Opportunities to take part in the University’s key events
There are lots of opportunities for colleagues to take part in the University’s key events throughout the year. For many large-scale events and activities, such as supporting enrolments, exams or graduation, small central teams rely on support from people right across the University to ensure that they all run smoothly and offer our students the best possible experience.
Without the input of colleagues from different departments of the University, activities of this scale simply could not happen. Taking part is also a way for people to experience and contribute to essential activities within the University’s calendar, to make a difference to students at important moments in their academic journey, and to meet colleagues you might not interact with otherwise.
Below is a summary of the various opportunities available to contribute to key University events and further information about what they entail and how to get involved. We are already looking for support for Clearing and exam invigilation, so if you can help, please complete the forms below.
Clearing
Clearing is a national system that matches university applicants who aren’t currently holding an offer for undergraduate study with universities that still have available course vacancies. Working in the University’s Clearing Centre, you will answer phone calls and follow a set script that collects all the information you need to determine whether you can make an offer to a potential applicant. It’s a fun, rewarding and sometimes emotional experience and you will make many applicants very happy with the offers you make – quite literally transforming lives! The main day of Clearing is when A-level and BTEC results are released, which this year is Thursday 15th August (8am to 4pm). The University’s Student Administration team, which leads the organising of our Clearing activities, will be asking for help over the two weeks which follow too since Clearing runs through into September.
The Clearing Centre is based in the Isaac Newton Building and the roles are located on campus (ie. they are not done remotely). A two-hour training session will be held the week commencing 12th August and you do not need to have any prior knowledge of admissions, just a friendly and kind telephone manner! Specialist support will also be available from Student Administration colleagues in the Clearing Centre. It’s a fast-paced, exciting and fulfilling environment to work in and a vast collective effort with more than 100 colleagues involved in the Clearing Centre alone.
If you are able to take part, please complete this form with your availability and we will be in contact with further details.
Exam Invigilation
Everyone will remember just how stressful exams can be and by becoming one of the University’s exam invigilators and working as part of a team, you will have the opportunity to support our students in this crucial part of their education. Exams are held in January, May, July, August and September. There are several different roles including:
Invigilator – this vital role ensures that our exams are conducted honestly and efficiently and involves setting up the exam room, checking student IDs, dealing with any questions, coordinating toilet breaks, and collecting exam papers at the end.
Chief invigilator – this is similar to an invigilator but with some additional responsibilities including assigning roles to invigilators, reading out instructions to students (you need to be confident in standing in front of a large number of students!) and dealing with any incidents that may arise.
Training is provided the week before the exam periods start and specialist support will also be available from Student Admin colleagues. No prior experience is required, but you will need a pair of comfy (and quiet) shoes. Summer resit exams will take place week commencing 29th July.
If you are able to take part, please complete this form with your availability and we will be in contact with further details.
Graduation
The University holds graduation ceremonies in April and September every year and we rely on the support of our colleagues to offer a great experience to all who attend. Graduation is perhaps the most important event in the University’s calendar – the recognition and celebration of all the work our students have put into their academic studies, and the contribution our academic teams and Professional Services colleagues have made to get them there. It’s a day our graduates and their families remember forever. Even for colleagues who have seen dozens of graduation ceremonies, watching the academic procession enter Lincoln Cathedral through the Great West Door as almost 1,000 graduands and guests watch on is an inspiring moment and a privilege. There are a variety of roles available to support graduation, from ushering inside the cathedral to selling University merchandise to celebrating graduates and families. It is a fantastic opportunity to join in this memorable occasion with students and their families in the magnificent setting of Lincoln Cathedral and it really does put everything we do into perspective. Graduation this September will run from Friday 6th to Thursday 12th September. Briefings for colleagues are held before the start of each ceremony and you do not need to have any prior experience, just a pair of comfy shoes.
Please look out for an all staff email to register your support.
Enrolment
Whilst most of our UK students can now enrol online, we still ask all international students to come into the enrolment suite in person to enrol formally as a student with us. This not only meets the requirements for immigration rules but also enables us to help our new international students feel welcome on campus and to point them towards any extra support they might need. Often our new arrivals will be setting foot in the UK and Lincoln for the first time, and these interactions can make a huge difference to settling in. This is a great opportunity to meet our international students and offer them a warm welcome to Lincoln – often you will be the first member of University staff they meet!
The role includes checking passports and visas at the same time as offering simple support and guidance such as where to find their timetable. A one-hour training session is provided the week before enrolment starts and specialist support will also be available from Student Admin colleagues during enrolment. The Enrolment Centre is based in the Minerva Building. This year, Welcome Week starts on Monday 16th September.
We will be asking for support later this month.
How to Get Involved
Whether you’ve been involved before in key University events or are completely new to these activities, the Student Administration team are happy to answer questions or queries about how to get involved. Requests for University event support are usually made via line management teams, so look out for updates in your regular departmental meetings or communications. Managers are encouraged to release staff to support business-critical University events whenever possible, provided it will not impact unduly on other core or time-critical activities. Shifts can be organised around availability (eg. other peaks in workload or part-time hours) and there is no requirement to work a minimum number of days although we do ask that once agreeing to a shift, you fulfil the designated hours.
Further information is available from Liza Smith or Caroline Connell via email or Microsoft Teams.