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Structure of Olatoye Foundation PDF Print E-mail
Written by Engr. Paul Olatoye   
Mar 27, 2013 at 07:11 PM

Governance Framework & Operational Process for the Scholarship Scheme

Contents

2.Objectives & Credo of the Foundation

3.Governance Framework

Organs of the Foundation

Board of Trustees/Governing Board

Panel of Judges

The Secretariat

4.Operational Process

List and Schematic of the Operational Process

Details of the Operational Process

Call for, and receiving Applications

Appointment of Assessors

Assessment Process (including making of recommendations)

Determination of Awardees

Public Presentation

Appendices

Appendix I: The Objective Criteria for Application

Legal Status1.

Background

1.2

(“the Foundation”) is a non-governmental/not-for-profit organisation dedicated to development of the Okemesi-Ekiti community through thepromotion of innovation and advancement of knowledge amongst the generation ofemerging leaders in the community. 

1.3

It is a platform for members of the Olatoye family of Ile Obanurin Compound in OdoEse quarters of the town to mobilise resources from diverse sources for the promotion of the objectives of the Foundation. The foundation shall comply with all applicable laws of Nigeria. 

1.4

The Okemesi community is already well known for producing a deep pool of intellectuals who have gone ahead to advance the frontiers of knowledge in various disciplines, thereby making major contributions to community and national development.

1.5

The Foundation aims to build a platform for sustaining this worthy tradition and to further advance it by encouraging the problem-solving essence of knowledge through an emphasis on innovation.

1.6

As a first step towards the accomplishment of our objectives, the Foundation has set up a scholarship scheme (“the Scheme”)to support any Okemesi indigene enrolled in a PhD programme in any Nigerian University and whose academic work has been found to be the most capable of making an innovative, relevant and groundbreakingimpact in his/her discipline.

1.7

The initial funding for the Scheme has been provided by Mr. Paul Oyediran Olatoye, the promoter of the Foundation. First Bank, Odo Ese Street, Okemesi with initial deposit of One million naira. Account Number 3054853080.

1.8

The objective of this Framework is to articulate an appropriate governance model for the Scheme with a view to defining the following matters which will be preliminary to achieving an endowment of the Scheme:

-

The objectives and credo of the Foundation

-

The governance framework for the Foundation; and

-

The operational process for the Scheme.

2.

Objectives& Credo of the Foundation

2.1

Objectives of the Foundation

The following are the objectives of the Foundation which shall also govern the Scheme:

-

Reinforcing the tradition of pursuit of intellectual excellence in the Okemesicommunity by encouraging academic pursuit at the highest levels by its young people; 

-

Fostering in the youth of the Okemesi community a commitment to solving communal and national problems through innovations in research and academic work; and

-

Building a sense of communal service and good social character in the next generation of leaders in the Okemesi community.

2.2

Credo of the Foundation

The Foundation shall continually affirm and defend the following values in their decision-making and activities, including those having bearing on the administration and processes of the Scheme, which are:

-

Excellence

-

Innovation

-

Integrity

-

Honour

-

Service
3.

Governance Framework

Organs of the Foundation

3.1

The ongoing affairs of the Foundation shall be overseen by the following organswhich shall have separate, though complementary roles, namely: 

(i)

Board of Trustees/Governing Board

(ii)

Panel of Assessors; and

(iii)

The Secretariat. 

3.2

The organogram of the Scheme may be illustrated as follows: 

Board of Trustees/Governing Board

3.3

The Board of Trustees (“the Board”) will also serve as the Governing Board of the Foundation.

3.4

The roles of the Board include the following:

i.

Raising and managing the funds for the Scheme, other projects of the Foundation as well as the on-going operational expenses of the Foundation;

ii.

Appointment of members of the Panel of Assessors (“the Panel”);

iii.

Considering for the purpose of approval the recommendations of the Panel and making the final decision on grant of a scholarship under the Scheme;

iv.

Periodic review of the Operational Process and the general progress of the Scheme;

v.

Deliberating and making decision on all matter pertaining to the affairs of the Foundation; and

vi.

Managing the entire assets of the Foundation. 

3.5

The following persons are the members of the Board:

i.

Paul Oyediran Olatoye –Chairman

ii.

Professor Adebiyi Daramola

iii.

Oyebisi Olatoye Esq.

iv.

Ayodeji Olatoye Esq.

v.

Oyeshola Olatoye

vi.

Oyebode Olatoye

vii.

Oyewumi Olatoye. 

3.6

The Chairman of the Board is the overall head of the Board, coordinating and presiding over Board meetings and having a casting vote in the event of a tie at such meeting, provided that, in taking decisions as well as making resolutions and recommendations, the Board acts principally by consensus and the Chairman isresponsible for building such consensus. 
 

Appointment, Qualification& Tenure of Members of the Board

3.7

Matters pertaining to the appointment, qualification and tenure of members of the Board as well as other relevant details regarding the constitution of the Board are as determined in the constitution of the Foundation. 

Panel of Judges 

Establishment& Composition

3.8

Each year, the Board appoints members into and constitute a Panel of Assessors(“thePanel”)with the following roles:

i.

Reading and assessing the applications submitted by applicants for the Scheme;

ii.

Determining the winner who shall be the beneficiary of the Scheme for the relevant period; and

iii.

Reporting the Panel’s findings and recommendations to the Board.  

3.9

The Panel shall be made up of such number of members not exceeding five (5) persons meeting the criteria set by the Board. The Board also appoints the Chairman of the Panel from the Panel members and the Chairman of the Panel is responsible for coordinating the activities of the Panel and presiding over the Panel’s meetings. 

Qualification service on the Panel

3.10

In addition to meeting other criteria set by the Board from time to time, a member of the Panel should possess the following qualities for which he/she shall be renowned,and these shall be a condition for appointment and service on the Panel, that is: 

i.

Broad knowledge of the academia and its processes, especially those relating to evaluation for admission into award of advanced degrees and/or fellowships;

ii.

Special knowledge of one or more of the areas of discipline covered by the applications received for the relevant year/period;

iii.

Objectivity;

iv.

Rigour and dogged pursuit of excellence; and

v.

Other qualities in the nature of those contained in the credo of theFoundation as well as those necessary for the achievement of the objectives of the Scheme.

Tenure of service, vacation and replacement

3.11

A member of the Panel shall serve for one (1) year only covering the period for the assessment of the applications which he/she has been appointed to assess jointly with other member of the Panel. Provided that, a Panel member, if qualified and thought desirable, may be reappointed for a subsequent year.  

3.12

The Board may however remove a Panel member for breach of the term of appointment onto the Panel or the conditions and criteria for service on the Panel or for not or no longer fitting the relevant description of a Panel member in this Framework of for any other act or omission which may negatively affect the credo or the objectives of the Scheme or for lack of diligence in fulfilment of the roles of the Panel, provided that the power of the Board in this regard may not amount to undue interference with the activities of the Panel. The Chairman of the Panel may report any want of diligence on the part of any Panel member to the Board for appropriateinvestigations and action, which action, if short of removal, may include placing a guilty Panel member on a blacklist for future purposes. 

3.13

Upon removal of any Panel member for any cause envisaged in this Framework, the Board shall proceed to appoint another person fitting the required description in replacement thereof, subject to fulfilment of he conditions and qualifications of this Framework.  

Meetings

3.14

The Panel shall conduct its activities through diverse means, including physical meetings, email exchange and telephone conversation, provided that the deliberations leading to the making of final determinations and recommendations shall be well documented for consideration by the Board. 

Remuneration

3.15

Service on the Board or the Panel shall be pro bono, thus only persons committed to the objectives of the Foundation and willing to support it may be appointed onto these organs. However, the Foundation shall be committed to funding reasonable expenses arising out of the administration of the Scheme.  

The Secretariat 

Dedication of a Secretariat

3.16

The Board shall provide human and material resources for a Secretariat dedicated to the administration of the Scheme, including

i.

receiving applications;

ii.

coordinating the meeting, correspondences and other logistical requirements of theBoard and the Panel as well as other requirements of the Scheme, including public communications; 

iii.

organising the public announcement and/or scholarship award-giving ceremonies; 

iv.

Managing the relationship between the various organs of the Foundation; and

v.

Carrying on such other administrative roles as may be required for the continuedsuccess of the Scheme and the Foundation as well as their seamless administration. 

Head of the Secretariat

3.17

The Secretariat shall be headed by the Secretary to the Board. 

4.

Operational Process 

List and Schematic of the Operational Process

4.1

The operational process (“the Process”) for the Scheme shall comprise the following stages, each of them further comprising a set of other activities, that is:

i.

Call for application

ii.

Appointment of Assessors

iii.

Assessment process (including making of recommendations)

iv.

Determination of awardee(s); and

v.

Presentation ceremony. 

4.2

The Process may be further represented in the schematic below: 

Details of the Operational Process 

4.3

. The details of the Process are as set out in the table below:
S/No

A

B

C

D


Stage

Activities

Modalities

Responsibility


1

Call for, and receivingApplications



Call for Applications



Advertisement of call for application on behalf of the Board .



The advertisement should, amongst other things, state the following:

-

Objectives and credo of the Foundation/Scheme;

-

The value and form of the Scholarship;

-

The objective criteria for qualification (see Appendix)

-

Subjective qualities which the Assessors would consider (based on the objectives and credo of the Scheme)

-

Modalities for applications.



Call for application may be advertised in at least one major newspaper,radio, social media and posters to be posted in the town – as may be determined by the Board.

Secretariat, under the direction of the Board



Receiving, collating& prequalifyingapplications



Following the deadline, entries received at the Secretariat should be collated and processed with a view to wielding out those which fail to meet the objective criteria of the Scheme.



Prequalified entries should be packaged in a manner as to be presentable to the Panel of Assessors and to ease the administration of the assessment process.

Secretariat.

2

Appointment of Assessors

Private consultation/recommendations



Through consultation by members of the Board with reputable persons within the academia and the community.



For the purpose of informed deliberation and decision,recommendation of an assessor should include a profile/ curriculum vitae of the nominee.



It should be borne in mind that among the important considerations for Assessors is knowledge in the relevant fields forming the disciplines of the applicants.



Following the final selection of the Panel, the Board should proceed to appoint one of the Assessors as the Chairman of the Panel

The Board

Constitution of the Panel of Assessors



Correspondence with elected Assessors to inform them and require acceptance to serve on the Panel as well as consent to abide by the rules of the Scheme. This does not need to be formalistic and may be by a mere email correspondence.



Following confirmation of all Assessors, a general correspondence to bring all of them together, preferably in an email forum.

Secretariat as directed by the Board. Chairman of the Board to sign letters.


3

Assessment Process(including making of recommendations)



Pre-agreement of Assessment methods, deliberation modes, milestones and timeframes.

 



The Board agrees with the Panel on the following:

-

method(s) to be adopted for the assessment,

-

means of deliberations (individual assessments, physical meetings, email correspondence etc)

-

milestones and timelines for same (not to exceed two months).

The Board and thePanel.



Assessment proper



The Secretariat dispatches the pre-qualified applications received along with a statement listing applications, which have been removed, and the reasons for such removal (the only reason the Secretariat could remove an application is based on breach of any one or more of the objective criteria).



The Assessment process, which may be modified by the Panel in during the pre-agreement phase with the Board, may be as follows:

-

Assessment of the technical qualities of individual applications by relevant subject matter assessors in the relevant discipline, having regard to the capability to make “an innovative, relevant and groundbreaking impact in the applicant’s discipline”; and

-

Joint consideration of the reports of individual assessors and deliberation on other relevant considerations.



The Secretariat remotely supports and monitors the process for the sole purpose of ensuring that milestones are met according to pre-agreed timelines. Reports progress to the Board.

 

The Panel

The Panel


The Secretariat



Recommendation



The Panel makes jointly determines the recommendations to be made through consensus, or failing that voting. In extreme cases where no determination may be made using these methods, two or more recommendations may be made to the Board stating the reasons for lack of consensus.



It is understood that the final decision on awardee(s) are made by the Board.

The Panel.


4

Determination of Awardees



Deliberation by Board



The Board studies the report of the Panel and makes a final decision onwho the awardee(s) should be. The report of the Panel should be strongly influential in this regard and only in extreme circumstances should a consensus candidate recommended be the Panel should be rejected and where this is the case, a second or third candidate recommended by the Panel should be considered. Where no candidate were earlier recommended by the Panel, the Board should request the Panel to make such recommendations, stating why it found itself unable to accept the first recommendation of the Panel.



The reason(s) for rejecting a recommendation of the Panel should not be for any extraneous matter unrelated to the objectives or credo of the Scheme.

The Board


5

Public Presentation



Public Announcement



The Secretariat publicly announces on the final award.


The Secretariat under the direction of the Board.



Ceremony



A ceremony is organised in Okemesi in which the awardee is publicly presented with the scholarship award.



A key highlight of the ceremony should be a speech of the Chairman of the Foundation highlighting the objectives of the Foundation and the Scheme and how the academic work of the awardee is expected to contribute to the accomplishment of this.

The Board

Appendices

Appendix I: The Objective Criteria for Application

The following are the rules governing the Scheme, that is:

1.

Only an indigene of Okemesi may apply

2.

Only a person already admitted to a doctoral degree programme in a Nigerian university may apply.

3.

Only applications accompanied by required documents may be considered.

4.

No member of the Olatoye family may apply.

5.

No immediate family member of a member of the Board or Panel may apply.

Legal Status

This document and its content/provisions are applicable to the Scheme and shall operate only to the extent permitted by the Board and, unless otherwise separately contracted, shall not in any way be regarded as constituting a binding contract between the Foundation or its functionaries and any person.


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Last Updated ( Mar 31, 2013 at 09:37 PM )
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