_{By Chris Kaahwa and Ritah Namisango}

Makerere University Writing Center (MakWC) has intensified efforts to improve the quality, consistency, and accuracy of official records across the institution.

In pursuit of this agenda, MakWC has lined up a series of writing training workshops targeting University staff in the various units.  On 13^th November 2025, 27 members of staff participated in the second training workshop, which highlighted the need for development of standardized templates, to guide the documentation processes within the University. This builds on the workshop for the first cohort where 24 members of staff were trained on 6^th November 2025.

With over 50 members of staff so far trained, MakWC is building both the individual and institutional capacity in writing minutes, record keeping and presentation of official records.

Addressing the participants, Professor Fredrick Jones Muyodi, Team Leader, MakWC, described the Center as a transformative initiative committed to enhancing academic and scholarly writing, and publication capacities across the University. He shared that the Center continues to support faculty, staff, and students through mentorship and training on various forms of writing, including theses, dissertations, publications, project proposals and grants.

Noting the urge for professional development, Professor Muyodi acknowledged staff from the Department of the Academic Registrar, administrative units, colleges, and Makerere University Jinja Campus for embracing continuous learning. He highlighted the Centre’s deliberate plan to continuously use a comprehensive training and mentorship model, bringing on board specialists and mentors with extensive experience in writing, collaborative research, and publication to guide and support participants.

The Academic Registrar of Makerere University, Professor Buyinza Mukadasi represented by Mrs. Patience Rubabinda Mushengyezi, applauded the Writing Center for continuously providing practical support to staff who handle official documents and sensitive academic information. “This is the kind of support we all need in the various units. Many of us will benefit from this workshop,” she said.

Stressing the need for standardized templates and ethical writing practices, Mrs. Mushengyezi noted that minutes are important documents that must be accurate, confidential, and easy to reference. “Many of us handle sensitive information. A standard template will help us keep our records consistent and professional across all units,” she stated.

Mrs. Mushengyezi encouraged staff to take the training seriously pointing out that proper minute writing and documentation contributes to professional and institutional credibility. She tasked staff involved in writing minutes as well as documentation of university proceedings to ensure that official records conform to the Universities and Other Tertiary Institutions Act.

Guiding participants through the Roles of a Minute Taker, Mrs. Mushengyezi pointed out the different types of meetings, which included; Regular, Special, and Emergency, and urged them to have a solid understanding of the University’s operational framework in order to record such meetings accurately.

During a session on legal compliance, Ms. Esther Kabinga, Principal Legal Officer, explained that adherence to policies and regulations, which govern minutes writing, upholds the integrity of records and decision making process of institutions. “In addition”, she said, “Accuracy and objectivity, completeness and clarity, timeliness and confidentiality, compliance with organizational policies and procedure,” are among the key considerations that the staff should comply with while writing minutes.

She guided participants to desist from including personal opinions in writing minutes, stressing that in accurate or incomplete documentation may expose institutions and individuals to legal risks. “Proper documentation protects both the University and the decision-makers,” she said.

To ensure consistency across academic and administrative units, Ms. Prossie Nakayiki, Acting Deputy Academic Registrar (Examinations and Transcripts) advocated for the adoption of University-wide standardized templates. She explained that standard templates promote a uniform and consistent writing culture. She called upon participants to use simple, clear and official language while avoiding abbreviations and unnecessary jargons. She emphasized that each minute should accurately record the resolution made, indicate the person responsible for follow-up actions, and provide clear timeline for implementation. “Good minutes, reflect not just what was discussed, but also the discipline, clarity, and accountability of the institution,” she added.

In a virtual presentation, Professor Paul Birevu Muyinda, Director of the Institute of Open, Distance and e-Learning (IODeL) sensitized the participants on the Ethical and Responsible Use of Artificial Intelligence (AI). Underscoring AI’s growing transformative role in teaching, learning, research, and administration, Professor Muyinda urged participants to integrate AI tools into their daily work, and to conform to the University’s approved AI policy.

Supporting his submission, Dr. Godfrey Mayende, Head of the Department of Open and Distance Learning (ODL) and Deputy Director of IODeL, highlighted how AI and Online platforms provide automated accuracy, faster turnaround in work efficiency, and better accountability in writing and recording minutes.

He guided participants on preparing effectively for virtual meetings, including confirming the agenda, setting platform options (recording, captions, cohost), and preparing consent scripts.

Closing the workshop, Professor Ronald Bisaso, Assistant Team Leader, MakWC commended staff for their active participation, as well as, the facilitators for sharing the knowledge and expertise.

 “As the Writing Center, we are profoundly honored that we started with a team entrusted with essential duties of this great institution. Standardizing minute writing is the next step toward improving the credibility and accountability of our academic records,” he concluded.