Communications Plan for Staff: To promote the carbon management plan & carbon reduction activities

Transcription

1 UNIVERSITY OF PORTSMOUTH CARBON MANAGEMENT PLAN APPENDIX C Communication Plans for Staff & Students As at 23 November 2011 Communications Plan for Staff: To promote the carbon management plan & carbon reduction activities Contents 1. Background 2. Objectives 3. Principles 4. Related documents 5. Key Personnel 6. Carbon reduction activities 6.1 Sustainability at Portsmouth Green Champions Green Building Challenge Suggestions for further carbon reduction Environment web pages... 7 Assumptions 8 Communication activities with staff 9 Material required 1

2 Background The Climate Change Act has a long term goal to reduce CO2 emissions by 34% by 2020 and 80% by 2050 from a 1990 baseline to help the transition to a UK low carbon economy. As a result, the UK Government is putting increasing pressure on the whole public sector to lead on climate change mitigation through energy efficiency, waste and water reduction and low carbon transport options. In acknowledgement of this our Strategic Plan states that: The University is committed to a range of measures aimed at improving the environmental sustainability of our estate, and of the goods and services which we purchase. This will include minimising energy use, carbon emissions and waste. We shall make every effort to construct buildings which provide high quality working environments, minimise energy use and which maximise the use of sustainable resources. We shall review our travel plan to reduce our impact on the local environment. The Environmental and Sustainable Development Plan and Estates Strategy both recognise that carbon management is a priority and acknowledge that the University is bound to contribute to long term government targets by producing a carbon management plan to introduce reduction measures. The University has responded by joining the Carbon Trust s HE Carbon Management Programme to produce a 5 year carbon management plan. The University s Programme Board and Carbon Management Team have accordingly set a work in progress target to reduce CO2 emissions by 30% by 2015/16 from a 2009/10 baseline. This plan outlines the activities required in communicating the programme to staff to ensure greater understanding of carbon reduction measures and to encourage the changes in practice required to meet the targets. Objectives - To ensure understanding of the University s carbon footprint in relation to energy use, travel options, waste, water use and associated costs, particularly in people s immediate working environment - To ensure understanding of the carbon reduction targets to be met in people s immediate working environment and in the University as a whole - To encourage changes in individual behaviour and attitude related to energy efficiency, waste management, low carbon travel and water use within buildings and offices - To communicate progress on reaching targets, for the University as a whole and for individual buildings Principles Encouraging people to change their behaviour and attitude requires effective and prolonged promotion of the benefits of change if the behaviour has any chance of becoming embedded in standard practice. If the project is to be successful, some key principles need to be considered: 2

3 - The required changes need to be simple, understandable and achievable. Objectives need to be SMART. - The project needs to be endorsed by Directorate and supported by managers, who lead by example. - The message needs to target what motivates individuals. Motivational factors could include financial/economic benefits, environmental principles, more efficient processes or personal reward and recognition. - Tell me and I'll forget; show me and I may remember; involve me and I'll understand. Chinese proverb. Staff need to be involved and feel able to contribute to different ways of reducing carbon in their working environment. - What gets measured gets done... the key is to create performance measures and measurement systems that are easy to understand and easy to maintain. Dave Lefkowith. Staff need to see that their actions are being measured and considered and are contributing to the objectives of the plan. Related documents Carbon Management Programme Project Plan Communications plan to promote the carbon management plan & carbon reducing activities to students Key Personnel NAME TITLE ROLE Sarah Avison Internal Communications Manager Manage the communication plan and advise on actions Edit content for web and print and produce material Manage release of messages Eva Sanchez-Turro Internal Communications Officer Support all communication activities Ian McCormack Energy and Environmental Manager Carbon Management Project Leader provide detail of carbon management programme John Turner Pro Vice-Chancellor Project Sponsor 3

4 Carbon Programme Board Various members Advise on direction of project Carbon Management Team Various members Advise on detailed plans and messages Building User Groups & Green Champions Various members Promote carbon reduction in their buildings. Report on progress in their buildings. Carbon reduction activities The Carbon Management Plan details a variety of projects designed to meet the carbon reduction targets for 2015/16. The majority of the projects identified fall into 7 strategic themes (Section 2.2) such as Good Housekeeping which includes actions such as metering by building, rationalisation of building use and environmental training for staff the actions will involve all staff at all levels. Good housekeeping is intended to achieve 32% of the overall carbon reduction target, therefore good communication with all staff is critical. Some of the main activities that the Internal Communications team will support are outlined below: 6.1 Green Portsmouth The overarching Carbon Management Plan will be promoted to all staff to ensure an understanding of the need to reduce carbon and ways in which the University plans to achieve the target of 30% reduction by 2015/16. Green Portsmouth will explain all the projects to be undertaken to reduce carbon, one of which is good housekeeping which will be specifically promoted to staff via the Green Champions and the Green Building Challenge. 6.2 Green Champions Volunteers will be sought for each building or group of buildings to promote carbon reduction in their area. Volunteers may be found within the Building User Groups. Green Champions will promote the Green Building Challenge and all other aspects of the Carbon Management Plan within their buildings. They will also report back to the Carbon Management Team on progress within their area. 6.3 Green Building Challenge Each building or group of buildings will be set the challenge to reduce their carbon to meet the overall targets. The Green Building Challenge will detail five things staff can do to reduce carbon in buildings: o o o o o Switch off lights Switch off equipment (pc, screen, photocopier and printer) Reduce, Reuse, Recycle Conserve heat and energy Reduce printing 4

5 The five tasks will be measured and the results will be made available to staff so they can review their progress made towards their target. The challenge will be launched by Directorate and the Carbon Programme Board and managed by Green Champions in each building and the Carbon Management Team overall. 6.4 Suggestions for further carbon reduction There are many other ways in which staff can reduce carbon within the University, however these will not be measured at present and therefore cannot form part of a comprehensive challenge. These activities will be promoted to staff as suggestions for carbon reduction, such as: - Green commuting methods of commuting as alternatives to single person car travel - Green business travel alternative methods of travel other than air or single person car travel - Green purchasing ensuring the carbon impact of the products and services we procure are considered 6.5 Environment web pages The current pages at contain all the latest information. These pages will be made more user-friendly, with more guides for staff to refer to and more topics of interest. The pages will become the central resource for all things related to the environment, carbon reduction activities and performance feedback. Assumptions This plan assumes that: - There is a facility to measure gas, electricity and waste by building, so staff can easily see the effects of their activities - Building user groups can be used to support the plan in their area - Green Champions can be recruited to support their area. - Carbon Management Team are available to assist in the formulation and delivery of the communication plan - Resources are available for any communication technology/ printed material required 5

6 Communication activities with staff Message Channel Detail Audience Actionee Deadline Complete Carbon Management Plan Promotion of Carbon Management Plan and targets to all staff Staff Essentials All-staff Website Introduction from J Turner Outline of plan and targets Details of CPB, CMT and Green Champions All PC based staff Managers of non PC based staff Ian/Sarah/Eva 28 th March 2011 Links to Environment web pages Printable version for managers Posters Communicator Visual identity of Carbon Management Plan Green Portsmouth Link to Environment website Introduction from John Turner Outline of plan and targets Details of CPB, CMT and Green Champions Case studies, progress so far Links to Environment web pages All staff Ian/Sarah/Eva 28 th March 2011 All staff Ian/ Sarah/Eva 18 th Feb for March 2011 issue Roadshows Banner stand Leaflets for Green Building Challenge All passing staff Ian/Sarah/Eva/C MT From 28 th March 2011 Volunteers required to man stand Promote progress on Carbon Management Plan targets Staff Essentials All staff Provide updated information on Environment web pages Link to updates from Staff Essentials and all staff All PC based staff Managers of non PC based staff Ian/Sarah/Eva ongoing Communicator Provide updated information on achievement of targets, including Green Building Challenge, new projects and case studies. All staff Ian/Sarah/Eva July/Sept/Dec 2011 Green Building Challenge Promote Green Building Challenge to all staff Staff Essentials All-staff Website Introduction to the Challenge by John Turner Outline of Challenge and targets All PC based staff Managers of non PC based staff Ian/ Sarah/Eva 28 March

7 Posters Steps to achieve Challenge targets Intro to Green Building Champions Link to Environment website Visual identity of Green Building Challenge Steps to achieve Challenge targets Link to Environment website All staff Ian/ Sarah/Eva 28 March 2011 Leaflets Visual identity of Green Building Challenge All staff attending roadshow Ian/Sarah/Eva 28 March 2011 Steps to achieve Challenge targets Link to Environment website Distributed by Green Champions in buildings Distributed at Staff Induction Conference Include in staff induction packs Further carbon reduction activities Promote suggestions to staff for further carbon reduction activities Staff Essentials All staff Website Regular reminders to staff of further activities to reduce carbon, e.g. reducing commuter miles, sustainable procurement, business travel etc All PC based staff Managers of non PC based staff Ian/Sarah March 2011 Communicator Include further activities in any Communicator articles All staff Ian/Sarah ongoing Staff travel survey Encourage responses to travel survey for staff Staff Essentials All staff Send link to survey with explanation of the purpose and outcomes. Include printable version for managers of non PC-based staff to print and encourage staff to complete and submit. All PC based staff Managers of non PC based staff Ian/Sarah/Eric Jan 2011 Results of survey Staff Essentials All staff Provide summary of results of survey and details of outcomes and influence on Carbon Management Plan All PC based staff Managers of non PC based staff Ian/Sarah/Eric March

8 Material required 6.6 Posters Two posters are required, one a generic promotion of the Carbon Management Plan (Green Portsmouth) and another to specifically promote the Green Building Challenge. An identity for the overall plan and for the individual elements will be developed and used throughout all material. Posters will reference the environment website. 6.7 Leaflets Leaflet is required for use at the roadshows and for use by Green Champions. The leaflet needs to promote the overarching plan plus the key activities involved in the Green Building Challenge. Leaflet will continue the identity of Green Portsmouth. 6.8 Banner stand The banner stand will be used at the roadshows and for any future events where a visual display is required. The banner needs to be generic to ensure wide use for a considerable amount of time, and to reflect the overall identity. 6.9 Website The website at needs to be updated, to reflect the identity and to include more content, using the draft summary of content as follows: Website structure Front page Carbon reduction targets Meet the team -Carbon Programme Board -Carbon Management Team - Green Building Champions Green Building Challenge -switch off lights -switch off equipment -reduce, reuse, recycle -conserve heat and energy -reduce printing Your building stats Green travel -Commuting -Business travel Green procurement Green construction Current projects Useful links Contact us Communications Plan for Students: 8

9 To promote the carbon management plan & carbon reduction activities Background The University is committed to a range of measures aimed at improving the environmental sustainability of our estate, and of the goods and services which we purchase. This will include minimising energy use, carbon emissions and waste. We shall make every effort to construct buildings which provide high quality working environments, minimise energy use and which maximise the use of sustainable resources. We shall review our travel plan to reduce our impact on the local environment Strategic Plan. The University s Environmental and Sustainable Development Plan recognises that carbon management is a priority and acknowledges that the University is bound by the above objective in its strategic plan, and by long term targets from Government. The University s Carbon Programme Board has responded to the above demands by setting a target to reduce CO 2 emissions during the 5 year plan by 30% relative to a 2009/10 baseline by 2015/16. This plan outlines the activities to be undertaken for 2010/11 and the actions required to communicate these activities to students. Objectives - To ensure understanding of the University s carbon footprint in relation to energy use, travel options, waste, water use and associated costs, particularly in teaching and social spaces and Halls of Residence - To ensure understanding of the carbon reduction targets to be met by the University, and what activities students need to undertake to achieve the targets - To encourage changes in individual behaviour and attitude related to energy efficiency, waste management, low carbon travel and water use within buildings and Halls of Residence - To communicate progress on reaching targets, for the University as a whole and for Halls of Residence Principles Encouraging people to change their behaviour and attitude requires effective and prolonged promotion of the benefits of change if the behaviour has any chance of becoming embedded in standard practice. If the project is to be successful, some key principles need to be considered: - The required changes need to be simple, understandable and achievable. 9

10 - Students need to see the benefit of reducing carbon to themselves, to the University, the local area and to the planet. - Students have a limited time at the University so the benefits need to be significant and obvious within a short space of time, ie one year in Halls of Residence. - The project needs to be endorsed by Directorate, The Students Union and Halls of Residence and supported by teaching and student-facing staff, who lead by example. - The message needs to target what motivates individuals. Motivational factors could include financial/economic benefits, environmental principles, more efficient processes or personal reward and recognition. - Tell me and I'll forget; show me and I may remember; involve me and I'll understand. Chinese proverb. Students need to be involved and feel able to contribute to different ways of reducing carbon in their working environment. - What gets measured gets done... the key is to create performance measures and measurement systems that are easy to understand and easy to maintain. Dave Lefkowith. Students need to see that their actions are being measured and considered and are contributing to the objectives of the plan. Related documents Carbon Management Programme Project Plan Key Personnel NAME TITLE ROLE Sarah Avison Internal Communications Manager Manage the communication plan and advise on actions Edit content for web and print and produce material Manage release of messages Kate Rowsell Marketing Campaigns Officer Support all communication activities Ian McCormack Energy and Environmental Manager Carbon Management Project Leader provide detail of carbon management programme Graham Halls of Residence project Manager Environment Managing environment issues within Halls of Residence, including Environmental Ambassadors and campaigns to encourage greener living in Halls. Aakash Naik/Matt Blackall/Declan Doyle Students Union Managing Students Union environmental initiatives including Environment Week John Turner Pro Vice-Chancellor Project Sponsor 10

11 Carbon Programme Board Various members Advise on direction of project Carbon Management Team Various members Advise on detailed plans and messages Carbon reduction activities A variety of activities will take place during 2010/11 to encourage students to reduce carbon for the University, as follows: 1.1 Halls of Residence Green Campaign Halls of Residence will run campaigns throughout the year to encourage students to reduce carbon by: Switching off equipment when not in use Using heating more efficiently by using radiator thermostats rather than opening windows Reducing waste water and energy Reduce/Reuse/recycle Green Move out including a Bag it up for Charity initiative working with OXFAM and a kitchen equipment re-use initiative. The campaign will be centred on requiring all halls residents to sign up to a Green Pledge during their first few weeks of occupancy. This will be promoted within the Halls E-intro, Halls one stop web site, the Halls of Residence handbook and at the UPSU Freshers Fayre. The campaign will include: Environmental education visits to accommodation areas during the first few weeks of each semester and subsequent follow up visits A halls environmental awareness week A Switch it Off - Turn it Down Day A recycling week A shopping bag amnesty day (to exchange with Bags for Life ) Inter hall recycling competitions Rewards for good environmental practice 1.2 Halls of Residence Environment Ambassadors Four in number Environmental Ambassadors have been recruited to work across all Halls of Residence to encourage students to reduce their carbon foot print. They will also be asking a selected number of individual residents to volunteer to act as Environmental Champions to encourage their flat mates to Reduce/ Reuse/ Recycle during their occupancy. Ambassadors will liaise with Champions throughout the year. Ambassadors will deliver monthly promotional events as indicated above to support the delivery of the overall Halls green campaign. 11

12 They will work with halls supervisors, via Green Blogs, to identify flats/areas where students are not fulfilling their Green Pledge allowing halls ambassadors to carry out follow up educational visits. 1.3 Students Union Environment Week Environmental Week in conjunction with Halls of Residence Week commencing 24 th January 2011, the campaign will promote the importance of reducing carbon emissions, sustainability and positive steps to using less resources. This week may take the form of: Environment supplement to the newspaper Cross campus promotion Stalls and stands staffed by UPSU to talk about environment aims of the Union and what students can do to make a difference. Energy saving light bulb give away. Carbon trust talks Litter pick coordinated by Volunteering in Portsmouth (VIP) Could also add in to the plan: All student to promote the aims and aspiration set by the Carbon Management committee. Research in to the student lifestyle and their energy usage, e.g. How many hours a day you leave electrical equipment on: Answers for computers, TVs Stereos, games consoles, lights etc. Depending on when the carbon plan goes public the SU might use the 30% target as a brand for this year s environment campaign: 30 ways to reduce your carbon footprint 30 things you can recycle 30 ways to reduce your energy bills 12

13 [Name of Institution] Carbon Management Programme Carbon Management Plan working with Communication activities with students Message Channel Detail Audience Actionee Deadline Halls of Residence Green Campaign Steps to living greener in Halls of Residence Pre-join communication E-intro Promotion of Green Pledge and information on how to reduce carbon, save energy and reduce/reuse/recycle in Halls of Residence Students in Halls Graham Complete Steps to living greener in Halls of Residence Promotion by Environmental Ambassadors in each Hall Website/ visits to halls communal areas Information on how to reduce carbon, save energy and reduce/reuse/recycle in Halls of Residence Students in halls Graham August 2010 Student look Up Tips for greener living Students in Halls Graham Reminder s from Hall Managers/Student Support Managers Students in Halls Graham /Halls staff Sept 2010 onwards Termly Environmental newsletter Students in Halls Graham Posters Tips for greener living on Halls Environmental notice boards in communal areas Students in Halls Graham /Halls staff Sept 2010 Plasma screens Information on promotional events and how to reduce carbon, save energy and reduce/reuse/recycle in Halls of Residence Students in Halls Graham Sept 2010 onwards Advertising progress Environmental notice boards/ Monthly recycling rates in each hall Envido statistics (tbc) Building Energy certificates Students in Halls Halls Environmental Ambassadors Ian McCormack Graham Ongoing Environment Week Promotion of activities during Environment Week Posters Small poster campaign across campus listing events All students and staff Declan Coyle and Matt Blackall 7 th February

14 [Name of Institution] Carbon Management Programme Carbon Management Plan working with Website Site to include guides: how to reduce carbon reliance and buying ethically. Information on events during the week with updated photos and blogs. Site to include links to University environment pages, Hall of residence website, Portsmouth County Council and the Carbon trust All students and staff Declan Coyle and Matt Blackall 7 th February 2011 Video Short viral videos from organisations onto website and plasma screens in the Students centre building All students and staff Declan Coyle and Matt Blackall 7 th February 2011 Newspaper Supplement to the paper with news from around the world, correcting common myths and what the future holds. All students and staff Declan Coyle and Matt Blackall 7th February 2011 Continual Awareness campaign Website Updated to count down till Environmental week and information on awards, news and developments All students Declan Coyle and Matt Blackall November

15 [Name of Institution] Carbon Management Programme Carbon Management Plan working with 15