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Registrar's Portfolio

WELCOME TO THE REGISTRAR'S PORTFOLIO

The Registrar is secretary to Council, Senate and Convocation, and head of the University’s academic administration. Academic administration refers to the management and governance of the academic life-cycle of the student, from application to graduation. The Registrar is responsible for institutional governance and is the University’s chief compliance officer. Other responsibilities include the external assurance of academic programme approval, accreditation and registration, as well as the establishing and maintaining of student administrative and management information systems. Departments and functions within the Registrar’s portfolio include, but are not limited to, Student Administration, Secretariat, Documents, Records and Archives Management Services (DRAMS), UWC Contact Centre, Academic Administration Training & Development Unit (AATDU), International Students Services,  Business Continuity, Compliance and Data Management of Agreements and Contracts.
 
Dear Students,
As Registrar, it is my singular pleasure to wish you a cheerful and warm welcome to UWC, your university of choice! The staff in the Registrar’s Division, as well as in the faculties and academic departments, are all very excited to be a part of this exciting journey that you have embarked upon. Our goal is to make your student experience as positive and pleasant as possible. We know you may be faced with various challenges along the way, and we are willing to listen and assist you in overcoming these in the best possible manner.
As a team, we are committed to the University’s five-year Institution Operating Plan (IOP) and have identified student- and staff-centredness as one of our core goals. Coupled with this is the commitment to providing you the most efficient and ethical service at all times. Please visit our webpage to familiarise yourself with the services we provide and whom to contact for assistance. The team is constantly exploring ways to improve our services and we welcome constructive suggestions on how we can be of better service to you.
We wish you well on your journey and look forward to celebrating your successes with you during this time, and when you graduate.

OUR OBJECTIVES

POLICIES, RULES AND PROCEDURES

  • To improve awareness and knowledge of academic administrative policies, rules and procedures

ADMINISTRATION

  • To align central and faculty administration

QUALITY ASSURANCE & RISK MANAGEMENT

  • To improve quality assurance and risk management of the enrolment processes
  • To improve planning and coordination of scheduled administrative events

PROFESSIONAL SERVICES

  • To develop benchmarks for professional service and a framework for common values
  • To create a conducive physical environment for professional service delivery

VALUES

  • Accountability and integrity
  • Commitment and respect
  • Professionalism and continuous improvement
  • Teamwork and open communication
  • Service excellence and continuous improvement

 REGISTRAR’S FOCUS AREAS

Within the Registrar’s Portfolio, the strategic focus is centred around professional academic and administrative support services with the goal to strategically attract, retain and enable the development of students in line with UWC’s vision and mission. In addition to this, the Registrar’s Portfolio is committed to ensuring strategic human resources management and employment equity whilst maintaining and encouraging effective leadership, management and governance.
 

Key Focus Areas:

Academic Administration
  • Student Enrolment: Applications, Selections, Registration, Student Records, Examinations, Promotions and Graduation
  • Qualifications Register: Accreditation with SAQA, HEQC, Alignment and Auditing of Qualifications Database
  • Official Publication on Academic Matters: Yearbooks and Calendars
  • Document Records and Archiving
  • Student Contact Centre
Governance
  • Internal and External Regulatory Framework, e.g. Institutional Statute, HE Act, POPIA
  • Secretary to Council and Senate
  • Support to Institutional Forum and Other Committees
  • Academic Policies and Rules
  • Deputy Information Officer
  • Application for Permission to Conduct Research On Campus
  • International Exchange Agreements and Other Contractual Matters (Record keeping)
Student - Academic Administration

The Office of the Deputy Registrar: Academic Administration forms part of the Registrar’s portfolio at the University of the Western Cape (UWC). To this end, we adhere to the mission of UWC and the strategic drivers as identified in the Institutional Operating Plan (IOP) as it pertains to Academic Administration. Effectiveness of its adherence will be influenced by people focus, internal organisational processes, innovation, and quality and risk management, as it will influence the quality management of student academic administration information and processes. The general focus of the Office of the Deputy Registrar is information and quality management as it relates to student academic administration information and processes.


Academic Administration 

The Academic Administration Training & Development Unit (AATDU) is a division within the Office of the Deputy Registrar: Academic Administration. This Unit, established in September 2015, forms part of the Registrar's Portfolio at UWC. The general focus of this Unit is information and quality management as it relates to academic administration. 
Our vision is to be recognised for professional service excellence, regarded as knowledgeable, always supportive of issues and needs, and seen as an integral "part of the solution". 

Our goal is to support and serve the UWC community excellently by ensuring that our services are professional, student- and staff-centred, optimised by technology and complies with good governance. 

The aim of the Academic Administration Training & Development Unit is to advance academic administration and to support the Registrar's institutional strategic goals and imperatives through: 
  • Academic Administration and Student Enrolment Management System (SEMS) Internal Audits and Risk Management 
  • Academic Administration Business Process Mapping
  • Academic Administration Training and Development 
  • Agreements and Contracts Registry Management 
  • Class Timetable Coordination 
  • Qualification and Continuing Education Courses Database Management and Quality Assurance 
  • SEMS Access Management, User Support and Parameter Maintenance 
  • Student Enrolment Information Management and Process Quality Assurance 
  • University Calendars and Academic Diary Coordination and Publication 


Academic Administration, Training & Development Unit

The Academic Administration, Training & Development Unit is a division within the Office of the Deputy Registrar: Academic Administration. Among others, the Unit provides a comprehensive training programme that equips UWC administrative and support staff with the necessary skills to perform operational requirements.

We provide training for the following systems on campus: 
  1. Student Administration System Integration (SASI)
  2. Committee Management System (CMS)
  3. Student Tracking System (STS)
The training programme provides for: 
  • New and existing staff members to learn how to perform the various SASI, CMS and STS functions related to their core responsibilities.
  • Each training session equips the participant with the necessary theoretical knowledge, as well as practical demonstration on the different application platforms. 
The following staff should attend the training programme:
  • Administrative and professional staff members, including academic staff who are involved in: 
    • Student applications and selections,
    • Curriculum advising,
    • Registrations,
    • Postgraduate administration,
    • Committee management and administration,
    • Teaching and learning,
    • Lecturing, and
    • Governance.


​Systems Access

Access to the University's systems are strictly managed by the Office and adhere to the principles of the Protection of Personal Information Act (POPIA). Access to our Student Administration System and other systems are limited to UWC employees only. Students and teaching assistants are not permitted to have access to any UWC information system. 


Student Administration 

We in the Department of Student Administration support the Registrar’s mission and vision by promoting and contributing to a university centred on professionalism and service excellence. At Student Administration, our goal is to become ‘invisible’, ensuring that processes happen without anyone even knowing that something is being done. The journey in realising an Administration that is ‘invisible’ is neither simple nor without its critics. However, it is a target that must constantly be aimed for. In order to achieve this level of effectiveness, we must be relevant to the changes of the 21st century and couple that with a high level of efficiency and reliability. 

To achieve these goals, it is necessary, at times, to reconsider why and how we do what we do. Student Administration, along with the Office of the Registrar, has begun such a process by re-engineering the structure of Student Administration. The new structure of Student Administration now has the International Students Services Office (ISSO), Faculty Liaison Office (FLO), Student Administration Helpdesk, and Examinations and Graduations Office (EGO). It is envisaged that this structure will allow us to function at an optimal level. Aligned with this new structure is the reviewing of our processes and refinement of these where necessary. The drive behind all our processes will be the use of the SASI system to its full capacity.

Student Administration includes the following functions:
  1. Examination and Graduation Office
  2. Faculty Liaison Office
  3. International Students Services Office
  4. Student Administration Helpdesk
Learn more about these functions by visiting the Admission and Study section on this website, Click here


UWC Contact Centre 

The University of the Western Cape runs a fully functional Contact Centre with trained, professional agents who are equipped to deal with all student-related queries.The Centre offers students and related role players a client-orientated service through a single point of contact, providing improved efficiency and facilitating detailed measurement and planning.
 
Learn more about our Contact Centre by visiting the Admission and Study section on this website.
 

The Secretariat

The Secretariat resides within the portfolio of the Registrar under the management of the Deputy Registrar: Secretariat and Policy Management. 

The Secretariat provides secretarial support to the Council, Senate and certain sub-committees.

In addition to providing secretarial support to the Council, Senate and certain sub-committees, the Secretariat is responsible for providing advice to committees on procedures that would enhance good governance and maintain the repository of the main institutional regulatory universe. In addition, the Secretariat, on behalf of the Registrar, is responsible for the safekeeping of official committee documents.

Our vision is to provide a professional, proactive and accountable service to all our stakeholders.


Documents, Records and Archives Management Services (DRAMS)

The Department of Documents, Records and Archives Management Services (DRAMS) was established to ensure the establishment of a formal, efficient, legally compliant and legally defensible records and archives management programme at UWC. DRAMS exist to fulfil the University’s commitments to develop effective structures and conventions of governance, which are democratic, transparent and accountable.
 
  • As the official repository for the institutional archives of the University of the Western Cape, the University Archives compiles a record of the significant activities carried out in the fulfillment of UWC’s mission. The Archives preserves records as a resource for the University community and promotes the use of the collection by faculty, staff, students, alumni, and the general public.
  • Records Management supports the ongoing integrity of record-keeping at UWC, affecting both current and long-term documentation, and in this capacity supports and enhances the development of the University Archives.
  • All records, whether historically important or not, have legal retention requirements related to the function attending their creation. Some records are destroyed at the end of this required retention period, while others are preserved as historical records. The Central Records Office (CRO) stores records temporarily (at some point the records will either be destroyed or transferred into archival custody), whereas an Archives stores permanent, historical records. The DRAMS carry out both functions for UWC.


Governance Structure

The Governance structures of the University are:
  1. Council
  2. Council Committees
  3. Senate Committees
  4. Joint Committees of Senate and Council

Deputy Registrar: Academic Administration

Dr Ahmed Shaikjee
+27 21 959 2110
ashaikjee@uwc.ac.za


Office Administrator - Deputy Registrar: Academic Administration

Ms Natasha Schoeman
+27 21 959 2110
nschoeman@uwc.ac.za


Manager: Academic Administration Training and Development Unit (AATDU)

Ms Sanchia van Staden
+27 21 959 3795 / 2814
svanstaden@uwc.ac.za


Coordinator: Academic Programme and Publications

Mr Lesley Richards
+27 21 959 3343
lrrichards@uwc.ac.za


Training and Development Unit

Ms Ludi-May Allie
+27 021 959 2022
lmallie@uwc.ac.za

Ms Dimpho Ndala
+27 21 959 4121
dndala@uwc.ac.za 


Academic Administration:

Mrs Maryna Talliard
+27 21 959 3795
mtalliard@uwc.ac.za


General Enquiries

Ms Aslena Martin-Van Willigh
+27 21 959 2814
apmartin@uwc.ac.za

System Access
sasiaccess@uwc.ac.za

Student Administration

Examinations and Graduations Office

Mr Clayton Alexander - COORDINATOR
+27 21 959 2359
calexander@uwc.ac.za


Helpdesk and Student Support

Mr Jerome Simmery - Coordinator
+27 21 959 2553
jsimmery@uwc.ac.za


International Student Services Office

Mr Khwezi Bonani - Coordinator
+27 21 959 2763
kbonani@uwc.ac.za


Liaison Office

Mr Riaan Niekerk - Coordinator
+27 21 959 2198
rniekerk@uwc.ac.za

SECRETARIAT AND POLICY MANAGEMENT

​Deputy Registrar: Secretariat and Policy Management

Ms Tamima Talip 
+27 21 959 2727
ttalip@uwc.ac.za 


Office Administrator - Deputy Registrar: Secretariat and Policy Management

Ms Heidie Bastian
+27 21 959 2727
hbastian@uwc.ac.za

Ms Kaylin Lakey
+27 21 959 2727
klakey@uwc.ac.za


Secretariat Committee Officers

Ms Shanon Copperfield (Senior Committee Officer)
+27 21 959 2146
scoppperfield@uwc.ac.za

Mr William Boraine
+27 21 959 3100
wboraine@uwc.ac.za

Ms Mercia Mottie
+27 21 959 9479
mmottie@uwc.ac.za

Ms Ntombekhaya Nkhola
+27 21 959 2204
nnkhola@uwc.ac.za

Ms Kim Lindeboom
+27 21 959 9556
klindeboom@uwc.ac.za 

Mr Gezani Hobyani 
+27 21 959 2956
mhobyani@uwc.ac.za

CONTACT CENTRE

UWC Contact Centre Switchboard

Operating hours: Monday to Friday, 08:20 – 16:30, closed on weekends and public holidays
+27 21 959 2911 
admissions@uwc.ac.za


General Enquiries, Prospective Students and Applicants

+27 21 959 3900


Registered Students

+27 21 959 3901


Alumni and Graduates

+27 21 959 3902


Parents and Sponsors

+27 21 959 3903