ROPR 2023-12-06 - HackMD

<style> .reveal { font-size: 30px; } </style> # Recruitment, Outreach, and Public Relations  2nd Meeting in 2023/24,   6 December --- ### Agenda 2023-12-06 1. Minutes of the last meeting & outstanding actions 2. Discussion points & important updates 1. UG Recruitment 2. PGR Recruitment 3. Outreach 4. Public Relations & Websites 5. Equality, Diversity & Inclusion 4. ROPR Chair 5. Any other business --- ### 1. Minutes of the last meeting & outstanding actions Actions: * SW: request an update from JA on meeting with Outreach team for open day exhibits. * SW to discuss feedback questions with FOG * AB/AC to continue with website update, and discuss priorities with SLT * ~~JG to discuss producing some generic risk assessments with DD~~ * ~~SW to send list to DW~~ * ~~SW to consider a standard Excel form for area leads to record costs~~ --- ### 2. Discussion points & important updates $\to$ see cirulcated updates * planning for various events (recruitment and outreach) underway * Photographer coming this week (Dec 7!) --- ### 3. ROPR Chair Role --- ### 4. Any other business --- ## Appendix --- --- ### 3. Budget for 2023-24  | Area | 2023-24 | 2022-23 | Area Lead | |:----------------------- | -------:| -------:|:--------------- | | UG Admissions | 500 | 500 | Jess & Ian | | PGT Recruitment | 500 | 500 | Ullrich & Naser | | UG Recruitment CS | 5,000 | 2,200 | Joshua | | UG Recruitment EEE | 3,500 | 3,500 | Ian | | UG Recruitment Catering | 2,500 | 1,200 | Joshua & Ian | | Outreach CS | 3,500 | 3,500 | Seb | | Outreach EEE | 3,500 | 3,500 | Murat | | Summer School | 4,500 | 4,500 | Murat & Seb | | PR | 1,500 | 1,500 | Adele/Andrea | | Exploratory awards | 1,500 | 2,000 | | | Total | 27,000 | 22,900 | | * increased allocation for recruitment events (overspent last year) * again some buffer via exploratory awards $\leadsto$ collect ideas! --- ### Spending rules * If covered by area allocation * **Area leads** are responsible to keep track of spending and keep **below allocation** * :new: *No* need for budget request form. Area leads can directly proceed to finance team, CC ROPR Chair * If *not* covered by area allocation or unexpected new expense 1. Fill out budget and send to ROPR Chair 2. If it can be covered from the budget (e.g. exploratory awards), proceed to finance team, CC ROPR Chair --- ### 4. ROPR Strategy 2023-24 #### Reminder: Our Strategy for 2022-23 **Priority Areas:** 1. Evaluation & impact measurement 2. Increased diversity of student body 3. Goal-aligned recruitment and public engagement 4. Timely online presences 5. Improved resilience * * * 1. Where are we? 1. Changes needed / Different priorities? --- ### ### Final Budget for 2022-23  | Area | allocation | spent | expected | left | Lead | |:----------------------- | ----------:| ------:| --------:| -----:|:--------------- | | UG Admissions | 500 | 0 | 0 | 500 | Patrick & Ian | | PGT Recruitment | 500 | 0 | 0 | 500 | Ullrich & Naser | | UG Recruitment CS | 2200 | 4366 | 0 | -2166 | Leszek | | UG Recruitment EEE | 3500 | 1108 | 1500 | 892 | Ian | | UG Recruitment Catering | 1200 | 1760 | 600 | -1160 | Leszek & Ian | | Outreach CS | 3500 | 1479 | 1082 | 939 | Seb | | Outreach EEE | 3500 | 1730 | 1000 | 1368 | Murat | | Summer School | 4500 | 3672 | 740 | 88 | Murat & Seb | | PR | 1500 | 802 | 150 | 548 | Adele | | Exploratory awards | 2000 | 890 | -300** | 1410 | | | Total | 22,900 | 17,067 | 3772 | 2061 | | (\** Girls into Electronics probably cheaper than planned) :warning: includes all spending known to me ... --- ### Slack in budget? Already purchased: * tablecloths (dark blue, EEECS logo) * postcards (contact cards EEE outreach) * (old): EEECS pencils Wish list: * pull-up banners (£180) and tablecloths (£120 each) for events * restock on giveaways: * pencils (~30p each) * other ideas? * support student projects that have applications for recruitment or outreach --- ### Purchases & Demonstrators :money_with_wings: * Area leads: please monitor budget * Expenditure needs prior approval from ROPR Chair * inform me about expenses you already know are coming * $\leadsto$ know early if budget has room * CC me in (wild@liv.ac.uk) when timesheets or orders go to finance (EEECSfin) * $\leadsto$ I will try to keep track of outgoings --- ### Demonstrator hourly pay Pay rates were standardized across EEECS * Demonstrators £16.71 $\to$ £21 budget cost * Open day helpers £10.36 $\to$ £13 budget cost --- ### 4. Strategy for 2022-23 **Priority Areas:** 1. Evaluation & impact measurement 2. Increased diversity of student body 3. Goal-aligned recruitment and public engagement 4. Timely online presences 5. Improved resilience But really: keep up the good work! --- ### 5. Mode and frequency for ROPR meetings **Suggestion:** 1. full ROPR meetings (like today) 4 times a year * stragegy & budget * exchange between areas * aim for (late) Wed afternoon? * face-to-face with hybrid where needed? 1. more frequent, informal, on-demand meetings in subgroups * outreach * recruitment * public relations * (equality, diversity and inclusion) * (admissions) 1. for information flow, use more asynchronous means --- ### 6. Better use of ROPR team on MS Teams * Thanks to Dave McIntosh for the spring cleanup in the Files tab / Sharepoint! **Suggestion:** 1. channels for #outreach, #recruitment (for EEE CS joint events) * but files stay under #general in folders (less confusing)? * more channels? 1. Put agenda & minutes on ROPR Team files * Only email links to files on teams?