UNIVERSITY OF CAPE COAST

STUDENTS’ FINANCIAL SUPPORT OFFICE

 

REPORT ON THE GNPC VERIFICATION AND RENEWAL EXERCISE

(25^TH APRIL -  6^TH MAY 2022)

 

 

1.0        INTRODUCTION

The Students’ Financial Support Office is an office that was established and inaugurated under the Office of the Vice-Chancellor on 19^th December 2019 to provide financial assistance to needy but brilliant /promising regular and distance students at the University of Cape Coast and also coordinate all other scholarship from external and internal sources. Since the Office is in charge of coordinating all financial assistance for Students, the Office from 26^th April 2022 to 6^th May 2022 liaised with the Ghana National Petroleum Corporation (GNPC) Foundation to help with the Scholar’s verification and renewal of scholarships.

 

The GNPC Scholarship is a full scholarship open to brilliant but needy undergraduate/postgraduate students in the areas of Science, Technology, Engineering, Mathematics (STEM), Agricultural Sciences, Special Education, Environment, etc. The Scholarship covers tuition, accommodation, living expenses, and learning materials. A scholarship is awarded to a Scholar for his/ her educational period which is normally four years for undergraduate and two years for postgraduate students. Since the Scholarship is given for an educational period, the GNPC Scholarship Foundation organizes a verification and renewal exercise each academic year to know if the Scholar is still with the University or not, and also as a way of checking the academic performance of the Scholars. This report, therefore, covers the activities during the verification and renewal exercise from 26^th April, 2022 to 6^th May, 2022.

 

2.0   RESPONSIBILITIES OF THE OFFICE DURING THE EXERCISE

Since the Students’ Financial Support Office is in charge of coordinating all scholarships from both internal and external sources, the office was assigned some responsibilities during the verification and renewal exercise. These responsibilities were;

1. Allocating a venue for the GNPC Officials to conduct the exercise
2. Ensuring the observance of the COVID-19 protocols at the venue.
3. Giving post notification of the verification and renewal exercise on the various notice boards.
4. Assisting the GNPC Officials with the verification and renewal exercise.
5. Endorsing of Scholars’ renewal forms.
6. Verification of Scholars’ statement of results.

 

 

3.0   SUPPORTING MEMBERS PRESENT

Mrs. Irene Boakye Asiamah, the GNPC Official, was the coordinator for the exercise. She was however assisted by other members to hasten the process of the verification and renewal exercise. The supporting members who were present were;

1. The Financial Support Administrator from the Students’ Financial Support Office
2.  The Executives of the UCC GNPC Scholarship with their reps from each cohort
3.  The staff of the Students’ Financial Support Office

 

The Staff of Students’ Financial Support Office with the GNPC Official, Mrs Irene Boakye Asiamah

 

 

 

 

 

 

4.0     ACTIVITIES DURING THE VERIFICATION AND RENEWAL EXERCISE

The activities commenced on Monday, 25^th April 2022, and ended on Friday, 6^th May 2022. Each of the days was scheduled for a particular activity.

 4.1    DAY 1: 25^TH APRIL, 2022

On this day, Mrs. Irene Boakye Asiamah met with the GNPC scholars at the Students’ Financial Support Office to discuss with them how the process of the exercise would be done (see attached the itinerary for the exercise). She also inquired from the students about their needs, opinions, and concerns regarding the GNPC Scholarship. Mrs. Asiamah, therefore, addressed all their issues and concerns leading to a successful meeting with the scholars leaving with a clear conscience that things will improve.

 

The GNPC Official met with the GNPC Foundation Scholars.

                                                                

4.2     DAY 2: 26^TH APRIL, 2022

The verification exercise started on Tuesday, 26^th April 2022. The fourth cohort (2020/2021 scholars) was scheduled to do their verification renewal at the Students’ Financial Support Office from 9:00 am to 4:00 pm. The exercise started as scheduled and most of them knew the documents they were to provide for the exercise. 70 scholars from the fourth Cohort showed up for the exercise. Also, at the end of the day, what was realized was that some students refused or forgot to bring some required documents which were recorded by Outstanding with the GNPC Official.

 

 4.3   DAY 3: 27^TH APRIL, 2022

On the second day of the verification exercise, the fourth cohort was again scheduled to do their verification and renewal at the Students’ Financial Support Office from 9:00 am to 4:00 pm. The exercise was a success and at the end of the day 32 scholars showed up for the exercise. Most of the scholars faced problems when scanning their documents and the Executives of the UCC GNPC Scholarship and the Students’ Financial Support representatives had to assist them.

 

4.4        DAY 4: 28^TH APRIL, 2022

On the third day of the verification exercise, the third cohort (2019/2020 scholars) was scheduled to do their verification renewal at the Students’ Financial Support Office from 9:00 am to 4:00 pm. This cohort had three days to do their verification exercise due to their large number.  At the end of the day, 100 scholars were present for the exercise. Among these 100 scholars who showed up, 49 of them were in cohort 4. The exercise was a success and at the end of the day 32 scholars showed up for the exercise. Most of the scholars faced problems when scanning their documents and the Executives of the UCC GNPC Scholarship and the Students’ Financial Support representative had to assist them. Also, at the end of the day, we realized that some students did not even know about the exercise and others did not have all the required documents.

 

4.5        DAY 5:  29^TH APRIL, 2022

This was also the fourth day of the verification exercise and also the second day for the third cohort to do their verification and renewal also at the Students’ Financial Support Office from 9:00 am to 4:00 pm. Some scholars from different cohorts came on this day adding to the number. At the end of the exercise, Fifty-One (51) scholars reported with three of them coming from cohort 4. The exercise was a success but some students refused or forgot to present some required documents needed for the exercise.

 

4.6        DAY 6: 4^TH MAY, 2022

This was the last day for the scholars from the third cohort to renew their scholarships and verify their documents at the Students’ Financial Support Office from 9:00 am to 4:00 pm. Some scholars forgot or refused to verify their statement of results before scanning and had to rescan their documents. Some also forgot or misplace certain documents needed for them to complete the exercise causing certain problems and time halts. The exercise however was a success and Fifty-Six (56) scholars reported for the exercise and only two scholars from cohort 4 reported.

 

4.7        DAY 7: 5^TH MAY, 2022

This day was scheduled for the scholars from the second cohort (2018/2019) to renew their scholarships and verify their documents at the Students’ Financial Support Office from 9:00 am to 4:00 pm. We did however face some difficulties during the exercise. Since the Students’ Financial representative had to collect all scanned documents of the scholars, the preferred method chosen to aid this process was for the scholars to send their particulars through the mail. As the day went on, the internet became unstable hence hindering the process and increasing the amount of time taken to collect the scholars’ document. Despite of all this, the exercise was quite successful. Fifty-eight scholars showed up for the exercise with fourteen coming from cohort three and two coming from cohort four.

 

5.0   MEETING WITH THE GNPC-UCC PROFESSORIAL CHAIR

On 6^th May, 2022, the GNPC Official, Mrs. Irene Asiamah, together with the Students’ Financial Support Administrator met with the GNPC-UCC professorial chair, Prof. Emeritus Omowumi O. Iledare.  Prof. took his time and emphasized the need to focus on building human minds. He made mentioned the amount of money spent to make this a possibility. He further discussed how the Scholarship is concentrated in the oil and gas institute for masters and PhD students. He spoke about the various courses: some being three weeks intensive and each lecturer spending 15 hours on each course. The professor stated that the GNPC scholarship given to PhD students should cover their tuition for the entire three years. He therefore appreciated the GNPC Officials for supporting students of the University of Cape Coast.

Meeting with Professor Emeritus Omowumi O. Iledare, GNPC-UCC Professorial Chair.

 

 

 

6.0        REPRESENTATION OF ATTENDANCE IN CHART

The table and chart below give detailed information about the Scholars who were present for the verification and renewal exercise for all the cohorts.

COHORT	EXPECTED SCHOLARS	SCHOLARS ABSENT	SCHOLARS COMPLETED
Cohort 2	52	8	44
Cohort 3	170	11	159
Cohort 4	165	4	161

 

 

 

 

 

 

 

 

 

 

 

 

7.0        QUESTIONS RAISED

During the verification and renewal exercise some questions were raised by the scholars:

1. Scholars wanted to find out if they needed to reapply when continuing their education (masters/ PhDs), if that is a yes, will they be given some sort of priority or consideration?
2. If there is an opportunity for the GNPC representatives after their undergraduate education? Example: Any Scholarship opportunity for them to do their master’s degree either in the country or outside the country?
3. Lastly, if there is will be an opportunity for Scholars to have their National Service at the GNPC Office?

 

8.0        CHALLENGES

1. It appeared that some of the scholars were not aware of the verification and renewal exercise.
2. Some Scholars were not aware of the required documents to be submitted.
3. Scholars who are either with the Institute of Affiliation or College of Education Studies were not residents of Cape Coast and had to travel from far places to the University to partake in the exercise.
4. Some scholars were reluctant about the process.
5. Some scholars were not fully aware of the significance of the process.

 

9.0        RECOMMENDATIONS

1. It is recommended that the Foundation finds ways to help those scholars who are not around Cape Coast.
2. The Scholars have to be fully oriented on the significance of the verification and renewal exercise as well as the required documents to be submitted.

 

10.0      CONCLUSION

At the end of the exercise, it was noticed that majority of the Scholars had to be persuaded and informed about the significance of the exercise before coming. However, the exercise was smoothly conducted.

 

Submitted by:

 

 

Grace Mensah (Ms.)

 Assistant Registrar/ Financial Support Administrator

 

SCHEDULE OF ACTIVITIES FOR THE RENEWAL AND VERIFICATION EXERCISE AT UCC AND CCTU

DATE: 25^TH APRIL TO 7^TH MAY 2022

VENUE: STUDENTS’ FINANCIAL SUPPORT OFFICE (ADOW OBENG CENTRAL ADMINISTRATION BLOCK B, FIRST FLOOR), UCC and CCTU ADMINISTRATION BLOCK

 

DATE	ACTIVITY	DURATION	RESPONSIBLE PERSON
25TH April, 2022	Time with Institutional Authorities at UCC	9:00am to 11:00pm	GNPC Official
25th April, 2022	Time with scholars	12:00pm to 2.00pm	GNPC Official, Student Financial Support Office and scholars
25th April, 2022	Time with Institutional Authorities at CCTU	2.30pm to 3.30pm	GNPC Official
25th April, 2022	Time with scholars	4:00pm to 4.30pm	GNPC Official and Scholars
26th April, 2022	Renewal and Verification Exercise at UCC for 2020/2021 beneficiaries only	9:00am to 4:00pm	GNPC Official, Student Financial Support Office and scholars
27TH April, 2022	Renewal and Verification Exercise at UCC for 2020/2021 beneficiaries only	9:00am to 4:00pm	GNPC Official, Student Financial Support Office and scholars
28TH April, 2022	Renewal and Verification Exercise at UCC for 2020/2021 and 2019/2020 beneficiaries only	9:00am to 4:00pm	GNPC Official, Student Financial Support Office and scholars
29th April, 2022	Renewal and Verification Exercise at UCC 2019/2020 beneficiaries only	9:00am to 4:00pm	GNPC Official, Student Financial Support Office and scholars
4th May, 2022	Renewal and Verification Exercise at UCC for 2019/2020 beneficiaries only	9:00am to 4:00pm	GNPC Official, Student Financial Support Office and scholars
5th May, 2022	Renewal and Verification Exercise at UCC for 2018/2019 beneficiaries only	9:00am to 4:00pm	GNPC Official, Student Financial Support Office and scholars
6th May, 2022	Renewal and Verification Exercise at CCTU for 2019/2020 and 2020/2021 beneficiaries only	9:00am to 12:00pm	GNPC Official and scholars