Our Processes are changing to benefit You!
Vacancy Monitoring Committee (VMC) Process Improvements
The University of the West Indies, Mona Campus, has implemented major improvements to the Vacancy Monitoring Committee (VMC) process. Following extensive consultation with senior management, the Human Resource Department, and the Bursary, the appointment process for adjunct lecturers has been streamlined.
The VMC was initially established in 2020 to manage staff-related expenses, which at the time accounted for about 70 percent of the operating budget. While the original system delivered some savings, it became increasingly bureaucratic and focused heavily on adjunct lecturer approvals. The updated VMC process aims to address these issues by making the engagement of adjunct lecturers more efficient and reducing unnecessary administrative barriers.
The New VMC Approach
The revised approach provides departments with greater flexibility in managing adjunct engagements within their budget limits. Each department receives a budget based on its average spending over the past two years, with a 5 percent deduction to reserve funds for the Dean’s Office.
If a department requires additional funds, it can request support from the Dean or reallocate from another department’s budget. The Principal may also approve additional funding if justified.
The process includes updates to the PeopleSoft system, especially within the Adjunct Teaching Load Module. Departments can now manage adjunct hiring more easily, and the previous requirement for a VMC ID for every engagement has been removed, simplifying the process further.
VMC Process Improvements
The former process involved 13 steps and frequent meetings. The updated process now consists of just 5 steps, which saves time and reduces delays. This change has already been rolled out and is being monitored by the Office of Strategic Projects and Enterprise Management (OSPEM), with oversight from the RTG Steering Committee.
The New VMC Process Flow
- Establish and validate the baseline
Responsible: HRMD, Departments - Approve the 2024-2025 baseline and budget allocations
Responsible: VPMC - Submit staff requisition forms
Responsible: Departments - Discuss and resolve deviations if necessary
Responsible: HRMD and Departments, or escalate to VMC and Principal if major - Finalize requisitions and produce contracts
Responsible: HRMD, Departments
This new approach reflects the University’s broader commitment to restructuring, transformation, and growth, while improving operational efficiency and departmental empowerment.
Benefits Accrued
- Simplified Process
The new system eliminates several approval steps, making it quicker and easier to hire adjunct lecturers. - Better Budget Management
Departments now have more control over their adjunct budgets, allowing for faster decisions tailored to specific teaching needs. - Reduced Administrative Burden
The removal of the VMC ID requirement and streamlined workflows help reduce paperwork and save staff time. - Training and Support
Workshops held on July 22 have equipped staff with the tools and knowledge to operate effectively within the new system.
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