Support Zone Committee Meeting (Held on Friday 27th November 2015 at 4.00pm) Present: Jack Paulley (JP) Alex Ogedengbe (AO) Gueth Aluoch (GA) Kash Lotfi (KL) Koyin Akinsiku (KA) Lucy Curd (LC) Jenny Hall (JH) Apologies: VP Support & Committee Chair Zone Member Zone Member Zone Member Zone Member Zone Member Zone Manager No apologies necessary – all members were in attendance. 1. Conflict of Interests No conflict of interest was declared. 2. Minutes of the Last Meeting The minutes of the last meeting dated 13/11/2015 were signed as an accurate record of the meeting. 3. Matters Arising 3.1 Vet School Peer Mentoring Scheme - Update VP Support informed the committee that following the second rejection of the peer mentoring scheme, a third, more detailed business plan has now been written and will be proposed in January 2016. 4. Discussion 4.1 Microsoft Campus Visit VP Support confirmed that Microsoft will be visiting campus on Thursday 10th December 2015, in order to promote the free software package available for students to use. VP Support continued by informing the committee that the current take-up rate of the free software was low; the committee then voiced that many students are not aware of this benefit, and suggested that Microsoft could promote this at future careers fayres. 1 4.2 Department Common Room Spaces VP Support informed the committee that he is currently compiling a list of all department common rooms and envisions using them as study spaces during the upcoming exam period. VP Support continued by saying that he wants to create a map of all available common rooms so students are aware of their location and availability, and also confirmed that the library are looking into the possibility of creating a section on their website dedicated to informing students of the common rooms. The committee then questioned whether computers would be provided in the common rooms; VP Support responded that computers form a part of the long-term plan for the rooms, and that the current focus is getting them prepared for use during the upcoming January exams. VP Support also emphasised the importance of the common rooms to be ‘active learning zones’ with moveable furniture; another long-term change that will be considered at future meetings. 4.3 4.3 The Committee continued by accentuating the idea of all of the common rooms sharing the same theme in order for them to be easily distinguishable to students. VP Support confirmed all of the committee’s points would be addressed at future meetings, and requested that committee members take a picture of their department common room and send them to VP Support. Action: All Committee Members (ASAP) Exam Period Relaxation Zones VP Support began by highlighting that he wants to encourage students to take regular breaks during the exam period. VP Support continued by pitching the idea of having two different zones students can go to; a quiet zone and a fun zone. VP Support then informed the committee that rooms for the zones are needed and addressed the committee for any ideas. After a brief discussion, it was suggested using either two rooms in the Lecture Theatre block or using Students’ Union Level 1. VP Support confirmed he would look into each option further. Action: VP Support (Ongoing) Course Termination ‘What Next’ Leaflet JH provided the committee with an update on the status of the ‘What Next’ leaflet; the University have now agreed that this leaflet should be included with course termination letters and JH will be making the suggested changes as previously proposed by the committee. 2 4.4 VP Support Manifesto – Update 4.4.1 Society Welfare Events VP Support confirmed that after consultations with VP Activity, obtaining the STARS silver criteria now involves a society holding a welfare event. VP Support informed the committee that some societies have already started welfare schemes, and that status meetings will be soon be conducted. The committee responded by suggesting that information on how to hold a welfare event could be included in the training sessions offered to societies. 4.4.2 Personal Tutors VP Support began by highlighting that he wants to uniform the experience provided by personal tutors so that all students receive the same level of support. VP Support informed the committee that whilst current personal tutor training isn’t compulsory, he would like it to become so. VP Support continued by explaining that he is also looking into the possibility of bring personal tutor MEQ’s back. VP Support then gave a brief overview of the current training offered to personal tutors and concluded by suggesting that an online induction module (to be completed in tutor’s own time) could be the solution to encouraging more to complete the training. VP Support to update the committee on any progress. Action: VP Support (Ongoing) 4.4.3 Support for Students Off Campus VP Support addressed the committee and informed them that he aims to find a way to monitor students who aren’t attending lectures and seminars in order to provide them with sufficient support (if necessary). VP Support emphasised that he wants to create a system that identifies disengaged students and investigates why they are not attending. VP Support confirmed that he realises that the monitoring of students is a sensitive subject and will be meeting with both Security and Student Services for advice. VP Support continued by suggesting that a contactless signing-in system could be adopted and acknowledged that whilst this would be a costly option, it is very simple. JH responded by proposing that the task of following up any significant absences could be allocated to personal tutors. The committee then questioned what the length of an absence would be before it would be flagged; VP Support suggested a period of two weeks. 3 A discussion then ensued surrounding the possible reaction of students to being monitored. VP Support continued by suggesting the alternative option of a scanner that would automatically sign students in, when they come into contact with it. The committee discussed this option and concluded that it could work well as students would be aware they are being automatically signed in which may then increase attendance levels. The committee continued by suggesting that focus groups be conducted with students to gage their reaction. VP Support then highlighted that the system could be used for security purposes as well. The discussion then returned to the inclusion of placing responsibility on personal tutors to follow up periods of absence; VP Support suggested that an automatic email could be set up to inform tutors that they need to contact their student. The committee continued by emphasising the importance of carefully considering the tone and language used in the email, as well as ensuring that students are aware that the main aim of the system is to monitor those who are failing to attend. The committee then questioned who would have access to the data; VP Support confirmed that it would depend on the level of the data’s anonymity. The committee also suggested introducing the system alongside incentives to allow students to gain something from maintaining a high attendance level. VP Support responded by suggesting awarding a voucher, and confirmed this would be an ongoing topic of discussion. 5. Any Other Business 5.1 Students’ Union Level 1 The committee gave VP Support a brief overview of the concept of an existing café that charges people a small fee for the amount of time they spend in there (rather than for each item purchased) and suggested that Students’ Union Level 1 could offer something similar. The committee then discussed other possible facilities that could be included. VP Support confirmed that these details would be further discussed during a future meeting. The committee continued by questioning if a TV would be going up; VP Support confirmed that it would be. VP Support then informed the committee that the renovation of Students’ Union Level 1 is planned to occur during reading week in February 2016. 4 The committee also requested that the music be turned back on during the day; VP Support agreed. 5.2 Zone Merchandise The committee enquired into the possibility of creating zone merchandise such as t-shirts; VP Support agreed this would tie the zone together. The committee suggested utilising Appleseed’s printing service. 6. Date of Next Meeting The next Support Zone committee meeting will be held on Friday 4th December at 04.00 pm, in the Committee Room, Students’ Union. As there were no further points for discussion, VP Support closed the meeting at 5.35 pm. 5