Shaarujaa for MSU Vice President Administration

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Shaarujaa Nadarajah

for VICE PRESIDENT ADMINISTRATION


Dear Members of the assembly,

Congratulations on being elected into the McMaster Student Representative Assembly. With voter turnout remaining at a record high, you should all be proud of yourselves for engaging with such a large and diverse McMaster community through your elections. However, getting elected is only the first step in achieving all that you set out to do in this role. I look forward to seeing how you will all grow in the upcoming months and work with other members to represent and address student concerns, as well as advocate for projects aimed to improve student life here at McMaster. I would like to thank you for taking the time to read my platform for Vice President Administration as I truly believe the ideas on this platform can invoke tangible change at our school. Being a part of the Horizons planning team and the Shinerama team over the summer was the foundation of what made me passionate about the services offered by the McMaster Students’ Union. I saw the opportunity to volunteer and give back to a community that had given me so much. I continued to stay involved in the union and volunteer with a diverse range of services which all worked to impact student life in different ways. Whether I was walking someone home late at night or holding a board in MUSC trying to encourage more student engagement on advocacy issues, it was a culmination of those moments that helped me think of positive changes I believe will help build a community here. I am running for Vice President Administration because I believe my knowledge of this organization, partnered with my undeniable passion to empower the individuals around me will allow me to make impactful change in this position. In addition, supporting the incoming President-Elect in his vision for the McMaster Students’ Union is a priority of mine, as many of the platform points on which students elected him are areas I want to focus on as Vice President Administration. My extensive service experience combined with my one year of serving on the Assembly definitely gave me the opportunity to develop a holistic understanding of the organization. My platform centres on building an inclusive community by critically evaluating our hiring practices and better supporting the individuals who access our peer support services by implementing improved volunteer training. I look forward to collaboratively working with the Student Representative Assembly, Part-Time Managers, and students to work on these projects and deliver tangible outcomes that will impact our services and greater organization. If you have any questions or would like to give feedback on the platform, you can email me at shaarujaa@hotmail.com

Sincerely, Shaarujaa Nadarajah Vice President Administration Candidate


Experience Student Representative Assembly - SRA Science Member - Caucus of the Year, 2015-2016 - SRA Standing Committees - Executive Board (2015-2016) - Operations Committee (2015-2016) - Bylaws and Procedures Committee (2015-2016) - Services Committee (2015-2016) - Sponsorship and Donations Committee (2016) - Silhouette Board of Publications (2015-2016) - Vice Presidential Ad-Hoc Committee (2015) - University Affairs Committee (2014-2015) MSU Services - Horizons External Relations Coordinator (2015) - Maroons Representative (2015) - SWHAT Walker (2015) - Advocacy Street Team Member (2015-2016) (2014-2015) - Teaching Awards Committee Member (2014-2015) - Shinerama Programming Assistant Coordinator (2014) - Horizons Events Coordinator (2014) McMaster University- Welcome Week - Maroons Representative (2015) - Shinerama Programming Assistant Coordinator (2014) McMaster University- Student Affairs and Other Departments - TEDx McMaster U Delegate (2015) - McMaster Relay for Life - Co-President (2015-2016) - Co-Chair (2014-2015) - First Year Recruitment (2013-2014) Student Success Centre - Mac Serve Team Leader Ottawa (2016) - Mac Serve Participant NOLA (2015) - Student Success Leader - Living and Learning Community - McKay Hall (2014-2015) McMaster Biology Society - Vice President Finance (2015-2016) - First Year Representative (2014-2015) Starbucks Barista- McMaster Student Centre (2013-2014)


McMaster Students Union Hiring Practices

This year, I was elected as a member of the Executive Board through the Student Representative Assembly. On this board, I had the opportunity to hire the incoming part-time managers for the following services: Maroons, Horizons, WGEN, Elections Chief Returning Officer and Deputy Returning Officer, Advocacy, and Spark. Through this experience, I critically evaluated our hiring practices, and areas where we can improve. Changes we made this year: We sent interview questions to applicants ahead of time to make our hiring processes more accessible, and to even the playing field between internal and external applicants. Areas we can improve: In January and February, the VP Admin spends about 50 hours in hiring, conducting hiring from 9-5 for 2 months. This hinders their ability to carry out the other responsibilities of their job. Confidentiality maintained in the organization with respect to hiring: Applicants have to be interviewed in the MSU office, where other SRA and part time managers are aware of applicants being interviewed. Are the hiring practices we use on higher levels of the organization applied to volunteer and executive hiring? We currently have no formal processes that mandate guidelines on how to hire service executives and volunteers. Changes I am proposing: Hiring outside the McMaster Student Union Office in the Student Success Centre Interview Rooms (currently the SWHAT Office). Hiring on the weekends or a combination of weekend and weekdays, so the VP Admin can still carry out the other responsibilities of their job while hiring is happening. Creating a hiring package for incoming part-time managers, so they have formalized guidelines on how to hire executive and volunteers. We want to ensure fair and equitable practices are used on all levels of our organization. Assessing the value of implementing more project-based executive and volunteer interviews, so people can showcase their skills rather than just being able to answer a set of standard interview questions. Encourage the practice of more September hiring for some volunteer positions to engage more first years with the Student Union Partnering with a Commerce HR class to give students the opportunity to screen our interview processes to ensure we are maintaining fair and equitable hiring processes


Supporting the Incoming President - Pop the Bubble As the campaign manager for the incoming President-Elect, I support his vision for the student union for the following year. One of the platform points that I am very excited to work on is popping the “bubble” and looking at the accessibility of positions in the organization. Changes that we made this year: For all of our leadership conferences, we implemented a 3-tier hiring system based on applicants’ previous leadership experiences. They were put in one of 3 categories: experience with the conference, no experience with the conference but relevant leadership experience (i.e. faculty society), and no leadership experience. Individuals were then critiqued and only a certain % of applicants (the same from each pool) were chosen from each tier. Applicant workshops: Horizons, Clay, and Spark run an applicant workshop where individuals can be evaluated on their interview skills and get more information about the interview process for staff member positions. Areas we can improve: How can we develop an individual’s skill who was rejected from our applicant process, so they are motivated to try again? How can we make these hiring practices more accessible for individuals not previously involved in the student union? Assess the overlap of individuals involved in multiple services of the same nature and start a conversation, i.e. an individual being involved in Horizons, Spark, and Clay Changes that I am proposing: Applicant Workshops based on Service Clusters: Cluster our services and run more applicant workshops, so individuals have increased opportunities to develop their interview skills before applying for a job. Services that don’t fall in a cluster or whose application timelines don’t align with other services can run independent applicant information nights, i.e MSU Maroons Applicant Information Night Run a survey to evaluate the number of individuals that hold multiple positions in the organization in one term, to have metrics to start a conversation about MSU opportunities and access to these opportunities Evaluate the number of MSU seats on governance standing committees of the SRA, which also are valuable ways an individual can engage with the organization.


Training for Peer Support Services “Bad peer support is worse than no peer support.� This year, student mental health and the limited access to professional counsellors has been a concern for the student union. There has been a dramatic increase in the use of our peer support resources this year which has made us prioritize the level of training volunteers receive and whether they are prepared to meet the increased demand for student peer support. Changes that we made this year: The current VP Administration drafted a policy on peer support in addition to hiring the training resources research assistant, who will be focused on developing more training for MSU peer support services Areas we can improve: Improving basic training weekends that happen in September by evaluating the effectiveness of two full day 9-5 training days Providing more opportunities to receive further targeted training for our peer support resources Developing a training model where there are standard minimum training requirements a peer support volunteer must acquire before being able to provide support Ensuring volunteers are upholding a standard skill level throughout the duration of the year Changes that I am proposing: Using PTM meetings to promote service clustering and receiving continuous training for peer support resources Use the training resources research assistant to work with the volunteer coordinators and part time manager of each peer support service to develop more targeted specific training Developing skill tests and standard guidelines for our peer support volunteers similar to the EFRT Responder model


Supporting the Incoming President - Making Spaces As our services are expanding and as the number of services provided by the McMaster Student Union is increasing, it is important to prioritize service space. The Vice President Administration should be actively evaluating which services need space to run effective programming. Changes that we made this year: The SRA Office was dismantled and the space was permanently given to WGEN to run programming Operations of SWHAT were moved to the Student Success Interview Rooms (Room 222) Areas we can improve: Finding spaces to run programming for our new services such as MACCESS Changes that I am proposing: Working with the Vice President Finance and Athletics & Recreation to determine the feasibility of using the past Maroon Shop for MACCESS programming Swing Spaces: Working with campus partners such as the Student Wellness Centre and Student Accessibility Services to see if we can use their spaces after business operational hours to run programming


Support for the Student Representative Assembly 31 representatives from all faculties are elected every year to make decisions on behalf of students on issues ranging from student space to education policy to wage reviews for our service part time managers. These representatives all come from diverse backgrounds with a varied experience level with the student union prior to their election. The VP Administration is there to support incoming SRA members and facilitate their transition into the organization. Current system: There is a mandatory brief 2 hour training run by the VP Administration and the speaker focusing on informing members on Robert's Rules of Order, basic MSU knowledge, and review of the responsibilities that come with the role of being a student representative member There is an SRA Retreat that is run in June to bridge connections between representative members and get their feedback on large scale student issues, such as the bus pass or to brainstorm ideas on how to improve our business units. In addition, they receive more specific information about operations of the organization and the services that encompass it. There is an 3 day MSU Retreat that happens in July, where the SRA interacts with Part-Time Managers and individuals who hold full-time student opportunity positions (i.e Clubs Administrator, Underground Coordinator) Vice-Presidents are elected at the first SRA Meeting with the new assembly and Commissioners are elected in the second meeting All positions on the multiple boards and committees that operate under the governance structure are filled at the third SRA Meeting Areas we can improve: Improve overall training for incoming SRA members, so they are better equipped with the tools and resources they need to succeed in the role Shorten SRA training from 3 days 2 nights to a 2 day weekend training to accommodate SRA members working full-time in the summer Create an onboarding package for incoming SRA members, so they are more aware of the responsibilities of each board and committee before running for their SRA seat on such committees Foster more professional development opportunities for SRA members Develop accountability measures, so assembly members can be held accountable for the platform they ran on, in addition to achieving their year plan as a caucus Improved training for assembly members who sit on Executive board for January hiring


Support for the Student Representative Assembly Proposed Changes: SRA Training: focus training to be more on professional and skill development as opposed to information sharing about the McMaster Students Union. Sessions should address the following themes: diverse perspectives in governance, gender dynamics on the assembly, how to make decisions, how to debate effectively, etc. The VP Administration should also work collaboratively with the speaker to create a hub of online training resources for SRA members. This would include a video series on the basic information they would need to know as an SRA member, along with creating an on-boarding package for members, so they have a resource guide that will guide them through the first three meetings as they make some important hiring decisions i.e. electing Vice Presidents and Commissioners. Executive Board Hiring: SRA members are not given formal training prior to engaging in the Part-Time Manager hiring process. I think providing a formalized training session will make Executive Board members develop the skills they need and be more comfortable hiring for the different service positions. Executive Board On-Boarding Package: SRA members who come in on a by-election to Executive Board currently have no training prior to sitting on the board. In addition, Executive Board meets weekly and makes a lot of decisions on behalf of services, so improving training and providing more resources to individuals about services will allow them to make more informed decisions. Formalize the role of Caucus Leader: Speaking with many SRA members, they would like to see a formal volunteer job description created for the role of caucus leader to better outline the expectations of the role. In addition, I would like to prioritize better facilitation of caucus leader meetings and emphasize the strength of cross-caucus collaboration. Governance support: Work with the incoming Speaker to provide formalized training for Commissioners. MSU Alumni Network: Create opportunities for SRA members to engage in more professional development days similar to the one that was organized by the Speaker in January. In addition, create a mentorship database where current individuals working and volunteering for the organization can connect with MSU alumni.


Support for the Part-Time Managers Current system: The VP Administration is expected to do 50 hours of hiring and support all part time managers of all the services that operate under the McMaster Students Union. Formalized training for all PTMs happening in May, with a refresher training offered in August All PTMs and SRA operate out of the MSU Committee Room (office space in the back of the MSU Office) unless they have a designated office space, i.e Maroons Currently, wage reviews are assessed at Executive Board after consultation with the Finance Committee, but individuals have no formalized guidelines or institutional knowledge on the distinction between some paid and volunteer positions The VP Finance created a budget line for services’ special projects funding to encourage services to run new initiatives without having to collaborate with governing Standing Committees Areas we can improve: Support for our summer PTMs- Horizons, Clay, Maroons, Shinerama Improved support for the executives of each service Improving the transition period for PTMs and SRA Evaluate the work spaces for our PTMs Provide opportunities for service PTMs to start new initiatives and do joint programming Standardize guidelines that will help guide the wage review process for the paid and volunteer positions in the organization


Support for the Part-Time Managers Proposed Changes: Services Special Projects Funding: Work with the VP Finance to set guidelines for administering the special projects funding for services. This would involve outlining criteria a service PTM needs to meet to access the funds for an initiative, i.e. is this a new initiative? Is the PTM collaborating with another service? Summer PTM Hiring and Training: Provide extra support training for summer start PTMs, so they feel prepared to run their service. With the nature of the one year turnover in the organization, a lot of emphasis is put on transition of the new PTMs, but we don’t focus on the PTMS that are hired but don’t follow the typical transitional timelines. Having one-on-one check-ins with these PTMs is more crucial, as much of their programming is underway by the time all PTMs receive training in May. Promotions Training for Service Executives: Run a promotions training facilitated by Michael Wooder to all promotions executives of all the services. Service visibility has always been a challenge the MSU has struggled with and with the implementation of this training, we hope to better equip PTMs and their executives with the tools to better promote their events and initiatives. PTM Work Spaces: Evaluating the use of the Committee Room and storage spaces in the MSU office and whether PTMs have effective work spaces to conduct their work. Standardize Guidelines for Wage Reviews: Currently, there are no standards set in place that differentiate our paid and volunteer positions. For example, why do SCSN executive get paid as opposed to other executives of other services? It is important to develop a rationale that outlines the volunteer and paid structures of the organization, so SRA members can make more informed decisions with respect to wage reviews. One-on-One Check-ins: There is value in having scheduled check-ins with PTMs and ensuring they are receiving the support they need. However, talking to the current VP Admin, she feels as though with all the responsibilities that come with the job, there is no time to maintain the one-on-one check-ins. A change that I would like to make is to schedule check-ins during the peak operating times for a service opposed to monthly check-ins with every PTM. For example, there is more benefit to having a check-in with the CRO in January, as opposed to November, where there is very little activity happening in the elections department. Restructure PTM Meetings: Cluster services at PTM meetings to provide more opportunities to do joint programming and share best practices between services that experience similar challenges and successes. In addition, use PTM meetings to run sessions on skill development as opposed to a forum to provide updates and interact with other PTMs. Wage Reviews: Sitting on Executive Board this year and making multiple decisions about wage reviews, there was often no institutional knowledge or standards that dictated why certain positions were paid as opposed to volunteer. In addition, there were also no guidelines outlining the rationale behind why some paid positions held more hours as opposed to others across the organization. Before wage reviews are conducted, I would like to work collaboratively with the VP Finance and the Finance Committee to be able to write a report summarizing the rationale behind the discrepancies that differentiate the diversity of paid and volunteer positions in the organization. This will allow PTMs and governance members to better navigate through wage reviews and will be a valuable tool to SRA members as they make decisions on wage reviews.


Support for the Vice President Administration Currently, the Vice President Administration portfolio is the only position that is not supported by any other individuals. For example, the VP Education is supported by 3 research assistants, an Advocacy Coordinator, a University Affairs Commissioner, and an External Affairs Commissioner. The VP Finance is supported by an entire accounting department and the organization’s comptroller, Maggie Gallagher. Looking at the support systems in place for other Vice Presidents, I would like to re-evaluate the role of the elected Services Commissioner and how we can better utilize this individual to support the VP Administration. Current system: The VP Administration is expected to do 50 hours of hiring and support all part time managers of all the services that operate under the McMaster Students Union. The VP Administration is expected to support incoming SRA members and engage in the governing responsibilities that encompass the role (i.e. attend Executive Board, attend SRA meetings, update operating policies pertaining to services). The VP Administration is expected to work with part time managers to review services and to develop the long term vision for the services. The VP Administration is expected to have all the tools to handle any form of conflict or be the expert in fair and equitable hiring practices Areas we can improve: How can we better utilize the elected Services Commissioner (6 hours/week) and the Services Committee to support the VP Admin? How much training does a VP Admin get to handle all the HR that encompasses their role? Proposed Changes: The VP Admin has more professional development training with respect to Human Resources Practices over the duration of the summer Work with the AVP Training of McMaster University (Wanda McKenna) to share best practices with respect to HR The following changes proposed to the Services Commissioner and the Services Committee: The Commissioner become an official observer of Executive Board, so they can engage in these conversations about services. The Committee conducts reviews for the VP Admin on services and the presents the reviews to Executive Board Have bi-weekly check-ins to support the VP Admin with external service projects that arise with the job (e.g. research about the history of MacGreen when the SRA was looking into cutting the service).


Welcome Week Over the course of my two Welcome Weeks, being a Maroons representative and a programming coordinator for Shinerama has given me the opportunity to work with and support every campus group including: Residence Life, Campus Events, Student Success Centre, various faculties, Society of Off-Campus Students, etc. The Vice President Administration sits on both the Welcome Week Planning and Implementation Committee as well as the Welcome Week Advisory Committee. I think coming in with the perspective of having worked and supported every campus stakeholder is definitely an asset when facilitating discussion about Welcome Week programming. This year, strategic programming will be centred around the following themes: sexual violence, responsible drinking, and mental health. As WW planning is well underway, I would like to focus this year on ensuring the Maroons and Shinerama perspectives are continued to be heard in addition to being cognizant of whether our programming is tailored to all student groups, including international students, off campus students, and first generation students. Lastly, I would like to focus on how we can integrate SRA members and MSU services more into Welcome Week programming. Facilitating connections between SRA members and their respective faculty planners to ensure students coming into McMaster are aware of the governing bodies of the McMaster Students Union is going to be one of my priorities. In addition, I would like to encourage more integration of our peer support resources in providing student feedback in WW programming or integrating joint programming with respect to carrying out the strategic themes.


Service Highlights As our organization grows in the number of services we provide to students, it is crucial to continue to evaluate them as a whole. Some services are going through changes in the upcoming year and thus, need extra support from the VP Admin. Other services may need to undergo review for the amount of money the organization puts in and the value students are receiving from the service. First Year Council (FYC) - First Year Council is composed of elected first years who are expected to carry out programming and advocacy initiatives with first year. This year, the Speaker and I updated the FYC bylaws to better reflect expectations of the role. We hoped that with clearer expectations, it would ease the transition of these individuals coming into their roles. However, we found that FYC went through the same challenges they do every year. Moving forward, I would like to reassess the purpose of FYC, the dollar value the MSU invests into the service, and whether FYC is best housed as a service, or if it could be shifted to an MSU governing committee. MaCycle - With the referendum coming down the pipeline for the SOBI bike, it is crucial to evaluate the need for MaCycle. If students are going to be increasingly using the SOBI bike, is there still the same need to have a student bike repair shop? Maccess - With the service operating in its first year, it is crucial for the VP Admin to support the PTM as they navigate through some of the challenges of building a service off the ground. One of the areas of support I have highlighted earlier is the need for temporary or permanent space in order to run programming. Shinerama/Terry Fox - This year, I looked into the charity model of the McMaster Students Union and compared it with other schools’. One of the models that was explored was the USC Western Charity model, where the service runs a series of charity initiatives year long rather than just placing focus on Shinerama and Terry Fox. As a VP Admin, I would definitely want to put to evaluate the role of Terry Fox and whether there is still a need for this service in our campus community. Teaching Awards Committee - With the possibility of TAC taking more responsibilities from the education department, such as course evaluations and course Wikis, it is important to critically analyze the executive structure and the elected volunteer structure of this service. Talking to the incoming PTM of the service, they are interested in looking to change the volunteer structure of the service to be more hired as opposed to elected.


Closing Thank you for taking the time to read more about my ideas and experiences for next year. I have spent a little under 3 years of my time here at McMaster dedicated to supporting the services of the McMaster Students’ Union and actively advocating for students. Starting from helping plan a student leadership conference, my passion for the services have led me on a path of being a SWHAT attendant, a charity Coordinator, and being on the Advocacy Street Team. Each service I had opportunity to be a part of has given so much to me and I want to actively work to support PTMs to allow for the growth of these services, so we can engage more students in the McMaster community. Moreover, getting involved with the governance structure of the MSU by being a representative member for Science has definitely challenged me to step outside my comfort zone and actively advocate for student issues. I had the opportunity to engage with individuals who shared a different perspective than my own, and also the opportunity to grow as an individual. Pushing for change and then seeing those changes being implemented in the community and positively impacting students is definitely the most rewarding aspect of being a SRA member. I am committed to building a community and empowering incoming SRA members and Part-Time Managers to work on projects that enact positive change amongst the student population. I want to ensure that all the volunteers and students are appreciated for the hours of dedication and committed work they are putting into the organization. I hope reading my platform gave you more of a perspective on my passion for this role and commitment to the services and governance structure of this organization. I truly believe with my experiences and vision for the McMaster Students Union, I am the most qualified candidate for Vice President Administration.

Sincerely yours, Shaarujaa Nadarajah Vice President Administration Candidate


Design: Emilia Lussow


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