Further Information for Accommodation Reps Further Information for Accommodation Reps

Documents before you work

Before you work you must complete a Register to Work form and sign a Registration Agreement. You can complete them electronically and email back to accomreps@uea.ac.uk.

Alongside this you must provide proof that you are eligible to work in the UK. You can do this by bringing your your A4 birth certificate alongside proof of your NI number or your passport (and visa were relevant), or alternative documentation, to LSB 0.20 to show to a member of the Recruitment Events team. 

A5 birth certificates and driving licences cannot be accepted.

Code of conduct

Reps on the scheme must follow the Code of Conduct.

Safeguarding Policy

As many of the events include under 18s, every flat must have a hard copy of the Safeguarding Policy in a shared area of their flat. If you don’t have one please contact accomreps@uea.ac.uk .

Flat Liaisons

Each flat will have a Flat Liaison. Flat Liaisons are Reps who will help organise their flats, collating availability, forwarding on shifts and booking emails where necessary and making sure flats are prepared for shifts.

Payment

Once you have completed your Register to Work document and handed in your passport or A4 birth certificate and proof of NI number, you will be added to the Payroll system. Every month timesheets will be sent off and payments will be processed in line with the UEA Payroll Calendar. You can find out what you have been paid on the self-service section of the Portal.

Shifts

These are some details about the types of events you will be working and what you need to do.

If you have not filled out your availability for shifts you will not be booked to work.

Shifts are assigned over a number of weeks so keep an eye out for emails. Once you have been booked you will receive a confirmation email and then a briefing/reminder email closer to the day with more information. Before Applicant Days and Mini Open Days you should receive a text reminding you that you are booked to work.

Applicant Days

Number of Reps for each shift: 2-3

Shift times:

Morning, 9:00-12:00

Afternoon: 14:30-16:30

Types of flats needed: all types, normally one of each

Event information: Applicant Days are for undergraduate applicants who have applied through UCAS and been offered a place to study at UEA or an interview for a place on a course. The Applicant Days involve a subject specific programme which from 12:00-15:30, with optional tours scheduled before and after. Visitors will be taken on tours by student guides and will visit several types of accommodation on one tour. You will need to sign in and out with the Recruitment Events team and collect t-shirts and a pack.

Campus Tours

Number of Reps for each shift: 1-2

Shift times: 11:50-15:30 approximately

Types of flats needed: all types, normally one of each

Event information: Campus Tours take place on most Fridays throughout the year. They are small events that include a campus tour with a student guide and on some Fridays will include a workshop or lecture. The guides will bring groups to your flat to show you around. As these are small events, generally only one Rep is needed per flat and the Rep will wait inside their flat for guides to ring them to tell them that they are outside with a group. The visitors will be a mixture of visitors who have applied and some who haven’t applied yet. You will need to sign in and out with the student guides and collect t-shirts and a pack.

Mini Open Days

Number of Reps for each shift: 2-3

Shift times: 10:00-14:30 approximately

Types of flats needed: all types

Event information: Mini Open Days take place on Fridays (usually one in November and one in April – for 2017-18 there will be an extra Mini Open Day on Friday 5 January). Mini Open Days are a smaller version of the main Open Day and they will have a mixture of visitors who have applied and some who haven’t applied yet. Tours will run in a similar way – guides will bring groups to your flats and you will show them around. You will need to sign in and out with the Recruitment Events team and collect t-shirts and a pack.

Ad Hoc Events

Ad hoc events are sent to Flat Liaisons who should pass them onto Reps in their flats. If you offer to work and don’t get a reply please assume you have not been booked to work. Ad Hoc events will generally involve Reps working for other teams or departments, so timings and shifts will depend on those requirements. Tours will run in a similar way – guides will bring groups to your flats and you will show them around. Most of the time you will not need to sign in or out or pick up a t-shirt. The lead organiser should get in contact with you to tell you whether they want you to wait on the door.