T

he university experience is complex. The University of Malta (UoM) is a small town with people of all ages from over 90 different countries living alongside each other in a few hundred square metres. It must create the best possible environment to encourage people to work, learn, and research together.

An important group is international students attracted to Malta to study and research. International students are key. They are an opportunity for the majority of local students to learn from different cultures and discuss with people who do not share common life experiences. This helps open minds.

Performers from Xiamen during
Xiamen Day, organised by the University of
Malta on 23 June 2014.
Photo by Elisa von Brockdorf

To counteract stiff competition from other countries, all trying to attract international students, the UoM has focused its attention on what international students really look for: a one stop shop to attend to all their concerns. To this end, improvements were made to the campus environment, academic coordinators were appointed in every faculty, specific people now cater for their needs, and there are plans to build a residential complex on campus (the University Residence and Community Complex, see pg 84). ‘One of the biggest challenges,’ says Stefania Agius Fabri (Director, International and EU Office) ‘is to maintain a support system that never fails a student.’ For 18–20 year olds, this is already a difficult time. Add culture shock to the mix and the situation can become very tricky. ‘Support requires staff training and constant re-evaluation, focus group work and questionnaires help keep up the momentum. Having a 24/7 helpline, a dedicated office supported by pro-rectors and a Counselling Service really helps.’

In 2007, revisions made to the Foundation Programme allowed the UoM to engage more effectively with Gulf countries. This enabled an increase in student numbers from countries like Kuwait. It attracted the attention of the Ministries of Higher Education in Oman and Saudi Arabia who started to send students to Malta. These were funded through their respective scholarship programmes.

Relations with China were strengthened following the establishment of the Confucius Institute at the University of Malta. Linked to Xiamen University, this Institute provides student, teaching, and administrative exchanges, as well as a biannual summer school for Xiamen students. A link with Beijing Foreign Studies University sees future Chinese diplomats and civil servants being trained in the Maltese language—22 people are studying it. Over the last few years, the UoM shares a collaborative degree with the Shanghai Maritime University offered both in Malta and China.

In 2013, Malta and China signed the agreement for mutual recognition of qualifications. The University was thus able to engage well with top universities in China including Shanghai Maritime University through a collaborative degree in Ocean Governance. The University of Malta has set up a Centre for Traditional Chinese Medicine and launched a Master degree in Traditional Chinese Medicine and Culture. Both initiatives involve Shanghai Traditional Chinese Medicine University (SHUTCM) that also offers summer school scholarships for students to study in China.

Keeping up its international relations, the UoM’s US links go back many years. The UoM has been sending to and receiving students from the US since the 1980s through the International Student Exchange Programme (ISEP) and other direct exchange agreements with various universities. The University of Malta has benefitted extensively from the Fulbright U.S. Scholar Program for decades. Other exchanges involve Australian, Canada, Japan, and Brazil.

The largest student exchanges are with the EU. ERASMUS+ ‘has been going for 16 years.’ In the first half of 2015 around 250 students descended from all over the EU to Malta joining the 952 international full time students. The challenge is the constant scrutiny not only by the EU but also by the students. ‘ERASMUS provides benchmarking and development opportunities, and genuine insights into our own systems’ says the Director.

Agius Fabri is particularly proud of the link with Palestine and the development of a scholarship scheme through which two Palestinian students are awarded scholarships to pursue postgraduate studies in Humanitarian Action and in the fields of conservation and preservation of architectural heritage.

A DEGREE WITH A +

A key component of the university experience is graduating with a degree that goes beyond facts and figures. Employers pick employees on their soft skills. Towards this, the Rector Prof. Juanito Camilleri set up DegreePlus (run by Prof. Joseph N. Grima). DegreePlus offers students learning opportunities not directly linked to their studies. ‘These activities offer skills which go beyond the activity itself—organisational and teamworking skills, and other tools,’ says Grima.

Though it started off with a small budget, DegreePlus offers over sixty courses to over a thousand students. The courses include a Wind Ensemble, choir, Latin—surprisingly popular— and other language courses, voluntary work, sports, public speaking, radio presenting, graphic design, and many more. The thorn in its side is keeping the two fixed hours twice a week in the UoM timetable free from student organisations’ and lecturers’ needs. The small team keeps attracting students and expanding with courses open to student suggestions.

Streamlining the student experience

To succeed, students need a smooth university experience throughout their course years. The Registrar’s Office, steers and pulls together various strings to keep things running well. In 2002 the Student Information Management System (SIMS) was launched. In 2005 an online eSIMS portal—the first port of call for student course needs—became available, streamlining campus administration for students and staff. Arriving to this point was challenging. New technologies, staff training, regular updates, and enhancements were key.

eSIMS replaced most paper communication, a plus for the environment. Students can access their own course information and receive notices at any time. They can apply for courses, access results, or apply for transcripts. eSIMS works with a VLE (Virtual Learning Environment) allowing sharing of lecture content. Students are informed if lectures are postponed through email or mobile phone messaging. Apart from eSIMS, the Office publishes online and hard copy Undergraduate and Postgraduate prospectuses. These new communication systems have helped change staff and student mindsets.

A key communication link is between the Office and the Student Council (KSU). While this is not easy, since the KSU executive changes yearly, it is a worthwhile challenge to overcome.

Another positive change has been for Gozitan students who can now sit for most exams in Gozo instead of taking an at least two-hour trek to Malta. The Registrar’s Office use remote solutions like secure online facilities for examination papers to overcome the challenges this brought. The system handles around 600 examinations covering 80% of the Gozitan student population. These students can now easily arrive fresh and on time for their examinations.

Pro-Rector for Student and Institutional Affairs, Prof. Mary Anne Lauri speaking at the KSU Careers Convention. Photo by James Moffet

Apart from technological upgrades, the Registrar’s Office is also concerned with student wellbeing. Troubled students can either approach the office or be spotted if an anomaly in their results is observed. The office reaches out to those students to figure out a reason why they might be anxious and advise on the best way forward providing the right assistance. A key communication link is between the Office and the Student Council (KSU). While this is not easy, since the KSU executive changes yearly, it is a worthwhile challenge to overcome.
Another sector of the student population are those with different abilities. The institution of the ACCESS-Disability Support Committee, chaired by Pro-Rector Prof. Mary Anne Lauri, and Support Unit, headed by Prof. Marie Alexander, have made a big difference to the lives of students with disability. They help provide access to lectures and examinations. At present, around 80 students are helped by this service.

Graduations and the Alumni Experience

At some points in the UoM’s history the graduation ceremony was in jeopardy. Over the last 10 years a big push was made to give students back this important ritual that brings everyone together to celebrate a significant milestone in their life.

In 2008, an international competition was launched for the design of Master degree and Ph.D. gowns, trenchers, birette, and colours. Designers from all over the world submitted their entries. Dr Nicholas Groves’ (UK) designs won. Ede & Ravenscroft, possibly the best gown makers in the world, created the Ph.D. gowns, colours, and birette. The gowns were introduced for the first time in 2015. Finally, the beautiful gowns and hoods all had an identical design and colours in the same shade.

Graduates walking to their graduation ceremony in Valletta. Photo by Tufigno Photo & Video Services

The Foundation Day Concert, now in its ninth year, is held in one of the most prestigious venues on the islands and was another innovation to celebrate graduates’ success. The Malta Philharmonic Orchestra performs popular classic musical pieces and guests are treated to a reception afterwards in the superb La Vallette Hall.

Prior to the graduation ceremonies, which take place at the Sir Temi Zammit Hall (undergraduates) and the University Church, Valletta Campus (postgraduates), all graduands are invited to Holy Mass at the St John’s Cathedral Chapter.

The events help create a sense of community for UoM students and staff. They start and leave their Alma Mater knowing that it really cares about them and will continue to do so through its alumni community (see pg 27 on alumni).

Managing people

There are almost 2,700 staff at the University of Malta. The big increase in the number of staff necessitated a restructuring in the human resources office (Human Resource Management and Development, HRMD) that happened in the last eight years. Mindsets, working practices, and major technology upgrades were needed. ‘The changes in policy and procedure are relatively easy to implement but they give rise to the ‘soft’ issues of resistance to change. We are dealing with people, each with his or her own history and attitude,’ said Jacqueline Fenech (Director).

The labour market in Malta has changed. In the days when people looked for ‘safe haven’ employment, a job at the University was much sought after. The University has now pushed to retrain its workforce, employ more people on a definite contract, and strives for more fluid, dynamic employees.

Staff needs to be kept motivated. Successive collective agreements for administrative and technical staff have tried to adapt to the added life pressures that progress has brought (see pg 14 for the Academic’s Collective Agreement). They updated contracts to include family-friendly measures, teleworking, and other employment benefits. These new working practices for individuals are matched with a faculty’s needs. To work correctly, the jigsaw puzzle needed a seachange in internal structures. Fenech is very pleased, despite these radical changes, relations are good with conflicts being resolved through dialogue.

When the Rector was elected in 2006 he planned major changes for the UoM. He foresaw the need for highly qualified senior managerial staff to coordinate all the changes in work practices and construction work that were needed. These staff had definite contracts with specific aims: the Administrative Director was created. This role attracted experts in IT services, knowledge transfer, library services, finance, EU fund management, and other fields. Without that decision, the needed change would have been close to impossible.

IT services have placed employees’ details online. The database can easily be accessed and ‘talks’ to all other areas of the UoM. ‘Having this and other technologies in place is,’ says Fenech, ‘an enormous relief, but for HRMD it also means that all staff need to be trained to use these systems.’

Staff also see the benefits of being able to view their personal information online, download payslips, and other essential documents. ‘Just the online pay slips,’ Robert Abdilla (Senior Executive, HRMD) tells me, ‘has saved hours of work and expenses.’ There are plans in the pipeline for further online document access. ‘If people see a genuine benefit they will all come on board and start asking for more of it.’

Whilst acknowledging the need to push things when the going gets tough Fenech’s open door policy and readiness to listen, backed up by strong University structures designed to help all staff and students, has managed to see HRMD weather the challenges. Yet, there is still a wish list. ‘I would like to see the administrative staff practices more in tune with the academic changes. Student and academic life on campus is 8am to 8pm but that is not reflected in our other areas. I’m sure there are ways of achieving this change to the satisfaction of everyone,’ she adds with a smile.

KEEPING CONNECTED

IT Services was set up 20 years ago as a dedicated IT support unit for the UoM. Started when the Internet was still taking off, the main mission of IT Services remains to empower UoM students and staff in their teaching, learning, and research activities through the use of ICT. It aims to provide them with the best possible IT support and state-of-the-art ICT facilities and infrastructure.

The foyer at the new IT services building. Photo by www.ICreatemotionStudio.com

To overcome a lack of space, a new IT Services building was constructed. Finalised in September 2011 to the tune of €8 million (part-financed by EU ERDF programme 2007–2013) with the latest facilities and ICT infrastructure. These include IT-enabled learning spaces for students, computer-equipped training rooms for use by all UoM departments, and the latest videoconferencing facilities. The optical fibre cable running under the UoM, efficiently connecting all of the Msida Campus, has been updated. This network is in turn connected to GÉANT.

GÉANT (co-funded by the European Commission) is a pan-European network connecting over 50 million users across 40 European countries. This high-capacity infrastructure uses advanced techniques to overcome the limitations of commercial networks. It enables research and education applications that require transfer of high-definition digital content and real-time interaction including grid applications, multimedia interactive courses, and virtual laboratories. The UoM supports access to GÉANT for all of Malta’s research and educational institutions, including a large number of Government schools.

The university experience is similar to a large tower. Each brick, every support service, is needed to keep the top steady. Without a strong network it would quickly crumble leaving its staff and students stranded. The steady increase in staff and students, both local and international, is a testament to its strength.