Student ambassadors

The scheme recruits undergraduate and postgraduate students to represent the University at on-campus events, such as applicant days and campus tours and off-campus events such as higher education fairs and school presentations. 

Whilst working with a diverse range of target groups, the schemes wide array of activities encourage learners to consider higher education, as well as the prospect of studying at the University of Surrey. Student ambassadors are a vital part of these activities, as inspirational role models.

Through the work and training opportunities, the scheme helps student ambassadors develop essential employment skills and etiquette, build confidence, develop friendships and enhance their student experience.

The student ambassador role is available to all students and is paid and designed to fit flexibly around your academic studies. Ambassadors are involved in many opportunities such as:

• Open days
• Applicant days
• Higher education fairs
• School visits
• Student life presentations
• Summer schools
• Student information workshops
• International blogging
• Campus tours
• Faculty specific events
• Office admin
• Teachers and advisers conference
• Confirmation and clearing
• Social and digital media
• Taster days and masterclasses.

Ambassadors are highly experienced and knowledgeable, receiving training for campus tours, accessibility tours, presentations, attending events off-campus, blogging, as well as getting support in aspiration and attainment raising activities.

Student Ambassador applications will open on Monday 16 September 2024 and close on Sunday 6 October 2024. The application can be accessed on the Ambassador Portal.

There are three strands to the Student Ambassador Scheme which engage in slightly different activities:

• UK/EU Student Recruitment
• International Student Recruitment
• Widening Participation & Outreach

Students can apply for all or some of these, but please note you may not be selected for all the strands that you select. The decision will be made by each manager in terms of how suited you are for the role.

Shortlisted candidates will be invited to an interview between Monday 28 October and Friday 1 November. Candidates can indicate their availability for an interview as part of the application form.

For more information on the different strands and to find out more about the role, please make sure that you read the Job Purpose before applying as this will help you to answer all of the relevant questions.

To be paid for any student ambassador work, you need to have registered with UniTemps and have a National Insurance Number.

Step 1: Register online by visiting www.unitemps.co.uk and click on ‘Register with UniTemps’ on the front page of the website. Complete and submit the registration form. You will then need to book an appointment with Unitemps to complete step 2 of your registration. Unitemps can be contacted at unitemps@surrey.ac.uk.

Step 2: Once you have set up an appointment, you will need to provide the following documents:

• Original passport and visa (if applicable) – no photocopies are accepted
• Bank details (sort code, account number)
• National Insurance number

Once your Unitemps account is activated, you will be able to log on after every event you have worked to submit a timesheet. Managers will receive an alert when you have submitted a timesheet and will be able to approve this as soon as they can.

If you do not submit a timesheet you will not be paid for the work. It is your responsibility to keep track of what you have worked and what timesheets you need to submit.

All ambassadors are paid through Unitemps and will receive payment on the last working day of the month. Please refer to the Unitemps calendar for details as to when to submit your timesheets to ensure you get paid at the end of that month.

If you miss the cut-off point, don’t worry, you will just get paid the following month. The cut-off date will always be on a weekday and is usually around the 10th of the month.

There are several possible reasons for not receiving payment. These include:

• An issue with your Unitemps account
• Your timesheet may not have been submitted on time
• Your timesheet may have been rejected (you will always receive an email stating a reason for the rejected hours, it is usually simple enough to just re-submit your correct hours).

If you worked an event but the timesheet has not appeared on your account, please contact ambassadors@surrey.ac.uk with all the details of the events you have not been paid for and the event Co-ordinator will follow this up.

Please email ambassadors@surrey.ac.uk.

We are able to deal with queries via email or phone (01483 683064) during our office hours 9am – 5pm, Monday to Friday.

We will endeavour to respond to your email within 72 hours. Should you have not received a response within this time, please contact your event lead for further assistance.

Please contact ambassadors@surrey.ac.uk as soon as possible to let them know that you are unable to work, especially if you are working an event as we will need to try and get another ambassador to attend in your place at short notice. It is also helpful to copy in the event manager (i.e. the member of staff you may have been liaising with in International or WP for example).

You must give a minimum of 48 hours’ notice of your cancellation.

In your email, please state the event you have been selected to work and your reason for cancelling. Failure to provide this notice period or a valid reason may initiate disciplinary procedures.

If you cannot attend an event you have been assigned to due to illness, you must let the event manager know as soon as possible so contingencies can be made. You must let us know via email or phone (depending on how late you are contacting us).

We usually require cancellations no later than 48 hours before the event but do understand that you could suddenly wake up ill on the morning of an event. Just let us know as soon as possible so we can try to arrange alternative ambassadors to go in your place.

All Student Ambassadors are provided with uniform consisting of a polo shirt and hoodie. Rain jackets are also provided where necessary.

You can wear smart jeans, trousers, shorts or a skirt when working events. Trainers and smart shoes are encouraged footwear. Please ensure that all clothing is clean and presentable.

As you are representing the University of Surrey, please ensure that all clothing is appropriate. Please do not wear any of the following when working:

• Offensive/inappropriate images or phrases
• Ripped jeans
• Miniskirts
• Hot pant shorts
• Flip flops

If you are working an event but do not have any uniform, please contact ambassadors@surrey.ac.uk  to arrange a time for collection.

To be insured to drive to events you will be required to complete an online ROSPA training session and come to the Student Recruitment office to complete paperwork. Ambassadors will have the opportunity to sign up to this training at the start of the year and can request training by emailing ambassadors@surrey.ac.uk. All paperwork and your ROSPA training certificate must be seen by a member of staff before you can apply for events that involve driving.

Please note: you will not be required to drive your own car to events, we will either hire a car from Enterprise for you or you will be able to drive one of our lease cars and this will be ready on campus on the day of the event. For more information about driving for work events, please read the Driving at Work (PDF).

To avoid missing out on any work requests, you must let us know if your contact details have changed as soon as possible by sending them to ambassadors@surrey.ac.uk.

Please ensure that the email address is your university email and mobile number you supply is the one that you most frequently use as we may need to contact you at short notice

Graduating students are able to apply for work after their graduation, however, you can request to be removed from the scheme.

Please email ambassadors@surrey.ac.uk to formally let us know you are leaving the scheme and the date that you will no longer be able to work for the University.

If you are assigned to an off campus event you will be sent travel and kit instructions via email. Read these instructions carefully as this will tell you what equipment you require. All kit and resources will be ready and labelled for you when you arrive so don’t worry if you need to collect it out of hours.

If you return to campus within office hours, please drop off the equipment back at an agreed and designated place on campus. If outside of office hours, you will have additional instructions that will tell you that you must call the Campus Safety team on your way back to campus and let them know the time you will arrive for them to meet you to receive access to the designated building.

For all off campus events, ambassadors can claim expenses for travel and food costs they incur, including taxi fares, fuel, and lunches. To submit an expenses claim, you must keep all receipts. If you return within office hours, you can complete an expenses form straight away with your event co-ordinator.

If you return out of office hours, please email ambassadors@surrey.ac.uk to arrange a suitable time to visit the office to complete your claims form. Your claim will be sent to Unitemps and you will be paid (if before the 10th) at the end of the month or (after the 10th) in the following month.

Expenses are not reimbursed for on campus events unless explicitly advertised in the job description.

Please note: You cannot claim without a receipt so do remember to keep them so we can reimburse you!

You will be required to contact your event lead as soon as possible to let them know that you are unable to work. You must give a minimum of 48 hours’ notice of your cancellation.

If you are sick or test positive for Covid-19, please contact us as soon as possible.

In your email, please state the event you have been selected to work and your reason for cancelling. Failure to provide this notice period or a valid reason may initiate disciplinary procedures.