STAFF HANDBOOK 2016-17
CONTENTS SECTION A
SECTION B
2 3 4 5
6 8 9 10 10 12 12 13
Welcome to Edinburgh University Students’ Association Welcome from the Chief Executive Welcome from the President Welcome About us
What’s life like at the Students’ Association?
Culture and values What we expect Induction Ongoing learning and development Communication Telling us what you think Equality and diversity Fairtrade and environmental commitments
SECTION C
More than just a job!
14 Benefits 15 Work/life balance 17 Health and wellbeing
SECTION D
Getting to know Edinburgh University Students’ Association 18 18 19 20 21 22 23 23 24 25 25 26 27 28 30 32 33 34 37
Our vision Our mission How we are run Governance Student leadership Trustee Board Democratic structure Referenda Councils and committees Our staff structure Our departments Senior Management Team (SMT) Membership Support and Development Commercial Services Corporate Services Support functions Our locations And finally... Our abbreviations
Section A Staff Handbook 2
WELCOME FROM THE CHIEF EXECUTIVE
Welcome to Edinburgh University Students’ Association! We all want working at Edinburgh University Students’ Association to be a great experience and a fulfilling time. I certainly hope you enjoy your time working here. We are an ambitious organisation and we can only achieve our ambitions if we recruit, invest in and support our staff to achieve the very best they are capable of. We hope we have created a work environment where all staff can feel supported, feel engaged and be able to positively contribute to the development of the Students’ Association.
We are a complex and dynamic organisation; sometimes things can be difficult to understand, and our range of services are focused on students’ needs rather than a perhaps more traditional business model. Student leadership and student democracy are key principles in the way we operate, although these democratic structures are supported by a clear staff management structure too. This handbook outlines some of the key information about the Students’ Association, but of course if you have any questions you should feel free to ask.
Stephen Hubbard Edinburgh University Students' Association Chief Executive
Alec Edgecliffe-Johnson Edinburgh University Students' Association President 2016/17
Section A
Staff are key to the success of the Students’ Association and I would like, on behalf of students at the University, who are all our members, to welcome you to Edinburgh University Students’ Association. This is an exciting place to be, and we are ambitious for our future too. There are great opportunities for personal fulfilment and development and I hope you enjoy your time here, whatever your role in our successful operation and the organisation’s development. Your work will make a real difference to the lives of students at The University of Edinburgh, so I will also take this opportunity to thank you in advance. I look forward to working with you during my time as President!
Welcome to Edinburgh University Students’ Association
WELCOME FROM THE PRESIDENT
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Section A
WELCOME
Welcome to Edinburgh University Students’ Association. This handbook is an introduction to the Students’ Association, what we do and how we do it. We employ around 140 salaried staff and an average of 500 hourly paid staff. Our longest serving staff member has been here for over 40 years and every week we welcome new staff to work with us. Whether you are joining us to earn some extra money whilst you study, to take further steps in your career, or both, it’s great to have you!
Staff Handbook
We have high aspirations. We believe that all students at Edinburgh should have the power to shape their own future and enjoy being part of a vibrant and cohesive student community where everyone is valued and respected. Our mission is to work tirelessly to ensure student voices are heard, valued and acted upon, and that students are supported and encouraged to experience all university life has to offer.
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We are an independent, democratic membership organisation, working in partnership with The University of Edinburgh and others to achieve our goals. Staff have an essential part to play in achieving this. Every staff member of Edinburgh University Students’ Association, whatever their job title, level or role, shares the responsibility to ensure that every student, staff member and visitor has the best possible experience of the Students’ Association as a whole. As your employer we have a responsibility to ensure that we put you at the centre of what we do, provide you with the skills to perform your role and listen to your ideas and feedback.
We provide services to students such as the Advice Place, Volunteering and Society support, campaigns and project support, as well as running all of our venues, shops, bars and cafés; whose profits are spent on supporting students.
We also work hard to ensure that the views of students are heard by external bodies such as the National Union of Students (NUS), and the Scottish and UK governments.
When most student unions are quiet during the summer months, we are gearing up to play our part in the Edinburgh Festival Fringe, with Teviot Row House being transformed into the Gilded Balloon venue, and Pleasance and Potterrow Dome transforming into Pleasance Theatre Trust. There is never a dull moment!
We work closely with The University of Edinburgh as a key partner, but operate as an autonomous organisation. The University of Edinburgh support us through the provision of a grant which contributes to the running of key student services. The University also allows the Students’ Association to share facilities such as IT provision and buildings.
Section A
The Students’ Association exists to represent and provide services to over 35,000 student members. We enjoy a constructive relationship with The University of Edinburgh and are respected by them as the voice of students.
Welcome to Edinburgh University Students’ Association
ABOUT US
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Section B
WHAT’S LIFE LIKE AT THE STUDENTS’ ASSOCIATION?
Staff Handbook
CULTURE AND VALUES
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Edinburgh University Students’ Association is a busy and energetic place with lots going on. There are some unusual sights – a moose walking around in Welcome Week, every lamp post and notice board covered with banners and posters at election time and Teviot Row House showing itself off at its Gothic best at Halloween. That’s before we even get to the Festival, when just about anything is possible!
But delivering this to our members is a serious business and we are dedicated to offering them the best in what we do. While we know a bit of light-hearted fun when we see it, we are a very hardworking organisation, focussed on making sure our students get the most out of their time at university. We pride ourselves on being friendly and approachable and you will find lots of welcoming faces. Our staff hugely value their colleagues and the people who work for the
Students’ Association are not only the face of the organisation but create the special atmosphere and environment we enjoy here. We believe that having a strong set of values which staff can identify with is really important. Our core values are the most important way in which we define who we are. They guide our strategy, inform our everyday decisions and influence our behaviour, both as an organisation and as individuals representing the Students’ Association.
The Students’ Association represents and reflects the needs, wants and desires of the entire student body. We are for our students, by our students.
Home from home We strive to be seen as welcoming, friendly and helpful, fostering a strong community and creating a sense of belonging across the entire student community.
As an organisation we are very proud of our culture and values and hope you will enjoy our welcoming environment as you get to know us all.
Section B
Students first
We believe a healthy, happy and vibrant community exists when different people from different backgrounds with different views are connected, respected and celebrated. It is this inclusivity which ensures that everyone feels welcome.
Power to change We have a proactive attitude and a positive desire to help each other and our students overcome challenges, however large or small. We seek to support, campaign and represent, to make a difference and improve the lives of our students.
What’s life like at the Students’ Association?
A place for all
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Section B
WHAT WE EXPECT This handbook is not intended to be a list of rules and regulations, but we do want to take the opportunity to let you know a few basics.
Key commitments:
As a staff member of Edinburgh University Students’ Association we ask you to make some basic commitments to us which help create an environment which is pleasant, respectful and engaging for everyone who works in it.
▲▲ Taking a professional approach to your work
▲▲ A commitment to the purpose and spirit of our stated values
▲▲ A positive and respectful attitude to all Students’ Association staff, our management, the organisation as a whole, and our members, clients and partners ▲▲ Taking responsibility for providing feedback to the Students’ Association as your employer, including engaging with staff surveys, giving views and reporting any concerns ▲▲ Adhering to and supporting our Ethical and Environmental policies and procedures
Staff Handbook
▲▲ A commitment to training and development of yourself and any staff you line manage
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In order to do this we have an induction programme which guides you through your first weeks at the Students’ Association. You will learn about what we do, what your department does and how your role fits in. We will also make sure that you have the information and training you need to feel confident in your role and support you to identify any development needs.
What’s life like at the Students’ Association?
Supporting you in getting to know the organisation, your colleagues and your role is important to us. We want you to be able to establish yourself in your role as quickly and smoothly as possible.
Section B
INDUCTION
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Section B
ONGOING LEARNING AND DEVELOPMENT Your learning and development does not stop after your induction. We are committed to ensuring that we develop staff and feel that this is the best way to increase both team and organisational capacity within the Students’ Association. We strive to provide a culture of continuous development and improvement in order to foster a sense of ownership and pride in working for us. Through staff development we ensure that you have the knowledge, skills and expertise to perform your role as effectively as possible and to contribute to our success. Whether you are looking for career development, learning new skills or brushing up old ones we have opportunities for you to develop at the Students’ Association.
Staff Handbook
COMMUNICATION
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Communication is really important for us. Because we have locations across the city and operate a number of different working patterns we work hard to get information out to staff. We believe that even though staff are not in the same place, we should all feel part of the same organisation.
Getting staff together
Our staff newsletter is sent out by email every month and displayed on staff notice boards. The newsletter includes updates from the Senior Management Team and the Sabbatical Officers. There is news from around the organisation and we welcome staff contributions - email them to hr@eusa.ed.ac.uk.
We love a get together! It might be a team meeting, development event for hourly paid staff or a staff day for salaried staff but getting together has great outcomes in our experience. We often use these gatherings to find out what you think about a specific topic or something we are planning, such as our business strategy. You meet people you don’t normally work with, chat about work and generate some amazing ideas about what we can do better.
Stephen, our Chief Executive, the Senior Management Team, (Sarah, Euan and Alan) and Heads of Department are all very approachable and welcome people bringing ideas to them. Chat with them when you see them out and about around the organisation.
Team meetings Departments and teams have their own arrangements for meetings and catch-ups. Line Managers and Heads of Departments will keep you up to date with team and organisational developments. These might be anything from service developments and updates to asking your opinion about strategy for the Students’ Association.
Thank you cards People don’t say thank you enough! We know that we have lots of fantastic staff doing a great job and we want to make sure that we thank them for what they do, from the big things to the small. Visit eusa.ed.ac.uk/hr/thankyou, tell us who you want to say thank you to and why and a Thank You card will be delivered to them within a few days. Celebrate what you want to see more of!
What’s life like at the Students’ Association?
Approachable managers
Section B
Staff newsletter
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Section B
TELLING US WHAT YOU THINK Staff survey
Each year we run a staff survey. This is your opportunity to let us know how you feel about every aspect of your employment. We hope that you would always be honest regarding your feelings about work, but just in case, it is anonymous so you can tell us exactly what you think! We assess the survey results and come up with an action plan based on them. In this way we continuously improve, based on what you tell us about your working experience.
Staff Handbook
Feedback
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We think that we do quite a good job (we have the awards to prove it) but there is always room for improvement. We really like to hear your ideas and suggestions, so give us your feedback at eusa.ed.ac.uk/hr/feedback.
EQUALITY AND DIVERSITY The Staff Handbook is not all about our policies and procedures but there are some things which we are very committed to and which we feel are important enough to mention here. They as much describe our commitment to you as employees as they outline the way in which we would ask you to act as an employee.
We have a history of being a very diverse organisation and we regard inclusiveness and respect as core elements of our working environment. We are committed to the principle of equal opportunities in employment. We are opposed to any form of less favourable treatment through direct or indirect discrimination accorded to employees or job applicants on the grounds of age, disability, trans-gender status, gender, marital and civil partnership status, race, political affiliation, religion, belief, sexual orientation or a staff member being pregnant and/or on maternity leave. We have Dignity at Work and Equal Opportunities Policies which outline in more detail in our commitments, expected behaviours and procedures in relation to these areas. Our policies are available at G:\HR\Public\HR Policies.
The University of Edinburgh is a Fairtrade University and the Students’ Association adheres to the Fairtrade principles that strive to give a fairer deal for farmers in developing countries. All tea, coffee and hot chocolate served in our outlets is Fairtrade. We also sell a range of Fairtrade juices and snacks and clothing options. To find out more visit eusa.ed.ac.uk/ eusapolicy/ethicsandenvironment.
Section B
We are committed to being an environmentally sustainable organisation. From using recycled paper and environmentally friendly take-away cups to offering customers a refillable plastic cup they can bring and use again, we encourage waste efficiency and reduction.
What’s life like at the Students’ Association?
FAIRTRADE AND ENVIRONMENTAL COMMITMENTS
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Section C
MORE THAN JUST A JOB! BENEFITS
We have a fantastic range of staff benefits. We want our staff benefits to be a bit more than a perk of the job and work to ensure that we provide a really wide range of discounts and access to services that suit a range of lifestyles and which benefit you both at work and at home.
Staff Handbook
Pensions
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We support staff to save through a pension scheme for their retirement. Our pensions are contributory, meaning that you make a contribution to it each month from your salary. We also contribute helping to increase the amount you are saving for your future. You will be sent more information when your first pay is processed. If you would like to join a pension scheme straight away, speak to the Finance Department.
Staff discounts
▲▲ 10% discount at all our retail and catering outlets (excluding alcohol). To claim your discount just ask and show a staff card or badge ▲▲ A huge range of discounts on goods and services offering everything from discounted haircuts, holidays, decorators and vets! A full list is available at ed.ac. uk/files/atoms/files/staff_discounts_0. pdf (EASE login required) ▲▲ 10% discount on The University of Edinburgh Open Studies courses. They offer a huge range of courses and you can book with your discount by contacting the Centre for Open Learning on 0131 650 4400 ed.ac.uk/studying/short-courses
▲▲ Buy the NUS Extra card for £12. Normally only available for students to purchase, all staff can purchase this discount card which offers an amazing range of discounts! Including 10% of at Scotmid/ The Co-operative Food, up to 40% off at Pizza Express and a huge range of other discounts. Visit nus.org.uk/en/nus-extra ▲▲ Retail Voucher Scheme. Get discounts on your weekly food shop, save up for a bathroom or get a bit of help with Christmas shopping! Just choose a set amount to be taken from your salary each month and when you are ready to spend you can choose your gift cards/vouchers and load your cash with a discount on the face value! Speak to the HR Department for more details or email retailvouchers@eusa.ed.ac.uk
We are committed to helping people ensure a good work/life balance. We reflect this in our staff benefits and are delighted to be able to offer staff a working environment in which we encourage you to enjoy a healthy balance between time in and out of the workplace.
Gym membership discounts Our staff are entitled to discounted membership at two gyms. Located close to our key buildings they are perfect for a pre- or post-work workout to fit exercise around busy lives. ▲▲ King’s Buildings House Gym (KB Fitness) eusa.ed.ac.uk/ourvenues
Section C
WORK/LIFE BALANCE
▲▲ Sport & Exercise, Pleasance ed.ac.uk/sport-exercise
Flexible working patterns
More than just a job!
You can make a request to change to your contracted hours whatever your reasons. It may be for childcare or caring for a disabled or elderly relative but also to balance any aspects of your life more effectively or enjoy a hobby. If you would like more details contact the HR Department.
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Section C
Supporting you to resolve personal issues We understand that our staff will experience difficulties from time to time. You may have issues with your studies, financial worries, health concerns or be worried about issues such as addiction. We have support options available for all our staff including access to professional advisory services and counselling. Information is available on notice boards, from your Line Manager and the HR Department.
Childcare vouchers
Staff Handbook
We participate in the Sodexo childcare voucher scheme. You can take up to ÂŁ243 tax free per month from your salary (dependent on earning levels) in childcare vouchers to fund registered childcare such as a nursery, childminder or after school club. Please note that participation may not be beneficial to all employees. More details are available from the HR Department.
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Eating healthily
Our standard break for shifts of more than 6 hours is 30 minutes. We find that a lot of staff prefer to have a shorter break. However, if you would like a longer break, whether to go to the gym, have lunch out or just have more time to yourself in the middle of your working day, discuss this with your Line Manager.
As a staff member, you can use your discount to purchase a range of healthy food. From coconut water and healthy wraps in our retail outlets to salads, home-cooked mains and baked potatoes there is a range of balanced, healthy and fresh food on offer across our outlets. There are also a huge range of choices for those with food allergies.
Working hours
Focus on mental health
We encourage our staff to make time for a life outside work. For those who are office based, it may mean not working lots of evenings and weekends. We are also a flexible and understanding student employer and pride ourselves on understanding the demands of your studies and working round them. Life outside work is important too so make time for it!
One in four people will have problems with mental health at some time in their lives. We are delighted to be committed to the anti-stigma mental health campaign, See Me (seemescotland.org.uk). We provide Mental Health Awareness training to all staff and have trained Mental Health First Aiders, who give immediate support to staff and students experiencing signs of mental health issues.
Section C
We work hard to ensure the health and wellbeing of our staff. We believe that if you are healthy, happy and feel secure you will achieve more in your work. We do everything we can to ensure you get a good balance between your working and personal life.
Breaks
More than just a job!
HEALTH AND WELLBEING
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Section D
GETTING TO KNOW EDINBURGH UNIVERSITY STUDENTS’ ASSOCIATION OUR VISION
Staff Handbook
We believe all students at Edinburgh should have the power to shape their own future and enjoy being part of a vibrant and cohesive student community where everyone is valued and respected.
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OUR MISSION We work tirelessly to ensure student voices are heard, valued and acted upon and that students are supported and encouraged to experience all university life has to offer.
We do this by:
▲▲ Working in close partnership with the University of Edinburgh and others ▲▲ Being welcoming, friendly and approachable ▲▲ Helping students when they need us. Offering outstanding professional support, whether it’s advice on finances, academic, social or health issues
▲▲ Encouraging the long-lasting friendships that come with being around the union, be that in a team, society or social space ▲▲ Giving students the opportunity to try something new and to push themselves to realise their potential ▲▲ Being the students’ voice and taking it to the University and beyond, to secure positive change on the things that matter to them ▲▲ Delivering a range of services that let the students enjoy Edinburgh student life to the full
A charity
The Students’ Association is a registered Scottish Charity and as such is governed by charities legislation which is overseen by the Office of the Scottish Charities Regulator (OSCR). This gives us a number of legal obligations, including specifying the way in which we are run (see the Governance section on page 20 for more information).
We are a student-led organisation with over 35,000 members. You will hear and see the phrase ‘student-led’ a lot. To explain, we are a membership organisation, so when students matriculate (register) at The University of Edinburgh they automatically become members of the Students’ Association. Edinburgh University Students’ Association is run for students by students and has developed a democratic structure of elected students which is designed to ensure that the views of our members are heard and represented effectively.
A company limited by guarantee In April 2014, the Students’ Association also became a ‘company limited by guarantee’. This is a structure widely used for charities, community projects, clubs, societies and other similar bodies.
Most guarantee companies are not-for-profit companies. In other words, they do not distribute any surplus or profit to their members but either retain them within the company or use them for some other purpose. As the Students’ Association is also a charity, we use any surplus income to run services for our members.
Section D
The Students’ Association is a complex organisation and it takes time to understand. We are a charity, a company limited by guarantee and also a membership organisation. These structures all influence how we are run and operate as an organisation.
A membership organisation
Getting to know Edinburgh University Students’ Association
HOW WE ARE RUN
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Staff Handbook
Section D
GOVERNANCE
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Charities legislation requires the Students’ Association to have appropriate governance structures, and documents explaining these. Governance is the process of ensuring the organisation functions well and in accordance with its aims. It also defines where authority and responsibility lie in the organisation. In addition to the legislative requirement to have these structures, good governance is essential to ensure the organisation has a clear purpose, and achieves its goals. The governance of the Students’ Association incorporates our roles as a charity, a membership organisation and a company limited by guarantee. It is worth highlighting here that we are currently working on a project to develop and improve our governance and democracy structures as part of our Strategic Plan and processes so you will hear more about this over the coming year.
Articles and Regulations One of the key governance documents is the ‘Articles of Association’ which outlines the purpose of the Students’ Association as a charity. It also outlines what we have the powers to do as a charity such as operating accounts (bank accounts etc.), employing people and the other key basic things that organisations need to do to function. It also allows us to develop regulations that determine how key aspects of our work will be carried out – for example student democracy, elections etc.
President Dedicated to making the Students’ Association as representative of all students as possible, and focusses on representing us on issues affecting students beyond the University, including student funding and accommodation.
Vice President Academic Affairs (VPAA) Represents students on academic issues within the University and aims to empower students and involve students in University decision making.
Works on projects relating to societies, activities, equality, diversity and student welfare.
Vice President Services (VPS) Deals with anything to do with our commercial services – the bars, shops and catering facilities as well as the entertainments in our Union buildings. The VPS is also responsible for environmental sustainability.
Section D
As a membership organisation we need to engage effectively with what our members need and want. To ensure that we do this as effectively as possible, each year our members elect four Sabbatical Officers who work full-time with us for one year. The current Sabbatical Officer roles are:
Vice President Societies & Activities (VPSA)
From June 2017, we will have five sabbatical officer roles, following work to review and update the roles after extensive student consultation. The new roles will be: President, Vice President Education, Vice President Community, Vice President Activities and Services, and Vice President Welfare. Members also elect dozens of student representatives from across the University to lead the Students’ Association and represent the interests of students to the University and beyond. The elected student leadership works closely with our staff to ensure the continued development of our services and activities and to deliver our vision and strategic objectives. The key link between our democratic structure and the staff structure is the Trustee Board.
Getting to know Edinburgh University Students’ Association
STUDENT LEADERSHIP
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Section D
TRUSTEE BOARD As a membership organisation and a charity there are structures which we legally need to have, such as the Trustee Board. Under our role as a company limited by guarantee, our Trustees are also Directors. The Trustee Board at the Students’ Association has ultimate responsibility for ensuring good governance, and that the organisation has a clear purpose and strategy, operates legally, and is financially viable. On a day-to-day basis, much of this responsibility is delegated to our senior staff. The Trustee Board consists of: ▲▲ Four elected Sabbatical Officer Trustees (President; Vice President Academic Affairs; Vice President Societies and Activities; Vice President Services);
Staff Handbook
▲▲ Five additional Student Trustees, elected by members in our elections;
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▲▲ Three External Trustees, who are appointed based on skills, experience and abilities.
The Chief Executive supports the effective operation of the Trustee Board. Our Senior Management team also attend meetings of the Trustee Board, providing reports, information and advice as required. The President chairs the Trustee Board. To ensure the Trustee Board can carry out its business effectively, there are six subcommittees, which have been established to carry out different aspects of the Board’s remit. Each sub-committee includes sabbatical, student and external trustees, with input from staff as appropriate. These sub-committees are: ▲▲ Elections ▲▲ Nominations ▲▲ Strategic Planning ▲▲ Finance ▲▲ Human Resources ▲▲ Trading
To ensure the roles of the Trustee Board, subcommittees, and the Students’ Association staff are clear, there is a Delegation of Authority document which details the responsibilities of each group. Through this, the Trustee Board delegates responsibility for carrying out some of its work. Our democratic structure can seem complex but the councils and committees are essential for ensuring engagement with members and different aspects of student representation.
ATTEND
ATTEND
ATTEND
STUDENT GROUP REPS
CAMPAIGN ORGANISERS
ELECT
ELECT
ELECT
ELECT
STUDENTS
Students are central to what we do. As such, ensuring we represent them and provide them with high quality services which meet their needs is essential. In order to do this we need to engage our members. The first stage of this is the election process where members vote in elections twice a year, for the Sabbatical Officers and other post holders who sit on the councils and committees shown above.
ATTEND
ATTEND
LIBERATION GROUP REPS
ELECT
SCHOOL REPS
CLASS REPS SELECT
SABBATICAL OFFICERS
STUDENT TRUSTEES
ELECT
ATTEND
STUDENT COUNCIL
The outcomes help shape our policy and campaigns. Student voted policies to date have included a ban on the sale of the Sun newspaper in our outlets until they ceased to publish page 3 girls, banning the sale of all Nestlé products as a result of the unethical marketing of powdered baby milk to those with no access to clean drinking water, and running an Ethical Investment Campaign which aims to improve the ethical credentials of the University’s investment portfolio.
Getting to know Edinburgh University Students’ Association
Referenda enable all students to participate in policy making. Questions can be submitted by any student to be voted on by the entire student body.
Section D
REFERENDA
DEMOCRATIC STRUCTURE
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COUNCILS AND COMMITTEES Section D
School Meetings
All Schools should have structures in place to allow their students to meet and discuss specific issues affecting their School. Some Schools have formal School Councils, in which students can bring agenda items to be discussed, and projects and campaigns can be created and taken forward locally. Other Schools have more informal approaches, such as holding forums on single large scale School-wide issues to gather feedback and solutions from as many students in the School as possible.
Staff Handbook
Liberation Groups
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We have four autonomous liberation groups to represent the voices of students who have been traditionally discriminated against. They represent LGBT+ students, women, students with disabilities and mental wellbeing issues, and black and ethnic minority students.
Student Section Groups
These groups represent and take forward projects relating to students who are often underrepresented in higher education: postgraduates; international students; mature and part time students; and parents and carers. The groups enable those students to develop ideas and activities particularly relevant to them.
Student Council
Student Council is the main representative forum where decisions about our representation and campaigning activities are made. All students are welcome to attend and fully take part in the Council along with the Students’ Association Reps who have been elected by the student body to specific roles and constituencies. There are three standing committees: Academic, External, and Welfare; which enable students to attend and raise issues and ideas relating to those particular areas of work, and develop campaigns. Overall, Student Council enables elected representatives and other students to come together to debate issues and vote to set policy, and to agree how to spend money from their budget on campaigning activity.
Societies Council
Societies Council is the place where societies’ matters are dealt with, including reviewing applications for new societies to be set up and policies enabling the effective operation of societies to be developed.
OUR DEPARTMENTS The support and services we provide are carried out through our departments.
There are lots of them so let’s introduce you!
Section D
The elected representatives work very closely with staff to achieve their aims. There is a formal staff structure of which you are part, with the most senior member being the Chief Executive. The Chief Executive and the Senior Management Team work closely with the Trustee Board and Sabbatical Officers to ensure that the decisions, plans and aims of the Students’ Association are put into action and achieved.
Getting to know Edinburgh University Students’ Association
OUR STAFF STRUCTURE
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Section D Staff Handbook 26
SENIOR MANAGEMENT TEAM (SMT)
The SMT provides staff leadership for the organisation, and also work closely with the Students’ Association’s four Sabbatical Officers. The SMT works with Heads of Departments to ensure that the organisation works effectively and that they can deliver the planned activities. The SMT report regularly on the work in all areas to the Students’ Association’s Trustee Board. Our Senior Management Team comprises:
Stephen Hubbard Chief Executive
Responsible for the strategic leadership of the Students’ Association and for supporting student leadership, to ensure the continued delivery of high quality services, representation and support to students.
Alan Duff Commercial Services Director Responsible for overseeing successful and smooth running of the Students’ Association’s commercial operations, as well as maximising opportunities for business development and growth in these areas. Alan’s team also oversees the planning and delivery of Edinburgh Festival Fringe operations.
Sarah Purves Director of Membership, Support & Development
Responsible for the activities the Students’ Association does to support, represent and develop students, including the Advice Place, Societies support, student volunteering, as well as student representation and democracy.
Euan MacLean Finance Director
Responsible for both the strategic and day-to-day management of the Students’ Association’s Finance, Business Support, Management Accounting, IT and Systems and Administration teams.
The Advice Place provide a professional, non-judgemental, and accessible advice service for all students at The University of Edinburgh. They provide free, independent, and confidential advice in a range of matters including money, accommodation, health and wellbeing and academic matters. The advisers all have expertise in various areas and share the responsibility of supporting a volunteer team who assist with the work of the department.
Activities
The Activities team supports and develops extra-curricular activities for students. In particular, the team supports Volunteering Groups and Societies, providing advice, training, funding and more.A key role of the team is to help create opportunities for students to become involved in things they might otherwise never have done,
to make new friends, to be engaged in local communities and to learn new skills, contributing to enhancing their university experience and their subsequent employability.
Representation & Democracy The Representation and Democracy Department support a very wide range of activities, and aims to provide as much opportunity as possible for students to have their voices heard and their ideas acted upon. Working with our membership, the team ensures that welfare campaigns and policy, international student experience, academic representation and social responsibility and sustainability are all priorities of the Students’ Association and University.
Peer Learning & Support
Our Peer Learning and Support team develop and coordinate a wide range of initiatives providing students with valuable support networks and learning opportunities. The team help students and staff create new peer learning projects and are on hand to provide continued support.
Section D
Advice Place
Getting to know Edinburgh University Students’ Association
MEMBERSHIP, SUPPORT AND DEVELOPMENT
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Staff Handbook
Section D
COMMERCIAL SERVICES
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Bars
House
Catering
Honours
The bars team are responsible for running the bar operations throughout the Students’ Association. They look after the bars across the estate and also run a number of temporary bars for big events such as the Edinburgh Festival Fringe. They ensure that they deliver excellent customer service and make sure that they are also on top of the latest drink trends stocking ciders, craft beers and providing specially brewed products for events such as Och!Toberfest.
The House team look after our customers in the evening, at weekends and when events are on, providing door and event security. The team prepare rooms for bookings and look after the reception at King’s Buildings House at the weekend. They coordinate other departments where appropriate to make sure the doors open on time, and take care of all of the things in the background to keep things running safely and smoothly. They keep the buildings tidy, lock up at night and open up at the weekends.
The Catering team run our huge range of catering outlets and kitchens which produce a variety of food from baked potatoes and soups to freshly made cupcakes and hot meals. There is a focus on a healthy range of foods with a wide variety of choice, but the team also offers tasty treats to go with coffees, teas and cold soft drinks. The team is dedicated to keeping food miles low and producing as much as possible in-house so that it is fresh and appetising for our customers.
Honours Catering is a commercial catering business set up to provide catering for the Students’ Association and external customers, clients and events ranging from small informal buffet lunches to large formal dinners in all our buildings and external venues. Honours ensure that major events such as weddings and the catering for high profile events such as graduation lunches and the Graduation Ball run smoothly and deliver beautiful, high quality food to our guests.
The Festival Business Manager is responsible for leading the planning, sponsorship, and successful organisation of the Festival Fringe activities. They oversee coordination and collaboration with all key internal managers in relation to our Festival Fringe activities and are responsible for ensuring the successful delivery and desired outcomes for this major annual event.
Leisure & Conference Development
The Leisure and Conference Development team are responsible for the growth of the Students’ Associations total lettable estate. The department also manages and develops our sports membership services and facilities at King’s Buildings House.
Retail The Retail team run our shops. They stock a great range of take-away lunches, snacks, groceries, clothing and essential student stationery such as pens, highlighters and notepads, offering value for money and high quality products. The team provides excellent customer service and ensures that appropriate ordering, scheduling, merchandising and quality control get the right things in place at the right time. All suppliers are ethically sourced and vetted through our partners in National Union of Students Services Limited.
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The Entertainments team look after the programming of all entertainment in our venues, including club and band nights. They are responsible for delivering the entertainment for big projects like Welcome Week, The Pleasance Sessions, and the Graduation Ball, as well as other gigs and bookings that complement that programme. They look after the technical production for all events and entertainment. They also support students and societies in producing their own events, and provide training for students to gain skills in lighting, sound and DJing.
Festival Business Management
Getting to know Edinburgh University Students’ Association
Entertainments & Events
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CORPORATE SERVICES
Financial Systems & Reporting
The Financial Systems & Reporting Department is responsible for ensuring that key commercial and financial information is made available to the organisation and external stakeholders as required. The department consists of two distinct teams: Business Support and Management Accounts.
Business Support The Business Support team support our Commercial Services team in a number of ways. They: ▲▲ Analyse sales, purchases and staff costs in bars, catering and retail to support the effective management and development of these business areas
Staff Handbook
▲▲ Act as a link between Finance and Commercial Services to ensure the production of accurate and timely figures
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▲▲ Create and maintain stock ordering, control and management systems to ensure accurate ordering, delivery and stock figures are available ▲▲ Make sure that all the electronic till point systems are used to their full capacity as stock control, sales and analysis tools
Management Accounts The team are the key to making sure that Commercial Services have the right information on which to base their business decisions and that the business control systems are managed effectively to manage costs and make sure the right things are in place at the right time.
The Management Accounts team is responsible for making the Association’s financial information accessible. They take the core sales, expenses and payroll information and present it in a readable, digestible format to enable Association staff and Trustees to see what is happening and where any corrective action needs to be taken. The information the team produces is also viewed by external parties such as the University or the independent auditors. They work closely with almost all the operational and support teams, and are responsible for the Association’s annual budgeting and forecasting processes.
As well as supporting our goals through financial planning, the department is responsible for ensuring compliance with financial statutory and legal obligations and good accounting practice. This includes producing statutory accounts, management accounts, VAT returns, budgets & cash flow forecasts. Key processes include:
The Administration department provides direct support for our Sabbatical Officers, Chief Executive and Senior Management Team as well as the work of the Trustee Board and its sub-committees. The department also provides office and asset management, including the coordination of all company insurances.
▲▲ Payroll & pension administration
The team are also the welcoming face of the Students’ Association at our Reception points across our buildings and provide a room booking service to our members and staff. Administration support many of our key activities and projects which include the Students’ Association Elections and Referenda, Welcome Week and the Graduation Ball.
▲▲ Cash management ▲▲ Raising sales invoices to customers ▲▲ Recording expenditure ▲▲ Paying suppliers ▲▲ Banking for Societies and Volunteering Groups ▲▲ Reconciling small loans & late grant funds ▲▲ Reports for external stakeholders
IT & Systems The IT & Systems team make sure that all desktop computers, laptops and tills are running effectively. This requires regular updates and also server maintenance to ensure full file access and system functionality. The University of Edinburgh provide us with some IT provision, and the IT & Systems team liaise with them to ensure the best service provision. The team also creates, maintains and develops application software and provides support to its users. This requires a significant amount of work with individuals to work out their requirements and the ability to create very user friendly systems.
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Administration
Getting to know Edinburgh University Students’ Association
Finance
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Section D
SUPPORT FUNCTIONS
Marketing & Communications
The Marketing department oversee all marketing and communication activity to students, staff and the general public including online activity, design, print, distribution and member/customer relationship management. They are responsible for commercial and event marketing as well as promotion of our range of non-commercial services. The team also undertake marketing for our outlets at the Edinburgh Festival Fringe.
Human Resources
Estates
The HR department provides advice and support to staff and managers. The broad areas they focus on are:
The Estates department is responsible for the care and maintenance of all our premises and assets. They work to create and maintain an aspirational environment for students. Our Estates department operates in a similar way to the larger University of Edinburgh Estates department and generate significant savings for the Students’ Association by carrying out cleaning, maintenance and refurbishments in-house.
▲▲ Recruitment and selection ▲▲ Terms and conditions of employment ▲▲ Learning and development ▲▲ Performance management, including appraisals ▲▲ Sickness, absence and family leave
Staff Handbook
▲▲ Grievance and disciplinary matters
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▲▲ Policies and procedures ▲▲ Staff engagement initiatives ▲▲ Strategic projects
OUR LOCATIONS KING’S BUILDINGS HOUSE
THE POTTERROW TEVIOT ROW is a distinctive HOUSE PLEASANCE Potterrow modern domed building located
We have recently completed phase one of a comprehensive King’s Buildings House is our main redevelopment of our facilities premises based on the King’s Buildings at Pleasance, which is being Campus. It houses a shop, bars and transformed into a world class cafés, which serves freshly prepared hub for our student Societies. hot meals. It also has a gym with Pleasance is also a hub for live badminton and squash courts, a events from comedy and music weights room and a great exercise to film and theatre. class programme. There is an Advice Place office on site ensuring that the In August, Pleasance becomes students at King’s Buildings can get a major hub for the Edinburgh access to advice and information. Also Festival Fringe and every last on the King’s Buildings Campus, we run space is used to host shows, the KB Centre Shop and Café. This is bars and catering. a great stop off for students and staff to buy convenience store products and food including made-to-order deli sandwiches, paninis, baked potatoes, soup and breakfast pastries, as well as take-away coffees.
in the University’s Central Area on Bristo Square. Potterrow contains a variety of student entertainment and support services including a shop, The Dome Café, The Venue nightclub and Baristo, a street fronted coffee shop. Potterrow also houses our Activities office, the Advice Place - which offers confidential advice and support to the student members - and our main office and reception.
Teviot Row House is the oldest purpose built student union building in the world. Opened in 1889, it houses a number of unique bars and cafés, an impressive formal Dining Room, a large Debating Hall, The Underground nightclub, and many meeting rooms that can be booked by student Societies, university departments and external organisations. It is a very diverse space with lots to offer students with a wide range of tastes. With its unrivalled position at the heart of the busiest square in Edinburgh, Teviot also hosts wedding receptions and ceremonies, as well as being a key Festival Fringe venue which is programmed by The Gilded Balloon. These are really important activities to boost income with which to support student activities.
Getting to know Edinburgh University Students’ Association
Our locations range from the spectacular Gothic-inspired Teviot Row House to small catering counters but all of them are part of our service provision and brand and deliver the high level of service and standards which our customers expect.
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We operate in a number of locations. We run buildings in The University of Edinburgh’s Central Area, at King’s Buildings and the Pleasance. We also have a range of retail and catering outlets across the University estate.
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AND FINALLY...
Edinburgh University Students’ Association comes with a lot of history - which can raise quite a few questions! Here are answers to some of the most common...
How did it all begin?
Staff Handbook
Edinburgh University Students’ Association is the oldest student union in the UK. The Students’ Representative Council (SRC) was founded in 1884 by Robert Fitzroy Bell. The Edinburgh University Union (EUU), was founded by the SRC in 1889 and was housed in Teviot Row House, the oldest purpose built student union building in the world. The Edinburgh University Chambers Street (Women’s) Union was founded in 1906 and latterly became known as the Chamber Street Union.
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Edinburgh University Students’ Association was formed in 1973 from the merging of two, previously separate bodies: Edinburgh University Union, which was run by elected students with staff support, and provided social space and facilities; and the Students’ Representative Council of
the University of Edinburgh, which was the official body for representing students’ views to the University and beyond. In 1994 the King’s Buildings Union and Edinburgh University Students’ Association merged. After 25 years of separation from the National Union of Students we re-joined in 2005 and since then we have become active participants. Councillors, MSPs and Scottish Government Ministers have learned that we can be both effective partners and formidable opponents.
Pleasance the building becomes Pleasance the venue in the Festival. Which came first? Yes, our activities hub has always been called Pleasance, after the road which runs alongside the building. Our buildings have been used as venues for the Edinburgh Festival Fringe for decades and this led to the formation in 1985 of Pleasance Theatre Trust Limited, so the Pleasance Festival venue which takes over the courtyard and buildings and now also the Potterrow Dome during the Festival, was named after the student union building. According to legend the courtyard bar came about because a lovely lady called Betty Brown, who was a caretaker at the Pleasance, opened a window and served a pint to someone in the courtyard and lo and behold the famous Pleasance Courtyard was born!
The moose head has long hung in the halls of Teviot Row House, outside the Debating Hall and then on the lower part of the central staircase. The moose head had been presented to the Union by Duncan McCallum Stewart of Millhills in 1925. It was removed by Durham students during their rag week in 1958 and then again by Glasgow students in 1961. On this occasion it was only recovered after the students were convicted and fined at the Sheriff Court. Since then there have been several more unsuccessful attempts to steal the moose head. Over the years we’ve had a moose flavour to many of our offerings, including the installation of a (now defunct) ‘Moose Cam’ in the moose head which you could follow online. We've also had a sweet shop in Teviot Row House called ‘The Chocolate Moose’, the famous Welcome Week character ‘Robert the Moose’, and ‘The Dusty Moose’, a listing and promotions brand. Robert the Moose is still hanging about on the walls of Teviot. We bet he’s seen a lot!
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There was a substantial fundraising effort to raise the money to build Teviot Row House. The most prominent and successful event was the Fancy Fair (raising £10,000), which was held on the site of Waverly Market from 30th November – 4th December 1886. Two publications were sold during the fair – the daily ‘Journal of the Fair’ sold for 3p a copy and ‘The New Amphion’ published on St Andrew’s Day. It was a pocket sized book of verse with some extremely famous contributors including Robert Browning, Robert Louis Stevenson and John Stuart Blackie. So, when we were looking for a name for the newly renovated café and bar area in the heart of Teviot Row House, ‘The New Amphion’ seemed the obvious choice.
What’s the Moose all about?!
Getting to know Edinburgh University Students’ Association
Where did the New Amphion get its name?
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Where did the Major’s Flat get its name?
Was there actually a dining room in the Dining Room?
It is named after its former occupant Major Harold Hall MBE who worked at Teviot Row House as House Steward from 1957 and subsequently as Union Manager until 1980, when he passed away. He had previously been the Commandant at Edinburgh Castle and he had been awarded his MBE in the 1952 birthday honours for service in The Black Watch Highland Regiment. The Major lived in the flat in the turrets of Teviot and it is rumoured in his later years had food delivered to his rooms from the dining room. The flat was used as storage for a number of years but was cleared out and is now used as staff meeting space.
While the Dining Room in Teviot is still used for events and dinners, it did once house a formal dining room. The dining room used to be set with formal table settings each day and a hot three course meal with waitress service was available. We even employed a member of staff to do linen repair, sewing together any small holes and rips in true ‘make do and mend’ style! There was also a laundry at King’s Buildings House and post restante service so you didn’t really have to go home!
And finally… Why don’t we sell Kit Kats in our shops and catering outlets? We take a principled stance against the Nestlé corporation because of their refusal to stick to the World Health Organisation guidelines in the marketing of powdered baby milk in developing countries. As such, we don’t use any Nestlé products in food preparation, or sell them… including Kits Kats.
As well as a lot of current information about Edinburgh University Students’ Association, the historical aspects of this handbook were compiled with the assistance of staff (including the very helpful memories of Hazel Blair, Senior Administration Manager and Anne Elder, Societies’ Administrator) and Iain Catto’s book, ‘No Spirits and Precious Few Women: Edinburgh University Union 1889 – 1989’, published in 1989.
Association – we are also known as the Association referring back to Edinburgh University Union and the Students’ Representative Council merging in 1973 Freshers – normally refers to students who are new to the University Matriculation – the process of enrolling with the University
Sabbs – Sabbatical Officers SMT – Senior Management Team SRS – Social Responsibility and Sustainability STL – Senior Team Leader SU – Student Union TAP – the Advice Place
NSS – National Student Survey
TL – Team Leader
NUS – National Union of Students
TM – Team member
NUSSL – National Union of Students Services Limited, a purchasing consortium
Welcome Week – Sometimes known as Freshers' Week, a week of activities to welcome new students at the start of semester one.
Reps – student representatives
Getting to know Edinburgh University Students’ Association
Like all organisations, we use a range of abbreviations and terms. They can be a bit hard to understand at first so here is our guide to get you started!
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OUR ABBREVIATIONS
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Edinburgh University Students' Association HR Office Potterrow | 5/2 Bristo Square | Edinburgh | EH8 9AL eusa.ed.ac.uk 0131 650 9904
Staff Handbook Edinburgh University Students’ Association is a charity (SC015800) and a company limited by guarantee (SC429897) registered in Scotland. Registered Office: Potterrow, 5/2 Bristo Square, Edinburgh, EH8 9AL
Edinburgh University Students’ Association is a charity (SC015800) and a company limited by guarantee (SC429897) registered in Scotland. Registered Office: Potterrow, 5/2 Bristo Square, Edinburgh, EH8 9AL