Kingston University
Students` Union
Making Life
Better for
Kingston
Students
0
This handbook is designed to be the
first
stage
of
your
induction
programme, you will receive further
training specific to the nature of the
position and the unit location.
If you have any questions about the
handbook, working for the SU, or your
training, don’t hesitate to ask your
unit manager.
Please keep this handbook safe and
ensure you read it thoroughly. Any
updates or additions will be sent to
you periodically.
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1. Commercial Services
KUSU runs 3 bars, The Space at Penrhyn Road, Hannafords at
Kingston Hill and Knights Park. KUSU also runs 2 shops, at
Penrhyn Road and Kingston Hill and Reception.
The Union offers commercial services in a safe environment for
students, with extremely competitive prices. KUSU organises
events throughout the year, including live music, comedy, theme
nights, DJs, bar quizzes and much more.
All surpluses from KUSU's commercial services are used to improve
services for students. Our ethos in providing commercial services
for students is twofold: to provide good, quality, non-exploitative
services for students, whilst remaining commercially efficient and
effective.
Knights Park Bar is situated next to the Hogsmill River, close to
Middle Mill halls of residence and the Stanley Picker Gallery with its
beautiful views it's the perfect place to enjoy a drink.
The bar has its own personality and offers an intimate, friendly and
chilled out atmosphere for all its guests.
Knights Park Bar sits on the riverside providing a prime location for
socialising. We cater for students by running student led events
such as fundraisers, socials, DJ nights, live bands and charity
nights. We celebrate every event in style such as Halloween,
Christmas, St Patricks day and many more. We pride ourselves on
the atmosphere, and conviviality that is Knights Park bar.
Knights Park Bar is open 10am-11pm Monday to Friday.
For more information about Knights Park bar please contact the
Venue Manager, David Salmon, on 0208 417 4046 or
d.salmon@kingston.ac.uk
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Hannafords Bar Located within a short walk of both Chancellors
and Walkden Halls, Hannafords will become the residents of
Kingston Hill second home. Not only do we serve the best value
and tasting coffee on campus, but also stock a wide range of
alcoholic and non-alcoholic drinks, all at superb KUSU prices.
Also found within Hannafords is Subway, where you can enjoy their
entire delicious menu normally reserved for the High Street.
Sky sport is shown on our plasma screens and big screen, meaning
Hannafords is the only place on campus to see live Premiership and
Champions League football and all other major sporting events.
Other services we offer include 3 pool tables, quiz and fruit
machines, with a Barclays ‘free withdrawal’ cash machine just
outside.
Hannafords is open from 10.30am – late, Monday – Friday and
from the early afternoon on the Weekends until late. Subway is
open Monday – Friday 10.30am – early evening.
For more information about Hannafords bar please contact the
Venue Manager, Tom Bennett, on 0208 549 3703 or
tom.bennett@kingston.ac.uk
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The Space based on the Penrhyn Road campus. It has become
the main student social space throughout the day, as well as
becoming a dynamic late night venue hosting an eclectic mix of
events.
Combining the venue with a Subway franchise also offer an
attractive destination to make it the ideal place for a chilled out
drink, or lunch in stylish surroundings with comfortable and
relaxing furniture.
The Space has plasma screens making it the best place to enjoy
our Subtv student TV network or watch free-to-air sporting events.
You will also find that our segregated games zone includes pool
tables and games machines.
If you like the occasional drink (and we know a lot of you do), then
the year round promotions and student pricing make socialising at
Space excellent value for money.
For more information about The Space please contact the Venue
Manager,
Tom
Bennett,
on
0208
417
2406
or
tom.bennett@kingston.ac.uk
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KUSU Shops
Kingston University Students Union has two campus shops - one
based at Penrhyn Road and one at the Kingston Hill.
Both offer a wide range of products from newspapers,
confectionary and crisps, sandwiches, drinks and tobacco, right
through to computer goods, branded clothing, merchandise and
medicines.
The shop at Penrhyn Road is open Monday to Friday; 8am-8pm or
6pm Wednesdays and Fridays. We sell everything you would need
for day to day life while on campus. We offer a wide range of
sandwiches, crisps, confectionery, stationery and a small range of
hot food.
Fresh shop is a new venture for KUSU and after years of planning
and designing we finally opened the Kingston Hill convenience
store September 2013. Fresh aims to offer everything that the
student of Kingston Hill campus would need; it is open 7 days a
week from 8am till late throughout the year including the holidays.
Serviced by the Co-op, we are able to run the same offers you
would see on the high-street as well as our own fantastic offers.
We also have a full off licence range to complement our strong
grocery offering as well as the usual branded hoodies, stationery,
newspapers and tobacco.
For more information about either shop please contact the Retail
Manager,
Lucy
Marsh
on
0208
417
2406
or
l.marsh@kingston.ac.uk
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RECEPTION is situated next door to the Space, below the student
union offices, it offers a wide range of services from faxing to
classified advertising, as well as useful items for sale which you will
probably need at some point during the academic year eg. Stamps,
cd sleeves
Reception is for many, the first point of contact for KUSU’s offices,
it plays a vital role in providing relevant and useful information
about KUSU, or pointing you in the right direction to find that
information.
For more information on Reception please contact Neelam Sharma
on 0208 417 2369 or n.sharma@kingston.ac.uk
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2. Your Employment with the
Students’ Union
2.1 Terms and Conditions of Employment
When you are first employed by KUSU you will be given a contract
and a student staff handbook that will set out your initial terms
and conditions of employment.
2.2 Personnel Records
The Students' Union keeps a personnel file for each member of
staff, which will include where appropriate:
A copy of your contract
A copy of your original application form
Copies of any letters confirming disciplinary measures on actions
Copies of any correspondence to you connected with your
employment
Your employment file is available for inspection by you should you
wish to see it. Please contact your unit manager who will make it
available to you within 24 hours.
2.3 Payroll and Pension
All details and information relating to staff salaries is kept with the
Finance Manager. Wages are paid weekly in arrears into your bank
account. You will be paid the hourly rate specified on your
contract, which will be discussed with your unit manager at your
first meeting. In addition you will receive holiday entitlement
based on approximately (7.69%) of your salary, again paid on a
weekly basis. As a member of student staff you are able to join a
stakeholder pension scheme. KUSU allows you access to a scheme
managed by AXA through Endsleigh Insurance. Full details are
available on request.
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2.4 Notice Period
During your induction period you will receive a review after
approximately 40 hours of work, this period will be known as you
probation period. Once you have completed your probation, the
notice period is 1 week. This notice will not apply in cases of
dismissal.
2.5 Staff Protocol Agreement
The Students' Union has a protocol agreement, which outlines how
staff are expected to behave towards students and student officers
as well as how student and elected officers should behave towards
staff. Everybody should be treated as a customer whether you
know them or not, or they are a KUSU staff member.
2.6 Equal Opportunities
The Students' Union operates in an environment of equal
opportunities. In practice this means that no one will be treated
differently. You must comply with this ethos throughout your
employment in the union. Any breaches of this, will be treated
seriously and may result in disciplinary action. A copy of the full
Equal opportunities policy can be provided upon request.
2.7 Professionalism
Working in the Students' Union is a sociable environment.
However, in no way should this lead to an unprofessional approach
by staff. You are the face of the Union and you should act in such a
way to remain professional at all times.
2.8 Communications
Team Meetings
Team meetings will be called periodically and appropriate notice
will be given. Attendance is compulsory, and you will be paid for
your time.
Line Management
Your first point of contact should be your immediate unit manager
for all queries.
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Your personal line management system will be explained in more
detail in your unit training and induction. A communication
flowchart is available at the back of this handbook.
Student Staff Forum
There is a staff forum where representatives from each unit meet
to discuss any matters arising. Any time spent in this role will be
paid. The Forum is not designed to be used for grievance issues or
personal issues.
2.9 Terms & Condition of Employment
And Disciplinary Procedures
Your terms and conditions of employment are contained within
your contract of employment.
2.10 Training and Development
KUSU is committed to an ongoing training and development
programme for its entire student staff.
The 'KUSU Appraisal Scheme' for student staff is an ongoing
process. Your line manager conducts appraisals. In addition, new
employees undergo a review after 40 hours work, with their line
manager, which covers the probationary period. If you choose to
leave you will also complete an exit appraisal and job satisfaction
form.
3. Working Practices
3.1 Staff Rotas
Rotas will be kept in an area accessible to all staff, and we will
endeavour to keep your shifts the same every week but you should
always check - it is your responsibility to know when you should be
at work. If you are unable to work a shift, we would ask that you
find cover for that shift. (A list of staff contact details is available
from your unit Manager)
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3.2 Absences and Sickness
If you are unable to work a shift, you will be expected to arrange
cover yourself. If you are ill, you should phone your line manager
or relevant supervisor, you must explain the nature of your illness
and expected duration as this may affect your ability to work in a
particular outlet. If you are running late for your shift you should
contact the Venue Manager or Supervisor.
Unauthorised absence from work will be treated very seriously and
will result in disciplinary action being taken.
3.3 Timekeeping
You will be expected to arrive 10 minutes before the start of your
shift at the agreed time, in the appropriate dress.
If you are late for your shift on more than one occasion, without
good reason, you will face disciplinary action.
3.4 Exam Periods
At KUSU we fully understand your commitment to your University
studies. However, during exam periods the KUSU commercial
services still need to operate as normal, we therefore expect you
to be flexible and committed to your unit. If you require extra
time off during this period you should contact Nicola Skevington.
3.5 Dress Code
You will be expected to wear the appropriate uniform at all times
when you are working. Your unit manager will advise you of your
standard uniform and any changes to the uniform that may take
place. You must comply with the changes.
In general your appearance must be smart. Hair must be tied back
where appropriate and excessive jewellery must not be worn when
working with food.
NB In the Licensed outlets alcohol and other beverages are classed
as food.
3.6 Breaks
You are entitled to a 30-minute unpaid break after every six hours
that you work. Your shift manager will manage this break. You
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may be required to take your break at any time decided by your
manager, depending on the nature of the outlet.
You do not get paid for breaks and cigarette breaks are not to be
taken without the permission of your manager or duty supervisor.
3.7 Personal Property
Do not keep personal property behind the bar or counter areas.
The Union cannot take responsibility for any items left in these
areas. Any belongs found will be treated as lost property. Ask your
manager where you can put your personal belongings whilst you
are at work.
We reserve the right to conduct random searches when necessary.
3.8 Union Property, Facilities and Equipment
The Unions property must be used with due care and attention.
Union property must not be removed from the premises and
cannot be used by for external work. Abuse of any of these
conditions will be dealt with under the disciplinary procedure.
3.9 Use of Telephone
Under no circumstances can the Union phone lines be used for
personal calls. The use of mobile phones whilst at work is not
permitted.
3.10 Smoking, Alcohol and Games Machine
Policies
Smoking
The Union operates a no smoking policy, you are only allowed to
smoke in the Unions’ designated areas and only whilst you are on
your official unpaid break and out of uniform. Any staff members
not complying with this rule will subject to disciplinary action.
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Alcohol
Staff must not drink alcohol whilst on duty or during work breaks. Staff
must present themselves for work at the start of a work period in a
sober state.
Games Machines
Staff are not permitted to use these whilst on duty or during work
breaks. Care should be taken whilst off duty not to play games
machines whilst in staff uniform.
Eating and Drinking
Staff are only permitted to eat and drink during their unpaid break and
must be out of uniform.
3.11 Gifts and Hospitality (inc. Tips)
If any gifts are left by Sales Reps or Brand Owners in the absence of
your unit manager they must be declared immediately and remain the
property of KUSU. Please note this includes any promotional shirts
which should be returned to line manager at the end of the activity.
3.12 Housekeeping
Whilst at work it is your responsibility to keep the venue tidy and safe
for both customers and staff. Tables should be cleared of empties and
rubbish, especially paper, on a regular basis. Bins should be emptied
BEFORE they get too full and removed altogether on event nights from
public areas.
Sign any cleaning checksheets as required as evidence that the task has
been completed.
Spillages should be dealt with immediately and warning signs placed in
their path. Any wastages/breakages should be recorded on the wastage
sheet.
If you notice any loose flooring or damage to electrical
equipment, firstly make the area safe and then report it to all staff,
especially the Venue Manager.
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3.13
Due
Responsibility
Diligence
and
Personal
Below are several instances that may require you to refuse sale or
seek further information.
In these circumstances you should
complete the appropriate paperwork. Please be aware that KUSU
operates a Zero Tolerance policy – which is in the manager’s office
of each Venue, for further reading. Each Venue is covered by
CCTV for your safety.
Drugs
Kingston University Student’s Union are aware that due to the
nature of our business, we may from time to time come into
contact with illegal substances, either through our staff or our
customers. We will endeavour to protect our business against this
problem by setting out a licensed premise drugs policy.
This licensed premise drugs policy does not replace any other
existing Kingston University policies in relation to substance abuse
but gives clear guidelines as to procedures and protocols in
minimising the potential of harm from illegal substances to all our
customers whilst on our premises and hence protecting their
health, safety and welfare.
This licensed premise drugs policy will make all staff aware of
illegal substance misuse and encourage staff to assist us in keeping
illegal substances out of the premises.
Paperwork to complete – Incident Report Form and/or Refusal of
Entry
Alcohol
KUSU are aware that due to the nature of our business, we may
from time to time come into contact with individuals who are
intoxicated, underage or attempting to purchase alcohol for others.
It is an offence to knowingly serve alcohol to someone underage therefore always ask to see ID, acceptable forms of ID are a Valid
Passport, Driving Licence and KU ID Card.
It is an offence to knowingly serve alcohol to somebody who is
supplying a minor or someone who is intoxicated – keep your eye
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out for suspicious characters or behaviour.
For example, a
customer ordering a drink you have just refused to someone else.
It is an offence to knowingly serve alcohol to an intoxicated
customer – keep an eye out for people entering the venue,
someone who has been there for a long period of time or someone
who has been drinking excessively.
KUSU offers free water or hot beverages and a safe place to wait
for a taxi, which we will order for individuals suffering adversely
from the effects of drinks/drugs.
If a customer becomes belligerent or angry, escort them outside of
the restaurant and call the police, who can look after the customer,
until he or she is safe and sober.
Paperwork to complete – Incident Report Form and/or Refusal of
Entry and/or Refusal of Sale
Abusive & Threatening Behaviour
Abusive, aggressive, violent or threatening behaviour towards
KUSU staff or customers will not be tolerated.
Individuals behaving in this way will have their details passed on to
the police and university authorities, which could result in a
criminal record and expulsion.
If you believe you are being threatened contact your manager
immediately or use panic alarm or phone university security and
police if required.
Paperwork to complete – Incident Report Form and/or Refusal of
Entry and/or Refusal of Sale and/or Accident Report Form
Smoking (indoors)
Since July 1st 2007 it has become your personal responsibility to
ensure smokers remain in designated outside areas. Staff are
liable to a fine for knowingly allowing smoking to occur inside the
venue.
Anyone found smoking should have the no smoking signs pointed
out to them, a safe method to extinguish the cigarette offered or
asked to leave the venue via the nearest exit.
Paperwork to complete – Smoking Incident Form and/or Incident
Report Form
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Lost / Found Property
Each venue has a Lost and Found Book – this should be completed
every time an item is found or reported lost. Items found will be
kept for 6 months, after which date they will be destroyed.
All items will be treated as if KUSU property and any unauthorised
removal or failure to complete the paperwork will be treated as
theft.
If a suspect package is discovered please follow the
evacuation procedure listed in point 5.1
Paperwork to complete – Lost/Found Book
Noise
Whilst you are working, part of your job is to monitor the noise
levels in and around the venue.
If you think the
music/entertainment is too loud or you receive a complaint, please
inform your manager immediately or in their absence take
remedial action by turning down the volume or informing the
DJ/Musicians.
Paperwork to complete – Noise Management Plan and/or Incident
Report Form (if complaint received)
Search Policy
KUSU reserve the right to search any individual if suspected of
committing a crime. We would seek assistance by KU Security or
SIA registered door staff on event nights. In such cases individuals
would be directed to our formal procedures at the entrance to the
venue. This policy also covers the retention of KU ID or other ID.
Retail Legislation & the Law
Within convenience store retailing there are many Laws that both
companies and employees must adhere to or show that due
diligence has been followed.
The three main areas within store legalities are:

The sale of products to underage customers
e.g. tobacco products etc

Due diligence towards the sale of products past their
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Use-by-date and temperature checks

Product pricing
Sale of Goods to Minors
You are personally responsible to ensure that you do not sell
products to people below the minimum age limit. The authorities
can prosecute you if you breach this requirement.
The relevant authorities carry out regular checks on retail outlets.
You must always be on your guard. If in any doubt as to a
customer’s age you MUST refuse to serve him/her and you must
complete the refusal logbook fully. In the bars there is also a
Refusals menu on the tills so we can keep an electronic record of
any incidents.
When a refusal to sell a product to a customer is made, for
whatever reason, it needs to be entered in the Refusal of Sale
book, which is located behind the counter.
Customers under the age of 18 rarely come into our shops as it is
University based, but we still need to be vigilant as we may
encounter a minor who walks in off the street to buy tobacco.
If in doubt, please ask!!
Sale of Goods past sell by date
In both our shops we need to show due diligence towards the sale
of products past their use-by-date / best before date as we can be
found liable if we allow a sale to proceed.
The law states that food handlers must not:



Do anything that would expose food to contamination
Sell food unfit for human consumption
Sell food with an expired date mark
We also need to be conducting regular fridge checks to make sure
our products are kept within the correct temperature boundaries.
This is also a legal requirement and we can be found liable if this is
not recorded properly.
The fridges inside the shop and the fridges on the delivery vans
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need to be recorded daily and the books will be shown to you on
your first shift.
In most cases the temperature checks will be carried out by a
Manager/ Supervisor but please familiarise yourselves with these
immediately as we may require you to conduct these at some
point.
Product pricing
Product pricing is legally enforced and this is covered in the Trades
Description Act. This act ensures that products descriptions on
labels or other forms of tickets are not misleading to our
customers.
The type of labeling we use is called ‘Shelf Edge Labeling’.
It is a legal requirement that all products must have a
corresponding price ticket.
Any difference in the price on the till or the price ticket must be
reported to your manager immediately.
If he or she is not around, the product must be removed from sale
until the correct price is established.
It is an offence to sell an item for a higher price than that
advertised.
ANY FINES LEVIED ARE PERSONAL AND WILL NOT BE
REIMBURSED BY KUSU.
4. Health and Safety
4.1 Health and Safety Policy
The Union is required to provide a safe working environment.
However, as an employee it is your responsibility to ensure that
you follow safe working practices and inform us of any hazards or
unsafe working conditions. These will be rectified as soon as
possible.
You must:
Ensure floor surfaces are free from liquid or other slippery
materials. Mops and brushes are provided in each outlet.
Report any breakages of glass materials to your shift supervisor
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and ensure they are cleared away as quickly and safely as
possible
Report any loose wiring, flooring, ceiling tiles etc to your unit
manager as soon as possible.
Report any accidents or near misses in the outlet accident book.
Report any other hazards, which you perceive within the
outlet.
The manager will then deal with these hazards appropriately.
Managers will inform employees of any additional health and safety
requirements within each outlet
PPE
If you feel you need Personal Protective Equipment to perform a
particular task, please ask your supervisor/manager for this. For
example when cleaning; gloves or goggles will be provided or
when working an event night earplugs will be provided to minimise
noise discomfort.
4.2 CoSHH
What Is CoSHH?
The Control of Substances Hazardous to Health are regulations
that have been brought in to protect everyone from potentially
hazardous chemicals at work, these include:
Beer line cleaner
Glass washer chemicals
Even washing up liquid!
You must not use or handle a substance, which is hazardous to
health, until you are fully trained. If you are required to do a Job
involving the use of chemicals read the instructions carefully - if in
doubt ask. These are displayed on the container.
You should always use the correct protective clothing. However, if
you get any chemicals on you:
Immediately rinse the effected area with lots of cold water if the
data sheet advises this.
Read COSHH instructions on the chemical.
Find a first aider if necessary.
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If you spill any chemicals, they must be cleaned up immediately.
The Commercial Services Manager is responsible for CoSHH.
4.3 First Aid
During the induction programme employees will be shown the
location of the nearest first aid box to their work area. Names of
the first aiders and appointed persons together with information on
how to contact them are given on notice boards at various
locations around the union. First Aid facilities must be provided in
all Union buildings. At each site an adequate number of first aiders
must be available throughout the working day.
All accidents, potential accidents and application of First Aid must
be recorded within the Accident book which is found in the office or
near a First Aid box.
If we are all careful, then risks will be reduced and our working
environment: will be much safer.
5. Fire Safety and Prevention
5.1 Fire Procedures
Fire exits must be kept clear from obstruction. All employees must
know their evacuation route and assembly point.
If you DISCOVER fire:
Immediately operate the nearest fire alarm call point
Call the fire brigade 999
Or
On the internal telephone 9999
EVACUATION PROCEDURE
If you HEAR THE FIRE ALARM:
Using the internal telephone 6666 for site security if possible
Leave the building immediately by the nearest available exit and
report to the Duty Manager or supervisor at your
evacuation, assembly point; (The evacuation assembly
point is detailed on the notices displayed in each
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department).
DO NOT RUN
DO NOT DELAY FOR PERSONAL BELONGINGS
Do not re-enter the building until instructed by the Venue Manager
/ Supervisor.
5.2 Fire Extinguishers
WATER
Works by cooling the fire. Can be used on paper,
cardboard and boxes. Do not use on fat or
electrical fires.
CO2
Works by smothering the fire with gas. Can be
used on electrical fires. Do not use on fat fires.
DRY POWDER
Works by smothering the fire with a blanket of
powder. Can be used on electrical and fat fires.
FOAM
Works by smothering the fire with a blanket of
foam. Can be used on fat fires.
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Contact Numbers
Name
Location
Phone
Number
All 020
Internal
Number
Line Managers - Licensed
Tom Bennett
Licensed Trade Manger 8417 2406
62406
Knights Park Bar
Venue Manager
8417 4046
64046
Retail Manager
8417 2406
62406
Asst. Retail Manager
8417 5540
65540
Asst. Retail Manager
8417 5540
65540
Office Supervisor
8417 2369
(elections, site offices,
etc)
62369
Business Development 8417 2083
n.skevington@kingston.ac.uk Director
62083
Gary Brannan
g.brannan@kingston.ac.uk
Sales and
Assistant
62208
Finance/ Wage queries
Finance
tom.bennett@kingston.ac.uk
David Salmon
d.salmon@kingston.ac.uk
Line Managers - Retail
Lucy Marsh
l.marsh@kingston.ac.uk
Kingston Hill
Zoe Turrell
FM Job Requests
Neelam Sharma
n.sharma@kinston.ac.uk
Others
Nicola Skevington
Marketing 8417 2208
In person
University Security
66666
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Notes
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Notes
Updated May 2014
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I ......................... can confirm I have read
and received training concerning all the
issues covered in this handbook.
DATE.....................................................
SIGNED.................................................
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