OUR PLAN OUR PLAN 2017/18
IMPERIAL COLLEGE UNION
2017/18
1
OUR PLAN 2017/18
IMPERIAL COLLEGE UNION
CONTENTS 03
MANAGING DIRECTOR’S WELCOME
04
OUR VALUES
06
FOR YOU
12
FOR YOUR SUPPORT
16
FOR YOUR DEVELOPMENT
22
FOR YOUR VOICE
26
YOUR UNION
2
OUR PLAN 2017/18
IMPERIAL COLLEGE UNION
MANAGING DIRECTOR’S WELCOME Earlier this year we launched Our Strategy 2017-20, which outlines our vision for the future of Imperial College Union and defines far-reaching aims and objectives that set an exciting new direction of travel for the Union. Our Plan 2017/18 is a crucial step in achieving Our Strategy. It is the culmination of months of challenging work from across the Union as each team has charted their course towards our overall vision. Through an innovative and stretching set of targets and measures, Our Plan provides a clear picture of how we will make real and sustainable progress towards each of our strategic objectives. Through the Personal Development Review process that follows, we will set out everyone’s role in this journey, establishing a golden thread connecting everyone’s day-today work and the Union’s strategic objectives. We will balance careful planning with flexibility and democracy; Our Plan 2017/18 will be a living document which is responsive to changes in the democratic mandate, opportunities and challenges faced by our members throughout the year.
In pursuit of the targets laid out in Our Plan, we will continue to be true to Our Values - Leadership, Partnership, Democracy and Inclusivity. These Values will play an increasingly visible role in all that we do – how we develop our people, tackle difficult decisions, and report on the impact of our work. Over the year ahead, we will be tackling significant cultural issues as we strive to provide a world-leading student experience. Some of the key initiatives in achieving this include: launching a Wellbeing Representation Network; supporting our Clubs, Societies & Projects to excel in safety management; increasing revenue from alumni and external partners; and ensuring that our offer is more consistent for those not based at South Kensington. Our people are our most invaluable assets in achieving these targets, and with the talent and drive displayed by you all every day, I am confident that we will have made great strides towards Our Strategy by the end of 2017/18. I look forward to working alongside you all as we turn our ambitious plans for our future into another successful chapter in our long history.
JARLATH O’HARA
Managing Director
3
OUR PLAN 2017/18
OUR VALUES ASSERTING | INSPIRING | TRANSFORMING
LEADERSHIP We turn students into leaders, and we carve our own paths. We will find talent, nurture it, and put it to work for our members. We will build a culture of responsibility, honesty and ownership, but not blame. Our leaders will have power, with accountability; authority, with transparency; we will all lead by example. That’s how we will stay ahead of the challenges we face, take a leadership role in the most important debates, and tackle our biggest decisions with confidence and energy.
BUILDING | ESTABLISHING | CREATING
PARTNERSHIP We have a lot of challenges ahead of us, and we will not tackle them alone. We are stronger when we work together. Internally and externally, we will search for those with whom we have common ground and shared priorities, and we will find new ways to work together. We can do more, achieve more, and offer more, when we collaborate with others. We will be a dependable partner, sharing our successes, abilities and aspirations widely. We will assert our place as an essential partner to College, at the centre of the worldwide Imperial Community.
4
IMPERIAL COLLEGE UNION
OUR PLAN 2017/18
IMPERIAL COLLEGE UNION
DEEPENING | FIRING UP | EXTENDING
DEMOCRACY We won’t do things for you, we’ll do things with you. We are run by our members, for our members. We are our members. We will build a powerful and meaningful student democracy, which will engage every single one of us. Our student leaders will speak with authority and insight, and they will tackle our most complex and difficult decisions. Through this democracy, we will empower every student to create their own Imperial experience, challenge them to grow to their full potential, and fire them up to change the world around them.
PRIZING | APPRECIATING | DEMANDING
INCLUSIVITY No matter who you are, we’re here for you. There is only one Imperial Community, and we will hear every voice within it. It doesn’t matter what you study, where you are, where you’re from, or where you’re going - we will tear down any barrier that keeps you from our opportunities and our democracy. We believe there is no such thing as an average or typical Imperial student, and we recognise that our strength and our power comes from the diversity of our membership.
5
OUR PLAN 2017/18
IMPERIAL COLLEGE UNION
FOR YOU FY1: We will cultivate student communities by understanding our membership and meeting their needs ACTIVITIES TARGET
OUTCOME
MONTH
Deliver a safe and successful Freshers’ Fair with increased levels of student engagement and participant satisfaction
Event delivered and evaluation with recommendations completed
October 2017
Develop and run Give it a Go Activities throughout the calendar year
Increased number of opportunities and participants
October 2017
Conduct tailored feedback of Club, Society & Project Officers
Exit surveys completed and recommendations identified
December 2017
Review Room Bookings process and establish working relationships with all stakeholders
New content and calendar published, stakeholders effectively consulted
December 2017
Review how we balance the access of internal & external stakeholders to our spaces
Procedures documented, in place and agreed to
December 2017
OUTCOME
MONTH
Review questions in student-facing surveys in relation to Student Development programmes
Student Development is able to use data produced
December 2017
Generate a Student Development engagement plan that addresses campuses, departments, and student communities
Engagement plan written and implementation begun
December 2017
Assess existing qualitative and quantitative datasets, to understand our members’ opinions and needs relating to Student Development
Training & development strategy formulated and launched
Ongoing
OUTCOME
MONTH
Establish a clearly-defined and sustainable relationship, including training and development plans, with Constituent Union leaders
Delivery and implementation of joint working practices
December 2017
Support Constituent Unions in developing and delivering their own strategic plans
Delivery of at least three strategies
December 2017
STUDENT DEVELOPMENT TARGET
DEMOCRACY & GOVERNANCE TARGET
6
OUR PLAN 2017/18
IMPERIAL COLLEGE UNION
SOCIAL ENTERPRISES TARGET
OUTCOME
MONTH
Achieve four stars in the Scores on the Doors environmental health ratings, with recommendations for a five star rating
Four-star environmental health accreditation achieved
December 2017
Seek feedback from the membership to inform operational service decisions and gather data for benchmarking and the setting of non-financial KPIs
New feedback system implemented and results analysed and acted upon
May 2018
Review procedure for arranging student-led events to ensure that we are maximising on our available spaces and that events are properly supported and adequately resourced
New system agreed and implemented
May 2018
Review questions in student-facing surveys in relation to Student Development programmes
Milestone events and needs mapped out for all agreed groups of membership for a given year
July 2018
Develop and implement a Union-wide loyalty scheme within our commercial outlets and services
Scheme implemented across outlets and evaluated
August 2018
Through the collection of data from multiple sources, review the membership usage of our services to improve and tailor our offers to suit the needs of our membership
Dashboard reports on service August performance implemented and 2018 monitored
RETAIL TARGET
OUTCOME
MONTH
Promotions success rates measured through EPOS
October 2017
OUTCOME
MONTH
Work with relevant Union and College teams on Welcome Week 2017, delivering effective communications and engaging events
Satisfaction increase demonstrated in member survey
October 2017
Commence preparatory work for a potential organisational rebrand
Deliver rebrand scoping paper, including brand audit, comparator research, delivery plan and budget
July 2018
Increase engagement of members with our social media channels, while supporting growth of team channels
10% engagement increase
July 2018
Promote and support delivery of Summer Ball 2018
Satisfaction & sales increase
July 2018
Work with relevant Union and College teams on Welcome Week 2018, delivering effective communications and engaging events
Satisfaction increase demonstrated in member survey
August 2018
Create monthly promotions schedule to include key student life events like Welcome Week, Christmas and Graduation
MARKETING & COMMUNICATIONS TARGET
7
OUR PLAN 2017/18
IMPERIAL COLLEGE UNION
SYSTEMS TARGET
OUTCOME
MONTH
Create a membership database which will enable us to manage current and historical membership for all activities
Successful launch and growing September usage of database 2017
Development of a modularised set of applications to succeed eActivities, with appropriate frameworks and API to enhance development, enable mobile applications, improve access times, and enable the integration of systems and data
Improved access times and increased ability to develop new functionality
August 2018
FY2: We will inspire an Imperial-for-life mindset that encourages students to maintain an active role in their Imperial communities once they graduate ACTIVITIES TARGET
OUTCOME
MONTH
Monitor progress and growth of new membership options available to alumni
Report on implementation and December promotion of new membership 2017 options
Review tankard management practices to improve storage, maintenance and usage
Review completed and recommendations acted upon
May 2018
OUTCOME
MONTH
Increase in Alumni events
April 2018
OUTCOME
MONTH
Increase engagement and communications volume with Alumni
December 2017
OUTCOME
MONTH
SOCIAL ENTERPRISES TARGET
Work with Alumni office to deliver events that bring community of students, staff and Alumni together to celebrate the Imperial Journey
MARKETING & COMMUNICATIONS TARGET
Understand support needed for building links with Alumni community
SYSTEMS TARGET
Improve the life membership and donation processes, enabling life members and alumni to allocate donations fees to nominated CSPs
8
Growth in life membership and September donations 2017
OUR PLAN 2017/18
IMPERIAL COLLEGE UNION
FY3: We will have the strongest and most inclusive democracy of any students’ union in the UK ACTIVITIES TARGET
OUTCOME
MONTH
Create criteria for student volunteers to use in reviewing applications
September 2017
OUTCOME
MONTH
Policies updated and approved
January 2018
OUTCOME
MONTH
Successful delivery of identified objectives
September 2017
OUTCOME
MONTH
Complete review of Leadership Elections 2017 with recommendations for future elections
Successful delivery of identified objectives
September 2017
Review the content and structure of the Your Union section of our website and relaunch as Democracy
Democracy website section launched and information accuracy maintained
September 2017
Deliver successful Autumn Elections 2017 with increased participation and engagement
UG: 30%, PG: 15%
November 2017
Generate and deliver a Union Council support and development plan
Council training uptake and satisfaction rates
December 2017
Deliver successful Leadership Elections 2018 with increased participation and engagement
UG: 62%, PG: 28%
March 2018
Complete review of 2017/18 electoral cycles and student democracy
Deliver report with recommendations for future elections
June 2018
Develop and implement support and communication practices to ensure Officer Trustee leadership and effectiveness
Officer Trustee effectiveness and satisfaction
Ongoing
Ensure processes for approving and supporting new student-led activities, including New Activities Committee, are fit for purpose
EDUCATION & WELFARE TARGET
Review and update policies underpinning Academic & Wellbeing Representation Networks, Liberation Officers and student-led campaigning activity
ADVICE TARGET
Work with Officer Trustees to identify shared objectives and formulate plan to ensure successful delivery
DEMOCRACY & GOVERNANCE TARGET
9
OUR PLAN 2017/18
IMPERIAL COLLEGE UNION
SYSTEMS TARGET
OUTCOME
MONTH
Reduction in systems support and increased voting
January 2018
OUTCOME
MONTH
Ensure that governance practices and documentation are standardised and controlled efficiently, with decisions and outcomes disseminated widely and promptly
Improved efficiency and participant satisfaction, measured through committee evaluation feeback
August 2017
Work with Officer Trustees to identify common objectives and support planning across our organisation to support the delivery of these aims
Successful delivery of identified objectives
September 2017
Improve the administration systems for eVoting and provide an enhanced and easy to use interface for future elections
ADMINISTRATION TARGET
10
OUR PLAN 2017/18
IMPERIAL COLLEGE UNION
11
OUR PLAN 2017/18
IMPERIAL COLLEGE UNION
FOR YOUR SUPPORT YS1: We will help every student who comes to us in need ADVICE TARGET
OUTCOME
MONTH
Continue development of Advice Manual to standardise and continually improve working practices within the Advice Centre
Publication of Advice Manual 2017/18
August 2017
Agree and implement quality control processes for advice casework
Processes implemented and reported regularly
August 2017
Review online and printed advice content for accuracy and presentation
Refreshed content delivered and distributed
September 2017
Produce student guides on commonly-requested topics
At least three guides produced October and distributed 2017
Launch Advice Volunteers scheme to deepen relationships with academic departments
At least 10 Advice Volunteers selected, trained and supported
November 2017
Increase engagement with Postgraduate students and tailor the support offered accordingly
Postgraduate caseload increased
December 2017
Explore demand for in-depth legal advice and understand how this could be met
Review completed and resourcing decision made
April 2018
Increase percentage of known academic appeals and complaints that use Advice Centre
Academic appeal caseload increased
July 2018
Distribute termly Advice Centre usage reports that support service development and the work of other teams
Termly reports produced in timely fashion
July 2018
Raise awareness of Advice Centre among students and understand what support they need
Caseload increased
Ongoing
OUTCOME
MONTH
MARKETING & COMMUNICATIONS TARGET
Support Advice Centre in creation and dissemination of guides and promotional material
12
Deliver new leaflets and online October content 2017
OUR PLAN 2017/18
IMPERIAL COLLEGE UNION
ADMINISTRATION TARGET
Ensure that Reception team are positioned to effectively signpost students to appropriate advice and support services
OUTCOME
MONTH
Training delivered
October 2017
YS2: We will nurture a community in which students and staff are compassionate, respectful and supportive of one another EDUCATION & WELFARE TARGET
OUTCOME
MONTH
Work with Constituent Unions, Departmental Societies and College partners to facilitate Mums & Dads
Mums & Dads scheme delivered in collaboration with stakeholders
August 2017
Develop and support a Wellbeing Representation Network
Network support needs defined, resourced and delivered, with ongoing monitoring and evaluation
September 2017
Develop a buddy scheme for students returning from interruption of studies
Buddy scheme explored and delivered
December 2017
Deliver campaign relating to stress & wellbeing at key times of year
Campaign designed, delivered and evaluated
March 2018
OUTCOME
MONTH
MARKETING & COMMUNICATIONS TARGET
Incorporate work to display diversity of community and support at Imperial into message calendars and communications plans
Required resources identified September and incorporated into planning 2017
YS3: We will act in partnership with Imperial College London and relevant expert organisations to most effectively improve the wellbeing and welfare of our students ACTIVITIES TARGET
Provide support and training on safety management for Clubs, Societies & Projects including a recognition and reward scheme for best practice
OUTCOME
MONTH
Training programme and reward scheme designed and implemented
December 2017
13
OUR PLAN 2017/18
IMPERIAL COLLEGE UNION
Be Active objectives implemented
June 2018
OUTCOME
MONTH
Number of partnerships increased
December 2017
OUTCOME
MONTH
Engage with student leaders to understand future of relationship with Citizens UK
Relationship defined and areas of collaboration identified
September 2017
Coordinate introductory event for academic and support staff to learn about our services
Event planned, delivered and evaluated
October 2017
OUTCOME
MONTH
Engage with College’s quality enhancement processes
Demonstrable input into College’s policy and practice
August 2017
Achieve Advice Quality Standard accreditation
Accreditation received
September 2017
Plan cooking classes to help students cook cheap and healthy meals
Courses delivered and evaluated
October 2017
Delliver promotional campaign at key academic milestones throughout year
Campaign delivered and caseload increased
March 2018
Deepen working relationships with leaders of College support services
Regular contact with key College staff
Ongoing
OUTCOME
MONTH
Resolution times shortened and number of incidents reduced
Ongoing
Work in partnership with College to implement the Be Active strategy
STUDENT DEVELOPMENT TARGET
Review current external partnerships, establish new relationships and review documentation and processes
EDUCATION & WELFARE TARGET
ADVICE TARGET
ADMINISTRATION TARGET
Deepen working relationships with leaders of College support services, such as Estates and Human Resources
14
OUR PLAN 2017/18
IMPERIAL COLLEGE UNION
15
OUR PLAN 2017/18
IMPERIAL COLLEGE UNION
FOR YOUR DEVELOPMENT YD1: We will be recognised as leaders for the value that our activities add to students’ personal and professional development ACTIVITIES TARGET
OUTCOME
MONTH
Improve Club, Society & Project governance through clearer signposting of responsibilities and expectations
New charter of expectations introduced through officer training
August 2017
Launch an accreditation scheme for Clubs, Societies & Projects
Scheme defined, launched and September promoted to members 2017
Develop student staff through improved training, new roles and appraisals
Training and appraisal processes introduced; new roles created
September 2017
Ensure officers from Management Groups, Constituent Unions and Clubs, Societies & Projects are effectively trained and supported throughout their tenure
Develop dedicated training away day focused on skills development
September 2017
Review health and safety procedures and policies relating to Clubs, Societies & Projects
Review completed and recommendations disseminated for action
October 2017
Provide face-to-face forum to student volunteers to solve club-related problems
Continue to run AskActivities drop-in sessions in various different campuses
May 2018
Provide systems to support student groups in effective financial and event management
Systems and processes implemented and incidents reduced
June 2018
OUTCOME
MONTH
Track and report upon volunteer engagement in Community Connections on a monthly basis, developing a demographic profile of participants
Comparison for 2016/17 established and reported upon
August 2017
Devise training, including on personal reflection, and deliver exploratory sessions in support of the Imperial Award
At least three sessions delivered with 20% of Award participants in attendance
August 2017
Write evaluations of the ACT Now and Enterprise Lab projects in 2016/17 analysing perfomance and generating recommendations, and agree 2017/18 funding
Report written, disseminated and recommendations implemented; future funding agreements reached
August 2017
STUDENT DEVELOPMENT TARGET
16
OUR PLAN 2017/18
IMPERIAL COLLEGE UNION
Define the policies and systems required to govern allocation and management of funding awarded to start-up student groups
Policies created and budget management devolved
September 2017
Identify the scope of training offered across the Union to our student staff and volunteers and use to create training matrix for volunteer use
Report written and online content updated
September 2017
Support development of Imperial Award Assessor training, selecting Imperial Award participants to submit early applications
Assessors are recruited, trained and assessment process is tested
September 2017
Develop a policy on how Social Enterprises Start Up funding is allocated
Policy created
October 2017
Create a Student Development communication strategy, including agreed descriptors, to enable partners to signpost members and facilitate student engagement
Strategy drafted, agreed and implemented in communication to new members
October 2017
Review and report on the feasibility, benefits and demand for paid summer internship programmes and paid part-time opportunities
Internship programme written and discussed by SMG
November 2017
Grow our social enterprise offering through a range of training events and by forming a volunteer committee to arrange a conference
Grow our social enterprise offering through a range of training events and by forming a volunteer committee to arrange a conference
December 2017
Create mentoring scheme between new and existing student entrepreneurs and explore academic mentorship
At least 3 academics and previous student participants are allocated as mentors to new participants
December 2017
Devise student staff development programme regarding training, development, and recognition
Pilot for Bars student staff designed and launched
December 2017
Develop a method to measure the impact engagement with Student Development has on graduates and investigate having achievements and accreditations included on academic transcripts
Method to measure impact embedded, tracked and reported upon; Registry consulted on transcript development
December 2017
Develop and implement IT specification for Imperial Award online portfolio Phase Two, to support Award rollout across College
Specification agreed and implemented, rollout achieved
January 2018
Become an ILM approved satellite centre
Approval achieved
January 2018
Recruit, train and place 100 Pimlico Connection tutors, utilising 2016/17 cohort in the recruitment and as lead tutors
Experienced lead tutors appointed, target of 100 met
January 2018
Research qualifications and accredited training that can be provided to Student Social Entrepreneurs in 2018/19
Report with options for consideration written
March 2018
Research and report how student staff and volunteer training can be CIPD (or other) certified/accredited
Report written with March recommendations and delivery 2018 plan
A 2017/18 crowd/match funding event is held for social entrepreneurs, allowing people to pledge additional money in advance or on the night
Showcase held with an increase in pledged funding to student groups
June 2018
Plan and deliver an Imperial Award celebration event for students, tutors and support staff
Celebration event delivered
June 2018
Recruit, train and match volunteers via the Centre for Academic English’s Conversation Project
Target number identified and met
Ongoing
17
OUR PLAN 2017/18
Conduct termly evaluations of Imperial Award engagement and of training materials
IMPERIAL COLLEGE UNION
Reports submitted to the Award Working Group; training Ongoing guidance updated termly
EDUCATION & WELFARE TARGET
OUTCOME
MONTH
Deliver volunteer exit survey to support evaluation and development of volunteering activities
Exit survey delivered, results analysed and recommendations disseminated
August 2017
Ensure appropriate recognition, reward and celebration of Education & Welfare volunteers
Relevant volunteers are recognised in organisationwide events and awards schemes
December 2017
OUTCOME
MONTH
SOCIAL ENTERPRISES TARGET
Review the training for all student staff roles and introduce accredited training scheme
Proposal for accredited training August scheme submitted to SMG 2018
MARKETING & COMMUNICATIONS TARGET
Recruit and develop promotional team to support their personal development and work of wider team
OUTCOME
MONTH
Satisfaction and participation increased
October 2017
OUTCOME
MONTH
Finance training content and delivery for 2018 reviewed
December 2017
FINANCE TARGET
Ensure high standard of support and training for Clubs, Societies & Projects through volunteer engagement
YD2: We will provide systems, staff support and funding for volunteers to enable them to maximise the impact of their roles STUDENT DEVELOPMENT TARGET
OUTCOME
MONTH
Review Community Connections volunteer opportunity online search functionality
Specification developed and changes implemented by Welcome Week 2017
September 2017
Deliver Volunteer Fair 2017, and pilot specialised fairs at different sites
Volunteer Fair held with 50 exhibitors and 350 students in attendance
October 2017
18
OUR PLAN 2017/18
IMPERIAL COLLEGE UNION
Review health and safety procedures and policies relating to volunteer management
Review completed and recommendations disseminated for action
December 2017
Deliver Student Volunteering Week with increased participation
Students engaged increased by 10%
March 2018
Convene Investing in Volunteers Working Group to review current practice and create a development plan
Working group established and July self assessment completed 2018
Establish formal volunteer engagement plan for Welcome Week 2018
Plan agreed and disseminated
August 2018
Review offer, maintain, and create new weekly mass & one-off volunteering opportunities
Increased number of weekly events scheduled and promoted online
Ongoing
OUTCOME
MONTH
Produce clearer guidelines for Clubs, Societies & Projects on good procurement procedures and practices
Guidelines drafted, agreed and published
October 2017
Continually improve user-friendliness of finance processes and systems
A logging system implemented for member issues and suggestions to be captured and acted upon
July 2018
FINANCE TARGET
YD3: We will develop, diversity and expand our training programme to allow volunteers to plan their progression and prepare them to hold roles of responsibility within the Union and beyond STUDENT DEVELOPMENT TARGET
OUTCOME
MONTH
Revise CSP inductions to reflect Our Strategy, with content tailored to specific roles and audiences
200 CSP volunteers are inducted alongside their peers
August 2017
Update design and content of training manuals and quizzes, including online resources
New versions live by the start of term
August 2017
Write a 2016/17 Imperial Plus evaluation with recommendations, implementing the delivery plan for 2017/18
Report written and recommendations implemented
September 2017
Script and film an Imperial Plus 2017/18 promotional film or produce alternative communication to increase engagement of volunteers in the programme
Film online and circulated inside and outside of ICU
September 2017
Create a targeted Imperial Plus e-comms plan for engagement across the Imperial community; promoting/highlighting two relevant workshops to each volunteer
Communications plan produced
September 2017
Recruit, train and rota 80 #helloicu crew members
100% would recommend the experience to a friend
September 2017
19
OUR PLAN 2017/18
IMPERIAL COLLEGE UNION
Create wishlist of pilot training sessions for student staff and volunteers
Sharepoint Document created and prioritised according to needs of staff and volunteers
December 2017
Design & develop content, material and resources for an ILM Level 5 Award in the Management of Volunteers
ILM developed and assessed for quality
March 2018
Develop a training needs analysis that supports student staff and volunteers to plan their personal development independently or via a student/volunteer PDR process
A simple training needs analysis is made available
March 2018
Write recommendations on how online learning strategies can be used for our volunteers
Clips created an online for the 2018-19 elected officers
May 2018
Commence delivery of the ILM Level 5 Award in the Management of Volunteers
Delivery commenced and participation targets met
June 2018
Make an intuitive training needs analysis that helps volunteers plan their personal development available online and via an app
App designed and launched
September 2018
OUTCOME
MONTH
Work with the Graduate School to develop and deliver a programme of training for Postgraduate Academic Representatives
Training partnership agreed
August 2017
Develop, publish and deliver calendar of training, events and feedback sessions for Academic and Wellbeing Representatives
Events scheduled, prepared and calendar disseminated; at least 250 Representatives engaged
August 2017
Update printed and online resources and training materials for Academic and Wellbeing Representatives
Resources reviewed, updated and disseminated
September 2017
Develop, publish and deliver calendar of training, events and feedback sessions for Liberation Officers and student campaigners
Events scheduled, prepared and calendar disseminated; at least twenty officers and volunteers engaged
October 2017
Deliver an Academic Representation Conference
Conference delivered with 60 attendees
February 2018
OUTCOME
MONTH
Programmes delivered with high satisfaction rates
November 2017
OUTCOME
MONTH
Increased participation in training and reduction in questions from membership
September 2017
EDUCATION & WELFARE TARGET
MARKETING & COMMUNICATIONS TARGET
Support student-facing teams in creation and delivery of training programmes
SYSTEMS TARGET
Develop online training and FAQ solutions to reduce workload in producing training material and provide easy access to information and guidance
20
OUR PLAN 2017/18
IMPERIAL COLLEGE UNION
21
OUR PLAN 2017/18
IMPERIAL COLLEGE UNION
FOR YOUR VOICE YV1: We will ensure that every student knows how to improve their experience inside and outside of Imperial STUDENT DEVELOPMENT TARGET
OUTCOME
MONTH
Establish a student/staff committee to advise upon and guide Student Development programmes
Committee established and terms of reference agreed
December 2017
Recruit a Student Volunteering Week student team to organise and plan events with student oversight
Committee established
December 2017
OUTCOME
MONTH
EDUCATION & WELFARE TARGET
Update content on Education & Welfare webpages
New content drafted and rolled August out 2017
Support Liberation Officers to establish Liberation forums
Liberation Officers consulted and proposals generated
September 2017
Define and publish processes for supporting student-led campaigns
Processes agreed and implemented
November 2017
Develop a system enabling student-led campaigns to administer their own finances
Processes agreed and implemented
June 2018
OUTCOME
MONTH
Recommendations generated based on information derived from issue tracking system.
July 2018
FINANCE TARGET
Use data from member issue tracking system to better understand student and member needs
22
OUR PLAN 2017/18
IMPERIAL COLLEGE UNION
YV2: We will reinforce the importance of global citizenship to our students and the ambassadorial role they have in local, national and international communities STUDENT DEVELOPMENT TARGET
Support design and delivery of bystander intervention training
OUTCOME
MONTH
Online and in-person training experiences delivered
December 2017
OUTCOME
MONTH
Activities delivered at appropriate times of year
Ongoing
EDUCATION & WELFARE TARGET
Deliver events to celebrate diversity during liberation history months
YV3: We will support students to ensure their voice is heard and communicate the impacts of student-led change ACTIVITIES TARGET
OUTCOME
MONTH
Consultation launched and recommendations disseminated
April 2018
OUTCOME
MONTH
Conduct a review of SACAs 2017 with recommendations for future cycles
Review completed and recommendations implemented
August 2017
Review communication with and engagement of Academic Representatives
Review completed and recommendations disseminated
August 2017
Conduct an evaluation of SACA nominations over the past 5 years, identifying trends in demographics
Analysis completed and insights disseminated
September 2017
Generate proposals through student consultation for future relationship with College to support Be Active strategy and improve volunteers’ experience
EDUCATION & WELFARE TARGET
23
OUR PLAN 2017/18
IMPERIAL COLLEGE UNION
Deliver SACAs 2018 embedding recommendations from 2017 review
Sixth SACAs cycle planned and completed
May 2018
Review effectiveness of student representation on College boards
Review completed and recommendations disseminated
June 2018
Conduct a review of SACAs 2018 with recommendations for future cycles
Review completed and recommendations included in future planning
August 2018
OUTCOME
MONTH
Implement message calendar to identify and plan for key messaging priorities in advance
Review completed and recommendations implemented
September 2017
Develop engagement with Representation Networks and Liberation Officers, to increase members’ awareness of their achievements
Volume of communication increased and member awareness improved
November 2017
Develop Officer Trustees communication plans
Increased member and staff awareness of Officer Trustee achievements
July 2018
MARKETING & COMMUNICATIONS TARGET
24
OUR PLAN 2017/18
IMPERIAL COLLEGE UNION
25
OUR PLAN 2017/18
IMPERIAL COLLEGE UNION
YOUR UNION YU1: We will develop long-term financial strength through growth in non-member income, enhanced financial modelling, and balanced investment plans ACTIVITIES TARGET
OUTCOME
MONTH
Develop minibus fleet management practices and promote ability to hire minibuses to external organisations
Policies, processes and promotion arranged and implemented
September 2017
Review associate membership offer in collaboration with partner colleges
Consultation, improved offer and promotion arranged and implemented
December 2017
Policies, processes and promotion arranged and implemented
February 2018
MEASURE
MONTH
Review licensed hours for h-bar in order to deliver more weekend, student-led and external functions
Improved financial performance
November 2017
Introduce a new room and resource booking system to improve the user experience and provide usage data
New system implemented
February 2018
Develop long-term investment and maintenance plans for all of the spaces used within Social Enterprise
Investment and Maintenance plans formalised and agreed
February 2018
Increase awareness of Beit Venue’s services through a website review, search engine optimisation and online traffic insights
Service performance monitored and reported
April 2018
Participate in development of long-term investment and maintenance plans for all non-commercial spaces outside of South Kensington used by our members
Plans formalised and agreed
April 2018
Optimise usage of both kitchens within the Union Building to help improve service, standards and safety
Plans formalised and agreed
August 2018
MEASURE
MONTH
Sales budget achieved
October 2017
Develop a central equipment fund
SOCIAL ENTERPRISES TARGET
RETAIL TARGET
Grow bulk sales to College departments through improved purchase order and accounts offers
26
OUR PLAN 2017/18
IMPERIAL COLLEGE UNION
Invest in a program of capital expenditure to include new sound systems, CCTV and a new computer
All new purchases in place
October 2017
Redesign the Union online shop to meet the needs of members and nonmembers, through improved design and functionality
New online shop implemented March and budgeted sales growth 2018 achieved
Create proposal for Union Shop refit in consultation with external shopfitting and marketing experts
Proposal for Union Shop refit agreed with SMG for action in 2018/19
June 2018
MEASURE
MONTH
Develop use of email analytics in order to improve effectiveness of communication
Performance analysed and engagement rates increased
August 2017
Collaborate with College on sustainable agreement governing use of campus spaces for sales, advertising and sponsorship
Written agreement made with College
September 2017
Develop sales and sponsorship plan to achieve budgeted sales income and support sponsorship work and initiatives
Sales & sponsorship budget achieved
November 2017
Introduce customer relationship management software for sales work & review reporting of future sales
Software implemented and evaluated
November 2017
Improve internal communication across the organisation, supporting teams in sharing their work and achievements
Staff satisfaction and engagement increased
December 2017
Develop sales and sponsorship plan for 2018/19 to achieve budgeted sales income and support sponsorship work and initiatives
Budget and supporting plan written and agreed
June 2018
Generate and begin to implement a sponsorship strategy
Strategy written for delivery from 2018/19
July 2018
Provide ongoing marketing support for Beit Venues to promote their services, focusing on digital promotion including third-party websites
Beit Venues performance and staff satisfaction increased
Ongoing
OUTCOME
MONTH
Enable the organisation to meet legislative and regulatory requirements such as the General Data Protection Regulation and business continuity needs
Staff awareness raised and documentation in place
September 2017
Continue rollout of the new website design to improve and enhance mobile browsing
Growth in website traffic
September 2017
Continue development and implementation of EPOS, offering increased support for catering, reporting abilities, and establishing potential for use by other teams
Specific team outcomes agreed and met
January 2018
Implement a customer relationship management solution across the organisation, supporting teams to manage and develop relationships with external partners
Software implemented and impact on engagement and relationships evaluated
January 2018
MARKETING & COMMUNICATIONS TARGET
SYSTEMS TARGET
27
OUR PLAN 2017/18
IMPERIAL COLLEGE UNION
Implement a new online shop to improve the customer experience and increase sales on the internet
New online shop implemented March and budgeted sales growth 2018 achieved
Develop Beit Venues’ online presence to improve the marketability and provide mobile browsing
Growth in website traffic
June 2018
Develop and enhance systems for event ticketing
Queuing reduced and event entry experience improved
June 2018
MEASURE
MONTH
Develop enhanced modelling and reporting capabilities
Real-time analysis and improved reporting rolled out to internal audiences
June 2017
Support the organisation in planning for, achieving, and recognising longterm non-member income growth
Budget holders engaged and risks & opportunities identified and adddressed
August 2018
FINANCE TARGET
YU2: We will foster a culture of continued progression to attract and develop the best people RETAIL TARGET
OUTCOME
MONTH
Induction pack created, issued to all new starters and evaluated
December 2017
MEASURE
MONTH
Develop the volunteer System Administrator roles and integrate them with the Systems team
Number of volunteering opportunities increased, experience improved and response times reduced
September 2017
Implement focus groups for core services and systems to enable user-led development
Engagement increased and feedback captured and implemented
November 2017
Create a ticketing solution to enable easy communication from our members, the ability to pass requests between teams and development of online FAQs
Response time reduced and FAQ developed and implemented
November 2017
Create an enhanced booking solution for minibuses, rooms and equipment, reducing workload through automation
Staff time reduced and experience improved
November 2017
Introduce a new student staff induction pack that drives service standards, staff development and engagement
SYSTEMS TARGET
28
OUR PLAN 2017/18
IMPERIAL COLLEGE UNION
Increase collaboration with College ICT to improve infrastructure and support within the Union
ICT requests and incidents reduced in number and impact
July 2018
Implement improved reporting and statistical analysis systems which can be integrated throughout other Union systems to enable improved decision making
Systems implemented and August teams supported in using tools 2018
Implement or integrate with College staff management solutions to improve administration and reduce workload
Staff time reduced and experience improved
August 2018
OUTCOME
MONTH
FINANCE TARGET
Support and encourage the continual progression and professional development of all staff
Development, progression and value-adding opportunities May increased through delegation, 2017 automation and process restructuring
Ensure the department is recognised as a good place to work
Clear roles, training, support, developmental plans, opportunities for progression
August 2018
OUTCOME
MONTH
ADMINISTRATION TARGET
Develop our training offer through improved guidance, tracking, and evaluation processes
Training take-up and evaluation August rates increased 2017
Improve induction process to include enhanced training information, buddy scheme and managers’ guide
Production of revised Induction August Pack 2017
Ensure effective delivery of Personal Development Review process
100% completion rate, new resources disseminated and number of training and development plans increased
September 2017
Maintain our Investors in People Gold accreditation through evaluation and improvement of current performance; develop a plan to achieve Platinum status
Working group established, evaluation completed and development plan agreed
September 2017
Deliver Staff Development Day agenda informed by PDR outcomes, values conversations and staff survey results
Staff Development Day delivered and evaluated
September 2017
Refresh staff-facing policies and ensure staff are informed of relevant changes and revisions
At least four key policies are revised and updated
October 2017
Achieve Investors in People Platinum status
Investors in People status retained and upgraded to Platinum
March 2018
29
OUR PLAN 2017/18
IMPERIAL COLLEGE UNION
YU3: We will stay true to a direction set by our values, unique history and a strong moral compass DEMOCRACY & GOVERNANCE TARGET
Complete a review of our Constitution & Byelaws and governance structures and practices
OUTCOME
MONTH
Fundamental documents reviewed, approved and implemented
July 2018
OUTCOME
MONTH
Framework, referral pathways and delegation of authority agreed and implemented
August 2018
OUTCOME
MONTH
Retrospective impact report and evaluation completed and disseminated
September 2017
OUTCOME
MONTH
Values and standards included in promotion, interview and selection processes
August 2017
SOCIAL ENTERPRISES TARGET
Develop partnership framework between Licenced Trade, Student Activities, Management Groups and College to ensure collaboration on shared issues including student behaviour
MARKETING & COMMUNICATIONS TARGET
Communicate impact of previous Strategy to internal and external stakehoders
ADMINISTRATION TARGET
Embed our values and expectations in our recruitment and selection processes
30
OUR PLAN 2017/18
IMPERIAL COLLEGE UNION
31
OUR PLAN 2017/18
Imperial College Union Beit Quadrangle Prince Consort Road London SW7 2BB Registered Charity No: 1151241
32
IMPERIAL COLLEGE UNION
Tel: Email: Twitter: Facebook:
020 7594 8060 union@imperial.ac.uk @icunion Imperial College Union
imperialcollegeunion.org