Advancing towards a more agile, efficient, and accessible university management system, while maintaining the legal guarantees of administrative procedures, was a key focus of the G-9 Sectorial Commission of General Secretaries meeting held in Santander on 8 and 9 October. The University of Cantabria (UC) served as the host for this event.
The gathering took place at UC's Paraninfo and was presided over by Jaume Carot, rector of the Universitat de les Illes Balears. It brought together heads of general secretariats and legal services from participating universities to discuss shared challenges, exchange experiences, and explore solutions aimed at improving the functioning of university institutions. Julio Álvarez, the general secretary of UC, participated in the sessions.
Electronic administration and legal security
One of the main areas of focus was the implementation and management of electronic files. Universities shared experiences regarding the digitalisation of procedures, the integration of IT tools, and the management and preservation of administrative documentation, paying particular attention to both the progress made and the challenges that digital transformation still presents.
Legal security was another central theme of the meeting. The nature of university protocols against harassment, ethical codes, and other instruments aimed at ensuring coexistence within the university environment were specifically examined. Recent judicial rulings were discussed to deepen understanding of the approval processes for these instruments, their regulatory fit, and the guarantees that must govern their application.
The sessions also addressed the coordination of internal reporting channels with existing structures and procedures at universities, as well as matters related to the management of national awards for the best academic records and the legal framework for knowledge-based entities.
Simplifying procedures to enhance university management
Administrative simplification was a prominent topic during the discussions, with initiatives aimed at reducing bureaucratic burdens, avoiding unnecessary procedures, streamlining file management, and improving coordination between university services being exchanged. In this context, UC shared various actions aimed at modernising its internal operations, including tools for managing resolutions and agreements, document tracking systems, and measures to eliminate unnecessary administrative requirements.
Additionally, the host university presented the main lines of its Administrative Simplification Plan, which aims for 'light governance'. This initiative served as a starting point for contrasting experiences and reflecting on the possibilities for improving university procedures.
Cooperation among universities as key to addressing common challenges
Beyond the analysis of specific issues, the meeting highlighted the importance of cooperation among public universities to tackle legal and administrative problems that, despite the unique characteristics of each institution, share numerous common elements. Jaume Carot, rector of the Universitat de les Illes Balears and president of the Sectorial Commission, emphasised that “simplifying does not mean renouncing legal guarantees, but rather achieving more agile, clear, and effective procedures. Sharing experiences and solutions among universities helps us advance in that direction.”
About the G-9 of universities
The G-9 of universities, established in 1997, comprises the only public generalist universities in their respective autonomous communities: the University of Cantabria, University of Castilla-La Mancha, University of Extremadura, Universitat de les Illes Balears, University of La Rioja, University of Oviedo, Euskal Herriko Unibertsitatea, Universidad Pública de Navarra, University of Zaragoza, and University of Murcia. Additionally, the University of Burgos, University of La Laguna, University of Cádiz, and University of Jaén participate as collaborating entities and are part of the G-9 Shared Digital Campus. The G-9 promotes inter-university collaboration in teaching, research, management, and services, aiming to share resources, foster joint initiatives, and contribute to the improvement of the public university system.
