Launch of Topic Support Networks
Campus Sustainability Programme
Environment Association for Universities and Colleges
June 2007
2
CONTENTS
1 Introduction 2
2 Aim and intended outcomes of event 2
3 Details and format of workshop 2
4 Attendees 2
5 Presentation 2
6 Morning small group discussions 2
7 Afternoon session 2
8 Feedback from participants 2
9 Next steps and opportunities for further improvement 2
10 Appendix 1 CaSPr invitation 2
11 Appendix 2 List of attendees 2
12 Appendix 3 TSN question and answer sheet 2
13 Appendix 4 People participating in morning sessions 2
14 Appendix 5 Participants involved in afternoon discussions 2
15 Appendix 6 Feedback form 2
EAUC 1 CaSPr
TSNyWS250507ibv5b TSN Launch Workshop
1 Introduction
On the 25 March 2007 the Campus Sustainability Programme (CaSPr) ran a workshop to launch the development of Topic Support Networks (TSNs) for the Scotland Branch of the Environmental Association for Universities and Colleges (EAUC-S). The event was held in the Board Room G43, Paterson’s Land, Moray House School of Education, University of Edinburgh, on Holyrood Road, Edinburgh EH8 8AQ. This report provides information about the organisation of the event, documents the outcomes and makes some recommendations for future activity. The Report is available on the EAUC’s website www.eauc.org/scotland.
2 Aim and intended outcomes of event
The aim of the event was to introduce the concept of TSNs and enable individuals from FHE and CaSPr strategic partners to meet and consider how to take the networks forward.
The workshop objectives were to provide participants with the opportunity to:
· Discuss the concept and operation of the TSNs and consider how people could participate;
· Meet other people and organisations that had an interest in particular sustainability topics
· Consider how individuals and institutions could benefit from being involved in a TSN;
· Identify the key problems experienced by participants in trying to improve performance in each of the topic areas ; and begin to develop practical solutions to them
· Plan an initial programme of activity for each TSN.
During the morning everyone was given the chance to contribute to the development of three of the five topics and in the afternoon participants chose one of the topics for more in-depth discussions .
3 Details and format of workshop
Invitations were issued to all colleges and universities within Scotland, as well as strategic partners. A copy of the invitation is given in Appendix 1. The session was run by the CaSPr Consultants, Inga Burton and John Forster.
The workshop involved an initial power point presentation followed by group work. The programme as it occurred on the day with actual timings is given below:
Start time / Description1030 / Introduction to the day and to the concept of Topic Support Networks
Problems, opportunities, and solutions work for each Topic (in groups)
1100 / Introduction to Problems, opportunities, solutions and actions
1110 / Session 1 –First Topic in groups.
1140 / Session 2 –Second Topic in groups
1210 / Refreshment break
1225 / Session 3 –Third Topic in groups
1255 / Discussion on outcomes from each group
1315 / Lunch
Topic Support Network Group Discussions
1345 / Introduction to TSN Group Discussion
1355 / Discussions in TSNs
1445 / Feedback and discussion of next steps
1515 / Close
4 Attendees
26 individuals attended the workshop, excluding the two CaSPr Consultants, this represented a total of 12 FHE institutions and five other organisations. A complete list of the institutions and individuals attending is given in Appendix 2. Table 1 provides a summary of those attending.
Table 1 Summary those attending the workshop
Description / NumbersNumber of HE institutions / 9
Number of FE Institutions / 3
Number of other organisations / 5
Total / 17
HE staff / 3
FE staff / 16
Number of other representatives / 7
Total / 26
5 Presentation
An initial presentation was given by CaSPr Consultants which described:
· The background to the development of TSNs;
· The topics on which each network was going to focus;
· The structure of each TSN and how it would operate;
· How to become a member of a TSN; and
· The work on TSNs to which CaSPr was already committed.
The consultants explained that initially CaSPr was helping to establish five separate TSNs, one for each of the following topics:
· Waste
· Energy
· Travel
· Construction; and
· Strategic development
The coordinators for the TSNs are given in table 1.
Table 1 TSN Coordinators
Topic Support Network (TSN) / Proposed EAUC-S RepresentativeWaste Management / Ann Galbraith, University of Glasgow
Energy Management / Albert Young, University of Glasgow
Travel / Fiona Simon, University of Edinburgh
Viola Retzlaff, University of Glasgow
Strategic development / Roddy Yarr, University of St Andrews
Construction / David Somervell, University of Edinburgh
The description of the TSNs given in the presentation was based on a question and answer sheet which is available in Appendix 3. The presentation will be available on the EAUC website www.eauc.org.uk/scotland
6 Morning small group discussions
There were three small group discussion sessions in the morning which provided an opportunity for all participants to discuss three of the five topics. A list of who attended each of the sessions is included in Appendix 4. At the end of the first and second sessions everyone except the topic co-ordinator moved onto their next topic. Each group identified a number of problems/threats and ideas for new initiatives as well as solutions and actions on how to take these forward. Table 2 describes which topics were discussed in each session. The outcomes from the discussions have been collated and are being reviewed by each TSN Coordinator.
Table 2 Topics discussed in each session in the morning
Topic / Session 1 / Session 2 / Session 3Waste / ü / ü / ü
Energy / ü / ü / ü
Travel / ü / ü
Strategic Development / ü / ü / ü
Construction / ü / ü
7 Afternoon session
7.1 Group discussions
In the afternoon, people discussed the topic of their choice in a small group – which was in effect the Topic Support Network. Appendix 5 lists the people and organisations who were present in each group. Each group was asked to review the earlier problems/threats/new initiatives and actions identified in the morning session and develop a draft plan of how some of these might be taken forward. Each Group was also asked to discuss how its TSN might operate and how network members might communicate with each other and with other organisations.
To provide a structure for the discussions, each group was asked to consider the following questions:
1. What are the problems/threats and new initiatives (e.g. work-streams) that the TSN feels are most important and should be progressed by the TSN?
2. What will be done to progress each of the work-streams?
3. What timescales would be associated with each of the work-streams?
4. How will the TSN operate (Communication, Meetings, Emails, Reporting to EAUC-S, responsibilities of members/working group etc)
5. What support might the TSN need to deliver each of the work-streams (specifically relating to CaSPr Consultants)?
7.2 Outcomes from Waste TSN Group Discussions
The group decided that it was important to prioritise what MUST be done rather that what would be nice to do. There wasn’t enough time to fully discuss all of these but a number of issues worthy of further attention were identified and at least one was agreed to be crucial.
There was also a view that it was worth having a number of topics/projects that should be seen as longer term aims towards which we might work. For these it would probably be unrealistic to set deadlines but they should be kept on the ‘back burner’ until an opportunity arises to move them forward.
Issues identified as being essential were:
• Make sure that the easy wins that had been identified by experienced institutions were highlighted for others. Although an easy win in one institution may not be so easy in another, if information on these (case studies within a waste area on the CaSPr web site for example) is readily available then institutions can at least consider the idea for local application;
• Ensure that everyone has easy access to a current register of waste legislation that applies to the sector. Hopefully the delivery of sector NetRegs will provide this but it was agreed that a higher profile for the existing Waste Guide would also help with good practice etc. Several members of the network group were not aware of the existence of the Guide.
• Develop a ‘buddy’ system that would allow smaller institutions to seek advice from colleagues in larger institutions where there may be a larger pool of expertise and experience. It was hoped that this system would mushroom to allow a keener awareness of which institutions had expertise in specific areas and that working relationships within the group would develop to a point where members could identify who they should best speak to that had experience in a particular area of waste management.
• Production of a standardized waste audit template that institutions could use for their own internal audits/surveys. This is an area where the strategic partners may be able to provide input.
• Consider the possibility of developing audits for compliance. Whilst it MAY be possible to use students for some part of this it was generally accepted that a level of specialist knowledge is required. Suggestions to be considered were:
o Offering this as practical experience to trainee auditors who may be unable to gain this experience otherwise
o Have a sector pool of trained auditors who could offer a reciprocal external auditing facility with costs being restricted to expenses.
• Highlight the availability of student placements for practical experience. This could be taken forward through the Business Environment Partnership.
How the Group might work:
The group also considered how it might function and concluded that:
• Initially an email list developed as a ‘personal distribution list’ should be trialed. This should be workable if the size of the group is not too large and if the frequency of joining and leaving is not too great. If this does not work the mechanism can be altered with experience of what may work better.
• There should be no ‘set’ meeting. Meetings should be as required and ‘piggy backed’, where possible onto other larger meetings that group members may be attending.
• There should be consideration giving to teleconferencing where practicable, although some smaller institutions may not be readily able to support this activity.
• It was agreed that the group should legitimately comprise interested parties who can actively contribute and also those who, initially, will only be able to ‘take’ from the system. Hopefully, as the group matures, all parties will ultimately have something to contribute.
7.3 Outcome from Energy TSN group discussions
The main issues from the Energy TSN group discussions included:
§ Develop Best Practice Guides – e.g. for lighting, IT equipment, meter data capture data etc
§ Funding opportunities – be ahead of the game
§ Keep up to date with legislation and respond to consultations
§ Climate Change Declaration
§ Engage others
§ Set up another meeting
7.4 Outcomes from Travel TSN group discussions
The main issues from the Travel TSN group discussions included:
1. The need to hold negotiations with:
· public transport providers / bus companies
· regional transport partnerships
· Funding council
· MSPs/MPs
2. Participation in consultations from the stronger position of the Travel TSN
3. Collection and compilation of information on the progress of Travel Planning in membership HEI and FEI. Distribute regular updates on initiatives and activities, successes, experiences, problems, barriers, case studies. A pro-forma should be developed to collate this information.
3. Develop an information base on all travel planning related issues – contacts, funding, guidelines, support mechanisms etc. (for example a website with on-going input by membership institutions)
Pro-forma to be developed for this
The operation of the travel TSN was discussed and it was proposed that:
§ Contact should be via email/mailing list
§ Meetings should be held involving the use of telephone/videoconferencing facilities, car sharing, group rates for public transport wherever possible
§ Meetings will be held not only at locations in Central Belt
§ Workshops could be delivered on issues such as campus audit on cycle/pedestrian friendliness
Possible strategic partners included:
- within HEI/FEI: Top management, Health and Wellbeing representatives, students
- Cycling Scotland
- Carbon Trust/Energy Savings Trust
- RTPs
- Travel Co-ordinators in Local Authorities
- Transport Scotland
- SUSTRANS
7.5 Outcomes from the Construction group discussions
The construction group did not meet in the afternoon but there was discussion about this topic in the final session and it was felt that it was important for this group to make contact with the staff in FHE who are involved with commissioning new buildings. It was also pointed out that the HEEPI high performance buildings guide was to be published in June and that the Energy Consortium’s Practical Guide to water and energy efficiency was available on TEC’s website.
7.6 Outcomes from Strategic Development group discussions
The following priorities were identified for the Strategic Development TSN (in no particular order):
· Developing a Toolkit is a top priority which includes
o A Best practice guide
o A Directory of who’s who; who has done what; contacts; who has what in terms of renewables, EMS, Policies etc. This could be a simple web based list that is well advertised
o Performance reporting aspects
o A ‘How to’ set of guides for compliance; setting up an EMS; getting support; training; doing a policy; EIA process for projects; checklists etc
o Information on grant funders; how to apply and how to get the funding