Appendix A of the Mental Health Policy gives guidance and information to students on mental health in relation to:
- A student’s own mental health
- What students can do if another student appears to be experiencing mental ill-health.
- Adapting to change
When you arrive at university for the first time you may need to learn to adapt to an environment that is significantly different from any you have experienced before. The changes may include:
- Moving to a new area
- Separation from family and friends
- Establishing new social situations
- Managing a tight budget, or managing their own money, for the first time
- Combining academic study with family commitments
- Being solely responsible for themselves
- Increased academic pressures
For international students the new environment typically includes:
- Living in a different country
- Adjusting to a different culture
These changes can be exciting and managing them successfully is an intrinsic part of the university experience. However, dealing with so much change can be stressful for many students and may contribute to feelings of anxiety.
Studying for a degree is personally and intellectually demanding. Some students can tolerate a lot of stress, while other may find this much more difficult. It will be easier to manage the stresses and strains of being a student if you are conscious of how you react to physical and emotional stress. It will be particularly helpful to understand how your environment affects your stress – for example:
- what you eat and drink,
- how much sleep you get,
- who you spend your time with,
- how much time you spend alone,
- how much exercise you get, and
- the types of activities you engage in
Learning how to balance the things that influence your energy levels, mood and stress helps you to gain greater control over your life. Taking better care of ourselves is one of the best ways to successfully manage stress.
- Mental health
Our state of mind is constantly changing and responding to either positive or negative influences in our lives and the challenging and changing situations at university can contribute to this.
Many feel that a person‟s mental health shifts along a „spectrum‟ (or continuum) from very good/healthy to very poor/unhealthy. Most of the time, if we are lucky, we function at the “well” end of the mental health spectrum. Sometimes, though, negative factors can shift us towards the “not so well” end of the spectrum. If we are aware of this, manage it to the extent we can on our own, and seek help when it is needed, we can shift ourselves back.
Occasionally we may not be so able to do this and may find ourselves being at or staying nearer the “unwell” end of the spectrum.
Taking a thoughtful approach and not rushing into things is vital. Eating properly, resting, being active, engaging with people and things at University, and having enough sleep is crucial for staying well and enjoying oneself.
A1. Guidance to students regarding your own mental health
Appendix A1 is intended to give you guidance if you have anxieties about your mental wellbeing and some pointers to look for in order to address their anxiety. You might ask yourself a series of questions and if necessary, seek help.
Questions to consider:
- I am neglecting myself or self-harming
- I have problems with food/eating
- I feel stressed or can‟t cope
- I feel lethargic
- I feel down, or high
- I am really drinking too much alcohol
- I am using/misusing drugs
- My friends expressed concern
- I have been doing things that “aren‟t me”
A combination of just a few negative pressures could begin to lead to high levels of stress.
It is best to start dealing with problems when they are small.
If things are beginning to add up, then you should start by talking to someone: a friend, flat rep, someone in a society or sports team you are involved in, family member, student welfare officer, chaplain, friend from home or someone in the Student Union.
If problems are persisting, or are bigger than first thought you might want to share them with someone who has more experience and might be in a better position to advise. This advice might be available in the University, or outside it. A Student Welfare Officer (SWO) may well be the first port of call.
A2. What you can do if another student appears to be experiencing mental health problems
This may be a friend, flat mate, someone on course or in a society or sports team with you.
- Have they told you they have a problem?
- Has their weight or appearance been changing?
- Are you concerned about their alcohol consumption?
- Are you concerned about their drug use?
- Has their mood been changeable: down, high, unmotivated?
- Have others expressed concern about them?
Some more serious signs are:
- Disturbed sleep
- Loss of appetite
- Inability to concentrate
- Thoughts or intentions to self-harm (including suicide)
Try not to take responsibility for their problem. It is best to suggest they start dealing with problems when they are small. Talk to your friend. Tell them you are concerned and tell them why you are concerned. If the problems persist, or are bigger than you first thought, you might want to share them with someone who has more experience and might be in a better position to advise you. This might be in the University, or outside it – see Appendix C. Encourage your fellow student to make contact with an SWO or the Health and Wellbeing Service.
If they agree, you could make first contact with someone on their behalf. If you can‟t find or aren‟t sure which is the most appropriate service, then speak to your Student Welfare Officer
NB: It can be stressful supporting a friend; make sure that you look after yourself and seek support and help from others for yourself
APPENDIX B – GENERAL GUIDANCE TO STAFF IN DEALING WITH STUDENTS
Appendix B of the Mental Health Policy gives guidance to staff on mental health in relation to:
- Dealing with student mental health issues
- Confidentiality and disclosure
- Support Services and assessment of needs
- Student Accommodation
- Disciplinary procedures
Academic issues and academic progression related to mental ill health are dealt with in the Fitness to Student Policy (insert weblink).
B1. General guidance on dealing with mental health issues
In discussions with his or her tutor a student may disclose a personal problem or the fact that they are experiencing stress or anxiety or students may approach a tutor to express concern about another student on their programme.
The role of the Personal Tutor in this regard is defined in the PT Handbook. The Director of Studies has a similar role for doctoral students. Tutors can discuss difficult issues in confidence with a colleague or their line manager. Tutors should be clear about their boundaries, of how much help they can offer and where the student can access any additional help that might be needed.
Tutors should ensure that the student is aware of the range of professional support provided by the university listed in the „The Student Guide‟ or refer the student to the Information Centre.
If tutors have serious concerns about a student‟s safety or the safety of others they can legitimately breach confidentiality in the interests of the duty of care to that, or other students.
B1.1 Mental health difficulties which are or could be a disability
Some mental health difficulties may constitute a disability under the Disability Discrimination Acts of 1995 and 2005 and Disability and Equality Act 2010.
It is important therefore to establish whether the disclosed mental health difficulty is considered a disability because when a disability is disclosed (even if the student doesn‟t use the term
„disability‟) a set of legal obligations are activated and a range of specialist disability support becomes potentially available.
If a student does declare that they have mental health difficulties, it is in the student‟s and the University‟s interests to consult with the Disability Officer in Student Services. If a student wishes, this can be done initially by a member of staff without the need to identify the student.
If the mental health difficulty is regarded as a disability, the disclosure to the member of staff is regarded in law as a disclosure to the University. The University is then required to fulfil its legal obligations. There are exceptions to this and they include where a disclosure of a disability is made during counselling, or where a student expressly wishes other members of the University to not know.
In counselling, students are informed that their disclosures are not going to be known outside of the counselling context, and when a student expressly wishes the wider-university to not know about their disability, the student should be asked to confirm this by completing and signing a non-disclosure form.
Students cannot require the member of staff to limit the disclosure of a disability if the limitation would put the student‟s or anyone else‟s life or safety at risk.
Students should be positively encouraged to contact the Disability Officer so that suitable adjustments and support can be accessed to enable the student to have the best possible experience at university.
B1.2 Supporting students
In general, tutors can support students with mental health difficulties by:
- Being aware that their wellbeing may fluctuate
- Being aware that their concentration can be affected
- Being understanding and supportive that external factors may impact on their wellbeing
- Being sensitive to issues of confidentiality
- Anticipating their needs and making adjustments – e.g. will the student be in a position to do a presentation/class test if one is coming up?
In lectures, tutors can support students with mental health difficulties by:
- Allowing the student to record lectures/sit where they like
- Giving out notes or lecture outlines in advance
- Giving extra tutorial time
- Recognising that students may be late or unable to attend certain sessions
In assessments, tutors can support students with mental health difficulties by, for example:
- Allowing a student to give presentations to staff only, not whole class
- Allowing a student to do individual rather than group work
Contact the member of staff in the student‟s departmental who has a disability co-ordination role if assessment arrangements may need to be adjusted, for example:
- If the student needs a separate room for a class test
- If the student needs additional time to complete coursework
B2. Confidentiality and disclosure
B2.1 A disclosure form is sent by the Disability Service to all applicants who disclose or who identify themselves as having a mental health difficulty. It asks applicants to sign to say that they agree that particular information about their mental health difficulty can be shared with specified individuals.
B2.2 Information relating to a person‟s mental health difficulty is classed as sensitive personal data. More information can be found about this in the Data Protection Policy which is available on the University web site at http://www.roehampton.ac.uk/universitysecretariat/DataProtectionPolicy.pdf .
B2.3 If students with mental health difficulties wish to keep the existence or nature of their condition confidential or partially confidential, then the University will respect this decision to the extent that it can do so without jeopardizing the health and safety of the student or others (see B2.7 below).
However, a confidentiality request may make the implementation of reasonable adjustments for specific needs more difficult or impossible to arrange and this needs to be explained to the student. In this situation the student would be asked to sign a non- disclosure form. This form is kept securely and access to it is restricted. Once accepted on a course, or at any future time during their studies, a student may change their mind and wish to disclose and they are able to do so.
B2.5 Staff can be provided with procedural guidance from the Disability Service or the Health and Wellbeing Advisor on what to do if a student discloses a mental health difficulty.
Guidance on how to recognise the signs that a student may be experiencing mental distress and action which might be taken is also available from the Health & Wellbeing Advisor.
B2.6 Only when a person is considered to be a serious danger to themselves or a danger to others can the confidentiality rules be breached beyond the original agreement, or action taken without permission. This type of decision would normally be taken by staff in the Student Medical Centre, the Health & Wellbeing staff, the Disability Service or other senior University staff. Breaching confidentiality is a serious matter and will only be done in a responsible manner by the University to help maintain its duty of care to the student in question and those around them. In these circumstances, information will only be shared with specific people or agencies on a need-to-know basis.
B3. Support services and assessment of needs
B3.1 Support for students with mental health difficulties is provided by a range of staff. The University’s Health & Wellbeing Advisor provides a free and confidential service.
Students can receive medical support from the Student Medical Centre if they are registered there, and they also have access to support through the Chaplaincy.
B3.2 Students with mental health difficulties can contact the Disability Service in order to discuss their needs and any appropriate reasonable adjustments that may be required. If the student agrees to disclose this information, a Summary of Adjustments form listing the adjustments that are required is sent to the student’s department which then transmits this information to the staff who teach that student. The Summary of Adjustments form may also be sent to other relevant departments, for example the Learning Support Service. Support arrangements are reviewed each semester or annually (depending on circumstances) by the Disability Service to ensure that they are meeting needs.
B3.3 Roehampton Students Union has a full time Welfare Officer, a part-time „Students with Disabilities‟ Officer and a full time member of staff who is an Academic and Financial Adviser. Officers and staff of the Students Union can provide a range of support and advice for students with mental health difficulties. They can be contacted through the Roehampton Student Union Reception or website.
B4. Student Accommodation
B4.1 Students with mental health difficulties, who have accommodation needs will be given particular consideration when this is indicated on the application form.
B4.2 The University recognises that living away from home can in itself be a source of stress and that living in student accommodation can appear daunting. Some students with mental health difficulties may find living in student accommodation particularly difficult. Hall/Flat Reps can assist or support students in residential accommodation who might experience mental distress.
B4.3 Flat/Hall Reps receive appropriate training and are given information on sources of support and information for students experiencing mental distress.
B4.4 Car parking space is very limited and the University can only assure spaces for disabled badge holders. Students should apply to their Student Welfare Officer for a permit.
- A complaint may be resolved relatively informally at an early stage with the person(s) most directly concerned. Programme conveners, Directors of Studies, course tutors, Student Welfare Officers and other staff can also be called on to assist and advise at this informal stage. Where this is not possible, a formal complaint can be made using the Student Complaints Procedure. A student complainant with a mental health difficulty may require support to engage in the complaints process and that support can be provided by a Student Welfare
- The University has a Student Complaints Procedure under which any student may use to make a complaint about how they have been treated by the University. Students may feel that an actual or perceived mental health difficulty may have given rise to unfair treatment, in which case the Student Complaints Procedure should be followed. See http://www.roehampton.ac.uk/universitysecretariat/StudentComplaintsProcedure.pdf
- In the event that a student exhausts the University processes and is dissatisfied with the outcome of a formal complaint, they can complain to the Office of the Independent Adjudicator [OIA] for Higher Education. Contact details and information about the OIA can be found at the following web address: http://www.oiahe.org.uk/
- If a student with mental health difficulties feels that they have suffered harassment, either in relation to their mental health difficulty or another reason, they can make a complaint under the University‟s harassment This procedure can be found at the following web address: www.roehampton.ac.uk/humanresources/files/harassment.doc
B6. Disciplinary procedures
- All students are bound by the University‟s Code of Conduct. It is hoped that most concerns regarding a student’s conduct can be raised informally in the first instance. Where a disability or mental health difficulty is a contributing issue, staff dealing with informal stages should seek advice from the Health and Wellbeing Advisor. If a breach of discipline is to be considered through formal proceedings, the Health and Wellbeing Advisor will ensure that the Student Disciplinary Committee is aware of any relevant
mitigating circumstances in relation to a mental health difficulty.
- University Disciplinary Regulations set out the procedures relating to disciplinary action arising from
- A suspension or exclusion may have conditions attached in relation to reinstatement. If the offending conduct relates to the effects of a mental health difficulty, then a condition may be that professional evidence is required to assist the University to determine whether that student’s conduct is likely to be within acceptable limits if they return. Conditions may include a provision that the student engages with effective internal and external support/ medical
- Students who are the subject of disciplinary proceedings can be accompanied by a
„supporter‟ who may be another student, a SU Officer or a member of staff of the University.
APPENDIX C – FURTHER SOURCES OF INFORMATION
Appendix C provides information about sources of support within and outside the University, both for students who have mental health difficulties and for those who may be supporting them.
The Accommodation Office team deals with all aspects of accommodation, including living on campus and living off campus. http://studentzone.roehampton.ac.uk/accommodation/index.html
The University has a team of chaplains reflecting some of the world‟s major religious faiths. The chaplains work as a team to provide a service throughout Roehampton which offers support to both their own traditions and the traditions of all students. The Chaplains are also active in building up a sense of community within the Colleges and Roehampton for students and staff. www.roehampton.ac.uk/chaplaincy
Departmental Disability Co-ordinators
RU Business School: Business and Computing - Keith Woodrow, 3173
Department of Social Sciences: Childhood and Society, Criminology, Human Rights, Sociology - Jackie Brown, 3011
Department of Education: Teacher Education, Education, Early Childhood Studies Helen Tovey, 3712
Department of Life Sciences: Biological and Social Anthropology, Biological Sciences, Biomedical Sciences, Nutrition, Health Sciences and Sport Science
Abi Belai, 3630
Department of Psychology: Psychology, Psychotherapy & Counselling and Arts & Play Therapies - Jean O‟Callaghan, 3624
Department of Humanities: Art History, Classical Civilisations, History, Philosophy, Theology & Religious Studies - Susan Deacy, 3823
Department of Media, Culture and Languages: Cultural Studies, Film Studies, Journalism, Media Studies, Photography, Modern Languages, English Language & Linguistics - Ben Cocking, 3052
Department of English and Creative Writing: English Literature, Children's Literature and Creative Writing - Kevin MaCarron, 3293
Department of Dance: Dance - Larraine Nicholas, 3245 Department of Drama: Drama - Lee White, 3696
Dyslexia and Disability Support in the Information Centre
Accessed via the Information Centre, Richardson Building, Digby Stuart
Students with dyslexia or other disabilities should contact staff who can discuss what support in their studies, exams or the library might be useful. 020 8392 3113 or 3403 http://studentzone.roehampton.ac.uk/disability/
Health & Wellbeing Advice and Counselling
Advice and counselling is accessed via the Information Centre, Richardson Building, Digby Stuart College. On Wednesday afternoons there is a drop-in session from 2-4pm, where you can meet someone for a brief and informal conversation. 020 8392 3113 http://studentzone.roehampton.ac.uk/healthandwellbeing/index.html
Library and Learning Services (LLS)
Students can reserve books online, either using the University computers, or independently at home. Students can also renew their books online. http://18.104.22.168/TalisPrism/
Some services can be arranged for students with mental health difficulties including; book finding and retrieval service, avoidance of queuing, borrowing of materials by nominated helpers, text enlarging, use of specialist equipment and use of the staff lift. There is an Academic Liaison Officer (ALO) for each Department who is based within the LLS and can give students advice on locating and using resources in the LLS.
Computing and IT issue students with their Roehampton email accounts and passwords. Some computing classes and guides are available to students. The Helpdesk is based in LLS and can be contacted on 020 8392 3737
The Money Doctors are based in Richardson Building and accessed via the Information Centre. They can provide help and guidance with managing finances.020 8392 3199 http://studentzone.roehampton.ac.uk/finance/moneydoctors/index.html
Registry deals with a wide range of University administration and events including: Student Records, Examinations, Student Grants & Loans, Hardship & Access funds, Graduation Ceremonies and Registration. Registry can be accessed via the Information Centre, Richardson Building. 020 8392 3337 http://www.roehampton.ac.uk/about/structure/departments/registry.html
Roehampton Students Union (RSU)
RSU have a number of staff and elected officers whom support and advise students. They provide advice and support to students who have mental health difficulties.
RSU Reception & Enquiries, Lawrence Building, Froebel College 020 8392 3221
Roehampton University Security and out of hours emergencies Security Gatehouse is situated by the main entrance to the University Emergencies - 020 8392 3333
Non-emergencies - 020 8392 3140 http://studentzone.roehampton.ac.uk/security/securitycontacts/
Roehampton University Switchboard 020 8392 3000
Student Medical Centre
The Medical Centre is located in Old Court, Froebel College
Out of hours and during the inter-semester breaks, students can access medical services from the Putneymead Medical Centre. 020 8392 3679 http://studentzone.roehampton.ac.uk/medicalcentre/
Student Welfare Officers
College SWOs provide pastoral support and advice to students. If you have financial, accommodation or personal concerns, you can contact them for support. They are also responsible for issuing student parking permits.
Digby Stuart – Will Cooper Internal Ext: 3204 Froebel – Anne-Marie Joyes Ext: 3304 Southlands – Belinda Stott Internal Ext: 3402 Whiteland‟s – Ejiro Ejoh Internal Ext: 3502
These organisations are very happy to advise not only people with mental health difficulties, but relatives, friends, carers and anyone else affected.
Alcoholics Anonymous http://www.alcoholics-anonymous.org.uk/
0845 769 7555
Channel4 Health house - mind site
Depression Alliance www.depressionalliance.org
0845 123 23 20
Health Education Council
020 7430 0850
Health Trainers (Footsteps)
020 8812 5040
Jewish Association for the Mentally Ill (JAMI) 020 8458 2223 http://www.jamiuk.org/
Manic Depression Fellowship 020 8974 6550 & 01702 433838 http://www.mdf.org.uk/
Mental Health Foundation 020 7803 1100 www.mentalhealth.org.uk
Mind Infoline (9.15am–5.15pm Mon-Fri) 0845 766 0163 www.mind.org.uk
Mindout campaign - Read the Signs http://www.ivillage.co.uk/
NHS Direct (24 hours/day at local call rates) 0845 4647 www.nhsdirect.nhs.uk
Nightline 020 7631 0101
Rethink Advice Service (10am-3pm Mon – Sat) 0207 840 3188 www.rethink.org
Samaritans (24-hour service) 08457 909090 www.samaritans.org.uk
Saneline (12 noon – 2am) 0845 767 8000 www.sane.org.uk
Stand - Stress, Anxiety and Depression www.depression.org.uk
Students Against Depression www.studentdepression.co.uk
Students in Mind www.studentsinmind.org.uk
Threshold Women's Mental Health Initiative 0845 300 0911 http://www.users.globalnet.co.uk/~thrwomen/infoline.html
APPENDIX D - WHAT TO DO IN A CRISIS
This might include:
- Threatening suicide
- A panic attack
- Becoming hysterical
- Becoming confrontational
- Harming themselves
Signs to look for: out-of-character behaviour; thoughts of harm; incoherent thinking or speech, changes in eating, sleeping or self-care habits, bouts of anger or aggression, self- isolation, or a nervous or anxious manner.
It is important to remember two things: crisis situations are very rare and people
Try to ensure your safety, and that of others, including the person involved.
Ensure privacy and respect by asking others not to crowd the situation, but make sure that you are NOT in a room alone with someone, and that the door to any room is always open.
Adopt a non-threatening approach – avoid standing too lose or standing over them as this can be seen as threatening. Be clear and direct
with the person. Remember that in any crisis situation there may be underlying psychological or mental health issues
If a situation arises on University property with a student that you deem to be an emergency or requires outside help, contact security. Security will
always be involved if outside agencies are called for help. If a situation is out-of- hours a Residential Warden will be available.020 8392 3333
You may want to contact another member of staff to support and help you in the crisis situation:
o Security Emergency number 3333
o Student Welfare Officer 3402, 3502, 3204, 3304
o Health & Wellbeing Advisor 3668
o Medical Centre 3679
Ensure that you have someone to talk to and support you after the event.
CODE OF PRACTICE
(IMPLEMENTING SECTION 22 OF THE EDUCATION ACT 1994 IN RELATION TO STUDENTS’ UNIONS)
Section 22(3) of The Education Act 1994 requires universities to issue a Code of Practice setting out the manner in which the requirements of sections 22(1) & (2) of the Act, relating to the organisation and activities of the Students’ Union, are put into effect. This document constitutes the Code of Practice.
Requirements of Section 22(2)
(a) The union should have a written constitution
The Memorandum and Articles of Association of the Roehampton Students’ Union (RSU) were approved by the University Council on 8 March 2010. This represents the Union’s written constitution.
(b) The provisions of the constitution should be subject to the approval of the governing body and to review by that body at intervals of not more than five years.
The University is required to review the provisions of the Union’s Articles of Association the “Articles” at intervals of not more than five years. The University Council approved the Articles in March 2010 and will review them during the 2014/15 academic year.
Article 9 requires the approval of the University Council for any amendments to the Union’s Articles of Association.
(c) A student should have the right:
(i) not to be a member of the union, or
(ii) in the case of a representative body which is not an association, to signify that he does not wish to be represented by it, and students who exercise that right should not be unfairly disadvantaged, with regard to the provision of services or otherwise, by reason of their having done so.
Article 11 and Bye-Law 6 state that students may opt out of Union membership by giving notice in writing.
(d) Appointment to major union offices should be by election in a secret ballot in which all members are entitled to vote.
Article 32 stipulates that Officer Trustees should be elected by secret ballot.
Requirements of Section 22(2)
(e) The governing body should satisfy themselves that the elections are fairly and properly conducted.
Article 32 and Bye-Law 7 set out the process for elections to be fair and properly conducted, which includes:
· the appointment of a Returning Officer by the Trustee Board and
· this appointment is ratified by the Student Union Council and the member of the University’s Senior Management Team responsible for liaising with the SU
· after the elections a formal report is submitted to the Secretary to the University Council
· the report details that the election process was conducted in accordance with the regulations and state the results of the elections process
The University Council receives confirmation of Union election procedures and results.
(f) A person should not hold sabbatical office, or paid elected union office, for more than two years in total at the establishment.
Article 32 states that a person may hold a sabbatical post for a term of one year and may serve a maximum of two years if re-elected.
(g) The financial affairs of the union should be properly conducted, and appropriate arrangements should exist for the approval of the union's budget, and the monitoring of its expenditure, by the governing body.
The financial affairs of the union are properly conducted in accordance with the Articles of Association and the Bye-Laws which ensure conformity with the requirements of the Charities Commission and Companies House.
The Students’ Union has a dedicated Finance Manager who is paid and appropriately qualified and whose sole responsibility is to manage the finances of the Union.
The Budget of the Students' Union is subject to approval by the University’s Finance & General Purposes Committee.
Annual accounts are drawn up and audited externally.
(h) Financial reports of the union should be published annually or more frequently, and should be made available to the governing body and to all students, and each such report should contain, in particular, a list of the external organisations to which the union has made donations in the period to which the report relates, and details of those donations.
The Annual Financial Statements of the Students' Union are received by the Finance & General Purposes Committee.
The audited accounts are available online or on request.
Details of any donations are contained in the Financial Statements.
Requirements of Section 22(2)
(i) The procedure for allocating resources to groups or clubs should be fair, and should be set down in writing and freely accessible to all students.
Resources are made available in the budget for Clubs and Societies. Individual Clubs and Societies submit budgets/requests to the Union.
The sabbatical team reviews submissions and will allocate funding considering the necessary expenses of the clubs and societies, and their membership levels and activities.
The review is then submitted to the Students’ Union Council for approval. Bye-Law 9 sets out the provisions for the funding of Clubs and Societies.
(j) If the union decides to affiliate to an external organisation, it should publish notice of its decision, stating the name of the organisation, and details of any subscription or similar fee paid or proposed to be paid, and of any donation made or proposed to be made, to the organisation, and any such notice should be made available to the governing body and to all students.
This information is available to the University and to students online.
Information about affiliations is made available on the Students' Union website.
(k) Where the union is affiliated to any external organisations, a report should be published annually or more frequently, containing a list of the external organisations to which the union is currently affiliated, and details of subscriptions or similar fees paid, or donations made, to such organisations in the past year or since the last report, and such reports should be made available to the governing body and to all students.
An annual report is made to Council, normally in the Autumn term in conjunction with the Financial Statements of the Students' Union, containing a list of the external organisations to which the union is currently affiliated, and details of subscriptions or similar fees paid, or donations made, to such organisations since the last report. The contents of the report will be made available to all students by the Students' Union.
(l) There should be procedures for the review of affiliations to external organisations, under which the current list of affiliations is submitted for approval by members annually or more frequently, and at such intervals of not more than a year as the governing body may determine, a requisition may be made by such proportion of members (not exceeding 5%) as the governing body may determine, that the question of continued affiliation to any particular organisation be decided upon by a secret ballot in which all members are entitled to vote.
The Students' Union is required to conduct an annual review of its current list of affiliations. The proposed affiliations will be detailed at the Annual Members’ Meeting.
Bye-Law 2 provides that a petition signed by 5% of the full membership of the Union may call for a referendum.
Requirements of Section 22(2)
(m) There should be a complaints procedure available to all students or groups of students who are dissatisfied in their dealings with the union, or claim to be unfairly disadvantaged by reason of their having exercised the right referred to in paragraph (c) above, which should include provision for an independent person appointed by the governing body to investigate and report on complaints.
(n) Complaints should be dealt with promptly and fairly and where a complaint is upheld there should be an effective remedy.
A complaints procedure is outlined in Bye-Law
8. Initially the complaint will go to the President or one of the Officer Trustees. If the complainant is not happy with the response a Complaints Panel will be assembled. If the complainant is still not satisfied, the complaint will be considered by the Registrar & University Secretary and, ultimately by an independent person appointed by the governing body.
The complaint timelines and remedies are outlined in Bye-Law 8.
(3) The governing body of every establishment to which this Part applies shall for the purposes of this section prepare and issue, and when necessary revise, a code of practice as to the manner in which the requirements set out above are to be carried into effect in relation to any students' union for students at the establishment, setting out in relation to each of the requirements details of the arrangements made to secure its observance.
The Code of Practice was approved by the University Council on 11 March 2013 and by the Students’ Union Council on 26 March 2013.
The approved Code of Practice is published on both the University and RSU websites.
(4) The governing body of every establishment to which this Part applies shall as regards any students' union for students at the establishment bring to the attention of all students, at least once a year:- (a) the code of practice currently in force under subsection (3); and (b) any restrictions imposed on the activities of the union by the law relating to charities
At the start of each academic year the governing body liaises with the Union to distribute an email to all students to introduce them to Roehampton Students’ Union. This email contains a summary of the Students’ Union, a link to its website, a link to the Code of Practice and provides an opportunity for them to register to the mailing list.
(5) The governing body of every establishment to which this Part applies shall bring to the attention of all students, at least once a year, and shall include in any information which is generally made available to persons considering whether to become students at the establishment:-
(a) information as to the right referred to in subsection (2)(c)(i) and (ii), and (b) details of any arrangements it has made for services of a kind which a students' union at the establishment provides for its members to be provided for students who are not members of the union.
The introductory email also contains a link to outline the procedures to opt out of the Students’ Union as well as containing information on other support services provided through the Colleges, eg Student Affairs and the Chaplaincy.