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TRANSCRIPT
UNION COUNCIL
21 May 2020
Time: 4pm – 5.30pm
Room: Zoom (digital)
___________________________________________________________
AGENDA
1. Welcome from the Chair
2. Apologies, Taking Membership & Declarations of Interest
3. Minutes/Notes of the last meeting Page 2
4. Matters Arising of the last meeting
5. Elected Officer Accountability
- Verbal updates
6. Trustee Board Update Report
- None to report
7. Report from Union Council Committees
- Executive Committee meeting minutes Page 8
- Sustainability Committee Page 13
8. Ordinary Business
- Current Make it Happen Ideas Page 15
- Change in Bye Law – Wellbeing Representation Page 19
- Accommodation Action Campaign – policy Page 20
- Democracy Development Paper and Motion Page 22
- Union Council KPI & Executive Committee accountability Page 31
- Open Suggestions and Questions
9. AOB
10. Next Meeting
- October 2020 (to be confirmed)
___________________________________________________________
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UNION COUNCIL
20 April 2020
Time: 4pm – 4.45pm
Room: Zoom (digital)
___________________________________________________________
AGENDA
1. Welcome from the Chair
2. Apologies, Taking Membership and Declarations of Interest
3. Minutes/Notes of the last meeting
4. Matters Arising of the last meeting
5. Elected Officer Accountability
- Verbal updates
6. Trustee Board Update Report
- None to report
7. Report from Union Council Committees
- Executive Committee meeting minutes (verbal)
8. Ordinary Business
- Current Make it Happen Ideas
- Democracy training – policy (update in wording)
- Open Suggestions and Questions
9. AOB
10. Date and Time of the Next Meeting
- 21 May 2020, 4pm – Location TBC
___________________________________________________________
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UNION COUNCIL MEETING MINUTES
1. Welcome from the Chair
Helder Costa, President Wellbeing, welcomed members to the meeting and
informed everyone that the Chair of Union Council was unavailable to
attend. HC asked members if they agreed for him to chair the meeting.
All agreed.
2. Apologies, Taking Membership and Declarations of Interest
Apologies and absence:
Keith Bays (KB) – Chair of Union Council
Adam Carter-Jones (ACJ) – Society Leader Physiotherapy
Harriet Behan (HB) – Course Rep Primary Education
Kamila Gorna (KG) – Society Leader Environment
Juliana Abreu (JA) – Society Leader Environment
Himanshu Kalla (HK) – President Education
Yussra Hajaji (YH) – Course Rep Psychology
Membership present:
Presidents:
Helder Costa (HC) – Wellbeing
Bryan Pepple (BP) – Activities
Part Time officers:
Steph Udale (SU) – LGBT+ Officer
Student members:
Manpreet Puni (MP) – Course Rep Education Studies
Katherine Lavender (KL) – School Coordinator Business
Georgios Chnarakis (GC) – Course Rep ITHM
Paul Sambrookes (PS) – School Coordinator Pharmacy
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Jenny Goodfellow (JG) – School Coordinator Arts & Design
Sam McBride (SM) – Course Rep Psychology with Counselling
Rebecca Martin (RM) – Society Leader
Dudley Mahlangu (DM) – Course Rep Mechanical Engineering
Staff present:
Adam Gawne (AG) – Policy and Campaigns Senior Officer (Clerk)
The Chair checked status of students present. All attendees were members
of Union Council and the meeting was declared quorate.
No declarations of interest made.
3/4. Minutes/Notes and Matters Arising of the last meeting
HC noted follow up actions
• HC to speak to PVC learning and teaching on academic regulations:
this was not in relation to emergency regulations. No complete.
Action: to follow up for next meeting.
• HC to check eligibility for hardship funds: all students are entitled to
apply for the emergency hardship fund (including part time).
Students had to contact financial advisors.
• Wording on volunteer training policy: on agenda.
5. Elected Officer Accountability
President Activities – BP noted:
• Delivered a workout via Facebook live stream as part of Presidents
on Tour at home. Happy to do another if students would like this.
• Question asked by DM and ability of international students to apply
for the University’s emergency to support rent payment. BP
explained circumstances around the fund and that the SU was in
touch with Kirsten Black (Director of Student Journey) to try and get
the fund more advertised. Small discussion took place on fund.
No other questions asked.
President Wellbeing – HC noted:
• Working on accommodation campaign to lobby student landlords to
waive term 3 rent for students who have left and still living in
accommodation.
• University accommodation and Forge have waived term 3 rent and
information has gone out to students to let them know they can
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cancel their contract if they are safe to leave before set date.
University has said no to discount for students still living in halls. HC
plans to contact Steve Knight (Chief Operating Officer) again to
discuss as restrictions has stopped some students to leave.
• Petition has been launched and shared on social media. There is a
target of 420 students which is the number of students living in both
accommodations. Request for students to sign petition. DM noted
that some students had an issue with the link.
No questions asked.
6. Trustee Board Update Report
None.
7. Report from Union Council Committees
Verbal update from the last Executive Committee:
• Meeting took place to discuss 3 agenda items; accommodation and
Forge relationship, safety net and academic regulations, and if the
SU should campaign for tuition fee refund.
• Forge term 3 waiver was settled via lobbying of the University
• Safety net regulations now out to all students
• Tuition fee refund was not felt to be appropriate as students had lost
1 week of the term and no strikes occurred like at other Universities.
• If students want to start a campaign, the SU will offer advice and
support.
PS raised that some cohorts feel their programme has been
substandard. HC noted that students can get in touch with him so he
can investigate.
A discussion took place on use of Slack as alternative for group working.
Another discussion centred on students agreeing that it wasn’t worth
asking for a refund.
Sustainability Committee: has not met.
8. Ordinary Business
Current Make it Happen Ideas:
• Smoking shelters – all meetings have been cancelled however
smoking shelters would be installed on both campuses.
• Food on campus – BP had spoken with Peter Tiplady from Elior
however Peter noted that he didn’t know what was happening with
the business on return to campus.
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• Gateway help desk – not something which can be currently looked
at.
• Rethink the extensions – On going as part of work & caring
commitments.
• Healthy relationships – HC has reached out to Heather who
submitted the idea.
Democracy training – policy:
• HC went through the policy and explained the change in wording
and what this meant.
HC asked members if they agreed to the policy.
Policy unanimously agreed.
Open Suggestions and Questions:
• JG provided an update to members that dryers were now free in
University accommodation however wasn’t until after the Easter
break.
• DM raised issues with conference facility within Canvas. Students
were unable to create their own which impacted learning and
collaboration with others.
Action: For Himanshu to be made available and to raise with PVC.
• RM shared that the Campus Watch society had a meeting recently to
bring members together. The society would also share the petition
and information.
• No other suggestions or questions raised by other students when
asked.
9. AOB
• NUS Delegates had taken part in National Conference. Elections for
NUS Presidents and Policies had finished. President: Larissa
Kennedy, VP HE Hilary Gyebi-Ababio, VP FE Salsabil Elmegri. All
policies were passed – the two most important to Sunderland
Students’ and should be followed up by the new Executive
Committee were climate emergency and international student
support.
• Glass and Ceramics had passed their thanks before the previous
meeting to HC for raising concerns they had about closure of Glass
Centre with the Dead of Faculty.
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• HC noted that it was really important for everyone to attend the next
Council meeting as Union development matters would be raised for
discussion and decision making.
10. Date and Time of Next Meeting:
21 May 2020, 4pm – Zoom
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EXECUTIVE COMMITTEE MINUTES
Wednesday 29 April 2020, 1.45pm
Zoom
Present: Helder Costa (President Wellbeing), Bryan Pepple (President
Activities), Himanshu Kalla (President Education), Laura Northmore
(Equality & Diversity Officer), Steph Udale (LGBT+ Officer), Armelle
Wollo (International Officer) & Khadeeja Sadique (London Campus
Officer)
In Attendance: Colina Wright (CEO) & Adam Gawne (Policy and Campaigns Senior
Officer)
1. Counting of quorum; 3 Presidents and 6 Part Time Officers in post (+1) / 2 = 5
Meeting declared quorate.
2. Apologies for absence; Keith Bays (Chair of Union Council)
Absent: Kathleen Mitchell (Mature & Postgraduate Officer)
HC noted that KB is taking a break from responsibilities and will not be continuing for
the foreseeable time. KM has not been in contact since January.
HC opened the meeting. HC introduced CW as the Union’s new CEO and ask
everyone to introduce themselves. CW introduced herself to all.
3. Declaration of interests; None
4. Minutes of previous meeting; President updates for Himanshu Kalla should be HK not HS.
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5. Matters arising from the minutes; No matters arising.
6. Ordinary business; President Updates
Bryan Pepple, President Activities
- Noted that there was not much to update due to being off campus – priorities are still smoking shelter, car parking & food on campus with Elior.
- BP noted that he was due to meet with Estates and Facilities soon, so will have updates to share shortly.
- Main update: attended a NUS event with AW.
Helder Costa, President Wellbeing
- HC noted that his main priority was the accommodation campaign and lobbying for term 3 fee waiver. More information to follow in agenda.
- HC provided an update on sustainability work of the SU’s working group and committee. A couple of meetings have been organised to ensure work in this area continues and can be reported back to Board of Trustees.
Himanshu Kalla, President Education
- Wayfinding exercise was cancelled however may continue later in the next academic year.
- All teaching and assessments are online, and changes where required were made to assessments.
- London Campus update – SCs in place and working with LC Officer on student issues.
- HK provided an update on Ted Talks. Currently waiting for the President of Ted Talk Society at Northumbria SU to get back in contact. Information will be passed on to new President so they can take organise one if they decide too.
Steph Udale, LGBT+ Officer
- Noted that the University’s accreditation to Stonewall does not cover the Students’ Union.
- HC noted that SU’s statement on the Gender Recognition Act was online. HC was in touch with NUS Liberation President however they had not got back to HC.
Armelle Wollo, International officer
- AW and BP attended an online NUS event to raise concerns international students are going through. Main issues relate with studies and accessing data for research, and if they can postpone their research. In addition, if it was possible to delay payment on tuition fees for term 3.
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- NUS will be looking at these. There is a 6-month extension for PhD students. Nothing currently in place for other students.
Main Business
Part Time Officer Social Media
- SU noted that social media was vaguely discussed previously so there were
profiles like Presidents. Really important this happens now during the pandemic
so students can get in touch and know how to get in touch. Also social media
accounts would be useful when putting out statements and other
useful/important information.
- HC noted that NUS has reduced liberation be a volunteer officer role, so it is
important to keep liberation out there.
- Discussion on profiles, articles on the website and personal connection.
- KS discussed the issues of being present at London due to broad student cohorts
and that they do not who KS is and how to get in touch.
- AW thought a page, rather than a profile, would be better so all information can
be shared in one place.
- AG outlined differences and possible benefits of profile and group options.
- CW asked a question on student data and how students would remove
themselves. Noted that students would likely remove themselves.
- Discussion took place on profiles and accounts.
- KS raised about personal emails and currently using SCs to communicate with
students. AG noted that emails were set up and would follow this up.
- HC asked everyone to vote on social media profiles. Full agreement.
Action: AG and HC to follow up with Communication team.
Relationship with the MPs
- HC raised that due to the accommodation campaign, Sunderland Central MP Julie
Elliot (JE) contacted the University about the noise made and was unhappy. HC
noted that JE is our representative and we should continue with campaign even if
this causes her some discomfort.
- HC clarified that he it was JE’s PA who was the one who got in touch after a
Facebook post and advised students should contact JE for case by case support.
However, it has transpired that the response was a copy and paste response that
she had written to the Secretary of state for Education.
- HC had sent a second email to JE to follow up about what was agreed and that
to date she had not replied but instead contacted the University.
- SU noted that to say a SU being noisy about an issue which affects vulnerable
people is a bit ridiculous.
- BP asked if JE gave reasons to why she thinks this was too noisy or the approach
was it because it wasn’t good for her. CW understood situation revolved around a
conversation HC had with JE or assistant. CW noted that JE is likely to be
currently under a lot of pressure at the moment, and the Students’ Union and
student accommodation is not one of her pressing priorities and continuing to
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bang a drum is not going to be better received by JE and team. The question on
tone and professionalism was likely perception due to pressure of pandemic and
the reality is different. Continue with the campaign and pushing on the student
issue.
- BP suggested that CW could be on the phone in a future call. CW agreed she
could be there to support conversation.
- HC raised this in case any other Executive Committee member wants to raise
something with JE or other MPs.
Accommodation Update
- HC noted that there had not been a big success with private landlords but the
campaign had been successful in waiving term 3 fees for those who left Uni and
Forge accommodation.
- HC updated the committee that the VC has disagreed to provide fee waiver or
discount to students staying in accommodation as the University is currently
reviewing its' financial position in light of unforeseen financial commitments as a
result of the COVID-19 situation. However the petition is still live and would be
pushed.
- HC has had a chat with Diogo (President Wellbeing elect) about accommodation
issues and the need for better legal rights, and the future policy that which will
mandate the SU to champion better student rights. HC thought this could be
something for future NUS Delegates to push for.
- AW asked a question on accommodation and who has left had their fees waived.
AW was concerned about international students who paid in full and what would
happen - is the University contacting them. HC thought they should get a refund
and if any students who have paid need support in claiming money back should
be passed on to HC to follow up.
- BP raised private accommodation, the current policy on student rights, and asked
a question on the housing fair and private landlords; What is going to happen
with the Fair and we need to distinguish between student accommodation and
private accommodation. HC noted that the Housing Fair is run by the Union,
therefore it is SU decision what happens. Housing fair doesn’t generate huge
income. Hackett sponsored the fair after the first accommodation policy was
passed which was brought forward due to Hackett and issues with their
accommodation so there was a little conflict of interest.
- HC clarified that there would be 2 policies on accommodation. The first mandates
for MOOT, and for the President Wellbeing to meet with Council staff to improve
quality of accommodation within Sunderland. The Housing Fair is part of this and
landlords who are deemed to be high quality should be allowed to attend. The
second new policy will be a mandate on national movement with other SUs and
NUS to improve student protection in the law.
- BP raised that the first policy didn’t do anything to distinguish bad landlords from
the good ones and legally not possible for the SU. HC replied that MOOT was
introduced to do this as students can and the policy states for the SU to publicise
MOOT so reviews can be seen. Discussion took place on how we should
champion student rights and what the new policy will do.
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Future KPIs for incoming Sabs
- HC raised that Union Council should set strategic direction in the last meeting
according to the articles with decisions on KPIs based on students’ needs and
things which will improve their experience.
- BP noted that it takes 6 months for a President to get all the information and
contacts they need so they may face difficult. BP asked if support will this be
included in the KPIs? HC noted that it is a responsibility of CW and AG to support
officers as key contacts for Presidents.
- HC suggested that each President should come with 2 different things based on
what has happened in the student movement and raise these at UC for decision
making.
- BP asked what we have may be different to others. HC replied that it would be
for UC to decide. Discussion took place on role of Presidents and powers and
issues of mandates.
- HK raised concerns about KPIs and enforcing of fixed pieces of work. HC noted
the importance of speaking to President elects about work.
- Discussion took place on bringing Presidents together and handover, and how
Presidents can do the role properly and support mechanisms to support
Presidents. Also discussed were issues of KPIs under COVID-19 social distancing.
- Further discussion took place on issues for students outside of manifesto points
and how these would be decided and worked on.
Action: Presidents to bring 2 ideas to the next Executive Committee and to be
raised for discussion and voting at the next Union Council.
7. Any other business; - AW raised the issue of laptop access for international students who would have
used the library, or their laptop is old. BP & HC stated that students should speak
to their programme leader and this will be discussed with students on a case by
case basis to see how they can be supported.
- LN asked if students are being asked about individual requirements and are
programme leaders being clear to students on asking for support? HC to raise
this at Teaching Contingency Group. AG suggested students applying for the
Emergency hardship fund for equipment.
- KS asked if there was any updates on graduations. HC stated that they are
postponed and not cancelled (SU will keep this on the radar).
- KS raised that students at London were struggling with disabilities or require
certain resources and therefore cannot complete their work and asked what sort
of advice can she provide. AG stated that the Emergency Regulations support
students and this will ensure no student is disadvantaged,
- AG noted that SU, AW and LN are registered as delegates for the Liberation
Conference.
- HC shared information about an opportunity for a student (who is part of the
Executive Committee) to sit on the national QAA board. Anyone who wants the
link to apply send a DM to HC or it can be posted on the group.
Date and time of next meeting: to be within next 2 weeks.
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SUSTAINABIITY COMMITTEE MINUTES
Tuesday 5 May 2020, 4pm
Zoom
Present: Helder Costa (President Wellbeing), Graeme Jobes, Diogo Quintas
In Attendance: Adam Gawne (Policy and Campaigns Senior Officer)
8. Counting of quorum; No quorum applied for the meeting
9. Apologies for absence; None received
10. Declaration of interests; None
11. Minutes of previous meeting; None
12. Matters arising from the minutes; No matters arising.
13. Ordinary business; The group discussed sections of the terms of reference for the committee and how this
would be actioned the following academic year.
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2. Key messages framed around UN Sustainability Goals
- The committee will focus on 4 goals for the coming academic year: o Reasonable production and consumption o Clean energy o Good health and wellbeing o Sustainable cities and communities
3. Creation of a resource hub
- Over the next 2 years, the committee will collate and produce information to appear on
the SU website as a hub of information. This will follow best practice and style similar to
those on other SU webpages.
- Links will be added to local community social media pages bringing students and
community together (meeting Your Place strategy).
- Other information available will be on sustainable placement and career advice to
enable students to think about
5. Plan for the next academic year
- A main focus will be on how sustainability can be embedded in the curriculum or
delivered by an additional class (with credits).
- A mapping exercise will be undertaken to understand where sustainability is being
taught and areas of good practice.
14. Any other business; - DG noted ideas around water bottles, building certification, sensor water taps and LED
lighting. It was suggested that these should be tackled when in the role of President
Wellbeing.
- Additional action discussed included info for postgraduates (guide or booklet), signage
for free water on campus and for the reduction of single use water bottles on campus.
15. Date and time of the next meeting; Tuesday 19 May 2020 (time to be arranged)
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Make it Happen Ideas
Idea Description Progress to date
20
18
/1
9
Smoking Shelters
Start date: 12 February 2019
End date: 12 March 2019
Number of likes: 23
I would like to bring to everyone attention that smokers don't have
any shelter whist smoking during the rain, wind, snow and any other
horrid weather and propose that even with the university being a
non-smoking area, we should have some kind of smoking facility not
only for smokers but also for those that don't smoke.
I think this would benefit everyone smokers and non-smokers as
there is no real boundaries to stop smokers from smoking on
university grounds as its been seen many times and majority don't
abide by the rules of the no smoking on university grounds.
We changed it - update
The University is in the final
stages of smoking shelters
being introduced.
2
01
9/2
0
Car Parking at the Bridges
Start date: 2 October 2019
End date: 1 November 2019
Number of likes: 57
Create a deal with the Bridges/Debenhams car park to allow
students to use their University car parking permits within
the Bridges car park for a reduced cost. As many are aware
City Campus car park is often full by 9am. Many of us are already
forced to park within the town centre, at great expense. Often this is
unaffordable. Some of us travel to university from areas where
public transport is not an option. During weekdays the Bridges car
parks upper floors are often left empty whilst city campus is full.
We are working on it
Car parking is a huge issue
which affects students attending
University. Your SU will consult
with the University’s Estates
team to discuss car parking on
campus and what solutions can
be achived in the short term
and what other long term
solutions can be found. This
may include partnerships with
the Bridges or Council.
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Pricing
Start date: 15 October 2019
End date: 14 November 2019
Number of likes: 48
My idea would be to reduce the pricing within the University’s cafes
and restaurants as within one year the price of a bottle of pop has
rose by 20p. Furthermore, when I spoke to different members of
staff who worked within the cafe they also believed that the pricing
was very high. I just feel something needs to happen about this as
many of the students within my course have already started to bring
in their own food, drink and snacks due to the pricing, but I believe
it would be beneficial to the university to have that money coming
into the university as it could be used to improve our environment.
We are working on it
The SU held a Special Union
Council to discuss the issue of
pricing with Elior. Discussions
with President Activities will take
place to discuss concerns.
Gateway Help Desk
Counter for Students with
disabilities
Start date: 17 October 2019
End date: 18 November 2019
Number of likes: 12
Students with disabilities have to stand in the queue at Gateway
helpdesk, which in busy times can take a considerable time.
Sometimes those students can better explain their problem or can
better understand the information in a less crowded or less over-
hearing or less noisy environment.
My idea is that there should be a separate queue-line and/or
additional/separate desk/room for those students, preferably with
accessibility to chairs.
We are working on it
This idea will be taken to the
next SU Executive Committee
for the Presidents and Part Time
Officers to discuss how we can
make this happen. Your SU
recognises the importance of
ensuring there is appropriate
accessibility on campus and will
consult with the University’s
Estates team.
Spark should be playing
across all campus
End date: 24 February
Number of likes: 50
The University of Sunderland pay thousands of pounds a year for a full time community radio station that is 99% run by students, yet no buildings on campus except the Media Centre (where we're based) play Spark and only seem to play the big national radio stations. Spark should be playing more often across more of the campus.
Speakers should be added to the foyer of buildings and around cafe areas so when students are socialising they have music on in the
We are working on it
Many areas of the University are
now playing Spark FM including
the Gateway and City Space.
Other spaces are not controlled
by the University or have the
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background to listen to rather then other people talking. This would make that area accessible to Spark as you have potentially new students who do not venture to the Media Hub and also makes that area more welcoming to students and lectures alike.
same system which is causing
complications to push Spark
across all buildings.
Rethink the Extension
Policy
End date: 25 February
Number of likes: 28
Our Extension Policy is one of the harshest in the sector. A 72hrs extension is not enough for students to get around their work and still manage their commitments. Interestingly, students who have received an extension most of the times still don't reach the necessary to get an outstanding academic paper. We are asking our University to abolish the current Extension Regulations and replace it for the following:
• Regular Extension: an extension of up to a week, approved by the lecture on an individual basis that has no impact on the overall grade of the assessment. This aims to support students who, for some reason, have been unable to finalise their course work and only need some extra time. Since this is something that is done by the lectures on an individual basis, students who are known to have a lack of engagement with the course will still not beneficiate for this;
• Late Submission: create a way in which students can submit their work up to 72 hrs after the deadline. This can be unapproved by the lecture but will have an impact on the grade. This is common practice in Cumbria and Durham Universities, and our institution needs to catch up with the sector.
• Self-certification Illness: GPs are more, and more, stretched these days and, commonly, people are dismissed and unable to see a GP, and therefore get the paperwork necessary to fill an Extenuating Circumstance. A Sefl-
We are working on it
President Well-being is involved
in discussions with the
University’s Academic Registrar
to look at regulations to ensure
they meet students’ needs. A
set of regulation proposals will
be open to student consultation.
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Certification policy would allow students to self-certify minor illnesses and avoid the fear o missing deadlines.
We all know that students lives are busier and more demanding and small extensions can make it easier for students to juggle the dynamics of their personal lives. This is not aimed to beneficiate any student over the other, however, we need to understand that 40% of our student body is mature, they are parents, they are careers...they are workers. We need a more flexible University who helps us reaching the very best version of us!
A Healthy Relationships
Campaign; Focus on Green
Flags
End date: 9 March
Number of likes: 21
As an Ask Me Ambassdor for Womens Aid I am often informed and
reminded of the 'red flags'; coercive control, psychology and
physical abuse. As a psychology student, I am aware of the way in
which such experiences can be deterimental to an individuals well-
being, and as a Well-Being champion I began to consider what could
be done to raise awareness about such complex issues, but by
taking it from a more positive perspective. This is why I would like
to use tools provided by Womens Aid such as the Equality Wheel, to
inspire and inform a campaign throughout the university that
focuses on the Green Flags. Green Flags will be found in acts of
kindness, mutual respect for each other, learning how to put healthy
boundaries in place and also understanding the importance of
respecting other people's boundaries. Green Flags, implementing
them and identifying them can be applied to all relationships;
romantic, friendships, peer and familial. It is hoped that such a
policy will aid students in understanding how to better look after
themselves and each other.
We are working on it
The President Wellbeing,
Wellbeing Senior Officer,
Campaigns Senior Officer met
with the students are
progressing with actions.
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Change to Bye Law 501 in accordance with Wellbeing Representation
Policy
501 The membership shall be the following, subject to the proviso that no Member
shall hold more than one seat on Union Council at any one time.
• The Sabbatical Trustees;
• The Part Time Officers (appointed in accordance with the Bye-Laws);
• At least ten (10) student members who hold academic representative
positions, as notified to the Union in writing from time to time by the
University. There shall be a maximum of three (3) members from any one
course;
• The Chairs, or other representative, of any Union Council sub committees as
determined by the Union Council from time to time;
• Up to five (5) members of Societies elected in accordance with a procedure
set by Union Council from time to time.
• Up to five (5) members of Sports elected in accordance with a procedure set
by Union Council from time to time.
• Up to five (5) members who hold wellbeing representative roles elected in
accordance with a procedure set by Union Council from time to time.
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Policy Heading: Accommodation Action Campaign
Date Proposed: 21 May 2020
Authority: Union Council
This Council Notes (Facts):
• Student renters are different from other private renters since the need to rent is
exclusively related to access to a service external to the accommodation provider.
• In 2018/19, student rent accounted for 73% of the maximum maintenance loan
amount available with fewer than half of students receive the full loan amount (EU
and International students do not receive any state/Government funding). Average
rent in the North East in 2018/19 was £141 per week and the average contract total
(outside of London) was £5928.
• The University is reducing its own accommodation provision which will result in more
students looking to private companies for accommodation which have higher rents and
stricter contracts.
This Council Believes (Opinions):
• Student renters are not the same as other renters in the private rental sector and
should be provided with particular rights which support them during crisis, including
pandemics and national emergencies, and when they can no longer remain as a
student.
• Many landlords and accommodation providers in Sunderland do not understand how
students are funded and believe that all students are eligible to student funding and
the amount will receive enough to cover rent and all other living expenses.
• Rent for student accommodation has significantly increased above inflation to a level
which requires most students to supplement income with part time work.
This Council Resolves (Actions to take & by whom):
• The President: Wellbeing should campaign and lobby on a national level on student
accommodation issues, focussing on (but not limited to) student renter contracts and
rights to cancel, increased rights against PBSAs companies and letting agencies acting
on be individual landlords.
• Sunderland NUS Delegates should champion the Housing Crisis at a national level
through policies and conversations with NUS Presidents.
• The Students’ Union and University should in partnership set and adopt a code of
practice for individual landlords, student accommodation agencies and management
companies of PBSAs who want to enter a partnership with either.
• The President: Wellbeing should be included in discussions for any future
accommodation partnerships that the University makes to replace accommodation
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provision (such as U-Student The Forge) to ensure the code of practice is being
adhered to.
• A new committee under Union Council should be created to oversee and deliver
accommodation campaigning and develop resources to help students in both
University and private accommodation.
Proposed by
Helder Costa
President: Wellbeing 2019-20
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Democracy Development Proposal Contents Introduction ......................................................................................................................................... 23
Student Ideas & Policies .................................................................................................................... 24
Student Ideas .................................................................................................................................. 24
Policy Development and Approval ................................................................................................ 24
Policy Handbook ......................................................................................................................... 25
Union Council Development .............................................................................................................. 25
Hybrid Union Council ...................................................................................................................... 25
Improving Union Council Effectiveness ....................................................................................... 26
Part-Time Officers Restructure ......................................................................................................... 26
Role Remits and Responsibilities of the New Officers ............................................................... 28
Mature Student Officer .............................................................................................................. 28
BAME (Black, Asian, Minority and Ethnic) Student Officer ................................................... 28
Women Officer ............................................................................................................................ 28
Disability Student Officer ........................................................................................................... 28
Part-Time Officer Training, Mentoring and Promotion .............................................................. 28
Extending Democracy to London ..................................................................................................... 29
Digital Democracy ........................................................................................................................... 29
London Officer and Staff Presence .............................................................................................. 29
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Introduction
Sunderland Students' Union is a member led organisation, by students for
students, to ensure that students at the University have an experience valuable for
life.
Our Vision is: “Your University experience provides you with opportunities to
grow, develop and achieve, throughout your life. These academic, social and civic
experiences are valuable: to you, alumni, employers, and society more broadly. They
encourage more equal access to jobs, and to roles in civil society. You are central to,
and an active participant in, your University experience.”
Our Mission: “Make your university experience valuable to you, for life.”
Sunderland Students’ Union Values are:
• Innovation and energy
• Fairness and equality
• Empowerment and accountability
Student democracy and decision making is important to the work of Students’
Unions. Sunderland Students’ Union engages with students through a variety of
mechanisms; Presidents, Union Council, Make it Happen and consultation with student
groups. This is to ensure that actions for members are meaningful and that the Union
effectively represents them. Engagement in certain democratic structures has not
been as high or effective due to students disengaging from overly formal mechanisms
and which require attendance in person (e.g. forums). As a result, this has contributed
to a decrease in the quality of Sunderland’s student movement.
The proposal aims to restructure and revitalize the democratic structures and roles
within the organisation, consulting the wider student-body and using best practice
within the sector. This project will be led by Sunderland Students' Union Executive
Committee and Chief Executive Officer and will be supervised by both the Union
Council and Board of Trustees.
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Student Ideas & Policies Student Ideas
All student ideas are currently submitted to Make it Happen (soon to be re-
branded Your Ideas) and must reach a threshold of 20 ‘likes’ for the idea to be actioned
or followed up. Ideas are reported to students at Union Council, however no formal
assignment or accountability mechanism exists at present to ensure that ideas are
completed or considered for policy development. It is proposed that ideas become the
responsibility of the Executive Committee and that action is assigned accordingly
which will be monitored by Union Council via President Accountability reports or
through policies.
Policy Development and Approval
A Policy is a document “governing the Union and can be created by Executive
Committee, Union Council, the Board of Trustees, General Meetings or a Referendum
save that it may be vetoed by the Board of Trustees.”
Currently policies are discussed and approved at Union Council after being proposed
by students through “Make it Happen”. Since the only threshold required to enable
further discussion is 20 likes, the space for student consultation before Union Council
is quite limited. Recently, the National Union of Students (NUS) as part of their
movement to digital engagement, released national policies online for Conference
delegates to view and create amendments before final policies were released. This
allowed for meaningful dialogue and decision making with the wider student body.
Consequently, it was felt that in order for policies to be more influential and have the
input of more students the following changes were required:
1. Every idea, from any member, can be proposed for consideration though “Make
it Happen”. The idea has 21 days to reach 2 thresholds:
1.1 20 likes (will be considered by the Executive Committee)
1.2 35 likes (will be actioned by the Executive Committee)
2. All ideas will be reviewed by the Executive Committee. Any idea with 35 or
more likes, needs to be actioned. Any idea with between 20 and 34 likes can
be reviewed and vetted by two thirds of the Committee, ensuring that a
rationale is provided. Any idea which does not meet the threshold, at the
discretion of the Executive Committee, will be allowed additional time to reach
the threshold.
3. Any idea that reaches the Executive Committee can go through one of two
routes:
3.1. actioned for the Union to act on
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3.2. developed into a draft policy alongside the investigator of the “request” to
be considered by students.
4. Any draft Policy will stay open for a period of 7 days in which students can
propose amendments before it goes to Union Council for approval.
5. Every Policy, approved or not, must be published on the website and be added
to the Policy Book so that members and community can see how the Union
operates and what is its stance on different matters.
Policy Handbook
Since policies occupy such a relevant role in the Union's direction and
performance it is only fair that members can access them and that the full Executive
Committee is trained with their direction in mind. To do so, it is proposed that there
is a creation of a Policy Handbook webpage. This webpage should include an
introduction from the Chair of Union Council, information on what policies are and how
they are created, what Sunderland SU’s active policies are but also what policies have
lapsed or failed. Students will be encouraged to write and submit policies of their own
for Union Council to debate and decide on.
Union Council Development
Hybrid Union Council Our research shows that students have limited time on campus and as a resultwe are
proposing that Union Council is held in a hybrid form: available for both physical and
Policies
Draft policy is available for 7 days on SU website for review and adjustments
Policy is sent straight to Union Council for final discussion and decision making
Executive Commitee decisions
Idea assigned to a President or staff member for action (monitored by Council)
Idea developed into a draft policy for scrutiny and decision making
Ideas submitted by members - 21 days to reach thresholds
20 'likes'
considered by Executive Committee
35 'likes'
actioned by Executive Committee
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digital attendance. This allows students to attend in person as well as from home and
the London Campus, creating a wider platform for accountability and engagement.
Improving Union Council Effectiveness
Due to the importance of Union Council in the accountability and general
democracy of the Union, we proposed that training is held twice a year. In addition to
the general democracy training this should also include:
• Powers and responsibilities of student-members
• Good accountability and feedback practices
• Personal and Professional Development at Union Council
Part-Time Officers Restructure The following is a proposal for student consultation, and to be ratified by Union
Council and Board of Trustees.
The Part-Time Officers have been and continue to be an important part of the
Executive Committee, with responsibility for representing defined student groups
within their portfolio. Part Time Officer roles exist to identify areas of concerns and to
create campaigns for change or raising awareness. However, for several years,
engagement with the Union by Part Time Officers has been limited, some Officers
have typically disengaged from the role quickly or other have found the responsibility
to be too wide to engage with students on important issues. Since the roles were
created and last reviewed, there has been developments at the University which has
classified the student body into intersectional groups who require greater
representation. In 2019, the University submitted a new Access and Participation Plan
to the Office for Students. Within the Plan, the following 4 intersectional groups were
identified:
• Key Intersection Group 1: Mature, BAME, Male, IMD1-2, London (UoSiL)
• Key Intersection Group 2: Young, White, Female, Sunderland campus
• Key Intersection Group 3: BAME, Disabled
• Key Intersection Group 4: Young, White, POLAR1-2, IMD1-2, Sunderland
campus
The University must now work to support each intersectional group’s attainment,
continuation, and progression. Current Part Time Officers represent part of the groups
defined by the University, with other liberation groups missing from Part Time Officer
representation. It is crucial that Part Time Officer roles are restructured with changes
to number, titles, and portfolios to better represent key intersectional groups. New
roles will also better align to other part time officer roles at local and national Students’
Unions. Additionally, NUS liberation has changed with no paid roles as part of the
national committee and now instead voluntary. It is extremely important that liberation
is appropriately addressed at local level to support national level liberation.
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Key
* amended role from current structure
N new role
Current Structure
Chair of Union Council
LGBT+ Officer
International Students Officer
Equality & Diversity Officer
Mature & Postgraduate
Students Officer
London Campus Officer
Proposed Structure
Chair of Union Council
LGBT+ Officer
International Student Officer
Mature Student Officer*
BAME Student OfficerN
Disability OfficerN
Womens OfficerN
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Role Remits and Responsibilities of the New Officers
Mature Student Officer
To represent all mature students and address their specific needs. This Officer will
have a specific focus on returning to University, parenthood, professionalism, age gap
and feeling of belonging. The role will champion mature-student specific policy and
campaigns in the Union and the University to ensure that this student group have a
voice.
BAME (Black, Asian, Minority and Ethnic) Student Officer
To represent all Black, Asian, Minority and Ethnic students across the University and
make sure that these students are fairly heard, and any issues or concerns are raised
with the University. The role will also make sure that policies and procedures at the
University are in place to support these students' specific characteristics and that
BAME students have the mechanisms to achieve their best results and that attainment
gap issues are addressed.
Women Officer
To represent all women on campus and be responsible for championing gender
equality within and outside the University. The role will be responsible for raising
awareness and running campaigns addressing the gender pay-gap and women in
STEM.
Disability Student Officer
To represent all students with visible and invisible disabilities within the University.
The role will be responsible for championing the needs of students with disabilities,
improve disability awareness within the Community and be the lead voice on
accessibility on campus.
Part-Time Officer Training, Mentoring and Promotion
To empower Part-Time Officers to achieve their goals, and to become a highly
effective, new Part Time Officers from 2020/21 will be mentored by Full-Time Officers,
according to their manifestos and priorities. A staff member will also be assigned to
further mentor the Part Time Officer to develop key skills. The Chair of Union Council
will be the only Officer that will exclusively be matched with the CEO to further support
development of Union democracy.
Part-Time Officers will be allocated a campaigns budget to support the development
of campus and digital activity.
Promotion of Part Time Officers will match that of Presidents to highlight and increase
visibility of the full Executive Committee. This will ensure that students are aware of
the Officers who represent them and that each Officer will be able to develop a strong
support network. Each Part Time Officer will create their own committee, to bring
together members to engage in important issues, create campaigns and be held
P a g e | 29
accountable. This will ensure they can effectively represent their groups while running
successful campaigns.
Extending Democracy to London With a student population of roughly 4000 students, the University of Sunderland in
London (UoSiL) is disproportionally unrepresented by the Students Union. Currently,
UoSiL lacks a strong independent representation network (Officer and other student
representatives) able to provide the same value and experience comparable to that in
Sunderland. Below is a series of recommendations, to be developed over the next 3
years, that should extend student leadership, representation, and democracy to UoSiL.
Digital Democracy
To start to develop student representation in the UoSiL, we will be using digital
platforms. Student representatives will have regular catchups with the Presidents and
Liberation Officers, and Union Council will be advertised. Additionally, the full
Executive Committee should have the opportunity to visit the London Campus to
improve its visibility.
London Officer and Staff Presence
Within the next 3 to 5 years, Sunderland Students' Union should aim to
establish a regular, London focused, Students' Union presence. This presence should
have a London Full Time Officer role, as well as a staff member to coordinate the
student representatives and other student activities at UoSiL. This presence will act
similarly to an FE Students' Union and report to the Chief Executive Officer.
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Policy Motion: Democracy Development & Part Time Officer Restructure
Date Proposed: 21 May 2020
Authority: Union Council
Union Council is asked to endorse the developments outlined within the sections
‘Student Ideas and Policies’ and ‘Union Council Development’ in the Democracy
Development Paper as mechanisms to increase democratic engagement, to come in
to affect September 2020. Further, Union Council is asked to endorse that part time
officer roles are restructured by the recommendations outlined within the section ‘Part
Time Officer Restructure’ over the academic year 2020/21, with final decision on roles
agreed by student referendum.
Proposed by
Helder Costa
President: Wellbeing 2019-20
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ACCOUNTABILITY OF OFFICERS
511 The Union Council is responsible for political and representative accountability of
officers. It shall set rules to do this at the last meeting of the academic year to come
into effect before the first meeting of the next academic year. Sabbatical Officers or
Sabbatical Officers elect will not vote in setting this method or count as quorum for
doing so.
512 These rules must include the following:
a. A mechanism for consultation online as part of the process.
Achieved by: Make it Happen, policy consultation and digital Union Council
meetings.
b. A mechanism for prioritising political and representative work.
Achieved by: Annual KPIs set for Presidents by Union Council.
c. A mechanism for officers to feedback their annual plan and progress against this
and any policy set by Union Council.
Achieved by: President and Part Time Officer reports with RAG updates and
information.
d. A mechanism for approving and rejecting an officer’s report.
513 If Union Council fails to set such rules, the rules set by the previous Union
Council will continue to apply until replaced.