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MoA Review Panel 28-01-2020 RP22-04

Report from the QMSU CEO

Outcome

requested The panel is invited to note this report.

Key points

to note

1. Financial position YTD Nov 2020 (P4) for the group is stable and slightly better thanbudget.

2. Multi Faith Centre motion actually gives us an opportunity to consider wider strategicthemes at Mile End campus, now and in the future, as well as in Whitechapel andCharterhouse Square.

3. The report touches on a number of themes though none need a decision.

Appendices:

Appendix 1 -3 Multi Faith Centre Appendix 4 – Internal audit email Appendix 5 – Sustainability plan

Author Mike Wojcik, CEO

Date 16 January 2020

QMUL/QMSU MoA Review Panel

1. Organisational review is taking place, which includes review of the reporting structures, services, capacity and capability. A consultation regarding QMSU Services Management structure will also commence this term.

2. Five-year resource plan; Mid-year review is taking place, and will factor improved balance sheet resulting from the review of the historic treatment of designated fund. A five- year Enabling Plan is being developed to support the delivery of financial plan.

3. Estates Strategy Board: I wrote a confidential letter to the Principal raising

concerns in four key areas a. Communications and Consultation – linked to Qmotion Capital expansion

and estates master plan. The Qmotion development had been put on hold for financial reasons, however there was no pre-brief ahead of the meeting. There has been an absence of consultation regarding the Estates master plan from the SU.

b. Systemic failings in planning, operating policies and procedures – examples cited around security planning.

c. Governance at ESB and sub groups, and included internal audit themes raised at the MOA panel. Separately raised concern about the Residence Strategy Board that had not met since October, which is now being rectified

d. Financial implications of the above, and followed up H&S.

4. Student societies room booking. There have been issues raised on; a. Long standing and unresolved booking process review for student groups. b. Financial administration: Invoices without purchase order, length of periods

to produce the invoice, supplier code, all affecting on monthly statements and student groups efficiently and effectively managing their resources.

c. Proposed price increases to student groups for weekday university room booking without consultation.

d. Above, but relating to weekends. The Director of EAF intervened and meeting now set up for early October, seeking conclusion.

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3 Multi Faith Centre Student Council Motion for Women only use for MFC 1 during prayer time, women defined as self-identifying was submitted in 2019 (appendix 1). The Students’ Union manages the space on behalf of the University and changes to protocol (appendix 2) and use of space need to be agreed by the University. For a bit of background on current use of space, please find attached timetable of use for the centre (appendix 3). It would be worthwhile to have a strategic conversation about faith more broadly, particularly around current strain meeting the demand of some faith groups, particularly for Friday pray. An aspiration for the Union is for change of use and reallocating of the Nest Kitchen, which is used for only 6 weeks a year for conference business to become faith and contemplation space. Changes met with reconfiguration of the Curve restaurant.

4 Malta and International campuses – picking up on previous discussions, the Union will present case for block grant increase to support development of transnational programs, which to date it has absorbed.

5 Internal Audit: on the transparency, quality assurance and best practice theme, aside from the favourable internal audit report on our commercial services, we commissioned NUS Commercial Development Consultants to carry out a commercial health check. Five specialist consultants spent two days at our campus. There background ranged from data insight, procurement, retail and licence trade, finance, and sustainability. A dozen QMSU followed up with visit to their HQ for a bespoke all day-session. The commercial report was comprehensive, as was the range of supporting business development recommendation, and appendix stuff. The core SU commercial business was perceived to be some of the best in the sector. We also commissioned an independent chef / food consultant to review all aspects of food production and delivery in our venues, again, generally very favourable. In term of the action regarding QMUL internal audit themes, see Appendix 4, follow- up as promised at last MOA meeting. Jo Jones would have been busy during her hand-over and did not get a response. Essentially, we have not made progress in the past 12 months, and the themes that the SU were looking at were;

• Student Voice does not feed in and is not asked to contribute to front line University provided food and beverage services

• Improve transparency – financial performance, pricing and business planning and development at a time when resources are stretched

• Best practice – independent assurance to counter lack of internal mechanisms.

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6 Strategic cross campus framework – long needed, for any strategy to be developed and proper implementation plans, need to know the base line, and then can measure stuff in the future.

7 The next QMSU Internal Audit shall be on: a. Treatment of VAT b. Human Resources.

The Human Resources audit report can also feed into the review of the HR SLA. Estates and Facilities management are reviewing their SLA, as most of the management are new, its critical they sign up to it, and or present suggested changes.

8) Tender: We’ve been invited to bid for commercial café and hospitality at a local social purpose, health and well-being charity, the Bromley by Bow Centre https://www.bbbc.org.uk/ 9) Sustainability: The SU sustainability plan is attached (appendix 5); internal group will be meeting monthly to progress and ensure we make a difference and impact. By way of reminder, the SU achieved ‘Excellent’ award for the Green Impact audit and assessment https://sustainability.nus.org.uk/our-work/take-part/green-impact

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7.4.2 Should the Union make the MFC1 room women only during open prayer times? _________________________________________________________________________

Proposed by: Adi Sawalha (First Year Rep, Mile End)

Seconded by: Redwan Shahid (Vice President Education), Ahmed Mahbub

(QMSU President), Shamima Akter (Welfare Rep), Hassan Taleouine (Islamic Society Vice-President), Sama Deen (Womens Rep)

What do you want? To make the MFC1 room officially for self-identifying women only during open prayer times.

Why do you want it? The current policy is that the MFC1 room is used only by female students during Muslim prayer times, however during open prayer times, which are not known to everyone, the room is open to men. We want the policy to be that the room is for self-identifying women only at all times.

What impact will this have? This will provide self-identifying women students with a safe space and will allow Muslim women to pray outside of the allocated times which do not fully take into account the changing prayer times and the impact of lectures and classes.

This motion was amended and passed as above

The Board of Trustees discussed the proposed changes and recognised that the Union

manages the Multi-faith space on behalf of the University. Therefore, it was agreed that the

Union should first approach the University to ascertain their views and then, if necessary,

seek advice on the legal situation regarding enforced segregation outside of designated

prayer times. This policy is therefore not passed at the present time.

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Multi-Faith Room 1 Multi-Faith Room 2

Monday

Open Prayer: 09.00 – 12.00 Muslim Prayer: 12.15 – 14.15 Open Prayer: 14:30 – 15:30 Muslim Prayer: 15.45 – 17.30 Open Prayer: 17.45 – 18.30 Muslim Prayer: 18.45 – 21.00

Open Prayer: 09.00 – 12.00 Jewish Prayer: 12.15 – 12.45 Muslim Prayer: 13:00 – 14:15 Open Prayer: 14:30 – 15:30 Muslim Prayer: 15.45 – 17.00 Open Prayer : 17.15 – 19.45 Muslim Prayer: 19.45 – 21.00

Tuesday

Open Prayer: 09.00 – 12.00 Muslim Prayer: 12.15 – 14.15 Open Prayer: 14.30 – 15.30 Muslim Prayer: 15.45 – 17.30 Open Prayer: 17.45 – 18.30 Muslim Prayer: 18.45 – 21.00

Open Prayer: 09.00 – 12.35 Jewish Prayer: 12.15 – 12.45 Muslim Prayer: 13:00 – 14:15 Open Prayer: 14.30 – 15.30 Muslim Prayer: 15.45 – 17.15 Hindu Prayer: 17.30 – 19.45 Muslim Prayer: 19.45 – 21.00

Wednesday

Open Prayer: 09.00 – 12.00 Muslim Prayer: 12.15 – 14.15 Open Prayer: 14.30 – 15.30 Muslim Prayer: 15.45 – 17.30 Open Prayer: 17.45 – 18.30 Muslim Prayer: 18.45 – 21.00

Open Prayer: 09.00 – 12.35 Jewish Prayer: 12.15 – 12.45 Muslim Prayer: 13:00 – 14:15 Open Prayer: 14:30 – 15:30 Muslim Prayer: 15.45 – 17.30 Open Prayer: 17.45 – 18.30 Muslim Prayer: 18.45 – 21.00

Thursday

Open Prayer: 09.00 – 12.00 Muslim Prayer: 12.15 – 14.15 Open Prayer: 14.30 – 15.30 Muslim Prayer: 15.45 – 17.45 Open Prayer: 17.45 – 18.30 Muslim Prayer: 18.30 – 21.00

Open Prayer: 09.00 – 12.35

Jewish Prayer: 12.15 – 12.45 Muslim Prayer: 13:00 – 14:15 Open Prayer: 14:30 – 15:30 Muslim Prayer: 15.45 – 16:45 Sikh Prayer: 17.00 – 18.30 Muslim Prayer: 20.30 – 21.00

Friday

Open Prayer: 09.00 – 12.00 Muslim Prayer: 12.15 – 14.15 Open Prayer: 14.30 – 15.30 Muslim Prayer: 15.45 – 17.30 Open Prayer: 17.45 – 18.30 Muslim Prayer: 18.45 – 21.00

Open Prayer: 09.00 – 12.00 Jewish Prayer: 12.15 – 12.45 Muslim Prayer: 13:00 – 14:15 Open Prayer: 14:30 – 15:30 Muslim Prayer: 15.45 – 17.30 Open Prayer: 17.45 – 18.30 Muslim Prayer: 18.45 – 21.00

The rooms are open from: Monday to Friday 9.00 – 21.00 During Open Prayer times, the rooms can be used by all students and staff of Queen Mary University of London for quiet reflection, contemplation and prayer. This timetable is reviewed termly at the Interfaith Forum which includes representatives from each faith society. Please see our website for further information on Faith at Queen Mary: https://www.qmsu.org/faith/ or contact su-vpwelfare@qmul.ac.uk

Multi-Faith Rooms

Timetable – Summer 2019

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Protocol of Use The Multi-Faith Centre (Room 1 and 2) is provision provided by Queen Mary, University of London Students’ Union (the Union) and managed by QMSU. 1. Multi-Faith Centre Use Policy The Union is committed to tolerance and understanding in relation to religion and belief. Any allegations of improper conduct arising from the use of the Multi-Faith Centre and, in particular, any harassment and discrimination, will be investigated and, if appropriate, action will be taken. 2. Multi-Faith Centre User Consultation (Interfaith Forum) The Union is committed to on-going consultation with its membership and with users of the Multi-Faith Centre in order to best meet the needs of students of faith and belief; this will be fulfilled through regular meetings, of which there will be at least one per semester. In order to promote an atmosphere of mutual respect and celebration of diversity, the Union will facilitate the Interfaith Forum and actively promote interfaith initiatives. 3. Multi-Faith Centre Access The Multi-Faith Centre operates a non-reserved access policy for use by all students and staff between 09:00-21:00pm, Monday – Friday during term time. During vacation hours the Multi-Faith Centre will be open 09:00-16:30. The centre will operate a timetable, which will be agreed by faith group representatives at the Interfaith Forum termly. 3.1 use of the Centre must be for quiet prayer, contemplation or meditation; contemplation is defined as “silent reflective thought” 4. Multi-Faith Centre User Use Regulations All users of the Multi-Faith Centre must comply with the following regulations at all times:- 4.1 All users must be either a student of the University or a member of staff of the University or the Union. 4.2 All use must be connected to a religion or belief. In this context “religion” and “belief” have the meanings given to them in the Equality Act 20101. 4.3 All users must respect other users and staff, and must behave reasonably and considerately

towards each other. 4.4 Due to fire safety regulations, no smoking of any substances, no lighting of candles and no burning of incense is permitted. 4.5 No political gatherings and normally no external speakers are permitted in the Multi-Faith

Centre as the Union provides other rooms, which can be booked for this purpose. External speakers may be permitted with prior written authorisation from the Union in connection with an act of worship.

4.6 Use of the space :-

the Centre must be for quiet prayer, contemplation or meditation; contemplation is defined as “silent reflective thought”

use of the Centre must be for individual not group use;

1http://www.legislation.gov.uk/ukpga/2010/15/section/10

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Multi Faith Centre may be used by any gender; No images, icons, statues, or other religious or belief materials are permitted to be displayed

anywhere in the Multi-Faith Centre. No socialising, sleeping or misusing the space and persons caught doing so will be asked to

leave and action may be taken. Group prayer, contemplation, meditation or worship may take place, provided the noise level

from the Centre does not unreasonably interfere with use of the other spaces in the QMSU Hub.

During open prayer and other faith prayer allocated times the Multi Faith Centre (Room 1 & 2) may be used by any gender;

4.7 The timetable for use must be strictly observed. All arrangements for setting up and for packing up must be made with the specified times. 4.8 Shoes must not be worn in the Centre and must be stored in the shoe racks provided. For

those who must wear shoes when observing prayer shoe covers can be collected from Reception

4.9 No food or drink is permitted to be consumed in the Centre, unless prior written authorisation from the Union in connection with an act of worship. 4.10 All areas of the Multi-Faith Centre must be left in a clean and tidy condition by users. 4.11 Only furniture and fittings belonging to the Union are permitted in the Multi-Faith Centre. 4.12 All items belonging to users must be taken with them when they leave, any item left contrary

to this regulation will be removed by the Union. The Union will not be responsible for any loss of or damage to any such item.

4.13 No musical instrument, portable sound system or amplifying equipment is permitted to be used anywhere in the Centre, unless prior permission has been gained from the Union. 4.14 No mobile phones, computers, photographic, video recording, sound recording or playing

equipment are permitted to be used in the Centre, unless prior permission has been gained from the Union.

4.15 Any user who causes damage to the Centre or anything in it will be required to pay for necessary repair or replacement. 4.16 All Union and University policies, as well as all applicable health and safety regulations, must be observed at all times. 5. Concerns If any user has any concern about the upkeep or maintenance of the Centre or its facilities, or wishes to make a complaint concerning the Centre they should raise it initially with Union Reception. If the Union reception cannot deal with the users concern or complaint they will pass it onto an appropriate member of staff. 6. Disputes The QMSU President or their nominee will decide any dispute or issue arising in relation to any of these regulations.

7. Amendments to this protocol

Amendments to this protocol by the Union where possible will be made in consultation with the users of the Multi-Faith Centre via the Interfaith Forum.

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Kaya Wiles

From: Mike WojcikSent: 27 November 2019 11:04To: Nadine Lewycky; Joanne JonesCc: Sarah Cowls; Su PresidentSubject: RE: MoA RP draft agenda 10-12-2019Attachments: Appendix 5 b Commercial and Retail Operations ToR (002).docx; Commercial and

Retail Operations Report.pdf

Morning Jo, Hope all good. You will remember we were carrying out an internal audit, and had anticipated a joint one. However closer to the date you felt the timing wasn’t right. The following has been minuted (draft) in the last MOA meeting

[a] Estates & Facilities had declined to participate in a joint internal audit.

[b] The Panel noted concern that an audit plan had been agreed and then plans subsequently changed by Estates& Facilities. In the interests of transparency the Panel requested further information on how decisions weremade in relation to commercial spaces on campus, including information on student consultation, sustainability,and confirmation that robust systems and procedures were in place.

[c] The QMSU CEO would liaise with the Finance Director regarding the above and would bring backrecommendations to the Panel at a future meeting.

The panel next meets on the 10 December 2019, and I’ve left it late to ask for anything comprehensive. The Terms of reference for the audit broadly covered the following; • Business Planning • Customer Experience • Financial Controls • Staff Can we ask for a cover sheet addressing the above (yellow), and focus on what should be straight forward to evidence,bits in grey as appendix, maybe sample operating plan for Mucci and curve for current year ? I’ve broken down thesub headings from the TOR Business Planning

• Planning and Monitoring • Governance and Oversight • Key Decision Making • Marketing and Communications

Customer Experience • Student Satisfaction Survey? • Performance Indicators • Impact of Capital Investment

The MOA panel is concise, with Sabbs, me and an external along with QM members, so confidentiality not an issue. I attach copy of the SU internal audit report, not for wider circulation. Andrew Gladin is on the services Board and audit commit of the SU, and in the governance packs.

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Look forward to hearing from you. Best wishes. Mike Mike Wojcik

Chief Executive Officer Queen Mary, University of London Students’ Union Managing Director, QMSU Services Ltd Please think before you print. My pronouns are he/his. 020 7882 8033 m.wojcik@qmul.ac.uk www.qmsu.org Students’ Union Hub, 329 Mile End Road, London, E1 4NT

QMSU | Registered Charity No.1147786 | Company Limited by Guarantee, Company No. 8092471 QMSU Services Limited | Company No. 6677304 | Group VAT Registration No. 143 7775 88

From: Nadine Lewycky <n.lewycky@qmul.ac.uk> Sent: 26 November 2019 16:29 To: Mike Wojcik <m.wojcik@qmul.ac.uk>; Sarah Cowls <sarah.cowls@qmul.ac.uk> Subject: MoA RP draft agenda 10-12-2019 Dear Mike and Sarah, Please find attached a draft MoA review panel agenda for you to review. Best Nadine Dr Nadine Lewycky Assistant Registrar (Governance) Academic Registry and Council Secretariat Queen Mary University of London E20, Queens’ Building, Mile End Road, London, E1 4NS, UK Tel: +44 (0)20 7882 3085 Email: n.lewycky@qmul.ac.uk www.qmul.ac.uk

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Sustainability Action Plan 2019-20 This Action Plan sets out the Students’ Union environmental sustainability priorities for 2019-20. Priorities have been identified through reviewing our 2018-19 NUS Green Impact report, through student voice via Student Council, and from a priority mapping session attended by the Sustainability Officer, the President, and representatives from the Students’ Union senior management team, Student Engagement team, Retail and Cafes, and Venues and Events. The Action Plan cover 2 main themes: Students’ Union Operations and Campaigning and Influencing.

The Action Plan will be made publically available to staff and students, as well as a final progress report. Progress towards our targets will be monitored in Sustainability Committee meetings, chaired by the Student Engagement Manager and attended by staff representing teams listed in this document as having a role in delivering our aims. The Sustainability Coordinator will oversee the work involved in delivering our targets, providing guidance, support and advice to staff leads where necessary.

This Action Plan contributes to the Students’ Union’s 2017-2020 Strategic Plan, particularly the following KPI: 75% of students feel the Students’ Union takes sustainability seriously.

Aims Targets Staff Lead Progress Update

Students’ Union Operations

Reduce waste

Phase out plastic bags from Students’ Union outlets Retail and Cafes

Phase out plastic cutlery from all Students’ Union outlets Venues and Events

Phase out single use plastic cups from Drapers and the Griff Inn Venues and Events

Proportion of hot drinks sold in re-usable cups is 6% Retail and Cafes

Trial an online finance system for Student Groups Student Engagement

Food waste from Students’ Union shops and cafes is less than 1% Retail and Cafes

Work with the University to explore introducing food waste stream onto campus for staff and students

Sustainability Coordinator (Cleaning and Maintenance)

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Aims Targets Staff Lead Progress Update

Improve recycling rates

Work with the University to streamline waste and recycling streams across campuses

Sustainability Coordinator (Retail and Cafes, Venues and Events,

Cleaning and Maintenance)

Implement new coffee cup recycling system, and monitor and update on effectiveness regularly

Sustainability Coordinator (Retail and Cafes, Cleaning and

Maintenance)

Develop a culture of reuse in the student and staff body. Re-run and expand summer and winter Reuse campaigns, clothes swap & other initiatives incorporating circular approaches

Sustainability Coordinator

Better understand our supply chain

Conduct an audit of procurement in our outlets and identify where changes are needed to reduce environmental impacts

Sustainability Coordinator (Venues and Events, Retail and

Cafes, Sport)

Campaigning and Influencing

Enable and encourage students and staff to make informed and sustainable

choices

Implement messaging in Students’ Union outlets promoting informed and sustainable food choices

Sustainability Coordinator (Marketing and Comms, Venues and Events, Retail and Cafes)

Communications plan agreed to ensure impactful and frequent feature of environmental sustainability messages in all student communications

Sustainability Coordinator (Marketing and Comms)

Further embed environmental sustainability into Students’ Union Awards criteria

Student Engagement (Representation and Democracy,

Sport)

Work with the University to include environmental sustainability into QMUL staff inductions Sustainability Coordinator

Engage the public and support local sustainability

projects

Engage and support at least 5 local organisations with sustainability projects Sustainability Coordinator

Offer students at least 12 environmental volunteering opportunities Sustainability Coordinator (Student Engagement)

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Aims Targets Staff Lead Progress Update

Enable student voice in sustainability

Work with students to lobby University to create a sustainability strategy and overarching policy which includes becoming carbon neutral by 2025

Sustainability Coordinator (Representation and Democracy)

Work with students to lobby the University to embed sustainability in all course curricula

Sustainability Coordinator (Representation and Democracy)

Work with students to lobby the University to work with the Local Council on becoming more sustainable and helping to educate the public

Sustainability Coordinator (Representation and Democracy)

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