• Games Society (Swansea)
• Debating Society (Lampeter)
• Music Society (Lampeter)

• Re-development of the pound area on campus will start 19/01/24
• HEFCW Project for Sensory room is ongoing with contacts across Operations, Estates, and Libraries all working together with the Campus President
• A number of students raised concerns relating to: accomodation and catering. This has been escalated to the Provost
• Development of Bounce and Story time for student parents has begun
• Re-Development of prayer room on campus is underway

• Working directly with Timetabling and Arts students to understand what (if any) social spaces are wanted by students
• Working with Student Roost on Dog Therapy
• Ongoing student engagement activities

• Sabbatical Officers were provided an update on the SU's current staff recruitment
• It was discovered that there are two 'Cupboard of things' in the University both delivering the same thing but run by different people
• Swansea Campus President will be working with the SU Student Opportunities team to develop a Wales-based Skills Week trial

Full Minutes available here | Cofnodion Pwyllgor Gwaith (Rhagfyr 23)

Student Groups 

No Student Groups submitted 

Policies  

Three policies will be going for consultation to PSLT (Professional Services Leadership Team) 

• CCTV Policy  

• Waste Policy 

• Visitor Policy  

SMT will review: 

• Flexibility around lunch breaks  

• Confirmation external support for 14.02.24   

• Board of Trustees Papers Questions for 15.02.24  

Student Group Approvals 

Swansea Football Team - Approved 

Sabbatical Officer Updates:

Group President 

• Working on mailing lists 

• Would like to work on developing the sports provision at UWTSD 

• Report on London visit  

Swansea Campus President

• Postponed student panel 

• Supporting the Careers Fair 

CEO Update: 

• PSLT updates are available within the Academic Board and issues tracker  

• Dates for: Project Board, SU Exec, and Managers’ Meetings have been set for next year, these will be communicated soon  

• Working on sabb inductions  

Carmarthen Building  

• The University is content that the building is safe. 

• Hhighlighted to the University there is still the issue of the balcony / the upstairs door – ventilation is required upstairs in Y Lloft as it gets either too warm or too cold.  

• The University has noted the cost of repairs to the building are prohibitive. SU has asked the University for a quote / contractor for the doors which went to the balcony to be replaced with windows. Once SMT have that quote it will meet to discuss next steps.  

Lampeter Building  

• The present issue with the building is that the majority of the doors are not fire compliant. SU have asked that the works are completed ahead of Lampeter welcome rather than the current completion date of 25 October  

UnionCloud  

• UnionCloud are the union’s website provider.  

• The contract with UnionCloud is up for renewal. SU have noted that will continue with UnionCloud for the moment but SMT and Design & Communications are eager to see what other providers could offer. A website review and tender process can be lengthy, this is not something the SU have the capacity to do at present.  

Recruitment: 

Geri Smits, Head of Membership Services – Geri will join the SU from Monday 14 August.  

Student Groups Approval 

None submitted 

Exec asked to approve banks at Welcome Fairs 

Not approved 

External Mental health Campaigns – SCP 

• For the attention of Exec – Swansea Campus President outlined two initiatives being rolled out by Student Minds – Mental Health Manifesto and Mental health Charter – some Universities and Unions were signing up to it.  

• NUS UK & NHS have external Mental Health WhatsApp groups 

• SCP also highlighted possible collaboration with another Union on creating a campaign which collates all Mental Health provisions available for each university in the UK  

Statement Regarding Riots – approved & Published on SU website 

Sabbatical Officer Updates 

Group President: 

• A number of meetings undertaken with different University departments 
• Intends to create a monthly drop in for students in London, Birmingham and Cardiff 
• Voiced concerns over responsibility for menstrual products restock in different campuses. Positive working relationship with University to be pursued to come to an agreement 

Swansea Campus President 

• Focused on Social Spaces initiative 
• Building relationships with the Library in Swansea to hold student events there  

Lampeter Campus President 

• Planning Black History Month – spotlight on Caribbean authors, scavenger book hunt, engage with social media and recommended reading list.  
• Organising Anti-Racism Training 

CEO Updates 

• Reviewing Memorandum & Arts and de-mystifying  

• Asked for Team Day Feedback 

Policies for Approval

Bucs and Fixtures Policy – Postponed for edits 

Engagement and Representation 2024-2025 

Presentation outlining different options for students on Carmarthen Campus to be represented  

Welsh Language  

Work underway in collaboration with colleagues in the University to update the Welsh Language Action plan and policy moving forward. 

Sabbatical officer Updates 

Group President 

• Updated campaign ‘Your Voice, My ears’ is nearly complete for October roll out in London 

Swansea Campus President 

• Found timetabling forms to be a barrier for some students. Working with Timetabling department to make them more accessible 
• Social Spaces initiatives ready for launch at Welcome event 

Lampeter Campus President 

• Final touches of Black History Month being undertaken 

Democracy-related Updates / Democracy Review    

Questions being compiled for students to set research direction for Democracy review 

Buildings Update 

Swipe access requested for Lampeter Students Union building due to a number of incidences of the public being in a working space 

DPO  Appointment 

Candidate offered role – yet to confirm 

Student Group Approvals 

• Musical Theatre 

• WAVDA Dance Society 

• Outdoor Pursuits 

• Swansea Film Club 

Policies Approved 

• BUCS and Fixtures Policy 
• Accessing SU Space 
• Car Share Policy  
• Policies pending approval after edits 
• Travel & transport Policy 
• Trips and Tours Policy 
• Fundraising Policy 
• Health & safety Policy 
• Recreational Fixtures Policy 
• Storage Terms of Use 
• SU Events Policy 
•  

New duties on Sexual Harassment 

New UK requirement for organsiations to be more pro-active in the subject of sexual harassment. Policy which outlines duties solely for sexual harassment . 

Policy needs to be created for the SU 

Reporting and monitoring form to be developed in line with GDPR 

Staff training by external company 

Policy will need to be approved at Board of Trustees 

SU will need to be legally compliant by the 26th October 2024 

Sabbatical Officer Updates 

Group President 

Meeting with MPs in Westminster 

No update from Lampeter or Swansea Campus Presidents 

CEO Updates 

• Easter closure dates submitted for review 

Democracy-related Updates / Democracy Review  

• Democracy review submitted to Board of Trustees  

• Work to be done in connecting the different student engagement strands for a complete picture of representation 

• Overwhelming support for Part-Time Officers on all campuses during student consultation 

• Democracy review will be submitted to AGM after approval at December Board of Trustees 

DPO Appointment  

Support needed in creating an external contract for DPO and induction from SMT 

Once complete DPO will sign contract and begin role, with induction including a GDPR staff training session.  

AQR 

Sabbatical Officers asked to work collaboratively to decide topic on academic experience. 

Once decided, research will be undertaken in the second term ready for submission in May/June 

Student Group Approvals  

• Craft Society – Lampeter – approved   

• SSSH Group – Lampeter approved pending more info  

• Book Society – Lampeter - approved  

• Gaming Society – Lampeter – approved   

• Environment Society – Swansea – approved   

Policies from Opportunities to be approved    

• Code of Conduct – Approved  

• Committee Elections Policy – Approved   

• Equality, Diversity & Inclusion Policy – Approved   

• External Guest Speaker Policy - Approved  

• Fundraising Policy – Approved 

• Purchases & Reimbursement Policy - Approved  

• Social Media and Website Policy - Pending  

• Student Group Sponsorship Agreement - Pending  

• Student Volunteering Network – Not Approved 

• Students’ Union Refund Policy - Pending 

• Travel & Transport Policy - Approved  

• Trips & Tours Policy – Approved   

• Wellbeing Policy - Pending  

Sabbatical Officer Update  

Group President  

• 70 students approx. engagement   

• Students believe they are being over-assessed  

• Enquiries about the food hub/cost of living is a concern for many students  

• IICL – catchup with Operations to raise issues and issues around accessibility in Birmingham   

• Some students find some university processes troubling  

 Swansea Campus President   

• Timetabling problems   

• Money issues and referrals   

• Nothing to do when café is closed  

• More advertisement of the social spaces  

• Social Spaces in Dynevor/Griffydd studio   

AQR 2025  

• Conversations with Voice to compile AQR questions and research   

• Officer team to do themes and survey questions for next Exec 09 Dec  

Democracy review 

On hold due to Lampeter announcement from University 

DPO Appointment 

Organising Induction once contract is returned  

Student Group Approvals 

Business Society – Not approved pending further clarification 

Policies 

 Student Group Sponsorship Agreement – Approved   

 Student Volunteering Network – Approved  

 Students’ Union Refund Policy – Approved with edits  

 Wellbeing Policy – Approved pending edits 

External Mental Health Update 

SCP met with Wellbeing PTO and agreed to support them with goals for the year by connecting them to different departments  

Wellbeing Department catch up to discuss future collaborative projects such as the co-opt project 

Sabbatical Officer Update  

 Group President  

• Your Voice, My Ear sessions undertaken.   

• Vending machines in IICL to secure meal deals for students   

• Request to make vending machines accessible to wheelchair users as the pay pad is too high – resolution is to remove legs of the vending machine to make it smaller   

• Issues around accessibility on Birmingham campus as Quay Place is on an incline – solution is to work with staff to undertake training in order to assist students with mobility issues  

• Lift out of service for 4 days - working with the University on a back up plan 

• Printer being made more accessible in Birmingham, ongoing discussions with IT to resolve  

• Looking to travel more to the Birmingham campuses as students report feeling under-represented.  

• Disability Awareness Month progress is underway with resources already being purchased and/or rolled out including banners and TV adverts.   

• Finalising details for the LGBTQ+ History Month and Womens History Month which will be submitted to Project Board.   

 Lampeter Campus President  

• Trying to get video reels completed for the Lampeter Campus campaign – looking to get 3 reels posted this week  

• Continuing to put the finishing touches on the Wellbeing week campaign which has been moved to the week of the University decision regarding Lampeter Campus. It will act as a support and have specific things for the possible outcomes in alignment with mental health, wellbeing and support.   

• Time is now being largely consumed by student activity around the Lampeter campaign and fielding queries as well as capture feedback and create a survey.    

Swansea Campus President   

• Survey for cost of living survey completed and approved by the Wellbeing department and added extra resources to the survey.  

• Bags have been ordered ready for a soft launch and then a roll out launch to all Welsh campuses in January  

AQR 2025 

Officers updated that AQR needed more refining, with involvement from Voice 

Scrutiny on questions being more applicable to students and not specific groups 

Questions had been narrowed down to include the ones which would yield the most impactful data 

SMT will support Officers to focus on 3 main areas  

Democracy-related Updates / Democracy Review    

 On hold due to complications with Lampeter campus future  

• Updated Excel spreadsheet with Gantt Chart  

• Highlights in Red and Green due to term dates  

• After the decision is made and communicated the SU will have 2-3 days to make a response before beginning and approach via AGM and from there, the outcomes of democracy review into elections  

• Elections is most likely going to be rescheduled   

Student Group Approvals 

Business Society – Approved 

Policies 

Storage Policy – Approved 

Events Policy – Approved 

Social Media Policy – Approved 

Health & safety policy – postponed  

External Mental Health Campaigns  

NUS planning campaign around Housing – investigate whether student services had experienced an increase in queries specifically relating to housing and whether this is an increasing issue.  

Welsh language Update  

Meeting with Welsh Language Officer (University) to discuss policy and language usage.  

Agreed that all material within the University needs to be bilingual. Elections promo materials will be bilingual but more resources is needed to create a robust Welsh Language Policy for the SU as an organisation.  

AQR Update 

Draft survey has been created and divides demographically which will give a broader picture of where, when and how students are engaging with the survey. 

Next steps are to ensure questions will give insightful information and to clarify with Voice team and a final run through of the survey.   

Officers will be communicated with at this stage to give approval and the Academic Office will be contacted to ensure they also are aware and support the survey. The survey will then be translated and rolled out to students.   

Sabbatical Officer Updates   

Swansea Campus President   

• Refreshers is currently quiet   

• Cost of Living project going well – focusing on Pop Ups to collect as much data as possible from student survey, hoping to change this feedback into meaningful in depth information.   

SCP shared priorities for the remainder of the year.  

• Feb – finalizing data from Cost of Living   

• March & April – collaborating with Wellbeing to create resources for signposting specific key issues 

• May - Would like to do something for Mental Health month  

• June – Officer handover   

Group President Update  

• Currently finalising an impact report  regarding Disability campaign  

• Working on LGBTQ+ campaign project, up to date with details being confirmed   

• Checking progress against manifesto checklist  

• Still to begin promoting accountable and transparent leadership – currently using social media profile but looking to do accountability sessions with students  once discussed and developed further with SMT 

Rest of the year includes:  

• Women’s History month campaign planning  
• Looking to organise a Course Rep recognition event in collaboration with the Voice Team on London and Birmingham campuses   
• Finalised AGM report   

Lampeter Campus President   

• Sexual Health Awareness workshop – increasing signups for the event and ties in with manifesto points  
• Continuing to work with the University and making sure students are supported during the transition in Lampeter.   
• Content to incorporate ‘Decolonising the Curriculum’ for University – awaiting response. 
• Voices – only 1 social media reel received – students perspectives should still be heard despite decision regarding Humanities moving to Carmarthen. Working on a strategy with Design and Communications to complete the reels of student perspectives in Lampeter.   

DPO Appointment 

Offer rescinded due to no contact for over 2 months