Our Plan 2017/18

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

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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

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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.

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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.

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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

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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

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OUR PLAN 2017/18

IMPERIAL COLLEGE UNION

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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

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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

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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

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OUR PLAN 2017/18

IMPERIAL COLLEGE UNION

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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

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