The Office of Administration demonstrated a steadfast commitment to advancing institutional excellence and fostering an environment of innovation and inclusivity. The various departments and units under the Office collaborated closely to achieve remarkable milestones, enhance operational efficiency, and support The UWI’s broader mission.

One of the most significant areas of progress was within the Office of the University Registrar. This Office played a central role in strategic planning and operational readiness. Throughout the year, it coordinated the Global Campus’s preparedness for the ISDJ initiative, ensuring robust infrastructure and streamlined academic processes. The successful deployment of The UWI’s single-instance Enterprise Resource Planning (ERP) system marked a pivotal step in standardising administrative operations across campuses. The Office also initiated a thorough revision of the Blackboard platform, reaffirming its commitment to adopting contemporary technological solutions for academic delivery.

Beyond system enhancements, the University Registrar’s Office prioritised staff engagement, community-building, and security. Five engagement activities were organised for Regional Headquarters (RHQ) staff to foster teamwork and shared purpose. The Office also coordinated observances of special festivals, enriching workplace culture and promoting inclusivity. Recognising the importance of information privacy, the Office hosted themed Cross-Campus Data Protection Workshops in Semester One, equipping staff and faculty with the knowledge needed to uphold data security standards.

The University Archives and Museum made significant strides in preserving the institution’s heritage and supporting research. The Museum Curator facilitated cross-campus workshops with key stakeholders, culminating in the completion of the first phase of a new Collections Policy for The UWI. The Archives finalised the Records Management Data Protection Procedures Manual and conducted comprehensive rollout sessions to promote its adoption. Both the RHQ Archival Repository and the West Indies Federal Archives Centre underwent thorough assessments to ensure compliance with best practices and identify areas for future improvement.

Technological advancement continued with the acquisition of specialised digitisation equipment and the establishment of dedicated workstations, funded by the Modern Endangered Archives Programme (MEAP) at UCLA. This enabled the digitisation of 258 audio tapes from the Library of the Spoken Word Collection, preserving invaluable historical material for future generations. The Museum also staged several exhibitions, notably on the former ABC Hall at Mona, and organised a display of the repatriated Jamaican Galliwasp, drawing significant visitor engagement and interest.

The Archives staff provided critical support to researchers and the university community, granting access to over fifty bound volumes and files, responding to research queries, and conducting tours for both internal and external parties. The UWI Archives also continued to advance strategic objectives, including managing electronic records and implementing vital records programmes, thereby ensuring the preservation of business-critical documents.

Facilities management remained a priority, with significant improvements in RHQ maintenance operations and oversight of the Office of Finance’s rental properties. The annual RHQ Emergency Drill Procedure was conducted successfully, further strengthening preparedness and safety protocols.

The UWI Succession Planning Programme was rolled out in multiple phases: a cross-campus committee was established, a sensitisation webinar was conducted with over 400 participants, and more than 300 staff expressed interest in moving forward with the programme. Developmental strategies were designed to support these participants, and a comprehensive annual training plan was developed and delivered to Centre staff. The Office also implemented an interactive onboarding checklist and completed the review of Ordinance 8, ensuring legal and procedural compliance.

The Office partnered with the Data Protection Office to enhance employee well-being by installing external benches for staff relaxation. In keeping with the One UWI approach, unified templates and processes were introduced for staff contracts, employment applications, and job postings, streamlining administrative functions across all campuses.

Policy and regulatory activities were robust, including sensitisation sessions for the Chancellor’s Nominees, the development of an informative video outlining their roles and responsibilities, and the hosting of quarterly discussion fora. A face-to-face seminar brought together the Chancellor’s Nominees and Campus Council Chairs, providing direct insights from the Executive Management Team on institutional goals and strategies.

Operationally, the Office coordinated the Chancellor’s Installation Ceremony at the Cave Hill Campus and generated targeted income by renting the Regional Headquarters facilities. The development of the Honorary Graduand Scoring App was another noteworthy achievement, reflecting dedication to process improvement and technological integration. The Office organised De-clutter Days, fostering a more efficient and pleasant work environment.

The Risk Management Unit (RMU) achieved several milestones, including the successful launch of its website and the completion and rollout of the UWI Risk Appetite Statement, supported by UWI-wide training sessions. The RMU developed a department- level risk register template and assisted multiple units with risk-based assessments, including some critical to accreditation processes. The Mona Campus benefited from implementing the Risk Management function, and quarterly newsletters were published to keep stakeholders informed.

Throughout the year, the University Archives and Records Management Programme celebrated Records Management Month and Archives Week with workshops, online seminars, competitions, and awareness campaigns. These initiatives highlighted the crucial role of the UARMP repositories and fostered a culture of compliance and continuous improvement. The Archives continued to act as Secretariat to the University Archives and Records Management Advisory Committee, supporting all related meetings and activities.

In-house training for new Archives staff and ongoing professional development for Campus Records Managers were prioritised to ensure all team members remained up to date with industry standards and best practices. The Museum space was rented on three occasions, generating supplementary income and increasing community engagement.

Conclusion

The Office of Administration’s achievements in 2024/2025 reflected a year of robust progress, collaborative effort, and a clear vision for the future. By embracing technological innovation, enhancing operational efficiency, and nurturing the institution’s people and heritage, the Office has positioned The University of the West Indies for continued growth and success in the years ahead.