As a Student Outreach Ambassador, you will be primarily working with Claire, Kim or Laura.
If you have any general questions or issues, you should contact us by emailing our Outreach Office: ap@bathspa.ac.uk and cc’ing in the Officer to whom your query applies.
Claire: c.edwards3@bathspa.ac.uk
Tel: 01225875418
Kim: k.ang2@bathspa.ac.uk
Tel: 01225875535
Laura: l.johnston2@bathspa.ac.uk
Tel: 01225 876591
The manager for the Outreach Team is Tom Bridges: t.bridges@bathspa.ac.uk
LOCATION OF OUR OFFICE
Our office is in the Dairy building, DY. G12. You will need to walk down the stone steps at the back of the building and head to the green door. Ring the doorbell and one of our team will be able to let you in. Please let us know that you are dropping in ahead of your visit as we are often off-site delivering events! If you have difficulty accessing the office due to its location, please contact us.
Welcome to the Student Outreach Ambassador Team!
Every year we rely on a dedicated team of reliable, positive, and passionate Student Outreach Ambassadors (SOAs) to assist us in delivering our workshops and events to primary schools, secondary schools, colleges and to the wider community.
As a Student Outreach Ambassador, you will be acting as a role model helping to support our sessions to inform people about the opportunities that Higher Education can provide. This is a rewarding job and lots of fun, getting involved in games, quizzes, treasure hunts, fashion shows and more!
This role should be viewed as more than a good way of earning some extra money. It is a flexible way to work that fits around your studies - it will also boost your personal and professional development by giving you opportunities to work with people of different ages and improve your confidence.
This handbook provides all the information relevant to your role as a Student Outreach Ambassador and policies and procedures which you need to be aware of.
We very much look forward to working with you over the next academic year!
Laura, Claire and Kim
Senior Schools and Colleges Engagement Officers
UK Student Recruitment and Outreach Team
What is meant by ‘outreach’?
The Outreach Team is committed to raising awareness and encouraging progression into and through higher education (HE), as well as raising academic attainment to support people who would not traditionally follow this pathway.
Anyone who has the ability and the desire to go to university should have the chance to do so, whatever their economic or social background. We aim to widen access to university for people from groups that are currently under-represented in higher education.
Bath Spa University provides a range of outreach activities targeted aimed at people who have the potential to benefit from HE and meet one or more of the following criteria:
• No family background of higher education –parents/guardians have little or no experience of higher education
• Main home is in a low-participation neighbourhood (LPN)
• From a care background or has care experience
• From a service family (armed forces)
• Is, or has been, eligible for free school meals
• Has a disability or specific learning difficulty
• From black, Asian, minority or ethnic (BAME) groups that are under-represented in higher education
• From the Gypsy, Roma, Traveller, Showman, or Boater communities
• Refugees and/or asylum seekers
• Is a young carer
• Is an estranged student
We also work with:
• Students studying for applied, vocational or work-based level 3 qualifications.
• Mature students (those 21 years old and above)
Our Programme
The schools, colleges and community groups we mainly work with are within Bath & North East Somerset and Wiltshire. Our activities are delivered in school but also on Bath Spa campuses as well. We have a programme for Year 7 – 13 and for Year 6 learners. Below is an outline of both programmes which you will help to support in delivering. Each session is approximately 50 minutes to an hour long (apart from the university visit days) and you will be working closely in small groups on a table leading activities during each of the sessions.
YEARS 7 – 13 PROGRAMME
What is university?
Introducing university as a viable future option by breaking down barriers through presenting key university facts and myth-busting. Helping learners begin to envisage themselves as undergraduates.
What
can I study at university?
Raise awareness of the variety of courses available at university, to help learners identify subjects they may be interested in for future study.
How does a university degree benefit me?
Increase interest in higher education by building on existing knowledge, learning about the differences between school or college and university and understanding the wide range of benefits university has to offer.
Could I be a university student? – University Visit Day
Provides learners with a real-life experience of a university campus and an opportunity to interact with current students by working in small groups. Activities can include university themed workshops, academic workshops and a campus tour. A typical visit day lasts from 10:00am to 2pm and is held at Newton Park campus.
YEAR 6 PROGRAMME
My future
Introduces the idea of university and how it is linked to school and future careers. Examples will be given of a range of careers, including those where it may benefit to have university degree. Learners will be able to see their educational journey from primary education to university and beyond.
My interests
Allows learners to discover the wide range of courses that can be studied at university. In this creative session learners imagine what university is like and the opportunities available.
My university
Provides learners with a real-life experience of a university campus and an opportunity to interact with current students and do fun workshops. A typical visit day lasts from 10am to 2pm and is held at Newton Park campus.
AD HOC PROGRAMMES OR EVENTS:
Sometimes we provide groups with events that are not part of our programme, for example a university visit day for children in care or young carers, or support events that are not our own, for example, the young carer’s event held yearly at different institutions such as the university of Bath or University of the West of England Bristol. We also partner with the Wessex Inspiration Network and Winchester University. You’ll have the opportunity to work on events with different groups like this too.
Working for the Outreach Team
ABOUT YOU
As a Student Outreach Ambassador, you’ll be a positive role model for learners of different ages.
We’d love for you to be:
• outgoing, friendly and approachable
• enthusiastic about university in general
• organised, reliable and have good time keeping skills
• able to use your initiative and work as part of a team
APPROPRIATE CONDUCT
Please note that you will be working with young people in a professional capacity and therefore it is very important to behave in an appropriate manner. Swearing, reference to drugs, sex and/or bullying will not be tolerated. It may also be inappropriate to discuss drinking alcohol and should generally not be the focus of a conversation about student life. A positive attitude towards Bath Spa University and higher education in general must always be maintained. We understand realism and honesty is important but remember that the events have the aim of inspiring others into university.
A good Student Outreach Ambassador will ultimately need to be able to:
Being a good role model
• Speak positively about your university experience and avoid inappropriate topics of discussion.
• Ensure your phone is not used during events unless specifically told you may do so.
• Smoking or vaping is not permitted during events on and off site
• Try to include everyone in your table group as much as possible and get them involved in the activities.
• Remember not to promise confidentiality if a young person discloses something to you that needs to be passed on for safeguarding reasons
• Use your initiative and actively seek to help the Officer leading the event and fellow ambassadors.
YOUR CONTACT DETAILS
It is your responsibility to ensure your contact details are up to date. If your phone number or email changes you must let us know as soon as possible. You should always check your phone/emails the night before an event to ensure you are aware of travel arrangements and to see if there are any updates to the event i.e. if an event has been cancelled.
WHAT TO WEAR
Please wear smart casual clothing that is appropriate for working in educational settings.
We ask that you do not wear clothes that:
• are excessively revealing (i.e., low cut tops or short skirts/dresses)
• have offensive logos or language
Please wear your ambassador t-shirt when working an event for us, this is particularly important when we have university visit days.
SAFEGUARDING
If a young person or child discloses something to you and raises safeguarding concerns, please report this to the Outreach Officer you are working with as soon as possible. We may ask that you discuss your concerns with the class teacher or may ask for a written account of the disclosure. Please make sure you pass on anything that you feel is important, even after an event has occurred. You must also take care of yourself as well and contact Student Wellbeing Services if you have been affected.
If a young person asks for your social media details, you should politely decline. If they would like to ask more questions and you are unsure, please pass this on to the Outreach Officer. For students in sixth form or college, you can also suggest uniBuddy on the university website as a way for them to talk in more detail to university students after the event.
PUNCTUALITY
If due to an unforeseen circumstance you are delayed when we are expecting you to be working on an event, you must get in contact with the team, telephone and speak to a staff member from the Outreach Office (preferably the Officer leading the event). Due to the nature of the work, it is extremely important to be on time as if we are delayed reaching schools, it can damage the relationships we have built them.
UNABLE TO WORK/SICKNESS PROCEDURE
If you are unable to work, you must get in touch with a staff member from the Outreach Office as far in advance as possible stating the reason why you are unable to attend. Please email the Outreach Office ap@bathspa.ac.uk and the Officer leading the event or ring if possible. We require 7 working days notice for dates you are unable to work, as we need time to replace you for an event. If you are unwell, please let us know as soon as possible.
We keep a log of sickness and unattendance as part of our ambassador records. If we notice a high level of unattendance, we will contact you.
DISCIPLINARY PROCEDURES
The Outreach Team will keep a record of any misconduct. This will include not attending work allocated to you without prior notice, late attendance, late cancellation of work, use of mobile phones through activity sessions and inappropriate conduct. If this becomes a pattern or the misconduct is serious enough to warrant an instant dismissal, you will be withdrawn from employment with the Outreach Team.
ADDITIONAL TRAINING AND ACTIVITIES
Sometimes we offer additional training for student ambassadors. For example, campus tour training, employability training and more. You may be required to undertake additional training for your role and we expect students to attend this. There may be optional training provided, which we recommend you attend to boost your skills and add to your CV. You will receive an email regarding all additional training. Please note additional training will be paid.
Student Ambassador socials are another fun way to get involved and be part of our team. We run events when we can, to bring all ambassadors together for games, quizzes and lots more. So do feel free to attend these to meet other ambassadors and make new connections!
Before Starting Work as a Student Outreach Ambassador
Before starting to work with us, there are some important official documents you must provide or complete. The sooner your documents are approved, the sooner we can recruit you for work.
CHECKLIST
Right to Work in the UK
Hourly-paid casual workers, in common with all other employees and workers, must provide evidence of their right to work in the UK prior to commencement of work. Please ensure you show the correct original documents to the HR team in Main House as soon as possible.
If you’re not yet in receipt of a NI number, the right to work can be processed provided all other documentation is correct.
For full details on this please refer to the email sent to you when first were issued an offer of a role with our team. If you need to contact HR directly, you can do so via hrcontact@bathspa.ac.uk
Emergency contact details
When you log into the Hub you need to click on MyHR. This will direct you to your iTrent employment page. Click on the personal tab to add an emergency contact.
Bank Details Form
When you log into the Hub you need to click on MyHR. This will direct you to your iTrent employment page. Click on the personal tab to add your bank details.
P45 or HMRC New Starter Checklist
This form is essential so that you pay the right amount of tax.
If you have recently left another job, you should have been issued a P45. Please contact your previous employer if you do not have one.
If you do not have a P45, you will need to complete an HMRC New Starter Checklist, which you can print from here: www.hmrc.gov.uk/forms/starterchecklist.pdf
Please return the original appropriate form to the Outreach Office.
Disclosure and Barring Service (DBS) Form
As a Student Outreach Ambassador, you will often have contact with under-18s. Therefore, you must apply for an Enhanced DBS check before starting work with us. This will inform the university of any spent or unspent warnings, reprimands, cautions or convictions you may have. We will need to ensure your DBS is clear before you can start working for us.
If you are an international student, you must provide an overseas DBS equivalent check (police check) in addition to a UK DBS check so that we can employ you in our team.
Only Bath Spa University Enhanced DBS checks are valid for employees. Please see further details in the email that was sent to you when you were offered the role.
Car Insurance
If you would like to use your car for travelling to outreach events, you must inform your insurance company that you are using your car for work purposes. You will need to get business insurance for your car and show evidence of this to one of the Outreach Officers in advance of the event. To support our sustainability values, we prefer that students join us in one of our own cars to and from our events but can understand that you may wish to travel using your own transport for a variety of reasons.
Your pay
The hourly rate for Student Outreach Ambassadors is £12 per hour.
A member of the Outreach Team will record your hours at events and will then process the pay claim on your behalf. It is good practice to keep your own record of your hours and compare this against your pay slip.
You will be paid for your work at an event on the 21st (or the closest working day) of the following month. The deadline for processing pay in our department is the 3rd of the month, so for example, if you worked on the 4th November, you would be paid on the 21st December not the 21st November.
If you wish to change any personal details such as your postal address, bank details or emergency contact details please log into MyHR and edit your information in the personal tab. If you have any problems please email hrcontact@bathspa.ac.uk
The university asks that students be aware of the amount of hours they are working. We suggest a maximum of 15 hours of work per week (in combination with other work positions).
SIGNING UP TO EVENTS
Every few months we will send out to your Bath Spa email address an online work sign up form for you to complete. You select which dates you can work, and then we will allocate all ambassadors the work fairly.
You will receive a Microsoft Calendar invitation to the event if you have been selected to work that date. If you have not been selected to work, you will not receive an email or calendar invitation.
Please note there will be a deadline to sign up for work so make sure you sign up to events as soon as possible. If you have a change in timetable or are no longer able to work please let us know as per the policy above.
Sometimes we send an email directly to all ambassadors asking for extra support for events that are not in the work sign up form. This is likely due to schools/colleges confirming late or new events have been organised. Feel free to sign up to these by replying to the email as soon as possible.
For all events, please ensure you click accept for calendar invitations. Once you’ve clicked accept, we’ll know that you can work. Sometimes the event has updates, so please do click accept again if the email asks you to do so.
WHAT HAPPENS IF AN EVENT IS CANCELLED?
If an event is cancelled by the organiser, we will endeavour to inform you as soon as possible. You will be sent an event cancelled email stating that you are no longer required to work.
You will be paid for events cancelled by us if the event was cancelled 24hrs or less prior to the event start time.
BREAKS AND LUNCH
If you are supervising young people during lunch (e.g., on a university visit day), you will be paid for your time as you will still be working and are expected to stay with your group.
If you are not supervising young people during your break, you will not be paid for your break time – this will be deducted from your overall working hours. During some events, ambassadors will be provided with a lunch voucher/token to use on campus. You will be informed of lunch arrangements on an event-byevent basis.
TRAVEL TIME
If you are working off campus, you will be paid a travel time allowance. The travel time allowance is fixed according to the school or college attended. This will be added to your working hours.
TRAVEL EXPENSES
You are eligible to claim travel expenses when you work for the Outreach Team on events that take place off-campus. To claim travel expenses, please fill in the correct student expenses reimbursement form and send to ap@bathspa.ac.uk ASAP after the event. We will only process claims within one month of the event.
• For car travel, mileage is paid (to the driver only) at the rate of 0.45p per mile per return journey for the first 100 miles and 0.25p per mile for miles thereafter. You can claim from a starting point of either your campus or term-time address, whichever is nearer to the school or college.
• If you incur any car parking expenses, please scan your receipt/ ticket and include it with your student expenses claim form. Please note we are not liable for car parking tickets incurred by you.
• If you are travelling by public transport, please scan your receipt/ ticket and include it with your student expenses claim form.
Student Outreach Ambassador Working Agreement
WHAT STUDENT OUTREACH AMBASSADORS (SOAS) CAN EXPECT FROM THE OUTREACH TEAM:
1. SOAs will receive full training from the Outreach Team, on how to deliver our outreach programme activities, working in small groups with young people and safeguarding, to fully prepare them for undertaking outreach work.
2. The university will fund an enhanced DBS check for SOAs.
3. The Team will allocate work among SOAs in as fair a way as possible.
4. The Team will fully brief SOAs before events and will always be available during events if additional support is required. SOAs can also feedback their experiences and raise any issues or concerns to an Outreach Officer before, during or after events.
5. The Outreach Team will be fully contactable outside of events (within office hours of 9:30-5pm) by email and may also be contacted by telephone or by visiting their office.
6. SOAs will be paid for their working hours plus travel time where appropriate. They will also be reimbursed for their travel expenses where appropriate.
WHAT THE OUTREACH TEAM EXPECTS FROM SOAS:
1. SOAs will not be allowed to work until they have applied for an Enhanced DBS check and completed training with us.
2. Bath Spa University recommends that full-time undergraduate students do not undertake more than 15 hours paid work per week during term-time. SOAs are responsible for ensuring that they do not work for more than 15 hours per week during term time, particularly if they have other part-time jobs.
3. SOAs are responsible for keeping a record of their hours and checking them against their pay. If there are any errors, please contact the Outreach Team immediately.
4. SOAs are responsible for claiming their expenses. Expenses should be claimed within a month and SOAs should hand in any receipts or tickets to evidence their claim.
5. SOAs are Bath Spa University employees and are therefore expected to behave professionally whilst representing the university. This includes being punctual, reliable, and honest, having a proactive attitude, showing willingness to help and being enthusiastic whilst undertaking outreach work.
6. SOAs are expected to dress appropriately whilst undertaking outreach work. Please refer to this handbook for guidelines.
7. If SOAs are unsure about any aspect of the training, it is their responsibility to approach the Outreach Team as soon as possible.
8. SOAs are responsible to the Outreach Team. If there are any problems, issues, or concerns, they should contact the Outreach Team as soon as possible.
9. SOAs have a duty to safeguard their own health and safety and the health and safety of the people they work with (i.e. young people, school staff, other SOAs and the Outreach Team). Therefore, they should be familiar with health and safety and emergency procedures and should report any incidents that occur whilst working for the Outreach Team.
10. SOAs have a responsibility to protect the young people who they work with, ensure they are treated with respect and are free from abuse, according to safeguarding children and young people guidelines. Therefore:
you must not work with a young person on a oneto-one basis;
you must always work in an accessible place where you can be observed working with the young people;
you must never arrange to meet any of the young people that you work with on outreach events outside of outreach events;
you must not give out your personal details to the young people that you work with, or accept friend requests on social networking sites;
you must never make unnecessary physical contact with the young people;
you must report any suspicions that a young person is being abused to a member of school staff or the Outreach Team.
11. SOAs should treat the people they work with (i.e. young people, school staff, other SOAs and the Outreach Team) appropriately with regard to gender, ethnic origin, religion or disability, according to Bath Spa Universities Equal Opportunities policy. Therefore:
You must be prepared to work with any young person;
You must respect the background, culture and traditions of each young person and colleague.
12. Failure to comply with this Working Agreement may result in a disciplinary procedure and/or removal from employment in the Outreach Team.
