AUGUST 2009 TO JULY 2010
ANNUAL REPORT
UNIVERSITY OF PORTSMOUTH STUDENTS’ UNION
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ABOUT THE UNION
portsmouth Students’ Union has a vision of creating a positive impact with every portsmouth student during their time at University. As a charity led by our values and guided by our students, the Union provides wide-ranging services and learner support to the 20,000 students of the University of portsmouth. the Union is based in the centre of portsmouth and turns over £1.5m per annum, employing approximately 60 staff.
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Representing Portsmouth students
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Sport, Societies & Media
Events
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Governance and finances
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Our plans 2010/11
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Strategy
ANNUAL REPORT 2009/10
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Performance against objectives
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Introduction from the President
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WHAT’S IN HERE
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INTRODUCTION
2009/10 was a year of significant changes for the Union. Over the past 12 months we’ve overhauled our Governance structures; become the first students’ union in the country to register as a charity; achieved numerous quality marks for our services; and moved into a purpose built student activities centre, to name a few. This report - the first of its kind produced by the Union - outlines the successes we’ve had in the last year and how they have improved the quality of the student experience here in Portsmouth. We’ve also detailed what our plans are for the next 12 months along with our vision for the Union over the next three years. In 2009/10 we’ve campaigned hard to improve the student experience for Portsmouth students. Over the past year we’ve worked with the University to increase social study areas via Third Space; challenged the University on its timetabling arrangements; helped change the personal tutoring system to give students more contact time; and worked with the University to roll-out the coursework receipts system. We take our role in supporting and defending students seriously and we aim to keep pushing hard in this area. In addition to this year being one of significant changes, we’ve also significantly increased the numbers of students we engage with, in everything from elections to societies memberships. In total we now have over 7,000 students engaged in our activities and services. We believe that this increasing level of engagement demonstrates the importance that the Union plays in building a vibrant student community in Portsmouth. This year we’ve achieved a lot, but we realise that we have a lot more to do. We have a vision of creating a positive impact with every Portsmouth student, and in the coming months we’ll be publishing our strategic plan 2011-14 demonstrating how we intend to achieve it.
Aakash Naik Union President 2010/11
Meet the 2010/11 Sabbatical Officers Online at: www.upsu.net/sabbs
Students’ Union Eva luation Initiative (SUEI) Accredit ation We became the first Students’ Union on the south coast to achieve the SUEI (Bronze) quality mark. This award recognis es quality across our activities, services and engagement.
A solid financial footing Due to our low level of cash reserves, we took difficult steps to address our weak finances. This is the first year of our re-building programme, that will eventually enable us to better invest in what we provide to students.
Expansion in student activities and elections This year saw huge increases in the number of societies, society memberships and the number of students engaging in our democratic processes, demonstrating their value to Portsmouth students.
eering projects Funding for volunt that we wanted Last year we said r our community to gain funding fo granted £19,000 work; we were City Council to from Portsmouth ational projects run two intergener in the city.
Investors in Diversity In 2010 we achieved level 1 Investors in Diversity status. We view this as an impo rtant development and we’ve made achieving level 2 a priori ty for the future.
ANNUAL REPORT 2009/10
Charity Registration nts’ Union We were the first Stude the recent t in the country to adop d register an changes to charity law as a charity.
ACHIEVEMENTS
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PERFORMANCE
in 2009/10 we identified the following 14 targets as priorities. we achieved NINE of the targets; partly achieved a further TWO; and missed three.
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Register with the charity commission before august 2010. achieved Improve community networks by July 2010. achieved
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Contested Ethics, Equality and Diversity (EED) Elections. achieved Quorate Union meetings and referenda & increased votes in elections. achieved
Increased numbers of students involved in community and volunteering initiatives. achieved Increased funding for initiatives from sponsorship by July 2010. achieved Commercial income targets met by July 2010. achieved
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Single sports membership by September 2009/10. achieved but is now changed
Investigate and integrate Web 2.0 technology by October 2009. achieved AND WON 2010 HANTS WEB AWARD AS ‘BEST PUBLIC VOTED WEBSITE’
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Increased membership of sports and societies. achieved in SOCIETIES Lobby for improved quality of feedback and variety of assessment in academic work by July 2010. Ongoing, but this is now viewed as a priority within the UniverSITY Embed a communications strategy that effectively disseminates the Union’s activities, minimises misunderstanding and maximises involvement. Recognise that consultation and feedback are cornerstones of such a strategy by October 2009. Not achieved, but a communications plan will be incorporated into the Union’s new strategy that will be launched in January 2011 Fundraising targets met via sustainable sources identified and delivered. Not achieved, although two one-off grants were received from Portsmouth City Council during 2009/10 and the Union is committed to generating more of this sort of income Increased numbers of studentS submitting positive feedback in the Union’s annual survey by July 2010. Not achieved due to poor communication and completion rates of the survey
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PERFORMANCE
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REPRESENTATION
Representation is at the core of our activities, ranging from the annual Sabbatical Officer elections to AU Council. Course Representation has, like previous years, been the corner stone of student representation at the Union. This year was no exception with two major successes on exam feedback and improved personal tutor guidelines, which ensured students recieve quality pastoral support. The annual Sabbatical Officer elections were combined with the Part time Officers elections. A total of 3,758 votes were cast in the election - a 41% increase in votes cast compared to last year, smashing all known records. Student Council played a vital role in the Union being registered as a charity and the changes to the election process, passing a watchful eye over proceedings and holding the officers to account on a range of issues including the delay to the Third Space project. “Attending numerous neighbourhood forums and community volunteering events” “Representing students on the NUS NEC and NUS Society & Citizenship Committee” “Assisting over 250 students to register to vote in the general election” “Secured the pledge of our local MP to vote against potential rises in tuition fees”
In May 2010 the Union was successful in two bids with Portsmouth City Council to run intergenerational volunteering projects with senior Portsmouth residents. These projects will take place in 2010/11.
247 VIP MEMBERS
CONTRIBUTED TO OUR COMMUNITY WITH OVER
600 HOURS VOLUNTEERING IN THE PORTSMOUTH AREA
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The Union prides itself on its volunteering culture and is dependant on students giving up their time to organise activities on behalf of other students. In addition, we support hundreds of students who participate in community volunteering and raise money for charities.
VOLUNTEERING
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The Union changed its membership system for the Athletic Union (AU) during 2009/10 so that membership of the AU granted access to play and train in all sports. The introduction saw a reduction in the total number of members. In 2009/10 the AU had 2,313 members, down from 4,128 in 2008/09. The Union intends to return to an individual club membership system in 2010/11.
RAnKIngS
eir status of th d e in ta re b lu “our Boxing C Champions y it rs e iv n U ritish English and B cutive double!” se n o c d ir th a in 2009/10 portsmouth clubs won a total of 6 leagues and 5 2010: 24th BUCS cup competitions.
BRITISh UnIvERSITIES & COlEGES SPORTS (BUCS)
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SPORT
the Union supported a total of 34 sports clubs in 2009/10, which included the 33 clubs in 2008/09 and a new addition, tchoukball.
2009: 25th 2008: 37th 2007: 47th 2006: 59th
The Union continues to support its four primary student-led media outlets: Pugwash news; Pugwash Magazine; PurefM; and UPSU.tv. Pugwash news is printed every fortnight, with Pugwash Magazine being printed 3 times a year. PurefM broadcasts 24 hours a day during term time and UPSU. tv has its own online channel.
In 2009/10 we had 90 registered societies with a total of 4,309 members, up from 68 societies and 3,178 members in 2008/09.
During 2009/10 our four media outlets had a total of 332 registered members. This is the first time that we have held a central record for engagement in this area.
SOCIETIES & MEDIA
The Union supports a rapidly expanding base of physical activity, religious, cultural, political, academic and general activity societies. In 2009/10 the Union dedicated additional support to societies, enabling a huge expansion in both the number of societies and the number of registered members.
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EVENTS
Over the course of the year the Union supported a number of high profile events, including Freshers Fayre; Re-freshers Fayre; The AU Dinner; The Graduation Ball; The Student Activities Awards Dinner; The Ravelin Park Carnival; One-World Week and numerous society events. Our Freshers’ Fayre in September 2009 contained 166 exhibitors and generated an estimated footfall of 13,440 on day one, with a further 13,020 on day two.
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The Union runs a wholly owned trading company to raise money for the Union’s charitable activities, called portsmouth Students’ Union trading ltd (PSUT). The company was founded in 2007 and has continued its impressive revenue growth and bottom line profit in 2009/10. The company’s main business is through retail sales, night-life promotions and advertising sales.
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2010 PROFITS
PSUT
£83,656 2009 PROFITS
£19,741
2008 PROFITS
£26,516
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GOVERNANCE
During 2009/10 the Union overhauled its Governance arrangements; the Union’s Governing document was re-written, The Trustee Board was expanded and diversified; and the powers of the Board were amended to fit with Charity Commission guidelines. The Board of Trustees is responsible for governing the Union and for setting its strategic direction. The Board also provides the Chief Executive with a budget and operating plan to work towards. The Union’s new ‘Memorandum and Articles of Association’ replaced the ‘Constitution’ as the Union’s Governing document in March 2010 The new Memorandum and Articles of Association had to be approved by a general meeting of students, The University and the Charity Commission.
Board composition Before 6 Sabbatical Officers 2 students 1 University nominated member
After 6 Sabbatical Officers 2 students 3 external members 1 University nominated member
On 1st June 2010, we were the first Students’ Union in the country to register as a charity. Our charity number is 1136115. The Union’s Governance arrangements were audited and given an overall rating of ‘good’ in June 2010 as a part of our SUEI assessment.
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The charity has no recognised gains or losses other than those dealt with in the statement of financial activities. Despite the strong financial performance in 2009/10 the Union continues to have a weak balance sheet position. The Union’s policy for reserves dictates that we should hold a minimum of £350,000 in unrestricted reserves. However, our current holding of £214,475 (unrestricted reserves minus fixed assets) falls well short of this. The Union now has a plan to build the reserve position to £350,000 by August 2015. Download our financial statements online at: www.upsu.net/finances
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None of the charity’s other activities were acquired or discontinued during the last financial year.
FINANCES
2009/10 was a strong year of financial performance. The Union generated a surplus of £78,368, up from £18,406 in 2008/09. The surplus was created by a reduction in administrative costs and overall savings in operating expenditure and is essential in building our reserves.
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OUR PLANS
Our top targets for 2010/11: StAKEholdERS Maintain strong, sustainable relationships with our stakeholders so that UPSU can achieve its Vision and deliver its Mission
lEARnIng And dEvElopmEnt Equip staff and officers with the skills and knowledge they need to achieve the Union’s Vision and deliver its Mission
tARgEtS 1. Produce a glossy annual report, including a social responsibility and student impact report, by 31st August 2010 2. Achieve year-on-year improvement in overall ratings and in the proportion of responses from the staff and student satisfaction surveys by 30th June 2011 3. Develop and implement an annual stakeholder satisfaction survey by 30th March 2011 4. Develop the Union’s democratic structures, evidenced by a voter turnout in excess of 4000 votes, with an average of 3 sabbatical candidates for each post in the March elections by 31st March 2011 5. Coordinate the development of new organisational vision, Mission and values statements with fresh branding by 31st January 2011 6. Develop and launch a new organisational strategy that is approved by the Board of Trustees by 31st January 2011
tARgEtS 1. Develop an organisational training plan and ensure that all permanent staff have an active training and development plan by 28th February 2011 2. Ensure that the course rep system is developed, evidenced by full recruitment of faculty reps and production of an annual academic support report by 30th June 2011 3. Achieve Investors in People (IIP) accreditation and improve the Union’s overall score in the Sound Environmental Impact assessment by 31st July 2011 4. Complete a student impact review of all student-facing services and achieve Investors in Volunteers (IIV) accreditation by 31st July 2011 5. Develop customer service standards for all student facing services and service level agreements for support departments and train all staff against those standards by 31st December 2010
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SyStEmS, polICIES And pRoCEdURES Ensure that the Union’s systems, policies and procedures add value and enable UPSU to achieve its Vision and deliver its Mission
tARgEtS 1. Achieve the overall budgeted surplus for UPSU for 2010/2011 2. Achieve the overall budgeted surplus for PSUT for 2010/2011 3. Achieve the overall budgeted income revenues for PSUT for 2010/2011 4. Review the financial procedures and all operational processes within the finance department by 31st January 2011 5. Produce management account within 8 working days of each period end for at least 10 (out of 12) periods by 31st July 2011
tARgEtS 1. Review all existing policies and develop and implement a plan to review them over the next 3 years, by 31st December 2010 2. Ensure that all ‘red risks’ from the organisational risk register are reviewed quarterly and that all stated actions are completed by 31st May 2011 3. Develop and adopt a Job Evaluation Scheme and ensure that all posts are reviewed under the scheme by 31st July 2011 4. Reach an agreement with the University to redevelop the ground floor of the Student Centre before february 2012, with improved UPSU retail and reception services by 31st July 2011
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FInAnCIAl mAnAgEmEnt And ContRol Achieve financial stability through accountable budget holders, demonstrated by achieving the stated budgeted surpluses by 31st July 2011
OUR PLANS
In April 2010 the Union introduced a new performance management framework for measuring success - the balanced scorecard approach. The balanced scorecard has now been rolled-out across the Union so that all services and activities have a robust target setting process.
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OUR STRATEGY
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INNOVATION AND GROWTH
COMMUNITY
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Goal To become an evolving body that continually learns from its people & members.
Goal To (vastly) increase student involvement in the local community.
Goal To build strong & supportive stakeholder relationships.
Key performance indicators All student volunteers are supported & rewarded; accreditation for our people management; increase number of students engaged with the democratic process; all staff & officers have personal development plans; new innovations to services regularly happen which benefit all stakeholders.
Key performance indicators Community engagement strategy in place; number of students involved in community projects; growth of community project funding; increase awareness of students’ community contribution; growth of volunteering opportunities for students.
Key performance indicators More student involvement in union activity; stakeholder analysis for key stakeholders; increased voter turnout; greater involvement & input in University of Portsmouth policies; improved user ratings for all services.
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finance & resoUrces
poLicies, procedUres & systems
Goal To be sustainable and value for money.
Goal To create an integrated and accessible system of policies and procedures.
Key performance indicators Reserves level reached; quality information produced; demonstrating value for money; new income streams established; existing income streams developed.
Key performance indicators All users understand policies & procedures; feedback from the stakeholders; systems & procedures have intended impact; recognised for our achievements - awards; systems & polices benefiting students.
“Over the next few months the Union will be consulting with students and its other stakeholders on the content of the Union’s new strategic plan. We’d really like your input into our plan. Please contact the relevant strategy champion with your thoughts and ideas.” Strategic Champions INNoVaTIoN & GRoWTH VP Welfare & Volunteering and Chief Executive CoMMUNITY VP Societies & Community and Representation and Volunteering Manager STaKEHolDERS President and Chief Executive FINaNCE & RESoURCES An External Trustee and Financial Controller PolICIES, PRoCEDURES & SYSTEMS VP Democracy & Communications and Student Activities Manager
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OUR STRATEGY
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Sabbatical officer trustees 09/10
President steven topazio vP Education & Representation oliver styles vP Societies aakash naik vP Communications Jacob leverett VP Sports elaina sperring vP Welfare and volunteering elizabeth shephard
Student trustees 09/10
non-Portfolio andrew brown non Portfolio Peter frizelle
University nominated trustee
non-Portfolio Peter Jones (resigned march 2010) non-Portfolio david franklin (appointed march 2010)
External trustees
non-Portfolio christina munslow (appointed march 2010) non-Portfolio fraser whyte (appointed march 2010) non-Portfolio ian Piper (appointed march 2010)
University of Portsmouth Students’ Union Cambridge Road Portsmouth hampshire po1 2EF t: 023 92 84 3859 E: hello@upsu.net w: www.upsu.net
Company Secretary 09/10
Registered charity no: 1136115
Chief Executive (interim)
Company limited by guarantee (no: 3934555) in England and wales
steven topazio
david miles (until march 2010)
Chief Executive
daniel Palmer (appointed march 2010)
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when you have finished with this document please recycle it and help us make a difference photography: tom worman | mike Cooter | Krish mistry laura Stevenson | Film and photo Society produced by: tom worman, UpSU marketing deparment