University Experience Days – University of Leicester
Pre-Visit Information Pack
Please note that this information pack is for visit organisers who have already booked a
University Experience Day with us by completing and returning a UE Day booking form. If you
would like to book an event with us please contact us at outreach@le.ac.uk for further
information on dates available.
Contents
1.
2.
3.
4.
5.
6.
7.
8.
Further information required from visit organisers
Frequently asked questions
Code of Conduct
University Experience Day – Programme
Campus Maps / Instruction for arrival
Risk assessment documents
Activity Register
Parental Consent Form
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Further information required from visit organisers
Thank you for booking a University Experience Day with the University of Leicester. We very much
look forward to working with you and your students. Now that your booking is fully confirmed
please find further guidance below on the next steps to complete in the weeks leading up to your
visit.
Information required a minimum of two weeks before the UE Day:
•
•
•
•
Final confirmation of student numbers
The number of staff attending on the day
Name and contact number for the lead member of staff on the day
Details of any students attending the visit day who have special needs relating to
mobility and access, sensory impairment or special learning needs
Information required on the day of the visit:
•
•
A full register of students attending together with a fully completed University of
Leicester consent form for each student. We cannot accept students on the University
Experience Day without a signed copy of our consent form. Please ensure that at least
66% of students attending the event are from your WP cohort.
Notification of any students who do not have permission to have their photograph
taken.
Some of the frequently asked questions regarding University Experience Days can be found in the
next section, which you may find useful. If you have any questions not covered here please do not
hesitate to contact us at outreach@le.ac.uk or on 0116 252 5349 / 0116 223 1709.
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Frequently Asked Questions
We send out our own permission slips to parents/carers. Do we need to send out University of
Leicester consent forms also?
We need permission to enter the participants’ details into the regional widening participation
partnership database for reference and statistical purposes. As we will be taking photographs on
the day which we might use in future publications or on our partnership website it is important
that we have our own copy of parent/carer permission for image capture.
All students will need to be issued with a parent/carer consent form which must be completed and
signed by parents/guardians and returned to the main staff member in advance of the UE Day. It is
essential that parents/guardians complete all sections of the form and we would ask that staff
check the forms thoroughly to ensure that all the permission statements have been completed.
What do we do if we’re delayed on our way to the University Experience Day or if there is an
emergency?
If you are running late please contact the event organiser on the number which will be supplied to
you in the weeks leading up to the event. If you are unable to speak to the organiser for some
reason please try our main office on 0116 252 2674 and someone will get a message to the event
organiser.
What will the staffing arrangements be on the day?
A DBS checked Co-ordinator will be in charge on the day, assisted by a team of trained Leicester
Student Ambassadors. We will allocate one Ambassador per group of 5/6 students. Please note
that we will allow students to select/sit in their own groups on arrival and we will not organise this
in any way.
Though we will deliver all activities with minimum supervision required from school/college staff,
we would ask that staff stay ‘on duty’ in the room during the activities and are available to help
with specific groups/pupils if required. School staff are welcome to accompany groups on the
campus tour if they wish.
At the end of the visit, when evaluations are complete we ask that the visit organiser is on hand to
give directions to the students for the journey home.
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What are the catering arrangements for the day?
Break - We will have a mid-morning break for a snack and a drink. Water and squash will be
provided as well as a KitKat (suitable for vegetarians but not suitable for nut allergy sufferers).
Students are welcome to bring their own snacks. Tea, coffee and a KitKat will also be provided for
school staff accompanying the trip.
Lunch – We would request that students bring a packed lunch due to the large volume of
University students/staff using the catering outlets on campus. If necessary students can purchase
their lunches from any of the facilities in the Charles Wilson building but school staff must
supervise them during this time and ensure that they return promptly for the beginning of the final
session. Please be aware that it could take the entire lunch break to purchase some food, due to
the volume of university staff and students also using the university catering facilities over this
busy lunchtime period.
Are we able to take photographs throughout the visit?
Yes! Students attending the visit day will be provided with a camera to take photographs on their
campus tour. The outreach team will also use these cameras to take additional photographs
throughout the day. Copies of these will be sent to the visit organiser for the school to use as they
wish. It is for these reasons that we need to know if any students do not have permission to have
their photograph taken.
Who can I contact for further information or to discuss changes to the programme?
Please do not hesitate to contact us at outreach@le.ac.uk or on 0116 252 5349 or 0116 223 1709
with any further questions you may have.
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General Code of Conduct
Here is a copy of the Code of Conduct which you will have read, signed and returned with your
activity booking form.
The Outreach Team at the University of Leicester hope that your students enjoy their time on
campus. Our aim is to introduce visiting students to a different learning environment and
demonstrate to them that higher education is an exciting and inclusive environment which they
can aspire to. To ensure that all participants are given the opportunity to gain from their time on
campus, visiting students will be expected to show responsible behaviour in accordance with the
points of guidance detailed below.
• At no point shall students jeopardise the experience of others.
• All Health and Safety Rules which are displayed or which are advised by members of staff
should be followed.
• Abusive and anti-social behaviour will not be tolerated under any circumstances.
• Students are expected to behave in a respectful and appropriate manner towards everyone
they encounter during the day.
• Vandalism or damage to any property belonging to the University, staff or fellow students will
result in the person responsible being held liable for costs incurred.
• Students should not involve themselves in dangerous activities that are likely to cause injury to
staff or students.
• Students and teachers are expected to remain on university premises during events.
• At no point shall students attempt to buy, sell or consume alcohol.
• Teachers will be responsible for ensuring that students abide by this code of conduct and must
supervise their students at all times during the event.
Student/Staff Ratio
In accordance with government and Local Authority guidance, we ask that the staff/student ratio
for your visit is a minimum of 1 member of staff to 15 students (1:15). We would ask schools to
ensure that at least 1 member of staff attending is a qualified teacher professional who is familiar
with the students
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University Experience Day – Programme
Sample programme 9.30 - 14.30
Time
9:30 – 9:40
Activity
Arrival and Registration. Belvoir City/Park Lounge, 2nd floor Charles Wilson building
9.40 – 9.50
Welcome to the University of Leicester, programme for the day, meet the
Leicester Ambassadors
9.50 – 10.20
Icebreakers/quizzes
10.20 –
10.35
10.35 –
11.00
11:00 –
12:00
12:00 –
12:30
12:30 –
13:15
Break for a snack – water, squash and a kit kat
13:15 –
14:20
14:20 –
14:30
Marketplace Activity
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Interview the Leicester Ambassadors
Campus tour and photos
Poster Activity – make a poster on your topic
Lunch – bring your own or use the catering outlets in the Charles Wilson building
Photo opportunity – why not have your picture taken in graduation robes and
mortar board?!
Evaluation & End
Campus Map – Arriving by bus
If arriving by bus, ambassadors will be waiting at Entrance 1 to the University campus (wearing
bright red jumpers) to meet your bus. After hopping on the bus, they will direct the driver around
campus to the bus lane drop off point. They will then lead school staff and students to the event
venue. Buses should then exit the campus at Exit 2. When returning at the end of the day buses
should enter and exit campus in the same way, parking in the bus lane drop off/pick up point for
staff and students to meet them.
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Campus Map – Arriving on foot
If arriving on foot, ambassadors will be waiting at Exit 2 to the University campus (wearing bright
red jumpers) to meet you. They will then lead school staff and students up Mayors Walk to the
event venue. When leaving at the end of the day staff and students should exit campus in the
same way. Please note there is no entry for general traffic or public parking on campus. Therefore
if parents are collecting students at the end of the day a meeting point off campus should be
organised.
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Risk Assessment – Widening Participation Activities
Risk Categories:
Type:
Likelihood:
Examples
1.
Hardly any risk
2.
Low Risk
Non-frequent risks – not
common injuries
Burning
Choking
Smoke
Trapped in lift
inhalation
Chemical
reactions
Heart attack
3.
Some risk
Asthma
attack
Allergy to
food
4.
Likely risk
5.
High risk
Frequent risks – common
injuries
Bang head in
Tripping
fall
Falling
Ankle Sprain
Grazing
Graze
Minimal
bleeding
The University of Leicester has a very comprehensive Risk Assessment Procedure in the context of
Widening Participation activities:
• If schools are permitting students to arrange their own transportation to the University, the
RATF form applies.
• If students are arranged to be engaging in laboratory type work, the University’s Health
and Safety policy applies, available from the Estates Department.
• If any other form of hazard occurs, the RAEP Form applies.
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Risk Assessment - University Experience Day
Item /
Hazard
Lecture
Theatre
Possible
Risk Likelihood
Outcome
Rate (L- M- H)
Trip / fall /
personal
physical injury
4
M
Trapped in lift
/
Claustrophobia
4
M
Trip / fall /
personal
physical injury
4
M
Trip / fall /personal
physical injury
4
M
Catering:
Food
Choking /
Allergy
Activity:
Use of
scissors
Stairs
Mobility:
Lift
breakdown
Campus
tour
Room:
Fire
Interaction:
Fight
Cut / physical
injury
Smoke
inhallation /
Burns
Physical injury
Burns /
chemical
Department: Laboratories reactions
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Consequence
(L - M - H)
M
H
M
M
2
L
H
3
L
H
1
L
H
2
L
H
1
L
H
Control
Measures
Emergency
procedure
RAEP form
Emergency
procedure
RAEP form
Emergency
procedure
RAEP form
Emergency
procedure
RAEP form
Emergency
procedure
RAEP form
Emergency
procedure
RAEP form
Emergency
procedure
RAEP form
Emergency
procedure
RAEP form
Health and
Safety (Estates)
form
Risk Assessment – Emergency Procedures (RAEP Form)
Internal emergency numbers:
• 888
Police, Fire Brigade or Ambulance
• 0116 252 2888
From a mobile phone
External emergency numbers:
• 9 999
University Telephone - located in all University buildings.
• 999
Payphone
Procedure:
1. Occurrence of hazard
2. Notify the organiser as soon as possible. The organiser can be identified via the name badge
s/he is wearing.
3. If the organiser is not present, contact any University representative in close proximity or the
vicinity.
4. The Contact person will access a First Aid qualified person from the following Departments,
depending on who becomes available at the earliest time:
i. University Security 2023
ii. Catering 2212
iii. Safety Officer 7770
iv. Admissions Office 5281
The individual numbers can be prefixed with 0116 252… to call from a mobile phone.
All numbers can be accessed via the main switchboard on the internal telephone on 0 or on an
external telephone on 0116 252 2522.
A first aid box is available in all University buildings.
5. A first aid box will become immediately available via the located First Aider.
6. The First Aider will assess whether an ambulance and medical care is required and if so, call for
an ambulance on 888 via the internal telephone system.
A fire extinguisher is located in every University building. In the event of a fire, all personnel are
requested to use the staircases only to evacuate the building and are asked to reconvene in front of
the building as soon as possible. Fire exits are clearly labelled. Please contact the Fire Safety Officer on
2651.
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Activity Register
Please return this completed register on the day of your event. The University is required to monitor event
participation. When completing the register below please ensure you have a University Consent Form for
each student and that you bring these with you on the day.
Activity details
School/College:
Activity Date:
Activity Title:
Year Group(s):
Number in WP cohort
Participant details
Number
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
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First Name
Last Name
Year Group
WP Chort?
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40
41
42
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43
44
45
46
47
48
49
50
51
52
53
54
55
56
57
58
59
60
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Parental / Carer Consent Form Ver. 5.0
Dear Parent/Carer,
Your child/dependent may have the opportunity to take part in university visits, mentoring programmes, summer schools, subject
tasters, revision classes and a whole range of other rewarding activities. To make sure these activities are useful and effective for
young people, we need to gather certain information which we use purely for research purposes. We would be really grateful if you
could take a few minutes to complete this consent form and return it to your child/dependent’s school.
The information collected on this form will be used for research purposes only.
Student Name:
Date of Birth:
D
D
M
M
Y
Y
Y
Y
Year Group:
Home Address:
Home Postcode:
Sex:
Female
Male
School / College:
Educational background of parents / carers
Have any of your child/dependent’s parents or carers been to university or taken a degree?
Yes
No
Don’t know
Free School Meal (FSM) Eligibility
Has your child / dependent been eligible for Free School Meals at any time in the last 6 years?
Yes
No
Don’t know
Prefer not to say
Parental / carer occupation - we would like to know the following information for research purposes only:
What is the occupation of the highest earning parent/carer currently living in the household (please state)?
Student Ethnicity (please tick):
Chinese
Black Caribbean
White & Black African
Bangladeshi
Black African
White & Black Caribbean
Indian
Other Black Background
Other Mixed Background
Pakistani
White
Other Ethnic Background
Other Asian Background
White & Asian
Prefer not to say
No known disability
Deaf/hearing impaired
Multiple disabilities
Dyslexia or other learning
Wheelchair user/mobility difficulty
Autistic Spectrum Disorder /
need
Mental health difficulty
Asperger’s Syndrome
Blind/partially sighted
Unseen disability
Other disability
Student Disability (please tick):
Prefer not to say
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Photography
Universities in the East Midlands sometimes use photography for publicity purposes. We would like your permission to
photograph your child/dependent for possible use in our publications, website and other publicity material. They may also be
used by our partner organisations (noted above) with our permission. The image(s) will remain the property of the university
providing the activity and will be used for the sole purpose of promoting similar activities.
I agree* / do not agree* to my child/dependent having their photograph taken
(* please delete as appropriate)
Further Contact
From time to time we may send information to you or your child/dependent that we feel is useful, including
university/education information or more opportunities to take part in activities. We may also wish to make contact for further
research purposes.
I agree* / do not agree* to me or my child/dependent being contacted by the partners mentioned above (* please
delete as appropriate)
To sign up to receive further information from the University of Leicester to include emails containing information, advice and
guidance about future education options please provide details below. These details will NOT be passed to any third parties
other than our CRM provider.
I would* / would not* like my child/dependent to receive further information from the University of Leicester.
(* please delete as appropriate)
*To be sent to the following email address: _______________________________________________
I would* / would not* like to receive further information for parents/carers from the University of Leicester.
*To be sent to the following email address: _______________________________________________
Data Protection
In order to ensure that our activities are effective and reaching the right people, we collect and analyse statistical information,
including information about your child/dependent’s ethnicity and disability statement. We may share the data held on this form
with one or more of the following receiving organisations: Higher education providers in the East Midlands, the Higher Education
Funding Council for England (HEFCE), the Universities and Colleges Admissions Service (UCAS), the Higher Education Statistics
Agency (HESA), the Department for Education (DfE), Higher Education Access Tracker (HEAT) service subscribers, the National
Data Service, your child/dependant’s school or college, the school or college’s Local Authority
EMWPREP and the receiving organisations may then link data from this form to additional educational data about your child /
dependent (including DfE attainment data held on the National Pupil Database, UCAS records and/or HESA student records). We
may access this data and use it to monitor the impact of our activities.
Any personal data we collect will only be shared with the partners mentioned above, all research publications will be anonymised
and the data will not be used for any other purpose. Data will be processed in accordance with the Data Protection Act 1998. For
more information, please see http://www.legislation.org.uk/ or call 01509 223462
PLEASE COMPLETE THE INFORMATION BELOW
Name of parent / carer:
Relationship to child / dependent:
Signature of parent / carer:
Date:
If you do not give your consent for the information collected on this form to be used in the above mentioned research, then
please tick this box
Thank you for completing this form. If you have any questions or would like further information, please contact the
Widening Participation Research and Evaluation Co-ordinator on 01509 223462 / E.Church@lboro.ac.uk.
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