SU-Steward_2011

Students’ Union

Stewards

Positively effecting the life of every student

Stewards information 2

Venue Induction

& Orientation

Module 1

This document is intended to give you a very brief overview of some of the main areas in which the Stewards work, and outline some very basic aspects of the role. It is not intended to be a definitive job description of policy.

The stewards’ roles and responsibilities span over a wide area and a number of different venues, including Top Bar, SU Bar, Mondo, Level 2, and SubZero. The till area is known as “The Hub”. This is the area where ticket sales, wrist stamping and signing in for Subzero and Level 2 customers takes place. Also, as is the case for all till areas, the number of people entering and exiting the venue is accurately monitored by stewards. In addition, this is the point where all advertising flyers are handed out mainly at the end of each event.

It is the stewards job to be the eyes and ears for security, should you see anyone behaving inappropriately you should radio for security immediately. DO NOT INTERVENE IF CUSTOMERS ARE VIOLENT. You will be required to monitor the correct use of fire exits ensuring customers do not enter or leave via them except in emergencies. In the event of an emergency it is your job to ensure all customers can evacuate the venue with ease, opening all exits, (this is the one time we allow customers to leave with drinks). Stewards must ensure that all fire exits and exit routes are unobstructed by either items or people at all times and this should be checked at the start of your shift before the venue opens.

Steward roles• Tills - Selling tickets, stamping customers for entry and monitoring venue capacity.• Cloakroom - Taking and returning customers coats and ensuring they don’t get lost or returned to the wrong person. We charge £1 per item and ask for the customers initials which we put on a raffle ticket that is attached to their coat and they also receive a ticket with the same number.• Exits - Ensuring customers do not come in or leave through fire exits (unless during evacuation)• UV - Ensuring only people with valid stamps are granted entry to the venue.

SubzeroFire Exits• ALPHA - Is at the bottom of the stairs into Subzero (Opposite the Subzero cloakroom)• BRAVO - This is the main entrance to the Venue next to the lift. • CHARLIE - This is the exit next to the left side of the stage and is used as a smoking area.• DELTA - This is the exit on the right side of the stage.• ECHO - This is the exit in the corner by bar 2.• FOXTROT - This is the exit by the toilets.

Level 2 and MondoThe door for Level 2 is also situated next to the Hub area. Just outside the Level 2 door you can find the “stewards’ booth” in which the till for Level 2 is set up, however most of the time the tills in the hub are used. The stewards’ booth is also the area where most of the equipment used by the stewards’ is kept (apart from the radios and flyers which are kept in the Level 2 office). There are two main fire exits in Level 2, one located outside the toilets and the other next to the dance floor area close to the DJ booth. The latter fire exit is usually staffed by a steward. Opposite the DJ booth of Level 2 one can see another fire exit connecting Level 2 and Mondo. This is usually closed, and locked, but opens automatically in the event of a fire alarm, to allow people to move safely from one venue to another to leave via the most appropriate fire exit.

The Main door of Mondo can be seen from square 3 and is located close to the information desk towards the LTB. The Mondo till is situated just below the Mondo stairs. In this area a till setup similar to the SZ entrance is usually used for ticket selling, stamping, and customer entry monitoring. Upon entering Mondo, there is an entrance area just to your right, and small corridor, this is where the Mondo toilets are located. At the end of the corridor there is the Manager’s Office and Fire Exit to the outside. If you come in from the main Mondo entrance, Just inside one can immediately observe a fire exit leading to the Mondo/Level 2 cloakroom. Towards the back of Mondo in the dance floor area is the main Mondo fire exit. A steward is also responsible for covering this fire exit.

SU Bar & Pool RoomThe entrance to the SU Bar is situated at the South-East corner of square 3. A steward is responsible for covering this entrance at certain hours each day. His main responsibilities include checking customers’ registration cards, ID’s for guests signing in, and prevention of glass loss. The steward here should also ensure that the fire exits next to the SU Bar entrance are not obstructed. The main SU Bar Toilets are located just inside the entrance doors off square 3 and on the left hand side. Beyond the Toilets is the SU Bar Pool Room

Top BarFrom time to time stewards carry out similar duties in Top Bar. The entrance of the latter is located in the north side of square 4.


Radio Training

Module 2

During a shift a steward may be required to use a radio. Apart from stewards all security staff will also be carrying radios and it is useful to remember that radio use is primarily for security to communicate. Therefore radio usage should be kept to an absolute minimum. A radio should always be checked if working properly by transmitting a RADIO CHECK upon receipt of the radio (channel 1 is always used). Should the battery be low, a distinctive and frequent beeping sound will result. Transmission is done by keeping the transmit button pressed and clearly and slowly speaking in the radio’s microphone. Release the button to hear the response. Reasons to use radio communications include:

A reporting of incidents to security staff

B important customer service issues

These follow a general pattern in most cases especially for customer service issues. First the user must identify themselves and then clearly state the name of the person they want to call, for example if Kev wants to communicate with Jay on the radio he would first transmit “KEV TO JAY” and then wait for a response such as “JAY RECEIVING”. Afterwards the communication should take place. Once the communication is over an ending word or phrase such as “OK RECEIVED” or “ROGER” should be used. Again any communication should be brief and to the point.

Nevertheless several rules apply for reporting incidents, which are mainly communicated using a set of fixed codes depending on the severity and nature of the incident. These are shown below:

Violent IncidentA violent incident that requires the intervention of the security team should be reported as a “CODE RED” incident. The radio user reporting it should transmit CODE RED, CODE RED <LOCATION>. For example if there is large fight involving 10 people next to fire exit DELTA the person reporting it should transmit CODE RED, CODE RED, DELTA FIRE EXIT.

AssistanceIf you need assistance as you feel that something may be about to happen or you just need one member of security is a CODE GREEN and is called the same way as a code red.

GeneralSometimes you will need to get hold of someone for something that isn’t an incident, and that doesn’t require a CODE RED OR GREEN then a steward can call for a member of security, management or a team leader using a phrase preceded by NO PROBLEM NO PROBLEM, such as NO PROBLEM NO PROBLEM SECURITY MEMBER TO <LOCATION>.

Medical attention requiredIn case of an injured customer that requires first aid care, the medics can be called to the point by transmitting MEDICS MEDIC MEDICS <LOCATION>. For example to call the medics at the SU bar entrance a steward should transmit MEDICS MEDICS MEDICS SU BAR ENTRANCE.

Fire incidentIf there is a need to report a fire then the code is MR SANDS TO <LOCATION>, MR SANDS TO <LOCATION>. For example in case of a fire in Top Bar a steward should transmit MR SANDS TO TOP BAR, MR SANDS TO TOP BAR.

When security staff are using the radio for any of the above purposes, radio silence should be maintained by stewards if possible in order for the former to communicate and resolve the situation effectively.

It is most important to bear in mind to speak clearly and slowly in any given situation. Also be aware that if you are standing near the dance floor area or near the speaker systems the signal may be distorted and you may not be heard. Move away to a quiet location to broadcast your message and return to your post if this is the case.


Preparing The

Venue For Trading

Module 3

Before any of our venues open for trading it is good practice to ask the Duty Manager / Team Leader if there is anything extra that needs to be done. You are of course expected to turn up 5 minutes before your shift starts.

If flyers need handing out please ask your team leader where these are situated if they are not in the stewards’ booth or cloakroom, and think about the crowd you are flyering to, for example there is no point flyering a rock/alternative crowd with an Urban/R n B flyer, or vice versa, but a comedy/hypnotist flyer may appeal to everyone.

It is also good practice to look out for rubbish on the floors inside and at the entrances to the venues’ and in the hub, this may include receipts from day time trading, odd bits of food, cans, bottles or plastic glasses from the night before. It makes all the difference to the perception of the venue at a start of the night.

If you believe the venue is too hot or cold, or if a Health and Safety issue is identified i.e. stray leads or cables, unsafe sockets, furniture etc, now is the time to flag this up to a team leader or Duty Manager. Above all be pro-active and ask your Team if any assistance is required above your normal role, chairs and tables often need to be moved out of the venue for example.

It is also good practice; even though it is the Manager’s responsibility, to make yourself familiar where the fire extinguishers are positioned, if the fire chains have been removed off the exits, or if there are any obstructions on fire exits and disabled access routes. This normally would already have been done by the Duty Manager or security, but any double checking procedure shows due diligence. Care and attention to detail is paramount.


Accident

Procedures First Aid

Module 4

Any accident should be treated individually, if medical attention is required please radio either Medics or Security in the first instance, if you cannot raise them go to the Information centre and ask for assistance. If an ambulance is required this should be called for by campus security. Minor accidents do not generally require this but the degree of medical attention should be assessed by someone trained in first aid. The manager should be made aware as soon as safely possible after the person is being seen to and is often the first aider if st John’s aren’t on. Please make sure that the injured party is in a safe place or has someone with them, especially if bleeding and intoxicated, or is being sick.

If an accident does occur make sure as many details are logged as possible including the name of the injured, time, date, circumstances, location, who was involved, what treatment was needed ( if any ) and another point to stress if the injured party was in any way intoxicated (The degree of influence alcohol or other drugs may have had in the accident). All these comments are of vital importance, if in the instance we need to refer to previous notes in the event of any claim, litigation or employment matter.

The Accident book is a valuable document that we can use to record accident information as part of our management of health and safety in the workplace. An involved and fully informed workforce is the basis of good health and safety management. Safety representatives are legally entitled to inspect records of accidents that employers have to keep under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR). The Accident Book BI510 is a valuable document that organisations can use to record accident information as part of their management of health and safety.

A tick box is included on each page of the Accident Book asking whether the injured person gives his or her consent to the disclosure of the information contained in that record to safety representatives. Each book is housed in a designated and secure place in compliance with the Data Protection Act (DPA) or confidentiality law. Firstly please familiarise yourself with the Accident book and its location. Each meeting whether Bar staff, Stewards, Crew or security managers must check that each employee is aware of procedures and where to log and report any accidents or even near misses.

It is important to also report near misses, as this may highlight a potential risk or area that needs attention, lights falling out of ceiling enclosures, cables lying in walk ways or anything that appears or looks hazardous should be dealt with there and then if it is safe to do so and reported to the duty manager immediately. It should also be logged as a potential risk in the Accident book. Anything potentially dangerous should be reported immediately to the manager who will make a decision based on each individual situation.

Each Accident book should be kept in the designated area below and should not be removed unless a manager authorises it.

There are 3 departmental accident books which cover Bar Staff, Stewards, Crew and Security Staff. Each accident book is clearly marked and located in the following areas :

• Crew Accident Book – Ents Office • Stewards/Security – Level 2 office• Bar staff – Level 2 office

All accidents and reports will be followed up with an after report to highlight outcomes and any action taken. A record of this will be kept in the Entertainments or Level 2 office depending on what department if falls under.


Over 18’s PolicyUnless specific written instructions have been issued in relation to a particular event (private or conference services event) all of our events and venues are strictly OVER 18’s ONLY.

If you are in any doubt as to the age of someone who is about to gain entry to one of our venues then you should ask to see that persons age ID. The only ID’s we accept as proof of age on entry are as follows:• A Photo Driving License• A Passport

Do not accept any other form of ID to confirm a customer’s age. If you doubt the validity of any document produced to confirm age ID, speak to your Team Leader or the Duty Manager straight away.

At the majority of events, we admit as follows:• University of Essex Students with a NUS/Reg Card, who can also sign in two guests.• Students from other institutions with genuine NUS/University Cards can be admitted, but are not permitted to sign anyone in.• Guests being signed-in in must have an item of photo ID with them, and supply their name and address details which are recorded on our ‘guest signing-in sheets’.

Non-Students & ‘Open’ Events• On occasions a small number of individual non-students with bona fide ID may be admitted at the discretion of management. When this happens you must ensure that their details are recorded on our ‘guest signing-in sheets’.

• The Majority of our events are viewed as entry to ‘students and guests’ only’. However, there are some Saturday night events and our live gigs, we would class as ‘open’ i.e. open to the public in general.

• At any event that we admit a larger number of members of the public/non-students, we would always request photo ID, although on these limited occasions we would not always record name and address details.

• You will always be made aware, by your team leader or Duty manager, of the nature of the event and appropriate entry policy for any event that you work. If in doubt at any time, please ask your team leader or the Duty Manager.

Over 18’s, ID Entry

& Signing-in

Module 5


Each of our venues has a set ’licensed capacity’, this means the maximum number of customers we can allow in the venue at any one time.

• SubZero - 1200 or 1000 when the stage is being used.• Level 2 - 300• Mondo - 250

We use mechanical ‘clickers’ to count people in and count people out during the course of the night. To calculate how many people we have in any venue at any time, you subtract the number on the ‘out’ clicker, from the number on the ‘in’ clicker. This gives the total number of customers in the venue.

For example if the ‘in’ clicker has 200 on it, and the out clicker has 50 on it, the calculation we do tells us that we have 150 customers in the a particular venue. To help us keep track of this, and as a best practice exercise, we need to document these three clicker readings every hour on the hour, in this log book, on the sheets provided. This needs to happen every time we open and trade one of our venues for an entertainment led event. Once we get to a stage where our clickers tell us we are nearing capacity, we should slow down entry to the venue, and constantly check both clickers before we admit people. This helps us to ensure that we never ‘accidentally’ admit more customers than we should into the venue.

The comfort factorSometimes we may decide to admit LESS customers than our actual licensed capacity. This may happen on nights when the particular entertainment going on in the venue lends it self to needing more space for the customers to fully enjoy it. We may also admit less customers on occasions where the weather is bad and people coming into the venue have wet clothing/jackets/umbrellas etc. this is all about making sure that the environment is safe and comfortable.

If at anytime you are dealing with any aspect of entry and/or capacity management of a venue, you feel that the space may be becoming unsafe or uncomfortable for the customers, please let your Team Leader, Security or the Duty Manager know straight away. On these occasions we may decide to limit the number of people in the venue and/or slow down entry to the venue to make sure the space stays safe and comfortable.

Start of the night:1 If you are ‘the stamper’ for the night, check with your Team Leader to ensure you know which stamp is being used and which wrist the stamp is on and also that the stamp works.

During the night:1 If you are ‘the Stamper’ when a person has paid at the till, stamp the underside of their wrist – if using the UV stamp make sure that you keep the ink pad moist and check the stamps occasionally under the UV light,2 If you are ‘The Clicker’ For each person that enters the venue, click one person in on the “in clicker”; for each person that leaves the venue, click one person out on the “out clicker”,3 Taking Drinks out of the venue. At the moment we allow drinks to be taken out of the SU Bar in plastic cups only. No glasses or bottles under any circumstances can be removed from the SU Bar. We do not allow ANY drinks to be taken out of any of the other venues, not even in plastic cups. When you are steward working on the door, it is a requirement that no one takes a drink out of Level 2, Mondo, Subzero and Top Bar.4 Every time someone leaves the venue, you must click them out, when that person returns you must click them in. If people want to re-enter the venue then check their stamp, if they are stamped they come in without paying, if they are not stamped then they must pay.5 The total capacity for Subzero is 1200, this decreases to 1000 if the stage is being used, a dual venue across Level 2 and Mondo is 550. If Mondo is used with the Level 2 dance floor 350. Mondo on its own is 250, and if Level 2 if used on its own it is 300.6 Keep an eye on the number of people in the venue and let the Team Leader know when the clickers indicate that the venue is getting near to its capacity e.g when Level 2 and Mondo are both open with a total capacity of 550, you would inform a Team Leader or Duty Manager when the capacity reaches around 520, if a venue goes “one-in; one-out” then make sure nobody enters until someone has left. If you are on an exit inform your colleges on the entrance when a group of people leave.

End of the night:1 Check that people are not taking drinks out of the venue.2 Hand out the required flyers when people leave.3 Make sure that everyone has left the venue before going to see the team leader at the end of the night.

Door & ‘Clicking’

& Capacity logs

Module 6


Any drugs found whilst either through a random search or found in a venue must be communicated to the duty manager. The duty manager or security must then write a report and put any drugs in a drugs bag with the relevant details on where and when this was found and date of confiscation. This is then put in the drugs safe for safe keeping.

NO DRUGS are to be kept by any staff on their person unless transporting them to a secure place where they are to be placed into a drugs bag then deposited in the drugs safe. The drugs safe is situated in Level 2 above the small cupboard at the end of the level 2 bar. The police will empty and collect at an appropriate time.

Seizure of Illegal Objects/WeaponsAs above any illegal weapons or objects such as knives, scissors, razor blades, coshes must be seized and reported to the duty manager immediately. Any details must be logged on the seizure of illegal weapons sheet. Details such as:

• Date of Seizure• Time of Seizure• Where seized/Produced• Description if item/s seized• Identification• NUS number if applicable

Disposal Of Drugs

& Illegal Weapons

Module 7

With the change in licensing law recently, closing times have altered the time when both staff and customers leave our venues. We have a duty of care towards both these groups and our current trial policy reflects this.

We are committed to providing transport for those who need it and offering advice to those living off campus on how to get home safely. The podia is a safe place to wait and is not exposed to the elements, it is also under the University’s CCTV surveillance.

Internal customers (Students living on campus, quays or nearby)Students are offered a safety bus service all week which will drop a group or individual as close to the front door as possible. This service costs £1.00 and runs hourly from 8.10pm through till 3.10am Mon – Sat, and the Sunday service runs from 7.40pm till 12.40am. Priority is given to those deemed most in need.

The minibus usually goes to :• Wivenhoe• Quays • Greenstead

Staff & Customer

Transport

Module 8


The Students’ Union is committed to developing and providing a policy to include marketing and promotional activity that supports sensible and responsible drinking. This will also meet with the appropriate regulatory and legal requirements.

Responsible drinkingThe Students’ Union does recognise that alcoholic beverages are part of the ‘student experience’ and University life. However, we also recognise that:

• Alcoholic beverages when consumed irresponsibly can create problems for the individual and the University community.• We have a duty of care and responsibility to ensure that we market, promote and retail alcohol responsibly and encourage our customers to do the same.

To this end we have produced the following policy which will operate in all licensed areas. This policy will be included in licensed areas staff training sessions.

Drinks policy• The ABV (Alcohol by Volume) of any one drink will not be altered.• No mixing of liquers/spirits/RTDs (ready to drink) such as red and blue aftershock which gives the perception of irresponsible mixing.• No triple measures.• No drinking accessories.• No reduced price on drinks that could lead to anti-social behaviour, i.e. products high in ABV• We will produce a campaign to promote safe drinking which will include a statement printed on our events tickets, flyers, posters etc.• Free water will be made available in all bars.• Plastic glasses will be used at any event where glass is considered a risk.• No ‘up selling’ by staff of alcoholic drinks.

Staff code of practice• Specific Training will be delivered to all staff as part of their induction on our Corporate Social Responsibility Policy Aims.• All staff will report to Team Leaders or Managers on colleagues who are seen not to be observing policy aims. Retraining or disciplinary action may be the follow up to this.• Any customer seen to be behaving in an antisocial or drunken manner should be reported to a member of security, Team Leader or Duty Manager immediately.• Any staff member can deal with a customer seen to be displaying the above behaviour in line with the appropriate duty of care guideline below. However, if the staff member feels uncomfortable about doing this then assistance must be sought from a higher level e.g. Manager/Assistant Manager etc.

Duty of Care• Specific training and guidance will be given as part of staff induction.• Any customer deemed to be ‘drunk’ or presumed to be under the influence of drugs, will be refused service. Support may be required from a more senior member of staff.• Any requests for drinks highlighted in this report as ‘inappropriate’ will be refused.• Groups of individual’s intent on contravening our Corporate Social Responsibility Policy will be advised as such and asked to stop immediately. This must be carried out by a senior member of staff.• We will advise and give information on tickets and flyers, of the harm alcohol may cause and remind customers of our policy aims.• Anyone found to be overly intoxicated should be asked to leave the venue. In the event that the customer is considered to be unable to get home unaided, then extra steps as to name, where they live and how do they get home, need to be established. If these criteria cannot be met then the person(s) concerned will be escorted to Nightline or, if appropriate, St. Johns Links.

Corporate Social

Responsibility

Module 9


Marketing Code of PracticeNUSSL have produced a Code of Practice for Promotional and Marketing Activity that is consistent with its values and principles. To this end the Company has developed practical guidelines to make clear which marketing and promotional activity is acceptable and which is not. The University of Essex Students’ Union will adopt this policy.

• Compliance with laws and regulations All Licensed Trade marketing activities will be in keeping with both the letter and the spirit of all applicable national laws. The NUSSL marketing department will be responsible for ensuring this.

• Licensed Trade promotional policy The company will ensure that drinks promotions will encourage responsible consumption by those adults who choose to drink and will not support activities which encourage excessive consumption. All promotional activity will comply with the Portman Group policy.

Corporate Social

Responsibility

Module 9


Welcome to the

University of Essex Students’ Union

Congratulations on being the best and welcome to the Students’ Union team. You have been chosen to join one of the most progressive Students’ Unions in the United Kingdom and you have a chance to help us identify how we can improve our services to the student membership and acquire useful skills, knowledge and experience as you develop. We are nationally recognised as a Gold Investor in People organisation, which is achieved through continuous assessment by the awarding body to meet set criteria in relation to how we manage our staff. We have also been assessed through a project known as the Students’ Union Evaluation Initiative (SUEI) which is a quality mark recognition for Students’ Unions nationally, for which we received a Bronze Award. We are about to be reassessed for SUEI, where we will be hoping to gain Gold.

We have written this handbook to help you settle into working with us and to provide reference points, which we hope you will find useful.

Our culture is a special one, valuing people above all other resources and our Student Staff are the most important people in the organisation. We pride ourselves in the development of our staff and hope that you will take advantage of the training available to you during your time with us.

Please make yourself familiar with your Line Manager and team staff members as they will be able to assist you with any queries or questions you may have.

We hope you have a great time working here.

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HazardsWho might be harmed and how?

What are you already doing? Action by who? Done

Slips and trips

Staff, visitors and customers may be injured if they trip over objects or slip on spillages.

Regular doorstaff patrols to check for spillages•Toilet supervisors to check toilet area and complete checklist •every half hourSteward on duty to check and sign d/floor every half hour•Non slip tape to be applied at bottom of all steps and high risk •areasAll stairs have adequate hand rails•All carpets firmly secured•

Premises ManagerVenue ManagerDoor staffStewards

CO2 leak in cellar

Staff in cellarCo2 detection unit in place•All supervisors trained on how to change Co2•

Managers

Violence and threatening behaviour

Staff, door staff, customers risk serious injury if assaulted or caught fighting

Only SIA approved staff employed •Adequate number of security always used , using a 1:100 ratio•Security briefing at start of night with manager and head •doormanStaff trained to spot potential trouble makers•CCTV system in place•Strict capacity limits in place•No glass in venue•Walkie talkie system in place to allow all depts to communicate•Alcohol not served to people obviously under the influence•Risk assessments completed for events and shared with police, •university security and colchester licensing authorityDoorstaff trained in searches•Metal detecting wands used•Entertainment acts briefed not to say anything inflammatory•Final 5 mins of night always used to calm down crowd with •appropriate music

Regency SecurityVenue Manager

Noise

Staff might suffer permanent or temporary hearing damage from long term exposure to loud music.

Noise limiter in place•Regular check of sound systems to ensure proper balance •controlAll staff issued with ear plugs which must be worn at all times•

Risk Assessment

SU Bar

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Risk Assessment

SU Bar

Electricity

Staff and public may suffer serious injury from faulty electrical equipemt or installation

All equipment regularly serviced using endorsed company•Mgmt trained to regularly check for defective plugs, sockets •etc..Fuse cupboard has clear access•

Fire

Staff and public may suffer serious possibly fatal , injuries from smoke, inhalation, burns, structural collapse

Fire risk assessment done in accordance with John Crust •(university fire safety officer)Fire alarm in place monitored by campus security•All staff trained in evacuation procedures•

Falls from Height

Technical crew may suffer possibly fatal injuries when working from height on lighting and screens

All crew receive working from height training•

Manual Handling

Staff may suffer back pain from carrying heavy or awkward objects including kegs, cases of beer, speakers

All relevant staff receive manual handling training•

High temperatures

Staff and public may suffer from dehydra-tion or fainting if is too hot

Adequate ventilation provided•Outside space always available•Free drinking water readily available•



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Slips and trips




CO2 leak in cellar


Managers





Noise



Risk Assessment

Sub Zero

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Risk Assessment

Sub Zero

Electricity



Fire



Falls from Height



Manual Handling



High temperatures





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Slips and trips




CO2 leak in cellar


Managers





Noise



Risk Assessment

Level 2 & Mondo

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Risk Assessment

Level 2 & Mondo

Electricity



Fire



Falls from Height



Manual Handling



High temperatures





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Slips and trips




CO2 leak in cellar


Managers





Noise



Risk Assessment

Top Bar

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Risk Assessment

Top Bar

Electricity



Fire



Falls from Height



Manual Handling



High temperatures






• The chief decision-making body of the Students’ Union is Union Council, which meets three times a term. Union Council is made up from student representatives who hold various positions throughout the Students’ Union and the University. If you are interested in getting involved as a student representative, please email [email protected]. The Students’ Union Constitution is on-line at www.essexstudent.com/main/union/aboutus.

• The elected Executive Committee consists of 5 full-time Sabbatical Officers and 7 Non-Sabbatical Officers. The Executive Committee meet fortnightly during term-time and are accountable to Union Council. These officers are and hold their positions for a period of l2 months unless, in the case of Sabbatical Officers, re-elected for a further term in office.

• The full time Sabbatical Officers, alongside 6 elected students, make up the ‘Trustees’ of the Union. They ensure the Union operating effectively for it’s members and is acting responsibly and legally at all times. We have also recruited 3 external trustees who volunteer their services and expertise.

• The Executive Committee delegate full responsibility for all staffing matters, through the President, to the General Manager. The General Manager (the Senior Staff Member of the Students’ Union) meets with the five Sabbatical Officers and the Personnel & Development Manager fortnightly during term-time to discuss current staff issues at Staffing Sub-Committee. The Students’ Union sub-contract door evening door security work to a professional external company.

• There are a number of Sub-Committees of the Executive Committee e.g. Services Committee; Ents Committee; Staffing.

• Staff/Officer Protocol: Staff must not discuss any aspects of their employment with the Executive Committee members. The Executive Committee are the leaders of the organisation and they employ professional managers to line manage staff. Any problems relating to an Officer of the Students’ Union should be referred to your Line Manager and/or the General Manager.

• Student Staff Forums are held twice a year, in November and February. These are held between 5pm and 6.30pm and the purpose is for you to be given an Up-Date on what is happening throughout the Students’ Union, the University and the national movement. You will also get the opportunity to ask questions to Senior Managers and Officers about any matter relating to your employment.

• Students’ Union Annual Calendar, The Students’ Union is compiling a calendar that will show all the key events and meetings. This will be distributed to your departments and will be available on the SU web site www.essexstudent.com

How your

Student Union is Run


As a registered student, you are automatically a member of the Students’ Union. You are in a unique position to keep us informed of what current students want each year and we need and value your input into every aspect of our unique organisation.

Your Expectations

& Our Expectations

• Contract of Employment

• Student Staff Handbook

• Your Staff ID Card

• Payment on Time

• Correct Pay

• Safe and healthy work conditions

• Other team members arrive on time and do not delay your departure from your shift

• Channels of communication for grievance/disciplinary matters

• Communicate employment matters through the Line Structure

• Protective Clothing or Uniform, if appropriate

• Induction and Customer Service Training and any other relevant training to do the job

• On the job training, resources and support to enable you to perform to a high standard

• Communication and consultation forums to comply with legislation

• Team Meetings

• Appraisal Review Meetings on your performance

• Training opportunities

• Certificates for training attended

• Recognition of your involvement in other Students’ Union activities

• Recognition of your study commitment

• You get to go to the Summer Ball in your final year

• A reference for prospective future employers

• You are treated with respect

• Provision of social activity e.g. Xmas Party – Saturday after end of Term, End of Academic Year Party – Tuesday following the Summer Ball, Freshers Ambassador Thank You – Week 1

Your ExpectationsSome of these have been covered in previous sections but it is worth repeating that you should expect the following from the Students’ Union as a good employer:


• You complete all appropriate paperwork to enable you to get paid. Please ensure we have the correct and up-dated information.

• You keep us informed of any changes to your personal details e.g. change of address, bank account etc..

• You raise any issues relating to your employment through the appropriate Line Structure and abide by the Staff/Officer Protocol rules

• You arrive early enough for work to start at the time agreed and clock in, if appropriate.

• You attend Induction and Customer Service Training during your trainee contract period. Please note non-attendance will result in your contract not being confirmed.

• You carry out all jobs and duties expected of you to the standards explained by your Manager or Team Leader.

• Excellent customer service is delivered at all times

• You are a proactive team member who takes a fair share of work and shifts in your department

• You take your share of working as a Freshers Ambassador, Summer Ball and working, if required, in other departments of the Students’ Union.

• You treat all colleagues and customers with the utmost respect

• You complete your appraisal forms as agreed.

• If you are unable to work a shift it is your responsibility to get someone else to do it for you.

• You call your Manager immediately if you are unwell and unable to work a shift

• You must attend Team Meetings and the two Student Staff Meetings in November and February each year.

• Active participation in contributing ideas to improve the services we offer throughout the Students’ Union.

• Promotion opportunities are available to you.

• Unless you are a final year student you work the Summer Ball (You have to have work hard and HAVE FUN!

Our Expectations

Involvement in the OrganisationAs a student you are automatically a ‘member’ of the Students’ Union. We believe our Student Staff are Ambassadors for the whole organisation and will therefore keep you informed of what is going on through the Students’ Union and the University. We will expect our Student Staff to raise any relevant issues regarding employment and student life in general to enable us to meet changing membership needs.

Student Staff v Student expectationsWe are very aware that you are here to get your degree and that balancing work, study and social activities can be difficult. We will do everything possible to be flexible at dissertation and exam times but please remember that unexpected absence puts a strain on other colleagues and as much notice as possible of not being able to fulfil your work commitments is required.

Your Expectations

& Our Expectations


Contracts and Terms & Conditions of ServiceSoon after your verbal offer of employment, you will be issued with a letter of appointment, a contract and Student Staff Terms & Conditions of Employment. If you do not successfully completed your Induction Training, Customer Service Training, and any other training considered relevant to your position your employment will be terminated. If you are a returning member of Student Staff you will be re-issued with a new contract. Contracts will normally be issued in November each year for all staff returning in October and within a month of commencement if you join at another time. Student Staff are required to complete Induction and Customer Service Training before commencing work in their allocated department The training period is for a maximum of 10 weeks but can be completed as soon as possible and the ‘trained’ rate of pay will be paid the week following notification by the Line Manager to the Personnel & Development Manager that your required initial training is complete. Failure to complete the required training in a 10 period may result in your contract being terminated, unless prior agreement for any extenuating circumstances has been agreed.

Length of ContractStudent Staff contracts run until 30th June each year, unless an offer of summer employment has been agreed. The Students’ Union Personnel Department will issue P.45’s to all Student Staff, usually in July, to enable students to obtain work and keep the correct tax code during the summer months. Student Staff returning to work for the next academic year are required to return for Freshers Training the week before Arrivals Day each year and will be notified of arrangements by the Personnel Office & Development Office

Eligibility to workAs your employer it is our responsibility, under the Asylum & Immigration Act, to check that all our Students (including UK Nationals) are eligible to work. All International and EU Students employed by the Students’ Union will be required to provide us with sight of their passport, a copy of which will be kept on file. International Students should be aware that there are strict rules regarding the hours you are permitted to work. UK students will be required to provide us with sight of a current valid passport or sight of a full (not shortened) version of your Birth Certificate. If you have any concerns, please discuss your individual case with the Personnel & Development Manager.

PayThe Students’ Union carries out the payroll function for all Student Staff. You will be paid weekly on a Friday, directly crediting your Bank Account. The hours you are paid will relate to the previous week Monday – Sunday. To be set up on our Computerised Personnel System and Payroll System, you must complete a Salary Authority Form prior to being paid. It is not necessary to complete a new form if you return in the new Academic Year unless you change address or bank account in the interim period.

If you are not paid as expected, the Students’ Union will arrange for you to have an advance of salary. If you do not agree with the hours submitted for you please initially check with your Line Manager who will submit any alteration to the Personnel Office. A salary advance is only available when you commence employment, until you are set up on the payroll system, or if an error has been made. Payslips are issued by email, usually on a Wednesday, which you should check carefully.

TaxIf you have a P.45, this should be handed in with your Salary Authority Form. If you do not possess one, please ensure that you complete a P.46, available from the Personnel Office. If you do not complete these forms, you may have tax deducted unnecessarily.

You will be issued with a P.60, showing your earnings for the previous tax year, as soon as possible after 6th April. Even if you are returning in the next Academic Year, you will be issued with a P.45 at the end of your contract (usually 30th June). The P.45 is usually sent to your UK home address. In the case of international student staff, the P.45 is sent to the Students’ Union Personnel Office and must be requested individually.

The Tax Office address and reference is:

HM Inspector of TaxesSuffolk and North Essex AreaSt. Clare House, Princes StreetIpswich, IP1 1LW

Telephone: 01473 261400Reference: 245/HZ70109 NI Number: You must quote this in any communication

YourEmployment


Hours of WorkYour Line Manager will submit the hours you work each month to the Personnel Office for processing. It is important that you note your hours of work in a diary as, occasionally, mistakes occur and it is a good way to track any errors.

Due to the nature of our organisation, it is not always possible to have regular hours of work. Please make yourself familiar with the arrangements in your department. Line Managers will endeavour to ensure that hours of work are distributed fairly amongst Student Staff. Undergraduate students are permitted to work up to 16 hours per week during term-time, although it is Union policy not to incur National Insurance contributions whenever possible. This will result in your average weekly hours of work being limited to approximately 13 hours per week. If hours are available outside term-time, Undergraduate students may work up to 35 hours per week.

Freshers Ambassador, Freshers Fair & Summer Ball All Student Staff are expected to work, as Ambassadors, for a minimum of 4 hours during Freshers Week as described previously. 1st and 2nd Year Bar and Entertainments Staff are required to work the Summer Ball, which is early June each year. Final Year Staff are encouraged to attend the Ball but can work if preferred. As a gesture of appreciation to Final Year Student Staff, a discount of £5 is given off the Summer Ball ticket price. If required, student staff from other areas will be asked to work.

YourEmployment


Induction - The Students’ Union will do everything it can to ensure you work in a safe and healthy environment. You must attend Health & Safety Induction training within the 10 week training period or your contract will not be confirmed.

Personal Appearance and Dress CodeUniformEvery Department in the SU is unique and, in most places, it is likely that you have been issued with a uniform and have been advised on the standard of clothing and shoes required. If you are provided with personal protective equipment for your job, you must wear it. It is really important to ensure that you do look and smell fresh as this will reflect our high standards and professionalism to our customers. If you do not meet the required standard it is likely that you will not be permitted to work the shift. Each Department may have a variation of dress code e.g. Bar Persons are not permitted to wear blue jeans.

General StandardsIf you work with food, you must complete the Catering Staff Questionnaire and not wear anything that is likely to contaminate food, for instance nail varnish, false nails, strongly scented hand-creams, perfume, aftershave etc.. Individual rules will apply in each area and your Manager will make you familiar with these e.g. jewellery is very limited in food preparation areas. If it is felt appropriate for your workplace, it is important to ensure that long hair styles are tied back. We are a Students’ Union and we welcome diversity and individuality and have no problem with fantastic hair colour and styles!

Smoking PolicyThe Students’ Union operates a No Smoking Policy in all office areas but you may be required to work in areas where smoking is permitted.

Hygiene & HealthThe majority of you will work with food and drink and you must adopt high standards of personal and professional hygiene. Always wash your hands before handling food or drink and after visiting the toilet. Keep all machines, equipment and other utensils spotlessly clean.

InfectionsIf you work with food, you will be asked to sign an agreement that says you must always report any infectious disease you have or have had in the past. All student catering staff will have to complete a medical form. If you have an infection, sickness, diarrhoea, or just feel unwell you must report it to your Line Manager immediately.

Cuts and InjuriesSmall wounds or scratches must be attended to immediately, with appropriate first aid dressings (blue plasters if you work with food or drink), applied by a qualified First Aider (see the Notice Board in your Department to identify the nearest First Aider on duty). All accidents or ‘near misses’ must be reported by completing an Accident Report Form, available from your Line Manager and this will be passed to the Personnel Department to record and deal with, as appropriate.

Hours of Work and Rest BreaksWe support the law on Working Time and while many aspects of this legislation will not affect you, it is important for you to know you will be entitled to an 11 hour rest period in every 24 hours worked. You are also entitled to an unpaid rest break of 30 minutes for every 6 hours worked. If you feel you are being asked to work outside the regulations, please speak to your Line Manager or the Personnel & Development Manager.

Use of EquipmentIf you are required to use equipment as part of your job, you must be trained and you must sign your training record to confirm that you are competent. This form is part of your Appraisal Record.

Personal SafetyYour safety comes first! If you feel uncomfortable or threatened by a customer, you must seek assistance immediately. Your Management and Security personnel are trained to deal with difficult situations and you must not put yourself at risk.

Fire RegulationsYou must make sure that you are familiar with the escape routes from your workplace. Fire safety will be covered at Induction and again, in your ‘on the job’ training. You should be aware that the Fire Alarms in our commercial areas are checked every morning by the Premises Staff. If you do discover a small fire, sound the fire alarm (usually near the exits). Do not phone the emergency services direct – you must phone University Patrol Officers on 52222 as they will direct the emergency services to the correct zone which can save valuable time. Only use a fire extinguisher if the fire is very small – Do not put yourself at risk.

Personal BelongingsPlease do not bring valuable personal belongings to work as the Students’ Union will not be liable in the event of loss or damage to your property.

Health, Safety

and Hygiene


ManualHandling

Just because you have been lifting heavy objects all your life, doesn’t mean you’ve been doing it correctly. There are several parts of the body that are used when lifting heavy objects, all of which play an important role in safe lifting.

The key factors in safe lifting are:1 Position of balance

2 Position of the back

3 Positioning of the arms and the body

4 The hold

• When in the initial position for the lift, the lifter should test the weight of the object to make sure it is within their capacity and not too heavy for one person to lift. Many accidents happen when a person raises an object a few inches off the floor, realises it is too heavy and lets go.

• Take note of the shape of the object. It should be turned, if possible, so that the shortest measurement of the rectangle is nearer to the centre line of gravity.

• Movement should be controlled and smooth; the weight should be kept close to the body. Rhythm plays an important part in reducing tension and creating relaxation. Before moving any loads, the job should be sized up and possible hazards moved or rectified. An inspection of the load itself must be made to ensure that it can be moved without danger to the lifter or others.

Weight of the object and centre of gravity of the lifter must be as close as possible

Keep arms close to the body to reduce

strain on shoulders, chest and back

The load should be in contact with palm of the hand, with both hands on the load at all times

Keep the back straight and don’t

twist or flex it

Knees should be bent whilst lifting

Do not overload

Feet should be hip width apart

to assist balance position


The Sale of AlcoholAs an employee within licensed premises, you are dealing with the sale of alcohol. Therefore, it is important that you are aware of, and comply with the licensing laws, which affects all employees in such premises:

• You should NOT serve alcohol to anyone who is, or appears to be, under the age of 18• You should NOT serve anyone who is attempting to purchase alcohol on behalf of someone under the age of 18• You should NOT serve anyone who is, or appears to be, drunk• You should not serve anyone who is, or appears to be, under the influence of illegal drugs

NB. The above points are not exhaustive and serve purely as a guideline for you to become a more efficient and effective server. Please make sure you follow these guidelines, and if you are unclear or unsure about anything, then please discuss it with your manager. Discuss with your manager, which forms of identification you can accept as proof of a person’s age.

Corporate Social ResponsibilityAs well as promoting safe and sensible drinking the Students’ Union has a responsibility towards its customers and staff that means we are not advocating unhealthy, anti-social or unethical actions.

For example:• We do not advertise or promote the sale of cigarettes• We do not associate with anti-social behaviour• We do not reflect abstinence negatively• We do not ‘up sell’ products, i.e. would you like a double for an extra £1• We provide non-smoking areas• We actively recycle as much waste as we can• We encourage all staff to conserve as much energy as possible• We use and sell as many fair trade products as we can

If you any concerns about any of these issues speak to your Team Leader or Manager. You should not feel threatened in performing your job and if you have to deal with people who are under the influence of alcohol and are behaving aggressively you can call for support from your Team Leader or the Venue Stewards.

Licensing Law

knowing your Legal

Responsibilities

When you are confident that you understand all the elements in this module please click on the complete button on the previous screen. This will notify your manager that you are ready to be tested. Please remember that you need to complete your ‘on the job’ training within ten weeks of starting with the S.U.

Please take some time to think about the new skills and information you have learned from this section of your training and make a note of anything that is transferable to your Personal Development Plan. Most skills are transferable across a variety of roles and your knowledge could be useful in many situations. Making a note of what you have learnt now will help you when you start to make job applications in the future.

Documents

SU-Steward_2011