0211-Training-Photography

Students’ Union

Photography

Positively effecting the life of every student

Photography information 2

Photographer

Training Module

The purpose of your role within the SU is photograph events and activities so that we can use them for marketing, website etc. This means that you mostly be working alone and unsupervised, so the training we can provide for you is limited, however there are some important issues you need to know about.

You will be attending day and night events, and will need to ensure that you have the clothing and equipment with you, and that you have made provision for refreshments and travelling to and from the event.

As you will be using your own photographic equipment, it will be your responsibility to ensure that this is kept in good working condition, the SU does not accept responsibility for loss or damage to equipment in carrying out your role.

The events you are photographing are likely to be busy so you will need to take extra care of what you are doing, ensuring that your presence and equipment does not pose a risk to the safety of others, and also that you are mindful of your own safety – watching where you are going for example. Evening events are likely to involve people who have been drinking alcohol as well as being busy so extra care needs to be taken. Sporting events also pose risk of injury if you are getting ‘too close to the action’ for the shot you want. Please be aware that the SU does not accept liability for accidents or injuries caused by, or to you if the circumstances are related to your taking pictures in an unsafe manner.

Please ensure that you keep the Marketing informed of any incidents that might occur when you are taking photographs on behalf of the SU.

If you have any questions or concerns please discuss them with your Line Manager.


Welcome to the

University of Essex Students’ Union

Congratulations on being the best and welcome to the Students’ Union team. You have been chosen to join one of the most progressive Students’ Unions in the United Kingdom and you have a chance to help us identify how we can improve our services to the student membership and acquire useful skills, knowledge and experience as you develop. We are nationally recognised as a Gold Investor in People organisation, which is achieved through continuous assessment by the awarding body to meet set criteria in relation to how we manage our staff. We have also been assessed through a project known as the Students’ Union Evaluation Initiative (SUEI) which is a quality mark recognition for Students’ Unions nationally, for which we received a Bronze Award. We are about to be reassessed for SUEI, where we will be hoping to gain Gold.

We have written this handbook to help you settle into working with us and to provide reference points, which we hope you will find useful.

Our culture is a special one, valuing people above all other resources and our Student Staff are the most important people in the organisation. We pride ourselves in the development of our staff and hope that you will take advantage of the training available to you during your time with us.

Please make yourself familiar with your Line Manager and team staff members as they will be able to assist you with any queries or questions you may have.

We hope you have a great time working here.


• The chief decision-making body of the Students’ Union is Union Council, which meets three times a term. Union Council is made up from student representatives who hold various positions throughout the Students’ Union and the University. If you are interested in getting involved as a student representative, please email [email protected]. The Students’ Union Constitution is on-line at www.essexstudent.com/main/union/aboutus.

• The elected Executive Committee consists of 5 full-time Sabbatical Officers and 7 Non-Sabbatical Officers. The Executive Committee meet fortnightly during term-time and are accountable to Union Council. These officers are and hold their positions for a period of l2 months unless, in the case of Sabbatical Officers, re-elected for a further term in office.

• The full time Sabbatical Officers, alongside 6 elected students, make up the ‘Trustees’ of the Union. They ensure the Union operating effectively for it’s members and is acting responsibly and legally at all times. We have also recruited 3 external trustees who volunteer their services and expertise.

• The Executive Committee delegate full responsibility for all staffing matters, through the President, to the General Manager. The General Manager (the Senior Staff Member of the Students’ Union) meets with the five Sabbatical Officers and the Personnel & Development Manager fortnightly during term-time to discuss current staff issues at Staffing Sub-Committee. The Students’ Union sub-contract door evening door security work to a professional external company.

• There are a number of Sub-Committees of the Executive Committee e.g. Services Committee; Ents Committee; Staffing.

• Staff/Officer Protocol: Staff must not discuss any aspects of their employment with the Executive Committee members. The Executive Committee are the leaders of the organisation and they employ professional managers to line manage staff. Any problems relating to an Officer of the Students’ Union should be referred to your Line Manager and/or the General Manager.

• Student Staff Forums are held twice a year, in November and February. These are held between 5pm and 6.30pm and the purpose is for you to be given an Up-Date on what is happening throughout the Students’ Union, the University and the national movement. You will also get the opportunity to ask questions to Senior Managers and Officers about any matter relating to your employment.

• Students’ Union Annual Calendar, The Students’ Union is compiling a calendar that will show all the key events and meetings. This will be distributed to your departments and will be available on the SU web site www.essexstudent.com

How your

Student Union is run


As a registered student, you are automatically a member of the Students’ Union. You are in a unique position to keep us informed of what current students want each year and we need and value your input into every aspect of our unique organisation.

Your Expectations

and Our Expectations

• Contract of Employment

• Student Staff Handbook

• Your Staff ID Card

• Payment on Time

• Correct Pay

• Safe and healthy work conditions

• Other team members arrive on time and do not delay your departure from your shift

• Channels of communication for grievance/disciplinary matters

• Communicate employment matters through the Line Structure

• Protective Clothing or Uniform, if appropriate

• Induction and Customer Service Training and any other relevant training to do the job

• On the job training, resources and support to enable you to perform to a high standard

• Communication and consultation forums to comply with legislation

• Team Meetings

• Appraisal Review Meetings on your performance

• Training opportunities

• Certificates for training attended

• Recognition of your involvement in other Students’ Union activities

• Recognition of your study commitment

• You get to go to the Summer Ball in your final year

• A reference for prospective future employers

• You are treated with respect

• Provision of social activity e.g. Xmas Party – Saturday after end of Term, End of Academic Year Party – Tuesday following the Summer Ball, Freshers Ambassador Thank You – Week 1

Your ExpectationsSome of these have been covered in previous sections but it is worth repeating that you should expect the following from the Students’ Union as a good employer:


• You complete all appropriate paperwork to enable you to get paid. Please ensure we have the correct and up-dated information.

• You keep us informed of any changes to your personal details e.g. change of address, bank account etc..

• You raise any issues relating to your employment through the appropriate Line Structure and abide by the Staff/Officer Protocol rules

• You arrive early enough for work to start at the time agreed and clock in, if appropriate.

• You attend Induction and Customer Service Training during your trainee contract period. Please note non-attendance will result in your contract not being confirmed.

• You carry out all jobs and duties expected of you to the standards explained by your Manager or Team Leader.

• Excellent customer service is delivered at all times

• You are a proactive team member who takes a fair share of work and shifts in your department

• You take your share of working as a Freshers Ambassador, Summer Ball and working, if required, in other departments of the Students’ Union.

• You treat all colleagues and customers with the utmost respect

• You complete your appraisal forms as agreed.

• If you are unable to work a shift it is your responsibility to get someone else to do it for you.

• You call your Manager immediately if you are unwell and unable to work a shift

• You must attend Team Meetings and the two Student Staff Meetings in November and February each year.

• Active participation in contributing ideas to improve the services we offer throughout the Students’ Union.

• Promotion opportunities are available to you.

• Unless you are a final year student you work the Summer Ball (You have to have work hard and HAVE FUN!

Our Expectations

Involvement in the OrganisationAs a student you are automatically a ‘member’ of the Students’ Union. We believe our Student Staff are Ambassadors for the whole organisation and will therefore keep you informed of what is going on through the Students’ Union and the University. We will expect our Student Staff to raise any relevant issues regarding employment and student life in general to enable us to meet changing membership needs.

Student Staff v Student expectationsWe are very aware that you are here to get your degree and that balancing work, study and social activities can be difficult. We will do everything possible to be flexible at dissertation and exam times but please remember that unexpected absence puts a strain on other colleagues and as much notice as possible of not being able to fulfil your work commitments is required.

Your Expectations

and Our Expectations


Contracts and Terms & Conditions of ServiceSoon after your verbal offer of employment, you will be issued with a letter of appointment, a contract and Student Staff Terms & Conditions of Employment. If you do not successfully completed your Induction Training, Customer Service Training, and any other training considered relevant to your position your employment will be terminated. If you are a returning member of Student Staff you will be re-issued with a new contract. Contracts will normally be issued in November each year for all staff returning in October and within a month of commencement if you join at another time. Student Staff are required to complete Induction and Customer Service Training before commencing work in their allocated department The training period is for a maximum of 10 weeks but can be completed as soon as possible and the ‘trained’ rate of pay will be paid the week following notification by the Line Manager to the Personnel & Development Manager that your required initial training is complete. Failure to complete the required training in a 10 period may result in your contract being terminated, unless prior agreement for any extenuating circumstances has been agreed.

Length of ContractStudent Staff contracts run until 30th June each year, unless an offer of summer employment has been agreed. The Students’ Union Personnel Department will issue P.45’s to all Student Staff, usually in July, to enable students to obtain work and keep the correct tax code during the summer months. Student Staff returning to work for the next academic year are required to return for Freshers Training the week before Arrivals Day each year and will be notified of arrangements by the Personnel Office & Development Office

Eligibility to workAs your employer it is our responsibility, under the Asylum & Immigration Act, to check that all our Students (including UK Nationals) are eligible to work. All International and EU Students employed by the Students’ Union will be required to provide us with sight of their passport, a copy of which will be kept on file. International Students should be aware that there are strict rules regarding the hours you are permitted to work. UK students will be required to provide us with sight of a current valid passport or sight of a full (not shortened) version of your Birth Certificate. If you have any concerns, please discuss your individual case with the Personnel & Development Manager.

PayThe Students’ Union carries out the payroll function for all Student Staff. You will be paid weekly on a Friday, directly crediting your Bank Account. The hours you are paid will relate to the previous week Monday – Sunday. To be set up on our Computerised Personnel System and Payroll System, you must complete a Salary Authority Form prior to being paid. It is not necessary to complete a new form if you return in the new Academic Year unless you change address or bank account in the interim period.

If you are not paid as expected, the Students’ Union will arrange for you to have an advance of salary. If you do not agree with the hours submitted for you please initially check with your Line Manager who will submit any alteration to the Personnel Office. A salary advance is only available when you commence employment, until you are set up on the payroll system, or if an error has been made. Payslips are issued by email, usually on a Wednesday, which you should check carefully.

TaxIf you have a P.45, this should be handed in with your Salary Authority Form. If you do not possess one, please ensure that you complete a P.46, available from the Personnel Office. If you do not complete these forms, you may have tax deducted unnecessarily.

You will be issued with a P.60, showing your earnings for the previous tax year, as soon as possible after 6th April. Even if you are returning in the next Academic Year, you will be issued with a P.45 at the end of your contract (usually 30th June). The P.45 is usually sent to your UK home address. In the case of international student staff, the P.45 is sent to the Students’ Union Personnel Office and must be requested individually.

The Tax Office address and reference is:

HM Inspector of TaxesSuffolk and North Essex AreaSt. Clare House, Princes StreetIpswich, IP1 1LW

Telephone: 01473 261400Reference: 245/HZ70109 NI Number: You must quote this in any communication

YourEmployment


Hours of WorkYour Line Manager will submit the hours you work each month to the Personnel Office for processing. It is important that you note your hours of work in a diary as, occasionally, mistakes occur and it is a good way to track any errors.

Due to the nature of our organisation, it is not always possible to have regular hours of work. Please make yourself familiar with the arrangements in your department. Line Managers will endeavour to ensure that hours of work are distributed fairly amongst Student Staff. Undergraduate students are permitted to work up to 16 hours per week during term-time, although it is Union policy not to incur National Insurance contributions whenever possible. This will result in your average weekly hours of work being limited to approximately 13 hours per week. If hours are available outside term-time, Undergraduate students may work up to 35 hours per week.

Freshers Ambassador, Freshers Fair & Summer Ball All Student Staff are expected to work, as Ambassadors, for a minimum of 4 hours during Freshers Week as described previously. 1st and 2nd Year Bar and Entertainments Staff are required to work the Summer Ball, which is early June each year. Final Year Staff are encouraged to attend the Ball but can work if preferred. As a gesture of appreciation to Final Year Student Staff, a discount of £5 is given off the Summer Ball ticket price. If required, student staff from other areas will be asked to work.

YourEmployment


Induction - The Students’ Union will do everything it can to ensure you work in a safe and healthy environment. You must attend Health & Safety Induction training within the 10 week training period or your contract will not be confirmed.

Personal Appearance and Dress CodeUniformEvery Department in the SU is unique and, in most places, it is likely that you have been issued with a uniform and have been advised on the standard of clothing and shoes required. If you are provided with personal protective equipment for your job, you must wear it. It is really important to ensure that you do look and smell fresh as this will reflect our high standards and professionalism to our customers. If you do not meet the required standard it is likely that you will not be permitted to work the shift. Each Department may have a variation of dress code e.g. Bar Persons are not permitted to wear blue jeans.

General StandardsIf you work with food, you must complete the Catering Staff Questionnaire and not wear anything that is likely to contaminate food, for instance nail varnish, false nails, strongly scented hand-creams, perfume, aftershave etc.. Individual rules will apply in each area and your Manager will make you familiar with these e.g. jewellery is very limited in food preparation areas. If it is felt appropriate for your workplace, it is important to ensure that long hair styles are tied back. We are a Students’ Union and we welcome diversity and individuality and have no problem with fantastic hair colour and styles!

Smoking PolicyThe Students’ Union operates a No Smoking Policy in all office areas but you may be required to work in areas where smoking is permitted.

Hygiene & HealthThe majority of you will work with food and drink and you must adopt high standards of personal and professional hygiene. Always wash your hands before handling food or drink and after visiting the toilet. Keep all machines, equipment and other utensils spotlessly clean.

InfectionsIf you work with food, you will be asked to sign an agreement that says you must always report any infectious disease you have or have had in the past. All student catering staff will have to complete a medical form. If you have an infection, sickness, diarrhoea, or just feel unwell you must report it to your Line Manager immediately.

Cuts and InjuriesSmall wounds or scratches must be attended to immediately, with appropriate first aid dressings (blue plasters if you work with food or drink), applied by a qualified First Aider (see the Notice Board in your Department to identify the nearest First Aider on duty). All accidents or ‘near misses’ must be reported by completing an Accident Report Form, available from your Line Manager and this will be passed to the Personnel Department to record and deal with, as appropriate.

Hours of Work and Rest BreaksWe support the law on Working Time and while many aspects of this legislation will not affect you, it is important for you to know you will be entitled to an 11 hour rest period in every 24 hours worked. You are also entitled to an unpaid rest break of 30 minutes for every 6 hours worked. If you feel you are being asked to work outside the regulations, please speak to your Line Manager or the Personnel & Development Manager.

Use of EquipmentIf you are required to use equipment as part of your job, you must be trained and you must sign your training record to confirm that you are competent. This form is part of your Appraisal Record.

Personal SafetyYour safety comes first! If you feel uncomfortable or threatened by a customer, you must seek assistance immediately. Your Management and Security personnel are trained to deal with difficult situations and you must not put yourself at risk.

Fire RegulationsYou must make sure that you are familiar with the escape routes from your workplace. Fire safety will be covered at Induction and again, in your ‘on the job’ training. You should be aware that the Fire Alarms in our commercial areas are checked every morning by the Premises Staff. If you do discover a small fire, sound the fire alarm (usually near the exits). Do not phone the emergency services direct – you must phone University Patrol Officers on 52222 as they will direct the emergency services to the correct zone which can save valuable time. Only use a fire extinguisher if the fire is very small – Do not put yourself at risk.

Personal BelongingsPlease do not bring valuable personal belongings to work as the Students’ Union will not be liable in the event of loss or damage to your property.

Health, Safety

and Hygiene


ManualHandling

Just because you have been lifting heavy objects all your life, doesn’t mean you’ve been doing it correctly. There are several parts of the body that are used when lifting heavy objects, all of which play an important role in safe lifting.

The key factors in safe lifting are:1 Position of balance

2 Position of the back

3 Positioning of the arms and the body

4 The hold

• When in the initial position for the lift, the lifter should test the weight of the object to make sure it is within their capacity and not too heavy for one person to lift. Many accidents happen when a person raises an object a few inches off the floor, realises it is too heavy and lets go.

• Take note of the shape of the object. It should be turned, if possible, so that the shortest measurement of the rectangle is nearer to the centre line of gravity.

• Movement should be controlled and smooth; the weight should be kept close to the body. Rhythm plays an important part in reducing tension and creating relaxation. Before moving any loads, the job should be sized up and possible hazards moved or rectified. An inspection of the load itself must be made to ensure that it can be moved without danger to the lifter or others.

Weight of the object and centre of gravity of the lifter must be as close as possible

Keep arms close to the body to reduce

strain on shoulders, chest and back

The load should be in contact with palm of the hand, with both hands on the load at all times

Keep the back straight and don’t

twist or flex it

Knees should be bent whilst lifting

Do not overload

Feet should be hip width apart

to assist balance position


The Sale of AlcoholAs an employee within licensed premises, you are dealing with the sale of alcohol. Therefore, it is important that you are aware of, and comply with the licensing laws, which affects all employees in such premises:

• You should NOT serve alcohol to anyone who is, or appears to be, under the age of 18• You should NOT serve anyone who is attempting to purchase alcohol on behalf of someone under the age of 18• You should NOT serve anyone who is, or appears to be, drunk• You should not serve anyone who is, or appears to be, under the influence of illegal drugs

NB. The above points are not exhaustive and serve purely as a guideline for you to become a more efficient and effective server. Please make sure you follow these guidelines, and if you are unclear or unsure about anything, then please discuss it with your manager. Discuss with your manager, which forms of identification you can accept as proof of a person’s age.

Corporate Social ResponsibilityAs well as promoting safe and sensible drinking the Students’ Union has a responsibility towards its customers and staff that means we are not advocating unhealthy, anti-social or unethical actions.

For example:• We do not advertise or promote the sale of cigarettes• We do not associate with anti-social behaviour• We do not reflect abstinence negatively• We do not ‘up sell’ products, i.e. would you like a double for an extra £1• We provide non-smoking areas• We actively recycle as much waste as we can• We encourage all staff to conserve as much energy as possible• We use and sell as many fair trade products as we can

If you any concerns about any of these issues speak to your Team Leader or Manager. You should not feel threatened in performing your job and if you have to deal with people who are under the influence of alcohol and are behaving aggressively you can call for support from your Team Leader or the Venue Stewards.

Licensing Law

knowing your Legal

Responsibilites


When using display screen equipment in your role, the following tips will help to ensure that you are putting the least amount of pressure on your body.

• Adjust your chair and VDU to find the most comfortable position for your work. Roughly, your forearms should be approximately horizontal and your eyes the same height as the top of the VDU; make sure you have enough work space for your equipment and documents; try different arrangements of keyboard, screen and mouse to find the best arrangement for you. Arrange your desk and VDU to avoid glare or bright reflections on the screen. Ensure there is enough room under your desk to move you legs freely and avoid excess pressure on the backs of your knees.

• Adjust your keyboard to a good keying position, a space in front of the keyboard is sometimes helpful for resting the hands and wrists when not keying. Try to keep your wrists straight with a soft touch on the keys and avoid overstretching your fingers. Position the mouse within easy reach, so it can be used with the wrist straight. Sit upright and close to the desk, and don’t grip the mouse too hard.

• Adjust the brightness and contrast controls on three screen to suit the lighting in the room. Make sure the screen is clean and choose options that give text which is large enough to be read easily on your screen. Select colours that are easy on the eye. Characters should be sharply focused and not flickering.

• Don’t sit in the same position for long periods, change your posture as often as is reasonably practicable. Avoid constant stretching to reach items. Most jobs provide opportunities to take a break from the screen. If there are no such natural breaks in your job, your employers should plan for you to have rest breaks. Frequent short breaks are better than fewer long ones.

Display Screen

Equipment Safety

When you are confident that you understand all the elements in this module please click on the complete button on the previous screen. This will notify your manager that you are ready to be tested. Please remember that you need to complete your ‘on the job’ training within ten weeks of starting with the S.U.

Please take some time to think about the new skills and information you have learned from this section of your training and make a note of anything that is transferable to your Personal Development Plan. Most skills are transferable across a variety of roles and your knowledge could be useful in many situations. Making a note of what you have learnt now will help you when you start to make job applications in the future.

0211-Training-Photography

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