Key Staff Contact Role Description 2019-20

This document is intended to act as a guide for staff taking on the role of staff contact for Peer Learning & Support Schemes. Each Scheme has at least one staff contact (either academic or professional staff). The role of the staff contact is to support the Scheme, and act as its champion. This involves supporting student volunteers, promoting the Scheme to both students and staff, assisting volunteers with navigating the School and its systems/ processes and working to embed the project into the culture of the School. A committed staff contact is vital for a resilient, high quality and successful Scheme.

Who should act as Staff ContactAnyone with an interest in supporting the Scheme can act as the Staff Contact. However, staff contacts are usually either support staff (e.g. SSOs) or academic staff (e.g. Module Leaders for the courses the Scheme runs sessions for, Heads of Undergraduate Teaching/ 1st Year / 2nd Year, Programme Directors). Exactly who will be suitable to act as the Staff Contact will vary according to the structure of the School, who is best placed to assist the volunteers, and who has the time/ enthusiasm to support the project. Although the time commitment associated with the role is relatively small, you may still need to discuss it with your Line Manger (see below).

Time Commitment The time commitment associated with acting as a Staff Contact may vary depending on the size of the Scheme (i.e. how many sessions they run) and how established a Scheme is (for instance, a brand new Scheme may require more support). However, a survey of our existing staff contacts in AY 2018-19 reported that the average time was X hours per week, with a high of X and a low of X. It is also important to note that September, November, January, March and April are the busiest times for Schemes, and the times at which they will need more staff support. This obviously coincides with many of the busiest times within the University calendar. As a result, it may be necessary to discuss your role as staff contact with your Line Manager. The Students’ Association is able to support you with this.

Timelines & Key EventsPeer Learning & Support Schemes run in the academic year only and follow a very similar structure each year. In August, we focus on pre-arrival marketing. In September the Leaders meet for the first time, plan for the Semester, and begin running sessions. The Edinburgh Award opens. Sessions run throughout October, November and December. They are accompanied by regular marketing and quality assurance. In December, the Scheme meets to reflect on Semester 1. In January the cycle starts again, and each project meets to plan for Semester 2, and begin running sessions. Sessions run throughout February, March, April and often into May. As with Semester 1, the continuous tasks are promotion and evaluation. Around March- April, each project focusses on recruiting new Leaders for next year, with the final deadline for volunteers being 9am Monday 20th April 2020. Further, March/ April is also the deadline for Schemes to get all of their attendance

data to EUSA, and for all of the HEAR data to be collected. The Edinburgh Award closes, and a final evaluation meeting will also happen at this time.

Core Tasks

Below are the essential tasks that should be completed for each Scheme to ensure that it is well-supported and in a position to grow. The tasks below may be completed directly by yourself, or your role may be

directing the Leaders towards the appropriate person. In some cases, the task consists of checking that the Student Leaders are on track with completing their own tasks/ objectives.

þ Pre-induction marketing (July-August) Ensure that the Scheme is represented in welcome emails/ handbooks/ Learn courses Book Leaders to present the Scheme at welcome/ subject talks Distribute flyers to Personal Tutors/ Staff (flyers provided by EUSA)

þ Administrative Support Room Booking (mainly September and January, some ad hoc). EUSA can assist with this. Remind Leaders to collect attendance data for al sessions on either Excel or Top Hat (ongoing) Grant access to Learn courses as requested (September) Provide Leaders with resources like pens, printing, whiteboard markers as required (ongoing) Seek funding for the Scheme and manage budget (ongoing- especially planning round) Assist Leaders with collating HEAR information (March). EUSA will advise on deadlines/ process. If necessary, gather requests for Peer Learning & Support hoodies, receive invoice and manage

payment (June-August) Direct any enquires about the Edinburgh Award to peer.support@eusa.ed.ac.uk

þ Promotion (ongoing) Assist Leaders with sending emails, Learn announcements, printing posters/ flyers (ongoing) If needed, assist Leaders with arranging lecture shout outs (September & January) Actively promote the Scheme to staff and students. Ensure that staff have up to date

information about the project (ongoing)þ Ensuring Resilience/ Longevity of Scheme (ongoing)

Check that Leaders are managing recruitment of new volunteers (March-April) Attend/ organise Planning Ahead sessions (September & January). EUSA will advise on details. Attend occasional debriefs to check in with the Leaders/ Scheme (ongoing) Investigate possibility of hiring a School Senior Leader (SSL): a student-staff member whose

remit is to establish, grow and build quality in Peer Support Schemes. EUSA can provide details/ resources.

Identify ways in which you could support the Scheme to grow/ become more embedded. EUSA can assist with this.

Work with EUSA to ensure that Leaders are well-supported, and have appropriate training. Act as a point of contact for Leaders who are struggling/ having difficulties, or who have questions (ongoing)

Support Leaders to make relevant contacts within the School- e.g. Module Leaders, programme/ School reps (ongoing)