APPROVED
UNIVERSITY OF ESSEX
UNIVERSITY AND STUDENTS’ UNION CONSULTATIVE GROUP (USUCON)
Wednesday 16 May 2012
MINUTES
Chair
Bryn Morris, Registrar and Secretary (BM)
Present
Ashley Rudge, VP Welfare and Community SU (AR);
Chris Oldham, UECS Operations (CO);
Craig Stephens, CEO Students Union (CS);
Daniel Smy, VP Loughton and Southend SU (DS);
Hentley Ignatius, President SU (HI);
James Thornton, VP Student Activities SU (JT);
Kunal Patel, VP Services and Communication SU (KP);
Leonidas Basatis, VP International SU (LB)
Paula Rothero, Deputy Director of Student Support (PR);
Peter Church, Director of Commercial Services (PC);
Rachel Fletcher, Director of Student Support (RF);
Wayne Campbell, Academic Registrar (WLC)
Secretary
Corinne Bacon, Student Support
1. APOLOGIES FOR ABSENCE
Andrew Nightingale, Director of Estates (AN); Camilla Thoresen, VP
Education SU (CT); Linda McCanna, General Manager, Accommodation
Essex (LM);
40/2012
2. MINUTES OF MEETING HELD ON 22 March 2012
Approved
The minutes of this meeting were approved
41/2012
3. MATTERS ARISING FROM THE MINUTES
Noted
All actions were completed with the exception of:
42/2012
Noted
95/2011 AN to review the use of the squares and produce updated
protocol.
AN had produced a form for booking the Squares, which the Students’ Union
(SU) were reviewing. There were areas for further discussion.
43/2012
Noted
19/2012 LB to supply existing data on alcohol use to RF
HI to follow-up with LB to provide information gathered from religious and
cultural societies about provision of alcohol at events. A further survey of
international students’ was ongoing; the outcome of these would be
combined with the previous outcomes and would be available at the next
meeting on 28 June 2012.
44/2012
Noted
33/2012 RF to liaise with AR regarding organisation of future Welfare
Forum meetings. Information had been sent to Fiona Harvey in respect of
her managing the forum meetings going forward. AR would follow up.
45/2012
Noted
36/2012 WLC and CS to nominate a representative to produce a draft
terms of reference for USUCON for the next meeting. RF and CS had
46/2012
been nominated to produce these. A first draft had been produced and was
under discussion. It was agreed that the draft would be brought to the next
meeting of USUCON.
4. FEEDBACK FROM MEETINGS
a) Welfare Forum (no minutes available)
47/2012
Noted
b) Multi-Faith Chaplaincy Centre (no minutes available)
A meeting had taken place recently and minutes would be available for the
next meeting.
48/2012
Noted
It was confirmed that a student representative (AR) had been involved in the
MFCC review and it was noted that the review would report to USG shortly.
49/2012
5. ACCOMMODATION CLEANING COMPETITION
Reported
The scheme was in place and would run this term before a significant launch
at start of Autumn term 2012/2013. Wins would be announced in the week
commencing 4 June. Initial numbers indicate good engagement.
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Noted
Southend campus students’ did not seem to be aware of the competition, this
would be reviewed and lessons learnt for the launch in October.
51/2012
Agreed
BM noted that the committee had previously agreed to review the impact of
reduction in cleaning frequencies at end of year. Complaints seemed to have
stopped, it was agreed that this would continue to be monitored but that at
this stage it would seem that the reduction in cleaning frequencies had not
had a significantly negative impact. It was noted that surveys covering the
student experience within accommodation may contain relevant feedback.
52/2012
Noted
PC noted that Commercial Services were investigating the possibility of an
initiative aimed at driving down energy costs in student accommodation.
Other universities using a similar approach had seen a 22% reduction in
energy costs. This could be an opportunity to offer rent reductions. The
committee considered this a good idea in principle, but noted the need to
maintain appropriate safeguards and checks and balances to protect
students’ best interests.
53/2012
Action
CO would ensure that the RSN were involved in initiatives designed to
enhance the life in the residences.
CO agreed to check the Student Satisfaction Survey results and
establish a small group to review survey output, including SU reps.
54/2012
Action
54/2012
6. MEADOWS & QUAYS
Reported
A paper would be presented at the next Council meeting to take the process
forward, with the intention that accommodation would be available for
2013/14.
Stringent controls had been put in place with the new operator for rent
setting. There would be seamless integration of the accommodation and the
RSN would cover this accommodation in the same way (and would be funded
by the University). Application to, and allocation of, accommodation would be
through Accommodation Essex. Similarly stringent controls would be in place
with the Facilities management company, Derwent.
55/2012
7. SOUTHEND ACCOMMODATION
Reported There was 74% occupancy this year, which equated to a £1.4m loss. It was
expected that there would continue to be challenges and losses next year.
2
56/2012
Marketing initiatives were underway to encourage occupancy with returning
students and with SEC students, as well as summer opportunities.
Noted
Students appear to be using a specific private sector company and indications
are that this is based on cost, despite a range of problems being experienced.
It was confirmed that significant research had been done and price reduction
in University accommodation was not a viable option.
57/2012
Action
SU will work to understand private sector letting agency actions and
support students.
58/2012
Action
DS suggested that the University should target a summer offer at
nursing students who would benefit as their courses are year round. CO
and DS to discuss further.
59/2012
Action
WLC to speak to RF and Partnerships Office about further support and
actions related to actions of private sector agency.
60/2012
Noted
Evolve would open in Southend on 2 July and comprehensive marketing was
under way. It was also noted that a competing gym will be opening in the area
in September and the University would be running a summer deal to
encourage people to join early.
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8. TOP BAR & FUSION
Reported A take-away menu had been launched and a new evening menu developed. A
62/2012
Friday night curry club had been introduced and had proved popular so far.
Losses had reduced against budget in Top Bar.
Action
CO would meet with Reeves Watson to discuss Top Bar / Fusion
partnership work to maximise potential.
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9. PASSPORT TO SPORT PRICES
Reported Price tables were discussed. Processes would be put in place to allow cross
64/2012
campus use of gym memberships.
Action
There was a South Essex College (SEC) price difference associated with
VAT, PC and CO to confirm this in light of SEC students being classed
as University of Essex students for award purposes. Charges should be
equitable where possible.
65/2012
Agreed
The prices would be discussed at Sports Management Group but in future
they would be brought to USUCON for approval.
66/2012
10. SU 2012 CHARITY DINNER
Reported This had been a successful event. The SU noted that the support which had
67/2012
been received from UECS and Wivenhoe House staff was invaluable. It was
noted that not many staff attended and it was felt that his may have been due
to the relatively late notice of the event. It was hoped this would become an
annual event.
Action
CS agreed to forward SU annual calendar to WLC so that staff can be
aware of key events and plan ahead.
68/2012
11. SPORTS STRATEGY
Reported SU and UECS will be working together on strategy for sports management
going forward, to improve students’ sports experience. It was planned to take
the Strategy to USG in September.
.
12. VOSCARS FEEDBACK
3
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Reported BM reported that it was an inspirational event. The demographics have shown
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that volunteers have largely been female international students. It was noted
that new VP Activities will have responsibility for volunteering opportunities
and encouraging wider participation throughout the student body.
Agreed
The membership of the employability action group would be revisited as the
VP Student Activities would be a more appropriate member than the VP
Education.
71/2012
CS to amend membership of employability action group.
Action
13. SOCIETIES GUILD AWARDS AND SPORTS AWARDS FEEDBACK
71/2012
Reported The event was held at Firstsite and the food was very good. This had also
72/2012
been the case at the Sports Awards dinner held at the Weston Homes
Community Stadium. Pricing was adjusted to reflect aims of the dinner for the
latter.
14. THE STUDENT EXPERIENCE SURVEY
Noted
HI commented that the Students’ Union has moved up 11 places and that
Sports had moved up from 50 to 44. He also noted that the University as a
whole had dropped 11 places.
Agreed
As only 102 responses received, it was important to view these results with
caution. In terms of a plan of action, the critical survey output would that from
the National Student Survey. The Times Good University guide was also
important and the University strategy now reflects that in its ambitions.
Action
THES awards nominations are currently open and the SU was
encouraged to look at opportunities for submission. RF will contact CER
and ask them to approach SU.
73/2012
74/2012
15. SABBATICAL OFFICERS HANDOVER
Noted
This had been moved to 27 June. It was confirmed that this was an official
event.
75/2012
Action
PC asked about plans for the handover of relationships which have built and
developed over this year. CS to circulate chart of key relationships
76/2012
Noted
HI and CT would attend Council and Senate in July.
77/2012
Action
HI enquired about the plans for Sabbatical officers to attend graduation.
WLC will ask the graduation office to make contact.
78/2012
16. SUMMER BALL
Noted
Over 50% of tickets had been sold and in excess of 200 VIP responses had
been received for the President’s reception.
17. ANY OTHER BUSINESS
BM asked if there had been any feedback from SU Student Conference. It
Noted
79/2012
80/2012
was noted that any feedback relating to the University had already been
passed on.
Action
JT asked for clarification as to whether Wednesday afternoon timetabling
policy also applied to Southend campus. It was confirmed this was the case.
JT will send any specific examples where this was not being followed through
to the Academic Registrar’s Office.
4
81/2012
Action
WLC to explore situation with nursing students in Southend, who have
Thursdays free but lectures all day on Wednesdays.
Reported Dom King, SU staff member, moved up 15 places in world ranking for Race
82/2012
83/2012
Walking and had been invited to altitude training in Spain by Olympic
Committee.
Noted
As JT would not be able to attend the next meeting, BM formally thanked him
for his work this year as Sabbatical Officer.
84/2012
8. DATE OF NEXT MEETING
Thursday 28 June 2012 at 2pm
ACTION TABLE
AN
LB
AN to review the use of the squares and produce updated protocol
LB to supply existing data on alcohol use to RF - HI to follow-up with LB to
provide information gathered from religious and cultural societies about
provision of alcohol at events.
RF to liaise with AR regarding organisation of future Welfare Forum
meetings.
Information had been sent to Fiona Harvey in respect of her managing the
forum meetings going forward.AR would follow up
WLC and CS to nominate a representative to produce a draft terms of
reference for USUCON for the next meeting. RF and CS are nominees. It was
agreed that the draft would be brought to the next meeting of USUCON on 28
June 2012
CO agreed to check the Student Satisfaction Survey results and establish a
small group to review survey output, including SU reps. The RSN would be
involved going forward.
SU will work to understand private sector letting agency actions and
support students. Also suggested that target summer offer at nursing
students. CO and DS to discuss further.
DS suggested that the University should target a summer offer at nursing
students who would benefit as their courses are year round. CO and DS to
discuss further.
WLC to speak to RF and Partnerships Office about further support and
actions related to actions of private sector agency.
95/2011
19/2012
CO would meet with Reeves Watson to discuss Top Bar / Fusion work to
maximise potential.
There was a South Essex College (SEC) price difference associated with
VAT, but PC and CO would confirm this in light of SEC students being
classed as University of Essex students for award purposes.
CS agreed to make SU calendar more widely available so that staff can be
aware of and plan ahead.
63/2012
RF
THES awards nominations are currently open and the SU was encouraged
to look at opportunities for submission. RF will contact CER in for them to
approach SU.
74/2012
WLC
HI enquired about the plans for Sabbatical officers to attend graduation.
WLC will ask the graduation office to make contact.
78/2012
AR
RF and CS
CO
CO and DS
CO and DS
WLC
CO
PC and CO
CS
Student Support, May 2012
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