Officer Induction 2012 Coleg Gwent Students Union Staff

Officer Induction 2012 Coleg Gwent Students’ Union Staff Development Program

Ice Breaker You have a game of human bingo in front of you. You will need to talk to the other members and complete the sheet. Communication is key here!

The History & The Future The History: • Jennie joined Coleg Gwent and started supporting the Union in August 2006 • Coleg Gwent Students’ Union won the battle for a full time, paid, Sabbatical President in 2010 with the President being Miss Mary Prescott The Future: • CGSU has a vision to continually adapt and improve its services over the next few years. • CGSU will continue to be at the forefront of FE Union’s in Wales for years to come (Fact!)

What Coleg Gwent Students’ Union Does. . . • • Events Parties Representation of Learners Protect overall student welfare Deals with Learner Complaints Strives to improve Services & Facilities Strive to improve the overall Student Experience

Job Descriptions This section will cover: • The SLO • The President • The Deputy President • Vice Presidents • Secretaries • Treasurers • Welfare Officers • Entertainments Officers • Charities Officers

The SLO • To organise class rep forums • To oversee the union finance as the account holder • To act as the chief returning officer in all elections • To liaise with the president • Often provides advice in times of need • Often becomes the chief officer of the union in the absence of the President and Deputy • MEMBER OF COLLEGE STAFF

The President • • Cross-campus Officer Final decision maker in ALL union matters Head officer of the union Liaison with the SLO MEMBER OF COLLEGE STAFF Liaison with NUS Responsible for promoting and running the union on a cross-campus basis

The Deputy President Level 2 Ranked Officer In charge of Communications and Development Act’s as the President in his absence Steps in for the President when he is unavailable In charge of disciplinary procedures Chairs the disciplinary committee or interview panel Responds to Discipline Appeals Responsible for all media and public relations Responsible for all press releases relating to Coleg Gwent Students’ Union • Responsible for web development • Responsible for IT services for Coleg Gwent Students’ Union • Responsible for Radio Communications • Radio Control Officer Radio Call Sign: Charlie 1 (Control 1) • • •

Vice President • • Day to day running of the union Overseeing finance & expenditure Lead officer of the campus union Chair person of the CEC

Secretary • • Acting VP in times of need (e. g. VP Illness) Oversees admin of the union Ensures the office is fully stocked Takes minutes at ALL campus meetings

Treasurer • General decision maker in finance • The ONLY campus officer, bar the VP, to authorise expenditure • Responsible and accountable for financial issues • Should make weekly reports on finance to the CEC or VP In matters of urgency you should report directly to your President, Vice President or SLO!

Welfare Officer • • General liaison officer of the union Lead person in most campaigns Main source of information for all students Responsible for the overall welfare of students If you fear for someone's safety you must contact your President, Vice President or SLO!

Entertainments Officer • Responsible for organising social events • Responsible for organising parties • Accountable for the success or failure of all events, along side the VP • Liaison for charitable events • Will present all ideas to the CEC or the VP

Charities Officer • Responsible for appointing a campus charity • Responsible for organising and running fundraising initiatives, alongside the treasurer (e. g. Red Nose Day) • General decision maker for charity events You are in no way accountable to your chosen charity. You work for CGSU not them!

Team Building Exercises You need to create a… GOAT Out of the materials you have been provided. You will need to work as a team in this exercise, team work will prevail. Individual work will fail! You have been warned… GO!

Command Structure The President The Deputy President Vice Presidents

Helping you to do your job. . . Following this slide are key members of college staff who will be on hand to help you complete your job(s) Remember then and when you need to, visit them and take their advice. They have been doing this a lot longer than any of us!

College Senior Management Name Position Campus Jim Bennett Principal Usk Chris Smith Head of Learner Services and Usk Skills Jennie Jenkins Campus Director Crosskeys Hayley Wilce Deputy Director Crosskeys Bill Mason Head of Learner Services Crosskeys Regina Taylor Campus Resource Manager Crosskeys

Heads of School Name School Jane Ford General Education Debbie Field Care Paul Morris Performing Arts Helen Lawless Services to people Ian Parker Business and IT Michael Coakham Motor Vehicle Dave Adams Engineering Maria Retter Art and Design

Training and Development • • Progress Reviews Staff Development Program Internal Monitoring & Auditing NUS Training Internal Training Monthly Training ‘On The Job’ Training

Meetings • • • Monthly Video Conference CEC CCEC UGM Canteen Focus Group Class Rep Forum

Conduct of Union Officers • • Personal Hygiene Language Actions Social Media Attitude Behaviour Respect

Discipline of Union Officers • • • Command Discipline Oral Warning Written Warning Suspension Dismissal College Discipline Policy Legal Action

Complaints Procedure For Union Staff; • Complaints form (Available on the Intranet) • Dealt with by Campus VP or Deputy President For the Deputy President; • Contact the President or SLO directly For the President; • Contact the Deputy President or SLO directly

Complaints Procedure For staff members; 1. Speak to their line manager Or 2. Speak to your Campus Ho. LS Or 3. Speak to the President/Deputy President

Radio Communications • As a legal user of open-wave radio frequencies we are required by law to protect information. • Also as a legal user we are legal bound to have a radio control officer and a radio control training course (Non-Mandatory). • On each campus there will be separate radio call signs, I. e Newport Campus will be November Charlie [1, 2, 3, 4] as required by law

Constitution • Coleg Gwent Students’ Union is bound legally by its Constitution • Every Students’ Union or Association has a Constitution • Our constitution is approved at UGM and Corporation • Minimally reviewed every 5 years • Maximum reviewed every year

Policy • There are two types of policy used by Coleg Gwent Students’ Union. These Are; Mandatory Policy (I. E. The PR Policy) and Lapsing Policy (Agreed at UGM) • Policies form part of the Constitution • Breach of policy can end in disciplinary action being taken

Finance • We have a ‘Central Account’ • All expenditure must be agreed • You will need Jennie to officially authorise all expenditure • The President and Deputy President have the right to Veto any request for expenditure if in their opinion it would be damaging to the union.

Sale of NUS Cards • NUS Cards retail at £ 11 – NON-NEGOTIABLE • Replacement Cards retail at £ 4– NONNEGOTIABLE • Managers can have cards ‘printed’ rather than the bulk cards • Can be bought in the SU Office or online • Officers are accountable for their value!