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NSS Ambassador Handbook 2010/11
Dear NSS Ambassador,
Welcome to NUS! Congratulations at your appointment to become an NSS Ambassador for 2010/11.
Being an NSS Ambassador is a great opportunity to develop your own skills, as well as meet new people, travel around your region, and really help to improve the student experience, so make the most of your role!
This briefing contains the information you will need to carry out your work, from the practicalities of submitting expenses, to the conversations you may have with student officers. Please read this thoroughly and just come back to us if you have any queries.
Best wishes,
Kate and Victoria The Student Feedback Team
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Contents About the National Student Survey (NSS) .................................................. 4 2010 Promotional Competition Winner ........................................................................... 5 Being an NSS Ambassador.......................................................................... 7 Your Priorities ............................................................................................ 8 2010/11 Timetable................................................................................... 10 Conversations with unions ....................................................................... 11 Ways to support your students’ unions .................................................... 12 Helping unions to use the survey results ..................................................................... 12 Helping unions to promote the survey.......................................................................... 13 Making visits, and contacting unions ............................................................................ 14 Email, telephone and online communication ............................................................... 14 2010 National Student Survey Results ..................................................... 15 Potential criticisms of the survey and how to deal with them................... 17 Communicating with NUS ......................................................................... 19 Contacting other Ambassadors ...................................................................................... 20 Expenses .................................................................................................. 21 Confidentiality and the information we hold and display about you ......... 22 Email Accounts & Online Communication.................................................. 23 Tips for ambassadors ............................................................................... 24 Resources to help you .............................................................................. 25 Tasklist: September to December 2010 .................................................... 27 Tasks for January to June 2010 ................................................................ 30
Expense Claim Form………………………………….…………………………….……….32 Union Contact Sheet………………………………………….……………….…………….33 Task Submission Form………………………………………………………………….…..34
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About the National Student Survey (NSS) About the National Student Survey (NSS) The NSS surveys the experiences of final year undergraduates studying higher education colleges in approximately 152 universities and 122 further education colleges across the UK. The survey commissioned by HEFCE has run annually since 2005. Out of a possible 400,701, 254,211 final year part-time and fourth year full time students completed the 2010 survey either online, by telephone or by post – that’s 62.34% of all students studying an eligible higher education course. Since 2008, the number of participating students has also included those studying higher education courses at further education colleges in England and Wales, and more recently the NSS has fully included students studying eligible NHS funded courses. The NSS invites students to rate and comment on the following areas of their academic experience at their institution: • • • • • • •
Quality of teaching Assessment and feedback Academic support Organisation and management Learning resources Personal development Overall satisfaction
Using the NSS data Students’ unions and associations can access the results to the NSS online and in depth. They can use the data to provide evidence to lobby the university to make changes to the student experience, and NUS has many examples of local or national campaigns undertaken by unions and NUS that have resulted in wins for students Promoting the Survey Unions can also take an active role in promoting the survey to ensure that there are valuable results in the year ahead so that students’ unions and institutions have a wealth of data and student feedback to investigate the student experience in the future.
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2010 Promotional Competition Winner 2010 Promotional Competition Winner Last year Northumbria Students’ Union won the NUS NSS Promotional Competition with their innovative campaign. The union worked along side the institution to produce a hard hitting and controversial campaign which increased their overall response rates by 11% from 66% to 77%. The theme was ‘do it or else’ and there were posters with various scenarios which linked together. As well as the punchy posters, the union organised a competition between the different schools of the university. The school with the highest response rate at the end of the survey would receive a free Grad Ball. This created an additional buzz on campus as course reps got involved to bring up the response rates in their department. There was also a dedicated website where students were able to see how well their school was doing in comparison to others in the university. The union also encouraged their RAG society to participate in promoting the NSS while raising money for their chosen charities.
This campaign created a large proportion of responses from eligible students because they ensured that they used all the available resources, from using innovative promotional materials to involving their union volunteers. They ensured that there was a strong presence of the purpose of the survey on their website and social networking groups and made the campaign fun. The added incentive of a prize for the winning school meant that both course reps and university staff were able to encourage participation and this created a buzz on campus.
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About NUS and the NSS Ambassadors About NUS and the NSS Ambassadors The National Union of Students (NUS) believe that how students feel about the quality of their courses is crucial to their experience, and each year NUS supports students unions and associations to work with students, universities and colleges to give students the chance to comment on their courses and improve them through the National Student Survey. Mission NUS’ National Student Survey Ambassadors are key to embedding the National Student Survey (NSS) at the core of students’ unions’ work surrounding education quality at universities and colleges across the UK offering higher education provision. Vision The NSS Ambassadors are a means to help unions effectively use and promote the NSS, enhancing their understanding of the survey uses, promoting continual increase in participation, and highlighting the available resources and support on offer. The NSS Ambassadors will actively help students’ unions feed the results of the survey into their own organisational objectives and work on education quality, through working with their institution and running campaigns grounded in evidence from the NSS and other sources of student feedback. Values NSS Ambassador values are in line with NUS’ organisational objectives, which can be viewed online at: http://www.nus.org.uk/en/About-NUS/Mission-Vision-Values/
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Being an NSS Ambassador Being an NSS Ambassador Being an NSS Ambassador is a challenging role that can be very rewarding in terms of your own personal and professional development. It can offer you new opportunities such as…. • • • • •
Research or analytical skills Communication skills through delivery of presentations, conducting meetings or visits The chance to work independently or as part of a team Opportunities for travel across your region, and the wider UK at national events The chance to investigate areas of interest to you, for example, writing articles or briefings, analysing survey data, or even making videos.
NUS will provide you with a certificate for the work that you undertake, and a personal reference if requested. In addition, many of the tasks will be awarded an allowance, and you can earn up to £50 per month between September 10 - June 11 (equivalent to £500 per year). These tasks have been designed around your individual areas of interest or expertise, but if you have any specific interest or ideas for projects or activities you would like to undertake please do let us know – we may even be able to award you with an allowance for undertaking them.
“The thing I enjoyed most about my time as an NSS ambassador was furthering my understanding of how a national survey is undertaken. I’m hoping to pursue a career in social research and so it was an excellent opportunity to see how what I’ve learnt at uni is applied to such a large research project. An NSS ambassador develops certain skills through their roles. These roles are rooted in the ability to think on your feet. When talking to unions it is important to tailor your arguments to the information (and tone!) they are communicating to you. Ambassadors have to take on board the differences in how institutions are structured and the relationships between the union and the university to ensure that support is tailored to the needs of the union.” Emily Burn, NSS Ambassador for the North, 2008/09
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Your Priorities Your Priorities There are several key priorities for the NSS Ambassadors in 2010/11, these guide the tasks you have been allocated and your work in the year ahead:
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Educating students’ unions as to the various uses of the NSS and how to use the results effectively to identify areas for change in the local student experience. Ambassadors can do this through meetings, visits, sharing of case studies, and circulation of tips, briefings and information.
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Informing students’ unions as to the key findings of the survey through creation of resources such as articles, briefings, or videos or participating in events
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Ensuring unions know how to access and effectively use the NSS Results website: the NSS results website holds a wealth of information that has proved very powerful for unions in the past. However, only a small number have accessed this site, particularly in Further Education Colleges (FE). We need to ensure that all students’ unions are aware of what is available to them, how it might help them and how they can access this data Ambassadors will need to take reasonable steps to share their knowledge of how to view or analyse their results, or highlight issues to look out for through visits or by offering support.
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Encouraging greater involvement of students studying higher education courses in further education colleges: Last year, high participation rates (referred to as “Response Rates”) last year in FE colleges were concentrated in a small number of institutions. We need to be working to ensure a more even spread, and encourage both the FE unions, and their HE partner unions to get involved so that they too are aware that all the support NUS offers (e.g. events and resources). This is all the more important as these students were significantly less likely to be positive about their courses than HE students. Ambassadors will be allocated at least two FE college students’ union to work with, and these should be given special attention in the year ahead, with a view to ambassadors being able to demonstrate how an FE college has used the NSS during the year, or demonstrate an awareness of the support available from NUS.
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Ensuring students’ unions feel confident about the uses and validity of the survey
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Issues of bias, and concerns about the survey are common, but it is important to note how useful, and statistically robust the NSS data is considered. Ambassadors have a key role in explaining to students’ unions how the survey data is used and gathered, and assuring students’ unions that any situations that could lead to the bias of results (by students’ union or institution), and will be taken seriously and that the methodology of the survey ensures currently ensures that the data is robust and reliable.
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Consolidating a body of evidence of how students’ unions have effectively used or promoted the survey
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Collecting and circulating good practice is a key aspect of the NSS Ambassadors role, and ambassadors will be expected to collect short written information, videos or photo case studies detailing how their unions have used or promoted the survey for NUS to distribute, to share ideas and encourage and inspire other students’ unions.
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Ensuring students’ unions know how to promote the survey effectively, means ambassadors have a role in ensuring that unions know how to check their response rates online, know how to access and download free promotional resources or work with their institution to get students to complete the survey or plan a promotional campaign or strategy. Ambassadors can do this through circulation of case studies and keeping in regular contact with their unions and offering suggestions or resources to them to help them promote the survey.
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Ensuring Unions know who their NSS Ambassadors are, and what support is available to them through NUS – it is vital, that through visits and regular communication that NSS Ambassadors seek opportunities to promote themselves and the support that they and NUS can offer. Ambassadors have been allocated in each region to offer one-to-one support, often in person by conducting approximately 5 visits per year, and liaising regularly with unions by telephone and email. Ambassadors should also take the opportunities provided to advertise themselves through the regular production of articles and case studies which will be circulated to unions across the UK.
2010/11 Timetable 2010/11 Timetable There is a clear calendar for the year which will influence which angle of the survey to emphasise, whether this be promoting it or using the results. The following shows a diagram of the year’s activities, and indicates where an Ambassador’s focus is likely to be in the year ahead.
August to November – NSS Results released Encourage unions to… • Look through results on website, ensuring they have passwords • Establishing contacts with staff and officers in unions • Share results with students and Reps, highlighting key areas • Combine NSS data with other internal/ external and national sources Use results in their campaign, research and quality work
May to July – handover Encourage unions to… • Incorporate the NSS into inductions or handovers for officers and Reps • Plan time/arrange visits in the year ahead to focus on using the NSS results and promoting the survey. • Reflect on their past results and promotional activities – what worked well and less well
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Throughout the year please continue to collect case studies of both of unions using the results and promotional activities.
December to April – survey begins Encourage unions to… • Promote the aim and use of the survey to students – with an emphasis on online participation • Work with their institution to promote the survey – they will need to think creatively and strategically about how to get students involved • Use the NSS extranet to keep track of response rates
Conversations with unions Conversations with unions You will come across a wide range of unions during your role as NSS ambassador. This will vary from those who are; • • • • • •
fully engaged and active around the NSS those with little or no awareness of the survey many who don’t know what the survey is and how it can be used or how to access their results (particularly prevalent in Further Education Colleges) those with policy against the NSS those who have only a small number of students eligible to complete the survey at their institution those that have used the survey in the past and have achieved great wins for students, or promoted the survey effectively and had high response rates
While your interaction with these will be different, and it is important to: •
• • •
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Look at the demographic information about your students’ unions so that you can tailor your approach to them, including their most recent response rates or NSS results for each area Keep notes on your students’ union, and their particular situation on your contact sheet Plan your visits and communication with them, to ensure that you provide the most useful support Ensure that you stay in regular contact with your unions by telephone and /or email throughout the year
Ways to support your students’ unions Ways to support your students’ unions Helping unions to use the survey results Students unions can access detailed results from the NSS including student comments on the NSS Results website. Ways to help unions use the data are below: •
Ensure they have accessed the results website, at: www.ipsosmori.com/nss/results To access this website, you will need to advise your unions to obtain a username and password by contacting Ipsos-MORI at nss@ipsos-mori.com which is password protected- you can check the resource bank between September and June to see if your unions have already accessed the site. For a union to access their password and user name they need to email nss@ipsos-mori.com
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Visit them to breakdown their results and highlight areas for concern, or show them a video case study from the resource bank or go through the using your results presentation in the NSS Resource Bank
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Many FE colleges may not be aware that the survey results are available, so ensure they know that they are and how to access them.
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Encourage them to share their results with students, and with their course reps
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Highlight the key areas to look out for in their results, for most unions these will be feedback and assessment (particularly amongst dyslexic and Asian students) and for FE colleges course organisation and management
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Encourage them to compare their results with the national results, by providing them with our Education Information Bulletin on the 2010 results in the NSS Resource Bank
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Ensure they are aware of the distinction between the Unistats and NSS results website. Its surprisingly common for unions to not realise there are two different sites and for them to access their results from.
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Ask them which campaigns they are running, and see if any of them can be strengthened through use to their NSS results.
Helping unions to promote the survey You need to ensure that that unions know that their role is key in promoting the NSS, and HEFCE, Ipsos-MORI and NUS advise students’ unions to promote the survey alongside the institution, so unions should feel they have a role and a say in how this is done. Unions can also approach their institution to work together or ask for funds to promote the survey – it is in the institutions best interests to do this, for example Anglia Ruskin SU received a large amount of money to help promote the survey from the institution and individual schools. There are many cases of unions in the NSS Promotions Guide having financial support for doing this and it is always worth them exploring this possibility. •
Ensure your unions have access to their response rates. This could be through the NSS Extranet (which is different from the results site), their institution or as ambassadors you will have weekly access to your institutions response rates to forward them on.
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Ask the key NSS Contact for their institution if they can share their promotional materials such as pens
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Check response rates, paying attention to compare themselves with the national average, and chase up any unions that are below average
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Make use of a variety of promotional strategies – encourage them to think outside the box or create a buzz on campus by sending or showing them video case studies or case studies online
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Use the materials from Ipsos-MORI and from NUS to encourage students to get involved.
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If they don’t have time to promote the survey, see if they can tie it in with existing events, or get their course reps to do it
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Send on a copy of our NSS Promotions Guide
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Let your union know that they are best placed to promote the NSS, this is for a number of reasons, including: o Accusations of bias directed at institutions o Proximity to students o Turning feedback into representation
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Writing briefings, tips and articles
A few things to consider are: • • • • • • • 13
Make sure you know who your intended audience is Include examples of different students’ unions you have worked with Consider if your article or report would be better summarised as a list Keep it direct and to the point Use inspiring and engaging language where you can Include photos or videos if you have any Consider doing a podcast or video
Making visits, and contacting unions It is important that you make an effort to visit your students’ unions. A personal visit often is far more effective. A few tips for your visits are below: •
Get the name of a key member of staff or officer to speak to in the union at the start of the year, and make yourself known to them by telephone, visit and follow up email
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Take a key member of staff or union officer to lunch, or for tea and cake to have an informal chat about the survey – remember you can spend up to £15 on this which will be reimbursed if receipts are submitted.
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Offer to run through one of the sample presentations with them, if you feel confident to
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Show one of our videos in the session in the NSS resource bank
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Keep a note of questions, queries and the content of your visit so you can complete your Task Submission Form easily and follow up on your next visit or contact
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Offer to visit and help them breakdown the results by going through accessing the NSS results website in person at a visit
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Try to visit two unions that are close together on one day, or better still get them to meet up together.
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Try to book and arrange travel and visits in advance, and remember to confirm your visit before you arrive!
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Follow up your visit with a telephone call, and ensure you take action on anything you have committed to do, or pass it on to us at NUS if you won’t have time to do it
Email, telephone and online communication
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Set up a mailing list for your unions so you can email them all easily and send out a welcome email to introduce yourself
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Make emails short, snappy and to the point
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Don’t rely on email – a visit at the start of the year is best in the first instance to establish contact. Following contacts can be made by telephone or by email or when requested.
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Ensure you check your email inbox regularly, at least once per week, if not more regularly.
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Make use of Facebook, blogs or any other means you think will be effective in contacting your unions
2010 National Student Survey Results 2010 National Student Survey Results Past NSS results Since 2005, the NSS has displayed that students have been consistently positive about teaching quality, but less so about their experiences of assessment and feedback. In 2008, and in previous years, just over one third of students negatively rated assessment and feedback, a statistic that was exaggerated amongst disabled students and those of certain ethnic minority backgrounds. Students studying at FE colleges were also comparatively less satisfied regarding organisation and management and learning resources than their HE counterparts. 2010 Results This year’s NSS results display a mixed picture of the higher education landscape, with clear difference based on location of study and course type.
NSS Results for full time students
The teaching on my course (Q1-4) Assessment and feedback (Q5-9) Academic support (Q10-12) Organisation and management (Q13-15) Learning resources (Q16-18) Personal development (Q19-21) Overall satisfaction (Q22) NHS practice placements (Eligible and NHS funded students only since 2009)
England HEI’s and FEC’s 2009
2010
83 65 74
83 67 75
86 62 77
72 80 79 81
73 79 79 82
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Further Education Colleges – England only 1 - The teaching on my course (Q 1-4) 2 - Assessment and feedback (Q5-9) 3 - Academic support (Q10-12) 4 - Organisation and management (Q13-15) 5 - Learning resources (Q16-18) 6 - Personal development (Q 19-21) 7 - Overall satisfaction (Q 22) 8 - NHS practice placements (Q 23-28)
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Scotland (participating universities only) 2009 2010
Wales HEI’s and FEC’s
Northern Ireland (Universities only) 2009 2010
2009
2010
86 62 78
83 65 76
84 66 77
83 60 74
83 61 75
75 83 81 86
76 83 81 86
73 80 79 83
73 79 79 82
77 85 82 84
76 83 82 83
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85
87
87
86
2009 81 71 75 65 72 78 75 76
2010 81 72 76 66 71 78 76 81
Nationally, overall satisfaction has remained at 82%. However, in Wales and Northern Ireland, satisfaction has slipped by 1%. Assessment and feedback, academic support and organisation and management all show a 1% increase in satisfaction across the UK as a whole. Teaching quality remains the highest area of satisfaction on a national level at 83% but shows a 1% increase in Wales from 2009 to 84%. Assessment and feedback, despite a 1% rise in satisfaction to 66%, still remains the poorest rated area across the UK with one third still dissatisfied. However, most notably, satisfaction has risen by 2% in England. Additionally, Wales has seen small improvements in every question relating to assessment and feedback. Across the UK as a whole, the only area to see a decrease in satisfaction from 2009 is learning resources which fell from 81% to 80%. In England, Wales, Scotland and Northern Ireland, all students appear less satisfied with the level of access they have to general IT resources than in 2009. Northern Ireland has seen a 3% decrease from 89% to 86%. In England the biggest improvement was for question 7 relating to how prompt feedback had been. This saw increase from 57% to 59% satisfaction. All other questions received the same satisfaction levels as 2009 except access to IT facilities which saw a 1% decrease. In Scotland the only areas with a decrease in satisfaction compared to 2009 were for questions on access to IT and “assessments arrangement and marking have been fair� which both saw a 1% decrease. However, a notable improvement of 3% was seen for Q12 regarding good advice when making study choices from 69% to 72%. In Wales, many questions saw improvements of 2% including two relating to assessment and feedback and Q3 on staff enthusiasm. The only areas to receive a decrease in satisfaction were Q17 and Q18 on learning resources. Results from Northern Ireland show some areas decreased satisfaction with all questions relating to organisation and management and learning resources, slipping by at least 1%. Q17 on IT facilities and Q15 on course organisation have seen a decrease of 3%. Part-time students in England remain more satisfied on all areas of their academic experience except on areas of Personal development where they rate their experiences lower. Overall satisfaction is 88% - compared to national average of 82% For those studying in FE colleges in England, overall satisfaction has risen by 1% from 75% to 76%. Organisation and management remains the most poorly rated area of the student experience for students at FE colleges at 66%, despite rising by 1% this year. Teaching quality remains the area with which students are most satisfied. NHS placement students are more satisfied overall in England than in 2009 (by 1%) and in Wales (by 2%). NHS students in Northern Ireland have shown a 1% decrease in satisfaction, whilst satisfaction levels have remained the same at 83% on a national level.
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Potential criticisms of the survey and how to deal with them Potential criticisms of the survey and how to deal with them Since the NSS was established in 2005 it has had some controversial moments and come under a diverse array of criticisms. Below is a selection of possible points that might be brought up by students’ unions, below each point is NUS’ stance. If you ever feel you need more support when answering such questions do not hesitate to get in touch. Students have been influenced to complete the survey positively Issues of bias, and concerns about the survey are common, and there were reports of institutions trying to influence student’s results in 2008. While NUS is not convinced that students would necessarily be persuaded by this type of action is does place a shadow over the survey and could be a threat to its existence. Therefore NUS argues that students’ unions are best placed to promote the NSS as it removes the likelihood such accusations. If you hear of institutions trying to promote the survey in anyway other than in an objective manner, please let us know and we will inform HEFCE. HEFCE will keep the source anonymous and this might be useful if a union does not wish to sour their relationship with their institution. Ambassadors have a key role in assuring students’ unions that HEFCE take it very seriously and will take action to prevent it occurring, and that this will not affect the importance of the purpose of the survey.
An individual’s expectation of a particular institution will influence how satisfied they become once they arrive. The survey should therefore also measure expectations. NUS response: statistically it is impossible to reliably measure an individual’s expectation once they have already started their course, let alone three or four years along in their studies. The data created would be virtually meaningless to all involved, including unions and especially for the prospective students it is designed for. The survey is intrusive NUS response: we warmly welcome any opportunity, especially one of such national prominence that asks individual students about their individual experiences. This puts student opinion at the centre of the debate on quality. Participation is voluntary and it only takes 5 minutes to complete, we would urge all those not wishing to be involved to opt-out at the earliest stage to avoid any further contact with Ipsos Mori. Students should not be harassed by telephone NUS response: the telephoning stage is necessary as it is more likely to capture certain harder-to-reach groups of students, particularly those with disabilities and those from ethnic minorities. In the name of inclusion, this stage will always remain. However, there is little doubt that there were problems during the telephoning phase throughout the 2005 survey and that some students were called an 17
unacceptable amount of times. Due to lobbying by NUS and individual unions, significant changes have been made to rectify this. For instance, there is much greater emphasis on online participation (the proportion of students completing it this way has significantly increased since 2006), students are called up to 50% less and the telephoning stage is halted once an institution’s response reaches 50%. These were significant wins and need to be communicated to unions as widely as possible. ‘We do our own internal surveys, the NSS is too vague to relate to our individual student experience’ NUS response: The usefulness of the NSS lays in the fact it is a national survey producing results that can be compared across institutions. By its very design and definition it is not meant to replace, nor can be replaced by internal research. In fact, as the case studies show it can work to compliment internal investigations, adding weight to arguments and highlighting national issues in need of further, localized exploration.
The survey does not report the results of joint-honours students in a meaningful way NUS response: this is currently being addressed by the steering group committee. The survey should ask how important an area is to an individual as well as how satisfied they are with that area (i.e. how important do they consider library resources to be, as well as how satisfied they are with their own library resources). NUS response: the same critics that claim the survey is intrusive are also keen to double, if not treble its length with the inclusion of importance (and expectation) questions. There has to be a limit to the number of questions included before response rates are adversely effected. It is not felt that ‘importance’ questions are necessary in order to add significant value to the end result. This is especially so as with some statistically wizardry it is possible to judge the impact that each of the question groups has to ‘overall satisfaction’, as shown below: In order of impact with proportional influence on ‘overall satisfaction’: Teaching and Learning: 0.486 Organisation and Management: 0.204 Academic Support: 0.168 Assessment and Feedback: 0.117 Learning Resources: 0.052 Therefore, Assessment and Feedback has a relatively weak relationship with Overall Satisfaction - around 25% of the impact of Teaching and Learning, which has the most significant relationship.
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Communicating with NUS Communicating with NUS Each month, between September 2010 and June 2011 you can choose to undertake a task from the selection of tasks in the Tasklist in this booklet (page 30) There will usually be a choice of between 1-3 tasks, however, if you would like to submit a proposal for a task of your choice that is not included in the task list, this will also be considered. After each task you will be rewarded with £50 within 3 weeks of completing the task, once a Task Submission Form and Union contact sheet have been submitted. The purpose of submitting the Task Submission and a Union contact sheet is to: • Find out where NUS can offer support to you as an ambassador, or to your unions • Ensure that you are quickly rewarded for any tasks that you complete • Promote your work among students’ unions and associations • In between this time if any issues arise that you think we should be aware of or where you would like clarity or advice then feel free to get in touch with us anytime. You should complete the relevant sections of the Task Submission form by the final day of each month to ensure that you are paid within 2-3 weeks of submission, alongside an expense form and additional documentation where necessary. All forms can be found in the General Resources section of the Resource Bank, and task information and guidance is listed from page 26 onwards. You may submit your task forms either electronically by sending them to kate.wicklow@nus.org.uk or you can post them to: Student Feedback Team, Education and Quality, NUS HQ, 184-192 Drummond Street London, NW1 3HP Our main contact email address is nss@nus.org.uk, but we can also be contacted on our personal email addresses which are: Kate.Wicklow@nus.org.uk and Victoria.passant@nus.org.uk. We also have 2 dedicated phone numbers to the NSS project these are: 0207 380 6685 and 07977 980853
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Contacting other Ambassadors The NSS Ambassadors can be contacted at: Martin Bailey, North Midlands: Martin.Bailey@nus.org.uk Shane Brogan, Ireland: Shane.Brogan@nus.org.uk Chris Clark, London and West: Chris.Clark@nus.org.uk Kate Little, North West: Kate.Little@nus.org.uk Joseph Paxton, Midlands: Joseph.Paxton@nus.org.uk Alex Reily London and East: Alex.Reily@nus.org.uk Daniel Ridsdale North East: Daniel.Ridsdale@nus.org.uk Emma Todd, Scotland: Emma.Todd@nus.org.uk Gail Wilson, South West: Gail.Wilson@nus.org.uk
Why not contact the other NSS ambassadors if you need help or assistance? There is also an NSS Ambassadors Facebook Group – details will be given at the training session, and this is there for you to network with other ambassadors on a social and work related level. If you’d like to meet up with other NSS Ambassadors during the year outside of these times, check everyone’s availability and we’ll try to arrange a central location for you, including lunch. Keep a note of regional events that you can attend, to brush up your knowledge, see some of your union contacts, and keep in touch with the other ambassadors.
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Expenses Expenses Each Ambassador gets an allowance of up to £300 to spend on communicating with students’ unions and associations. This could be spent on travel, meal allowances or telephone bills. Transport: Transport will be reimbursed when submitted with a receipt – this is expected to include train, bus and taxi. Ambassadors are requested to book travel early as to keep costs to a minimum – as you will know which months you will conducting a visit in, it is possible to ensure often book a month in advance or request for NUS to book travel on your behalf. Car hire must be authorised in advance and only used in circumstances when it is the cheapest or only option. Visits: Should you go on a visit, you may suggest to meet a member of staff or officer at the students’ union over tea or coffee, lunch or refreshments. You may spend up to £15 in total on refreshments for which receipts must be provided and submitted to us to be reimbursed. Meals: If an Ambassador is out on a visit for more than five hours you may expense a meal up to the value of £15 on the provision a receipt is provided. Overnight stays: Your visit may require an overnight stay. Overnight stays must be authorised by NUS beforehand and if approved they will be fully reimbursed. If an Ambassador is able to stay with a friend or family member then they will be reimbursed £25 rather than the hotel fee. Making a claim To make an expense claim just fill out the form at the back of this book or in the General Resources Section of the online Resource Bank and submit to NUS. To receive the money as a BAC (an automatic transfer into your account) then please submit your bank details on the form or in the scanned email, otherwise a cheque will be issued. Expenses will take approximately 2-3 weeks to process, so please contact us should you have any queries regarding existing or potential expense claims.
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Confidentiality and the information we hold and display about you Confidentiality and the information we hold and display about you Criminal Justice Bureau (CRB) Under NUS’ Safeguarding policy, YOU are required to submit to a Criminal Records Bureau (CRB) check (this is likely to be completed at the first training session, this is especially important where you are visiting FE colleges. All information provided will be kept confidential.
Website We will display your name and NUS email address on the NUS website(s), www.nus.org.uk and www.nusconnect.org.uk along with the photograph of yourself provided at training. If you do not wish to have this on display, please let us know. Confidentiality Much of the information you have access to regarding the NSS data is confidential or only open to each students’ union, this includes: • Detailed NSS results from a students’ union (e.g those that are gained from the NSS Results website, which is password protected) • Any detailed breakdowns of national results that you are advised not to share • Response rates of individual students’ unions • Contact details of students’ unions staff, unions or officers, as detailed in the NUS Directory This information should not be shared with any students’ union apart from the particular union to whom the results belong. You will also have been asked to read and sign the NUS Confidentiality Policy, which you must adhere to, detailed below for your reference: Confidentiality (Disclosure) Declaration In particular the following should be adhered to: Data protected information must not be disclosed either verbally or in writing to unauthorised persons. It is particularly important that you ensure the authenticity of telephone enquires. Written records, computer records and correspondence pertaining to any aspect of NUS’ activities must be kept securely at all times. You must ensue that all computer systems that you use are protected from inappropriate access within your direct area. If it is necessary to share information in order to effectively carry out your work, you must ensure that as far as is reasonable this information will be exchanged on a strictly ‘need to know’ basis, using the minimum that is required and be used only for the purposes for which the information was given. Conversations relating to confidential matters affecting employees should not take place in situations where they may be overheard, e.g. in corridors, reception areas, and lifts. Any breach of confidentiality may be regarded as misconduct and may be subject to disciplinary action, up to and including dismissal. The same provisions apply if you are working off-site or at home.
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Email Accounts & Online Communication Email Accounts & Online Communication You will be given an NUS email address. divert the emails onto a different account.
You may want to use this regularly or
To access NUS webmail remotely, go to: webmail.nus.org.uk/OWA To login enter your details in the following format: Username: firstname.lastname Password: (individual passwords will be send but these will always include a capital letter and a number) You are required to check this email address regularly (at least once per week.) If you cannot reply to a query that you receive, (for example if you don’t have time, or do not feel confident to answer it, please do not hesitate to forward the query on to us at nss@nus.org.uk
Help with using webmail For instructions on how to use webmail effectively, visit the NSS Resources bank online, and look for the Outlook 2007 Guide in the NSS Ambassador General Resources Folder.
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Tips for ambassadors Tips for ambassadors Steve Topazio and Emily Burn share their top tips from being NSS Ambassadors: Tips from Steve Try to keep a record of the contact you’ve had with unions as it’s quite difficult to keep track of where each stands with the NSS. Use these records to plan out your main points before calling or visiting a union and you’ll be better placed to respond to their specific situation. As a result your support will be more relevant and credible. When first making contact with your unions, direct contact by phone offers the best opportunity to make an impression, and then follow up with a visit if necessary. If you’re unable to get in touch with your unions by phone then make sure the emails are personalised to the individual union. These often get a better response than a group email sent to all unions. If you get a less-than enthusiastic response from a union don’t let this put you off calling other unions as the next one could be really positive about the NSS and your role as ambassador. Tips from Emily: Try and avoid email contact in the first instance, I found that the majority of emails went unanswered so I wasted a lot of time in the first month. Inform your Unions of their rights as a Students’ Union, many of mine this year were not aware that they could contact IPSOS MORI or were entitled to promotion materials. Even more shocking, many institutions did not know they had independent access to the results site so make sure this years contacts are aware of this. Promotion is just not about getting people to fill out the survey, when the results are released it is important that Students’ Union run a campaign to inform students of the results and how the Union is putting pressure on the Institution to make change if the results are negative.
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Resources to help you Resources to help you There is an online bank of resources and information for all NSS Ambassadors to access, called the NSS Resource Bank. To login visit: www.skydrive.live.com Enter this username: nssresources@live.co.uk Enter this password: survey1011
Available Resources in the Resource Bank NSS Training Resources – to help you when visiting unions or contacting them or for guidance • Presentation on using the NSS • Presentation on promoting the NSS • A briefing for course reps on the NSS • Case study videos to show to unions on visits on how unions have used or promoted the NSS • Electronic copy of the NSS Guides to surveys in Higher and Further Education • Education Information bulletin summarising the NSS results from 2010 • Full spreadsheet of NSS results from 2010 • SLEEC Toolkit for Scottish Students’ Associations Hard copies of the above can be posted to you on request to take to visits, send on to unions or for your own reference. General Resources Directory with names and addresses of students’ unions Task Submission form Expenses form Current tasklists Response Rates Between January and April, the response rates for each participating institution will be posted in the resource bank and mailed to you weekly. Please ensure that you check these regularly and inform your institutions of their current response rates and they areas which they should work on. Ambassador Footage A place to store and upload any photos or video footage in the Ambassador Footage section Other information will be uploaded throughout the year, which you will be alerted to by email, however, if you can think of anything that should be in here that could help you, let us know! 25
Other Resources Don’t forget to contact us at nss@nus.org.uk when you need to, and remember that the other ambassadors can be a useful resource too, so why not get in touch?
Guidance on Tasks
You can complete up to 1 task each month, of which you will be given £50 on completion of a task from and union contact sheet. The tasks will be a choice of a contact, visit, article, or case study. Guidance and tips on how to complete each of these can be found on page 31 or can be obtained by contacting nss@nus.org.uk Tasks should be completed, and sent in by the last day of each month, and subject to approval, will be paid within 2-3 weeks. Expenses, once submitted at the same time will also be reimbursed within 2-3 weeks of receipt Please note that in addition to your monthly task you should keep in contact by telephone or email with your unions, reply and note down any queries you deal with in your monthly union contact sheet.
Once you have chosen and completed your task(s), please submit the Task Submission Form by the final day of the month detailed, completing section A and one to two of the relevant sections B,C,D,E alongside it to nss@nus.org.uk Don’t forget to complete and post, fax or scan in an expenses form available in the Resource Bank in the General Resources section if you have any expenses you wish to claim for Include any videos or photos when submitting the form by emailing them to nss@nus.org.uk.
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Tasklist: September to December 2010
Tasklist: September to December 2010 Please choose 1 task to complete each month and submit your task form and communications sheet by the final day of the month to nss@nus.org.uk with your expenses form and any photos or videos. September Task One: Contact •
• • • •
Phone all of your unions to establish a key contact for the NSS, and make a note of their name of the best person to speak to about the NSS, their title and email address Introduce yourself, and how you can help and be contacted Ensure they have their login details for the NSS results website See if they are interested in you visiting to go through their results or the results website, and make a note of this. Send a follow up email to them reiterating any key points/advice given in the conversation
Note: You may claim for telephone expenses for this task, to claim this, please contact us at nss@nus.org.uk
October Task One: Visit • • • •
Visit one students’ union to show them how to breakdown their results, or go through ways they can use the survey Ensure you obtain the name, venue, campus and details of who you are meeting and where and pass these on to us in advance Ensure they have already received their nss password before you arrive Prepare for your visit by taking a presentation, asking us to post you any books or worksheets, video case studies (to play on a computer) and look at the information on your union to see what they could focus on.
Invite them for a tea or coffee, and cake/snack/meal for which expenses of up to £15 can be reimbursed to you.
Task Two: Article • Write a piece of at least 500 words for the website on one aspect of the NSS results and how they can be used on any of the following topics, or one of your choice: • Using the NSS as a course rep/with course reps 27
• • • • • •
Using the NSS results to help with SWS Running a focus group on the NSS/developing your findings FE students studying HE courses Working with your local FE college to investigate the NSS. The NSS results in Scotland, Ireland or Wales – key findings How to use the NSS (for officers in students’ unions whose roles do not solely focus on academic/education issues)
If you wish, you can do this in the version of a video or podcast of up to 2 minutes in length. Please do include any photos or information you have available. This will be edited (where necessary) and uploaded online within the next month. November
Task One: Visit • Visit one students’ union to show them how to breakdown their results, or go through ways they can use the survey • Ensure you obtain the name, venue, campus and details of who you are meeting and where and pass these on to us in advance • Ensure they have already received their nss password before you arrive • Prepare for your visit by taking a presentation, asking us to post you any books or worksheets, video case studies (to play on a computer) and look at the information on your union to see what they could focus on. Invite them for a tea or coffee, and cake/snack/meal for which expenses of up to £15 can be reimbursed to you. Task Two: Visit • Visit one FE college students’ union to show them how to breakdown their results, or go through ways they can use the survey • Ensure you obtain the name, venue, campus and details of who you are meeting and where and pass these on to us in advance • Ensure they have already received their nss password before you arrive • Prepare for your visit by taking a presentation, asking us to post you any books or worksheets, video case studies (to play on a computer) and look at the information on your union to see what they could focus on. Invite them for a tea or coffee, and cake/snack/meal for which expenses of up to £15 can be reimbursed to you.
Task 3: Case Study • Contact all of your students’ unions and write a case study of how one he and one fe students union are using the results. Find out: • What aspect of the NSS results stood out to them • What process they went through to make change (e.g. working with their institution) • How and if they consulted students or course reps on their results or campaign • How they publicised what they were doing, and what their aims were • What the outcome was, or they hope for it to be • If they can send any photos, or links, or documents so that we can display this on the website 28
•
Video case studies or podcasts from the union will also be acceptable.
December Task One: Visit • Visit one students’ union to show them how to breakdown their results, or go through ways they can use the survey • Ensure you obtain the name, venue, campus and details of who you are meeting and where and pass these on to us in advance • Ensure they have already received their nss password before you arrive • Prepare for your visit by taking a presentation, asking us to post you any books or worksheets, video case studies (to play on a computer) and look at the information on your union to see what they could focus on. • Invite them for a tea or coffee, and cake/snack/meal for which expenses of up to £15 can be reimbursed to you. Please note, it is best to arrange this visit in advance for the early part of December
Task Two: Article Write a piece of at least 500 words for the website on one aspect of the NSS results and how they can be used on any of the following topics, or one of your choice: • • • • • • •
Using the NSS results to help with SWS Running a focus group on the NSS/developing your findings FE students studying HE courses Working with your local FE college to investigate the NSS. The NSS results in Scotland or Wales – key findings How to use the NSS (for non- education officers) If you wish, you can do this in the version of a video or podcast of up to 5 minutes in length.
Please do include any photos or information you have available. This will be edited (where necessary) and uploaded online within the next month.
Task 3: Case Study Contact your unions and write a case study of how one he and one fe students union are using the results. • • • • • • •
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What aspect of the NSS results stood out to them What process they went through to make change (e.g. working with their institution) How and if they consulted students or course reps on their results or campaign How they publicised what they were doing, and what their aims were What the outcome was, or they hope for it to be If they can send any photos, or links, or documents so that we can display this on the website Video case studies or podcasts from the union will also be acceptable.
Tasks for January to June 2010
Tasks for January to June 2010 In January 2011, NSS Ambassadors will meet up at NUS HQ in London for one day. The Date for this training will be:
11th January 2011 During this visit you will:
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•
Share what each of your unions have been doing in terms of using the survey, or summarise the contact you have had with them
•
Have one-to-one time to look at your progress and development and any areas of interest you would like to develop
•
Meet with the other ambassadors, and discuss the role
•
New tasks will also be assigned. By this point you may have an idea of areas you wish to develop that may be of interest and so you will be given additional choices in your activities in the months ahead.
NSS Ambassador Expense Claim Form NAME:
REGION:
DATE OF CLAIM: CODING
Date of spend
Description of expense/Type of Allowance
Business Mileage
Signed by Claimant.
Claim approved holder.
Signed
Signed
………………………………………………………………
Print name
–signed
Cost Centre
by
Line
Project Code (if applicable)
Manager/Budget
………………………………………………………………
USE OF CAR – MILEAGE CLAIM Mileage Summary Mileage Allowance (this claim) Gross …………… Miles at 0.40 = £…………
………………………………………………………………
Cumulative business miles ………………. (including the above miles)
Print name ………………………………………………………………
Finance & Resources use only Accounting Period:
Do we have your bank details? Please provide below for payment by BACS.
Processing date:
Sort Code:
Processed by:
Account Number:
All Receipts must be attached to your claim. Business reasons for incurring expenditure must be stated. Incorrectly completed forms will be returned to claimant for corrections & resubmissions 31
EXPENSES CLAIMED TOTAL inc. VAT
this
year
NSS Ambassador Union Contact Sheet AMBASSADOR NAME:
DATE OF SUBMISSION:
REGION:
Communication with unions this month Approx Date of query
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Description of query/communication
Name of students’ union
Outcome of query/help given
Anything for you to follow up
Anything NUS should know
NSS Ambassador Task Submission Form
For Visits Name of union and date of visit
Total cost of any expenses for visit, e.g. for lunch, refreshments and travel Anything NUS should know/follow up?
For Articles Purpose of article: Do you have a suggested title? Have you attached any videos or photos?
For Case Studies Name of Students’ union Brief description of case study/ content: Have you attached any videos or photos?
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Person Visited
Purpose of visit
Summary of discussion
Comments and Actions to follow up?