Sustainability Zone (10th March 2014)

1.1  Apologies and attendance was noted as above, with the addition of the following notes.

Absent with apologies:

Facilities Manager                                                           Scott Malcolmson (SM)

President                                                                           David Gilani (DG)

Absent without apologies:

VP Student Communities                                               Oli Coles (OC)

Student Groups Representative                                    William Cable (WC)

The minutes for the previous Sustainability Zone Committee meeting were approved. A review is given below. Some action points have been carried over from the previous meeting, see list of Actions (please note, the above list of Actions has repeated on this page - awaiting this issue to be resolved).

2.1 Regarding CH contacting WB regarding a risk assessment for an EcoCampus internal audit in SUSU in March, CH reported that this audit is no longer required as the questions were covered within the University’s Sustainability survey at the start of the year.

2.2 On research into Russell Group university examples of gender neutral titles within student records systems, WB reported that examples have been found, though a coherent list and case study has not yet been written. TG will lead on compiling this list (see Action).

2.3 TA provided an update on gender neutral toilet options. TA has been in ongoing discussions with the University’s Facilities Manager, and suggested it is the right time to bring this topic up with stating to the University that new toilets in refurbishment plans should be gender neutral, and to sort cross-campus change for all toilet facilities. TA recommended the next step is for BT to contact and arrange to meet to discuss with the University’s Diversity Officer regarding plans for gender neutral toilets (see Action).

BT added that the trans inclusion survey led by E&D Committee will inform and provide support on developing these plans, and would include these results in supporting the case, for discussion with the Diversity Officer.

TA stated that signage can be adapted (and called for examples to be forwarded, see later in this paragraph) and suggested the model of turning all toilets into individual cubicles to establish all toilet facilities as gender neutral. For example, in SUSU’s male toilet facilities, there is the option to build a vanity screen to separate the urinal area from the area of cubicles, and change signage accordingly.

BT pointed out there are potential issues for some faith groups and international students, not wanting to use this version of gender neutral toilet facilities, however there will be a way to be accessible for everyone, and options will be looked into and considered. JL expressed being cautious that in trying to make toilet facilities more accessible to a few people, there will be reaction from more people opposing it. TA replied that these are valid points and should be presented to the University to prompt comment on this issue. WB gave the example of Sussex University’s Student’s Union, which had unfavourable student feedback on their trialling of gender neutral toilets last year largely due to not running a full student consultation and promoting awareness of the change, and therefore not engaging wider student support. TA stated there will be a visit to Sussex University next week, and TA will report back on this visit at the next zone committee meeting (see Action).

TA emphasised that all campus toilets belong to the University, including within SUSU buildings. The establishing of gender neutral toilets would be a significant change in policy, and therefore TA recommended it would be best to consult with and get the University to develop and issue policy on this, prior to these changes being implemented, rather than going ahead with trialling within SUSU without full consultation. TA added that if the University suggests trialling the gender neutral toilet options, then SUSU could go ahead and trial with toilets in Students’ Union buildings.

GD found an example online, for Southampton’s Oasis Academy school with gender neutral toilets, designed as individual cubicles, plus the examples of Manchester University and Sussex University implementing gender neutral toilets.

TA stated he will continue chasing on this topic, with the University Facility’s Manager, and requested that any prime examples of higher education institutions implementing gender neutral toilets, and also the relevant gender neutral toilet signage used, be forwarded to TA and BT, in compiling supportive evidence to deliver to the University (see Action). Also see TG’s E&D project update on this project, in 5.1.

2.4 BT and OC did meet to discuss the Equal Opportunities policy, and started on ideas for merging it with the Valuing Diversity policy. However it was found out the Equal Opportunities policy had lapsed – and so it is only the Valuing Diversity policy that stands. Union Council is aware of this, and the situation is resolved.

2.5 The employment policy review is covered in item 7.

2.6 Regarding aligning the E&E Committee policy with sustainability zone policy, BT updated that BT, TK and CH have had a meeting to begin looking at this – and are arranging a student focus group in the next few weeks, to see which key points students want included in it, to then condense the policy (see Action, and see also 3.1).

2.7 Regarding BT contacting the Medical School regarding Essential Medicines policy lapse, BT reported having no response yet on this, plus the policy lapses next year. BT will finalise the response for next committee meeting (see Action).

3.1 BT updated that the E&E policy review is ongoing, with a student consultation event being planned where students will be able to contribute their thoughts on the policy’s content; what is important and needs to be retained or added.

4.1 E&E report not provided for this meeting, apologies from CH.

4.2 CH gave a review of E&E Committee’s activities, primarily E&E Week (10th-14th February) with 150 sustainability promises being written by students and added to the Sustainability promise tree! CH will provide further numbers on student participants and external participants, etc. The winning students for the week’s theme days are being contacted regarding their prizes. There has been positive feedback from student participants, and also the external contacts, saying they really enjoyed the days. This includes the local Beatnik Emporium vintage clothes shop - and Sustrans organisation, who are happy to participate again, and are keen to run further sessions that could be open to more students, i.e. not specific to E&E Week.

CH also updated on Fairtrade Fortnight, which this year clashed with Elections, however the give-out of Fairtrade bananas was successful. For next year it is suggested that E&E Week is merged with Fairtrade fortnight, with more events included.

E&E Committee have been asked to take part in EnviroRock, an external communities event, e.g. to do a recycling game for visitors. The event is on Monday May 5th in the Bank Holiday. Details are to be finalised.

Regarding the proposed BioBlitz event to take place in June, CH will be meeting with Neil Smith, the University’s Environment Manager, to obtain more information. This event involves the City Council running biodiversity surveys within Valley Gardens and the Common, with a Friday night bat walk survey, and an event on the Saturday, for recording the number of occurrences of different species in the area. The University are requesting to open the Union building for the event, under E&E requesting this. The event has been outlined as being made a general staff-student event, with a request for students to help run it, as Blackout is not being run in 2013-14.

CH noted that E&E Committee will be reviewing and re-structuring its committee at their meeting today, asking what roles work, what is needed, etc.

CH will obtain further information regarding the EcoCampus audit, which as far as is understood, will no longer be taking place, however there was a tentative date of 26th March, and this will be clarified (see Action).

5.1 TG provided an E&D report, outlining the update below.

5.2 TG reviewed E&D Committee’s activities, primarily February’s LGBT History Month, for which E&D supported events together with Amnesty International group and LGBT Society. In further news, Sam Bailey is elected as E&E Officer for 2014-15.

TG has been assisting with developing the new Sexual Harassment policy, led by VP Engagement Claire Gilbert, to be taken to Union Council at the end of March.

The next E&D Committee meeting will be tomorrow, at which the trans inclusion survey results will be discussed, as part of the new trans inclusion policy to be developed and taken to Union Council after Easter (1st May).

Following on from this committee’s initial update and discussion on gender neutral toilets in section 2.3, TG stated the results of the current trans inclusion survey will be used to inform what changes the Zone Committee does decide it wants to make. TG informed the group that current simple options being considered to make toilet facilities more accessible, for trans people, involves putting sanitary bins in the mens’ toilets, and highlighting the accessible toilets are gender neutral, by adapting signage, and promoting awareness.

Regarding sorting a gender neutral title(s) on the University’s Student Records service, TG reported he has emailed the relevant University contacts regarding this topic, most recently last week, though has received no notification yet, and will pursue this.

In funding round 3 there were 10 applications in total. BT updated the committee that BT and TK had applied for more student groups funding in the budget review earlier this year, for this round.

An outline of funding requests and the committee’s decisions are given below. Amnesty International applied for six items (pens, pencils, bluetac, paper, origami paper, new banner), which the committee agreed funding for (totalling £118).

Good Food Society requested £50 for a hot water urn – the committee requested further details on number of events for its use, as it may be a better option for Catering to order another urn, which can be rented out by the group.

Students for Palestine had three funding requests – the requests for speaker and venue hire support were agreed. The £230 request for conference costs was partially agreed at £70, to cover the registration costs for two members to attend as requested, on the condition that that they run the workshops for students back in Southampton, and explaining that funding cannot cover student travel to events or accommodation.

TA commented that there could be feedback centrally, regarding travel policy for student funding – to consider whether SUSU should have a travel policy, and if SUSU can have a central policy, whether there is then a way to approach rail companies, etc. regarding deals and saving money for students – and BT would start looking into this (see Action).

BT highlighted that there is a new round of Innovations Funding available, and is considering applying with an Employability-related project idea – and asked the committee regarding their views and ideas on funding for initiatives around student employability.

BT and TK have met to discuss and outline what students have gained regarding employable skills through involvement with SUSU, and that this could be expanded through development of the Your Skills programme. Potentially this would have a Strengths Finder focus, to realise and strengthen students’ skills. BT noted that whereas in the university’s academic setting, skills tend to be presented as a list, students need time to consider and realise what their personal skills are, and how they can develop them.

CH suggested a Your Skills workshop which is open to everyone, and could potentially be run through Careers Destinations – BT adding this would require more funding, and creating a substantial advertising campaign around it. GD asked if SUSU could run more events like the current Creative Careers Season – for example a Public Services career season, to get students more involved in representation, e.g. councils. This could potentially link in with the Democracy Zone as they are looking to improve participation. BT noted this is a good potential idea, and it would need to be considered if links would need to be created with the University to establish this event. BT advised she would speak with Careers Destinations to see what events they are running, noting they tend to run Careers talks rather than skills workshops. BT stated she would also discuss with Zoe Hart (Head of People Development), and potentially SUSU could consider additional Careers seasons, e.g. for Sport, Democracy, etc.

TK provided a report and update on BEES, covering completion of the audit methodology, development of the branding, and the first round of BEES volunteer training in February. February’s BEES Student Launch and other events have achieved 50+ signups, for a second round of training from next week.

The BEES volunteers have carried out the pilot audits in SUSU and the University, and are now developing the audit reports, plus the BEES Skills Tracker has been implemented with student volunteers to chart their progress through the BEES programme. TK is now contacting businesses to sign up for auditing, and the team is preparing for the Business Launch on 18th March.

The BEES message is now out via the website, facebook and twitter, and with a local media story in the Daily Echo for the BEES Student Launch. Team members have also been attending conferences to deliver BEES presentations, including the University’s ‘Educating Global Citizens’ HEA conference on 25th February. TK noted that BEES is in the early stages of getting other HEIs interested in the programme, for rollout.

In further news, TK will be leading on Blackout organisation, now booked for 14th November 2014.

BT outlined this policy, which the Finance Sub Committee has forwarded for the consideration of student leaders, in particular section 14.8 ‘Benefits used as inducement’, regarding student leaders and volunteers acknowledging benefits and hospitality, and preferential treatment. There were no comments forwarded by the group, regarding any statements not agreed with, therefore no comments to be forwarded to the Finance Sub Committee.

10.1 Following on from discussion in section 7 on student employability and options for applying to the Innovations Fund, BT added further information on this funding opportunity stating it is open to applications for all students, and the deadline is 18th May. TA added that this funding can be applied for anything from running campaign, to part-funding a post. Last year the funding was successfully sought within SUSU to employee a chef for The Bridge restaurant, and this year SUSU has employed the chef full-time, so Innovations Fund can act as development funding for longer term ventures.

10.2 DG noted there is a mental health review currently being run within the University, and that there will be opportunity for student consultation on the review’s recommendations. This is currently under Student Life, and BT will pick this up with DG and Sonia (Advice & Representation Manager).

10.3 TK provided an update on Corporate Critic, noting that at the last zone committee meeting the criteria were approved for the ratings, and the next stage is working out how to roll out and embed within SUSU. TK noted there will be a visit from a member of the Corporate Critic organisation next week, to outline who we are training and for what purposes, and looking at where it needs to go in the procurement processes.

 TA asked whether this would be a suitable point to test this Corporate Critic system using data on SUSU’s bars suppliers, in time for the upcoming Commercial Sub Committee this month at which there will be decision on which breweries to go with (See Action).