Officer Induction 2012

Coleg Gwent Students’ Union

Staff Development Program

Ice Breaker

You have a game of human bingo in front of you.

You will need to talk to the other members and complete the sheet.

Communication is key here!

The History & The FutureThe History:• Jennie joined Coleg Gwent and started supporting

the Union in August 2006• Coleg Gwent Students’ Union won the battle for a

full time, paid, Sabbatical President in 2010 with the President being Miss Mary Prescott

The Future:• CGSU has a vision to continually adapt and

improve its services over the next few years.• CGSU will continue to be at the forefront of FE

Union’s in Wales for years to come (Fact!)

What Coleg Gwent Students’ Union Does...

• Events• Parties• Representation of Learners• Protect overall student welfare• Deals with Learner Complaints• Strives to improve Services & Facilities• Strive to improve the overall Student

Experience

Job Descriptions

This section will cover:• The SLO• The President• The Deputy President• Vice Presidents• Secretaries• Treasurers• Welfare Officers• Entertainments Officers• Charities Officers

The SLO

• To organise class rep forums• To oversee the union finance as the account holder• To act as the chief returning officer in all elections• To liaise with the president• Often provides advice in times of need• Often becomes the chief officer of the union in the

absence of the President and Deputy• MEMBER OF COLLEGE STAFF

The President

• Cross-campus Officer• Final decision maker in ALL union matters• Head officer of the union• Liaison with the SLO• MEMBER OF COLLEGE STAFF• Liaison with NUS• Responsible for promoting and running the

union on a cross-campus basis

The Deputy President• Level 2 Ranked Officer• In charge of Communications and Development• Act’s as the President in his absence• Steps in for the President when he is unavailable• In charge of disciplinary procedures• Chairs the disciplinary committee or interview panel• Responds to Discipline Appeals• Responsible for all media and public relations• Responsible for all press releases relating to Coleg Gwent Students’ Union• Responsible for web development• Responsible for IT services for Coleg Gwent Students’ Union• Responsible for Radio Communications• Radio Control OfficerRadio Call Sign: Charlie 1 (Control 1)

Vice President

• Day to day running of the union• Overseeing finance & expenditure• Lead officer of the campus union• Chair person of the CEC

Secretary

• Acting VP in times of need (e.g. VP Illness)• Oversees admin of the union• Ensures the office is fully stocked• Takes minutes at ALL campus meetings

Treasurer

• General decision maker in finance• The ONLY campus officer, bar the VP, to authorise

expenditure• Responsible and accountable for financial issues• Should make weekly reports on finance to the CEC

or VP

In matters of urgency you should report directly to your President, Vice President or SLO!

Welfare Officer

• General liaison officer of the union• Lead person in most campaigns• Main source of information for all students• Responsible for the overall welfare of students

If you fear for someone's safety you must contact your President, Vice President or SLO!

Entertainments Officer

• Responsible for organising social events• Responsible for organising parties• Accountable for the success or failure of all

events, along side the VP• Liaison for charitable events• Will present all ideas to the CEC or the VP

Charities Officer

• Responsible for appointing a campus charity • Responsible for organising and running

fundraising initiatives, alongside the treasurer (e.g. Red Nose Day)

• General decision maker for charity events

You are in no way accountable to your chosen charity. You work for CGSU not them!

Team Building Exercises

You need to create a…

GOATOut of the materials you have been provided.

You will need to work as a team in this exercise, team work will prevail. Individual work will fail! You have been warned… GO!

Command Structure

The President

The Deputy President

Vice Presidents

Helping you to do your job...

Following this slide are key members of college staff who will be on hand to help you complete

your job(s)

Remember then and when you need to, visit them and take their advice. They have been

doing this a lot longer than any of us!

College Senior ManagementName Position Campus

Jim Bennett Principal Usk

Chris Smith Head of Learner Services and Skills

Usk

Keith Backhouse Campus Director Pontypool, Usk

Fiona Rawlings Deputy Director Pontypool, Usk

Sian Hughes Head of Learner Services Pontypool, Usk

Jackie Evans Campus Resource Manager Pontypool, Usk

Heads of School

Name School

Maria Johnson Art and Care

Stuart Ford Business and Skills

Alyson Moon Construction

Helen Morgan Health and Wellbeing

Angela Lewis Landbased

Training and Development

• Progress Reviews• Staff Development Program• Internal Monitoring & Auditing• NUS Training• Internal Training• Monthly Training• ‘On The Job’ Training

Meetings

• Monthly Video Conference• CEC• CCEC• UGM• Canteen Focus Group• Class Rep Forum

Conduct of Union Officers

• Personal Hygiene• Language• Actions• Social Media• Attitude• Behaviour• Respect

Discipline of Union Officers

• Command Discipline• Oral Warning• Written Warning• Suspension• Dismissal

College Discipline PolicyLegal Action

Complaints ProcedureFor Union Staff;• Complaints form (Available on the Intranet)• Dealt with by Campus VP or Deputy President

For the Deputy President;• Contact the President or SLO directly

For the President;• Contact the Deputy President or SLO directly

Complaints Procedure

For staff members;1. Speak to their line managerOr2. Speak to your Campus HoLSOr3. Speak to the President/Deputy President

Radio Communications

• As a legal user of open-wave radio frequencies we are required by law to protect information.

• Also as a legal user we are legal bound to have a radio control officer and a radio control training course (Non-Mandatory).

• On each campus there will be separate radio call signs, I.e Newport Campus will be November Charlie [1,2,3,4] as required by law

Constitution

• Coleg Gwent Students’ Union is bound legally by its Constitution

• Every Students’ Union or Association has a Constitution

• Our constitution is approved at UGM and Corporation

• Minimally reviewed every 5 years• Maximum reviewed every year

Policy

• There are two types of policy used by Coleg Gwent Students’ Union. These Are; Mandatory Policy (I.E. The PR Policy) and Lapsing Policy (Agreed at UGM)

• Policies form part of the Constitution• Breach of policy can end in disciplinary action

being taken

Finance

• We have a ‘Central Account’• All expenditure must be agreed• You will need Jennie to officially authorise all

expenditure• The President and Deputy President have the

right to Veto any request for expenditure if in their opinion it would be damaging to the union.

Sale of NUS Cards

• NUS Cards retail at £11 – NON-NEGOTIABLE• Replacement Cards retail at £4– NON-

NEGOTIABLE• Managers can have cards ‘printed’ rather than

the bulk cards• Can be bought in the SU Office or online• Officers are accountable for their value!