Alumni Relations Policy Manual for UWI by UWI Alumni Online

Alumni Relations is EVERYBODY’S business! “Faculty, students and administrations come and go…. but the alumni go on forever! They are the only permanent part of an educational institution.” Eustace D. Theodore – Yale University

This manual was developed by Celia Davidson Francis, Director - Alumni Relations, Institutional Advancement Division, The UWI, in 2018 based upon global best practices used by other institutions.

TABlE OF COnTEnTS Pages 1. 2. 3. 4. 5. 6. 6. 7. 10. 13. 14. 18. 19. 23. 24. 25. 26. 27. 30. 32. 34. 36. 42. 46. 48. 54.

Preamble Alumni Cultivation: From Recruitment to Graduation and Beyond Overview Requirements for AR Effectiveness Alumni Symbols = One UWI The Pelican - The UWI Symbol That Inspires Loyalty and Pride The Pelican Award Student Alumni Programming Alumni Communications The Triple “S” Mandate of UWI Alumni Relations Alumni Relations Personnel Connectology The UWI Alumni Association Campus Alumni Programming Support of Alumni Relations by Management Campus Alumni Support Support by University and Campus Marketing & Communications Strategic Plan for Alumni Relations The Mission of Alumni Relations Campus Infrastructure Guidelines UWIAA Guidelines UWIAA Constitution for UWIAA Chapters The UWIAA - A Legitimate Authority of The UWI Roles and Responsibilities of the IAD, Alumni Chapters and Campus Alumni Offices UWIAA Chapter Activities Policies Relating to ALUMNI Online

61.

UsefUl InformatIon 61. Code of Ethics for Alumni Relations 63. E-mail Contact Listings for UWIAA Chapters 64. UWIAA Chapters’ Sample Report for the Annual Central Executive Committee 65. UWIAA International Chapters 66. UWIAA Chapter Election Process 67. Global Listing of Alumni Chapters/Contacts 68. IAD Annual Awards for Alumni and Chapters 69. Brief Guide: How to Start a UWIAA Chapter 71. Aims/Objectives of UWIAA Chapters 80. The UWI Alumni Pledge 81. The Regional Pelican Perks Programme 82. Alumni Philanthropy 86. The University Song 87. Caribbean Pride - Important Holidays for UWIAA Chapters

88.

UWI stat sectIon 88. Overview 90 UWI STAT’s Comprehensive Training Guide 91 Terms of Reference - Country Visit Programme 95 Promotion of the CARICOM Skills Certificate

PREAMBlE: This Alumni Manual seeks to guide Campus Administrators, Faculty, Campus Alumni Officers, UWIAA Alumni Presidents and their Executive Committees and Student Alumni Organisations and to provide a coordinated framework for the management of the alumni engagement function. This publication was developed by Celia Davidson Francis, the Director of Alumni Relations for The UWI in 2018. It is based on the Finance and General Purposes Committee Approved1999 Structure for Reforming the UWIâ&#x20AC;&#x2122;s Alumni Relations, the revision to Ordinance 2 in April 2002 and input from the UWIAA Chapters and Campus Alumni Offices. Ordinance 2 lays down the parameters within which Chapters are encouraged to formulate or revise their individual constitutions. It is understood that what obtains for a Chapter in a traditional Campus Country may not necessarily obtain for one in a UWI Open Campus country or for an international Chapter and all variations should be agreed by the Director of Alumni Relations for The UWI.

AlUMnI CUlTIVATIOn:

FROM RECRUITMEnT TO GRADUATIOn AnD BEYOnD Alumni Relations (AR) is just what it sounds like – the building of relationships with our alumni, however AR does not begin at graduation. Alumni are cultivated from their letter of acceptance all the way through graduation and are influenced by every academic, administrative and co-curricular experience they have. Therefore the entire University of the West Indies (The UWI) community cultivates each graduate. Our alumni are The UWI’s most valuable product as they are the living history of an institution. Therefore The UWI recruits and retains its alumni population through the active involvement of everyone in the University community. In short – “AR is everybody’s business!” The life of a student and future graduate starts from acceptance at one of our four UWI campuses, with our Registrars and Student Services welcoming students, sharing our history and traditions and making them feel an important part of The UWI family. This sense of “belonging” is enhanced from Orientation all the way through to Graduation. Research shows unequivocally that student experience directly impacts alumni loyalty. A negative student experience results in low loyalty to The UWI. Campus administrators, student services managers, faculty and staff have a major role to play in the development of alumni loyalty to Alma Mater because students are all future alumni. Successfully engaged alumni were formerly successfully engaged students and are an invaluable resource as they are The UWI’s advocates, marketers, promoters, guest lecturers, mentors, e-mentors, donors and more. alumni relations mission: “To maintain contact and commitment amongst UWI alumni so that they view the institution as a lifelong partner for professional and personal enrichment, pledging volunteer and financial support, in order to ensure the continued development of The University of the West Indies.” The overarching strategic goal is Alumni Engagement The UWI Alumni Association (UWIAA) is one of the Authorities of the University and was established by the University’s Charter, Statutes and Ordinances. The UWIAA is allocated two seats on the Council of the University every year:– an Alumnus Representative and one Council Representative. It functions through Chapters located in the various Caribbean countries, as well as countries outside the region.

OVERVIEW The Alumni Relations arm of the Institutional Advancement Division (IAD) always bases its Strategic Plan on the current 5-Year University Strategic Plan, as well as the mandates of Ordinance 2 and Statute 34: that alumni participate in the governing bodies of The UWI, promote intellectual development, assist philanthropically as benefactors and stimulate and foster Caribbean unity. As a part of the IAD’s student alumni programming, the UWI STAT (UWI Students Today, Alumni Tomorrow) Vice Chancellor’s Ambassador Corps promotes “Pelican Pride”, at orientation; and through general peer education, underscores the relevance of AR. The IAD’s Pelican Perks Programme adds value to the UWI Alumni Association (UWIAA) membership through discounts which also apply to students, so students see value in joining the UWIAA to continue receiving these “perks”. The alumni database enables graduates with e-mails to be contacted with special Birthday Greetings and to be given updates and news through the monthly UWI Nexus and the quarterly alumni magazine: UWI Connect. E–Mentorship allows alumni globally to share their academic and professional advice. Pelican Talks, a quarterly Google Hangout, is an interactive online interview designed to allow alumni to know each other’s achievements and interests. Graduating classes are given complimentary UWI E-mail for Life addresses; and social media, which is highly interactive, is used to keep alumni engaged. The IAD instituted the Alumni Pledge which is recited at graduation. The Division strives in myriad ways to build “One UWI, One Alumni Family”. Caribbean icon Eric Williams said that, “The first duty of an alumnus is to his Alma Mater”. Cultivating student affinity from acceptance to graduation and beyond in order to build a culture of lifelong alumni involvement and philanthropy is the collective goal of the Alumni Relations professionals of The UWI. To reiterate: the cultivation of alumni begins from acceptance and continues beyond graduation as illustrated below: accePtance Contact with The UWI begins Orientation: Campus and Student Alumni Programming stUDent lIfe Interaction: Faculties, Lecturers, Student Services, Administration, Co-Curricular Activities, Fellow Students, Alumni Mentors and Guest Speakers alUmnI lIfe Advocates, Marketers, Guest Lecturers, E-Mentors, Donors, Mentors and UWIAA Members

“The overall goal is to increase and enhance engagement amongst The UWI global network of alumni.” – Celia Davidson Francis, Director of Alumni Relations for The UWI

REQUIREMEnTS FOR AR EFFECTIVEnESS staffInG The Director of Alumni Relations works with and through the Campus Alumni Officers to provide student alumni and alumni programming for the University. All members of The UWI community play a role in AR and all contribute to enhancing the student experience, so that graduates wish to remain involved and connected to the University. cHallenGes In order to provide a really robust variety of events, activities and programmes, including Class Reunions, Networking and Career Services, additional staff resources are required. Research shows that universities of similar student and alumni populations have dedicated Alumni Relations staff ranging from 17 to 60 members centrally, which allows them to have strategically focused portfolios. Adequate staffing also allows these tertiary institutions to set varied goals with measurable targets and to accomplish the immediate evaluations of same, within set time frames. Like The UWI, these institutions also work closely with their respective alumni groups/associations. Resources assigned to AR are an investment which will reap significant rewards in terms of increased engagement, lobbying, networking, advocacy and philanthropic involvement by the alumni population. reQUIreD monItorInG mecHanIsms University registrar and Director of alumni relations – Annual September Meetings with Principals, Deputy Principals, Campus Registrars and M&C University and Campus Directors to set regional objectives campus registrar and campus alumni officers (cao) – to discuss alumni activities at the campus level - January 15 and June 15 annually reports on structured campus alumni Programming – the number and attendance at Young, Professional and Established Alumni events - provided by the Campus Registrars to the IAD report on 50th anniversary class reunions – provided by the IAD campus registrars and caos – report on number of alumni who attended all faculty and campus events – January 15 and June 15 annually UWIaa Presidents – Central Executive Committee (CEC) Meeting Reports (including Pelican Awards)

AlUMnI SYMBOlS = OnE UWI one UWI

– Emphasis on regional Caribbean Pride and Unity (Overarching sentiment - Ubuntu – I am because you are.)

official tagline: “One UWI, One Alumni Family.” official symbol: UWI Pelican – found in all UWI countries. official slogan: “Show your Pelican Pride - Stay Connected to your Alma Mater.” alumni Pledge: Developed by the Director Alumni Relations for The UWI and approved by the UWIAA Presidents. The UWIAA President leads the Graduating Class in the recital of the Alumni Pledge at every graduation and on other appropriate occasions. “As a graduate of The University of the West Indies, I commit myself to uphold the ideals and goals of my Alma Mater. My conduct and voice shall reflect the commitment to excellence of the “Light Rising from the West”, as I fulfil my social and professional responsibilities and serve my community and region. I will strive to ensure The UWI’s place as a Caribbean icon: the catalyst for Caribbean development and leadership. It is a legacy that I will proudly help build for future generations. The UWI - First in our hearts and first in our region!” the Pelican:

The symbol of The UWI, the symbol of affiliation for alumni!

The Pelican

- The UWI symbol that inspires loyalty and pride. Research supports the usefulness of the creation of slogans/taglines/visual images which inspire loyalty and pride in institutions. To promote and engender unity the slogan “One UWI, One Alumni Family” was created by the Director, in addition to the Alumni Pledge. The UWI Coat of Arms is the single image that can represent the entire University. The history of the Coat of Arms is interesting. Its design was approved in 1949 and features a shield divided into two with the main part showing an open book superimposed on blue and white wavy lines. The upper part of the shield is red and carries on it a yellow lion. The lion is a symbol of the King, but since the lion cannot be identical with the Royal Lion it has been “differenced” by the addition of black marks on the lion’s skin. These same markings also appear in the Coat of Arms of Princess Alice, the UCWI’s first Chancellor. The crest is a brown Pelican and stands on a Crest Wreath. The brown Pelican is a symbol of care for the young because of the medieval belief that it punctures its breast to feed its young on its blood. It is also used as a crest by both Corpus Christi Colleges of Oxford and Cambridge. UWI alumni are proud of our unique Coat of Arms, and identify with the symbol of the Pelican. Alumni are encouraged to show their “Pelican Pride” by wearing UWI memorabilia (for example a UWI T-shirt or lapel pin), to carry a UWI Visa Card and to use the UWI E-mail for Life address.

tHe PelIcan aWarD: The Pelican Award is presented by any UWIAA Chapter to a fellow graduate of The UWI who has excelled in his/her chosen field or an individual who has contributed significantly to the development of the University or has made an outstanding contribution to Jamaica or the Caribbean Region. This is the most prestigious peer award given by the UWIAA. Each UWIAA Chapter is encouraged to work with and through the Campus Alumni Officer to have a Pelican Award presented annually at an appropriate campus event.

STUDENT ALUMNI PROGRAMMING

UWI stat means: UWI Students Today, Alumni Tomorrow. mission: “The UWI STAT Ambassador Corps gives service, exercises leadership and proudly supports the best interests and traditions of The UWI, its fellow students and alumni, through volunteerism, responsible citizenship and the promotion of Caribbean pride, culture and values.” UWI STAT – The Vice Chancellor’s UWI STAT (Students Today, Alumni Tomorrow) Ambassador Corps is the only regional Corps on all four campuses. It is a unique club as Ambassadors pledge lifelong loyalty and assistance to The UWI and promote lifelong engagement, as members become Alumni Ambassadors and form a cadre of professionals dedicated to the continued development and greater good of their Alma Mater. main mandates: to promote Pelican Pride, UWI and Alumni Relations, CSME and Regional Integration, HIV Aids Prevention, Disaster Mitigation, Environmental Protection, Climate Change, Volunteerism and Service. It is also a disability friendly Corps. History: UWI STAT was developed by Celia Davidson Francis, the Director of Alumni Relations in the Office of the Vice Chancellor in 2005, in association with the Guild of Students of the four UWI campuses, in order to increase regional ties between students and alumni and create student awareness of alumni relations and alumni involvement. The official launch of the programme took place on January 23, 2006. Like other student organisations, it is registered with the Office of Student Services on all UWI campuses. The three 2005-2006 Guild of Students’ Presidents (Richard Toomer – Mona, Fallon Lutchmansingh - St. Augustine and Floyd Green - Cave Hill) are the founding members. (The Open Campus was not in existence at that time.)

alUmnI relatIons manDate:

The Corps is responsible for connecting younger alumni with The UWI, working with the UWIAA Chapters, the Campus Alumni Officer and the campuses to ensure alumni engagement and also to share expertise with and represent the Vice Chancellor, Principals and campuses as required. What is UWI stat? UWI STAT Ambassadors are the Vice Chancellor’s Student Representatives on all four UWI campuses. Activities and events are organised and coordinated through the Institutional Advancement Division. The Director of Alumni Relations for The UWI is responsible for this elite Corps. UWI STAT Ambassadors strive to be leaders and companions to fellow students, 7

alumni and The UWI community. They introduce students to the importance of alumni relations, loyalty and service and educate them about the UWIAA and the relevance of Caribbean cross-cultural integration. UWI STAT provides students with opportunities for integration with fellow Caribbean colleagues. It encourages the development of leadership skills. It provides experiences that enhance their education and promotes regional “Pelican Pride” through involvement in campus, community and alumni activities. examples of Programmes • Aids Prevention Week • Annual High School Visits • Annual Country Visits (Recruitment, Promotion of The UWI, Promotion of Other Mandates) • CSME Week/Essay Competition • FOOTPRINTS: Students for Development (Annual Giving Campaign) • UWI STAT Excellence in UWI Life Awards UWI stat ambassadors will: • Give service and exercise leadership in promoting the goals, aims and objectives of UWI STAT • Be equipped with the knowledge, attitudes and skills to advocate for and to educate their student peers • Channel youth ideas and perspectives on topical issues to the Vice Chancellor and other policy makers • Work strategically with other regional youth groups such as the CARICOM Youth Ambassadors • Act with honesty, integrity and professionalism • Model and promote pride in regional diversity, volunteerism and responsible citizenship and provide mentorship when needed • Promote Caribbean pride, culture and values • Be responsible for the annual Student Giving FOOTPRINTS: Students for Development programme

student Philanthropy: Ambassadors are responsible for promoting their campus and the entire institution regionally and internationally. They encourage their student peers to “give back” to their campuses through the regional annual FOOTPRINTS: Students for Development programme. In this way they encourage the tradition of giving back to one’s Alma Mater among their peer students. 8

UWI stat alumni ambassador Programme oVerVIeW: This programme allows UWI STAT Ambassadors who have graduated to fulfil their pledge to be lifelong Ambassadors to the Vice Chancellor and the University and to be connected to and involved in their Alma Mater. To this end all UWI STAT Alumni Ambassadors should ensure that the IAD has their current contact information at all times. The Alumni Ambassador programme celebrates the last part of STAT, i.e. Alumni Tomorrow. aims/roles of alumni ambassadors: To remain in contact with the IAD and Vice Chancellor so that he/she may be called upon to assist The UWI or the Caribbean region as needed, To be a vital element to the continuing success of the UWI STAT Ambassador Corps by acting as advisors to UWI STAT Ambassadors in their personal and professional development i.e. being mentors/offering guidance/suggestions to current Corps members, To be available to represent the IAD in the recruitment of new Ambassadors or the nomination process of new Executives, To promote and support the annual FOOTPRINTS Campaign, To assist with resource development and mobilisation within UWI STAT, To interact with Hon. Grads and members of the VCâ&#x20AC;&#x2122;s Presidents Club, To assist with networking and engagement of alumni in their spheres of influence, etc. In summary â&#x20AC;&#x201C; to continue the lifelong commitment that they pledged. To facilitate contact: a) a UWI STAT Alumni Ambassador Facebook page has been created, b) a UWI STAT Alumni Ambassador Section has been created on Alumni Online, c) the first global Teleconference for the UWI STAT Alumni Ambassadors was held on Friday April 11, 2014. The following responsibilities were agreed: Alumni Ambassadors should: 1. join and be involved in the respective UWIAA Chapter, 2. help with the annual UWI STAT recruitment and be mentors to current Ambassadors if needed, 3. be guest lecturers/experts at UWI STAT events, 4. be involved in events organised or promoted by The UWI and UWI STAT, 5. join the Alumni Online E-Mentorship programme, 6. assist with Alumni Online social media promotion and provide content for the UWI Connect and UWI Nexus, 7. raise funds for the respective Alumni Houses/Lounges and the FOOTPRINTS campaign (and encourage other alumni to support the efforts of current students and urge them to plan to continue to leave their footprint on The UWI annually, 8. provide the IAD with their contact information so that arrangements can be made for them to meet with the Vice-Chancellor or other key persons if they are residing overseas.

AlUMnI COMMUnICATIOnS The Alumni Relations arm has developed a number of communication tools to keep in touch with and support the alumni population. alUmnI onlIne: The official web community for the entire UWI alumni population www.uwi.edu/alumnionline

UWI connect: The Alumni Magazine of The University of the West Indies The magazine highlights the regional nature of the institution, emphasising the tremendous impact of its graduates regionally and internationally through articles and features showcasing their achievements and accomplishments and keeps graduates up to date with important “happenings”. It appears both in print and digital format and its reach to thousands of alumni continues to expand. It is published quarterly and provides a historical snapshot enhancing its mandate of further building “One UWI, One Alumni Family”. Advertising opportunities are offered at reduced rates to Pelican Perks Partners and the publication has significant reach to UWI graduates and their extended networks in North America, Latin America, Europe, Asia and beyond.

UWI neXUs: the monthly e- Update for alumni This provides a monthly update to keep alumni engaged and always highlights The UWI Regional Headquarters and Campus news, graduates and their accomplishments through Pelican in the News, Career opportunities, Discounts Perks from our Pelican Perks partners, the latest UWI Connect as well as access to archived copies, the Global Giving Programme and more.

PelIcan talKs As a part of the continuing Alumni Relations Communications Engagement Strategy, we have implemented Pelican Talks, which is a quarterly Google Hangout, with Broadcast on YouTube. It is an online interview designed to allow alumni to know each other’s achievements and interests. Information on upcoming Pelican Talks is available on Alumni Online. Past Pelican Talks are also available as they are archived on Alumni Online.

alUmnI onlIne BIrtHDaY GreetInG to Alumni Online members who have indicated their birthdays

e-mentorsHIP: enhancing communications between future alumni (students) and current alumni E-Mentorship is conducted between members of Alumni Online (AO) and current UWI students. The information given is only on professional or academic subjects. One-to-one mentorship is provided through the campuses. E-Mentorship is a “win-win” for all who are involved in the process: E-Mentors and E-Mentees. Alumni and students benefit from the mentoring experience. E-Mentorship allows students, our future alumni to enhance knowledge of their planned careers and facilitates personal and professional growth with the help of our graduate population who volunteer their time as E-Mentors via the internet. Q = Who is a Mentor? A = A wise advisor E-Mentors are UWI graduate volunteers and will offer advice to the best of their ability and from their personal experience. For matters to do with degree regulations, E-Mentees must consult and adhere to the official University documentation available through their respective campus offices. 11

Alumni Online E-Mentoring is a student support system by alumni to help UWI students with academic and career oriented questions. “E-Mentorship is providing the medium through which I can successfully transfer my wealth of knowledge obtained at the noble institution of The University of the West Indies as I assist future leaders. As such I feel great pride - “Pelican Pride” to be affiliated with this programme!” - Jean Kirkpatrick, UWI Alumna Why become an e-mentor: To assist students by sharing your subject area and expertise. You are the expert: Throughout your career you have built up an impressive amount of knowledge about your field, the world of work and people, time and stress management. Being an E-Mentor is the ideal chance for you to use what you have learned, and to give something back to students via e-mail advice on a one-to-one basis. You can share your knowledge, experience and insight. find an e-mentor: You may e-mentor in a variety of categories such as engineering, marketing, law, environmental sciences, media, communications, time management and the like. Please be sure to complete the Mentorship section of your ao community Profile as fully as possible so that students can find the ideal “match”, as they pose their questions. (Remember you may edit your profile and information section at any time.) e-mentorsHIP InstrUctIons Identification of messages: To ensure that both E-Mentors and E-Mentees can easily identify messages, please use the following in the SUBJECT box of your message, as appropriate: AO E-Mentee Question AO E-Mentor Response frequency of messages: E-Mentors are asked to respond to the first e-mail within 24 hours. Thereafter, the frequency of the messages is left to each mentoring pair. It is expected that E-Mentoring will take less than an hour a week. As a rule of thumb, E-Mentors should respond within 24 hours to any e-mail messages sent by their mentees. If you don’t want to use your personal e-mail address you may apply for a permanent FREE UWI E-Mail for Life address. UWI e-maIl for lIfe aDDress:– the free communications tool for alumni provided through the IaD This is a FREE, safe, permanent e-mail for UWI graduates which is provided through the IAD. It provides alumni with an easy and secure way of receiving e-mail from friends, colleagues and classmates. UWI friends will always be able to contact each other, no matter how many times they change their residence or job! It is an ideal way to stay in touch. Alumni may request one by e-mailing: iad@alumni.uwi.edu This e-mail address will include the name of the graduate and end with @alumni.uwi.edu This e-mail can also be set to forward to a designated e-mail address, so alumni do not have to check multiple e-mail addresses. It is hoped that alumni will use these e-mail addresses with “Pelican Pride”. 12

ThE TRIPlE “S” MAnDATE OF UWI AlUMnI RElATIOnS alumni relations (ar) - supportive, symbiotic, synergistic supportive – works to engage and support the global UWI population symbiotic – works with the faculties, departments, campuses and students of the four UWI campuses to promote inclusion and engagement of alumni synergistic – supports the overall strategic University mission at all times. Definition and overarching Goal: Alumni Engagement is the primary aim of Alumni Relations, in order to ensure the ongoing relationship of alumni with their Alma Mater. The overarching goal of Alumni Relations at The UWI is to add value to the University through alumni advocacy and structured involvement in University and campus life. office responsible: Institutional advancement Division The Alumni Relations arm of the Institutional Advancement Division (IAD) is responsible for creating and overseeing the overarching Alumni Relations policy to guide the processes and policies across the regional institution. This central unit is responsible for ensuring the effective and uniform administration of this policy to ensure the engagement and involvement of the entire alumni population across all four campuses. The Director of Alumni Relations is responsible for the Campus Alumni Officers, the Alumnus and Council Representatives, UWIAA Chapters and Contacts, and the Vice Chancellor’s UWI STAT current and Alumni Ambassador Corps. the ValUe of alumni relations to the University of the West Indies Alumni Relations is ESSENTIAL. Even if funds were available for EVERYTHING and fundraising was no longer necessary, Alumni Relations would be necessary to continuously engage and reconnect with new graduates and the overall alumni population, every year on an on-going, structured basis. Alumni are the University’s natural advocates, marketers, recruiters and donors. They are our most valued and valuable resource and should be recognised as such. If the University were to close its doors tomorrow, there would be no faculty, staff or students however there WOULD still be alumni for the next fifty years or more!

AlUMnI RElATIOnS PERSOnnEl the UWI chancellor: The UWI Chancellor is the Head of the UWIAA according to the UWI Charter and supports the engagement of alumni in the life to the regional institution. the Director of alumni relations for the UWI: The UWIAA Chapters fall under the Director of Alumni Relations and report their activities to him/her on an annual basis. The Director of Alumni Relations is charged with overall responsibility to guide all UWI Alumni Relations efforts in a strategic and structured manner so that The UWI alumni population is actively engaged and adequately served. All officers with responsibility for Alumni Relations on all The UWI campuses must liaise with the Director of Alumni Relations â&#x20AC;&#x201C; The UWI, and report on all plans, activities and events involving alumni on a monthly and annual basis. Reports on alumni activities and alumni giving at the campus level should be reported to the Director of Alumni Relations by the Campus Registrar, liaising with the Campus Alumni Officer, by January 15 and July 15 annually. The UWIAA and alumni in general should work closely with the campus throughout the year. The UWIAA Presidents and Contacts should submit their reports on UWIAA activities and fundraising at the annual Central Executive Committee Meeting to the Director of Alumni Relations. The UWI Alumni Relations programme is centrally coordinated for maximum effectiveness and coordination, across a regional institution which is spread across 17 Caribbean countries. Departments and Faculties form strong academic bonds with students, so the IAD recommends that all members of The UWI community assist in making The UWI experience a memorable and positive one so that students become engaged alumni. The Director of Alumni Relations is responsible for the International Alumni Chapters and liaises closely and visits these UWIAA Chapters. The incumbent is also expected to visit the regional UWIAA Chapters and the UWI STAT Regional Corps. the campus alumni officers: Each campus has a Campus Alumni Officer (CAO) who reports to the Campus Principal through the Director of Alumni Relations. The CAO is responsible for working with the Director of Alumni Relations to ensure that the Alumni Relations Strategic Plan for The UWI is implemented at the campus level and takes into account the needs of the particular campus. The CAO works with the Principal, Campus Registrar and Campus Director of Marketing and Communications to ensure that the UWIAA Chapter and alumni generally are involved in the life of the campus. Alumni are expected to be involved as guest lecturers, mentors, marketers, supporters of events and activities, lobbyists, donors and more. The CAO is also responsible for working with the Director of Alumni Relations to ensure that the UWI STAT Ambassadors Corps fulfils its mandates and activities annually. The CAO is also responsible the interview and selection process and must ensure that all training of Ambassador Designates is complete before induction. If the Ambassadors are not up to standard, they cannot be inducted. The CAO is responsible for the Programming at the Alumni House or Alumni Lounge on each campus, to ensure that, in conjunction with the campus, there is a networking, cultural and events programme in place, as well as the provision of soft-skills training for young graduates. Through the campus, lifelong learning opportunities should also be provided for alumni.

camPUs alUmnI offIcer JoB sUmmarY: The incumbent will be responsible for developing, maintaining and sustaining lifelong mutually beneficial relationships between The University of the West Indies and its alumni, promoting strategic alumni engagement and “Pelican Pride” and building “One UWI, One Alumni Family”. rePortInG relatIonsHIPs: Reports directly to Campus Principal through the Director of Alumni Relations, IAD. sUPerVIsIon GIVen to: UWIAA Chapter, UWI STAT Corps, Alumni Volunteers DUtIes anD resPonsIBIlItIes: strateGIc manaGement:

Participates in and contributes to the strategic and operational planning for Alumni Relations on his/her campus with the Office of the Principal and the Director of Alumni Relations and supports the University’s Five-Year Strategic Plan through Alumni Relations strategies, programmes and initiatives. Pursues the promotion of professional expertise sharing and volunteer service by alumni, as well as the creation and maintenance of pathways to allow for alumni participation which advance the goals and priorities of the University. Works with the Principal and Director of Alumni Relations to establish campus priorities in order to guide the efforts of the UWIAA Chapter, UWIAA Contacts, Sub-Chapters and alumni groups and attends UWIAA meetings to facilitate campus engagement. Assists with Membership initiatives. Works with the Principal’s Office and IAD to set targets, timelines, measurement and evaluation of engagement activities and alumni recognition procedures. Collaborates with colleagues in administrative, academic and co-curricular fields to ensure maximum alumni engagement at all levels, so alumni feel part of The UWI community. Works with the Digital and Database Manager to maintain and manage the campus alumni database and provides updated information for the central IAD Alumni Database. Engages alumni locally, regionally, nationally and internationally, and maintains direct contact with alumni and Chapters. Works with the Quality Assurance Unit in various ways to assist, as the student experience directly affects alumni loyalty. commUnIcatIons: Responsible for confirming with the Digital and Database Manager that the information from Exams for all graduating classes on their campus has been entered and that Alumni receive AR Publications. Promotes Career Services on Alumni Online and works with the Director of Student Services to have alumni assist with the teaching of soft skills (conflict resolution, time management, etiquette, protocol, etc.) to assist with the holistic preparation of students/future alumni. Contributes alumni/campus information/news to alumni publications/updates and to the Alumni Online (AO) website and other AO Social Media. 15

Engages the global alumni population through E-Mentorship (professional and academic advice via e-mail), Pelican Talks and other initiatives. Collaborates with Campus M&C to receive graphic and marketing support as necessary for Alumni Online membership and social media engagement campaigns. enGaGement: Works with the Campus Administration and the UWIAA Chapter to ensure that Young, Professional and Established Alumni programmes to engage and involve the alumni population are established and undertaken annually. Submits a Calendar for the campus to the IAD and coordinates events and programmes of value to alumni and the campus in order to foster and instill alumni pride in the institution and create a sense of community. Ensures engagement of alumni through the Office of the Board for Undergraduate Studies (OBUS) and Graduate Studies, as guest lecturers, seminar and conference presenters, through M & C as promoters and recruiters: through the Admissions Office to support the work of the UWI STAT Corps in national high school visits. Works with the appropriate offices/departments to encourage the professional enrichment of graduates as well as entrepreneurial engagement. Works with the Office of the Campus Registrar to ensure that campus management and lecturers recognise alumni in salutations at all campus academic, administrative and co-curricular events and as appropriate, that designated alumni parking is arranged and standardised with Campus Security. Ensures that members of the Vice-Chancellor’s Presidents Club are invited to events when the Vice-Chancellor visits the campus. Ideally arrange at least one annual meeting with him. Ensures Presidents or designated officers give Welcome Speech at Matriculation and Congratulatory Message at Graduation and all other appropriate events so that the presence of alumni is felt on the campus by students, faculty and staff. Ensures that members of the Vice-Chancellor’s Presidents Club, Honorary Graduates and Distinguished Alumni are invited to events. Works with Office of the Principal to ensure a campus guest list is created, updated, and circulated to the IAD, Campus Management and Deans/Faculties every September. stUDent alUmnI ProGrammInG: Ensures that the UWI STAT Ambassador Corps actively completes annual mandates, including the annual FOOTPRINTS: Students for Development Campaign, the only regional student giving campaign, designed to engender the tradition of giving back to one’s Alma Mater. Assists with the coordination of the Corps’ main mandates, especially the promotion of Alumni Relations and Pelican Pride among their peer students, and the graduating classes annually. WealtH creatIon: Works closely with the Principal, the University Director of Alumni Relations, the Business Development Directors/Gift Officers and the UWIAA Chapter Executive regarding wealth creation. Through the Chapter Executive, encourages the support of all UWI fundraising programmes/initiatives/activities by the relevant campus fundraising offices, the fundraising arm of the IAD and all other programmes under 16

the central umbrella Global Giving Programme, by alumni and the UWIAA. Encourages the support of all UWI Endowment Funds and Foundations by alumni and the UWIAA. Promotes the UWI Visa Credit Card. UWIaa anD alUmnI GroUPs: Serves as the main liaison between the UWIAA Chapter and the Campus, acts as a facilitator for the Chapter, ensuring meeting space, storage of the Chapter’s files/history. Attends meetings as a facilitator to advise the Chapter regarding Campus priorities/regulations, new initiatives or changes and assists in obtaining space for events, etc. Works with Chapter to see that members enhance the Regional Pelican Perks Programme which adds tangible value to UWIAA membership. Online merchant applications are available at www.alumnionline.uwi.edu. Chapter Executives work to gain new Pelican Perks Partners annually. Ensures that the duties of Secretary and Treasurer to the UWIAA Executive Committee are assigned and that the incumbents document and circulate the Minutes/Accounts to the CAO and copy the IAD in a timely manner. Collaborates with and supports the initiatives and alumni relations programmes of Faculties, Departments and Units of the Campus, the UWI Alumni Association and its various Chapters and the IAD. Ensures that the Chapter’s Public Relations and Social Media Officers are active and promote Chapter activities. Meets with Chapter after every Annual General Meeting to meet the new Executive and work out with them plans/projects for the year, and submits a report of the Chapter’s plans and the Campus’ plans to the IAD no later than one month after the AGM. Works closely with the UWIAA Chapter to ensure that it provides the Campus with an annual calendar/plan, which will also be submitted to the IAD for creation of annual regional calendar. An annual financial report from the UWIAA Chapter Treasurer and President is to be submitted to the IAD at the annual Central Executive Committee (CEC) meeting, along with President’s Report. Serves as a facilitator for alumni group travel and special alumni events. Works with the Faculty of Sport/Director of Sport to facilitate alumni sports events. Assists with engagement programming for Sub-Chapters and Alumni Groups. Works with 5th and 50th Class Years (and other Decades upon request) to plan Reunions or other events. Serves as a facilitator for engagement activities with other Class Years/Decades. Responsible for facilitating special engagement activities for Honorary Graduates. otHer: Any other related duties as may be assigned by the Campus Principal/Director of Alumni Relations or other person nominated by them.

connectoloGY To improve communication between Alumni Relations professionals, the Director of Alumni Relations implemented a Facebook Group called CONNECTOLOGY based on an idea she adapted from the Clute Institute International Business and Education Conference, which she attended in New York in 2016. This is a private Facebook group that is accessible to all the Alumni Relations Professionals at The UWI so communication can be quick, easy and in real time. It allows more collaboration and the sharing of ideas and articles so that a reservoir of information and best practices can be created. the main functions of alumni relations according to global standards are: 1. To engage alumni in different ways particularly in philanthropy and volunteerism, 2. To facilitate alumni to act as advocates or ambassadors promoting The UWI in the many fora in which they participate, 3. To facilitate the mobilisation of resources by alumni through their contacts/networks, 4. To facilitate the mentorship of students who will benefit from the experiences of older Alumni. five items that will facilitate alumni relations: 1. Commitment and goodwill 2. Communication between the University and alumni 3. A comprehensive and continually updated database 4. System for alumni recognition 5. Institutional support

the role of the Honorary Graduate:

Honorary Graduates to be alumni of the institution.

The UWI considers all

1. To attend Graduation 2. To advocate and lobby for The UWI 3. To offer philanthropic support to The UWI

the role of members of the Vice-chancellor’s Presidents club: Members are all former and current UWIAA Presidents

In order to maintain the knowledge and expertise gained while President of his/her respective Chapter, to assist current Presidents and other aspects of the Alumni Relations efforts of the institution, all former Presidents automatically become members of the Vice-Chancellor’s Presidents Club. 1. 2. 3. 4. 5.

To attend annual VC’s Presidents Club Zoom Meeting To advocate and lobby for The UWI To recommend Pelican Perks partners To act as guest speakers To assist with the monitoring and evaluation of The Quality Policy.

ThE UWI AlUMnI ASSOCIATIOn The UWI Alumni Association (UWIAA) is one of the Authorities of the University and was established by the University’s Charter, Statutes and Ordinances. The UWIAA is allocated two seats on the Council of the University every year:– an Alumnus Representative and a Council Representative. It functions through Chapters located regionally and internationally. The primary purpose of the UWIAA Chapters is to: Foster and maintain contact among graduates of the University Encourage a closer bond of affinity and commitment to the University Engage in fundraising and other activities to enhance the development of the University

UWIaa mIssIon: Chapters of the UWIAA shall carry out the mission of the UWI Alumni Association which is as follows:

The mission of the UWIAA is to engage all alumni of The University of the West Indies in advancing and in supporting the educational, research and service mission of the University. The UWIAA will support the social, educational and career interests of the University’s alumni and will work to preserve and promote the Mission and values of the University. tHe role of tHe IaD Alumni Relations (IAD) is the central link between the UWIAA Chapters of the UWI campuses. The principal responsibility of Alumni Relations is to build relationships, to keep alumni engaged and to make sure graduates CONNECT to and remain involved with their Alma Mater. The Alumni Relations arm of the IAD works with and through the UWIAA Chapters and the Offices on the four UWI campuses with responsibility for Alumni Matters, to build relationships with alumni and students (our future alumni) and to build “One UWI, One Alumni Family”. Support for this strong central effort is vital as campus or department based alumni operations can lose their connection to the larger whole. The IAD is well placed to ensure cohesiveness and to ensure that no confusion is created among alumni and that they do not ultimately discount the University’s brand. The IAD is the central resource to maintain the strong overall vision and balance the needs of the whole with those of its parts. It is essential to keep open lines of communication between the IAD, the Offices on the four UWI campuses with responsibility for alumni matters, faculties and departments. At The UWI there are alumni relations professionals who work in different locations from the central office of the IAD, but share the same goals and vision – that of “One UWI, One Alumni Family”. Responsibilities vary but the one common denominator is that these staff all work and interact with alumni. The IAD ensures that The UWI has a special and different way to touch alumni. Our graduates have multiple affections and appetites and we should tap into that. For example an engineering major may be a foodie or a lawyer may be a great lover of art. A combined approach – an overarching central guiding force and direct 19

contact through the campuses is a way to meet more alumni needs and desires. It is to everyone’s advantage to work together. This is a dynamic process however and the IAD will continually examine how to better engage and reach alumni. In the final analysis, we all work for the greater good of the institution. That’s the end goal – that is why Alumni Relations is “everybody’s business” with team members across all four UWI campuses. UWIaa cHaPter reGIstratIon anD recoGnItIon All Chapters and Sub-Chapters must register and be recognised by the Institutional Advancement Division (IAD), the central unit responsible for alumni affairs across the regional institution. All Chapters and Sub-Chapters must send an annual report to the IAD through the Central Executive Committee of the UWIAA outlining activities undertaken and funds collected in the name of The UWl. IaD reGIstratIon: required for all UWIaa chapters and sub-chapters All Alumni Groups/Sub-Chapters should be registered with the IAD. Through registration they will gain permission to use the UWI Crest, the UWIAA logo and have “friend” and “fund” -raising activities in the name of The UWI. All UWIAA Alumni Sub-Groups/Sub-Chapters fall under the umbrella of, and work collaboratively with the UWIAA Country Chapter. For example, all businesses, medical, engineering, history, alumni, etc. may operate independently as a group, however they should collaborate with the Country Chapter when appropriate and are expected to report at the CEC through the Country Chapter in order for their views/suggestions/concerns to be brought to Executive Management and the University Council. All groups should assist with alumni database building, the promotion of The UWI Visa card and UWI E-mail for Life addresses, the promotion of the UWI Global Giving Programme, the UWI Legacy Programme, E–Mentorship and also assist with membership recruitment. tHe reGIstratIon Process Submit a formal letter or e-mail request for registration/recognition to the Director Alumni Relations, IAD. The Director will review the letter/e-mail and meet with the UWIAA Country Chapter President and/or Executive for further review. The Chapter or Sub-Chapter will be advised of the decision and given the necessary instructions and documents. Once all documents have been received by the IAD a formal letter of recognition of the new Chapter or Sub-Chapter will be sent and the Chapter or Sub–Chapter will be given the authority to start operations.

Use of tHe UWI crest anD UWI BranDInG BY tHe UWIaa cHaPters anD contacts The UWIAA logo should be included in the UWI Brand Identity Manual. All alumni Chapters/Sub-Chapters and Groups must register with the IAD in order to receive permission from the University Registrar to use the UWI Crest. They must also do so in order to use the UWIAA logo and to collect funds on behalf of The UWI.

UWIaa loGo

Guidelines: This logo can only be used by UWIAA Chapters or Sub-Chapters which are registered with the IAD.

UWIaa letterhead The following was agreed and instituted with all UWIAA Presidents on March 27, 2009: 1. The UWIAA letterhead should be used by all UWIAA Chapters and Sub-Chapters. 2. The use of the UWIAA letterhead must be authorised by the President of the UWIAA Chapter 3. Chapter or Sub-Chapter and only elected members of the current Executive Committee may sign. 4. The UWIAA letterhead may only be used for official UWIAA Chapter business. 5. The official UWIAA letterhead design is the only one that is authorised.

tHe offIcIal letterHeaD

THE UNIVERSITY OF THE WEST INDIES UWI ALUMNI ASSOCIATION (CHAPTER NAME) (If there is a â&#x20AC;&#x153;Sub-Chapter the name goes here e.g. Mona School of Business Alumni, CARIMAC Alumni) Telephone: (000)000-000, Ext: 0000 Fax: (000)000-0000 Mailing Address E-mail: Address Website: Address

for UWIaa BUsIness carDs The format is - at the top of the card a small UWI Crest to the left and a larger UWIAA Logo in the Centre (see below).

THE UNIVERSITY OF THE WEST INDIES UWI ALUMNI ASSOCIATION (XXXX CHAPTER) MR. JOHN XXX PRESIDENT Mailing Address Telephone: (000) 000-000, Ext: 0000 Fax: (000) 000-0000 E-mail: Address Website: Address

UWIaa contact:

Definition of UWIaa contact: Individual volunteer(s) where there is no UWIAA Chapter. He/she serves as point of contact for the Institutional Advancement Division, Campus Alumni Officer and alumni travelling to the area, as well as a resource for The UWI faculty and staff. The volunteer may be called on to assist the IAD and/or Campus Alumni Officer in developing and coordinating activities for area alumni, creating opportunities for area alumni to meet visiting UWI Executive Members and Faculty and to keep alumni in contact with the institution through the IAD and AO.

CAMPUS AlUMnI PROGRAMMInG The IAD will work with the Principal and Campus Administration and Campus Alumni Officer to ensure STRUCTURED ALUMNI PROGRAMMING. The UWIAA Chapters will be asked to work with the four campuses to promote a uniform and cohesive engagement strategy. the following would take place annually with the UWIaa and campuses working together: Young alumni – Working with the cao and UWI stat and the student services Directors and student Guilds to implement career discussions, fun events, Young alumni reunion (Suggestions: Weekend of activities including financial advice, graduate offerings, etc. and Fun Social) Professional alumni – Guest lectures, financial advice, entrepreneurship and reunions (Suggestions: Legacy, Family Picnic and Sports Day and Dinner) established alumni – Networking, distinguished lectures, fundraising, Global Impact Lectures, Reunions, Legacy Gifts (Suggestions: Lunch/Dinner, Conversation with the Chancellor/Vice Chancellor) Note: Each UWIAA Chapter would work with the campus to include a Pelican Awards Ceremony in an appropriate event. Prior to and at the event, alumni would be invited to make a gift to the campus. class Year 50th reunions - Every 50th Class Year would have a special Dinner/Dance highlighting the most memorable events in those 50 years according to the respective campus. The IAD must be advised and then will coordinate the logistics with the CAO and campus. Considerations: Accommodations/Parking/Shuttle service/Child care/Medical care/Online payment and registration plus some complimentary events and some paid events e.g. Picnic, Luncheon, Dinner note: Other Class Years (e.g. 20th, 35th)) are welcome to have Reunions as well, however these should be centrally coordinated through the IAD.

SUPPORT OF AlUMnI RElATIOnS BY MAnAGEMEnT executive management the UWI Vice-chancellor: The UWI Vice-Chancellor actively supports the engagement of alumni in the life of the regional institution, engages with alumni at every opportunity and recognises alumni at all events/activities. the University registrar: The University Bursar ensures that Campus Alumni Officers are appointed, that annual meetings are held with the Director of Alumni Relations and that reports are submitted yearly so that alumni activity and engagement can be evaluated across the regional institution, and that adequate facilities are available for the incumbent to engage with and support the UWIAA, alumni and UWI STAT Corps. the University Bursar: The University Bursar recognises that funds spent on engaging alumni are an investment that will pay dividends in goodwill, networking, marketing and philanthropic support. responsibilities of the executive management committee 1. To ensure their UWI staff members are aware of the importance of alumni and the role they play in their “cultivation” from Day ONE at The UWI until Graduation. 2. To ensure that Principals and Campus Registrars meet with the Director of Alumni Relations annually each September so that a mutually agreed strategy and measureable goals for the campus can be set and to have Campus M&C work with the UWIAA to continuously improve engagement in the life of the campus. To ensure that the Campus Alumni Report is sent in to the Director of Alumni Relations by June 30th annually. To have their office contact the Director of Alumni Relations for additional information/strategies as necessary. 3. To use the Alumni Relations Travel Register: A strategic intervention to increase Faculty Interaction with UWI alumni UWI faculty who are travelling intra and extra-regionally are asked to advise the IAD so that the relevant UWIAA Chapters and Contacts can be alerted in order for there to be more interaction and engagement through lectures, seminars, impromptu meetings and the like. It would be especially appreciated if Executive Management would participate on an ongoing basis and would have their secretaries share their travel dates at iad@alumni.uwi.edu, giving as much advance notice as possible, so that opportunities for alumni interaction could be arranged. In order to “institutionalise” this practice, Executive Management and/or their assistants, Deans, Faculties, Departments and Offices across The UWI are requested to “register” regional and foreign travel with the Alumni Relations arm of the IAD in order to maximise interaction with The UWI alumni population.

UWI camPUs sUPPort campus management campus Principal: To meet with the Director of Alumni Relations in September annually to outline the priorities of the campus so that alumni support and engagement can be assured campus registrar: To meet with the Director of Alumni Relations and CAO in September annually to discuss ways that alumni can be engaged. Deputy Principal: To meet with the Director of Alumni Relations, Director of Student Services, and the Guild to ensure alumni involvement in planned activities/events. Director of campus marketing and communications: To meet with Director of Alumni Relations and CAO to review the Campus Event Calendar and ensure UWIAA Chapter and alumni involvement and to ensure alumni are invited to faculty events/seminars/lectures, orientation, matriculation, graduation, etc. To ensure that wording of all events inviting the public to attend include the following; “All alumni are specially invited to attend, as well as the general public”. additionally: Deans and Heads of Departments are to arrange to involve the UWIAA Chapters and alumni in seminars/conferences, activities and events throughout the year – targeting Young Alumni, Professional Alumni and Established Alumni. The Campus should send a personal e-message to each member of the graduating year signed by the Principal and the incumbent UWIAA President inviting them to join the Chapter. The Campus should assist the Chapter in recruiting UWIAA members throughout the year but especially at Graduation time. Campus M&C should submit information for the UWI Connect, UWI Nexus and Alumni Online. The Campus is expected to work closely with the UWIAA Chapter so that there is continuous structured alumni engagement. All four (4) UWI campuses should have at least ten (10) significant departmental and faculty seminars, conferences and symposia videotaped and sent to the IAD for Alumni Online for availability to the entire alumni population. Note: Alumni should also be invited to all these events. To advise the IAD of any “streaming” of events, so that alumni can be made aware via Alumni Online and AO Social Media and they will still feel connected to their Alma Mater. All campuses should work to engender “Pelican Pride” from Acceptance through to Admission/Orientation to Graduation. The IAD “Pelican Pride” Brochure to be distributed electronically annually plus “I am a Proud Pelican” stickers, etc. The UWI Campus Bookshops are encouraged to carry “Pelican” memorabilia to assist with the promotion of “Pelican Pride” and to become Pelican Perks Partners. 25

sUPPort BY UnIVersItY anD camPUs marKetInG anD commUnIcatIons (m&c) the role of m&c executives University Director of marketing and communications: To ensure that support is given to the IAD, the UWIAA and alumni to promote any collaborative campus and alumni events, as well as UWIAA events and activities. campus Directors of marketing and communications: To ensure that communications/promotional/advertising support is given to the UWIAA Chapter and alumni activities/events. Assist with the internal marketing of the importance of the alumni population to The UWI, to The UWI student, faculty and staff communities on an on-going basis, building a culture that “Alumni Relations is Everybody’s Business”. The continuous promotion of alumni involvement and engagement: Include “All UWI alumni are specially invited to attend” on all publicity for campus and University events unless they are closed sessions. Ensure that all print advertisements acknowledge alumni when possible. Ensure that faculties, departments and offices are reminded annually (every September) that alumni should be included in all their invitations to their annual and one-time conferences, activities and seminars (to compensate for staff turnover which could lead to inadvertent omission of alumni).

STRATEGIC PlAn FOR AlUMnI RElATIOnS The Triple A Strategic Plan strategic Goals The enduring Mission of The UWI is: To advance education and create knowledge through excellence in teaching, research, innovation, public service, intellectual leadership and outreach in order to support the inclusive (social, economic, political, cultural, environmental) development of the Caribbean region and beyond. Since inception, the Alumni Relations arm of the Institutional Advancement Division (IAD) has always aligned the Alumni Relations Strategic Plan with the University Strategic Plan. The UWI 2017-22 Triple A Strategic Plan is no exception. Graduates - we wish you to be aware of HoW you and your fellow alumni can be INTEGRALLY ENGAGED and participate in this strategic process. We also encourage you to contact your UWIAA Chapter or your Campus Alumni Officer as you connect and become involved. The Triple A Plan has three main headings under which alumni may be engaged and involved in the life of their campus and University: access

alIGnment

aGIlItY

access ac1 – to be a university for all Alumni are encouraged to pursue postgraduate degrees, professional and continuing education courses at The UWI and to “recruit” new students by promoting their Alma Mater to potential students in their circles of influence. ac2 – to be the University of first choice for alumni and non-student customers seeking products and services for all things caribbean. Individual alumni, as well as alumni at all levels of industry/business (private and public sectors) may access research data, industry information or consultancy services from their Alma Mater. ac3 – Improving the quality of teaching, learning and student development Alumni may improve the quality of teaching and learning by volunteering as guest lecturers, by sharing real world experiences and advice and cutting edge trends with current students at both the undergraduate and postgraduate levels. The Director of Alumni Relations has requested that each lecturer across The UWI invite a minimum of one graduate back for 30 minutes (15 minutes for presentation/15 minutes for questions and answers) per semester to share and bring direct real world relevancy into the classroom. Additionally, alumni may offer to train students in the soft skills (dining etiquette, protocol, how to make small talk or network) and arrangements will be facilitated by the Campus Alumni Officers.

Some current examples follow, however events like this need to be fully institutionalised to ensure annual occurrence and tracking/measurement: ac4 – Improving the quality, quantity and impact of research, innovation and publication Alumni may offer to facilitate data collection from their area of expertise/field/company/industry and give access for research/partner for new research. Alumni industry leaders to be involved on Boards, exploratory committees, focus groups re projected human capacity needs of industry in 5, 10 and 20 years, etc.

alIGnment al1- Promote greater activism and public advocacy Alumni may actively advocate for The UWI, prepare White or Green Papers to highlight or show support for new directions/links/partnerships, write Open Letters to the Editor, be facilitated as Lecturers, Professors of Practice, etc., appear on TV/radio, at events and publicly support The UWI programmes/initiatives. al2 – Increase and improve academic/industry research partnerships Alumni may through their networks and circles of influence pave the way or lobby for The UWI. They may bring new business to The UWI. al3 – Promote a cohesive single UWI brand consciousness Alumni already embrace the One UWI concept, reinforced through the tagline developed in 2005 - “One UWI, One Alumni Family” and continue to work in unity as a collective. The provision of Alumni Houses/Lounges on the campuses will facilitate this. Currently there is an Alumni House at The UWI, Mona and The UWI, Cave Hill is seeking to establish an Alumni Lounge. Additional UWIAA Contacts and Sub-Groups formed e.g. – Contact in California and Group under the UWIAA Jamaica Chapter - Mona Association of Postgraduate Students.

aGIlItY aG1 - establish a physical presence of The UWI on all continents Alumni may support The UWI as it spreads its footprints to new continents, by introducing UWI Executives to people of influence, by bolstering industry connections, allowing special lectures at their facilities, establishing work experiences/internships for courses, hosting coffee meetings, small dinners etc. to facilitate finalising of details, or by promoting The UWI joint programmes to their networks. aG2 - restore the financial Health to The UWI Given that the reality is that the majority of our alumni do not have large disposable incomes, alumni may assist in wealth creation by: Procuring or offering in-kind donations for events (advertising, technology support, catering services, beverages, photography services etc.) Supporting the various donation options to UWI Foundations, Endowment Funds, Faculties, facilities, scholarships and other programmes and initiatives, on an annual basis through the UWI Global Giving Programme which falls under the Fundraising and Resource Development Offices of the University. 28

note: Alumni are asked to donate annually, whatever amount they can, according to their budget at the time, as collectively the impact will be significant. No amount is too small with the emphasis being on YEARLY contributions. Supporting UWI events as volunteers to assist with sale of tickets, meeting VIPs, ushering, helping to record the number of alumni present at campus events such as seminars, conferences, distinguished lectures, sporting events and purchasing tickets for UWI events. aG5 – foster the digital transformation of The UWI Alumni may assist in the virtualisation of the University as online diplomas/degrees are now not only accepted but sought after. They may support the Faculties’ promotion of cutting edge trends, new areas of collaboration for which The UWI can supply human capacity from the region and without, etc. Faculties, Admissions and M&C offices are invited to promote the breadth and depth of The UWI online courses to the global alumni population Note: Alumni may also assist in various ways in AG3 and AG4. additionally alumni may be engaged by: Partnering with the campus to have Pelican Awards incorporated in an annual event Hosting Alumni Retreats and bringing back alumni to the campus and country Sharing information with the IAD for Alumni Online, UWI Connect & UWI Nexus tracKInG anD measUrement Tracking and measurement of alumni engagement across the entire regional institution is critical. The University Registrar has been asked to have the Campus Registrars track this information and submit it to the Director of Alumni Relations for The UWI on a quarterly basis. Alumni should continually be invited to play a part and have a “voice” in all areas of the Triple A Plan. If they feel engaged and involved, feel that they can contribute meaningfully and that they truly are a part of The UWI family, then their influence would be very positive for the University. In summary: “How are we involving alumni in this?” – should be the question being asked for every activity or event being planned at The UWI; from Executive Management down, throughout the institution. Alumni are an invaluable resource and should be an integral part of the fabric of all three of The UWI’s Strategic “A”s.

ThE MISSIOn OF AlUMnI RElATIOnS The Institutional Advancement Division is the UWI Regional Headquarter’s Unit charged with responsibility for the AR programme and the UWIAA which is the official organisation of the University’s alumni according to the University Charter and one of the Authorities of The UWI.

the mission of the UWIaa and the alumni population is to: Positively impact and influence the continued evolution and development of The University of the West Indies (advocacy). Serve as benefactors to the University in the areas of mentorship and e-mentorship, student recruitment, internship and employment opportunities, networking, introduction of donors, speaker/participant for conferences, financial contributions. Promote the Caribbean’s intellectual and cultural development through their professional contributions to the region. Preserve the Caribbean’s unity while recognising island cultural variations through structured unity exemplified in the promotion of “One UWI, One Alumni family”. Provide opportunities for intellectual stimulation and development (continuing education), and avenues for networking, professional growth, and sharing common experiences of the University’s alumni. Promote the University’s name recognition, regionally and internationally. the needs of the alumni Population Professional needs: Alumni want: To network on matters of professional interest (e.g., field/subject area, research, employment or career opportunities, other relevant issues of national and regional importance); Access to The UWI facilities across the institution. Professional mentoring/development and recognition (achievements, contributions to Alma Mater and society/community); To form strategic business links or alliances (including partnerships, agreements, etc.) with fellow graduates; Opportunities for internships (especially younger alumni commencing their careers) and career enrichment. Personal needs: Alumni want: Regular contact with their Caribbean counterparts, living both within or outside the region; To belong to and be appreciated by a community of people who share like experiences; To be duly recognised for service or accomplishments; Cultural and intellectual stimulation; Empowerment in terms of facilitating the positive direction of their Alma Mater and to advocate on its behalf; To be kept abreast of developments at the University; To ensure that the value and credibility of The UWI degree is maintained and enhanced; To market the University and promote its image; Benefits from membership and participation in the UWIAA (e.g. credit card, social media, etc.).

responsibilities of the UWIaa chapters 1. Promotion of the The UWI Visa Card 2. Recognition Programme - Annual Pelican Awards, to be awarded at a mutually agreed campus event 3. Regional Pelican Perks Programmes â&#x20AC;&#x201C; To add tangible value to UWIAA membership and to encourage Pelicans to support businesses or services owned/operated by UWI graduates, or who employ UWI graduates. 4. Alumni Experience Programme â&#x20AC;&#x201C; offering accommodation and meals from 7 days and over to UWI students for them to experience a different country and culture. Student responsible for airfare and miscellaneous expenses. 5. Alumni Apprentice Programme - organising and offering work experience /shadowing opportunities from 7 days and over to UWI students and organising accommodation and meals for one or more alumni members for the duration. Student responsible for airfare and miscellaneous expenses. 6. Support the programmes and initiatives of the Development/Fundraising arm of the IAD, the fundraising offices of the campuses, UWI Foundations and Endowment Funds through the Global Giving Programme. 7. Support of Campus, Faculty, Department and UWI Foundation Events 8. Support of E-Mentorship.

CAMPUS InFRASTRUCTURE GUIDElInES facIlItIes: to ensure UWIaa & UWI stat Involvement & collaboration alumni House or lounge An Alumni House should be established on each campus to reengage the alumni network with The University of the West Indies. The objective of the Alumni House is to inspire, develop and maintain the interest of the alumni in the University; to help alumni keep alive the friendships, associations and interests they formed as students at The UWI, to foster giving to the University through the UWI Global Giving Programme (GGP); to maintain close cooperation among the Campus Alumni Office, the UWI Alumni Association (UWIAA) Chapter and its Sub-Chapters and the UWI Students Today, Alumni Tomorrow (UWI STAT) Corps and the campus administration, to establish a medium through which the alumni may support and advance The UWI campus. alumni House “alliance” Vision: The Alumni House/Lounge is to be a strategic tool to deepen the engagement of the alumni population in the life of the campus, as well as, to enhance the profile of the campus among the alumni population and national and regional corporations. In addition, it aims to allow alumni at all levels of management to improve their professional skills in areas such as etiquette, public speaking, grooming, apparel and appearance, conflict management, event management, etc.). The UWIAA is encouraged to offer a published annual calendar of a variety of workshops/seminars in the “soft skill” areas at the Alumni House, in partnership with the Career Services Department of the campus. The UWIAA and The UWI would thus provide THE TOTAL YOU package to UWI alumni: both the academic (which they have already received) and the “polished” professional skills they will need for life. Through the Business Development Offices, alumni in companies should be encouraged to partner to help Caribbean UWI professionals in a tangible way, and by enabling alumni to develop a lifelong professional and personal relationship with their Alma Mater. IDeal reQUIrements for an alUmnI HoUse: This space will be the main meeting and information point for all UWI alumni and will have a lounge and meeting room, as well as landscaped outdoor space; This space will accommodate the Campus Alumni Office, the UWI Alumni Association (UWIAA) Chapter and its Sub-Chapters and the UWI Students Today, Alumni Tomorrow (UWI STAT) Corps, and allow interaction for strategic and structured alumni programming with the campus administration; The Alumni Centre will open into a large foyer area with high ceilings, where persons can lounge or gather for social interaction; This foyer must be able to accommodate exhibitions and may be configured/designed in a way that will allow for viewing, passing through, sitting and contemplating what is being viewed; A prime location at the front of or at the heart of the University campus; A modern facility equipped with a central serving kitchen as well as spacious rooms adaptable to small or large receptions; An elegant dining room for breakfasts, lunches or dinners; An experienced, friendly staff to assist with arrangements and respond to needs (could be students/Alumni Ambassadors); Event and table set-up options; 32

Ample parking next to the building; Attractive, open-air patios and courtyards surrounded by landscaping; State of the art audio-visual equipment available for an additional fee.

cao office space An office space for the Campus Alumni Officer (ideally in the Alumni House or located adjacent to the Alumni Lounge) with space for filing and storage of UWIAA Chapter information and which will also allow membership renewals and enquiries, as well as access to a meeting room(s). UWI stat corps office space The Vice-Chancellorâ&#x20AC;&#x2122;s UWI STAT Ambassador Corps of each respective campus will need access to office facilities and space periodically in order to fulfil their various annual mandates, operate efficiently, store supplies and hold meetings.

UWIAA GUIDElInES 1.

tYPes of cHaPters

1.1

UWIaa chapters

1.1.1. Geographic Chapters: These are formed on the basis of location. Examples: the Jamaica Chapter, the New York Chapter, the Belize Chapter. These are the main Chapters in a country as stipulated by the University Charter. 1.1.2. Professional Sub-Chapters: These are formed on the basis of an academic discipline or specialty and are not limited to any particular geographic location. Example: CARIMAC Alumni, Mona Physics Alumni, Arthur Lok Jack Alumni and The UWI Medical Alumni Chapters. These Chapters fall under the “umbrella” of the Geographic Chapters and although they may operate independently, the President should sit on the Executive of the Geographic Chapter to allow for synergy and collaboration when possible. See the complete list of existing UWIAA Chapters on page 67. If your Chapter or Sub-Chapter is not listed, you MUST apply to the IAD for official recognition.

estaBlIsHInG a UWIaa cHaPter or sUB-cHaPter

2.1

Guidelines for establishing a UWIaa chapter or sub-chapter

2.1.1. Alumni may contact other alumni to assess interest in establishing a Chapter ideally electronically or via mail. The IAD may assist with this effort. 2.1.2. Alumni may issue an invitation to other alumni in the geographic vicinity or in a professional discipline and schedule an introductory organisational meeting. These meetings may be held in person or via teleconference. The group should identify individuals to serve as officers (e.g., President, Vice President, Treasurer, Secretary, Social Media Facilitator), members at large (subject to a maximum of three, depending on the Chapter size and activities) and members to serve on steering or planning committees. Minutes should be taken at all meetings. 2.2

requirements for establishing a UWIaa chapter Individuals who are interested in forming a new Chapter or Sub-Chapter must follow the procedures set forth below. The IAD upon recommendation of the Director, Alumni Relations, will approve the establishment of a UWIAA Chapter or Sub-Chapter.

2.2.1. A minimum of twenty-five alumni is required to form a Chapter or SubChapter. Alumni are defined as all persons who have completed at least one academic year of study at the University but are no longer undergraduate students, as well as honorary degree holders and “honorary alumni” as deemed by the University, as well as Associate Members as deemed by the UWIAA Constitution. 2.2.2. If fewer than twenty-five alumni are interested in creating an alumni group, they may choose to organise under a UWIAA Contact. This group should submit a written request (explaining the purpose and viability) to the IAD and each request will be evaluated on a case-by-case basis. 34

2.2.3. When a group of the minimum twenty-five alumni is interested in forming a Chapter or Sub-Chapter, the group should notify the Director, Alumni Relations in writing and information will be supplied to the interested volunteers from the Raiser’s Edge alumni database to determine the University’s alumni presence in the proposed geographic, academic, or professional area. 2.2.4. Once the group has decided to apply for Chapter status, a written request should be submitted to the IAD. This request must be signed by at least twenty-five alumni who reside or are employed within the geographic boundaries of the proposed Chapter (in the case of a geographic Chapter) or who work in a certain discipline or specialty (in the case of a professional Chapter). The following should be included with the written request: a. Statement outlining reason(s) for interest in establishing a Chapter; b. The names of at least five alumni who are willing to serve as Chapter Officers or Chapter Board Members; c. Verification that at least one organisational meeting has been held, with the date of that meeting(s), a list of attendees, and a copy of the minutes of the meeting(s); d. A proposed plan of events; and e. A statement verifying that the members who have signed the request have read and agreed to abide by (i) the UWIAA Constitution (available on the Alumni Online community and can also be provided to interested individuals upon request), and (ii) this policy, as may be amended from time to time. 2.2.5. The IAD will review and decide on approval. An affirmative decision by the IAD will result in the establishment of a Chapter. The IAD will oversee the Chapter’s operations and overall direction and will ensure consistency with the current strategic plan. 2.2.6. The IAD will serve as a resource for information and policies: a. Will coordinate communication between Chapter and its offices through the monthly UWIAA President’s Teleconferences, and b. Will record the results of the election of the Chapter’s first Executive Committee.

UWIaa constitution for UWIaa chapters the University of the West Indies alumni association Constitution 1. name: The organisation is to be known as The University of the West Indies Alumni Association (Name of Chapter). This name shall be used in all future constitutions, correspondence or other material, or references thereto. The Association shall be referred to in this Constitution as the “Chapter” and The University of the West Indies shall be referred to as “the University”. 2. Definitions: member Shall mean any person registered with the Chapter. the University of the West Indies alumni association (name of chapter) unless otherwise stated shall mean the Executive and all members. the executive All members who are duly elected at an Annual General Meeting (AGM) to serve as Officers of the Chapter. a member in good standing Shall mean a financial member of the Chapter who is not in breach of any of the provisions of this Constitution, or not facing any disciplinary action. financial member Is a member who has paid his/her dues or fees in accordance with this Constitution and is not in arrears except as provided for by this Constitution. life member Shall mean any person registered with the Chapter who shall have paid dues for Lifetime Membership with the Chapter at a rate to be determined from time to time by the Executive (or ten times that of an Ordinary Member). annual member Shall mean any person registered with the Chapter who shall be required to pay dues on an annual basis at a rate to be determined from time to time by the Executive. 3. objectives: The objectives of the Chapter shall be to: Influence the evolution and development of The University of the West Indies (advocacy). Serve as benefactors of the University. Promote the Caribbean’s intellectual and cultural development. Preserve the Caribbean’s total unity while recognising island cultural variations. Provide opportunities for intellectual stimulation and development (continuing education), and avenues for networking, professional growth, and sharing common experiences of the University’s alumni. Promote the University’s name recognition, regionally and internationally. Stimulate interest among members of the community in the affairs of the University as well as raise funds and encourage benefactions. Offer advice on any matter affecting the welfare of the University or which may be of interest to the Senate and Council of the University. 36

4. membership: Membership shall be of four types: Ordinary (Annual), Associate, Honorary and Life. a. Ordinary (Annual) Membership: Any person who has been awarded a degree, licentiate, diploma or certificate in any Faculty of The University of the West Indies or the University College of the West Indies. This category is the only one eligible for nomination to Executive positions and has full voting rights. Ordinary members may have life or annual membership. b. Associate Membership: i. Any person who has been a student of the University or of the University College of the West Indies for a period of one academic year and in relation to whom the minimum period has elapsed at the end of which that person could, had that person continued as a student, have qualified within the terms of that former student’s registration for membership under clause 6 (a) (see Ordinance 2), provided that the Council may deny Associate Membership under this clause to a person, taking into consideration the circumstances under which that person did not complete the requirements for membership under clause 6 (a) or has ceased to satisfy the requirements. ii. Any person who, at the discretion of the Council, has obtained by examination a degree (or other qualifications considered by the Council to be equivalent of a degree) of a university recognised by the Council for that purpose. iii. Associate members may have life or annual membership. iv. Associate members shall not have the right to hold any executive office but may be granted voting rights at the discretion of the Chapter. c. Honorary Membership: i. Any person who holds an Honorary degree from the University or the University College of the West Indies, provided that the Council may deny Honorary Membership to a person qualified under this clause where the Council is satisfied after due hearing that the person so qualified has engaged in or is engaging in conduct prejudicial to the principles of the Charter or the Chapter. ii. Any person who in the opinion of not less than two-thirds of the financial members of the Chapter present at a general meeting, can make a significant contribution to the objectives of the Chapter, may be admitted to honorary membership. iii. Honorary Members shall not at any time exceed twenty percent of the Ordinary Membership of the Chapter. iv. Honorary Members shall neither pay entrance fees nor annual subscriptions and may attend meetings but may not vote. d. Group Membership: i. Any Group or Association comprising members who qualify under 4 (a) – (c) above shall be entitled to membership in the Chapter on presentation of its Certificate of Registration or other evidence deemed satisfactory by the Chapter. ii. Alumni may form affiliated groups or organisations on the bases of graduating class, disciplines, geographic area or other common characteristics. Such groups may only be represented on the Central Executive Committee through their local chapters. ALL traditional campus and Open campus certificates, diplomas and degrees, no matter the length, qualify an individual as a ‘graduate’ and therefore make them eligible for UWIAA Life and Annual Membership. 37

This means all prior UWI degrees/diplomas/certificates awarded dating from the founding of The UWI, i.e. from UCWI until the present (including former School of Continuing Studies (now Open Campus), qualify an individual for UWIAA Life or Annual Membership. e.

Further qualifications for Membership: i. Membership shall not be granted to any person who has been convicted of a criminal offence either within or outside the jurisdiction. Membership shall not be granted to persons who have been deported to Name of Country. Membership shall not be granted to any person who is or was at any time a member of or affiliated to any criminal gang, group or organisation. ii. No person can be refused membership on the grounds of race, gender, socio-economic class, religion, or place of residence (within Name of Country).

5. the executive: i.

The Chapter Executive shall be the President, Vice President, the Secretary, the Treasurer, the Assistant Secretary/Treasurer and the Public Relations Officer. Depending on the specific needs/circumstances of the Chapter, the number and titles of the Executive might vary. For example, it is possible for a Chapter to include additional officers (or for the titles above to be substituted with) such as First Vice President, Second Vice President, Chair and so on. ii. They shall be elected annually at the Chapter’s AGM. iii. The President and Treasurer shall not hold their respective offices for more than two consecutive years. iv. Subject to any limitations specified in Ordinance 2 of this Constitution, the Executive shall have full power to act in all respects on behalf of the Chapter and shall organise and make such arrangements in connection with its activities, as it deems fit. v. The quorum for meetings of the Executive shall be an uneven number decided by Chapter (MUST BE SPECIFIED IN EACH CHAPTER’S DOCUMENT). vi. A member’s place on the Executive may be declared vacant by the Executive if: a. he/she is absent for more than three consecutive meetings without special leave of absence from the Executive; b. the member issues, makes or concurs in the making of public statements or acts in a manner prejudicial to the objectives of the Chapter. vii. In the absence of the President, the Vice President (or where this applies, the First Vice President and Second Vice President in that order) shall assume the chair, and in their absence a Chairman shall be appointed from among the financial members present. viii. The Executive may fill any casual vacancy in the membership by nominating a financial member of the Chapter to be a member thereof. ix. The functions of the Executive Officers are outlined in the Handbook for Chapters of the UWIAA. suspension of executive officers x. The Executive shall have the power to suspend a member from office. This power shall be exercised by not less than two-thirds of the members of the Executive present and voting providing that: a. the member who may be in danger of suspension shall be given seven 38

(7) days prior notice of the day of the meeting where the matter will be discussed; b. the member who may be in danger of suspension shall have the opportunity to be heard at the meeting where the matter will be discussed; c. the decision to suspend the member must be made within twentyeight (28) days by a two-thirds majority of members in good standing present and voting at a General Meeting of the Chapter. 6. Powers: i. Subject to the provisions laid down by the AGM, the Chapter Executive shall regulate its own proceedings by a simple majority decision and take all necessary steps to implement the objectives of the Chapter as outlined in this Constitution; ii. In the event of a tie in votes, the President shall have the casting vote. 7. General meetings: a. Annual General Meeting: i. The AGM of the Chapter shall be held at a specified time and consistently around that time thereafter, as the Executive shall appoint; ii. Fourteen daysâ&#x20AC;&#x2122; notice shall be given of the actual time, place, and business of the meeting; iii. Such notice shall be exclusive of the day on which it is served or deemed to be served and of the day for which it is given. The unintentional failure to give notice to any person entitled under this Constitution to receive notice of any AGM or the non-receipt by any such person of such notice, shall not invalidate the proceedings at that meeting; iv. The Chapter President (or in his/her absence the Vice President or the First Vice President and Second Vice President in that order) shall preside at the AGM or other General Meeting; v. The AGM shall regulate its own procedure by simple majority decisions; vi. The business of the meeting shall be: a. To receive and consider the report of the Executive for the preceding year; b. To receive and consider the audited accounts and balance sheet; c. To elect members of the Executive (only financial members shall be eligible for election); d. To appoint an auditor; e. To consider any other matters. b. Special General Meeting: Special General Meetings may be summoned: i. On the advice of the President; ii. On the instruction of the Executive; iii. By the Secretary upon the written request of at least sixteen (16) financial members. The request shall stipulate the nature of the business to be discussed and members shall be given at least five (5) days notice of such meetings. The meeting shall be summoned no later than thirty (30) days of the receipt of such request. No other business, besides the stated business shall be discussed at that meeting. c. Quorum i. Twenty (20) financial members shall form a quorum at any General Meeting. ii. If a quorum is not present at the AGM within half an hour of the time fixed for such a meeting, it shall stand adjourned to the same day in the next week at the time and place as is chosen by the President, and, if at 39

such adjourned meeting a quorum is not present within half an hour of the time appointed, the financial members present shall be deemed to be a quorum and may do all the business which a full quorum might have done. iii. If no quorum is present at a Special General Meeting within half an hour of the time fixed for the meeting it shall be dissolved and no other meeting for the purpose of considering the same or substantially similar business shall be summoned without the leave of the Executive. d. Voting i. Voting at all General Meetings shall be by show of hands except for the election of members of the Executive and this shall be done by ballot. ii. Only financial members shall vote at a General Meeting. 8. financial matters: i.

Subscriptions: a. Each Ordinary and Associate Member shall pay an annual subscription to be determined by the members at a General Meeting from time to time. Such subscription is due and payable on the first day of January in each year. b. A Life Member will be required to pay a lump sum subscription equivalent to ten (10) times that of an Ordinary (Annual) Member. ii. Accounts: a. The Chapter shall keep banking accounts in its own name from which money shall be withdrawn on the signature of the Treasurer and either the President or Vice President. The Executive may by resolution, also designate an employee (or employees) of the Chapter who is (are) to sign on the accounts. b. The financial year of the Chapter shall commence on the first day of January in each year. c. The books of the Chapter shall be audited at least once a year in time for the AGM.

9. membership obligations and ethical Behaviour: i. ii. iii. iv. v. vi.

vii.

An active member should attend Chapter meetings, unless prevented by extenuating circumstances. An active member is required to present the best interest of the Chapter at all occasions, public or private. No member shall indulge in any activity that may bring the Chapter into disrepute or shall cause the public to question the Chapterâ&#x20AC;&#x2122;s impartiality in political, social and economic matters. An active member is required to pay membership dues and other financial obligations as specified by the Treasurer. If dues or other financial obligations are not honoured, membership may be suspended. An active member is required to undertake and accomplish in a professional manner, tasks and other activities, which may be necessary to attain the objectives of the Chapter. The details of all meetings and discussion, including the names of attendees, and all material, property and information of the Chapter shall be deemed confidential unless expressly declared public by the Chapter Executive. No member shall disclose the aforementioned to any person, group, organisation or other, without the express authority of the Chapter Executive. No member or any other person or group of persons shall act on behalf of the Chapter or use any property of the Chapter for any purpose whatsoever, without the express authority of the Chapter or an Executive Officer(s) acting on behalf of the Chapter. 40

viii. No member shall receive pay for his services without the permission of the Chapter. ix. Every member shall perform his duty with professionalism, transparency and accountability. x. A member in good standing in the Chapter shall be entitled to attend the meeting of any other Chapter, but shall not be entitled to receive notices of such other Chapter or to vote on any resolution of such Chapter. 10. amendments to the constitution: i. Notice of any proposed amendment shall be sent to members along with a copy of the amended draft at least fourteen days before the meeting at which the proposed amendment is to be discussed. ii. The amendment shall not be accepted unless approved by two-thirds of the financial members present and voting. iii. The Central Executive Committee must ratify all such amendments. 11. Interpretation of the constitution: i. Interpretation of the Constitution shall be vested in the Executive. Matters not provided for by the Constitution and which are incidental to the functions of the Chapter shall be determined by a simple majority of members of the Executive.

The UWIAA

- A legitimate Authority of The UWI ordinances and statues which govern the UWIaa chapters the University charter states: #7 “The Authorities of the University shall be the Council, the Campus Councils, the Senate, the UWI Alumni Associations (formerly Guilds of Graduates) and such other bodies as may be prescribed by Statute.” # 8 “The Chancellor shall be the Head of the University and President of its Council and UWI Alumni Associations (formerly Guilds of Graduates).” The UWI Alumni Associations are guided by the following: Ordinance 2 Statute 34 In 2002 comprehensive changes were made to Ordinance 2 (The Charter, Statutes and Ordinances, 1998, Vol. 1). Specifically it: Changed the organisation’s name from the Guild of Graduates to ‘The University of the West Indies Alumni Association (UWIAA)’. Defined membership categories. Delineated a role for affiliated groups. Systematised financial accountability and reporting. Established the authority of the Central Executive Committee. Article 7 of the University’s Charter speaks to the authority of The UWI’s graduates (ibid.), ‘tangibly’ fulfilled through their participation in the governance structure of The UWI, notably the University Council (see Statute 18), Strategy Committee, Finance & General Purposes Committee and the Board for Undergraduate Studies. The central role for alumni in the University’s governance is therefore unequivocal. Ordinance 2 solidifies the parameters of the University’s Statutes and the Structure for Alumni Relations tabled by the Office of Administration and Special Initiatives and approved in 1999. A UWIAA representative sits on the Senate according to Statute 34. The Senate shall consist of : “One member of the UWIAA serving as a member of the Senate in respect of all four campuses in rotation annually”. the Powers of the senate Examples: Determine the academic policy of the University/Discuss and declare an opinion on any matter whatsoever relating to the University. representatives of the UWIaa sit on: The Board for Undergraduate Studies The Finance and General Purposes Committee The University Strategy Committee Ordinance 2 and Statute 34 guide Alumni Relations. Ordinance 2 states the mandates of the UWIAA: Influence the evolution of The UWI Be benefactors of The UWI Promote intellectual development Foster Caribbean unity Provide intellectual stimulation 42

orDInance 2 1. Pursuant to the desire of the University to modernise and restructure the Guild of Graduates on the basis of proposals from the Guild, and desiring as far as may be feasible to give effect to that restructuring in advance of the earliest date at which it is considered practicable to complete the process of amending the Charter and the Statutes, the following provisions are hereby enacted. 2. With effect from 2nd October, 2003, in any Ordinance Rule or Regulations, or in any official communication or other document of the University or any of its Officers, and unless the context otherwise requires, “The University of the West Indies Alumni Association” means the Guild of Graduates (in this Ordinance referred to as “the Association”). 3. The members of the Association shall in that capacity: (a) influence the evolution and development of the University; (b) serve as benefactors of the University; (c) promote the intellectual and cultural development of the Caribbean; (d) foster Caribbean unity while recognising cultural variations in different countries; (e) provide for persons qualified under clause 5(a) opportunities for intellectual stimulation and development and avenues for professional growth. 4. The Vice-Chancellor shall designate an Officer of the University to be responsible to the Vice-Chancellor for compiling and maintaining a register of members of the Association and for facilitating the discharge by the Association of its functions, and each Campus Principal shall designate one or more members of the staff of the University of the Campus to work with and report to the Officer designated by the Vice-Chancellor under this clause. 5. Membership of the Association shall be open to the following persons: (a) any person who has been admitted to a degree, diploma, licentiate or certificate in any Faculty of the University or of the University College of the West Indies; (b) any person who holds a certification from The University of the West Indies recognised by the Senate as of equivalent status to any qualification in 5(a); (c) any person who is by virtue of Statute 34 on the Register of the Association. 6. Associate Membership of the Association shall be open: (a) to any person who has been a student of the University or of the University College of the West Indies for a period of one academic year and in relation to whom the minimum period has elapsed at the end of which that person could, had that person continued as a student, have qualified within the terms of that former student’s registration for membership under clause 5(a), provided that the Council may deny Associate Membership under this clause to a person, taking into consideration the circumstances under which that person did not complete the requirements for membership under clause 5(a) or has ceased to satisfy the requirement; (b) at the discretion of the Council, to any person who has obtained by examination a degree (or other qualifications considered by the Council to be the equivalent of a degree) of a University recognised by the Council for this purpose. For the purpose of this clause “by examination” shall include examination by thesis. 43

7. Honorary Membership of the Association shall be open to any person who holds an Honorary degree from the University or the University College of the West Indies. The Council may deny Honorary Membership to a person qualified under this clause if the person is no longer deemed worthy, 8 (a) The Association may with the approval of the Council conduct its activities in Chapters and Sub-Chapters identified by reference to a geographical location or any other common shared experience considered by the Council to be suitable for the purpose. (b) The Council may prescribe rules for the constitution and operation of any or all Chapters and Sub-Chapters, including rules conferring power to levy fees, and, subject to such rules, the Central Executive Committee in clause 9(a) may prescribe such rules, and, subject to such rules prescribed by the Council and the Committee, a Chapter may determine its own constitution and procedure and those of its Sub-Chapters, and subject thereto a Sub-Chapter may determine its own constitution and procedure. (c) Until the Council decides otherwise, the Chapters in the Schedule to this Ordinance are Approved by the Council for the purpose of 8(a). 9 (a) The Association may act through a Central Executive Committee, constituted as the Council may prescribe. (b) The Central Executive Committee shall subject to 9(a) comprise one Member qualified Under clause 5 from each Chapter, chosen by the Chapter as its delegate, and the following non-voting representatives of the University: (i) the Vice-Chancellor or nominee; (ii) the designated persons in clause 4. (c) One Chapter delegate under 9(b) shall be elected by the Committee as Alumnus Representative, who shall subject to Statute 34.2 be the Chair of the Committee. (d) An Alumnus Representative’s term of office shall be one year with eligibility for re-election, provided that the same person may not hold the office for more than four consecutive terms. The Central Executive Committee shall elect annually three of its members, other than the Alumnus Representative, to serve with the Alumnus Representative as the representative on Council under Statute 18.1(c) 10. Each Chapter shall prepare an annual report, including a financial report audited in such manner as the University Bursar may approve, which shall be presented to the annual meeting of the Association. a. The name “Guild of Graduates” is provided for in the Charter itself (see Article 7, naming the Guild as one of the Authorities of the University), and cannot be abolished without the elaborate procedure for Charter amendment. The University’s policy in the implementation of the 1995 “governance” reforms has been to defer proposed reforms rather than pursue the Charter amendment process, and SCOR’s advice is based on the assumption that this policy continues to apply. The device has therefore been adopted in the draft of using the desired new name as an alias for the Charter name: the UWI Alumni Association. b. This formulation would not preclude the administrative arrangement proposed in the draft provided for SCOR’s consideration, but is preferred by SCOR on account of its flexibility. c. This provision is not required by the drafting instructions, but its rationale is obvious, and has been inserted to cover a casus omissus hearing that the person to be qualified has engaged or is engaging in conduct prejudicial to the principles of the Charter or of clause 3. 44

d. The omission of any provision for collective membership is understood by SCOR to be consequential on the policy of reserving future membership to UWI Graduates. e. Statue 18 1(e) already prescribes the duration of the office of the Council Representatives, and that would prevail over anything in the Ordinance, so the recommendation is not reflected in the draft. f. SCOR has amplified the provisions for registration in clause 4 and for fees in clause 3(b) and recommends those amendments.

statUte 34 1. The Council shall prescribe rules for entry upon and removal from the register, the annual or other fee or composition thereof, which shall be required for registration of members of The University of the West Indies Alumni Association. 2. The Chancellor or in his absence, the Alumnus Representative shall preside at the annual business meeting of the Committee. 3. The Association shall, through the Committee, have the following powers: a. To elect its own Chair who shall, in the absence of the Chancellor, preside at its meetings. b. To elect representatives as Members of Council, the Campus Councils and any University Committee on which it is represented. c. To discuss and pronounce an opinion on any matter whatsoever relating to the University referred to it by the Council. d. To prescribe the mode of conducting its proceedings, and of reporting the same to the Council and Senate or either of them. e. To address questions to the Council, the Campus Councils or the Senate on any matter affecting the University. 4 (a) The Vice-Chancellor shall designate an officer of the University to be responsible to the Vice-Chancellor for compiling and maintaining a Register of Members of the Association and the Campus Principals and Pro-Vice Chancellor, Non-Campus Countries and Distance Education, shall designate one or more members of the staff of the University to work with and report to the officer designated by the Vice-Chancellor under this clause. (b) The Register shall be conclusive evidence that any person whose name appears therein at the time of claiming to vote in the Association is entitled to vote, and that any person whose name does not appear therein is not so entitled. (c) The officer, so designated by the Vice-Chancellor, shall also be responsible for providing administrative support to the UWIAA Chapters and Sub-Chapters. 5. Meetings of the Association, Chapters and Sub-Chapters shall be summoned at such times and in such manner as it may by its Bye-Law determine. approved by council in 2005.

ROlES AnD RESPOnSIBIlITIES OF ThE IAD, AlUMnI ChAPTERS AnD CAMPUS AlUMnI OFFICES the IaD is responsible for the overall strategic management of the University’s alumni relations. specifically, it: Handles all alumni statutory issues, for instance, the revision of the UWIAA’s Ordinance and any relevant document or handbook; Manages the Alumni Database for The UWI; Produces alumni publications; Coordinates and provides guidelines for the University’s trademarks /licenses; Interacts with and guides Alumni Chapters; Interacts with and guides Campus Alumni Offices; Promotes meetings between University and campus personnel and Alumni Chapters; Arranges the annual meeting of the Association’s Central Executive Committee (CEC) and other major conferences/seminars/strategy planning retreats. the alumni chapters are responsible for: Membership; Networking among themselves; Recruiting alumni volunteers and persuading alumni to actively support their Alma Mater; Communicating with the IAD and Campus Alumni Offices; Encouraging membership; Organising meetings, social events/reunions, etc. in conjunction with the Campus Alumni Officer, Campuses, M&C; Working with the CAOs and M&C to have Commemoration and Alumni Week/Day events. the campus alumni officers (caos): Convey information between the IAD and the Chapters, and vice versa; Distribute the Alumni publications and other publications; Assist IAD and the UWIAA in keeping the Alumni Database up-to-date; Facilitate networking among Chapters; Regularly communicate with the Chapter(s) to keep abreast of their activities, plan events or activities in conjunction/association with Chapters; Assist with activities/events of the Chapter and ensure that the information is in the report submitted to the Director of Alumni Relations annually, as well as in the CEC report. social media facilitator: The Social Media Facilitator will manage the web section of Alumni Online and will liaise with the IAD’s Digital Media/Database Manager. 1. Manages and consistently updates all social media platforms of the Association; 2. Takes photographs of all events executed by the Association for posting on social media platforms with appropriate captions and details; 3. Exercises ethical judgement in the nature of photographs posted and information shared via social media platforms and refers to the President and Vice-Presidents for guidance; 4. Supports the Public Relations Officer on digital media to promote events planned by the Association. 46

role of UWIaa alUmnUs rePresentatIVe (2 Year Position)

Key responsibilities include: 1. The development of policies and procedures for the advancement and maintenance of Alumni Relations as Chair of the UWI Alumni Association Central Executive Committee in association with the IAD; 2. Become familiar with all relevant Ordinances, Statutes, By-Laws, the operation, roles, functions and deliverables of key University committees; 3. Contact with the Presidents of all Alumni Chapters and encouragement to ensure Chapters remain vibrant, relevant and committed to promoting the University and Alumni Relations; 4. Encouragement of Chapters to adhere to the process of Annual General Meetings whereby detailed reports are presented to the membership on the activities of the Chapters and Annual Audited Financial Statements to ensure that the trust of the membership and public is maintained; 5. At the Annual Business Meeting of Council and Senate, be an advocate on alumni matters ensuring that alumni issues remain at the forefront of University matters. Represent the alumni on University Committees or delegate responsibility to the Council Representative or other members of the Central Executive Committee; 6. Be the key contact on Alumni Matters with the Director, Alumni Relations - IAD, the Vice Chancellor, Campus Alumni Representatives and other relevant bodies or organisations; 7. Maintain continuous communication and contact with the IAD through the Director, Alumni Relations, ensuring that ongoing alumni issues are addressed and/or completed.

role of UWIaa coUncIl rePresentatIVe (1 Year Position)

Key responsibilities 1. Represent the Alumnus Representative when requested - attend Committees/Meetings as the Alumnus Representative may delegate; 2. Field questions, give feedback at Council; 3. Become familiar with all relevant Ordinances, Statutes, By-Laws, the operation, roles, functions and deliverables of key University committees; 4. Establish and maintain contact with the Director, Alumni Relations - IAD, Presidents of all Alumni Chapters and encourage Chapters to remain vibrant, relevant and committed to promoting the University and Alumni Relations. note: the Director of ar to advise the office of administration (oa) and oa to send the Director of ar the new academic Diary to share, so that persons can note pertinent dates and ensure their availability of same.

UWIAA ChAPTER ACTIVITIES 3.1

requirements for chapters In order for a Chapter to remain in good standing with the IAD, a Chapter must comply with the following requirements:

3.1.1. Have a minimum of two major events per year, in association with the campus, to which all Chapter members are invited, and provide timely notice to IAD of all such events. 3.1.2. Conduct at least one Annual General Meeting to which all Chapter members are invited. 3.1.3. Have the Chapter’s Executive Committee meet at least three times a year. 3.1.4. Ensure the transfer of the Chapter’s accounts by having the appropriate signatures removed and new ones put in place. The Chapter acknowledges that all funds, moneys, contributions and other property received, held, given to or in the custody or control of any Chapter are ultimately the funds and property of The UWI, through the IAD. 3.1.6. The Treasurer is to ensure via e-mail that the Chapter Executive is aware of any large expenditures or if it diverges from the Chapter’s budget submitted with its Annual Report. 3.1.7. Abstain from borrowing money in the name of the Chapter or The UWI. No Chapter shall have the power to borrow money in the name of the Chapter or The UWI. 3.1.8. Ensure that no contractual relationship purporting to bind The UWI is entered into by the Chapter without prior written approval from the IAD. Contractual relationships in relation to value added services for the Pelican Perks Programme are acceptable subject to the approval of the Director, Alumni Relations. 3.1.9. Refer any matters pertaining to fundraising to the IAD and inform that office of any contributions received. 3.1.10. Provide to the IAD by February 28 of each year an Annual Report for the prior academic year. The IAD will provide Chapters with templates and standardised forms for this report. The report shall include: a.

report of chapter membership and activities: A narrative of the activities that took place in the course of the year.

financial report: An account of both the fundraising and the operational income and expenditures for the same period, including the names and amounts donated by all the contributors, including fundraisers or performances. Additionally, if requested by the IAD, the Chapter shall provide complete bank records of any bank accounts of the Chapter for such period.

cHaPter fees d. Each Chapter should review the membership fees charged at a maximum of every two years to ensure that they are in line with other professional organisations in the respective country. The recommended split is 50% - half to The UWI Campus or Regional 48

Endowment Funds or Offices of Student Financing for student scholarships or other designated needs and 50% towards the operation of the Chapter for activities and events. e.

Plan and Budget for the Current Year to assist in planning for that year.

Meeting Minutes: A copy of minutes from all Executive Committee meetings, which will be the responsibility of the Chapter’s Secretary or Assistant Secretary and/or Treasurer shall be submitted to the IAD.

3.1.11. Not be conducted or operate for profit, and no part of the net earnings of a Chapter shall inure to the benefit of any director, officer, employee or member of a committee of, or person connected with, the Chapter or any private individual. 3.1.12. Not carry on propaganda or otherwise attempt to influence legislation, not participate in or intervene in (including by the publishing or distributing of statements) any political campaign on behalf of or in opposition to any candidate for public office. 3.1.13. Provide to the IAD all information requested in order for it to determine whether it is in the best interest of the IAD to renew or maintain the Chapter’s charter. 3.2

Guidelines for UWIaa chapters

3.2.1. The Chapter should keep the IAD informed of its activities by sending copies of all outgoing communications to its members (electronic or otherwise). This information will assist in the coordination and collaboration of their events among Chapters. UWIaa cHaPter GoVernance reQUIrements 4.1

executive committee

4.1.1. members: Each Chapter shall be governed by an Executive Committee which is composed of not less than six individuals, including a President, Vice-President, Secretary, Treasurer (or Secretary/Treasurer), Social Media Facilitator and a Member at Large. 4.1.2. elections: Members of the Executive Committee shall normally serve for a period of two years for up to two consecutive full two-year terms. 4.1.3. term: Chapters must conduct elections every two years. Elections may be conducted by mail, at a general assembly meeting, or by electronic transmission. Executive Committee members shall serve from the month of the AGM in the year of election for a single term of two years or until their successors shall be appointed. 4.1.4. Vacancy: If a vacancy occurs on the Executive Committee for any reason, it shall be filled by the candidate who was a runner-up in the last election for the position being vacated. note: If it ain’t broke don’t fix it – build on programmes – do not always try to change Also organise for succession planning – Executive positions should be held for two (2) years ideally or three (3) for continuity. 49

4.2

officers

4.2.1. President: The President shall preside at all regular and special meetings of the Chapter; shall appoint all committees, with the consent and approval of the officers; shall present the report covering the activities of the Chapter in the previous year at the Chapter’s Annual General Meeting; attend the CEC meeting, enforce Chapter guidelines; and ensure that all books and records are properly kept and that all meetings are appropriately called. 4.2.2. Vice President: The Vice President shall perform the duties of President in the absence of the President or following his/her resignation, or as directed by the President given his/her inability to perform his/her duties. 4.2.3. secretary: The Secretary shall serve all notices required by the IAD. He/she shall keep accurate minutes of all meetings of the Chapter; maintain a list of all members; notify all persons of their election as officers or members of committees; work with the President to prepare the Chapter’s Annual Report; and perform all the customary duties of a Secretary. Note: An Assistant Secretary may be appointed as well. 4.2.4. treasurer: The Treasurer shall be responsible for maintaining all financial records for the Chapter, including oversight for all banking, event and fundraising activities. The Treasurer shall ensure financial compliance with all relevant governing bodies in the country of the Chapter’s existence and provide information to the President and the IAD on all financial matters of the Chapter. Note: An Assistant Treasurer may be appointed as well. 4.2.5. social media facilitator: The Social Media Facilitator of the Chapter’s web section of Alumni Online will be the manager of the web section and will liaise with the IAD’s Social Media/Database Officer. In addition will be responsible for assisting with the updating of AO Facebook, AO Twitter and AO LinkedIn, etc. UWIaa sUccessIon manaGement 5.1

Guidelines for each chapter

5.1.1. Each Executive Committee should ensure that the succession process between old and new Chapter administration is handled properly; managing the succession is critical to the continuity and long-term survival of each Chapter. 5.1.2. Each Executive Committee should plan for succession before their terms expire by soliciting volunteers (even in small Chapters) and involving them in the preparation of activities of the Chapter. The Chapters should involve UWI STAT Alumni Ambassadors in this process. 5.1.3. Each Chapter should encourage all its members to be involved in the activities of the Chapter, and each Executive Committee should expose all members to the internal management of each Chapter to develop new leaders. cHaPter reVIeW Process 6.1

Process

6.1.1. The IAD shall set uniform policies and procedures, applicable to all UWIAA Chapters. It will update its new policies as necessary. 6.1.2. In addition to its review of the Chapters’ annual reports, the IAD will 50

undertake a detailed examination of each Chapter during or at the end of every fifth academic year from the date of its origin to ensure that each Chapter continues to serve the alumni and the University, and that it has complied with these Chapter Policies and Procedures. 6.1.3. During the Review or at any other time, if it is determined that a Chapter has not met the minimal performance standards or otherwise has failed to comply with these Chapter Policies and Procedures, or if, in the opinion of the IAD, a Chapter has failed or refused to follow, or is failing or refusing to follow, any rule, regulation or policy of The UWI or the IAD, or in the opinion of the IAD is functioning in a manner contrary to the best interests of The UWI or, in the opinion of the IAD, has become insufficiently active, the IAD may refuse to consider any such Chapter as active or legitimate or put the Chapter on notice that probationary action is contemplated, by giving written notice in person or by e-mail to that effect to the President of the Chapter or any Executive Officer of the Chapter. The cause or causes for the non-renewal or probationary status will be outlined. Whenever the Registration of a Chapter is surrendered, revoked or is not renewed by the IAD, all funds and property held by it shall be delivered forthwith to IAD. Upon loss of its official status as a registered Chapter of The UWI, any further operation of the Chapter shall be vested in the IAD. The IAD will expect that the Chapter will work to have the situation regularised in short order so that active registration status can be conferred. 6.1.4. As a transitional matter, all existing Chapters shall be permitted one year to comply with these Policies and Procedures. tHe IaD anD tHe UWIaa cHaPters 7.1

IaD assistance to chapters

7.1.1. The IAD will strive to keep Chapters informed of the University and IAD news, developments, and activities via various communication tools such as the UWI Nexus, the UWI Connect, Pelican Talks, etc. It will work closely with the Chapters on setting and planning their strategic goals and activities. 7.1.2. The IAD will offer support when needed, particularly for new Chapters. 7.1.3. The IAD may present Annual Recognition Awards to a maximum of three Chapters judged to be most active overall, based on activities and funds raised. 7.2

the IaD and the UWIaa chapters

7.2.1. The University will provide staffing for the IAD. 7.2.2. The IAD will provide Chapters with consultation and advice pertaining to Chapter activities. 7.2.3. At least twice each year, the IAD and each Chapter will exchange updated mailing lists electronically or by hard copy, in order to ensure that the Chapter members’ information is kept current. 7.2.4. The Alumni Relations Offices will facilitate each Chapter’s compliance with policies and procedures and the submission of each Chapter’s Annual Report. 7.2.5. The IAD, in collaboration with the University and Campus administrations, will coordinate alumni visits to the campus, as well as visits by University 51

faculty who are invited to communicate with and/or lecture to alumni groups. 7.2.6. The IAD will cover alumni and Chapter activities in UWI Connect. 7.2.7. The IAD Alumni Relations arm will maintain the Alumni Online Web and Social Networking community and will assist the UWIAA Chapters, in setting up their own web sections on Alumni Online. Each Chapter shall be responsible for ensuring that information concerning its leadership and events is updated regularly on Alumni Online. UWIaa cHaPter eVents 8.1

Guiding Principles

8.1.1. UWIAA Chapter events are an opportunity to meet old acquaintances, relive campus life, meet new people, learn about new and interesting things, reinforce the feeling of belonging and utmost, to be supportive of the University and its mission and programmes. 8.1.2. Chapter leadership should plan for adequate events for the operating year, remaining mindful of striking a balance between hosting too many or too few events. 8.1.3. Successful event programmes should provide a balanced mix of educational, professional, cultural, family-oriented and fundraising events. Consideration should also be given to each Chapter’s membership’s interest and demographics. 8.1.4. Preparation for events should be utilised as an opportunity to encourage people who may be interested in serving in Chapter leadership or volunteering in various capacities. 8.1.5. Chapter leadership should actively solicit feedback from members and volunteers after each event. 8.2

recommended events

8.2.1. Dinner Events: Usually feature keynote addresses by the University’s leadership, prominent local alumni, political figures, etc. 8.2.2. Joint Events: With other Chapters or in conjunction with a University initiative. 8.2.3. Young/New alumni events: Involving current students in their last year and also recent graduates. 8.2.4. Cultural Events: Chapter may host theatre/music performances, art exhibits, poetry readings. This may also entail an outing by group of Chapter members to a local cultural event. 8.2.5. Annual Picnics: Held at low cost (BYOF) and as inclusive as possible, open to spouses and children of Chapter members. 8.2.6. Outings: Group outings to points of nature (hiking trips or similar) or architectural sites. 8.2.7. Fundraising Dinners: Dinners organised primarily to raise funds for the University. Usually involve high ticket costs and/or auctions 52

8.2.8. Children’s Events: Events for alumni and their children. 8.2.9. Student/Parent Activities: Events involving current and prospective students with their parents and Chapter alumni, which provide factual and anecdotal information about studies at The UWI. 8.2.10. Fiftieth (50th) Year Class Reunions should be held annually. 8.3

sample timeline for calendar Year Annual Pelican Awards in collaboration with the campus Networking Events Cultural Presentation Dinner (with theme) Fundraising Gala Young Alumni Activities: Social Skills Training, Children’s Event/Picnic Support of UWI Campus Sports events

UWIaa montHlY teleconferences 9.1

Guiding Principles

9.1.1. UWIAA Country Chapter Presidents meet every month with the Director Alumni Relations via teleconference. All Sub–Chapter Presidents should advise his or her respective Country President of any news/suggestions /ideas/concerns that he/she wishes to be brought to the attention of the Central Executive, ideally at least 3 days before the scheduled teleconference. 9.1.2. All UWIAA Chapter and Sub-Chapter Presidents are free to call on (in person or via telephone/e-mail) the Director of Alumni Relations IAD at any time. note: The Annual Teleconference Schedule is available on Alumni Online and through the Director of Alumni Relations for The UWI.

POlICIES RElATInG TO AlUMnI OnlInE office responsible: alumni relations, IaD

What follows covers the ALUMNI Online web and social networking site for the entire regional institution: The University of the West Indies.

the policy: The UWI should have one URL for its alumni â&#x20AC;&#x201C; www.alumnionline.uwi.edu This should be accessed through The UWI Portal - www.uwi.edu All UWI campuses will be assigned unlimited space within AO and will have Administrators trained by the IAD who are responsible for alumni data in their respective sections. All Social Media for the campuses will be accessed via/in concert with the IAD (i.e. Facebook/Twitter/LinkedIn/Foursquare). The IAD will be responsible for certain sections. AO will provide a uniform and unified platform for all alumni related internet and social media for The University of the West Indies and will cease all confusion amongst the alumni population and other various publics. The University of the West Indies ALUMNI Online(AO) web and social networking site and related online services are provided by the Alumni Relations arm of the Institutional Advancement Division (IAD) to encourage communication among alumni for personal and professional networking and University-related activities. By utilising the web site at www.alumnionline.uwi.edu or accessing related online services, you signify that you have read these site policies and agree to use the site in a manner consistent with all applicable laws and regulations and in accordance with the policies and guidelines.. The IAD, Office of the Vice-Chancellor reserves the right to modify these policies at any time and will publish notice of any such modifications online at this Site. The IAD encourages you, the user, to review the most current version of the policies periodically. Your continued use of the site will constitute your agreement to these policies, including but not limited to any modifications. The uwi.edu portal is the main entrance to ALUMNI Online Introduction The mission of the Alumni Relations arm of the IAD is to enhance and advance the relationship between The University of the West Indies and its alumni. As part of this mission, the IAD acts as the official central keeper of alumni records for the entire regional institution. The web site at www.alumnionline.uwi.edu, its subdomains and related sites are used to communicate with alumni, inform alumni and the public, promote events and programmes, offer services to alumni and gather information about users. The purpose of this document is to educate and inform users of the policies regarding ALUMNI Online, including how the IAD collects and uses information, and to notify users about the terms and conditions governing use of the ALUMNI Online site. contact the IaD If you have questions about these Policies and Terms and Conditions of Use, contact the Institutional Advancement Division, Office of the Vice-Chancellor, The UWI Regional Headquarters, Hermitage Road, Kingston 7, Jamaica, West Indies at 876-977-0052 or 0054 or e-mail iad@alumni.uwi.edu.

IaD Domain The IAD has ultimate responsibility for the content of the following site. This domain name is administered by the IAD and constitutes what is hereafter referred to as the ALUMNI Online site: www.alumnionline.uwi.edu UWI e-mail for life accounts The IAD offers free, web-based e-mail accounts to all UWI alumni and members of the UWIAA. The service is provided through Google Apps. The account is offered to alumni and UWIAA members free of charge to the user. The IAD reserves the right to change this policy at any time, with at least 30 daysâ&#x20AC;&#x2122; e-mail notice to all users registered at the time of notice. Privacy Policy The IAD occasionally collects personal information through various forms throughout its site, primarily for event registrations, membership applications, award nominations, volunteer opportunities, registration for free e-mail accounts and Online Directory updates. The type of information collected can include, but is not limited to name, address, phone number(s), e-mail address(es), graduation year and institute/school/department. Information is used for the purpose of furthering the membership or fund-raising operations of The University of the West Indies, the UWI Alumni Association (UWIAA), the American Foundation for The University of the West Indies (AFUWI), the British Foundation for The University of the West Indies (BFUWI), respectively, and for furthering and fulfilling the educational and administrative needs of the departments, institutes, units, offices and constituents of The University of the West Indies. Therefore, any confidential information is released for those purposes only. Confidential information is not available to organisations, businesses, groups or individuals for personal, commercial or political mailing. The IAD is committed to ensuring the privacy of personal information. The IAD may share personal information gathered from its sites with others outside the IAD and/or the University, when: authorised by law, permitted under general UWI policies, authorised by an approved IAD contract, it is clearly stated at the ALUMNI Online site that such information will be shared and the user indicates consent by providing the information, consent is otherwise given, or authorised for good cause by the Chancellor or Vice-Chancellor of The University of the West Indies. Information collected and on file with the IAD is safeguarded in a number of ways. Information collected through forms for specific uses (e.g. award nominations) is used for those express purposes and in the promotion of those activities, events or programmes. Collected information is not shared with entities outside of The University of the West Indies except for contracted vendors and/or the media. Residence and business information available through the Online Directory is displayed for one individual at a time in order to discourage unauthorised and undesirable uses, and this information is available only to users who have registered at the Directory site. E-mail addresses used in the Directory, as a matter of policy, are not revealed by the IAD; messages are sent via blind e-mail, leaving the option to reveal an e-mail address up to each individual recipient. The ALUMNI Online forms for Event Registrations and Membership Applications connect to a system that collects necessary personal credit card information for payment. The IAD selected this system because it allows for the processing of event 55

registrations and membership applications in a highly secure manner. No credit card information is collected, stored or retrieved by the IAD’s Web server. Such information has underlying security by a leading company in Internet security and online payments. None of the credit card information collected through the online Event Registration or Membership Application systems is shared with any entity outside of the University, and that information is used only to process payment at the request of the users of these forms. leGal notIces of terms anD conDItIons rules for Public forums Bulletin boards, chat rooms and other such interactive areas of the ALUMNI Online site are provided to give users an interesting and stimulating forum to express their opinions and share ideas and information. The IAD cannot and does not monitor all of the material posted or transmitted by users and third party information providers. To protect your safety, please use your best judgment when using these forums. We particularly discourage divulging personal phone numbers and addresses or other information that can be used to identify or locate you. If you make such disclosures either through postings on the bulletin boards, chat rooms and other interactive areas, or to third parties in any communication, you do so fully understanding the consequences of such disclosures and with a knowing consent that such information could be used to identify you. The IAD reserves the right to delete, move or edit any communications at any time, for any reason or in its discretion, but has no obligation to review or remove any such content. Use of cookies Cookies are pieces of information that a web site transfers to your computer’s hard disk for record-keeping purposes. Cookies make a web site more useful by storing information about your preferences related to a particular site. The use of cookies is an industry standard, and many major web sites use them to provide useful features for their customers. Cookies in and of themselves do not personally identify users, although they do identify a user’s computer. Most browsers are initially set up to accept cookies. If you prefer, you can set your browser to refuse cookies. However, you may not be able to take full advantage of a web site if you do so. The IAD does not gather nor record any personal information that would identify anyone as a specific individual through the use of cookies. We do gather and record information that visitors voluntarily submit such as on AO forms and AO records statistical information regarding traffic to its www.alumnionline.uwi.edu site through the use of IP addresses, but that information is used only as aggregate statistics for the purpose of tracking Web traffic patterns, and the information is not gathered through the use of cookies. online surveys In the course of using the ALUMNI Online site, a user may choose to provide information to help The University of the West Indies serve that user’s needs or conduct research. As a user of such surveys, you agree that aggregate data from surveys may be shared with external third parties. rules for online conduct All information, data, text, software, music, sound, photographs, graphics, video, messages or other materials or communications (“content”), whether publicly posted or privately transmitted, are the sole responsibility of the person from which that content originated. This means that you, the user, and not The UWI/IAD 56

are entirely responsible for all content that you post or otherwise transmit using AO. By accessing the site, you agree to use it in accordance with all applicable laws and regulations and abide by the following rules for online conduct: 1. Users will not reproduce, duplicate, copy, sell, resell, transmit, upload, download or exploit any portion of the site, use of the site, or access to the site, for any, commercial, public or political purpose, including but not limited to advertising, solicitation, cold-calling or mass mailing. 2. Users will not post or otherwise transmit any of the following content on the site: Material that defames, abuses or threatens others Statements that are bigoted, hateful or racially offensive Material that advocates illegal activity Material that discusses illegal activities with the intent to commit them Unauthorised copyrighted material Material that contains vulgar, obscene or indecent language or images Advertising or any form of public, commercial or political solicitation 3. Users will not post or otherwise transmit any content that you do not have a right to transmit under any law or under contractual or fiduciary relationships (such as inside information, proprietary and confidential information learned or disclosed as part of employment relationships or under nondisclosure agreements). 4. Users will not post or otherwise transmit any content that infringes any privacy, publicity, patent, trademark, trade secret, copyright or other proprietary rights of any person or entity, including but not limited to communications that violate other users’ privacy, such as granting access to the site or distributing information obtained from the site to non-alumni. 5. Users will not post or otherwise transmit any unsolicited or unauthorised advertising, promotional materials, “junk mail”, “spam”, “chain letters”, “pyramid schemes”, or any other form of solicitation, or use any distribution lists to any person who has not given specific permission to be included in that type of process. 6. Users will not impersonate any person or entity, including but not limited to any Alumni Association official, graduates, student or other, falsely state or otherwise misrepresent your affiliation with a person or entity, or manipulate identifiers in order to disguise the origin of any content transmitted through the site. 7. Users will not post or otherwise transmit any content that inaccurately implies endorsement, approval or sponsorship by The UWI/IAD/UWIAA or any of our offices or officers. 8. Users will not post or otherwise transmit any material that contains software viruses or any other computer code, files or programmes that interrupt, destroy or limit the functionality of any software or equipment. 9. Users will not interfere with or disrupt use or enjoyment of the site or servers or networks connected to the site. 10. Users will not intentionally or unintentionally violate any applicable local, national or international law, including but not limited to regulations relating to the export or transmission of technical data, any rules of any national or other securities exchange, and any regulations having the force of law. 57

11. Users will not collect or store personal data about other users except as expressly permitted under this site policy. 12. Users will not access or attempt to access any other user’s account. Upon discovery, the IAD reserves the right to remove any content posted or transmitted to the Sites that violates the above rules, but is under no obligation to do so. The IAD does not routinely screen or monitor all Content and cannot guarantee that Content in violation of the Rules of Online Conduct will not be posted or transmitted. For this reason, Users should report any abuses or misuses of the Sites to the IAD. If the IAD determines that a User’s participation in the Sites may create a liability for the IAD/UWIAA or the University, or that the User has violated policies set forth herein, the IAD reserves the right, in its sole discretion, to take actions against the User. The IAD reserves the right to expel a User and to deny a User further access to the Site if such User violates these Rules of Online Conduct or any applicable laws or regulations. WARNING: A violation of the Posting Rules may be referred to the police or legal authorities. linking Disclaimer As a viewer or user of the ALUMNI Online site, you expressly understand and agree that: On its site, the IAD frequently presents links to third-party web sites over which the IAD has no control. These links are provided as a convenience and courtesy to the users of our site. The IAD cannot be held responsible for the policies, practices, content or lack thereof associated with the linked third-party sites, nor does presentation of the links constitute any implied endorsement unless explicitly stated. In order to provide specific programmes, events or support, the IAD occasionally may partner with vendors, other organisations and University entities, or with specific entities with which the IAD or UWIAA has a more direct relationship. As part of these collaborative efforts, the IAD may or may not have involvement with the Web content located at domains other than those listed as being administered by the IAD. Complaints, concerns or questions relating to materials provided by third parties should be forwarded directly to the third party. Disclaimer of Warranties Viewers or users of the ALUMNI Online site expressly understand and agree that: Your use of the ALUMNI Online site and related sites is at your sole risk. These sites are provided on an “as is” and “as available” basis. The IAD expressly disclaims all warranties of any kind, whether expressed or implied, including, but not limited to the implied warranties of merchantability, fitness for a particular purpose and non-infringement. The IAD makes no warranty that: (i) the sites will meet your requirements, (ii) services will be uninterrupted, timely, secure, or error-free, (iii) the results that may be obtained from the use of these sites will be accurate or reliable, (iv) the quality of any products, services, information, or other material purchased or obtained by you through these sites will meet your expectations, and (v) any errors in the software will be corrected. 58

Any material downloaded or otherwise obtained through the use of the sites is done at your own discretion and risk and you will be solely responsible for any damage to your computer system or loss of data that results from the download of any such material. No advice or information, whether oral or written, obtained by you from the IAD or through or from the sites shall create any warranty. limitation of liability Viewers or users expressly understand and agree that The UWI shall not be liable for any direct, indirect, incidental, special, consequential or exemplary damages, including but not limited to, damages for loss of profits, goodwill, use, data or other intangible losses (even if The UWI has been advised of the possibility of such damages), resulting from: 1. the use or the inability to use the sites, 2. the cost of procurement of substitute goods and services resulting from any goods, data, information or services purchased or obtained or messages received or transactions entered into through or from the sites, 3. unauthorised access to, or alteration of your transmissions or data, 4. statements or conduct of any third party on the sites; or 5. any other matter relating to the sites. editorial Policy Viewers or users of the ALUMNI Online site expressly understand and agree that the IAD reserves the right to edit or reject for any reason all information submitted for publication in the ALUMNI Online Web site. advertising Policy Whereas other UWI websites within the regional institution may not allow advertising, the ALUMNI Online site does allow advertising as a means of: • offsetting operational costs, • generating revenue for scholarships and bursaries for students via The UWI Regional Endowment Fund, • funding Alumni Relations and Institutional Advancement activities. advertising Disclaimers Viewers or users of the ALUMNI Online site expressly understand and agree that: In consideration of publication in The UWI publications and other good and valuable consideration, the Advertiser agrees to indemnify and defend The University of the West Indies publications, including all media whether in print or electronic form (collectively referred to herein as “UWI Publications”) and any of their agents, against any and all liability, loss, or expense arising from any claims for libel, unfair competition, unfair trade practice, infringement of trade names or patents, violation of rights of privacy, or the infringement of copyrights and proprietary rights resulting from the publication of the Advertisers’ advertisements. UWI Publications will not be liable for failure to furnish advertising space or to publish any advertisement due to strikes, labour disputes, government action, acts of God, war, fire, breakdown of equipment, or any other circumstances beyond the UWI Publications control. UWI Publications reserves the right to reject any copy, for any reason. Among other subjects, UWI Publications does not accept advertisements relating to tobacco, 59

alcohol, gambling, political or religious matters. All contracts and orders are subject in all respects to UWI Publications’ rules and regulations as to content of advertising matter, makeup, and current demands upon advertising space. UWI Publications does not sponsor or endorse the content of any advertisement and advertisements may not suggest or imply The University of the West Indies or UWIAA endorsement without express permission. Because The UWI/IAD has no control over services/products advertised, The UWI/IAD is not responsible for the availability of same, and does not endorse and is not responsible or liable for any content, advertising, products, or other materials on or available from any of sites or resources. Further, neither The UWI/IAD nor any of its service providers is responsible or liable, directly or indirectly, for any damage or loss caused or alleged to be caused by or in connection with use of or reliance on any content, goods or services available on or through any of those sites or resources. The UWI/IAD respects the intellectual property of others, and we ask users to do the same. summary All information contained on ALUMNI Online remains the property of The UWI/IAD and may not be reproduced in whole or in part by any person or entity without the written permission of the IAD. This site is provided to encourage communication among alumni for personal and professional networking and University-related activities. Communications among alumni are not intended for publication or retransmission in any media. Furthermore, the use of the sites to reproduce or store personally identifiable information in a retrieval system by any means, electronic or mechanical, or the use of addresses or other information contained in the sites for any public, private, commercial or political purpose is strictly prohibited. UWI rings The UWI Crest is featured which allows alumni to show their Pelican Pride. The University Registrar has given permission for The UWI Crest to be used to produce UWI Rings by approved vendors. The UWI ring is available at locations as follows: St. Augustine – at the entrance of The UWI Bookshop Mona – at Exams/The UWI Bookshop Caribbean Awards gives 10% of gross sales to the Mona Campus for further campus development. Cave Hill – The UWI Bookshop Caribbean Awards gives 10% of gross sales to the Cave Hill Campus for further campus development. Open Campus contact the Principal’s Office. All Alumni have access to all officially offered designs.

USEFUl InFORMATIOn coDe of etHIcs for alUmnI relatIons In an Annex to Ordinance 8 (of the University’s Charter, Statutes and Ordinances) entitled “Statement of Principles/Code of Ethics”, approved by Council on November 28, 1997, there are two sections which specifically address ethics. The IAD has adapted this information and included it in this brief guide for UWIAA Chapters and their members. Para. 16: Direct political involvement is a matter for the individual. A UWIAA Executive member who engages in direct political activity should do so in a manner compatible with his or her profession and within the legal framework of a constitutional government of the area. All governments that contribute to the revenue of the University are expected both to preserve the legitimate freedom of the individual and to guarantee the right of individual expression outside the University context. Para. 17: The University as a developing community inevitably becomes involved in the many problems of the community, and UWIAA members are expected to bring their professional skills and talents to bear on these problems. Para. 18: UWIAA members should not use the privilege of their institutional affiliations for partisan or personal ends where they engage in public affairs, e.g., in writing to or for the press they should not seek to identify their personal point of view with that of the University. Para. 19: The University cannot guarantee support for any UWIAA members for consequences which flow from their political activity. In this respect, the individual who accepts a personal role of political activity, accepts as well a personal responsibility. Above all, the University cannot offer support for any advocate of violence. conflicts of Interest Para. 23: The University acknowledges a commitment, as part of its overall mission, to transfer knowledge, discoveries and technology to society for its benefit. Interaction of the UWIAA with external entities is desirable and encouraged when the activity is beneficial to the professional standing of the individual, the reputation of the University, or provides a community or professional service. Whatever the nature of the external activities or relationships, the University expects all UWIAA members to act in a manner consistent with a high standard of integrity and ethical behaviour. Accordingly The University of the West Indies obligates UWIAA members and officers acting on its behalf to avoid ethical, legal, financial or other conflicts of interest which may impede or compromise their University responsibilities or the mission of the institution.

Para. 24: A conflict of interest or a potential conflict, exists when a UWIAA member is or may be in a position to use research, knowledge, authority, or influence for personal or family gain or to benefit others to the detriment of the institution. The IAD is working to ensure that the UWIAA’s Ordinance 2 has comparable regulations governing the political activities of its Chapters, to avoid situations of conflicts of interest, in order to provide safe delimitations within which we can operate. This is important knowing: The centrality of The UWI is threatened as individual governments driven by nationalism and their respective political mandates and survivals seek to satisfy local demands for higher education; Regional governments, facing severe financial constraints and various local demands/priorities, have reduced their support to the University thereby reducing its traditional and major source of funding; Alumni loyalties are divided between various organisations, service clubs, other non-UWI alumni associations, and the like. We ask that the above be taken into account when acting for the University in order to preserve the non-partisan nature of the UWIAA.

alUmnI DataBase – civicrm Training for CiviCRM is provided through the IAD – to serve the needs of the Vice-Chancellor, Executive Management, the campuses and the alumni population. This is centrally managed by the IAD, by the Digital and Database Manager. Campus Alumni Officers and certain UWIAA members are trained to input new alumni information of all four campuses. The information of each campus is PRIVATE. The Central Database is the responsibility of the IAD: Campuses should not host separate alumni databases – duplication of cost/effort. The IAD does not share alumni data in keeping with national and international privacy laws. note: All alumni data lists are for official UWI, IAD and UWIAA Chapter use. Use of this information for any personal, political, commercial purpose is strictly prohibited and is in direct violation of The UWI Policy. Such unauthorised use may also violate the rights of privacy and/or publicity of individuals. The Digital Media and Database Manager provides monthly statistics which is shared with Executive Management and other Heads by the Director of Alumni Relations. Additional statistics will be added over time.

E-MAIl COnTACT lISTInG FOR UWIAA ChAPTERS Each Chapter has an alumni.uwi.edu e-mail address that forwards to the e-mail address of the respective President. This e-mail takes the form of: UWIAA Alberta

uwiaa.alberta@alumni.uwi.edu

UWIAA Anguilla

uwiaa.anguilla@alumni.uwi.edu

UWIAA Antigua & Barbuda

uwiaa.antigua.barbuda@alumni.uwi.edu

UWIAA The Bahamas

uwiaa.bahamas@alumni.uwi.edu

UWIAA Barbados

uwiaa.barbados@alumni.uwi.edu

UWIAA Belize

uwiaa.belize@alumni.uwi.edu

UWIAA Bermuda

uwiaa.bermuda@alumni.uwi.edu

UWIAA BVI

uwiaa.bvi@alumni.uwi.edu

UWIAA Cayman

uwiaa.cayman@alumni.uwi.edu

UWIAA Curaรงao

uwiaa.curacao@alumni.uwi.edu

UWIAA Dominica

uwiaa.dominica@alumni.uwi.edu

UWIAA Florida

uwiaa.florida@alumni.uwi.edu

UWIAA Grenada

uwiaa.grenada@alumni.uwi.edu

UWIAA Guangdong

uwiaa.guangdong@alumni.uwi.edu

UWIAA Jamaica

uwiaa.jamaica@alumni.uwi.edu

UWIAA Montserrat

uwiaa.montserrat@alumni.uwi.edu

UWIAA New York

uwiaa.new.york@alumni.uwi.edu

UWIAA Ottawa

uwiaa.ottawa@alumni.uwi.edu

UWIAA Saint Kitts & Nevis

uwiaa.st.kitts.nevis@alumni.uwi.edu

UWIAA Saint Lucia

uwiaa.st.lucia@alumni.uwi.edu

UWIAA Saint Vincent & the Grenadines

uwiaa.svg@alumni.uwi.edu

UWIAA Turks & Caicos Islands uwiaa.tci@alumni.uwi.edu UWIAA Toronto

uwiaa.toronto@alumni.uwi.edu

UWIAA United Kingdom

uwiaa.united.kingdom@alumni.uwi.edu

UWIAA Washington DC

uwiaa.washington.dc@alumni.uwi.edu

UWIEAA (Regional)

uwieaa@alumni.uwi.edu

UWIMAA Jamaica

uwimaa.jamaica@alumni.uwi.edu

UWIMAA Barbados

uwimaa.barbados@alumni.uwi.edu

UWIMAA Toronto

uwimaa.toronto@alumni.uwi.edu

FOR UWIAA ChAPTERS SAMPlE REPORT FOR ThE AnnUAl CEnTRAl EXECUTIVE COMMITTEE (to be submitted to the IaD)

The UWI recognises that its alumni are vital sources of support for the University’s continuity. Increasingly, alumni Chapters are being viewed by institutions of higher education as an avenue not only for building loyalty and affinity, but also for raising funds. Chapters operate under the aegis of the University and, indeed, are legitimated by their association with it. This important fact prevents the counterfeit duplication of bona fide Chapters that might unlawfully emerge, claiming to speak in the name of, and by extension, collect funds on the University’s behalf. It is therefore important that each Chapter files, on an annual basis and prior to the CEC, a Financial Report, which sets forth the receipts (in cash and kind) collected in the University’s name. The Report should also outline the Chapter’s activities and events. Please refer to the following information for a suggested model of the Annual Financial Report. Guidelines for UWIaa chapter annual reports Kindly submit the following report to the I.A.D. by XXX in order to allow for adequate preparation for the CEC Meeting on XXX. 1. Two (2) page report capturing: The targets of the Chapter for the reporting period; The activities of the Chapter for the reporting period; Explanation of variance: why targets were exceeded or not met. 2. Table of Contributions/Expenditures 3. General Comments (as necessary). All donations may be given a dollar value. For example, if a hotel rents a ballroom to a Chapter for EC$650 instead of its normal rate of EC$1,000, then the hotel has contributed $350 to the University through the Chapter. The University will thus have a record of organisations from which it has received “in-kind” donations. This is to be added to the cash donations (which should be shown in the breakdown in the table). Kindly explain any variance by footnotes.

UWIAA InTERnATIOnAl ChAPTERS adoption of open campus countries The International UWIAA Chapters have â&#x20AC;&#x153;adoptedâ&#x20AC;? the following regional Open Campus Chapters. They will give additional support and expertise as necessary. This in no way takes away from the annual scholarships and other commitments to the traditional campuses that are already in place. International chapter

adopted chapters

Washington DC

Grenada, St. Kitts and Nevis

New York

Belize, Cayman, Turks and Caicos

Toronto

Dominica, St. Lucia

Florida

Bahamas, Antigua and Barbuda, Anguilla

United Kingdom

BVI, St. Vincent and the Grenadines, Montserrat

This was agreed at CEC 2010 and ratified at University Council.

UWIAA ChAPTER ElECTIOn PROCESS election Process for established chapters â&#x20AC;&#x201C; nominations For the election of the Executive Officers and Executive Members of an established Chapter, the Chapter may adhere to the following procedure: a. In an election year, the Chapter President, in consultation with the Chapter Executive Committee, shall appoint a Nominations Committee of not less than three and not more than five members from among the Chapter membership. Members of the Nominations Committee cannot be nominated. The members of the committee shall elect a Chair from among themselves. b. The Nominations Committee shall submit its slate of candidates to the Chapter President. After receiving the recommendations of the Nominations Committee, the Chapter Executive Committee shall hold a meeting and select a slate of candidates for the various seats to be filled. c. Election at the Annual General Meeting: A quorum of 21 paid up members is needed if the election is to be held at the AGM, the notice of elections shall be e-mailed to Chapter members by the Chapter Secretary. A notice shall be placed in the local paper. The notice of election shall state the date, time, and place of the AGM and if there is a recommended slate of candidates, it should be included. Additional nominations may be made from the floor during the AGM. The voting shall be by secret ballot. The votes will be counted in the room and results announced. d. Election by Electronic Transmission: If the election is to be held by electronic mail or over the internet, the election ballots shall be sent out by the Chapter Secretary with the assistance of the Digital Media and Database Manager. Election ballots shall include the slate of candidates approved by the Chapter Executive Committee and shall also include space for write-in candidates for each seat to be filled. All election ballots received from the Chapter membership must have an electronic postmark date or other comparable evidence on the date of the AGM. officers of the UWIaa chapter executive committees: Organised and strong leadership are important factors in a UWIAA Chapterâ&#x20AC;&#x2122;s success and continuity. While the designations and number of Executive Members may vary depending on the size, goals, culture/customs and location of each Chapter, the following Executive Offices tend to be global: President Vice President Secretary Treasurer Assistant Secretary/Treasurer Public Relations Officer Social Media Facilitator

GlOBAl lISTInG OF AlUMnI ChAPTERS/COnTACTS chapters

contacts

Antigua and Barbuda Barbados Belize British Virgin Islands Cayman Commonwealth of the Bahamas Florida Jamaica (Mona Physics Alumni, MSBM Alumni, CARIMAC Alumni, Engineering Alumni) Montserrat New York St. Kitts and Nevis St. Lucia Toronto Trinidad (Tobago) Washington DC

Alberta, Canada British Virgin Islands California Dominica Grenada Hong Kong Ottawa, Canada St. Vincent and the Grenadines South East Asia Sydney, Australia Turks and Caicos Islands United Kingdom UWImaa â&#x20AC;&#x201C; medical alumni chapters UWIMAA Jamaica UWIMAA Bahamas UWIMAA Toronto

IAD AnnUAl AWARDS FOR AlUMnI AnD ChAPTERS The IAD will periodically develop criteria and complete descriptions for IAD Awards. Consideration will be given to naming individual categories of awards (e.g., the Chancellor’s Award for Outstanding Alumni Chapter).

IaD alumni award categories outstanding alumni chapter (up to 5 in one year) This award will be presented to Chapters which have distinguished themselves in their support for The UWI through their outreach and/or fundraising activities. There should be provisions made for breaking Chapters into categories by size: under 100 members, 101-300 members, over 300 members. Therefore up to a total of 8 awards may be presented each year in this category. Nominees will be sought from the IAD, Executive Management, the UWIAA Chapters and alumni at large. The Chancellor, Executive Management and the Director Alumni Relations will vote on the final slate of nominees. Nomination procedures will be the same as outlined above for the remaining award categories. Distinguished UWIaa member (up to 5 in one year) This award will be presented to a UWIAA Chapter Officer who has provided distinguished service to The UWI within the capacity of their office. Distinguished alumni (up to 10 in one year) This award will be presented to alumni who have distinguished themselves through accomplishments in their professional life and/or through community service. IaD ambassador-at-large (up to 5 in one year) This award will be presented to alumni at large who have provided benefit to the IAD and The UWI by spreading information about their Alma Mater to alumni and external communities and acting as an Ambassador and Advocate. other awards may be presented as appropriate. note: The genesis of the IAD Annual Awards came from the recognition that UWIAA Chapters should be officially celebrated on an annual basis for their voluntary service and the contribution to campus and University life by the Director of Alumni Relations. Example: In 2016 the Director of Alumni Relations presented the following awards at the annual CEC: UWIAA Funds Raised Champion – Jamaica Chapter UWIAA Young Alumni Involvement – Bahamas Chapter UWIAA Pelican Perks Champion – Barbados Chapter Most Active UWIAA Chapter – Barbados Chapter Most Active UWIAA Contact – Lydia Dariah (St. Lucia) For Excellence in Service – Lloyd Stanford (Ottawa Contact) for his continuous promotion of The UWI in the Ottawa area and his “friend” and “fund” -raising efforts For Excellence in Service – Ann-Marie Grant (Executive Director, AFUWI) for her ongoing work with the UWIAA NYC, FL and DC Chapters and the IAD The UWI Chancellor, Sir George Alleyne, was also presented with a special award for his outstanding support of the UWIAA. 68

BRIEF GUIDE: hOW TO START A UWIAA ChAPTER Alumni Relations’ principal responsibility is to build relationships. If you wish to start a Chapter/Sub-Chapter please contact the Alumni Relations arm of the IAD. memBersHIP “Alumni Membership and Alumni Marketing Are Everybody’s Business.” We are dependent on the relationships that are built to keep visibility and awareness of The UWI. We depend on UWIAA Chapters to have an active membership programme and to educate members and the wider community about the importance of membership. The UWIAA - A Legitimate Authority of The UWI the University charter states: #7 “The Authorities of the University shall be the Council, the Campus Councils, the Senate, the UWI Alumni Associations (formerly Guilds of Graduates) and such other bodies as may be prescribed by Statute” #8 “The Chancellor shall be the Head of the University and President of its Council and UWI Alumni Associations (formerly Guilds of Graduates).” The UWI Alumni Associations are guided by the following: Ordinance 2 Statute 34 In 2002 comprehensive changes were made to Ordinance 2 (The Charter, Statutes and Ordinances, 1998, Vol. 1). Specifically, it: Changed the organisation’s name from the Guild of Graduates to ‘The University of the West Indies Alumni Association (UWIAA)’ Defined membership categories Delineated a role for affiliated groups Systematised financial accountability and reporting Established the authority of the Central Executive Committee. Article 7 of the University’s Charter speaks to the authority of The UWI’s graduates (ibid.), ‘tangibly’ fulfilled through their participation in the governance structure of The UWI, notably University Council (see Statute 18), Strategy Committee, Finance & General Purposes Committee (F&GPC) and the Board for Undergraduate Studies. The central role for Alumni in the University’s governance is therefore unequivocal. Ordinance 2 solidifies the parameters of the University’s Statutes and the Structure for Alumni Relations tabled by the Office of Administration and Special Initiatives and approved by F&GPC in 1999. A UWIAA representative sits on the Senate according to Statute 24. The Senate shall consist of: “One member of the UWIAA serving as a member of the Senate in respect of all four campuses in rotation annually”. the Powers of the senate Examples: Determine the academic policy of the University/discuss and declare an opinion on any matter whatsoever relating to the University.

representatives of the UWIaa sit on: The Board for Undergraduate Studies The Finance and General Purposes Committee The University Strategy Committee reasons for UWIaa chapter formation “Faculty, students and administrations come and go…. but the alumni go on forever! They are the only permanent part of an educational institution.” Eustace D. Theodore – Yale University Alumni chapters are typically the best means of engaging alumni and facilitating the maintenance and growth of links to their Alma Mater. UWIAA Chapters tend to be organised by geographic locations or on the basis of professional interest as in the case of the UWI Medical Alumni Association. The UWIAA is to fundamentally promote the image of the University, giving it global name recognition. Successful chapters: Bring together alumni from particular locations, regions or islands. Alumni meet, share common experiences both within and across class years, and network generally. Provide a setting for continuing education programmes (symposia, conferences, etc.), visits from UWI Faculty and Administrators, and several other events (cultural, social, sporting, etc.) Provide The UWI with a regional and international team of admissions and ‘salespeople’. Graduates are well placed to give positive testimony to others. Give The UWI a national and international presence by highlighting the accumulated successes of their members who have excelled in their respective fields or disciplines. In this regard, Chapters may select and formally recognise or recommend such alumni for formal recognition by the University. Raise funds for The UWI and, in so doing, make up for the shortfall in its traditional sources of funding. Generally assist The UWI with keeping track of its alumni, and assist in annual membership drives and database collection. Target alumni groups that have developed around hall/faculty or discipline e.g. Engineering alumni, CARIMAC alumni. Act as effective sources of news and information about The UWI and its successes, breakthroughs, etc. Assist The UWI’s students with summer as well as more permanent employment on graduation. In so doing, they engender greater goodwill towards the Chapters specifically and the University in general. Assist in orientation exercises of new students. Speak on behalf of alumni, representing their opinions, concerns and interests on the various councils, committees and boards. Chapters are formed to further the collective interest of the institution and its alumni. Most importantly, they provide a source of volunteers.

AIMS/OBjECTIVES OF UWIAA ChAPTERS The Institutional Advancement Division’s Vision and Objectives guide the Chapters in their mission. UWIAA Chapters therefore aim to: 1. Influence the evolution and development of The University of the West Indies (advocacy). 2. Serve as benefactors of the University. 3. Promote the Caribbean’s intellectual and cultural development. 4. Preserve the Caribbean’s total unity while recognising island cultural variations. 5. Provide opportunities for intellectual stimulation and development (continuing education), and avenues for networking, professional growth, and sharing common experiences of the University’s alumni. 6. Promote the University’s name recognition, regionally and internationally. In order to promote regional cohesiveness and unity, Chapters are asked to work with and through the central unit, Alumni Relations in the IAD. They are asked to provide the IAD with: Clear aims and objectives and a united focus; Continuous contact and communication (providing up-to-date information for the alumni newsletter and Web site); On-going training and development for its members; Participation and involvement, when initiating new programmes or projects. The IAD will continuously consider the needs of the UWIAA Chapters and involve them in decisions taken and initiatives developed which have implications for alumni. the link between the University’s alumni relations structure and the UWIaa chapters The Alumni Relations Structure has been redefined to eliminate ambiguity or misunderstanding of the respective roles of the key players. The IAD is the central unit for alumni, and reports directly to the Vice-Chancellor, who along with the Chancellor is its Patron. Each campus has a Campus Alumni Officer who is accountable to the Director of Alumni Relations, through the Principal and Campus Registrars. Campus Alumni Officers (CAOs) are responsible for ensuring the existence of an active and vibrant UWIAA Chapter and to ensure that the permanent records of the Chapter are easily accessible and current. The “address” of a UWIAA Chapter in an Open Campus country is that of the Centre and meetings will generally be held there. General roles and responsibilities The roles/responsibilities which follow are general guidelines which the individual Chapters may adapt to be relevant to its particular circumstances. A member of the UWIAA Executive Committee is elected to hold a position based on demonstrated involvement, support and commitment to The University of the West Indies.

In accepting the year-long appointment (2 years in the case of the President), an individual agrees to fulfil the responsibilities associated with Executive Committee membership. These include, but are not limited to: Attend at least nine of the twelve monthly meetings each year. Attend and participate in all training and orientation meetings. Serve actively on at least one UWIAA committee, participating in at least two-thirds of the committee meetings each year. Meetings may also take place via teleconference. Attend Alumni Week/Weekend and Graduation unless there are extenuating circumstances, and where possible send a representative. Attempt to participate in other activities supported or sponsored by the UWIAA, or send a representative. Actively recruit members to the Association Become a representative and spokesperson in your community for The University of the West Indies and the UWIAA. This could involve talking with prospective students, meeting with other alumni and or with representatives of the University traveling to your area and more. The identification of new Committee members who can serve as their successors at the end of their term is also necessary. Assist the University and UWIAA in identifying, cultivating and involving alumni in areas such as student recruitment, job placement, club leadership, student mentorship and financial support. Offer ideas to make the UWIAA more meaningful to the alumni constituency and initiating UWIAA activities and projects. Seek out and encourage alumni for other alumni activities and alumni awards. Contribute financially to the University each year (according to capabilities). Each member must be a current dues-paying member of the Association. Be an ambassador, publicist and advocate of the UWIAA and The University of the West Indies. Serving on the UWIAA Executive Committee is a prestigious role, which has a great deal of responsibility. It is a role that is greatly appreciated by the University of the West Indies. The IAD asks Campus Alumni Officers to ensure that each new UWIAA Executive Member be given a copy of the general roles and responsibilities. If a member cannot fulfil the role as outlined, the IAD asks that the President of the Chapter help identify a volunteer role that is more appropriate for that particular person and ask another member to take over the vacated role. officers of the UWIaa chapter executive committees Organised and strong leadership are important factors in a Chapterâ&#x20AC;&#x2122;s success and continuity. While the designations and number of executive members may vary depending on the size, goals, culture/customs and location of each Chapter, the following executive offices tend to be global:

specific roles President 1. Becomes an automatic member of the Vice Chancellorâ&#x20AC;&#x2122;s Presidents Club 2. Chairs the Chapterâ&#x20AC;&#x2122;s Executive Committee. 3. Provides Chapter leadership and acts as the main link between Chapters, the IAD, the Campus Alumni Offices, and any other relevant body or organisation. 4. Ensures that the IAD receives current Chapter information for the alumni publication and web site. Keeps the members of his/her Chapter up-to-date with current and relevant information. 5. Represents the Chapter at meetings, on committees, and so on. 6. Appoints a representative to act in his/her absence. 72

7. Familiarises himself/herself with the Ordinances, Statutes, By-Laws, etc. of the University, Chapter and Association. 8. Upon election, sends a brief biography to the IAD (including tertiary education, professional and service club membership). 9. Files the Chapter’s Annual Report (which includes Chapter activities, programmes/projects and financial reports) with the IAD by the end of the third week in January, ahead of the annual Central Executive Committee (CEC) meeting, to ensure that the reports can be circulated to all the Alumni Association Presidents, and that persons wishing to run for Alumnus Representative or Council Representative can submit brief bio-data that can be circulated ahead of the election. Vice President 1. Acts for the President in his/her absence or whenever requested by the President or Executive Committee. 2. Chairs sub-committees as the President or Executive Committee might delegate. 3. Works closely with the President in conducting the affairs of the Chapter. 4. Actively seeks donations/contributions to The U.W.I. secretary 1. Records and maintains minutes of all Chapter and Executive Committee meetings. 2. Maintains the Chapter’s database and provides information to the IAD so that the central alumni database is always as current as possible. 3. Informs alumni of meetings and upcoming events and programmes. 4. Keeps in close touch with Campus Alumni Offices and the IAD on matters including database updating and chapter events. (An Assistant Secretary may also be elected to assist with these duties.) treasurer 1. Collects all Chapter funds/receipts (e.g., membership dues, gifts, fundraising returns, etc.). 2. Maintains bank account(s) in the Chapter’s name. 3. Pays Chapter bills/debts as approved by its Executive Committee. 4. Maintains an accurate/up-to-date record of all financial transactions. 5. Prepares the financial aspect of Chapter’s Annual Report for the Association’s presentation at the annual CEC. 6. Actively seeks donations/contributions to The UWI. (An Assistant Treasurer may also be elected to assist with these duties.) assistant secretary/treasurer 1. Works closely with and assists both the Secretary and Treasurer in their respective roles. 2. Carries out their duties in their absence or as the President and Executive Committee might delegate from time to time. Public relations officer 1. 2. 3. 4.

Promotes the activities of the Chapter through available media. Seeks and receives information which might be important to the Chapter. Along with the Secretary, documents important Chapter events or programmes. Provides information to the IAD so that it can be included in the alumni publication and/or web site. 5. Develops the Chapter’s local public relations pieces. 73

social media officer 1. Promotes the activities of the Chapter through AO Social Media 2. Seeks and receives information to submit to the UWI Connect, UWI Nexus and other publications/updates, etc. 3. Along with the IAD Digital Media and Database Manager, documents important Chapter events or programmes on social media. 4. Provides information to the IAD so that it can be included in the alumni publication and/or web community. former President and Vice President Expected to meet privately with new President to “hand-over” to the new President as well as to attend at least 2 meetings to facilitate the transition process. The IAD recognises that Chapters may wish to have Presidents or other Executive Members serve for two years to assist with continuity. Note: It is best that there never be a time when all Executive members are new. membership strategies Alumni Relations suggests looking at the alumni population in new ways. This population is traditionally segmented by region, campus or age, however we can examine alumni segmentation in the following way: new alumni: Want to reconnect in social and intellectual ways. Try offering reunions/seminars/social networking. experienced alumni: Over five (5) years since graduation. May now be interested in seeing what other educational opportunities are available. Try offering career networking opportunities. stay at home alumni: Have stopped working/devoted to family. They have limited time to attend social events, but are often curious about peers who are also starting families. Try offering ways to share news. entrepreneurial alumni: Alumni who have a stake in their company want to ensure that vacant positions are filled with people of the highest talent. Try offering to post jobs on IAD web site to find alumni and friends who are qualified to match open positions. AR suggests offering benefits with a wide appeal, to combat the “What’s in it for me?” syndrome. Try to develop benefits that appeal from graduating students to retiring professionals. Below are some examples of activities/benefits for members which UWIAA Chapters may implement through the IAD. Student Members (Student Alumni Programming) Encourage final year students to join Special/Unique T-shirts Career-networking events “just for them” Graduating Students Parents can be offered the opportunity to purchase membership as a gift for their graduates Web-based e-mail offering, so that new graduates can stay connected after they leave campus. General Alumni Library Access 10% discount at Campus Bookstore 10% discount on advance purchase ticketed UWI events Alumni travel programme 74

UWIaa membership categories tiered membership note: The fee structure varies to accommodate the economic conditions of each UWIAA country/region. Omega fees (Annual, Life, Associate) range between the equivalent of US$10.00 and US$40.00. There are five (5) types of membership. Chapters can utilise all or some of the categories depending on their relevance to their particular country/region. 1. alpha membership – value the equivalent of US$10.00, however no charge will be levied. This can be used by all Chapters, but especially those that currently charge no fees. This category will encourage involvement from younger age groups and assist with database building. FREE (charge waived until further notice). 2. annual (omega) membership - the equivalent of US$10 – US$40.00 annual fee for final year students and new graduates (up to 1 year after graduation). 3. life membership - LIFE membership would be a MINIMUM of ten times the annual Omega fee, thus allowing Presidents to charge an amount that is acceptable to their country/region. 4. associate membership – this is especially important for international Chapters, as they may involve Caribbean nationals who are interested in giving back to the region. 5. Honorary membership – to allow for the recognition of individuals who have made significant contributions or given tremendous assistance. Bestowed upon the individual - FREE. all members receive the e-alumni newsletter as a benefit. However Omega members also receive regional Pelican Perks benefits. note: Membership rates are quoted in US dollars, simply to facilitate standardisation. UWIAA Chapters are accustomed to using these rates as a guide, so that the cost of facilities/services regionally is standardised and takes into account currency fluctuations. Pride in membership: All UWI graduates should be encouraged by UWIAA Chapters to include UWIAA membership in their Curriculum Vitae.

Ways to recognise UWI alumni UWIAA Alumni Chapters are encouraged to devise ways to recognise the following categories of persons, under the guidance of the IAD: UWIAA Presidents and Executive Members Outstanding Members of Chapters Distinguished Graduates of Caribbean Territories Outstanding Students (Future Alumni) who implement ways to bridge alumni and student contact methods Different categories/colours of lapel/tie pins Honour roll of Presidents in alumni publication/web site Highlight the major achievements of volunteers in alumni publication/web site Letters of thanks and commendation Recognise volunteersâ&#x20AC;&#x2122; personal professional accomplishments (promotions) Token gifts â&#x20AC;&#x201C; e.g. UWIAA merchandise for a job well done. Prizes from companies e.g. hotels/restaurants

UWI alumni Groups: faculty, Hall and class (etc.) affiliations Regardless of the strength of the bond which UWI alumni may have with their Alma Mater, inevitably the primary attachment is with classmates, roommates or block-mates of Halls of Residence. It is therefore understandable if groups tend to coalesce on the basis of these primary attachments. The IAD encourages the establishment of such alumni groups. At the same time, however, membership in a UWIAA Chapter should not be sacrificed. Allegiance to both organisations is in fact complementary, not mutually exclusive, and the “group association” is encouraged to “link” with Chapter and have representation at the Executive level of the Chapter. types of groups The oldest and best organised alumni group is the UWI Medical Alumni Association which was formally established in 1988. The UWIMAA holds a professional convention and reunion every two years. It maintains its own Secretariat and since its inception has contributed money, equipment and human resources to the Medical Faculty of The UWI, in significant amounts. The Mona School of Business Association is another Faculty-based alumni group, established in 1992 by the second graduating class of the EMBA programme at The UWI (Mona). Other groups include the CARIMAC Alumni, the Special Students Alumni and the Debating Students Alumni. There are several Hall-based alumni groups in various stages of development as well as many informal alumni groups, which may meet socially from time to time and would reunite to celebrate graduation year anniversaries. challenges Generally speaking, the transition from an informal to a more organised arrangement depends on whether one or two individuals exist within the group with the energy to do the necessary legwork. Many organised groups have disintegrated upon the departure of the main organiser. To ensure longevity, therefore, it is important to have a broad base of volunteers to keep the group energised. suggestions The IAD supports group-based alumni involvement, but Sub-Chapters fall under the UWIAA Chapter of the country/region. This allows the alumni group to remain autonomous, but benefit from the “official” status of the Chapter which allows them to have “a voice” in the governance of the University and also enables their members to receive recognised membership cards that allow holders to enjoy Pelican Perks benefits. Their President may also sit on the Chapter’s Executive Committee to allow for exchange of ideas and information. The IAD stands ready to assist, as do the UWIAA Chapters and should be viewed as a resource and tool. cultivating Volunteers Volunteers are the backbone of any successful alumni programme. The success of alumni mobilisation is dependent therefore on the cultivation of volunteerism. This is time consuming and requires dedicated staff and time. The main aim is to organise passive alumni into a constructive force, actively engaging in supporting the University. Cultivating volunteers requires strong leadership to direct and lead this thrust, along with enthusiastic individuals and a programme of activities 77

designed to generate understanding, involvement and support. Commitment and support by the University are thus essential in order to ensure a sustained effort. The UWIAA Chapter with the best chance of succeeding is the one with a large base of volunteers and effective leaders who command the respect and support of their peers. Groups with only one or two individuals prepared to work and with no succession planning are doomed to ineffectiveness and failure. Over time it is natural that some members of the initial group of volunteers, will fall away, however there are ways of minimising this. It is best to begin with a wide base of volunteers and to designate special duties and projects. An effort should also be made to include individuals from a range of graduating classes and from a wide variety of age groups so that the interests of a wide cross-section of graduates are represented. Importantly, a system should be established to revitalise and renew the Chapter, in order to avoid the syndrome of persons holding on to leadership positions because “there is no one to replace me”. Provisions (such as the limited 2-year term of Executive positions) should be made to allow for the graceful exit of leaders and for the cultivation of energetic newcomers. An effective way of doing this is to involve new members with leadership potential and assign them simple and then more complex responsibilities, in order to provide leadership training. It is also essential to recognise the hard work and accomplishments of volunteers to maintain interest in the Association. Some ideas are letters of appreciation or the awarding of tokens of acknowledgement. Each Chapter may institute its own system, and advise the IAD. In addition, the Director of Alumni Relations, (IAD), should be advised by the Chapter President of the individuals who deserve recognition by the University itself. maintaining membership Interest Crucial to operating any volunteer organisation is to “know the constituents”. This is done via the maintenance of a reliable database which enables the extrapolation of information such as age group, graduating class, income levels and more. Communication with the membership on a regular basis is essential in maintaining interest in the organisation. This is being done centrally by the IAD via the UWI Connect and the UWI Nexus, however the IAD can assist Chapters by special updates and facilitating networking, etc. fostering fellowship is also an important factor. Regular social gatherings to foster camaraderie, preferably in small groups more frequently and in larger groups from time to time, should be organised. Annual General Meetings can be an occasion for a large reunion of the general membership. However, experience has shown that large turnouts will not be achieved unless the business meeting is tagged onto a social activity or, as sometimes happens, there is some controversy to discuss. One idea to foster fellowship that requires no organisation and is reasonable, “price-wise” for members, is to meet at “Happy Hours” of hotels or restaurants. The venue can be varied to facilitate member preferences. Benefits As a general rule, people expect to gain something from joining any association or organisation, even while they recognise that something is expected of them. It is therefore important to satisfy this basic instinct by offering some tangible personal benefits, other than the satisfaction of returning a service to the institution. UWIAA members have the immediate benefit of continued access to the University’s libraries and use of the Chapel for example. These benefits would, of course, be accessible only to those living in one of the campus countries. The individual Chapters are free to create benefits for their members by helping to expand the Pelican Perks programme. It is useful for the Chapter to ascertain the needs of 78

members through simple surveys, to ensure that the Executive remain in touch with the pulse of the general membership, and the IAD can assist with fielding these surveys for the UWIAA Chapters. the Pelican Perks discount programme provides tangible benefits to members. the UWI Visa card also provides benefits. Involvement of as wide a cross section as possible in the planning and execution of major events is advisable, in order to increase the sense of ownership of the event and to ensure participation at all levels. transparency and integrity of the Executive or leadership is essential. Nothing turns off people more than the perception that there might be corruption in the leadership. Scrupulous attention must be paid to proper accounting and stewardship of funds for whatever purpose. The value of rewarding members for excellence in their field of work and for service to the organisation should not be underestimated. Certainly, whenever gifts of cash or kind are made to the Chapter, they should be immediately acknowledged. A full report of the Chapterâ&#x20AC;&#x2122;s accounts should be made at the annual CEC. In addition some means should be devised for rewarding or publicly recognising those members who give sterling service to the organisation or those who through their excellence in whatever field of endeavour, attract positive publicity and/or acclaim to the University.

ThE UWI AlUMnI PlEDGE As a graduate of The University of the West Indies, I commit myself to uphold the ideals, and goals of my Alma Mater. My conduct and voice shall reflect the commitment to excellence of “The Light Rising from the West”, as I fulfil my social and professional responsibilities and serve my community and region. I will strive to further cement The UWI’s place as a Caribbean icon: the catalyst for Caribbean development and leadership. It is a legacy that I will proudly help build for future generations. The UWI – First in our hearts and first in our region. the UWI alumni Pledge should be used by UWIaa chapters at: Annual General Meeting Graduation (as part of Welcome Speech to new graduates) Other appropriate occasions

ThE REGIOnAl PElICAn PERkS PROGRAMME Pelican Perks is an exclusive benefits programme designed to reward members for contributing to the UWIAA in order to assist with funding The University of the West Indies. Alumni contributions, large and small, make the preservation of our University possible. The IAD wishes alumni to understand that even a modest contribution provides immediate support. We also want to encourage them to contribute on an annual basis. The benefits outlined in the regional programme are subject to change without notice. The AO web community provides up-to-date offers and there are links to join as a Pelican Perks Partner online, as well as comprehensive information. The UWIAA Chapters are also encouraged to negotiate discounts/concessions in their country and ideally to ensure that there are at least four (4) offers at all times in their country. Pelican Perks benefits for UWIAA members â&#x20AC;&#x153;on the groundâ&#x20AC;? are accessed through the UWIAA Omega Membership cards. The card has been designed so that it can be offered in every UWI country, with the only differentiation being the Chapter name. This is to facilitate regional recognition at merchant sites and to increase the visibility, acceptance and prestige of The UWI brand.

AlUMnI PhIlAnThROPY “If you focus on engagement, the money will follow.” – Jim Langly (Langly Innovations)

UWI Global Giving Programme (GGP) encourages alumni to give continuously on an annual basis to a variety of options listed under this umbrella Programme.

The Development/Fundraising arm of the IAD and the various fundraising offices of The UWI (Business Development Offices, Offices of Student Financing, Campus Endowment Funds, the Regional Endowment Fund, UWI Foundations etc.) are responsible for fundraising for the regional institution. Alumni are encouraged to give to the GGP and make choices in terms of their donations (scholarships, physical infrastructure, research, etc.). Major campaigns under the GGP will target large donations, probably at the corporate level and not individual alumni donation (though they can of course give if they desire). alumni are asked to assist by leveraging their roles and contacts within these corporations to lobby for support. Alumni are also encouraged to support other fundraising initiatives (one scholarship per company/bridge scholarships which fall under the fundraising offices. Note: Alumni donations in cash, cheque or in kind through Alumni Online, the efforts of the Fundraising arm of the IAD, Campus Endowment Funds, the Regional UWI Endowment Fund, the Offices of Student Financing, Faculty and Department Offices, the AFUWI, BFUWI and Canadian Initiative, etc. are to be reported to the Director of Alumni Relations. This will be recorded and advised to the Vice-Chancellor, as both Alumni Engagement and the resulting donations factor into The UWI’s ranking on a global basis.

The following funding options are available to UWIAA Chapters, Contacts, Graduates and Friends of The UWI under the Global Giving Programme: UWIAA Chapters are asked firstly to continue giving their annual student scholarships and bursaries through the UWIAA “Every Dollar Makes a Difference Campaign”, which now falls under the UWI Global Giving Programme (GGP). They are also asked to plan to assist with the Alumni Apprentice and Alumni Experience Programmes annually and this contribution can be monetised. The following are additional options which may be supported on an annual basis. UWIAA members and other graduates should be encouraged to donate or “register” their gifts through the Chapter so that an annual record from each Chapter and its Sub-Chapters can be given to the IAD.

campus Based options: alumni circle (cave Hill) Individual giving – donor can specify to scholarships, bursaries, facilities, etc. Great tHInGs Programme (mona) Campus Endowment Funds – individual or Chapter giving (interest used and the donor can specify e.g. scholarship/faculty/department/technology/ infrastructure, etc.)

regional options: UWI regional endowment fund – individual or Chapter giving (to all four (4) UWI campuses – interest used and donor can specify e.g. scholarship/faculty/department/technology/infrastructure etc. chancellor’s circle – established by the Fundraising arm of the IAD. Individual giving (proceeds will go to The UWI Regional Endowment Fund and the donor can specify – to a campus/specific student/Hall of Residence/Faculty/project etc.)

online options: Individuals can give 24/7 through alumni online and can designate a campus/specific student/Hall of Residence/Faculty/Project, etc.

International options: For donors in the USA funds can be given through the AFUWI for tax exemption, and tax receipts can be given for Revenue Canada for Canadian Donors. Donations can also be given to the British Foundation for The University of the West Indies.

UWI Visa card

- carrying and using this card gives donations to The UWI This card lets alumni donate to The UWI at no cost, every time they make a purchase. CIBC’s exclusive co-branded VISA credit card for UWI students, staff and alumni facilitates their professional and personal lifestyles. UWI Visa Cardholders benefit from this product by paying specially reduced annual fees and interest rates on each card product - Classic, Gold and Platinum. The card is available regionally. The UWI Visa Credit Card accommodates funding for the University’s development, as every time an account is opened or renewed, AND every time The UWI Visa Credit Card is used to make a purchase, The UWI generates revenues to support its development. 83

Each time a cardholder makes a purchase with their UWI Visa Credit Card and every time an account is opened or renewed, the University benefits financially, supporting its continued development. Students, our future alumni, will be given a Student Guide to the Wise Use of Credit Cards, which will detail how to use the card responsibly. It will outline how to use the card as a financial tool, pitfalls commonly faced by students, helpful tips on how to use the card responsibly, and also give security pointers. cardholder eligibility: The UWI Visa Credit card will only be made available to: • UWI Students (will be offered a secured credit card subject to special conditions). • UWI Alumni • UWI Staff (will be offered a pre-approved credit card subject to special conditions). main features/Benefits • Very attractive interest rate and annual fee • All the benefits of Visa products – on a worldwide basis! • Show your “Pelican Pride” and carry The UWI Visa Credit Card.

UWI legacy Programme - Encourages alumni to remember The UWI in their wills/bequests. Graduates are invited to remember The University of the West Indies in their wills. All bequests are valued, no matter the size. Graduates are encouraged to discuss with their Attorney-at-Law the best way to include The UWI in their wills. UWIAA Chapters and members, as well as graduates generally, are encouraged to support The UWI Legacy Programme which is a part of the IAD’s philanthropic thrust. Gifts through The UWI Legacy Programme will assist: • Undergraduate scholarships • Postgraduate scholarships • The buildings and facilities of The UWI • Financial support for students in need • Specific Campuses • Campus Endowment Funds • Endowed Chairs ** Designation of any of the above is possible or gifts may go to The UWI Regional Endowment Fund, which will assign the funds to the area of greatest need. There are 4 main kinds of legacies: Pecuniary legacy - A straightforward gift of a specific amount of money. (Note: to keep the value of a pecuniary legacy up-to-date, graduates can index-link their legacy, or review their Wills at intervals, or add a Codicil). residuary bequest - This involves the bequest of the residue of a graduate’s net estate after other legacies and provisions have been made and could include real estate. A residue may be left to one recipient or divided. The testator does not have to decide the exact amount of the bequest. life interest - Another way of helping The University of the West Indies is to leave money or other assets to The UWI after the death of a spouse or other relative. This means that they benefit from the graduates’ estate during their lifetime, but afterwards the assets pass to The UWI. A graduate’s Attorney can advise any tax relief implications. non-pecuniary legacy - It is possible to leave gifts in the form of shares or other assets such as property, artwork or other valuables which can then be sold. This can be an attractive option if the assets have appreciated in value over the years and would be liable to Capital Gains Tax if sold by the owner. Individuals are encouraged to let The UWI know about their intended gifts by “registering” with the University Legal Counsel or IAD for follow-up purposes. Note: The UWI Legacy Programme was created and implemented by the Director, Alumni Relations with the assistance of the University Legal Unit in 2006. Further information can be obtained at iad@alumni.uwi.edu

ThE UnIVERSITY SOnG “There is a Light” by Noel Dexter 1. From Caribbean Islands, Guyana and Belize Was born our University of the West Indies. Proud symbol of our oneness, our strength in unity; With vision clear you came along, to shape our destiny, To follow after knowledge, the truth to seek and find, To teach us love and justice, to liberate the mind. Today we see you rising, a light out of the West, That guides the feet of all who seek, the noblest and the best. Chorus: There is a light that is rising from out of the West, And proud bearers of that light are we, So we follow those whose work has brought glory to your name, Making a better world for you and for me. 2. Now from your noble portals, your sons and daughters go, To face a world of challenges, to conquer every foe. We’ll work and play together, and as time marches on, We’ll ne’er forget the lesson that, “De whole a wi a one” U.W.I., we praise you, We lift our voice in song. We let our big drums roll loud, And steel pans ping, ping, pong. For you have shaped our lives so that we can truly say, To you we owe our gratitude, a debt we can’t repay. Chorus: This is our University of the West Indies

CARIBBEAn PRIDE Important Holidays for UWIaa chapters January

24 - National Heroes Day: Cayman

february

– Carnival: Dominica, Trinidad & Tobago 7 – Independence Day: Grenada 22 – Independence Day: St. Lucia

march

14 – Commonwealth Day: British Virgin Islands 14 – National Heroes’ Day: St. Vincent & the Grenadines

april

– Carnival: Jamaica 28 – National Heroes’ Day: Barbados

may

2 – Labour Day: Antigua and Barbuda, Barbados, Belize, Grenada, St. Kitts & Nevis, St. Lucia, Montserrat & St. Vincent and the Grenadines. 16 – Whit Monday: Anguilla, Antigua & Barbuda, The Bahamas, Barbados, Dominica, Grenada, Montserrat, St. Kitts & Nevis, St. Lucia, St. Vincent & the Grenadines and the British Virgin Islands 16 – Discovery Day: Cayman 23 – Labour Day: Jamaica 24 – Commonwealth Day: Belize

July

– Carnival: St. Vincent & the Grenadines 1 – Territory Day: British Virgin Islands 11 – Independence Day: The Bahamas

august

– Carnival: Antigua & Barbuda, Grenada – Festival: British Virgin Islands – Culturama: St. Kitts & Nevis 2 – Emancipation Day: Barbados, The Bahamas, Dominica, Grenada, Jamaica, St. Lucia, St. Vincent & the Grenadines, Trinidad and Tobago 6 – Independence Day: Jamaica – Constitution Day: Anguilla 31 – Independence Day: Trinidad & Tobago

september

16 20 21 24

october

4 – Thanksgiving Day: St. Lucia 18 – National Heroes’ Day: Jamaica 27 – Independence Day: St. Vincent & the Grenadines

november

1 – Independence Day: Antigua & Barbuda 3 – Independence Day: Dominica 30 – Independence Day: Barbados

December

13 – National Day: St. Lucia 20 – Separation Day: Anguilla 31 – Festival Day: Montserrat

– National Heroes’ Day: St. Kitts & Nevis – Independence Day: St. Kitts & Nevis – Independence Day: Belize – Republic Day: Trinidad & Tobago

UWI STAT SECTIOn oVerVIeW UWI stat amBassaDors (as students) overview of the role of UWI stat ambassadors as students The UWI STAT Ambassador Corps is a select group of students from the regional institution dedicated to instilling Pelican Pride and alumni engagement and loyalty on all four UWI campuses, as well as executing their three other primary mandates. UWI STAT fosters opportunities for the student members to develop their leadership potential, integrate academic and extra-curricular facets of the student experience, and to create a culture of respect, transparency, openness and partnership for the betterment of the Caribbean. It is built upon a premise of enhancing regional integration and sustainable Caribbean economic and social growth, as well as building an engaged and involved alumni population. To this end, the Corps has members on each of the four campuses who meet regularly throughout the year, including when possible at a full day retreat, in order to create a forum for discussion of ideas and suggestions for ensuring the success of programmes across The UWI. UWI STAT also supports other relevant issues and campaigns that will raise the awareness of the student population about matters that will impact their lives and the lives of future students. Uniqueness It is a student group on each campus but is the only regional group and is managed regionally by the Institutional Advancement Division in the Office of the Vice-Chancellor, UWI RHQ. Additionally, lifelong commitment is pledged and a letter of appointment received. Members become Alumni Ambassadors upon graduation. All Guild Presidents automatically become ex-officio UWI STAT Alumni. UWI STAT Constitution The UWI STAT Ambassador Corps is guided by a Constitution and Code of Ethics. UWI STAT Executive Body The UWI STAT Executive on each campus exists to support the function and operations of the overall UWI STAT Ambassador Corps. The responsibilities of the Executive are outlined in the Constitution. Office Responsible The UWI STAT Corps was designed and launched in 2006 by the Director, Alumni Relations for The UWI â&#x20AC;&#x201C; Celia Davidson Francis who remains the Regional Coordinator. The Corps reports to the Director, Alumni Relations at the Institutional Advancement Division, UWI Regional Headquarters. Country/National Visit Programme Mode of operation: Two Ambassadors from different Corps to visit Open Campus countries between November and April each year to showcase the young leaders that The UWI is creating, assist with promotion/recruitment for The UWI and gather information for the Executive for decision making purposes. To complete a report and submit to the IAD within three (3) weeks after arriving back at the respective campus. The report should include the dignitaries met, the number of schools and students reached and the media appearances made. Additionally photos should be submitted in separate files. The report should include an Executive Summary at the beginning with figures/tables and highlights and the 88

recognition factor of The UWI brand and The UWI offerings. If Country visits are not feasible at any time due to financial constraints, then National visits will be undertaken, i.e. same aim but within country. High School Visits: the Corps accompanies the Admissions Officers whenever requested to assist in the recruitment of high school students across the region.

UWI stat alUmnI amBassaDors (as graduates) The UWI STAT (Students Today, Alumni Tomorrow) Vice Chancellor’s ALUMNI Ambassadors are not only regional but global and are linked for life, to the UWI. They pledged lifelong and following each graduation, their numbers have increased, creating a cadre of over hundreds of young alumni professionals. ALUMNI Ambassadors are expected to take part in a structured engagement programme. strUctUre anD oPeratIons: The ALUMNI Ambassadors are an autonomous group and fall under the Director of Alumni Relations, The UWI at the UWI RHQ. They work to support alumni engagement and the priorities of the Vice Chancellor and the respective Campus Principals. They will also work in a complementary manner to support the UWIAA Chapters, the UWI STAT student regional Corps, the Alumni House/Lounge of each campus and The UWI in general. eXamPles of enGaGement engage Honorary Graduates/Distinguished Alumni with the campuses create networking and business opportunities mentor current UWI STAT Ambassadors and other UWI students encourage young alumni to join the UWIAA Chapters, work with young alumni and promote and support their Alma Mater mentors to current Ambassadors guest lecturers/experts at The UWI and UWI STAT events support events organised or promoted by The UWI, the UWIAA and UWI STAT Alumni Online E-Mentor assist with the Alumni Online social media promotion provide content for the UWI Connect and UWI Nexus, etc. ALUMNI Ambassadors promote service, volunteerism, Caribbean unity for prosperity and encourage “Pelican Pride” in UWI graduates the world over. It should be noted that Alumni Ambassadors continue prove their commitment to excellence and leadership potential in varied ways. ALUMNI Ambassadors have received: Rhodes Scholarships (9) Chevening and other scholarships National Awards such as the Prime Minister’s Youth Awards Queen’s Young Leaders Awards Exemplifying Service and Advocacy - They have also become: Commonwealth Youth Ambassadors and CARICOM Youth Ambassadors Political and Diplomatic Representatives In summary, the ALUMNI Ambassadors are already fulfilling expectations and taking vital leadership roles regionally and globally. They will work collaboratively to support the best interests of The UWI. 89

UWI stat’s comprehensive training Guide All Ambassadors are trained and must achieve an acceptable standard before being inducted. They are trained in etiquette and protocol, and given knowledge about the core mandates of the Corps. All applicants apply and are chosen based on the following selection process: selection Process UWI STAT Interview Questions Interview Process – panel to include Alumni Ambassadors, IAD, M&C, Admissions personnel, etc. UWI STAT Membership Selection Scheme – Ambassadors must be articulate, present well, be knowledgeable, be a people person – enthusiastic, etc. be leaders, involved in volunteerism, etc. Membership Selection Procedure – once finalists are selected, information should be shared and discussed with the Director of Alumni Relations or her/his representative and the finalists should have a telephone interview with the Director of Alumni Relations or her/his representative UWI STAT Student Alumni Programming – knowledge of Mandates and Activities/Events is mandatory Now that you have been selected…what is expected (informed via e-mail) Incoming Guild President Notification e-mail (all Guild Presidents are Ex-officio UWI STAT Ambassadors) and should be advised and brought in so that UWI STAT can support Guild events and vice versa. UWI STAT Social Media Challenge – Ambassadors must utilise these media to promote mandates/activities/events. training outline and schedule Draft Schedule UWI STAT Training UWI STAT Regional Calendar One Stop Graduation Training Session training modules UWI STAT General and Campus Specific Training UWI STAT Training Manual General Protocol Development Seminar for Aspiring Leaders Protocol and Special Events Planning Workshop Presentation on General Protocol UWI stat UWI STAT Presentation The Vice Chancellery Memorandum – event proposal for upcoming year One Stop Graduation and Alumni Relations Brief and Outline Local High School Visits Brief and Outline UWI STAT Evaluation Proposal alumni relations Legacy Programme How to join The UWI Jamaica Chapter Alumni Association 90

UWI Benefits for UWIAA Members Alumni Relations Alumni Engagement advocacy What is Advocacy? (The Advocacy Strategy) HIV/aIDs Gender Sexuality and HIV The Voice of the Caribbean People Guidelines of Reproductive Health for Men Caribbean AIDS information Other training sessions/materials are provided as needed.

terms of reference - country Visit Programme mode of operation Two Ambassadors from different Corps to visit Open Campus countries between November and April each year to showcase the young leaders that The UWI is creating, and assist with promotion/recruitment for The UWI and gather information for the Executive for decision making purposes. To complete a report and submit to the IAD within three (3) weeks after arriving back at the respective campus. The report should include the dignitaries met, the number of schools and students reached and the media appearances made. Additionally photos should be submitted in separate files. The report should include an Executive Summary at the beginning with figures/tables and highlights and the recognition factor of The UWI brand and The UWI offerings.

UWI stat coUntrY VIsIts PresentatIon GUIDe Designed for high school students to engage and educate The Primary purpose of the visit is to promote The UWI and Pelican Pride. We have to keep The UWI and Pelican Pride as the focus with other issues as sub themes. Short quiz - before starting any of the presentation topics, students should be reminded that they will be asked questions and that there will be give-aways. Questions by Topic: the UWI 1. What is Pelican Pride? 2. Where are each of the campuses located on the map? 3. What are your plans for after school, what do you want study? How will you get there? 4. How many of you want to attend The UWI and how many of you donâ&#x20AC;&#x2122;t want to attend The UWI? 5. What do you think about The UWI? 6. In what country is the Mona Campus located? 7. In what country is St. Augustine located? 8. In what country is Cave Hill located? 9. In what country is the Open Campus located? 10.Tell us the name of famous UWI alum from your country. csme 1. How many CARICOM contributing countries are there? 2. Name four CARICOM countries? 3. Can you locate three of those countries on the map? HIV/aIDs 1. What is AIDS? 2. What is HIV? 3. Can you tell who has AIDS by looking at them? 4. How do you get AIDS? Who can get AIDS?

Giveaways: The PowerPoint presentation has photos of scenes from The UWI. There are giveaways in the packages that relate to the photos. E.g.: There is a Hall shirt to give away and a photo of the Hall on the slide.

Games/Interactive activities Pose with Pete Get a picture of Pete/Peli The Pelican - The UWI’s mascot - cut it out and carry it with you to your session. Whoever answers the Pelican Pride question or any question about The UWI’s Points of Pride correctly or shows a love for and interest in The UWI receives the token. Have student pose with Pete and take a picture. Students are to be informed that the picture will be placed on Alumni Online. Aim: Spreads Pelican Pride at an early stage and increase hits to AO. Who has the ball or who doesn’t have the ball? You get five students to stand in front of the room and then you the presenter or a selected student has to guess who has the ball - the harder variation is who doesn’t have the ball. *Who has the ball - the ball is AIDS *Who doesn’t have the ball - everyone except the person with the ball has AIDS. The challenge of the game is to guess correctly, to save yourself from getting AIDS. It is played the same way you play who has the ball. You stand facing the class and throw an object back and the students catch it and hide it. You then have to guess who has the ball - representing HIV Positive or representing HIV Negative. Moral: Life is like who has the ball when we don’t take steps to protect ourselves, educate others and empower those who have HIV/AIDS. It’s a chance we take every day; one which if we get it wrong could cost us our lives and the lives of others. the statistics Game Every year regional bodies put out the statistics on HIV/AIDS for individual countries and for regions. In one of the years the statistics was every one in five had AIDS. So you count fingers or people. Please note some students find it amusing when you count people, others find it embarrassing, so use wisdom. You count five objects or people and when you get to the fifth person or object you say, you have AIDS. You keep repeating and if there are 50 students in the room ten of them end up statistically HIV positive. You then open up a discussion with them on the implications of those statistics. How they feel about it? What they think? How did they feel knowing that they could be number five? And then you ask the big question, what can you do about it? And you start the presentation on HIV/AIDS and you continue discussing the points with them. moral: If every one in five has HIV/AIDS how do I know that the next person I am sleeping with isn’t number five. Know your region There is a map in the slide show. You use the map to show students where they are and to ask them questions about countries on the map. So they have to identify places on the map and tell you something about each country.

HIV Positive model Ask the class for a brave volunteer who would be willing to wear a jersey. Students usually jump up in excitement because they could get a free t-shirt. Then as the volunteers stand you pick one and show the jersey to him/her only. If the volunteer refuses to wear the jersey, find a new volunteer and if no volunteers are found then you hold the jersey up. It reads “HIV Positive” on the front, but on the back it says “but what if I really were” and you use that as an opportunity to start a discussion with them on stigmatisation, how you get AIDS, what is AIDS? etc., etc. and then you present the slides. By the end of the presentation, students should be able to understand and be willing to respect persons with AIDS and even be willing to wear the jersey. Videos Examples of clips from these videos can be used to show the campuses. JCD and Associates in Trinidad & Tobago, which supported the 60th Anniversary documentaries done by the St. Augustine campus. Again, you can view the finished clips here. http://www.youtube.com/watch?v=KdrFIsOKFHc&feature=channel Suitable UWI TV Programme clips Questionnaire one in every 10 students and all teachers present at the session should be given a questionnaire.

PROMOTIOn OF ThE CARICOM SkIllS CERTIFICATE the UWI stat corps provides this information for UWI students as it seeks to promote the csme and caribbean Integration DocUments neeDeD for certIfIcate of recoGnItIon of carIBBean commUnItY sKIlls 1. A Completed application form from the Ministry of Labour‘s Office. 2. A certified copy of University degree, Associate degree, Certificate/Diploma, Professional qualifications (ACCA, AAT, etc.), NCTVET – Level 2 (HEART/TRUST NTA) note: all applicants are required to present a letter in a sealed enveloped from the institution which awarded the qualification(s) to verify that said qualification is authentic. 3. Certified copy of passport page (showing bio-data information and expiry date). 4. A certified copy of Birth Certificate 5. A deed poll/or other document to support change of name, if any. 6. Three (3) certified passport size photographs 7. Police Report from country of residence for the past 3 yrs. *NB: For qualifications obtained from Universities other than those specified in the Act (The University of the West Indies, University of Guyana and University of Suriname), you will need to get the qualification assessed for equivalency at the local University Council or Government Agency. for DePenDants 1. A certified copy of Birth Certificate 2. Certified copy of passport page 3. Three (3) certified passport size photographs 4. Where the applicant’s name is not on the birth certificate, a Declaration signed before a Justice of the Peace/Notary Public by two persons who knew of the birth stating that he/she (applicant) is the parent 5. Adoption papers (for adopted children) 6. Marriage Certificate (in case of wife/husband) 7. A copy of the Decree Absolute certified by a Justice of the Peace/Notary Public if either or both the husband and wife were previously divorced. 8. A certified copy of the death certificate if former husband or wife had died.