Halls Committee (27th January 2016)

Everyone in the room introducted themselves,

 

Anjit introduced Kyle Conway, David Tranter (Ressup Deputy Manager, UoS) and Nasseem Fazel (Student Services Centre Manager, UoS)

The Residences Support Service is a dedicated team who are the first point of contact for residents out of hours. They are available every night, every day of the year, between 6pm and 8am.

It is their job to ensure that the Halls are kept a safe and study-conducive environment and some of the duties of their role are as follows.

• Introducing students to their Halls of Residence
• Providing practical advice on the facilities available
• Support wellbeing whilst students live in Halls of Residence
• Responding to student calls and emails throughout the night
• Referring students to other support services, both internal and external to the University

Ressup are really excited about working with the new Halls Committees and it's really important that the Halls Committees and Ressup superverisors have a strong working relationship.

Ressup run events including Sunday tea and cake events, Chinese New Year, events over Christmas etc. It is important for Halls Committee to link up with Ressup about what they have planned.

The Ressup team is split into 'Hubs' which are listed below along with key contacts.

 

Glen Hub and Bencraft

Martin Hand, Shift A, M.J.Hand@soton.ac.uk

Hannah Butler, Shift B, H.J.Butler@soton.ac.uk

 

Wessex Lane Hub and Gateway

Alhagie Camera, Shift A, A.S.Camara@soton.ac.uk

Paul Gerrish, Shift B, P.J.Gerrish@soton.ac.uk

 

Mayflower Hub and Highfield Halls

Liz Hayward, Shift A, E.G.Hayward@soton.ac.uk

Lauren Moloney, Shift B, lauren.moloney@soton.ac.uk

 

Archers Road Hub and EP

Pete Griffiths, Shift A  P.D.Griffiths@soton.ac.uk

Nick Barrett, Shift B, N.Barrett@soton.ac.uk

Hannah Ellis was elected as Erasmus Park Events and Activities Officer

Johnathon Bharath was elected as Glen Eyre Welfare and Campaigns Officer

Jessica Furness was elected as Bencraft Communities Officer

A presentation was shown (attached), the key points are summarised below;

• Flora explained the University gave the Halls Community £127111
• This grant is given once a year each Jnauary
• The grant size is based on number of students in halls and 1st year private rented accomodation
• The grant is a 'restricted fund' this means it must be spent based on a criteria

Ther criteria given to the spending of the grant is as follows-

• To provide for activities/services that deliver on the primary objective of adding value to the student experience, ensuring that diversity/inclusivity/accessibility are considered in all budgetary proposals;
• Halls Committees activities will be available for the benefit of students in halls accommodation and the private rented sector and may involve bids for funding that use halls services/facilities for the benefit of this full range of students;
• Activities will cover the spectrum of student support including social and recreational events, pastoral care, wellbeing and the development of independent life skills;
• Bids will be considerate of how they offer added value to the existing student experience offer in Halls and the Private Rented sector;
• SUSU will report monthly on Halls Committee spend by category: equipment, campaigns, activities and events, travel. Detail on spend in each category will be held by SUSU for further reporting if required.
• This funding is set aside to focus on student based projects or activities within the halls environment

It was explained that due to the change in criteria this year the Halls Committee Board have total control of the whole budget. 

It was discussed that it would be beneficial for each Halls Committee to go away and plan what events they'd like throughout the year with rough calculations of cost. Therefore the decision on what spend will be granted for 2016 was put on hold.

As above.

It was discussed that it would be beneficial for each Halls Committee to go away and plan what events they'd like throughout the year with rough calculations of cost. Therefore the decision on what spend will be granted for 2016 was put on hold.

Emily explained that this working group would create a document which would give the Halls Committee Board guidelines on what should and shouldn't be granted. This document would be similar to the Student Groups funding guidlines.

This working group will be formed at the next committee

Flora explained that the SUSU website will become a 'Hub' for Halls Committees, eventually funding will be procesed via this Hub.

 

For now, all funding needs to be requested via this Google Document- https://goo.gl/XB85Ii

 

At every Halls Committee Board the committee will approve/disapprove this funding.

 

Gus Taylor asked how Halls Committees could apply for funding if they needed it before the next Halls Committee Board. Anjit agreed that because this was the first Halls Committee Board, that if there were any urgent requests they could be sent through to Emily and Anjit and Flora would approve/dissaprove them on the committee's behalf.

 

Emily explained the ways which funding can be accessed once approved.

Once funding has been approved there are two ways in which it can be accessed

1- Ask Emily (e.b.hamilton-peach@soton.ac.uk) to order it online. It can be delivered striaght to your halls reception or to SUSU reception

2- After purchasing, provide Emily with the recipts (either the original or e-mail a copy). You will need to provide the details of the person making the claim. The details needed include Bank Account name, Sort Code, and Account Number.

If neither of these options are applicable please contact Emily who can work with you to sort out a different method

 

Flora explained, that often it is unclear what is and isn't acceptable to post on social media. The issue is mainly around club reps, but there are other areas where clarification would be helpful.

 

Flora asked for Presidents to volunteer to be part of a working group to write a guidance document surrounding social media. The group will get together with Alice (Communications Coordinator at SUSU) to write these guidelines and will report back to the Halls Committee Board for approval.

 

Tom Brown, Emily Dawes, Gus Taylor, Rupert Molyneux and Maya Armon put themselves forward for the role

Emily explained that unfortunately the last Doodle Polls which were completed for the catch-up training resulted in no conclusive date.

Tom asked if the Doodle Polls could be sent out closer to the date so everyone knew what they had planned.

 

Flora asked the committee if they thought they had a good enough handover. The general consesnsus was that more handover would be useful, not just specifically within the same halls but inter-halls as well.

 

The committee decided an event would be a good way for them to get to know each other as well as be able to ask past JCRs (now Halls Committees) advice and tips for running their Halls Committee.

Flora asked for ideas for a team building day. The new trampoline place was suggested along with Thorpe Park, paintball, lazer quest and watersport activities.

Emily mentioned that the committee needed to make sure it was an activity which helped them get to know each other.

The board decided to get some ideas from their Halls Committees and to have a conversation about it on the Facebook group.

Decided to discuss on Facebook instead. Could create working group once the activity is decided.

Anjit spoke to the board about the importance of th SUSU brand review and asked if they could all get involved and spread the word throughout their halls.

Emily mentioned that someone had contacted her to say that they couldn't make Thursdays.

The board agreed that evenings were the best time and would like to have a Doodle Poll sent around to decide on the best evenings. It was mentioned that having the day different each time may make it easier for people to attend.

 

Elections

Chris highlighted that election nominations were open. These elections cover the 7 sabbatical officer roles as well as all of the student leader roles (including the Halls Officer).

It would be really good if the Halls Committees could help to spread the word about these and help with the promotion.

 

Attached are minutes from...

Monte Committee- 09.01.16

Gateway Committee- 15.01.16

Mayflower Committee- 25.01.16

Mayflower Committee- 31.01.16

Liberty Point Committee- 03.02.16