General Administration Division plays a vital role in the University of Colombo School of Computing (UCSC) and provides supportive services to the smooth function of the UCSC. Deputy Registrar is leading this division under the supervision of the Director/UCSC. It plays a key role specially in maintaining effective cleaning and security services from external service providers. The Administration division provides several supportive service/s to other divisions in order to carry out main UCSC functions. Out of its purview of the rest of duties and functions, handling Board of Management (BOM), annual report of each year, conducting Board of Survey are the most significant duties for the smooth operation of the UCSC as well as its sustainability. The administration division discharges its responsibilities and functions in line with provisions of Universities Act No. 16 of 1978 and its subsequent amendments, UGC circulars, Treasury Circulars, Ministry of Public Affairs, Financial Regulations, Establishment Code, and decisions of the BOM and Council of UoC. More details of the duties and functions of the Administration division is shown in under the activities.

Duties and functions of Administration Division

Main scope of the duties and functions of Administration

1. Providing security service for the University of Colombo School of Computing (UCSC) and processing payments
2. Processing requests for concessionary season tickets for the permanent staff members of the UCSC and processing payments
3. Handling daily mail of the UCSC and maintain franking machine
4. Processing requests for publishing newspapers of the UCSC and handling payments for invoices
5. Process the annual report to obtain the BOM approval, submitting to the ministry and , verifying the contents the draft version, printing, submission to Parliament for approval
6. Issuing Inventory Certificates for the assets of the UCSC, issuing Assets Codes and Barcodes for these assets
7. Handling and maintaining the Master Inventory of the UCSC
8. Conducting Board of Survey (BOS) each year and submit the final report to the Auditor General, Secretary of the Ministry of Education/Higher Education
9. Auctioning the discarded or damaged assets of the UCSC after BOS or after quick disposal process
10. Issuing Free Railway Warrants to staff members of the UCSC and making payments to Railway Department
11. Safeguarding keys of the UCSC and handling Key Management Policy
12. Providing transport facilities for the UCSC staff members
13. Issuing official identity cars for the UCSC staff members
14. Processing requests for vehicle pass by the UCSC staff and providing vehicle passes to students
15. Providing cleaning and janitorial service for the UCSC and processing payments
16. Provide newspapers to the UCSC, making payments for invoices and disposal of old newspapers
17. Issuing Gate pass based on the requests by respective divisions or centers or the officials
18. Coordinating for providing Office Uniform Materials for relevant non-academic staff members
19. Processing and maintaining Fire Insurance policy of the UCSC
20. Issuing fuel for generator and the UCSC vehicles
21. Attending on maintenance matters by respective divisions or Heads/Divisions
22. Payments for the UCSC telephone bills and telephone bills of Student councilor/Caretaker and reimburse of telephone bills of the UCSC Administrative and academic staff
23. Attending pest control activities and handling payments
24. Attending Dengue prevention activities with the UoC Public Health Officers

Internal functions of Administration division linked with other divisions

1. Provide answers to internal audit queries and/or external audit (Government Audit) queries
2. Convening Board of Management (BOM) meetings, preparing minutes, preparing extracts of the BOM and settling advance taken for BOM meetings and executing BOM decisions
3. Custody and safeguarding BOM minutes and documents
4. Handling petty cash impress of the Administration Division
5. Maintaining, updating and custody of divisional inventory
6. Submitting monthly leave reports of the staff of Administration division to Establishment Division
7. Getting required items for the Administration division from the Stores of the UCSC
8. Custody and safeguard of ownership legal documents such as Deeds, Survey Plans, Building Plans, Architectural drawings, CMC approved documents

Meetings handled by Administration Division

1. Board of Management of University of Colombo School of Computing
2. Technical Evaluation Committees