Volunteer for Welcome

Welcome is one of the busiest times of the academic year, as new and returning students make their way onto campus ahead of the start of term. Welcome relies on staff from across the University volunteering their time to help deliver a range of activity, from undertaking Right to Study checks for international students, to answering questions from the friends and family of new students.

There are a number of roles available for staff to volunteer to undertake, varying in nature and time required. Volunteering is a great opportunity to be involved in the excitement of Welcome, and to gain or build on experience of working with new students and their families. It would particularly suit those looking to gain experience in student-facing roles, although there are more 'behind the scenes' roles available as well.

Welcome activity runs from Saturday 21 September to Friday 11 October 2019, with peak levels of activity from Monday 23 - Friday 4 October.

All staff are invited to volunteer for Welcome, regardless of your role or department. We do ask that you seek your line manager's approval before volunteering. You will receive briefings and any necessary trainings before Welcome.

Meet and Greet volunteer

“I enjoyed the wider sense of community it fostered amongst staff and students”

How do I volunteer?

Please register your interest using the Welcome volunteer form.

What roles are available?

We have split our volunteering roles into three broad themes: Meet and Greet, Visas and Right to Study, and Letters and Documents. Staff may volunteer for one or more of these areas.

We have produced some role descriptions below to help you decide which area you would like to volunteer for. Training and briefings for each area will take place before Welcome.

Meet and Greet

Overseen by: Student Experience Projects Team (SEPT)

SEPT oversee a range of ‘general’ Welcome activity, most notably the Welcome Marquee and the Parents' and Vice-Chancellor's Welcome Addresses in the Great Hall.

The Welcome Marquee is an exhibition-style event for departments across the University to promote their services to new students and their visitors over Arrivals Weekend.

The Parents' Welcome Addresses take place over Arrivals Weekend and offer an opportunity for family and friends of new students to understand more about the University experience, while the Vice-Chancellor's Welcome Addresses are for new Undergraduate students and take place throughout Welcome Week.

The new Wellbeing Marquee will be located in the Green Heart and will offer a range of activities and information for students around themes of wellbeing and support.

Staff volunteers are required to provide additional support alongside SEPT and the student-staff Welcome Assistants.

Types of activities may include:

  • Answering general student and parent queries
  • Signposting activities and events
  • Coordinating campus tour bookings
  • Welcome Marquee set-up/set-down
  • Gaining student and visitor feedback
  • Managing flow of visitors to the marquees and Great Hall events

Would suit:

  • Staff with experience (or who wish to gain experience) in student facing roles
  • Staff who are happy and confident to speak to different groups
  • Customer-service oriented staff
  • Staff who are able to be flexible and adaptive
  • Staff with less time to volunteer

Dates: Saturday 21 September – Monday 23 September

Minimum time requirement: 1 hour

Visas and Right to Study

Overseen by: International Students Team (IST)

All new international (non-EEA) students are required to have a Right to Study (RTS) check when they arrive at the University, where their right to study in the UK is confirmed via their passport and/or visa. Staff check documents against a set of defined criteria. Once complete, students receive their student ID card.

The majority of new students are also required by law to collect a Biometric Residence Permit (BRP), which acts as their visa whilst they are in the UK. They collect these either from a Post Office, or from campus. Where students collect them from campus, they will make an appointment with IST to receive their BRP from staff, who then also conduct their RTS check and produce their ID card.

Staff volunteers are required to support IST with these processes, with full training provided.

Types of activities may include:

  • Conducting RTS checks (checking documents and updating records in Banner)
  • Distributing BRPs at pre-booked appointments
  • Queue management

Would suit:

  • Staff with experience (or who wish to gain experience) of working with international students
  • Staff with experience of student records or other confidential information
  • Staff with an interest in student administration
  • Customer-service oriented staff

Other requirements: Staff involved in BRP will need to provide a copy of their passport. 

Dates: Saturday 21 September – Friday 4 October 

Minimum time requirement: 3 hours

Letters and Documents

Overseen by: Student Information Team (SIT)

During Welcome the Student Information Team process high volumes of requests for documents such as Proof of Study letters (which students may require for opening bank accounts, Council Tax exemption etc.), requests for ID cards, and the associated processes.

Staff volunteers are required to help manage the volume of requests at a time when SIT are also required to support other essential Welcome activity.

Roles within this area can be more student-facing or more ‘behind the scenes’ depending on your preferences.

Types of activities may include:

  • Processing requests for Proof of Study letters
  • Producing ID cards
  • Checking documents and images submitted by students
  • Updating student record systems

Would suit:

  • Staff who prefer ‘back office’ roles
  • Staff with experience in processing information
  • Staff with experience of Banner, or who are able to pick up new systems quickly
  • Staff who are methodical and have an eye for detail

Dates: Saturday 21 September – Friday 4 October

Minimum time requirement: 2 hours

If you would like to find out more about any of the roles, please contact us and we will be more than happy to answer any questions.

Visas and Right to Study volunteer

“I really enjoyed being involved with Welcome. It was a great opportunity to learn about another area of the University and to develop new skills.”



Professional Services