CHARTERED INSTITUTE OF PROFESSIONAL SECRETARIAL STAFF OF NIGERIA ACT, 2022

(1) There is established the Chartered Institute of Professional Secretarial Staff of Nigeria (in this Act referred to as "the Institute") which –
(a) shall be a body corporate with perpetual succession and a common seal, to be kept in such custody as the Council may direct;
(b) may sue and be sued in its corporate name; and
(c) may, subject to the Land Use Act, acquire, hold and dispose of any property, movable or immovable; [Cap. L5, LFN, 2004]
(2) The Institute shall have the general duty of –
(a) determining the standards of knowledge, skills and qualifications of persons seeking to become professional secretarial staff and raising those standards as determined by circumstances;
(b) securing in accordance with the provisions of this Act, the establishment and maintenance of a register of members of the Institute and publication of lists of persons and organisations contained in the register;
(c) conducting, encouraging and sponsoring research in the field of secretarial practice, office information technology management including publishing and disseminating same;
(d) organising and conducting professional examinations for secretarial practitioners and office information technology management in Nigeria;
(e) maintaining and upholding the ethics of professional secretarial practice;
(f) regulating professional secretarial practice in Nigeria;
(g) administering professional examinations in secretarial practice;
(h) collaborating with other reputable examination and professional bodies and educational institutions in the field of secretarial administration or office information technology management;
(i) providing continuous education in secretarial practice and office information technology management; and
(j) bringing together in unity and cohesion all professional secretarial staff and office information technology managers in Nigeria in line with the provisions of this Act.
(3) Subject to the provisions of this Act, persons or organisations admitted into the Institute shall be enrolled in the categories of –
(a) Fellows -FCPS;
(b) Honorary fellows - FCPS (HON);
(c) Members - MCPS;
(d) Associates - ACPS;
(e) Graduates;
(f) Affiliates; and
(g) Students.
(4) A person accorded any of the status in subsection (3) by the Council under this Act, shall be entitled to the use of the appropriate designatory letters as approved by the Council.
(5) A person admitted under this Act shall be enrolled as a –
(a) Fellow - FCPS if –
(i) at the commencement of this Act, he was at least 40 years of age and had been a Fellow of the Association of Professional Secretarial Staff of Nigeria, incorporated under the Companies and Allied Matters Act (in this Act referred to as "the Association"), and
(ii) he possesses such qualities, qualifications and has achieved such degree of attainment in secretarial practice as prescribed by the appropriate authority and has spent between 15 to 20 years in the grade of an individual member;
[Act No. 3, 2020]
(b) Honourary Fellow- FCPS (HON), if –
(i) at the commencement of this Act, he was an Honorary Fellow of the Association,
(ii) has contributed immensely to the development and upliftment of the profession in or outside Nigeria, and
(iii) has been found to be a fit and proper person to be conferred Honourary Fellowship by the Council;
(c) Member MCPS, if he –
(i) at the commencement of this Act, was a member of the Association, or is found by the Council to possess adequate knowledge and skills of the profession and has spent the number of years as determined by the Council in secretarial practice,
(ii) passed the relevant examinations prescribed, recognised or accepted by the Institute and has acquired a minimum of five years relevant working experience in the field of secretarial practice in any reputable organisation or government establishment,
(iii) acquired a university first degree, doctorate or professorial, higher national diploma, or its equivalent in the field of secretarial administration, office information technology management from any government approved institution of higher learning, and
(iv) has a minimum of five years post qualification working experience or as an Associate of the Institute;
(d) Associate — ACPS, if he –
(i) at the commencement of this Act, was an Associate of the Association,
(ii) possesses qualifications which, in the opinion of the Council are adequate,
(iii) passed the relevant examinations prescribed, recognised or accepted by the Institute and has at least five years relevant working experience in the field of secretarial practice in any reputable organisation or government establishment, and
(iv) acquired a university first degree, doctorate or professorial, higher national diploma, or its equivalent in the field of secretarial administration, office information technology management from any government approved institution of higher learning;
(e) Graduate, if he –
(i) has attained 21 years of age, passed examinations prescribed, recognised or accepted by the Institute and has a minimum of three years working experience in core secretarial practice or profession,
(ii) has acquired a minimum national diploma, national certificate of education or their equivalent from any recognised institution of learning,
(ii) possesses other qualifications acceptable to the Council, and
(iii) satisfies the requirements for admission to the grade of a Graduate member stipulated in the rules made under this Act;
(f) Affiliate, if he –
(i) at the commencement of this Act, was an Affiliate of the Association, or is a student of an institution of higher learning recognised by the Council, and
(ii) possesses qualifications acceptable to the Council; and
(g) Student, if he is a student in an institution of higher learning recognised by the Council.
(6) The Board shall have power to consider, approve and confer honorary membership of the Institute on persons of outstanding qualities and achievements in the industry and other areas of human endeavour including education, commerce and the awardees' contribution to the development of the Institute.
(7) The award conferred under subsection (6) shall not confer professional membership status or the right to vote in the affairs of the Institute on the awardees.
(8) The Board shall have the power to approve the award to a corporate body of the Institute's corporate membership status and the award shall entitle the recipient to the rights and obligations of only one member.

(1)
There shall be a National President of the Institute who shall be –
(a) a professional secretarial practitioner;
(b) up-to-date in his financial obligations to the Institute; and
(c) the Chairman of the Council.
(2) There shall be the First and Second Vice Presidents of the Institute who shall each be –
(a) professional secretarial practitioner;
(b) up-to-date in their financial obligations to the Institute; and
(c) a member of the Council.
(3) The President, First and Second Vice Presidents shall be elected at the annual general meeting of the Institute.
(4)
The President, First and Second Vice Presidents shall each hold office for a term of two years in the first instance from the date of election and may be eligible for re- election for another term of two years and no more.
(5) The President shall preside over all the meetings of the Institute.
(6) In the event of death, incapacity or any other reason bordering on inability of the President to perform the duties of his office, the First or Second Vice President shall fill the vacancy for the unexpired portion of the term of office.
(7) Where the President, First or Second Vice Presidents of the Institute ceases to be a member, he shall also cease to hold the office designated under this section.

(1) There is established the governing Council of the Institute (in this Act referred to as the "Council") charged with responsibilities of setting up policies, guidelines, control, targets and appraisal for the Institute.
(2) The Council shall consist of –
(a) the President,
(b) the First and Second Vice-Presidents;
(c) the Registrar who shall be the chief executive officer of the Institute) and Secretary to the Council;
(d) three members elected at the annual general meeting of the Institute;
(e) the immediate past president of the Association or the Institute;
(f) one member each elected from the six geopolitical zones of North Central, North West, North East, South East, South West and South South, during the annual general meeting; and
(g) representatives of relevant ministries as may be determined by the Council.
(3) The provisions of the First Schedule to this Act shall have effect with respect to the qualifications and tenure of members of the Council and other matters mentioned in it. [First Schedule]
(4) The provisions of the Second Schedule to this Act shall have effect with respect to, matters arising from the transfer of property of the Association to Institute and other matters mentioned in that Schedule. [Second Schedule]

(1) There is established for the Institute a Board of Fellows (in this Act referred to as "the Board") which shall exercise advisory role to the Council.
(2) The Board shall consist of such number of persons to be determined by the Council.
(3) The members of the Board shall be appointed and inaugurated in a meeting of the Council summoned for that purpose.
(4) A person shall only be appointed to the Board if he is a Fellow of the Institute.

(1) The Institute shall establish and maintain a Fund, the management and control of which shall vest in the Council and into which shall be paid -
(a) all money received by the Council under this Act including fees, levies, grants, investitures, donations and honorariums; and
(b) such money as may be provided by donors, benefactors or other external sources.
(2) There shall be paid out of the Fund of the Institute –
(a) all reasonable expenditures incurred by the Council in the performance of its functions under this Act; and
(b) the remuneration and allowances of the Registrar and other staff of the Institute.
(3) The Council may invest its Fund in any security including treasury bills, shares or any other security in Nigeria approved by it.
(4) The Council may borrow money for the purposes of the Institute and any interest payable on such money shall be paid out of the Fund.
(5) The Council shall keep proper accounts on behalf of the Institute in respect of each financial year, and shall cause the accounts to be audited by a qualified and licensed auditor appointed by it.
(6) The auditor appointed for the purpose of this section shall not be a member of the Council.

(1) The Council shall appoint a fit and proper person to be the Registrar, and such other persons as the Institute may deem necessary to appoint.
(2) The Registrar shall be the chief executive officer of the Institute and the Secretary to the Council.
(3) The Registrar shall prepare and maintain, in accordance with the rules made by the Council, a register of the names, addresses, approved qualifications and other relevant particulars, as may be specified in the rules of –
(a) persons who are entitled to be enrolled as Fellows, Members, Associates, Graduate Members, Affiliates and Students;
(b) persons registered as professional secretarial staff who apply to be so registered; and
(c) all corporate bodies registered in accordance with this Act;
(4) The register shall consist of seven parts of which the -
(a) first part shall be in respect of Fellows;
(b) second part shall be in respect of Members;
(c) third part shall be in respect of Associates;
(d) fourth part shall be in respect of Graduate Members;
(e) fifth part shall be in respect of Affiliates;
(f) sixth part shall be in respect of Students; and
(g) seventh part shall be in respect of Corporate Members.
(5) Subject to the provisions of this section, the Council may make rules with respect to the form and keeping of the register and the making of the entries in it, and in particular -
(a) regulate the making of applications for enrolment, registration as the case may be, and providing for the particulars to be produced in support of applications;
(b) provide for notification to the Registrar, by the person to whom any registered particulars relate, of any change in those particulars;
(c) authorise an enrolled or registered person to have any qualification which is, in relation to the relevant division of the profession, either an approved qualification or an accepted qualification for the purposes of this Act, registered in relation to his name in addition to, or as he may elect, in substitution for any other qualification so registered;
(d) specify the fees, including any annual subscription to be paid to the Institute in respect of the entry of names on the register;
(e) authorise the Registrar to refuse to enter a name on the register until any fee specified for the entry has been fully paid; and
(f) specify anything failing to be specified under the provisions of this section.
(6) Rules made for the purposes of subsection (5)(e) shall not come into effect until confirmed at a special meeting of the Council or at the next annual general meeting, as the case may be.
(7) The Registrar shall —
(a) correct, in accordance with the Council's directions, any entry in the register which the Council directs him to correct as being in the Council's opinion an entry which was incorrectly made;
(b) make any necessary alteration in the particulars of registered persons; and
(c) record the names of members of the Institute who are in default for more than one year in the payment of the annual subscriptions and to take such action in relation to it, including removal of the names of such persons from the register, as the Council may direct under this Act.
(8) Where the Registrar -
(a) sends by post to any registered person a registered letter addressed to that person at his address on the register, enquiring whether the registered particulars relating to him are correct, and receives no reply to the letter within a period of three months from the date of posting or a period to be determined by Council having regards to the circumstances, and
(b) upon the expiration of the period sends in the like manner to the person in question a second similar letter and receives no reply to that letter within one month from the date of posting or a period to be determined by Council having regards to the circumstances,
the Registrar may remove the particulars relating to the person from the register and the Council may direct the Registrar to restore to the appropriate part of the register any particulars removed under this subsection.

(1) The Registrar shall —
(a) cause the register to be printed, published, and put on sale to members of the public not later than 12 months from the commencement of this Act;
(b) in each year after that in which the register is first published under paragraph (a), cause to be printed, published and put on sale a corrected edition of the register or list of corrections or alterations made to the register since it was last printed; and
(c) cause a print of each edition of the register and of each list of corrections or alterations to be deposited at the principal office of the Institute, and the Registrar shall keep the register and lists so deposited and make them available at all reasonable times for inspection by members of the public.
(2) A document purporting to be a print of an edition of the Register published under this section by authority of the Registrar or document purporting to be a print of an edition of the Register so published and of a list of corrections or alterations to the last edition so published, shall, without prejudice to any other mode of proof, be admissible in any proceedings as evidence that any person specified in the document, or the documents read together, as being registered, was so registered at the date of the edition or the list of corrections or alterations, as the case may be, and that any person not so specified was not so registered.
(3) Where in accordance with subsection (2) a person is, in any proceeding, shown to have been, or not to have been registered at a particular date, he shall, unless the contrary is proved, be taken for the purposes of those proceedings as having at all material times thereafter continued to be, or not to be so registered.

(1) Subject to section 12 of this Act and rules made under sections 6 (5) and 16 of this Act, a person shall be entitled to be enrolled or registered as a member of the Institute if he –
(a) possesses the relevant qualifications as may be approved by the Council and is successful in all the prescribed examinations;
(b) qualifies for enrolment as a member in any of the categories specified in this Act; or
(c) holds a qualification granted outside Nigeria for the time being accepted by the Institute and satisfies the Council that he has had sufficient practical experience in secretarial practice.
(2) An applicant for registration shall, in addition to evidence of qualification, satisfy the Council that he –
(a) is of good character and high integrity;
(b) has consistently been in secretarial practice for a minimum of two years; and
(c) has not been convicted in Nigeria or elsewhere of an offence involving fraud, dishonesty or gross misconduct.
(3) The Council may publish particulars of qualifications criteria for the time being accepted by it for registration.
(4) The Council may in its discretion reject a qualification produced in respect of an application for registration under this section or direct that the application be renewed within such period as may be specified in the direction.
(5) An entry directed to be made in the register under subsection (4) shall show that the registration is provisional and no entry so made shall be converted to full registration without the consent of the Council in writing in that behalf.
(6) A member who passed the Institute's final examination or has attained Associate status of the Institute shall with effect from the date of coming into effect of this Act, and in line with his relevant special career path, as specified in the Fourth Schedule to this Act, continue to progress to Grade Level 17 or 15 as may be applicable to him or peculiar by the circumstances of the existing Conditions of Service in the services of the Federal or State Governments as appropriate. [Fourth Schedule]

(1) The Council may approve any institution for the purposes of this Act and may for those purposes, approve –
(a) any course of training at an approved institution which is intended for persons who are seeking to become or are already members of the Institute and which the Council considers is designed to confer on persons completing it, sufficient knowledge and skill for admission to the Institute;
(b) any qualification which, as a result of an examination taken in conjunction with a course of training approved by the Council under this section, is granted to candidates reaching a standard at the examination, indicating, in the opinion of the Council, that the candidate has sufficient knowledge and skill to practice as a professional secretarial staff.
(2) The Council may, if it deems fit, withdraw any approval given under this section in respect of any course, qualification or institution, but before withdrawing such an approval, the Council shall —
(a) give notice that it proposes to withdraw the approval to each person in Nigeria appearing to the Council to be a person by whom the course is conducted, the qualification is granted, or the institution is controlled, as the case may be;
(b) afford such person an opportunity of making to the Council representations with regards to the proposal; and
(c) take into consideration any representation made in respect of the proposal under paragraph (b).
(3) With regards to any period during which the approval of the Council under this section for a course, qualification or institution is withdrawn, the course, qualification or institution shall not be treated as approved under this section but the withdrawal of the approval shall not prejudice the registration or eligibility for registration of any person who, by virtue of the approval, was registered or eligible for registration, either unconditionally or subject to his obtaining a certificate or experience, immediately before the approval was withdrawn.
(4) The giving or withdrawal of an approval under this section shall have effect from the date of the execution of the instrument and the Council shall —
(a) publish, as soon as possible, a copy of every such instrument in the Federal Government Gazette; and
(b) not later than seven days before its publication, send a copy of the instrument to the Minister responsible for Education.

(1) The members of the Council shall be informed of the nature of –
(a) the instruction given at approved institutions to persons attending approved courses of training, and
(b) the examinations as a result of which approved qualifications are granted,
and for the purposes of performing that duty, the Council may appoint a committee, either from among its own members or otherwise, to visit approved institutions or to attend such examinations.
(2) The committee appointed under subsection (1) shall report to the Council on –
(a) the adequacy of the instruction given to persons attending approved courses of training at institutions visited by it;
(b) the adequacy of the examinations attended by it; and
(c) any matters relating to the institutions or examinations which the Council may, either generally or in a particular case, request it to report:
Provided always that no member of the committee shall interfere with the giving of any instruction or holding of any examination.
(3) On receipt of a report made under this section, the Council may, if it deems fit, and shall, if so required by the Institute, send a copy of the report to the person appearing to the Council to be in charge of the institution or responsible for the examinations to which the report relates, requesting that person to make observations on the report to the Council within such period as may be specified in the request, not less than one month from the date of the request.

(1) There is established the Chartered Institute of Professional Secretarial Staff of Nigeria Disciplinary Tribunal (in this Act referred to as "the Tribunal") charged with the responsibility of considering and determining all cases referred to it by the Investigating Panel established under subsection (3).
(2) The Tribunal shall consist of the Chairman of the Council and six other members of the Institute appointed by the Council.
(3)
There is established the Chartered Institute of Professional Secretarial Staff of Nigeria Investigating Panel (in this Act referred to as "the Panel") charged with the duty of –
(a) conducting preliminary investigation into any matter or complaint where –
(i) it is alleged that a member has engaged in misconduct or compromised the ethics of the profession in his capacity as a member of the Institute; and
(ii) for any reason, a member has been the subject of proceedings before the Tribunal; and
(b) deciding whether the matter or complaint shall be referred to the Tribunal.
(4) The Panel shall be appointed by the Council and shall consist of two members of the Council and five duly registered members of the Institute who are not members of the Council. [Third Schedule]
(5) The provisions of the Third Schedule to this Act shall, so far as applicable to the Tribunal and the Panel respectively, have effect with respect to those bodies.
(6) The Council may make rules consistent with this Act as to acts which constitute professional misconduct.

(1) Where –
(a) a member is adjudged by the Tribunal to be guilty of infamous conduct in any professional respect,
(b) a member is convicted by a court of competent jurisdiction in Nigeria or elsewhere for an offence, whether or not punishable with imprisonment, which in the opinion of the Tribunal is incompatible with the status of a member of the Institute, or
(c) the Tribunal is satisfied that the name of any person has been fraudulently registered,
the Tribunal may, if it deems fit, give a direction reprimanding that person or ordering the Registrar to strike his name off the relevant part of the Register.
(2) The Tribunal may, if it deems fit, defer or further defer its decision as to the giving of a direction under subsection (1) until its subsequent meeting but –
(a) a decision shall not be deferred under this subsection for periods exceeding two years in the aggregate; and
(b) no person shall be a member of the Tribunal for the purposes of reaching a decision which has been deferred or further deferred, unless he was present as a member of the Tribunal when the decision was deferred.
(3) For the purposes of subsection (1) (b), a person shall not be treated as convicted pending the final determination of an appeal against the conviction.
(4) Where the Tribunal gives a direction under subsection (1), it shall cause notice of the direction to be served on the person affected.
(5) The person affected may, at any time within 90 days of service on him of notice of direction, appeal to the Tribunal and the Tribunal may review its decision.
(6) A person whose name is removed from the register on the direction of the Tribunal under subsection (1) (c) shall not be entitled to be registered again except under a direction in that behalf given by the Tribunal on the application of that person to the Council, and a direction under this section for the removal of a person's name from the register may prohibit an application under this section by that person until the expiration of such period from the date of the direction, and where he has duly made such an application, on the date of his last application, as may be specified in the direction.

(1)
Upon the commencement of this Act, any person who was not a member of the Association may, within a period of three months from the commencement of this Act, apply and obtain membership in such manner as may be prescribed by rules made by the Council and, if approved, he shall be enrolled or registered, as the case may be, according to his qualifications.
(2) A person shall be deemed a member of the Institute if he –
(a) is a practicing confidential secretary or a lecturer in the field of confidential secretarial practice or office information technology management employed in the private sector of the economy, or self- employed, and upon application for membership as regulated by the relevant provisions of this Act;
(b) holds himself out to the public as a professional secretarial practitioner;
(c) is a retired professional secretarial staff; or
(d) renders any other service which may, by regulations made by the Council, be designated as service constituting practice in secretarial training sector.
(3)
Admittance of persons covered under subsection (2) (b), (c) and (d) shall be upon application for membership duly made to Institute as provided by the relevant sections of this Act.

(1) The Council may make rules for —
(a) the training of suitable persons as professional secretarial staff;
(b) the supervision and regulation of the engagement of such persons;
(c) the registration and licensing of persons to practice or be employed as professional secretarial staff;
(d) fees to be paid by members of the Institute; and
(e) restrictions on the right to practice when all prescribed conditions have not been met.
(2) The Council may also make rules prescribing the amount and due dates for payment of annual subscription and for such purposes, different amounts may be prescribed by the rules according to membership categories of Fellows, Honorary Fellows, Members, Associates, Graduates, Affiliates and Students.
(3) Rules when made shall, if the Chairman of the Council so directs, be published and circulated to members.
(4) The Council may confer honorary membership or merit award of the Institute on persons or bodies considered worthy of such honour on terms and conditions prescribed by it.

The Institute shall —(a) provide and maintain a library comprising books and publications for the advancement of knowledge in secretarial practice, office information technology and management, and such other books and publications as it may deem necessary for the purpose; and
(b) encourage research into secretarial practice and allied matters to the extent that the Council may consider necessary.

(1) Any regulation made for the purposes of this Act shall be published in the Federal Government Gazette as soon as may be possible after it has been made.
(2) Rules made for the purposes of this Act shall —
(a) be subject to confirmation by the Council at any meeting of the Institute summoned for that purpose; and
(b) if annulled, cease to have effect on the day after the date of annulment but without prejudice to anything already done under any such rule.

(1) Upon the Commencement of this Act —
(a) any person who, for the purpose of procuring his registration as a member of the Institute, knowingly or recklessly makes any statement, or tenders any document which he knows or ought reasonably to know to be false, commits an offence and shall not be eligible for registration and if registered shall be delisted,
(b) any person who, not being a member of the Institute, holds himself out as a member and practices as a registered member of the Institute in expectation of reward or financial consideration, commits an offence and is liable on conviction to punishment for impersonation under the relevant laws of the Federal Republic of Nigeria, or
(c) any person who, being a member holds himself out by taking any name, title, addition or description implying that he is a member of the Institute, other than the category which he is enrolled or registered under this Act,
commits an offence and is liable to be proceeded against and the Tribunal shall, upon conviction, impose the appropriate penalty.
(2) Any willful falsification of entries in the register of membership by the Registrar or any other person acting for or on behalf of the Institute constitutes an offence and the offender is liable on summary conviction to a fine of at least but not more than N250,000 or imprisonment for a term not more than two years or both.
(3) Where the offences under subsection (1) (a), (b) and (c) is proved to have been committed by a body corporate, and attributable to the connivance or neglect of the officers of such body corporate, the director, manager, secretary or other officer purporting to act in such capacity shall be deemed to have committed the offence and shall be proceeded against and punished accordingly.

In this Act —
"Affiliate" means member of the Institute registered in the Affiliate category;
"Association" means the Association of Professional Secretarial Staff of Nigeria (a corporate body registered under the Companies and Allied Matter Act);
"Associate" means a member of the Institute registered in the Associate category; "Act" means this Act;
"Board" means the Board of Fellows appointed under section 4 (1) of this Act;
"Chairman" means the Chairman of the Council;
"Institute" means the Chartered Institute of Professional Secretarial Staff of Nigeria;
"Council" means the Council established as the Governing Council of the Institute under section 3 of this Act;
"enrolled" in relation to Fellow, Honorary Fellow, Member, Associate, Graduate, Affiliate or Student means a person registered in the part of the register relating
to Fellow, Honorary Fellow, Member, Associate, Graduate Affiliate or Student as the case may be;
"fees" includes annual subscriptions;
"honourarium" means the amount paid to ad-hoc staff;
"member" means member of the Institute
;
"Minister" means the Minister responsible for education;
"President" and "Vice-President" respectively means office holders under those names in the Institute;
'register" means the register maintained as required under section 6 (3) of this Act;
"Registrar" means the Registrar appointed by the Council under section 6(1) of this Act; and
"Tribunal" has the meaning assigned to it under this Act.

This Act may be cited as the Chartered Institute of Professional Secretarial Staff of Nigeria Act, 2022.