Orientation Programme
Support Staff
2011
[Copyright © Office for Human Resources Management &
Development]
Copyright © Office for Human Resources Management & Development
ORIENTATION PROGRAMME – November 2011
TABLE OF CONTENTS
Page
Aim of the course programme ...............................................................................…………
3
A brief overview of the University of Malta ................................................………………….
4
Faculties, Institutes and Centres ...................................................................………………..
6
Orientation Course Programme ......................................................................……………..
7
Day 1 – The Communications & Alumni Relations Office................................................
Faculties, Institutes & Centres............................................................................
Finance Office …………………………………………………………………..…………………….
The Legal Office …………………………………………………………………........................
The International & EU Office ............................................................................
10
11
13
15
17
Day 2 – The Registry Office..............................................................................................
Office for Human Resources Management & Development (OHRM&D)........
Academic Programmes Quality & Resources Unit (APQRU) ………………...….…..
The University of Malta Website ........................................................................
The Scheduling Office …………………………………………………………………...…....……
The University Library …………………………………………………………………………….
18
19
20
21
22
22
Day 3 – The University Chaplaincy……......................................................................……..
The University Sports Complex............................................................................
The University Counselling Unit ...…………………………………………………………..…
IT Services (ITS)...................................................................................................
Office of the Registrar ……………………………………………………………………………..
The Welfare Fund Committee.....................................................………………….....
The Staff Collective Agreement..........................................................................
Student Advisory Services (SAS) ………………………………………………………..…….
23
24
25
26
28
30
31
32
Additional Documents
-2-
Aim of the course programme
Welcome to the University of Malta!
As a new recruit of this educational institution, you will be guided into getting
to know the services offered by the various sections of the University of Malta,
including policies and procedures, and the benefits you receive as an
employee. The speakers will help you to better understand what would be
expected of you during your employment. A campus tour is also included in
the programme as it will help you to familiarise yourself with the various
buildings of the University of Malta.
At the end of this course you will be kindly asked to fill in an evaluation form.
This will help us to get your feedback regarding this course programme. Feel
free to include suggestions or queries regarding your employment. You may
wish to contact Amanda Ciantar on extension number 2810 for any
information regarding further training and development.
-3-
A brief overview of the University of Malta
The University of Malta has its origins in 1592 and its campus in Msida was
inaugurated in 1968. The main goal of the University of Malta is to teach and
undertake research, and provide professional people for industry and society.
Currently holds approximately 10,600 students including foreign students
pursue various studies and courses at the University. The University of Malta
is set up of academic and administrative members of staff.
The key officers are as follows:
Chancellor - Professor David J.Attard
Pro-Chancellor – Ms Bernardine Mizzi
Rector - Professor Juanito Camilleri
Secretary – Mr Simon Sammut
Pro-Rectors –
Academic Affairs: Professor Alfred J. Vella
Research & Innovation: Professor Richard Muscat
Students & Institutional Affairs: Professor Mary Anne Lauri
Registrar – Ms Veronica Grech
Director of Finance – Mr Mark Debono
Director of Library Services - Mr Kevin J. Ellul
Director of Human Resources
Management & Development– Ms Jacqueline Fenech
Director of Legal Services – Dr Christopher Soler
Director of Communications and Alumni Office –Ms Patricia Camilleri
Estates & Works Manager – Mr Christopher Spiteri
Director of International & EU Office – Ms Stefania Fabri
Director of IT Services – Mr Robert Sultana
-4-
Director for Corporate Research & Knowledge Transfer – Dr Ing Anton
Bartolo
Director for Procurement – Mr Tonio Mallia
Deans of Faculties
Directors of Institutes/Centres
Heads of Department
The supreme governing bodies of the University are the ‘Council’, the ‘Senate’
and the ‘Faculty Boards’.
The ‘Council’ is responsible for the general administration of the University.
It is also responsible for appointing new staff members, both administrative
and academic to various sections of the University.
The ‘Senate’ is responsible for the academic matters of the University
including entry regulations, course of studies, research, documentation and
examinations at the University.
The ‘Faculty Board’ leads the academic tasks of the Faculty. It determines
the studies, teaching and research within the Faculty. The Faculty Board
presents proposals to the Senate regarding academic matters and, the Council
regarding general administrative matters.
-5-
Faculties, Institutes and Centres
Presently, the University of Malta has under its fold 13 Faculties, 15
Institutes, and 9 Centres.
For further information regarding Faculties,
Institutes and Centres kindly follow this link:
http://www.um.edu.mt/about/academic
There are five entities
which are situated on campus, namely the
Matriculation & Secondary Education Certificate Examinations Board
(MATSEC); the Foundation Studies Programme; the Mediterranean Academy
of Diplomatic Studies (MEDAC); the IMO International Maritime Law
Institute (IMLI); and the International Ocean Institute (IOI & IOI-Malta
Operational Centre).
The University is also responsible for the Junior College, which is a pretertiary institution situated in Msida, which caters for approximately 3,000
students. The two-year course offered by the Junior College prepares students
for the MATSEC Certificate which gives access to University of Malta.
More information on the University of Malta may be obtained from the
following website: http://www.um.edu.mt
-6-
Orientation Programme – November 2011
D A TE
TIME
ACTIVITY
SPEAKER
VENUE
Monday 7th November 2011
9.00
Welcome Session
Ms Amanda Ciantar & Ms Karen
Cacciattolo
GW156
9.20
Meeting with the Pro-Rector
Professor Mary Anne Lauri
GW156
9.40
Overview of the University of Malta and the Communications
& Alumni Relations Office
Ms Patricia Camilleri
GW156
10.25
Coffee Break
10.35
The Faculty, Institute & Centre Set Up
Mr Mario Cassar
GW156
11.20
Finance Office
Mr Mark Debono
GW156
11.35
The Legal Office
Dr Charmaine Cristiano Grech
GW156
11.45
Brunch Break
12.00
International & EU Office
Ms Anna Callus
GW156
12.35
End of Session
-7-
D A TE
TIME
ACTIVITY
SPEAKER
VENUE
Tuesday 8th November 2011
9.15
Campus Tour
Ms Daphne Kelleher
Meeting Place:
Gateway Buldings
near HSBC ATM
Machine
10.00
The Registry Office
Ms Marlene Bezzina
GW164
10.10
Coffee Break
10.15
Office for Human Resources Management & Development
Ms Jacqueline Fenech
GW164
10.40
Academic Programmes Quality & Resources Unit
Mr Colin Borg
GW164
11.25
Brunch Break
11.30
Introduction to the University’s Website
Ms Angela Xuereb
IT Training Room
105
12.05
Scheduling Office
Mr Luigi Pellegrini
GW164
12.20
Library Services
Ms Joanna Felice & Ms
Josianne Camilleri Vella
Meeting Place:
Library Reception
Area
13.00
End of Session
-8-
D A TE
TIME
ACTIVITY
Wednesday 9th November 2011
GW156
9.00
University Chaplaincy
9.15
University Sports Complex
SPEAKER
VENUE
Rev Michael
Meeting Place:
Gateway
Bulding
Mr Oliver Mallia
Meeting Place:
Gateway
Bulding
Ms Lorleen Farrugia
GW156
10.00
Counselling Services
10.15
Coffee Break
10.30
Introduction to the Services offered by IT Services (ITS)
Mr James Cilia
IT Lab
11.35
Office of the Registrar
Ing Elisa Vella
GW156
12.10
Brunch Break
12.20
University Welfare Fund
Mr Benny Borg Bonello
GW156
12.35
The Staff Collective Agreement
Mr Noel Caruana
GW156
13.35
Students Advisory Services
Mr Noel Caruana
GW156
Distribution of Evaluation Forms, Presentation of Certificates
and Group Photo
-9-
THE END
Day 1 – Monday 4th April 2011
The Communications & Alumni Relations Office
The Communications & Alumni Relations Office is responsible for building
and maintaining good relations with key stakeholders of the University. It
seeks to manage and enhance the University of Malta’s reputation through
regular contact with the Media, the University’s alumni and other friends.
This Office organises public relations events, including press conferences, to
further the University’s communication with the public and with outside
institutions that support its activities and research. The Team also coordinates
the many events that take place on campus.
Information about the University on a daily basis is also disseminated through
this office. The Communications Team provides information about academic,
cultural and social activities at the University of Malta through press releases
and additional background material, as well as through the compilation of
corporate publications.
To facilitate communication between the Administration and the various
Faculties/Sections of the University, this Office chiefly uses the News on
Campus (NOC) web page while also creating radio programmes broadcast on
CampusFM aimed at an audience beyond campus. The Communications
Office is also responsible for the content of the University’s website.
Further information may be
obtained from:
Ms Patricia Camilleri
Director
2340 2043
- 10 -
Faculties, Institutes & Centres
The Faculty Set Up
A Faculty consists of the Dean, Heads of Department, Academic Staff, and the
Faculty Officer, Departmental Secretaries (Executive Officers and Clerks),
Technical Staff and a beadle, as per chart below. Faculties are divided into a
number of departments, with the academic staff specialising in their own field
of study. The academic staff together with the administrative staff cannot
function on their own; they have to liaise with central administration and the
other support services of the University.
DEAN
Faculty Officer
Executive Officers,
Clerks, Technical Staff
Heads of Department
Academic Staff
Beadle
The Institute/Centre Set Up
An Institute or Centre consists of the Chairman, Director, Administrative
Officer, Divisional Co-coordinators, Divisional Secretaries (Executive Officers
and Clerks), Technical Staff (Lab Officer, Technicians, etc.), Academic Staff
and a beadle, as per chart below. Generally, institutes at the University of
Malta are funded from the University of Malta, and have several liaisons with
- 11 -
governmental departments. Other Institutes/Centres may have funds from
other sources.
DIRECTOR
Administrative Officer
Divisional
Co-Coordinators
Executive Officers,
Clerks, Technical Staff
Academic Staff
Beadle
Further information may be
obtained from:
Mr Mario Cassar
Head of Administration
2340 7501 or 21331734
- 12 -
The Finance Office
The Finance Office is responsible for all the financial matters of the University
of Malta, including financial planning and control, procurement, payroll and
administration of the work resources funds, financial reporting and financial
support services to externally funded projects. The website address of the
finance office is http://home.um.edu.mt/finance
Budgetary Control
This section is responsible for the preparation of the annual budgets and
estimates. It is responsible for maintaining ongoing budgetary control and
monitoring budgetary variances.
Through ongoing budgetary control
procedures, this section ensures that funds are available against approved
allocations prior to undertaking purchase commitments and prior to
authorisation of payments. This section provides budgetary control input to
the regular financial management reporting function of the University.
Management Accounts
The Management Accounts section is responsible for recording receipts and
payments, collection of debt and also effecting payments to suppliers. This
section is also responsible for the reimbursement of petty cash floats of the
various Faculties, Institutes and Centres. Moreover, this section is responsible
for carrying out regular bank reconciliations and creditors’ reconciliations. It
provides input to the regular financial management reporting function of the
University.
Employee support services
The Finance Office provides employee support services including the
administration and maintenance of Work resources fund – Administrative
and Technical Staff; and Employee Benefit Scheme – Health Insurance.
- 13 -
Procurement
The Procurement section is responsible for authorising all expenditure
incurred by the Faculties, Institutes, Centres and Central Administration
(FICC). It is responsible for providing support to the respective FICC in the
procurement process. This section is also responsible for administering the
tendering process in line with local statutory regulations.
Project Support
This section provides administrative support to externally funded projects
through EU and non-EU Programmes such as Lifelong Learning, Socrates,
Leonardo da Vinci, FP6, FP7 and Interreg. In particular, this section assists
project managers in the preparation of budgets, submission of claims, record
keeping
as
well
as
the
preparation
of
detailed
project
costing.
Financial reporting
The efforts of the Finance Office are consolidated in the financial reporting
function.
The financial reporting function seeks to provide financial
information to all stakeholders.
The main reports include regular
management accounts that show income and expenditure to date, rolling
budgets, as well as variance analyses. Ad hoc reports and financial statements
are prepared as and when required by stakeholders, including FICC.
Further information may be
obtained from:
Further information may be
obtained from:
Mr Mark Debono
Director
2340 2222
Mr Tonio Mallia
Director of Procurement
2340 2473
- 14 -
The Legal Office
The Legal Office of the University of Malta was set-up in October 2006 when
the current Director was recruited as a Legal Consultant. Today it is made up
of a Director, two Senior Legal Executives, an Administrative Assistant and a
Graduate Trainee who assists in the day-to-day operations. The Office is
situated within the administration building of the University itself.
The Legal Office deals with any matter which has, or could potentially have,
any legal implication/consequence to the University of Malta and/or any of its
group of companies.
It provides on-going legal advice on a variety of issues concerning University
matters to the principal officers and/or the Senior Executive Committee of the
University of Malta, including the Rector, Pro-Rectors, Secretary, Directors,
Deans, Deputy Deans, Heads of Department, members of academic staff and
members of industrial, technical and administrative staff.
The Legal Office deals with a multi-faceted spectrum of areas/branches/fields
of law ranging from Employment (Labour), EU (particularly funding), Public
Procurement,
Intellectual
Property
Rights,
Company,
Fiscal
and
Administrative to collective bargaining, criminal (particularly copyright
infringement and/or counterfeiting) and civil matters (particularly in relation
to disputes concerning immovable property).
The Office comprises a
Litigation Department which predominantly handles cases of a civil and
criminal nature.
The Legal Office drafts all contracts and agreements which are eventually
signed by the University's legal representative, the Rector. It also draft
regulations, statutes, legal notices, bye-laws and any other legal instruments
and/or policies for the University of Malta or any of its entities including
- 15 -
Faculties, Institutes, Centres and Foundations. The Office also liaises with
other offices and departments within the University in project management,
policy-making and in the formulation of its strategic plan.
Further information may be
obtained from:
Further information may be
obtained from:
Dr Oriella De Giovanni
Senior Legal Executive
2340 3322
Dr Charmaine Cristiano Grech
Senior Legal Executive
2340 3309
- 16 -
The International and EU Office
The International and EU Office is responsible for developing, planning and
implementing the University’s internationalization policy, particularly in the
area of relations with other Institutions and in promoting the University
overseas. The office represents the University in a number of International
University networks and groups and assists other University department and
Institutes to participate in overseas projects. The International and EU Office
markets University courses overseas, responds to requests for information and
generally deals with all aspects involving the recruitment and welfare of
overseas students. The International and EU Office also provide information
and technical assistance for the University’s participation in EU and other
internationally funded projects and programmes.
Further information may be
obtained from:
Further information may be
obtained from:
Ms Stefania Fabri
Director
2340 3182
Ms Anna Callus
Deputy Director
2340 2591
- 17 -
Day 2 – Tuesday 5th April 2011
The Registry Office
The Registry Office is the repository of students', administrative and old files
(dating back to 1922). Current files are to be found in the Registry Office,
whilst old files are kept in Archives together with all the material
received from various departments, including Junior College. It is vital, for
the Registry, that all movements of files (both students' and administrative)
are recorded, with the co-operation of all the faculties and the administration
staff. This helps the Registry to keep giving efficient service to the University.
Further information may be
obtained from:
Ms Marlene Bezzina
Administrative Officer
2340 2218
- 18 -
The
Office
for
Human
Resources
Management
&
Development
The Office for Human Resources Management & Development (OHRM&D)
leads the University’s efforts to recruit, develop and maintain a work force
that meets the needs of a dynamic academic institution.
The Office is
responsible for the recruitment of both the academic, administrative, technical
and industrial staff of the University of Malta and acts as a contact point in all
matters related to staff needs.
The Office is also responsible for the training and development of staff
according to the requirements of the University. It maintains an updated
database of records of all employees and is responsible for the administrative
procedures in connection with vacation leave, special leave and sick leave.
The Office for Human Resources Management & Development also provides
academic support services, including the work resources fund and further
training and scholarships. Furthermore, this Office takes full responsibility of
the Payroll – Salaries, Kids Point, and Health and Safety Services.
Further information may be
obtained from:
Ms Jacqueline Fenech
Director
2340 2476
- 19 -
The Academic Programmes Quality & Resources Unit
Considering that the University of Malta is the main institution providing
higher education on the island, the issue of quality is of crucial importance.
The University has not only the task to ensure that offered courses are in
response to the country’s needs but also that the quality of our programmes
and operating standards are comparable to those of our European and
International partners.
With this perspective in mind, the Academic Programmes Quality and
Resources Unit (APQRU) was set up to ensure that programmes of study
offered by the University are of the required academic standard whilst
considering their viability in relation to available resources and market
demand. APQRU forms part of the Rector’s Office and continuously assists
Faculties in designing their programmes of study in line with general
regulations for both undergraduate and postgraduate courses.
Further information may be
obtained from:
Further information may be
obtained from:
Ms Jo-Anne Attard
Assistant Registrar
2340 2474
Mr Colin Borg
Administrative Officer
2340 3000
- 20 -
The University of Malta Website
Over the past years, the University of Malta Website has become an important
communication channel for prospective and current students, staff and
external audiences seeking information about the University.
The previous website, which had been launched in 1998 required a 'fresh look'
along with improved organisation of online information. The redesigned
University website, launched in October 2007, is available at www.um.edu.mt
and has a Maltese and English version. The website is user-friendly and is kept
up-to-date with current information. It has been devised with the user in mind
because although it is a showcase portraying the image of the University of
Malta, it is definitely an audience-focused information service.
The Communications & Alumni Relations Office plays a major role in this
important information service with the help of IT Services. IT Services offers
training and support to assist departments in adopting the University web
templates to create websites. A number of University academic, administrative
and support departmental websites are now online. Further information may
be accessed at: http://www.um.edu.mt/itservices/webproject
Further information may be
obtained from:
Ms Angela Xuereb
Senior Administrative Officer
2340 2163
- 21 -
The Scheduling Office
The Scheduling Office is responsible for the
allocation of lecture rooms on the main campus
at Tal-Qroqq. The use of these rooms is mainly
for lecturing and examination purposes and
other University activities, but on occasion is
Further information may be
obtained from:
Mr Luigi Pellegrini
Senior Administrative Officer
2340 3101
also booked for non-University activities.
The University Library - Knowledge, Support, Innovation....
The University Library offers a range of services for academics, students and
support staff, from book loans to personal assistance for patrons seeking
information. The library is responsible for the services and resources that
include a state-of-the art online catalogue, over 25,000 full-text electronic
journals, e-books, and a bibliographical management tool. With the launch of
its enhanced and redesigned website, the patron is provided with a showcase
of facilities. Through "My Library Account," patrons can renew their loans
and reserve books online. The "E-library" feature allows patrons to search up
to ten databases at once and to find their favourite journal. The Library's
qualified staff offer workshops and one-to-one sessions to train academics and
students on using its various online resources. With the fast development of
library resources and services, satisfying user's information needs has become
the Library's challenge.
- 22 -
Day 3 – Wednesday 6th April 2011
The University Chaplaincy
The Chaplaincy at University is very active, organizing various activities for
students and staff. Apart from the specifically spiritual activities, it organizes
courses and seminars for personal growth such as lunch break sessions for
staff, Student Encounters for first year students and Engaged Encounters (a
marriage preparation course for University students, graduates and staff). The
Chaplaincy co-ordinates the voluntary work option as part of the Degree Plus
Programme, inviting students to spend some hours doing voluntary work in
areas such as with children, elderly, refugees, environment and young people.
The Chaplaincy offers spiritual nourishment through various opportunities:
Weeks of Guided Prayer, Christian communities, live-ins, retreats and the
Spiritual Exercises of St. Ignatius as well as the daily liturgies and the liturgies
of the major feasts. In summer, the Chaplaincy organizes voluntary work
abroad in Egypt, Ethiopia, Naples and other trips to meaningful places such as
Taize. The events are organized by students and staff themselves and thus
promise to be fresh and meaningful.
The Chaplain is Fr. Michael Bugeja sj and is aided by the community of Jesuits
living at Dar Manwel Magri sj adjacent to University. There are also two lay
pastoral assistants. Ms. Edith Boffa co-ordinates the Voluntary Work Option
in the Degree Plus Programme and Ms. Veronica Zammit. For further
information please visit http://home.um.edu.mt/chaplaincy.
Further information may be
obtained from:
Rev Michael Bugeja
Chaplain
2340 2341
- 23 -
The University Sports Complex
The University sports and recreational facilities are made available to all
students and staff on request. Outdoor facilities include two 5-a-side football
pitches, whilst a multi-purpose sports hall can be booked for various sports
including handball, basketball, volleyball, netball and badminton.
A five-a-side football league and a volleyball league for staff are also organized
throughout the year.
An Olympic-size swimming pool and diving pool in the University grounds
was inaugurated for the 5th Games of the Small States of Europe in May, 1993.
There is also a fitness centre next to the Olympic-size swimming pool. Both
staff and students can benefit from special rates for the use of both facilities.
Further information may be
obtained from:
Mr Oliver Mallia
Sports Manager
79708054
- 24 -
The University Counselling Unit
The University Counselling Unit is the main psychological service on Campus.
Both staff and students are eligible to make use of the service. The unit offers
individual counselling sessions to students or staff, group sessions, prevention
seminars and training. Counselling is provided in order to allow members of
the university community to make the most of their time at university and
empower them towards achieving a fulfilling life. Short-term personal
counselling is done on an individual basis and in a confidential setting.
Counselling provides a chance to understand and change feelings, behaviour
and situations that are problematic. The group sessions are mostly aimed at
students going through specific rough patches or preparing themselves for
exams. The training aims to make members of staff aware of the service and of
physical, psychological and emotional symptoms that students may show and
which may indicate severe stress, depression or any other limiting condition.
Further information may be
obtained from:
Ms Lorleen Farrugia
Front Desk Intake Officer
2340 2235
- 25 -
IT Services
The University IT Services is responsible for the University IT infrastructure
and offers a range of facilities and services to assist staff and students with
their IT-related needs. The campus network connects together into one virtual
campus all offices, laboratories and buildings that are located at the various
University sites in Malta and Gozo. Services available over the campus
network include access to the Internet, Library online periodical, electronic
Student Information System (eSIMS) and the Administrative Information
Management System (AIMS). IT Services computers (workstations) are
available in various computer labs and other locations across campus for use
by students and staff. These workstations are installed with standard
application software and offer access to email, web browsing, networked file
storage, printing and scanning. Wireless hotspots are also available for those
students and staff using their own laptops/PDAs to access online information
and email.
IT Services maintains the University Virtual Learning Environment (VLE)
platform and supports staff and students with the use of this e-learning
technology. Other services that are provided to the campus community
include video-conferencing facilities and website hosting & support. IT
Services administers academic site licences for a number of commonly used
software packages including plagiarism detection, antivirus and statistical
software. University staff and students may purchase software at academic
prices for use on office/home computers. IT Services organises training
courses for staff and students on the use of standard application software,
statistical analysis tools, web authoring, the VLE and the plagiarism detection
software. IT Services is an accredited European Computer Driving Licence
(ECDL) Test Centre offering students and staff the opportunity to enhance
their IT skills and obtain ECDL certifications.
IT Services manages the Maltese National Research & Education Network
providing access to the GÉANT network which connects over 3500
- 26 -
universities and other research and education institutes across Europe
together with other similar networks worldwide. IT Services also provides
operational and technical support to the Malta Internet Foundation which is
responsible for the .MT top-level Internet domain for Malta.
Further information about these and other services provided by IT Services is
available online at:
www.um.edu.mt/itservices
The IT Services building is located near entrance to Car Park 3 (Campus Map Location
45),
and
is
open
from
Monday
to
Friday
as
follows:
Oct 1 - May 31
==============
Reception & User Support ~ 0800 - 1645hrs
Open Access Areas ~ 0800 - 2000hrs
Jun 1 - Jun 15
==============
Reception, User Support & Open Access Areas ~ 0800 - 1645hrs
Jun 16 - Sep 30
===============
Reception, User Support & Open Access Areas ~ 0800 - 1300hrs
Further information may be
obtained from:
Further information may be
obtained from:
Mr Robert Sultana
Director
2340 2260
Mr James Cilia
Deputy Director
2340 2149
- 27 -
Office of the Registrar
The Office of the Registrar is responsible for the academic administration at
the University, including all matters related to courses and students, ranging
from admissions, lecture and examinations scheduling, academic records of
students, yearly progression to graduation.
The Office also has responsibility for other student services such as the
Students Advisory Services, the Special Needs Facilitator and the Chaplaincy.
As Secretary to Senate and to all Faculty, Institute and Centre Boards, the
Registrar is responsible for seeing that all Senate decisions and all regulations
and bye-laws are acted upon and correctly implemented. The Registrar is
represented in the different Faculties/Institutes/Centres by an officer in
charge in order to ensure that regulations and bye-laws are adhered to.
The Student Information Management Systems (SIMS) Office falls under the
responsibility of the Office of the Registrar and is responsible for SIMS, the
students' records database of the University. The software is used by
administrative staff in central and Faculty/Institute/Centre administrators to
record and manage students’ data. The software facilitates the management
of data accumulated during the students’ years of study. Regular training
courses on the use of the software are organised by this Office for all
administrative staff. Students are able to view their own data, including
results, by logging in to the on-line system, eSIMS. eSIMS is also available to
academic members of staff.
The Admission & Records Office (ARO) is primarily responsible for the intake
procedures for admission to University undergraduate and postgraduate
courses by local and overseas applicants. This office is also responsible for the
following:
- 28 -
(a) Issuing of Transcripts;
(b) Requests for Revision of Papers; and
(c) Provision of Invigilators for examinations for most Faculties, Institutes and
Centres.
The Certification Office is primarily responsible to organise the various
Graduation ceremonies, to progress students who successfully completed their
course of studies to show that they will be graduating during a particular year
and to issue certificates related to the particular award students would be
eligible for.
Further information may be
obtained from:
Ms Veronica Grech
Registrar
2340 2385
- 29 -
The Staff Welfare Fund
This is a fund set up and run by the administrative, technical and support staff
of the University to support members in need of help. It is funded through its
members’ contributions. The yearly membership fee is either one vacation
leave day or its equivalent in money. Each request for help is considered by
the Fund’s governing body which decides on the merits of each case. The three
main criteria used to determine the Fund’s contribution are the validity of the
request, the amount of money required and the ability of the member to
sustain such a cost. Full confidentiality is maintained. All requests, including
membership, are to be forwarded in writing either to Mr. Benny Borg Bonello,
Chairman or Mr Tonio Agius, Secretary.
Further information may be
obtained from:
Further information may be
obtained from:
Mr Benny Borg Bonello
Chairman
2340 1133
Mr Tonio Agius
Secretary
2340 2234
- 30 -
The Staff Collective Agreement
In Malta, similar to most European countries, the government sets working
conditions, which allow employers and employees to have a structure with the
national standards of the conditions of employment. These are normally found
in the Employment and Industrial Relations Act (EIRA).
The Union
Haddiema Maghqudin (UHM), having the sole recognition at University, and
the University of Malta work together to draft a collective agreement which
sets other conditions of work, over and above the EIRA, which are granted to
Administrative, Technical and Industrial Staff.
The last Collective Agreement which is the one still in effect was signed in
August 2007. Currently representatives from all parties involved in the
negotiation process are meeting to finalise discussions about the new
Collective Agreement. During these negotiations the UHM is holding
discussions about better working conditions, such as flexible work
arrangements, study leave, sports leave, qualification allowances, and is also
identifying different mechanisms of staff progression and salary structures.
A copy of the current Collective Agreement is available on the Office for
Human Resources Website and it is also available upon registration as a
member on the UHM website: www.uhm.org.mt
Those interested in joining the Union Haddiema Maghqudin can register by
filling
the
appropriate
form
obtained
from
representatives.
Further information may be
obtained from:
Mr Noel Caruana
Shop Steward
2340 2847
- 31 -
the
UHM
University
The Student Advisory Services
The Student Advisory Services has been set up in response to a long felt need
to provide a growing student population with more personalized services. The
office integrates both public relations and an administrative function and
attempts to provide assistance to students in the following areas:
practical or personal issues related to career paths and courses of study
within the local context;
establishment and maintenance of links with schools particularly those at
the post-secondary levels;
assistance to the Registrar with enquiries relating to courses of study and
the provision of information; and
advice to prospective students and a vocationally related clientele.
The service operates in close liaison with the Counselling Services, the
Admissions and Records Office and the other offices of the Registrar.
Further information may be
obtained from:
Mr Noel Caruana
Assistant Student Advisor
2340 2847
- 32 -