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Student & Academic Services Staff briefing Dr Jenny Rees Cathy Lambert Wednesday 6th April 2011
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Managing restructuring
Understand this is extremely difficult for staff 39 “heads up” meetings have taken place this week to advise staff of changes
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New title Support for Student Affairs title to avoid confusion with SAAS, ISAS and to avoid unnecessary expenditure PEG wished to establish a new department with a wider remit under a new name “Student & Academic Services” signalled the importance of the new department providing professional support services to academic colleagues New department formally came into effect as Student & Academic Services from 4 April 2011
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Background 18 January All staff presentation on consultation proposals for new Student & Academic Services 8 February deadline for staff feedback 10/11 March initial feedback to PEG/ARC 23/24 March presentation of Part B to PEG/ARC 29 March end of 120 day consultation period 4 April Student & Academic Services established
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Main purpose “to provide effective and responsive recruitment, admission and administration services to support the student journey; to provide student development and wellbeing support services to enhance student retention and promote graduate employability; and to maintain procedures to assure academic standards and enhance quality” More details on vision, remit and organisational structure included in planning context paper
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Underpinning principles
Opportunities for synergies and efficiencies by providing a single entity responsible for student administration and support Support for University’s strategy - confident employable graduates, internationalisation, partnerships and contribution of research students Focus on the student journey Consistent approach in how services to students and prospective students are delivered Strong team working Effective communication between managers and staff Staff empowered to contribute to future developments Openness and transparency Relationships based on mutual trust and respect
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Feedback Responsibilities of IDEA and Vice-Principal (Academic)’s Office Role and remit of Customer Services Management of campus receptions A flatter structure in Student Development & Wellbeing Reporting lines in proposed Student Advice area Proposed structure for Careers Title and remit of Quality Assurance team Support for research degree student administration Customised Programme provision Operationalisation of community engagement strategy Review responsibility for student records Grading of some roles perceived to be inequitable
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Working in partnership …
The department will work in partnership with Faculties and other Professional Services to support the student journey. Student & Academic Services is responsible for that part of the international student journey that begins when students make formal application to the university, thus focusing on admissions and international student support. The VP (Academic) is responsible for the enhancement of the quality of the student learning experience. The VP (Academic Quality & Customer Service) is responsible for academic quality. Central provision of Customised Programmes to be phased out from the start of the 2011/12 academic year. Transitional arrangements to deliver on community engagement commitments
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Responsibilities include:
Managing and administering all incoming and outgoing European and international student exchanges Study abroad activity from application onwards (IDEA will be responsible for recruiting international students from our study abroad markets) US Federal Aid Programme Management of international scholarships, discounts and bursaries. Home and EU recruitment (IDEA is responsible for international recruitment including from the EEA) Recruiting international students based in the UK (working closely with IDEA)
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Key changes UG and PG/International teams in Admissions & International Support Removal of vacant International Support Officer to meet other priorities Points Based Immigration established as core function New CRM post in UK Student Recruitment Customer Services - reception, student information, promotion & events Model of counselling and support for mental health to be reviewed Flatter structure in Student Development & Wellbeing New title for Special Needs & Diversity (Disability & Inclusion) Student mentoring & projects officer, employer liaison and employer mentoring posts part of Careers team. Current Quality Enhancement renamed Academic Quality Research degree student administration and appeals, complaints and conduct move into Student Administration Responsibility for student records moves into Systems & Student Records
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Student & Academic Services – overview
Director of Student & Academic Services Recruitment , Admissions & Administration UK Student Recruitment European Recruitment & Exchanges College Partnerships & Collaboration Admissions & International Support Points Based Immigration Student Administration Systems & Student Records Student Development & Wellbeing Customer Services Funding Counselling Disability & Inclusion Skills & Learner Development Academic Quality Director’s Office ARC Part B documentation 28 March 2011
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Director’s Office and Direct Reports
FT GRADE 9 ASSISTANT DIRECTOR (RECRUITMENT, ADMISSIONS & ADMINISTRATION) GRADE 8 (STUDENT DEVELOPMENT & WELLBEING) HEAD OF ACADEMIC QUALITY GRADE 7 1 FT PA/ADMINISTRATOR 2 X PT PA/ADMINISTRATORS GRADE 4 ARC Part B documentation 28 March 2011
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Recruitment, Admissions & Administration
Assistant Director (Recruitment, Admissions & Administration) Grade 8 - FT Head of UK Student Recruitment Grade 6 - FT European Recruitment & Exchanges Manager Student Exchanges Assistant Grade 3 - FT Head of College Partnerships & Collaboration PT Grade 6 - ELRAH funded Head of Admissions & International Support Points Based Immigration Manager Grade 6 - PT Head of Systems & Student Records Head of Student Administration ARC Part B documentation 28 March 2011
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UK Student Recruitment
HEAD OF UK STUDENT RECRUITMENT GRADE 6 - FT SENIOR STUDENT OFFICER GRADE 5 - FT STUDENT GRADE 4 - FT GRADE 4 - PT GRADE 4 - FT CRM MANAGER GRADE 5 - PT INFORMATION ASSISTANT GRADE 3 - FT GRADE 3 - PT ARC Part B documentation 28 March 2011
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Admissions & International Support
HEAD OF ADMISSIONS & INTERNATIONAL SUPPORT GRADE 6 - FT TEAM LEADER (UNDERGRADUATE ADMISSIONS) GRADE 5 - FT ADMISSIONS ASSISTANT GRADE 3 - FT ADMISSIONS ASSISTANT GRADE 3 - PT PG ADMISSIONS & INTERNATIONAL SUPPORT INTERNATIONAL SUPPORT OFFICER GRADE 4 - FT UNDERGRADUATE ADMISSIONS GRADE 4 – PT ARC Part B documentation 28 March 2011
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Partnerships & Collaboration (externally funded)
Head of College Partnerships & Collaboration PT Grade 6 - ELRAH funded UNTIL 31/7/2013 South East Forum Director Grade 6 - FT SE Forum (until 31 July 2011) Communication & Administration Officer Grade 4 - FT - SE Forum (until 31 July 2011) (vacant) Community Engagement Officer PT Externally funded - Grade 4 (until March 2012) College Articulation Assistant FT or PT - ELRAH funded Grade 3 UNTIL 31/7/2013 ARC Part B documentation 28 March 2011
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Systems & Student Records
HEAD OF SYSTEMS & STUDENT RECORDS GRADE 6 – PT SYSTEMS OFFICER GRADE 5 – FT GRADE 5 – PT STUDENT RECORDS ASSISTANT GRADE 3 – FT ARC Part B documentation 28 March 2011
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Student Administration
HEAD OF STUDENT ADMINISTRATION GRADE 6 - FT TEAM LEADER GRADE 5 - FT STUDENT ADMINISTRATION ASSISTANT GRADE 3 - FT STUDENT ADMINISTRATION ASSISTANT GRADE 3 – FT or PT MATRICULATION & GRADUATION OFFICER GRADE 5 - PT APPEALS, COMPLAINTS & CONDUCT OFFICER ARC Part B documentation 28 March 2011
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Student Development & Wellbeing
ASSISTANT DIRECTOR (STUDENT DEVELOPMENT & WELLBEING) GRADE 8 - FT STUDENT COUNSELLING MANAGER GRADE 6 - PT STUDENT COUNSELLOR GRADE 5 - PT STUDENT FUNDING ADVISER GRADE 4 - PT HEAD OF DISABILITY & INCLUSION GRADE 6 - FT HEAD OF CUSTOMER SERVICES HEAD OF SKILLS & LEARNER DEVELOPMENT GRADE TBC - FT ARC Part B documentation 28 March 2011 – updated 06/04/11
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Disability & Inclusion
HEAD OF DISABILITY & INCLUSION GRADE 6 - FT DYSLEXIA ADVISER GRADE 5 - FT DISABILITY & INCLUSION ADVISER GRADE 5 - PT GRADE 5 -FT DISABILITY & INCLUSION ASSISTANT GRADE 3 - PT DISABILITY & INCLUSION ASSESSOR TECHNICAL SUPPORT ADVISER GRADE 4 - PT ARC Part B documentation 28 March 2011
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Customer Services HEAD OF CUSTOMER SERVICES GRADE 6 - FT
RECEPTION SUPERVISOR & EVENTS COORDINATOR GRADE 4 STUDENT AMBASSADORS AND GUIDES GRADE 2 RECEPTIONISTS Sighthill 2 posts – PT Merchiston 2 PT posts Craiglockhart 4 PT posts moving to 3 posts from May 2011 onwards) GRADE 2 Student Hub (Merchiston B40 ) 2 PT posts - GRADE 2 STUDENT INFORMATION OFFICER GRADE 5 - FT INFORMATION RESOURCES OFFICER GRADE 4 - FT EXTERNAL INFORMATION ASSISTANT GRADE 3 - FT ARC Part B documentation 28 March 2011
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Skills & Learner Development
HEAD OF SKILLS & LEARNER DEVELOPMENT GRADE TBC - FT STUDENT ADVICE TEAM STUDENT ADVISER GRADE 5 - PT GRADE 5 - PT ELRAH GRADE 5 – PT (31/7/2013 CAREERS MANAGER GRADE 6 - FT CAREER DEVELOPMENT ADVISER GRADE 5 - FT EMPLOYER MENTORING COORDINATOR FT GRADE 5 (31/7/2012) EMPLOYER LIAISON OFFICER FT fixed term (until 31/12/12) GRADE 4 STUDENT MENTORING & PROJECTS OFFICER GRADE 4 - FT PERSONAL DEVELOPMENT TEAM LEADER FACILITATOR GRADE 6 - PT GRADE 6 - PT FACILITATOR - PT GRADE 6 - (fixed 30/6/2012) CONFIDENT FUTURES COORDINATOR PROJECT EVALUATOR GRADE 4 - (fixed until 30/6/2012) PT ARC Part B documentation 28 March 2011
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ARC Part B documentation 28 March 2011
Academic Quality HEAD OF ACADEMIC QUALITY GRADE 7 - FT ADVISER GRADE 6 - FT GRADE 6 - PT (fixed until 31 /01/ 2012) ASSISTANT GRADE 4 - FT ARC Part B documentation 28 March 2011
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Impact Original: Required salary savings =£409k (13% in salary costs)
12 fewer posts 3 current vacancies Potential for up to 9 compulsory redundancies Revised: Required salary savings =£454k (14% in salary costs) 14 staff are at risk from redundancy 7 potential redundancies (6.8 FTE approx)
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Redeployment policies
Staff fully supported to secure suitable alternative roles within the University to mitigate against redundancies. Redeployment Register for staff who agree to have their details placed on the register. Recruiting managers to consider all staff on the redeployment register prior to advertising full or part time vacancies If a match (i.e. approx 75% fit) is established individual(s) will be offered an interview prior to any other candidate If the individual meets the essential criteria for the role they should be offered the post If staff could fully satisfy the essential selection criteria with a reasonable level of retraining …. the member of staff will be redeployed to the new position, subject to satisfactory completion of retraining and trial period (12 weeks)
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For staff at risk Seek to mitigate impact through redeployment
First consultation meetings to start week beginning 11 April Invitations to consultation meetings will be sent out this week Recruitment schedule being drawn up – interviews after first & second consultations have taken place Staff at risk to join redeployment register after first consultation meeting Length of service and redeployment opportunities will determine next steps
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First consultation meetings
First consultation meetings with staff at risk to explain: the reason why it is proposed to make redundancies that they have been provisionally selected for redundancy the basis upon which they have been selected including details of redundancy pool and essential selection criteria the redeployment process and any suitable alternative employment Staff invited to discuss: their selection for redundancy put forward any suggestions for ways to avoid their redundancy the timescales involved when redundancy dismissals may occur the next steps in the consultation process the support mechanisms available
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Implementation 4 April - Interim line managers have been assigned for staff from outwith the former Student Affairs New role profiles to be sent out by either today or tomorrow Timescales for changes to other line management arrangements within current Student Affairs to be confirmed Likely to be from 2 May onwards Detailed implementation required to establish new department Space Budgets shared drives staff directory and mailing lists No immediate change to signatures, phone answering etc etc “&” not “and” in titles to be confirmed
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Further information Presentation and proposals added to ARC web-site now including: Part B template Feedback to consultation proposals Changes made in the light of feedback Detailed organisational charts Planning context for Student & Academic Services Equality impact assessment All line managers expected to discuss outcomes with their staff – either in groups or individually
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Sources of Support Line manager, trade union representative or to Lee Conlan, our HR Client Partner. Contact Care First on Care First is an independent and confidential service operating 24 hours a day which offers professional counselling, information services and debt management. It can provide support for both staff and managers. HR intranet site dedicated to reorganisation, redeployment and redundancy. This includes a section on source of support which contains information on training and sources of information and advice. Reorganisation, redeployment and redundancy link: Sources of support link:
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