Welfare Officer Training

So I’m welfare officer…..what’s that?

CONTENTS:

• Responding to a disclosure
• The Union’s Complaints procedure
• Report + Support
• The Student Discipline process
• Alternative Pathways

Expectations

• I am happy to answer any questions at the end of each section, if you have a question during one of the sections, please write it down and I will get back to you!
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• If you need to go to the bathroom…..you should go.
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• This training isnt going to go into massive detail on triggering topics but there will be discussions of sexual violence during this training, if you need to step out at any time, go for it.

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What do YOU know about disclosures?

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Responsibilities

Key Responsibilities

● Attend committee training sessions during Freshers and Refreshers Weeks.

● Introduce yourself to group members at events and online.

● Handle welfare concerns by referring students to appropriate support services.

● Ensure events are accessible (use the accessibility checklist).

● Collaborate with the Social Secretary to ensure social events are inclusive.

● Report any misconduct via the SU's reporting tool.

Note: You are not expected to be available 24/7. Maintain boundaries while acting as a supportive,

knowledgeable resource.

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Common Welfare Topics

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● Stress related to studies or university life.

● Social dynamics and falling out with friends.

● Loneliness and homesickness.

● Group culture or environment concerns (e.g., drinking culture, cultural

differences).

● Occasionally: sexual harassment, assault, or mental health concerns.

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Initiations

Any form of initiations/welcome drinks/hazing are against SU Policy.

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Any student group that takes part in any of the above are in breach of their code of conduct and face serious punishment.

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This could lead to the suspension of all activities and disciplinary action against individual members.

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Receiving a disclosure

1. First of all….well done!
2. As Welfare Officer disclosures are unfortunately quite common.
3. It is the obligation of the Union to ensure that all of our staff and elected students are prepared to receive a disclosure and equipped with the tools to help the student as much as possible while protecting your own wellbeing.

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What IS a disclosure?

• A disclosure is the revealing or sharing of information which was previously kept private or hidden.
• A disclosure is the (somewhat formal) way of making that information known.
• Disclosures can centre around Sexual violence, harassment or any personal information.

Confidentiality

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• Although we want to make members feel safe and comfortable in their disclosures. It is important to be clear about confidentiality.
• We can maintain confidentiality UNLESS they share information which causes a concern about their own wellbeing or the wellbeing of others.
• It is really important to share that in advance of the disclosure, so the student can make an informed choice whether to continue.
• You cannot promise confidentiality but you can say you will tell as few people as possible.
• If you encounter a situation which is a safeguarding risk, you will escalate that to a member of staff at the Union. They will ensure that the concern is escalated to the right place.
• When in doubt? ASK ASK ASK.

Receiving a Disclosure

The student decides to proceed with the disclosure, What happens next?

Everything that happens next is guided by the victim.

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• Safety – are they safe, do they need medical attention, are they under pressure in any way?
• Location – appropriate/private space - ensuring that the individual making the disclosure feels safe and that you are in a comfortable and safe place. NOTE: If you are going off privately, inform someone where you are going and try to stay within view of cameras.
• Personal – time & emotional availability, can you handle this right now?
• Choice – would they prefer to speak to someone else?

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Receiving a Disclosure

DO’s

• Listen to what they want to tell you and do not interrupt mid sentence. Try not to offer an opinion or react strongly as this can put the burden on the student to offer comfort.
• Believe them!!!!!!!!
• Understand / do not judge,
• Reassure them - they’ve done the right thing sharing.

Receiving a Disclosure

Areas of Caution:

• Keep your questions open and try to avoid specific questions,
• When you are receiving a disclosure, or when someone is telling you a lot of information, it’s important to actively listen. This means paying attention to verbal and non-verbal information, so that whoever is talking doesn’t have to repeat sometimes difficult information.
• A good way to demonstrate your active listening is by summarising and reframing what someone has said. Keep their core message while being neutral. ‘
• Ensure you are maintaining a non-judgemental and non- critical attitude. Eg, ‘why didn’t you report this sooner.’
• If you are taking notes, keep these as SIMPLE and factual as possible. For example, instead of saying ‘this happened at 10:30 at Pryzm in the Cheese room’, you could say ‘this happened wednesday night at Pryzm’.
• Don’t rush to try to fix, sometimes in the initial stages, someone just needs empathy and someone to talk to, not necessarily a solution.
• The biggest fear of most people when disclosing is that it will be taken out of their hands, keep this in mind and ask before you do anything, let the student guide you.

How to get to the Pathways

• Thank them for sharing and ask ‘is there anything specific you would like to happen next?’
• If the answer is ‘no’ or ‘I don’t Know’ then say ‘Would you like me to talk you through some options’
• When you land on an option for example R +S, say ‘Would you like me to talk you through that process.’
• Always pose what you do as a question, this gives the student agency to fully decide what happens next.

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QUESTIONS?

……So now what?

An online reporting tool to report instances which break the Unions’ Zero Tolerance Policy

The Universities’ Confidential reporting tool.

Union’s Complaints Policy

Report + Support

Sussex SU Complaints Procedure

https://sussexstudent.com/support/make-a-complaint

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• Can report instances which break our zero-tolerance policy, anonymously or named.
• Anonymous reporting cannot be followed up on or investigated
• Named reporting can be investigated, the student will be contacted by a rep from the Union who will meet with them and talk through options, such as mediation or an investigation.
• If they choose to go through an investigation then a decision will be made by staff members or a panel.
• Outcomes: Banning from a society, culture change plan or complete club/society suspension.
• The SU route is the best for more informal outcomes, for example mediation or facilitated conversations and more severe incidents cannot be investigated by the SU.
• Our powers are quite limited when it comes to imposing sanctions.

QUESTIONS?

Report + Support

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https://reportandsupport.sussex.ac.uk/

1. Anonymous Reporting - similarly cannot be investigated but is gathered in order to target support more broadly.
2. Anonymous 2 way Messaging
3. Named reporting process
4. Sarah Wratten - SVDV Advisor
5. The same confidentiality exists with Report + Support
6. The reporter will be invited to a meeting with Sarah where options are discussed.
7. It will never (unless there are serious concerns) be taken out of the reporters hands, for eg, an investigation won’t begin without consent.

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The Student Discipline Process

• Preventative measures can be put in place,
• Level 1, 2 and 3 investigations depending on the instance reported,
• At Level 1 and 2 ‘the investigating officer will: conclude if a reported student has acted against our expectations, as defined in the non-academic misconduct regulation, based on the balance of probability and issue any appropriate sanctions in response to what they have found, depending on the circumstances of the case.’
• Level 3 is a disciplinary panel, the sanctions can range from temporary/permanent withdrawal from University. No contact orders, Mandatory training and reflection, banning from on campus accom and more.
• The university have the power to impose sanctions that we can’t at the SU.
• Outcomes are on the balance of probabilities and the process recently underwent an overhaul and a trauma informed approach (a framework which acknowledges trauma and its impacts and prioritises emotional and physical safety) has been adopted.

QUESTIONS?

Alternative Pathways

University based:

• Sexual Violence Survivors Support Group
• Low Mood Group
• Managing emotions Group
• Long-Term health conditions Group
• Managing Anxiety Group
• Grief Support Group (thats ME!)

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External:

• Police report (try and keep your opinions to yourself on this one and just deliver factual information).
• Telling NOT reporting
• Crimestoppers
• Many many others

QUESTIONS?

ATTENDANCE REGISTRATION

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jk

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Thank you!

Go in peace.