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02 September 2020 | Story Lacea Loader | Photo Charl Devenish
Deputy Minister visit
From the left are: Deputy Minister of Higher Education, Science and Technology, Buti Manamela; Prof Prakash Naidoo, Vice-Rector: Operations at the UFS; and Dr Ramneek Ahluwalia, Chief Executive Officer of Higher Health.
“The work that the University of the Free State (UFS) is doing to ensure that students get the necessary support is quite impressive. The university is saving the academic year to save lives.” These were the words of the Deputy Minister of Higher Education, Science and Technology, Buti Manamela, during a visit to the university’s Bloemfontein Campus on 31 August 2020.

The visit was part of the Deputy Minister’s visit to higher education institutions in Bloemfontein to assess the academic state of readiness and to monitor the safety protocols for the phased re-opening of campuses during Level 2 of the national lockdown.

The delegation, which also consisted of representatives from Higher Health led by the Chief Executive Officer Dr Ramneek Ahluwalia, attended a briefing session in the Council Chambers before visiting various venues on campus. In his opening and welcoming remarks, Prof Prakash Naidoo, Vice-Rector: Operations, said that the safety, health, and well-being of staff and students remain the university’s priority. “Extensive planning has gone into making sure that the university complies with the national COVID-19 protocols and regulations and that our campuses are safe and ready for the return of students. Sufficient hygiene measures are in place, as well as adaptions to ensure physical distancing. The wearing of masks, physical distancing, and hand sanitising remain compulsory on all the campuses,” said Prof Naidoo.

“A Special Executive Group (SEG) was already established by the Rector and Vice-Chancellor, Prof Francis Petersen, at the beginning of March 2020. The SEG meets weekly to discuss and decide on the university’s response to COVID-19 as this pandemic develops over time. Consisting of eight task teams, the SEG is the decision-making entity that responds rapidly and in a coordinated manner to combat the threats to business continuity. One of the task teams is specifically looking at the wellness of our students and staff to make sure that this important aspect is taken care of,” said Prof Naidoo.

During a presentation of the university’s Multimodal Teaching and Learning Plan for the completion of the 2020 academic year, Prof Francois Strydom, Senior Director: Centre for Teaching and Learning, said that the university has an evidence-based approach towards remote multimodal teaching, learning, and assessment. “For instance, our vulnerable students were identified early in the lockdown, and 16 strategies were put in place to ensure that no student is left behind. 99,95% of our students were active on Blackboard. We are developing plans for the 0,05% of students who were not able to participate in learning, so that they can continue their learning journey with the UFS,” said Prof Strydom.

In his closing remarks, Deputy Minister Manamela commended the university management on the initiatives to save the academic year. He also indicated his appreciation for the informative session and encouraged the university to keep on motivating students and staff to be attentive to their behaviour and to remain careful about their health and well-being.

The programme was concluded with a visit to a number of venues on campus, including the examination venues, the Health and Wellness Clinic, the Pathogen Research Laboratory of the Division of Virology and a student housing unit.

News Archive

UFS implements paperless meeting system
2004-08-20

 

The Management Committee of the University of the Free State ’s (UFS) Executive Management recently entered the electronic environment of more effective and centralised meeting and decision-making administration by implementing ‘n computerised meeting system.

With this the UFS became the first higher education institution in the world to use the PARNASSUS-meeting management system. PARNASSUS , which refers to a mountain in the Greek mythology, is a licensed system from CIPAL in Belguim – a developer of software for a variety of applications.

“In stead of coming to a weekly management meeting with a file of documentation, each member now walks in with his/her laptop and the whole meeting procedure takes place electronically,” says Prof Sakkie Steyn, Registrar: General at the UFS.

At the same time the secretary registers the minutes point by point on the PARNASSUS programme. At the end of the meeting, after certain technical finishes are done, the minutes are distributed to members of the meeting and their secretaries/office managers. The draft minutes is also distributed to those who must implement decisions and prepare implementation steps. These staff members are given security clearance beforehand.

“The system is unique due to the fact that a translation engine has been built into the agenda and minute system. Agenda items can be submitted in Afrikaans and then automatically be translated in English by means of the interactive translation engine, or vice versa. The same principle applies to the minutes,” says Prof Steyn.

According to Prof Steyn the translation engine was develop with the expert assistance of the UFS’s Unit for Language Facilitation and Empowerment (ULFE). Word strings from previous minutes are now being added to the corpus of the translation engine.

“The system enables the secretary to continuously monitor which points are submitted for the agenda and if these points comply with the set standards namely clear recommendations, background and proposed implementation steps. The agenda is closed at a certain moment and no new points can then be added. The secretary does certain technical finished by means of a final classification of point and annexures. The draft agenda is then sent to the chairperson for approval, after which the agenda is electronically sent to members of the meeting and their secretaries/office managers for preparation,” says Prof Steyn.

“After the minutes have been approved at the next meeting, it is saved on the PARNASSUS decisions data base. The tracing of decisions made during previous meetings can be done by any person with the necessary security clearance. This is different from the past where stacks of documents had to be searched to find a decision,” says Prof Steyn.

According to Prof Steyn the secretariat and meeting administration services at the UFS has now entered a fully virtual and electronic environment. This will enhance effective decision making tremendously. “The PARNASSUS system saves us costs and time and the decentralisation of submissions to meetings lessens the work at centralised points,” says Prof Steyn.

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