Meetings are some of the archival records that help define UWI Life. They take place at various levels; some being cross-campus while others are campus specific. They are concerned with the operations of The UWI, its future development as well as academic policies.
Cross-campus University Archives and Records Management Committee meeting
The UWI is a multi campus institution distributed across campuses at Mona, Jamaica; St Augustine, Trinidad and Tobago; Cave Hill, Barbados; and UWI Open Campus, a campus spread across nearly 50 physical locations in 17 Caribbean countries. Various officers of The UWI are required to attend University meetings held at UWI locations across the Caribbean to participate in decision-making. Ok, that’s what we already know, what many don’t know is the responsibilities of cross-campus University meetings.
So lets take a look at what constitutes cross-campus University meetings at The UWI.
Participants of cross-campus University meetings usually include The UWI Executive Management team, Members of Government, Academic Board, Guild of Graduates, and Guild of Undergraduates. Statutes in the University Charter define university meetings and the governance role in which they play. Interestingly, the first University Meeting was a meeting of the Provisional Council of the University College of the West Indies, which met for the first time in January 1947. The records of this Council are part of the holdings of The UWI Archives.
For The UWI, The Council is the highest decision-making body, they meet once annually except when specially convened and the UWI Chancellor chairs this body. They receive campus reports and appoint Officers of The UWI such as Pro Vice Chancellors, professors and senior administrative and professional staff, among other matters.
Senate meets as necessary and often via video conferencing. They recommend and report to The Council on new ordinances and statutes, create new disciplinary regulations and amendments.
The slate of University meetings also includes:
Finance & General Purposes Committee
University Appointments Committee
Board for Undergraduate Studies Committee
Board for Graduate Studies & Research Committee
University Strategy & Planning Committee
Committee of Deans
University Archives and Records Management Committee
The UWI Press
Now the multi campus UWI has distributed responsibilities at campus level and university level with university level receiving reports on decisions made at campus level. After this mouthful, it may be easier to understand that the Finance and General Purposes committee receives reports from the various Campus Finance and General Purposes Committees.
Cross-campus University meetings occur three times each year rotating across three of the landed campuses each year. Meetings by rotation are October at St Augustine, January –February at Mona, and May –June at Cave Hill. The Office of the University Registrar, UWI Vice Chancellery in the Regional Headquarters building, manages these schedules.
The University Registrar is responsible for University boards and committees and act as secretary for all meetings except UWI Press. For some of these meetings, the Registrar may designate an Assistant Registrar or a Senior Assistant Registrars to represent the Office. The role of the University Registrar is replicated at the Campus level, with the role of the Campus Registrar.
Cross-campus University meetings are an integral part of maintaining the cohesion of The UWI. They are that unique space where colleagues, who work at different UWI locations, meet each other and build work place bonds. These meetings also provide the opportunity for the various arms of the university to combine efforts in achieving unified goals, one of which is the continued growth of The UWI.
Marjorie Rose-Parkes and Christine Moseley-Barrett
Office of Administration, UWI Vice Chancellery