Request Welcome Helpers

Requesting Welcome Helpers

Need some help running your Welcome Week event?

Every year the Student Community Experience Team recruit a friendly team of Welcome Helpers and Team Leaders comprising of current students and recent graduates. This team of helpers run our campus tours, support our airport transfers, staff our Information Point and support Welcome Week activity around campus. You can request Welcome Helpers at your event by filling the form below, the cost of paying these staff comes from the Welcome budget, so there is no charge to your department.

What can Welcome Helpers and Team Leaders do?

The following list is not exhaustive, but meant as an example to help you understand the role of Welcome Helpers:

Set-up and staff a registration desk at your event
General event support and stewarding
Providing campus tours
Wayfinding and directing new students to where they need to be.
Engage with students at your event and encourage them to get involved
Help run pop-up sports and games
Meet new students and escort them to off-campus venues (e.g. meet students at the Bus interchange and take them into Leamington)
Speak to new students about their university experience, incorporating the student voice into your event

What can't they do?

There are some things that unfortunately our helpers cannot help you with, including:

Acting as an ambassador for your course or department - we're not able to guarantee a helper from any particular department as the role is open to all, so if you require students who have familiarity with your department, please arrange this yourself.
Portering - whilst our helpers will always do their best to assist, they should not be responsible for moving items around campus. Please raise a Porter request with Estates.
AV Set up - please raise this with AV Services
Catering - this should be arranged with Food and Drink

When do I need to request by, and when will I hear back?

The form below to request Welcome Helpers is now open. Please submit your request by Wednesday 27th August. If we have any questions or concerns about anything you've submitted we will be in touch.

ID Number

Full name

What department do you work in?

What is the name of your event or activity?

What day is your event taking place?

If your event is running over several days, please provide the dates here (please put in dd/mm/yyyy, dd/mm/yyyy, ... format):

Please enter the shift start and end time below. NOTE* any shift 6 hours or longer require our helpers and team leaders to have a 30 minute break. This break is unpaid and stipulated by law. We are unable to pay them for 6 hours without a break, so it is imperative that they take this break time.

Shift start time? (please put in hh:mm format)

Shift finishing time? (please put in hh:mm format)

Please name the staff member responsible for helpers/team leaders on the day.

Where will you meet your Welcome Helpers/ Team Leaders?

Welcome Helpers

Welcome helpers comprise of a student staff team that can be requested to support things like set-up, stewarding, responding to enquiries and supporting tours and activities. Welcome Helpers can be left unsupervised but there should be a staff member responsible for the event contactable on the day, ideally on campus. The Welcome Team are responsible for their attendance and basic training will be provided.

How many Helpers do you need?

Team Leaders

Team Leaders are paid at a higher rate than standard Welcome Helpers and hold more responsibility. Team leaders can manage a team of Helpers and ensure that breaks are taken (for shifts 6 hours or longer). They are also responsible for signing Helpers in and out on the Welcome Week rota (although this can also be done remotely).

It is not essential to have a Team Leader present, but please do indicate if you wish to have one or more present at your event.

How many team leaders do you need?

Briefing Notes

Please provide a brief summary of the activities that our Welcome Helpers/Team Leaders will be helping you with. We will share this with them with before they attend your event, so please be clear on what duties they will need to fulfil. If you prefer to submit your event briefing as a document, please upload via the link below and indicate “Included on the attachment” in the field below.

If you prefer to upload an Event Briefing document for our helpers, please upload this here

Attach file

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Privacy notice

This form will be used to manage our Welcome Helper rota. Your submission will be recorded and associated with your name, but no other personally identifiable data will be stored, and the data will not be used for any purpose other than to create our Welcome Helper rota, we may email you to discuss your request and to gather feedback after Welcome Week. Please see our Staff Privacy Notice or Student Privacy Notice for further information.

The University of Warwick is the Data Controller of any information you have entered on this form and is committed to protecting the rights of individuals in line with Data Protection Legislation. The University's Data Protection webpages provide further information on your rights and how the University processes personal data. If you wish to submit a data subjects rights request, make a complaint or report a suspected personal data breach, please contact the University’s Data Protection Officer by email at infocompliance@warwick.ac.uk.

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