Halls Committee Terms of Reference

VUWSA Halls Committee Terms of Reference

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1. Introduction

1.1. This document outlines the scope, membership, meeting and reporting procedure for the VUWSA Halls Committee (the Committee).

2. Purpose

2.1. The VUWSA Halls Committee is a representative group for students living in Halls of Residence (Halls) at Te Herenga Waka – Victoria University of Wellington.

2.2. The Committee is intended to:

  • 2.1.1. Facilitate a safe space for students to raise and discuss major concerns pertaining to life in Halls.

  • 2.1.2. Ensure that pastoral care in Halls upholds the academic, wellbeing and social needs of residents.

  • 2.1.3. Strengthen relationships between students and management in different Halls.

  • 2.1.4. Notify VUWSA where and how they can best support and empower students living in Halls.

  • 2.1.5. Enable and support student residents to better understand the services offered by VUWSA, and its role as a representative body.

2.3 The committee can contribute to the broader picture and long-term planning, by gathering a wide and in-depth understanding of the concerns across different Halls.

2.4. The Committee is an opportunity for students and the University to demonstrate partnership and work together for the improvements of student wellbeing in University Accommodation.

3. Membership

3.1. The committee shall comprise of:

  • 3.1.1. The Welfare Vice-President (WVP).

  • 3.1.2. The Engagement Vice-President (EVP).

  • 3.1.3. The VUWSA advocacy manager.

  • 3.1.4. Two elected representatives from each University Accommodation, including partner halls (see Appendix 1). With the exception of University Hall, which has 3 representatives.

3.2. The Welfare Vice-President (or their nominee) shall be the convener of the committee.

3.3. The Engagement Vice-President (or their nominee) shall be the deputy-convener of the committee.

3.4. VUWSA shall appoint a relevant member of staff to be the secretary of the committee.

4. Meetings

4.1. The committee shall meet at least twice during Trimesters 1 and 2; at least four times a year.

4.2. Exact dates of meetings shall be decided upon by the Convenor of the committee.

4.3. An agenda shall be provided to all committee members at least 48 hours before every meeting.

4.4. The quorum of the meeting shall be eight representatives, not including the VUWSA members.

5. Training

5.1. VUWSA will provide training to student representatives on the committee.

5.2. This training must be completed within the first six weeks of Trimester 1.

6. Reporting Procedures

6.1. VUWSA shall produce a draft report after each meeting.

6.2 VUWSA will attend a Hall Managers’ meeting to discuss the draft report and agree actions.

6.3 VUWSA will finalise the report to include an action plan

6.4 The final report shall be sent to:

  • 6.4.1. The Director of Student and Campus Living, the Associate Directors of Student Living, and the Director of Student Academic services.6.4.2. All Committee members and representatives.

6.5 This finalised report will then be relayed to Halls via their Facebook pages, and made public on the VUWSA website.

7. Funding

7.1 Funding for the Committee will be provided by Te Herenga Waka– Victoria University of Wellington Accommodation Services.

7.2 The funding shall be $5000 plus GST per year, which VUWSA will invoice for.

7.3 The funding shall cover the cost of:

  • 7.3.1 Training to representatives on the Committee.

  • 7.3.2 Catering for meetings.

  • 7.3.3 Staff support for the training and committee management.

8. Approval Dates

Approval year: 2020

This version takes effect from: 2020

To be reviewed by: 2021

Drafted by: VUWSA and Te Herenga Waka Accommodation Services

Appendix 1

These Halls of Residence include:

• Boulcott Hall

• Capital Hall

• Everton Hall

• Helen Lowry Hall

• Joan Stevens Hall (one general representative, one representative from Marina floor)

• Katharine Jermyn Hall

• Te Puni Village

• UniLodge – Stafford

• University Hall (Including one representative from both Pasifika Haos and Whanau House, and

one general representative)

• Willis St – Cumberland

• Willis St – Education House

• Victoria House

• Weir House

As well as any additional halls that Victoria University may develop or manage in future.