Putting Conventional Systems to Rest: The Case for Digital Transformation in University Administration

By Olufunmilola Oludare 

Photo credit: EduAdvisor

At the University of Ibadan, the process of student registration and clearance has long been entrenched in tradition. Fresh students, staylite, and graduates have navigated a maze of paperwork, long queues, and physical presence requirements. This approach, while rooted in the history of face-to-face interactions, is increasingly being questioned in an era where digital solutions promise efficiency and ease.

A Legacy of Paper and Queue

The traditional registration and clearance system at the University of Ibadan reflects a broader trend observed across many Nigerian universities. The process involves physically queuing to submit forms, obtaining signatures, and dealing with paperwork—a system that accentuates the importance of personal interaction but highlights significant inefficiencies.

Lola, a staff member at the university, acknowledges the role of these traditional practices but emphasises the need for modernisation. “The human touch has been invaluable, but technology can enhance what we do without replacing it. It’s about making our work more effective, not about taking away jobs,” she explains.

The Strain of Outdated Systems

As the world progresses towards globalisation and technological advancements, the limitations of these outdated systems become more apparent. Staff shortages and an ever-growing student body have led to delays that can stretch registration and clearance processes over weeks or months. Graduates often find themselves stuck on campus, waiting to complete their clearance—a testament to the strain on human resources and the fallibility of manual processes.

Ruth, a student of Agricultural Extension and Rural Development, shares her frustration. “The physical process is so stressful. Imagine waiting in endless queues to submit just a sheet of paper. Digitalising these processes would make everything more accessible and efficient. It’s about taking the first step towards improvement,” she says.

The Promise of Digital Solutions

Digital technology offers a promising alternative. Enacting online registration and clearance systems could streamline operations, reduce wait times, and allow for remote completion of necessary tasks. Student portals for fees, accommodation, and other services could be enhanced to provide a more seamless experience.

Moreover, digital transformation could ease the burden on staff while improving services. By shifting to digital platforms, the university could mitigate the challenges of physical documentation and enable students to handle administrative tasks from anywhere in the world.

A Glimpse into the Future

The transition to digital systems may come with its challenges, but the benefits are substantial. For the University of Ibadan, embracing technology could lead to a more efficient, less cumbersome administrative process. This shift not only promises to alleviate the current strain on resources but also positions the institution as a forward-thinking entity in a competitive academic landscape.

“Taking a step towards digitalisation can set a precedent for efficiency and innovation,” says Ruth. “It’s about making our system work better for everyone involved.”

A Call to Action

The University of Ibadan stands at a crossroads. By embracing digital solutions, the institution can enhance its administrative processes, offering a more efficient, user-friendly experience for students and staff alike. The shift from traditional methods to digital platforms represents not just a technological upgrade but a significant step towards a more streamlined and effective educational environment. The journey towards digital transformation is not merely about adopting new technologies but about rethinking and improving administrative processes. As the university considers this transition, it can lead by example, showcasing the benefits of modernisation in higher education.