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University Management

Office of Administration

Office of Administration | 2021-2022 Achievements

The Office of Administration works closely with a number of internal and external stakeholders. These achievements are reflections of collaborative endeavours.

THE OFFICE OF THE UNIVERSITY REGISTRAR

  • Commissioned the Central Planning Committee for the UWI 75th Anniversary Celebrations
  • Coordinated the establishment of the Offices of the University Data Protection Officer and the University Risk Manager
  • Developed a procedural manual for the Office of Administration
  • Guided the establishment of the Centre for Excellence for Oceanography and the Blue Economy
  • Hosted meetings of Heads of RHQ Units
  • Hosted three staff engagement activities
  • Produced and published biannual editions of the VIV Newsletter

HUMAN RESOURCES

  • Completed audit of decisions of the Blue Book and Career Path Committees since 2011
  • Conducted leadership training for senior managers at the Mona Campus
  • Coordinated annual staff appreciation activity
  • Delivered the IGNITE Mentorship Programme
  • Finalised job description and performance appraisal instruments for University and Campus leaders
  • Hosted virtual retirees’ function
  • Organised two virtual staff wellness sessions
  • Populated job description database
  • Submitted grant proposal for ACU funding opportunity

SECRETARIAT

  • Advanced the development of a University Policy Framework
  • Began the digitization of 1996-1998 BUS & BGSR meeting papers
  • Developed term limits database
  • Conducted training session in minute-taking
  • Serviced the UWI Library Advisory Committee

OPERATIONS

  • Coordinated virtual graduation ceremonies
  • Initiated the development of web portal for the Vice-Chancellor’s Awards for Excellence
  • Oversaw the research component of the new academic dress competition

ARCHIVES AND MUSEUM

  • Advanced the development of a records and information management training programme
  • Advanced the development of a vital records programme for the University
  • Completed a successful proposal to UCLA Modern Endangered Archives Programme for funding to digitize the Library of the Spoken Word (LSW) collection
  • Completed Museum Education Virtual Outreach Programmes (nine individual virtual events)
  • Completed Phase 1 of the digitizing of Audio-Visual records on UWI History (from the Library of the Spoken Word collection)
  • Completed survey of University Art Collections on Mona, St. Augustine and Cave Hill campuses in partnership with the University Office of Planning
  • Completed the digitization of the UCUWI Bound Volumes (Council, F&GPC, Senate)
  • Completed the first phase of the “Documenting COVID-19 Project” to capture and store information on the University’s response to the pandemic
  • Expanded Curator’s Collective to include St. Augustine Campus Museums (Collections Advocacy Programme)
  • Led campus records managers in the development/updating of RIM procedures manuals for their respective campuses
  • Maintained the Museum Oral History Project
  • Shepherded the General Arts Collection Policy to F&GPC
  • Undertook review and updating of an archives website to include links to the webpages of the various campus records programs
  • Maintained online platforms

FACILITIES MANAGEMENT

  • Developed am electronic facilities request system for the RHQ
  • Developed statement policy and incident reporting forms
  • Evaluated janitorial service performance
  • Undertook exterior cleaning of all glass panels, windows and metal window shades
  • Undertook painting of entry area, guard house, boundary walls, metal railing and internal walls

RISK MANAGEMENT

  • Advanced the creation of the Risk Management website for merger with Office of Administration’s
  • Began the development of risk orientation/ awareness programme
  • Constituted and serviced the University’s Risk Management Steering Committee
  • Developed risk management implementation strategy

PRIVACY AND DATA PROTECTION

Phase 2 of the promulgation of the Data Protection Policy got underway in the period of review. It involved implementing some of the actions identified from the gap analysis conducted during Phase 1. Several activities marked Data Protection Day on January 28, 2022, among them a webinar, held in collaboration with WIGUT (Jamaica). A series of virtual “Lunch and Learn” sessions conducted with staff and students across all campuses followed through February 1–28, 2022. In April 2022, a project was initiated to assess how data privacy is managed – A Privacy Impact Assessment.