simple language, short sentences and familiar words are most appropriate.
Minutes generally record what people did and said; so they are written as reported speech.
Minutes are written in the passive voice, thus making the language impersonal. e.g.
- it was decided (as opposed to “we decided”);
- it was agreed (as opposed to “they agreed”);
-a resolution was passed (as opposed to “the members passed a resolution”), etc.

13. Language of Minutes
- Names of the people who made contributions are omitted.
- Names of participants are only recorded in the minutes of formal meetings.
- Decisions made by general agreement are recorded as AGREED.
- Decisions reached through a voting process are recorded as RESOLVED. Both words “agreed” and “resolved” are normally written in capital letters.
- Motions moved by a member must be “seconded” (supported) by another member.

14. REPORT WRITING
WHAT IS A REPORT?
A report is a communication of information on an event or process, from one person to another who has asked for the report because they need it for a specific purpose.
The ultimate function of a report is to provide a basis for decision and action.
It may be in written or oral format.
It may be presented at meetings, interviews, or conferences.

15. Communicating Reports
Generally, reports can be transmitted in the following forms:
conversations
demonstration or presentations
letters
memos
fill-in forms
many-page documents

16. Classification of Reports
Reports can be classified according to the following
criteria:
Regularity: based on timing (daily/weekly/monthly, interim/final).
Subject matter (appointments/finance/marketing/promotions).
Formality: tone e.g. Informal/ semi-formal/formal.

17. Classification of Reports
Outlook: Length (short/long).e.g. Letter report, memo report
- Importance: (routine/special/urgent)
Function: e.g. feasibility report, progress report, conference report, laboratory report, etc.
Distribution: (inter-office/company/public/private).

18. Essentials of a Good Report
The report should be unified – about only one subject.
It should be complete; including all information that the reader needs
All the information should be accurate and all the reasoning from the facts must be valid.
It should present the subject matter according to a plan. The plan should be based on a logical analysis and classification of the material.’ .

19. Essentials of a Good Report
Focus on Short Reports such as Committee or Panel Report:
Introduction/title
Membership/constitution
Terms of Reference
Methodology
Analysis
Findings/Conclusions/Recommendations

20. STEPS TO WRITING GOOD REPORTS
Stage 1 Setting your objectives
Stage 2 Researching and assembling the material
Stage 3 Organising the material and planning the Report
Stage 4 Writing the first draft
Stage 5 Editing the Report (criticisms and review of first draft)
Stage 6 Producing the Report

21. THANK YOU FOR YOUR ATTENTION
APPENDIX A
THANK YOU FOR YOUR ATTENTION
COMMITTEE OF DEANS OF POSTGRADUATE SCHOOLS IN NIGERIAN UNIVERSITIES
OF POSTGRADUATE SCHOOLS (CDPGS) IN NIGERIAN UNIVERSITIES HELD AT THE EKITI STATE UNIVERSITY, ADO-EKITI FROM 28TH TO 30TH APRIL, 2013
MINUTES OF THE 45TH MEETING OF THE COMMITTEE OF DEANS
2013/389:         MEMBERSHIP
PRESENT
                        Dean, Postgraduate School
    1.                 Professor A.G. Yahaya                            -           Chairman
                        Umaru Musa Yar’Adua University, Katsina
   2.                  Professor E.N. Amadi                             -           Vice-Chairman
Port Harcourt                                   
                        Rivers State University of Science & Technology,
   3.                  Professor L.O. Chukwu Hon. Secretary
                     University of Lagos, Akoka
                     Dean, School of Postgraduate Studies
   4.                  Professor E.O. Olanipekun
                        Ekiti State University, Ado-Ekiti
                        Dean, School of Postgraduate Studies
                        Representing Dean, School of Postgraduate Studies
   5.                  Dr. Ike-Elechi Ogba
                        Ebonyi State University, Abakaliki
   6.                  Professor M.A.K. Smith
                        The Federal University of Technology, Akure
   7.                  Professor J.B. Ashiko
                       
                         
                        Benue State University, Makurdi
   8.                  Professor S.I. Oladeji
   9.                  Professor B.O. Ogunbameru
                        Obafemi Awolowo University, Ile-Ife                     
                        Provost, Postgraduate College
                        University of Maiduguri, Maiduguri
Provost, Postgraduate School
10.                Professor O.O. Odedeyi
Olabisi Onabanjo University, Ago-Iwoye
University of Calabar, Calabar
Dean, Graduate School
11.                Professor F.E. Bisong
12.                Professor A.Z. Hassan
Ahmadu Bello University, Zaria
Representing Dean, School of Postgraduate Studies
13.                Dr. A. Raji
Modibbo Adama University of Technology, Yola
14.                Dr. F.E. Osagiede
University of Benin, Benin City
15.                Professor J.N. Obinaju
                        Dean, Postgraduate School
16.                Professor S.O. Smah
                         
                        University of Uyo, Uyo
Nasarawa State University, Keffi    
                     Dean, School of Postgraduate Studies
17.                Professor Charles Ogbulogo
Covenant University, Ota
                     Representing Dean, School of Postgraduate Studies
18.                Dr. I.O. Emmy-Egbe
                      
                     Anambra State University, Uli
                     Imo State University, Owerri
                     Dean, Postgraduate School
19.                Professor C.U. Nwajiuba
                    
20.                Professor S.E. Ogude
21.                Professor C.O. Muoneke
                      
                     Niger Delta University, Wilberforce Island
                     Michael Okpara University of Agriculture, Umudike
22.                Professor Ahmed Adam
                     Nigerian Defence Academy, Kaduna
23.                Professor O.D. Ogisi
                     Delta State University, Abraka      
24.                Professor W.O. Alli
            Dean, Postgraduate School
25.                Professor O.O. Matanmi
             
            University of Jos, Jos
                     Lagos State University, Ojo
Dean, Postgraduate School
26.                            Professor T. Ebijuwa
Ladoke Akintola University of Technology, Ogbomoso
Representing Dean, Postgraduate School
27. Dr. Y. Saidu
           
Usmanu Danfodiyo University, Sokoto
28. Dr. C.C. Ibe
Federal University of Technology, Owerri
University of Nigeria, Nsukka
Dean, School of Postgraduate Studies
29. Professor Rev. Fr. M.C. Ifeagwazi
30. Professor A. Tayo
Babcock University, Ilishan-Remo
31. Professor O.A. Enikuomehin
Federal University of Agriculture, Abeokuta
University of Port Harcourt, Port Harcourt
Provost, College of Graduate Studies
32. Professor (Mrs.) R.S. Konya
33. Professor B. Dogo
Kaduna State University, Kaduna
34. Professor I.O. Salawu
National Open University of Nigeria, Lagos
35. Rev. Professor B.C. Alio
Enugu State University of Science and Technology, Enugu
36. Professor (Mrs.) S.N. Zubairu
Federal University of Technology, Minna
37. Professor S. Bamidele Sanni
Benson Idahosa University, Benin City
38. Professor U.C. Amalu
Cross River University of Technology, Calabar 
39. Professor O.L. Anike
Nnamdi Azikiwe University, Awka 
40. Professor (Mrs.) E.U. Amuta
University of Agriculture, Makurdi 
41. Professor J.O.J. Nwachukwu-Agbada
Abia State University, Uturu 
42. Professor C.O. Bewaji
University of Ilorin, Ilorin 
43. Professor F. Oyebade
Adekunle Ajasin University, Akungba-Akoko 
44. Professor S.B. Ahmad
Bayero University, Kano 
             IN ATTENDANCE  
            Mrs. F. Aina-Kehinde         -  SPGS, UNILAG
Mr. S.O. Agbetile - SPGS, UNILAG
Mrs. Yetunde Ogunlewe - DR/AS, SPGS, UNILAG
Mr. K.O. Okhiria - CDPGS Officer
Kogi State University, Anyigba
Adamawa State University, Mubi
APOLOGY
2. Igbinedion University, Okada
        1.    University of Ibadan, Ibadan
2013/390:        ABSENT
3. Abubakar Tafawa Balewa University, Bauchi
Ambrose Alli University, Ekpoma
5. Kano University of Science & Technology, Wudil
4. Tai Solarin University of Education, Ijebu-Ode
Pan African University, Lagos  
University of Abuja, Abuja
2013/391: OPENING CEREMONY
The opening ceremony commenced at the Odua Hall of the University with the arrival of the
The Master of Ceremony was Mr. Deji Aleshinloye, the Public Relations Officer of the University. The opening prayer was said by Professor Abayomi Fashina, Dean, Faculty of Agricultural Science of the University. The guests at the high table were introduced; the Principal Officers of the University were also introduced. Members of the Committee of Deans of Postgraduate Schools (CDPGS) were then requested to introduce themselves.
Vice-Chancellor, Professor P.O. Aina and some Principal Officers of the University.
In his welcome address, the host Dean, Professor E.O. Olanipekun welcomed all present to the 45th meeting of the CDPGS. He stated that, it was the first time the University would host a meeting of the Committee. He expressed his appreciation to his Vice-Chancellor for accepting to host and sponsor the meeting despite the huge resources expended by the University on the First Interdisciplinary Public Lecture of its School of Postgraduate Studies held earlier in February, 2013.
PROFESSOR A.G. YAHAYA
2013/392:     OPENING REMARKS BY THE CHAIRMAN CDPGS –
                                                             
In his opening remarks, the Chairman welcomed all the members of CDPGS and guests present to the 45th meeting of the Committee of Deans of Postgraduate Schools (CDPGS) in Nigerian Universities.  He expressed the Committee’s gratitude to the host Vice-Chancellor, Professor P.O. Aina, and the Management of the University for hosting the meeting.  
Highlights of the speech were as follows:
The need to address the gaps in the Postgraduate Benchmark Minimum Academic Standards (PGBMAS).
The need for adequate funding of postgraduate schools in Nigerian universities.
The need for proprietors of universities in Nigeria to give priority attention to issues relating to education and research.
THE VICE-CHANCELLOR OF THE EKITI STATE UNIVERSITY, ADO-EKITI, PROFESSOR P.O. AINA (A PAST CHAIRMAN OF THE CDPGS)
2013/393: KEYNOTE ADDRESS BY THE CHIEF HOST –
In his keynote address, the Vice-Chancellor Professor P.O. Aina, welcomed all the members of the Committee to the University. He thanked the Committee for the honour of choosing Ekiti State University to host the 45th meeting and also expressed his gratitude to the Committee for the meritorious award presented to him at the Committee’s 25th Anniversary held at the Idris Abdulkadir Auditorium, National Universities Commission (NUC), Abuja in December, He informed members that the CDPGS was resuscitated while he was the Committee’s Chairman and the Provost of the Postgraduate College, Obafemi Awolowo University, Ile-Ife from 1999 to 2001.
Highlights of the address were as follows:
There is the urgent need to develop postgraduate studies and research as a means of tertiary manpower and national development.
There is the need for postgraduate education to respond positively to the training of postgraduate students for the much needed high level manpower development in Nigeria.
Postgraduate education could only succeed on a template of adequate funding and the provision of human and material resources.
He noted that the CDPGS represented an important body of stakeholders and a great strength to the university system that could be leveraged upon to reposition the Nigerian universities. He then thanked members for their attendance and wished the Committee fruitful deliberations. After the address, the Vice-Chancellor declared the meeting open.
The opening ceremony came to an end with a vote of thanks by Professor Ifedayo Akomolede, Dean, Faculty of Law, Ekiti State University. The closing prayer was said by Professor Lanre Adebayo, a member of the Board of the School of Postgraduate Studies, Ekiti State University. A group photograph was subsequently taken by members of the Committee with the Vice-Chancellor and other guests.  
2013/394:        TECHNICAL SESSION
2013/395:            ADOPTION OF AGENDA
            
The technical session commenced in the Senate Chamber of the University after a short break. The opening prayer for this session was said by Professor S.B. Ahmad, Dean, School of Postgraduate Studies, Bayero University, Kano.
The Chairman welcomed members again to the meeting and requested members to introduce themselves as it was the tradition of the CDPGS at all meetings. He specially welcomed the new members and urged them to improve on the performances of their predecessors. He stated that the meeting was crucial as it marked the last for him as the Chairman and member of the CDPGS.
He then took the Committee through the agenda for the meeting. A motion for the adoption of the agenda was moved by Professor O.D. Ogisi, Dean, Postgraduate School, Delta State University, Abraka and seconded by Professor B. Dogo, Dean, School of Postgraduate Studies, Kaduna State University, Kaduna after few corrections were effected.
HELD AT THE IDRIS ABDULKADIR AUDITORIUM, NATIONAL
2013/396:         READING AND ADOPTION OF MINUTES OF THE 44TH MEETING
DECEMBER, 2012
UNIVERSITIES COMMISSION (NUC), ABUJA FROM 2ND TO 4TH
The minutes of the 44th meeting of the Committee which was held at the Idris Abdulkadir Auditorium, National Universities Commission (NUC), Abuja were read and corrected as appropriate. The motion for adoption of the minutes was moved by Professor R.S. Konya, Provost, College of Graduate Studies, University of Port Harcourt, Port Harcourt, and seconded by Professor S.I. Oladeji, Provost, Postgraduate College, Obafemi Awolowo University, Ile-Ife, after effecting the following corrections:-
Minute 2012/374:  MEMBERSHIP
On page 5, the 5th line, “Professor S.B. Sanni” should be replaced with “Professor S. Bamidele Sanni”
On page 4, the 34th line, “University of Port-Harcourt, Port-Harcourt” should read “University of Port Harcourt, Port Harcourt”.
On page 1, the 21st line, “Rivers State University of Science & Technology, Port-Harcourt” should read “Rivers State University of Science & Technology, Port Harcourt”.
Minute 2012/384: UPDATED BENCHMARK FOR MINIMUM ACADEMIC
PROGRAMMES
STANDARDS (BMAS) FOR POSTGRADUATE
On the 39th line, “That it’s necessary to hold a CDPGS sponsored workshop” should read “That it is necessary to hold a CDPGS sponsored workshop”.
On the 37th line, “That it’s important for the CDPGS to have a common position” should read “That it is important for the CDPGS to have a common position”.
FOR POSTGRADUATE EXAMINATIONS
2013/397:         CDPGS PROPOSAL FOR AN INTERIM MEASURE ON HONORARIA
The Chairman reminded members that the CDPGS interim measure on honoraria for postgraduate examinations (N30,000 for external examiners for Masters degree examinations and N50,000 for examiners for Ph.D. degree examinations) was proposed and approved by the Committee at the 40th meeting held at the University of Nigeria, Nsukka in September, 2010, pending the implementation of the FGN/ASUU Agreement of October, 2009.
The Committee deliberated extensively and decided that:
measure would be at risk of non participation by external examiners in their examinations.
Universities that were yet to commence the implementation of the CDPGS interim
The CDPGS would produce and circulate a list of universities that had not complied
implement the CDPGS interim measure.
Vice-Chancellors should be encouraged by the Deans of their postgraduate schools to
with the CDPGS interim measure.
The CDPGS should not interfere with the honoraria for internal examiners, each
Masters by research (M.Phil) and not Masters by project.
The CDPGS interim measure applied to Ph.D. thesis and Masters dissertation which is
university should be allowed to decide on the honoraria for their internal examiners.
FGN/ASUU Agreement of October, The interim measure would be on pending the commencement of the implementation of the FGN/ASUU Agreement.
The implementation of the CDPGS interim measure would not undermine the
The table below shows the status of each university as regards implementation, partial implementation and non implementation of the CDPGS interim measure.
S/N 1.
STATUS
UNIVERSITY
Abia State University, Uturu
Abubakar Tafawa Balewa University, Bauchi 2.
Not Implemented 3.
Adekunle Ajasin University, Akungba Akoko 4.
Implemented 5.
Partially Implemented 6. 7.
Anambra State University, Uli 8.
Bayero University, Kano 9.
10.
Benson Idahosa University, Benin
Benue State University, Makurdi
11.
12.
Cross River University of Technology, Calabar
13.
Delta State University, Abraka
14.
Ebonyi State University, Abakaliki
15.
16.
Ekiti State University, Ado-Ekiti
Enugu State University of Science & Technology, Enugu
17.
18.
19.
20.
21.
Igbinedion University, Okada
Imo State University, Owerri
22.
23.
Under consideration by University Council
Kano State University of Science & Technology, Wudil
24.
Kogi State University, Anyigba Akoko
25.
26.
Lagos State University, Ojo
27.
Michael Okpara University of Agriculture, Umudike
28.
29.
Nasarawa State University, Keffi
30.
31.
Niger Delta University, Wilberforce Island
32.
Nigerian Defence Academy, Kaduna
33.
34.
Nnamdi Azikiwe University, Awka
Obafemi Awolowo University, Ile-Ife
35.
36.
Pan-African University, Lagos
37.
Rivers State University of Science & Technology, Port-Harcourt
38.
Tai Solarin University of Education, Ijebu-Ode
39.
40.
The Federal University of Technology, Akure
Umaru Musa Yar’Adua University, Katsina
41.
42.
University of Benin, Benin
43.
44.
University of Ibadan, Ibadan
45.
University of Ilorin, Ilorin
46.
University of Jos, Jos
47.
University of Lagos, Akoka
48.
University of Maiduguri, Maiduguri
49.
50.
51.
University of Uyo, Uyo
52.
53.
2013/398:       NUDTAS AWARD CEREMONY
The Chairman informed members that he had discussions with Professor O.V. Ekechukwu, Director, Research and Innovation, National Universities Commission, on the invitation of Deans of postgraduate schools to NUDTAS award ceremonies. He enjoined the Director to always copy Deans of postgraduate schools whenever letters of invitation to attend NUDTAS award ceremonies were sent to Vice-Chancellors. The Vice-Chancellors should also be informed by the National Universities Commission, on the need for Deans of their postgraduate schools to be part of the team that should attend NUDTAS award ceremonies.
2013/399: CHAIRMAN’S REPORT (VALEDICTORY SPEECH)
The Chairman presented his report to members and reiterated his achievements during his tenure as the Chairman of the Committee.
Some of his achievements stated were as follows:
Research” at the 42nd meeting which was held at the Adamawa State University, Mubi
Organization of a workshop on “Effective Communication for Teaching and
in 2011.
The total amount in the Committee’s account between his commencement of office as
the Idris Abdulkadir Auditorium, National Universities Commission (NUC) in Abuja.
The celebration of the 25th Anniversary ceremony of the Committee which was held at
N7,284,
the Chairman and the expiration of his tenure increased from N2,449, to
He also mentioned that a sizeable number of serving and retired Vice-Chancellors as well as Deputy Vice-Chancellors had at one time or the other been Deans of Postgraduate Schools which showed that the CDPGS had contributed its quota in terms of quality leadership of university administration. He informed members that all the achievements recorded during his tenure had been the collective efforts and support of all members.
He then expressed his gratitude on behalf of the Committee to the Vice-Chancellor and Management of the University of Lagos for housing the Secretariat of the Committee since its inauguration.
2013/400:            FINANCE
A.          FINANCIAL REPORT
Copies of the Statement of Account from UBA, UNILAG Branch (Committee’s Bankers), up to 23rd of April, 2013 were circulated by the Secretariat. It was read to members by the Honorary Secretary on behalf of the Treasurer. The Credit Balance on the statement (Account Number: ) was N7,284, (Seven Million Two Hundred and Eighty-four Thousand Five Hundred and Ninety-three Naira Thirty-three Kobo). The financial report was also presented and the motion for the adoption of the report was moved by Professor W.O. Alli and seconded by Professor O.L. Anike.
The details of the dues received from members at the meeting were as follows:
2011 ANNUAL DUES (N)
2009 ANNUAL DUES (N)
NAME OF UNIVERSITY
2012 ANNUAL DUES (N) 1
TOTAL AMOUNT PAID (N)
2013 ANNUAL DUES (N)
Adekunle Ajasin University, Akungba-Akoko
100,000
100,000 (Cash)
Anambra State University, Uli 2
100,000 (Teller) 3 4 5 6 7 8
100,000 (Cheque) 9 10 11
200,000 12 13 14 15
Rivers State University of Science & Technology, Port Harcourt 16
University of Agriculture, Makurdi 17 18
300,000 19 20 21
TOTAL
        Cash (N900,000), Cheque (N100,000), Teller (N1,700,000)   
2,700,000
2,200,000
The sum of N100,000 (One Hundred Thousand Naira Only) was received from Rivers State University of Science and Technology, Port Harcourt as the Vice-Chancellor’s contribution to the 25th Anniversary of the Committee. The sum of N4,000 (Four Thousand
Naira Only) was also received from the Chairman, CDPGS for the purchase of two (2) 25th Anniversary books.
follows:
Universities that had made their contributions for the 25th Anniversary were listed as
50,000
Members whose universities were yet to make their 25th Anniversary contributions were requested to encourage their Vice-Chancellors to do so.
B.       ANNUAL DUES UPDATE
The record of annual dues up to April, 2013 was presented to members indicating those with outstanding payment. The Chairman encouraged members to pay their annual dues as at when due for the sustenance and effective running of the Committee. He also encouraged members to indicate the names of their Universities whenever payments were made by their respective Universities for easy identification and accountability by the Secretariat.
2013/401:       ENROLMENT AND GRADUATION STATISTICS
The Honorary Secretary reminded members that during the preparations for the 25th Anniversary of the Committee, members were requested to forward to the Secretariat, the enrolment and graduation statistics for their postgraduate schools. He informed members that the submissions received ended up as a 400 paged document which could not be reviewed by the Secretariat alone.
The Committee then deliberated extensively and agreed that a Sub-Committee should be set up to review the submissions from members. The members of the Sub-Committee were as follows:
Dr. Ike-Elechi Ogba - Ebonyi State University,
Professor Charles Ogbulogo - Covenant University, Ota
Professor F.E. Bisong - University of Calabar, Chairman
The Sub-Committee would be required to fine-tune the submissions and present it at the next meeting for the consideration of all members. It was agreed that, the submissions should remain as at the 25th Anniversary of the Committee.
The Secretariat was thereafter requested to forward the collated data to the members of the Sub-Committee to enable them commence their assigned responsibilities.
2013/402:       SUB-COMMITTEES’ REPORTS
(A) Sub-Committee for Abuja Axis on land allocation for the building of a permanent Secretariat for the CDPGS
The Chairman, CDPGS informed members that the internal crisis being experienced at the University of Abuja had halted the process for the land allocation for the building of a permanent Secretariat for the CDPGS at the University of Abuja, as a result there was no updated report for presentation.
(B) Sub-Committee for Lagos Axis on land allocation for the building of a permanent Secretariat for the CDPGS
The Honorary Secretary informed members that, Professor O. Matanmi, Dean, Postgraduate School, Lagos State University, who would have presented a report submitted by Professor B.O. Elemo, the former Chairman of the above Sub-Committee, had to return to his University for an important meeting of the University’s Council. He stated that, the report would be presented at the next meeting.
(BMAS) FOR POSTGRADUATE PROGRAMMES
2013/403:       UPDATED BENCHMARK FOR MINIMUM ACADEMIC STANDARDS
The Honorary Secretary reminded members that at the 44th meeting of the Committee held in Abuja, members were requested to forward their observations and comments on the updated BMAS to the Secretariat for collation, but only two universities responded (University of Port Harcourt and the Federal University of Technology, Minna). He reminded members that it was also agreed that a Sub-Committee would be set to review the submissions from members and provide guidelines for the BMAS which will be presented at the workshop on the updated BMAS scheduled to hold at the Covenant University, Ota.
The Committee then deliberated extensively on the updated BMAS for postgraduate programmes and agreed that a Technical Sub-Committee of four members should be set up. The members of the Technical Sub-Committee for the review of the updated BMAS were as follows:
Professor U.C. Amalu - Cross River University of Technology, Calabar
Professor R.S. Konya - University of Port Harcourt
Professor O.D. Ogisi - Delta State University, Abraka
Professor C. Ogbulogo - Covenant University, Ota
INTERNAL AUDITOR
2013/404:       ELECTION FOR THE POSITIONS OF THE CHAIRMAN AND THE
The Honorary Secretary informed members that the 45th meeting would be the Chairman’s last meeting with the CDPGS since he had served his tenure as the Dean of his Postgraduate School as a result, there was need to hold an election for the position of the Chairman. He also added that there was need to hold an election for the position of the Internal Auditor which had been vacant since the 43rd meeting. He also informed members that other officials were yet to serve their tenures as Deans of their postgraduate schools, as such their positions would not be vacant until the next meeting.
The Committee thereafter, deliberated extensively and decided that, since other Officials were yet to serve their tenures, the executive could not be dissolved until the next meeting, where all officials would have completed their terms in office as officials of the CDPGS. It was also agreed that, in order not to create a vacuum the Chairman’s position, since he had served his tenure, the Vice-Chairman should act in an interim capacity until the next meeting where election would be held for all positions.
Members were requested to note the following considerations in nominating and electing the Chairman at the next meeting scheduled to hold at the Covenant University, Ota.
The candidate should be someone whose tenure as the Dean of his postgraduate school
create a synergy between past and current issues of the CDPGS in order to foster continuity.
The candidate should have attended several meetings of the CDPGS so as to be able to
would not expire in one year.
organization.
The candidate should note that the Committee would not be turned into a militant
2013/405:       VENUE OF THE NEXT CDPGS MEETING
The Committee decided that the 46th meeting earlier scheduled for May, 2013 at the Covenant University, Ota should be postponed until September, 2013 in order to afford the University the opportunity for adequate preparations for the workshop on the Postgraduate Benchmark Minimum Academic Standards (PGBMAS). It was also agreed that the 47th meeting earlier scheduled for September, 2013 at the Ahmadu Bello University, Zaria should be postponed until March, 2014.
In his response, the Dean, School of Postgraduate Studies, Covenant University, Ota, promised to communicate the actual dates of the 46th meeting to the Secretariat.
2013/406:        ANY OTHER BUSINESS
CREATION OF CDPGS WEBSITE
The Honorary Secretary informed members that process of creation of CDPGS website had commenced. He stated that the samples submitted to the Secretariat would be made available to members at the next meeting for their various inputs and suggestions.
POSTGRADUATE SCHOOLS AND VICE-CHANCELLORS
INTERNATIONAL CONFERENCE OF THE COMMITTEE OF DEANS OF
The Honorary Secretary informed members of the above named conference being organized by Executive Trainers Limited for the CDPGS. The theme of the programme would be “Sustaining Research Opportunities and Application of Education Policy Framework in Developing Economy. The programme was scheduled to hold in Singapore from 3rd to 8th November, 2013 and would cost a total sum of N900,000 (Nine Hundred Thousand Naira Only) per participant. The programme would draw participants from Deans of Postgraduate Schools in Nigerian Universities and stakeholders in the management of postgraduate schools.
The topical issues to be considered at the programme were listed as follows:
Research Opportunities for postgraduate schools.
Sustainability of Government Policies in postgraduate schools.
Leading with Strategy and Innovation.
International Linkages and Collaborations.
Managing Stakeholders in postgraduate schools.
Policy Framework for outstanding Business Schools.
Funding and Grants opened to postgraduate schools.
CHAIRMAN OF THE CDPGS)
3. THE DEATH OF PROFESSOR EDWIN N. ELECHI (A PAST
Professor R.S. Konya, Provost, School of Graduate Studies, University of Port Harcourt, Port Harcourt, informed members of the death of Professor Edwin N. Elechi, a past Chairman of the Committee. She stated that the sad event took place on 3rd December, 2013, a day before the 25th Anniversary of the Committee.
UNIVERSITIES
4. VISITATION OF ANY SICK MEMBER BY DEANS OF NEIGHBOURING
The Chairman, on behalf of the Committee officially delegated the Deans of the postgraduate schools of Delta State University, Abraka; Ambrose Alli University, Ekpoma; and Benson Idahosa University, Benin City to represent the Committee in visiting Professor E.B. Osaze, Dean, School of Postgraduate Studies, University of Benin, Benin City, who could not attend the meeting due to ill health.
It was agreed that, this practice should be upheld henceforth for any member who may not be able to attend meeting due to ill health. Members of the postgraduate schools of neighbouring universities would be directed to represent the Committee by visiting such members.
5. 25TH ANNIVERSARY BOOK OF THE CDPGS
The Honorary Secretary informed members that two thousand (2000) copies of the book publication of the 25th Anniversary of the Committee were printed and still available. He also informed members that the Executive Secretary, National Universities commission (NUC) had promised to purchase ten (10) copies of the book each for universities, but the process had not been finalized.
Members were then encouraged to purchase copies for their various universities and also to suggest names of organizations that would be interested in purchasing some copies of the book.
6. INVITATION TO ATTEND THE LAUNCH EVENT OF THE NIGERIA
SUSTAINABLE DEVELOPMENT SOLUTIONS NETWORK
Copies of the invitation to attend the formal launch of the Nigeria Sustainable Development Solutions Network (NSDSN) in Abuja, were circulated to members for their information. The invitation notice, however, stirred up some reactions among members since only federal universities were invited for the programme.
7. APPRECIATION
The Honorary Secretary, on behalf of the Committee thanked the Host Dean, Professor E.O. Olanipekun for the hospitality and wonderful reception. He expressed his appreciation to him for successfully hosting the meeting.
He also thanked the host Vice-Chancellor, who had been a past Chairman of the CDPGS and the University Management for their hospitality to members of the Committee.
8.         COMMUNIQUE DRAFTING COMMITTEE MEMBERS
The following members were nominated as members of the Communiqué Drafting Committee:
1.  Professor S. Ogude Niger Delta University, Wilberforce Island Chairman
2.  Professor (Mrs.) E.U. Amuta University of Agriculture, Makurdi Member
5. Professor S. Bamidele Sanni Benson Idahosa University, Benin City Member
4. Professor F. Oyebade Adekunle Ajasin University, Akungba-Akoko Member
3. Professor C. Ogbulogo Covenant University, Ota Member
6. Professor J.N. Obinaju University of Uyo, Uyo Member
2013/407:        ADJOURNMENT TO RECONVENE
The meeting adjourned at 4.05 p.m. after the Communiqué Drafting Committee had been directed to meet and submit their recommendations when it reconvened latter in the evening. This was to enable members attend the cocktail party organized by the host Vice-Chancellor. The closing prayer was said by Professor S.I. Oladeji, Provost, Postgraduate College, Obafemi Awolowo University, Ile-Ife.
2013/408:        ADOPTION OF COMMUNIQUE
The Committee reconvened at 9.30 p.m. latter in the evening of the same day, after the members had returned from their visit to Ikogosi Warm Spring and the cocktail party hosted by the host Vice-Chancellor, to consider the draft communiqué. The Chairman of the Communiqué Drafting Committee, Professor Steve Ogude, presented the draft Communiqué on behalf of the Committee. The Draft Communiqué was extensively discussed and all necessary corrections were made, after which the final Communiqué was agreed upon as follows:
The meeting:
OBSERVATIONS
Observed the grave underfunding realities confronting postgraduate education and research and the inadequate and ailing infrastructural facilities in Nigerian universities.
Observed the need to address the gaps in the Postgraduate Benchmark Minimum Academic Standards (PGBMAS).
Noted the dwindling standards of teaching and learning and the general disconnect between research and development.
Noted with concern, the lack of adequate high level manpower development that will enhance the quality of postgraduate education in Nigerian universities.
RECOMMENDATIONS
provision of world-class infrastructure for teaching, research and learning.
Proprietors of Nigerian universities must commit to adequate funding and the
Based on the above observations, the Committee recommended as follows:
Nigerian universities should collaborate with the National Universities Commission (NUC) to address the gaps in the Postgraduate Benchmark Minimum Academic Standards (PGBMAS) document to deliver the quality envisaged in Postgraduate training.
Nigerian universities should continue to encourage quality leadership at all levels in the University system and must strive to emphasize development-oriented research programme.
Given the growing number of universities in Nigeria and the dearth of critical manpower requirements, universities need to improve on the training modules and strategies of postgraduate programmes in order to produce relevant workforce both in quality and number.
2013/409: EXCURSION
The motion for adjournment was moved by Professor C.O. Bewaji and seconded by Dr. C.C. Ibe. The closing prayer was said by Professor A.Z. Hassan, Dean, School of Postgraduate Studies, Ahmadu Bello University, Zaria. The meeting adjourned at p.m.
2013/410: ADJOURNMENT
The members of the Committee visited the Ikogosi Warm Spring where they were shown the spring water that produces both the cold and warm water.
Chairman, CDPGS &                                     Hon. Secretary, CDPGS &
PROFESSOR ATIKU G. YAHAYA            PROFESSOR OBINNA L. CHUKWU   
Dean, Postgraduate School                          Dean, School of Postgraduate Studies
                                                                        
Usmanu Danfodiyo University, Sokoto          University of Lagos, Lagos 22 25 24 23 27 26 30 29 28 31 34 33 32 35 38 37 36 39 42 41 40 44 43
          PRINCIPLES OF MINUTES AND REPORT WRITING by Prof. Emmanuel Adedun is licensed under a Creative Commons Attribution-Non Commercial 4.0 International License