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► Document G: Staff Student Protocol
CODES OF PRACTICE
1. Purpose
a) In order to avoid confusion and ensure that the smooth operation of the Students’ Guild is not adversely affected, Guild Executive Officers and other students (including elected Standing Committee officers and committee members) must use the appropriate channel at all times when dealing with staff or commercial areas.
b) The staff-student protocol has the aim of creating positive, fair and consistent working relationships between Guild staff and students. It is important that a clear procedures are set conveying instructions to staff, and for dealing with problems and difficulties when they arise.
2. Background
a) Aston Students' Guild is a membership organisation. As such, decisions about strategy and policy are decided by its members through the Guild's committee system. Guild Staff have no voice at Guild Committee meetings.
b) Staff, therefore, have no way of defending themselves at these committees, and in order to protect them from criticism in meetings, the Guild has adopted this policy of Staff-Student Protocol.
c) It is important to ensure that this policy encourages joint working between students and staff. Students and staff will hopefully have a mutual respect for each other, and both groups should work together as a team with a collective interest in fulfilling the aims of the Guild.
3. Protocol
The following should be observed:
a) Guild Staff should not be the subject of discussion at Guild Council or through Guild committee meetings. A committee will be in breach of protocol if it discusses the:
i) conditions of employment, or the
ii) performance
of any Guild staff member. The only exception is in the case of Executive Committee or in the case of Guild Council discussing the establishment of a new staff position (and both should only discuss staffing matters in closed session).
b) Guild staff should not publicly express views contrary to Guild policy;
c) Guild staff should not have any involvement in the Guild's democratic government, unless their specific job function allows it and they are invited to comment.
d) Guild staff should not be mentioned in any Guild publications without the prior authority of the General Manager and staff involved.
e) Staff members should never be instructed by a student officer to perform duties or responsibilities in a certain fashion (except where this is clearly their role, eg. the Executive Secretary); equally any requests student officers do make should be dealt with as positively as possible, if they can be accommodated within agreed priorities and current workload. Any unfulfilled duties shall be referred to the General Manager through the President, to see whether staff should be instructed to carry out the task. Any student officer abusing this system will be censured at Guild Council.
f) Usual practice shall be that appropriate work is only allocated by committees to staff through a student officer. The student officers shall have responsibility for liaison with the staff member during the progress of the work, and shall accept responsibility for that work in committee meetings.
g) It shall be the job of Executive Officers and other student officers to make sure that staff are not discussed in Committee meetings. Any problems should be dealt with through the grievance procedures.
4. Student Staff
a) Any Aston student is eligible to apply for work in the Guild, except for Executive Officers as they are trustees and as trustees cannot financially benefit from the organisation. When students are employed by the Guild, any complaints or grievances shall be raised through the line management structure. Students employed as casual staff of the Guild do not lose any of their rights within the Guild.
b) However, they are not allowed to raise any matters relating to their employment with the Guild in any committee meeting.
5. Complaints Procedure
a) Students who wish to complain about staff should raise the matter with the President. He/she will then raise the matter with the General Manager who shall investigate the complaints and report back to the President as soon as possible, but within 10 working days. The President and the General Manager shall determine what, if any, action is to be taken in relation to the complaint.
b) Staff who wish to complain about students should raise the matter in the first instance through the line-management structure. The matter shall be discussed, if it is deemed necessary, with the President, and in this case the General Manager should be notified. The complaint shall be investigated and the line manager/General Manager shall report back as soon as possible, but within 10 working days.
6. Miscellaneous
a) While each new Executive Committee will wish to establish its own particular working relationship with staff, this written agreement will be referred to in the event of any dispute.
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