THE UNIVERSITY OF THE WEST INDIES
Meeting of the Board for Non-Campus Countries and Distance Education
Held on May 8, 2004 at the Heritage Hotel, Antigua
PRESENT:
Professor Lawrence Carrington
Ms Edith Bellot
Professor Barry Chevannes
Dr Hamid Ghany
Professor Marlene Hamilton
Professor Stewart Marshall
The Hon. Idabelle Meade
Dr Bevis Peters
Professor Arthur Richardson
Mr Matthew William
Professor Ronald Young
Mrs Joy Pilgrim
Pro-Vice-Chancellor, Chair
Representative of NCC Resident Tutors
Representative of Academic Board, Mona
Principal’s nominee, St Augustine
Pro-Vice-Chancellor, OASIs, Vice-Chancellor's nominee
Director, Distance Education Centre
Representative of the Government of Montserrat
Director, TLIU
Principal's nominee, Cave Hill
Representative of NCC Resident Tutors
Principal's nominee, Mona
Deputy University Registrar, Secretary
By special invitation
Dr Ermina Osoba
Resident Tutor, Antigua
In Attendance
Mr Edwin Brandon
Programme Co-ordinator, Office of the Board
Apologies
Dr Eudine Barriteau
The Hon. Vince Henderson
The Hon. Bertrand Joseph
Dr Denis Paul
Canon Dr Noel Titus
Representative of Academic Board, Cave Hill
Representative of the Government of Dominica
Representative of the Government of Antigua and Barbuda
Representative of ACTI
Representative of ACTI
Absent
Professor Gurmohan Kochhar
Sir Dwight Venner
Representative of Academic Board, St Augustine
Governor, Eastern Caribbean Central Bank
COURTESIES
43.
The Chair welcomed members of the Board, in particular Professor Stewart Marshall, the
new Director of the UWIDEC, and Dr Hamid Ghany who was now sitting as nominee of
the Principal, St Augustine, replacing Dr Watson who is now serving as Director of
SALISES at that campus.
44.
He observed that there had been other changes of membership of the Board consequent
upon government changes in Dominica, where the Honourable Roosevelt Skerritt is now
Prime Minister, and a change of government in Antigua, the Honourable Mr Bertrand
Joseph replacing Dr Rodney Williams. He regretted that the timing of the Board meeting
(settled before the General Election and guided by air schedules) prevented Mr Joseph
from attending on this occasion.
45.
The Chair also welcomed Dr Osoba, the Resident Tutor in Antigua, who was specially
invited to the meeting.
APPROVAL OF AGENDA
46.
The Chair reported that there were no papers for agenda items 7 (Report from ACTI) and
8 (Matters from University Boards). In accepting the deletion of item 8, the Board
expressed its concern at the absence of papers from the Academic Boards in particular.
The Agenda was adopted with the deletion of those items (Dr. Hamid Ghany, seconded
by Professor Arthur Richardson).
MINUTES OF THE MEETING HELD ON OCTOBER 29, 2003
47.
The Minutes were confirmed by Professor Marlene Hamilton and seconded by Dr. Hamid
Ghany.
CHAIRMAN’S REPORT:
Director of UWIDEC and other staff matters
48.
The Chair noted that Professor Stewart Marshall had begun work as Director of the
UWIDEC on March 22, 2004 and is based at the Cave Hill Campus like his predecessor
Professor Badri Koul.
49.
The Chair reported with regret the resignation of Dr. Krishnapillai Murugan, Curriculum
Specialist of the UWIDEC, who would be leaving on May 18th. He would return to India
to rejoin his family and to take up a post at a new open university there.
50.
The process of selection of persons to fill the posts of Senior Assistant Registrar,
Assistant Registrar, Finance Officer and Programme Coordinator of the Distance
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Education Centre had been completed. Agreement had also been reached with the
Campus on extension work to the Outreach Building to accommodate the new staff.
Offers had been made and responses were awaited.
Meeting with Antigua Minister of Education
51.
The Chair reported that on Friday 7th March, he, together with Professor Stewart Marshall
and Mr Ed Brandon had met with the Minister of Education, the Honourable Mr.
Bertrand Joseph. There was some discussion on collaboration with the Government of
Antigua and Barbuda on the advancement of the tertiary sector through the amalgamation
of Antigua’s institutions under a single umbrella. The Minister also expressed interest in
the development of video-teleconferencing as part of the expansion of distance education,
in the improvement of national library services, and in the issue of accreditation,
certification and the portability of credentials in the Caribbean Single Market and
Economy.
Chancellor’s initiatives in the NCCs
52.
The Chair observed that the new Chancellor, in his recent remarks to the University
Council, had expressed a desire to see the University Centres in NCCs develop far
beyond their present stage to become in effect mini-campuses. He had also committed
himself to ensuring that the university consolidates its relationship with its alumni
throughout the region and that the graduates of the UWI become mobilized in their home
countries and countries of residence.
Plans to familiarize new Vice-Chancellor with the NCCs
53.
The Chair reported also that the Vice-Chancellor designate, Professor Nigel Harris, had
expressed his intention to familiarize himself with all the contributing countries of the
UWI before his assumption of duty on October 1, 2004. Consequently, discussions are
proceeding with him to identify periods when he would be available to visit contributing
countries and the Chair would be contacting Heads of Centres and governments in
connection with his proposed visits.
Report of the Consultative Group – Towards a Regional Tertiary Education System
54.
The Chair reminded the Board that a consultative group had been appointed by the ViceChancellor to reconsider and make recommendations on the place of UWI in the tertiary
landscape of the Caribbean; it had submitted a report to the Finance & General Purposes
Committee and to the University Council. Both bodies noted the report and expressed
satisfaction at the direction of development of the proposals. The Task Force would
continue working towards a strategic response, which will allow a deeper and stronger
relationship between tertiary level institutions and the University, while maintaining and
enhancing quality and facilitating access.
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55.
56.
The terms “college of the UWI” and “college affiliated to or in association with the
UWI” were the terms being used in the discussion. The benefits that the working group
wants to see offered to colleges are the following.

Ability to offer UWI programmes

Possibility of programmes offered by colleges being certified by the UWI and
becoming programmes of the UWI.

Having their students admitted to a campus of the UWI for any part of their study
within the programme for which they registered.

Their students having the same priority for entry to a campus as students on
intercampus transfer and students registered for distance programmes

Members of Colleges having reading and reference access to the libraries of the UWI
without fee; borrowing privileges on payment of a prescribed caution deposit; access
to databases of the UWI either in its libraries or remotely in their institutions on the
same basis as members of the UWI with provision for reciprocity.

Having their staff designated as examiners for university courses that they teach;
represented on bodies that deal with the design, delivery, assessment and evaluation
of programmes and courses that they teach; enjoying access to staff development
activities of the UWI

Having students of Colleges receive a UWI qualification for programmes approved
by the UWI and the institution of their registration being recorded on the UWI
certificate.
Certain conditions have been discussed including the following:

Where a College wishes to offer a programme of another institution after the date of
signing the College agreement with the UWI, the concurrence of the UWI should be
sought.
57.
The Task Force had proposed that The University of the West Indies (UWI) create an
Ordinance to recognize appropriate institutions as Colleges of the UWI, in association
with the UWI or affiliated to the UWI.
58.
The Chair also observed that it was likely that CARICOM would be organising
consultations on tertiary education and that it is vital for the two activities to inform each
other.
59.
There was some discussion of the likelihood of TLIs being interested in becoming
“colleges of UWI”. Mr William expressed the view that such a designation and
relationship would only be appropriate or desirable for new institutions. The Chair noted,
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however, that some well established institutions in the region had asked for some such
status. It was necessary therefore to operate with a range of possible relationships.
60.
PVC Hamilton stressed the fact that any relationship entailed the expenditure of more
resources; she noted, for instance, that campus libraries were already overstretched by oncampus students. The Chair reassured her that the question of resource implications was
at the centre of the Task Force’s deliberations. The Honourable Idabelle Meade enquired
whether the University was working on the general question of financing higher
education; she observed that too often the region’s governments forgot that the UWI was
their university and could help in the formulation of policy.
61.
Professor Chevannes observed that it would assist the University if TLIs saw a future as
degree-granting institutions; the UWI’s own planning had anticipated such a direction of
growth. Mr William raised the issue of a regional accreditation body; PVC Hamilton
observed that CARICOM was now pushing national organisations rather than a regional
accreditation body, but the issue was relevant to the shaping of a regional tertiary
education policy.
62.
The Chair observed that the incoming Vice-Chancellor should be presented with a clear
policy in which the resource implications were equally visible.
Outcome of submissions to UGC
63.
The Chair noted that the University’s request for funds from the University Grants
Committee did not meet with as great success as is necessary for maintaining our rate of
development. There was a significant drop in the funds that the governments will be
allocating in 2004-2005 and it will be necessary to introduce austerity measures.
Discussions are being scheduled to discuss how the University should respond to these
challenges.
Caribbean Knowledge and Learning Network (CKLN)
64.
The Chair reported that in February, Grenada was host to the inaugural meeting of the
Caribbean Knowledge and Learning Network (CKLN), a venture being promoted by the
World Bank with strong support by the governments of the OECS. Representatives of
UWI attended the meeting and the University had subsequently expressed a strong
interest in the development of the project. The Chairman cautioned that no money has
yet been provided for actual hardware and systems but only for project development. It
is anticipated that the TLIs in the region will be linked by satellite via the E-Link
Americas project.
Dominica issue (Min. 6)
65.
The Chair invited Dr Peters to comment but Dr Peters was not clear as to the problem to
be addressed.
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Matriculation matter for BUS (Min.17)
66.
The Chair observed that this matter had been sent to the Board for Undergraduate Studies
and its acceptance by that Board was reported in the Minutes of the Academic
Programme Committee (APC.P.11) which would be considered later.
E-mail submission of assignments (Min. 24)
67.
The Chair noted that this suggestion too had been accepted by the two Boards to which it
had been sent and they had asked that regulations be adjusted to accommodate it. Mrs
Pilgrim reported that a meeting to consider examination regulations in general but with a
specific concern for the consequences of digital texts would be held soon at Cave Hill.
Membership of APC (Min.29)
68.
The Chair indicated that he had not revised the membership of the APC as he wished to
give the new Director time to become familiar with its operation.
MOU for Nevis (Min.39)
69.
The Chair observed that progress on this item should now await consideration of a wider
policy paper (BNCC/DE.P. 12), to be taken later in the meeting.
Law Curriculum with H. Lavity Stoutt Community College
70.
The Chair reported that the Dean of Law had visited BVI and held discussions with a
group of attorneys, officials of HLSCC and the SCS Resident Tutor on the development
of legal education at the pre-degree level in the BVI.
REPORT FROM OFFICE OF THE BOARD FOR NCC/DE
Outreach Activities to NCCs 2003/4
71.
The Chair invited Mr Brandon to present BNCC/DE. P. 10, setting out Outreach
Activities to the Non-Campus Countries 2003/4. Mr Brandon noted that less information
had been received this year than for the previous year. The Chair asked Deans and others
to respond to requests for information; it was noted also that Deans should be informed of
relevant activity through the normal processes of obtaining permission to travel. It was
also noted that information could be gleaned from the minutes of the Board for Graduate
Studies and Research and, for earlier years, from Departmental Reports.
Minutes of the UWIDEC Academic Programme Committee held on April 2, 2004
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72.
The Chair introduced BNCC/DE. P. 11, Minutes of the UWIDEC Academic Programme
Committee held on April 2. The Board noted in particular:

#63 consideration of revised membership of the APC.

#64 action to allow students to benefit from changes in “double counting” rules.

#65 a request to arrange for necessary regulations to be formulated to give the
UWIDEC authority for registrations, etc.

#66 assurance from the Board for Undergraduate Studies that it had approved a
request for provisional registration and that this would be communicated to relevant
officers.

#67 agreement of other Boards to proposed changes to Examination regulations to
allow for e-mail submission of coursework.

#68 implementation of a decision to provide on-line access to the Committee’s
documents.

#69 imminent meeting with the University Librarian on the use of funds for library
staff in the non-campus countries.

#70 The Chair noted that Mr Ken Sylvester had been appointed project manager of
the CKLN.

#72 The Chair reported that the planned computer upgrade should be completed by
the new academic year.

#78 Professor Chevannes recorded his dismay at the unintentional short-changing of
students in the DEC version of SY32E, since they had not been required to pass the
usual pre-requisites. Dr Osoba reported that these students were also disadvantaged
by the non-arrival of course materials.

#79 The Chair asked Dr Ghany to consult with colleagues on the decision of
Academic Board, St Augustine, to check students’ employment status if they
registered as full-time distance education students. In discussion the problems of
students registering full-time while also in full-time employment was aired and the
new circumstances created by on-line access were noted. It was agreed that a paper
should be prepared for University Finance and General Purposes Committee that
should be sent simultaneously to the Academic Boards setting out suggestions for a
comprehensive rethinking of regulations on this matter. Action: Office of the Board
and DEC.

#80 Mrs Pilgrim reported that a small committee would be presenting a
recommendation to BUS on movement between certificates, diplomas and degree
programmes. It was noted that these recommendations should cohere with the
various articulation arrangements designed by the TLIU.
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
#81 An “Evening University” launched the previous day by the Principal, St
Augustine. Mrs Pilgrim outlined the discussions leading up to the launch and the
regulatory changes required. PVC Hamilton compared the proposal with current
practice at the other campuses, particularly Cave Hill, and it was noted that elsewhere
facilities for students attending after normal working hours were minimal or nonexistent. Ms Bellot observed that the operation of the DEC similarly short-changed
students. Professor Young suggested that the St Augustine initiative provided an
opportune moment to look closely at current practice throughout the University.
Action: Office of the Board

#93 on proposals to establish representation for UWIDEC students. PVC Hamilton
observed that the Deputy Principals should be involved in these discussions.
Policy on non-UWI sites
73.
The Chair asked Mr Brandon to present BNCC/DE. P.12, Policy on non-UWI sites, that
had been passed on for consideration from the APC. The Chair added details of the
practical difficulties of jurisdiction and of extra-budgetary expenditures that had resulted
from existing practice.
74.
In discussion, Professor Young observed that it appeared the University was caught on
the wrong foot, responsive rather than taking the initiative, unable to engage in hard
bargaining with other groups. There was need for a more entrepreneurial approach, with
serious attempts to discover what the market demands. Dr Peters stressed the variety of
providers with which the DEC is involved. The Chair drew attention to the
disaggregation of the costs of distance education required by the proposal; it was noted
that much work had already been done on these issues in general.
75.
The Board endorsed the general direction outlined in the paper and agreed that a followup paper should be produced. Action: Office of the Board and DEC.
Open access to research
76.
The Chair invited Mr Brandon to present BNCC/DE. P.13, Open access to research,
which had also been sent on from the APC. It proposed:



77.
Provisions for the electronic submission and examination of theses.
Activity to focus on and recognise the value of Internet material in teaching and
research.
Suggestions for a policy to require open access dissemination of UWI-funded
research and a move to open access Web publication for UWI journals.
Professor Young observed that much of what was set out in the paper was now inevitable.
He warned, however, that there is considerable expense involved, and that as a
8
consequence much Internet material eventually becomes ephemeral.
archiving need to be formulated.
Policies on
78.
Mrs Pilgrim noted that the Board for Graduate Studies had already moved on the first
issue, and is currently revising its Thesis Guide appropriately.
79.
Dr Ghany expressed reservations about shifting all research work or UWI journals to
open access. Professor Chevannes pointed out that the refereed on-line publication of
books was a difficult matter at the moment.
80.
The Board endorsed most of the ideas in the paper, while noting concerns for intellectual
property issues, the considerable costs involved, and the impact on journals that are
currently under-prepared for moving in this direction. It suggested that it was up to the
UWIDEC to encourage the University more generally to move in these directions.
MATTERS FROM THE UNITS
Distance Education Centre
81.
The Chair invited Professor Marshall to introduce BNCC/DE. P. 12, a Report from the
UWIDEC. Professor Marshall indicated that P. 12 represented a combination of the
Reports received by the APC on activity at the three campus sites. In future he would
present a report organised functionally. He remarked that the contents of the Report were
simply for noting; he added that the timeframe given by the CKLN was such that no
changes in operation could be expected for at least one year.
82.
He observed that his initial impression was that the original modus operandi of the DEC
was an attempt to use technology to replicate face-to-face activity, in effect a deficit
model of distance education, whereas it ought to provide substantive distance and adult
education, reinforcing student learning rather than dependence on a teacher. He
vigorously endorsed the intended shift to asynchronous learning. He would present a
vision paper after there had been a retreat of the DEC staff so that a shared position could
emerge.
83.
Professor Young remarked that his own experience of UWIDEC teaching showed it to be
generally unsatisfactory: too much time is wasted checking sites; capabilities at different
sites vary; participants are not instructed how to use the facilities that do exist. Mr
William added that students are often unable to prepare as intended for teleconferences
because of the late arrival of materials.
84.
In discussion, the poor enrolments in the Jamaican B.Ed. programmes and in Family
Medicine were queried. The Chair noted that there had been management faults in the
case of Family Medicine and the programme had started prematurely.
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85.
The Honourable Idabelle Meade enquired about the aims of the Caribbean Association
for Distance and Open Learning. Professor Marshall replied that it was to promote
professional activity among those engaged in the field; it might sponsor a journal, and
would be the appropriate body to bid to hold the next pan-Commonwealth forum on
Open Learning.
86.
PVC Hamilton asked why the Mona School of Education had been asked to prepare
proposals for two projects in the Eastern Caribbean. The Chair indicated that in one case
it was because Mona had been responsible for a Certificate in Adult Education, which
was the focus of interest. He did not know why Mona had been approached in the other
case. He suggested that it was incumbent on the Schools of Education to communicate
among themselves.
School of Continuing Studies
87.
The Chair took the Board through BNCC/DE. P. 15, a Report from the School of
Continuing Studies. He observed that the Report was short since the School had devoted
most of its time to preparing the Associate Degrees for offer in September; they would be
administered by the Mona Registry. He noted that Senate had been asked to approve the
explicit mention of Associate Degrees among the distinctions awarded by the University;
members were being canvassed and a decision was expected shortly. PVC Hamilton
expressed her reservations that the programme had been advertised before the formal
approval of Senate had been obtained.
88.
He drew particular attention also to the launch of Beverley Steele’s book, Grenada: A
History of Its People.
89.
He also noted that renovations to the University Centre in Antigua were advancing
satisfactorily, and thanked Dr Osoba for her assistance with the present meeting of the
Board.
Tertiary Level Institutions Unit
90.
The Chair invited Dr Peters to present the papers from the TLIU.
91.
Dr Peters indicated that BNCC/DE P.16, an Update on the Workplan, was simply for
noting.
92.
He then presented BNCC/DE P.16a, a Report on the Assessment of the Cipriani College
of Labour and Co-operative Studies (CCLCS) to Deliver UWI Bachelors in Social
Sciences Level I. In discussion Dr Ghany expressed surprise that the full report had not
originally been sent to him for signature and explained the basis for the reservations
expressed by his Faculty. It was noted that if the Board for Undergraduate Studies
approved the proposal it would still be up to his Faculty to sign off on the fulfilment of
any conditions imposed by the University. Such approval would also give the College
10
leverage to have the conditions met. The Board agreed to send on BNCC/DE. P.16a to
the Board for Undergraduate Studies for its approval, subject to the Faculty being
satisfied about the required extensions and renovations.
93.
Dr Peters presented BNCC/DE. P.16b, a Proposal for Establishing a Collaborative
Relationship Between The University of the West Indies and The University Hospital of
The West Indies School of Nursing in Delivering the UWI BScN Generic Degree. The
Board noted interest from Cuba, and from the Ross off-shore medical operation, in
training nurses. There was some discussion also of whether the proposal had been
considered at Academic Board. The Chair noted that the UHWISN was a good example
of an institution that might fit in to a college structure.
94.
The Board noted the omission of the budget and agreed to send BNCC/DE. P. 16b to the
Board for Undergraduate Studies for approval.
95.
Dr Peters introduced BNCC/DE. P.16c, concerning the Equivalency of a Regional
General Education Course with a UWI Bachelor’s Degree Course. The Board agreed to
send BNCC/DE. P.16c to the Board for Undergraduate Studies for approval.
96.
Dr Peters presented BNCC/DE. P.16d, a preliminary proposal to undertake a project to
establish a Post-graduate Higher Education Training for Staff of Regional Tertiary Level
Institutions (TLIs) Through a Consortium Arrangement. He reminded the Board of its
earlier discussion of this idea. Professor Chevannes queried the large cost which Dr
Peters explained was mainly a matter of estimating the University’s “in kind”
contributions. PVC Hamilton enquired whether the work so far had taken cognisance of
UWI staff with an interest in the kind of qualifications being proposed. Professor
Richardson, noting the School of Educations’ familiarity with an earlier stage of the
proposal, remarked that there needed to be articulation of the short-term courses within
the more traditional degree structure.
97.
The Board agreed to send BNCC/DE. P.16d to the Board for Graduate Studies and
Research for endorsement.
98.
Dr Peters finally presented BNCC/DE. P.16e, a Proposal for Excelsior Community
College to deliver the University of the West Indies Bachelor of Science Degree in
Nursing Education, noting that it paralleled the proposal for UHWISN considered earlier.
The Board agreed to send BNCC/DE P. 16e to the Board for Undergraduate Studies for
approval.
MATTERS ARISING NOT OTHERWISE TAKEN ON THE AGENDA
GPA exemption (Min. 17)
99.
Mrs Pilgrim reported that BUS had received BNCC/DE. P. 3a from the previous meeting
but had found the issue confusing, since earlier TLIU recommendations for exemption
11
had used different GPAs. The Board agreed that different values might be needed to
reflect differing evaluations of other programmes.
Nature of FTEs in the SCS (Min. 18)
100.
PVC Hamilton asked whether the suggestion that the SCS would calculate FTEs would
involve their incorporation in ordinary UWI numbers. The Chair replied that this was not
the intention; it was simply a move to allow the SCS to conduct its own business more
efficiently.
Open Access to APC papers (Min. 27)
101.
Ms Bellot enquired whether site co-ordinators had been informed of the availability of
APC minutes and papers. Mr Brandon reported that a circular e-mail had been sent to
them and other interested persons.
Advisory Board for CHTM (Min. 41)
102.
The Chair noted that Mrs Pilgrim had followed up the query about an Advisory Board for
the CHTM. The matter did not fall under this Board, but he noted that the ViceChancellor would be establishing an Advisory Committee with a wider mandate, to
oversee the CHTM and the activities of the Faculties of Law and of Medical Sciences in
the Bahamas.
DATE AND VENUE OF THE NEXT MEETING
103.
The Chair reported that it had been decided to hold the next meeting of the Board on
Friday, October 1st in the Bahamas.
ANY OTHER BUSINESS
Retirement of Mrs Pilgrim
104.
The Chair drew the attention of the Board to the fact that this was Mrs Pilgrim’s last
meeting as Deputy University Registrar and Secretary.
He expressed his great
satisfaction working with her in the Board, and thanked her for her contributions to its
work, in particular to her guidance on matters affecting regulations and practices. He
looked forward to the University’s marking her retirement in an appropriate way.
Representation of Resident Tutors
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105.
The Board observed also that the term of office of the two Representatives of the
Resident Tutors was coming to an end. The suggestion was made that such
representation should be staggered so that an element of continuity could be achieved.
Summer School
106.
Ms Bellot raised the question for the cost of the Summer School for DEC students.
Professor Marshall noted that the figures being quoted may well be in error; the DEC was
looking in to the matter.
B.Ed. Students
107.
Ms Bellot enquired about the progress of matters concerning with the OECS B.Ed
students who should have completed in 2002. The Chair noted that Dr Welch was trying
hard to clear up remaining problems.
English for Academic Purposes
108.
Ms Bellot raised the problem of numbers of students likely to enrol in the English for
Academic Purposes course. It was suggested that the topic be discussed at the SCS Staff
conference.
Lapse of Credit
109.
Ms Bellot raised the question of how students who withdraw from a programme would be
treated on re-entry. It was noted that if they had been given leave of absence the rule for
lapsing credit ought not to apply, but the issue deserved further investigation with the
Board for Undergraduate Studies. Action: Office of the Board.
Rule on number of attempts at an examination
110.
It was observed that the DEC may not have been applying such rules as exist on this
matter with much rigour.
The meeting ended.
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Office of Administration
June 25, 2004
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