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Course Rep Handbook2018/19Sheffield Hallam Students’ Union

Contents

Congratulations on becoming a Course Rep!

Thank you for volunteering to become a Course Rep!

Being a Course Rep is a valuable and rewarding role and one I hope you will enjoy. Course Reps are central to providing the University with the views of its students on their courses and their wider experiences. It’s

also a key way that the University can communicate the outcomes of any matters that are raised through the Rep system to its students. The

University is committed to working in partnership with your Students’ Union to support you in your role in engaging and representing your

peers at all levels; whether in your course, department or Faculty. There will be opportunities throughout the year for you to receive

training that develops your skills, meet with staff and other students and make a real difference to the student experience through your

activities as a Course Rep.

As well as equipping you to be an effective Course Rep you will be able to use your training and experiences as a rep to complete the new Hallam Award. I very much hope you will make the most of these opportunities and look forward to your contribution in

the coming year.

Dr Neil McKay

You’ll play a huge role in representing students on your course to make Hallam a better place to work and study!

I wish to extend my deep appreciation to you for taking the bold step to represent your cohort’s views on all manners of academic issues. This is your chance to give each student a voice and shape the future of your University degree. Never forget or underestimate the fact that a small handful of dedicated and determined students can make the biggest change. We are facing challenging times in the HE sector. So, now more than ever, the voices of students need to be amplified and heard.

Being a Rep is a bonding experience that increases your sense of belonging, confidence, transferable skills and satisfaction with your own hard work.

My ultimate aim as your Education Officer is to improve the academic experience of every student in Sheffield Hallam University and support them to achieve their potential. This includes addressing issues you may want to raise within your course, feedback, fees and supporting your ideas on any campaigns.

I look forward to meeting you and addressing the challenges that lie ahead. Please don’t hesitate to contactme via email ([email protected]), on Twitter & Facebook (@HallamEducation), or meet me in my office (The HUBS).

SHERIFF MUHAMMED

Education Officer 2018/19

Sheffield Hallam Students’ Union Course Rep Handbook 2018/192 Sheffield Hallam Students’ Union Course Rep Handbook 2018/19 3

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Officer introduction

Where do you fit in?

Responsibilities

Training

Support

Course rep meetings

What do I gather feedback about?

How do I gather feedback

Student Advice Centre

Create your Course Rep profile

Reward & recognition

What have Reps changed?

Student Rep events

Glossary

Dean of Students, Sheffield Hallam University

Administrator

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Administrator

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Where do you fit in?The University

Department Reps: 80

Course Reps: 1,500

Students: 37,000

As Course Reps, you are expected to collectively represent all the students at Sheffield Hallam University. You are responsible for your specific course, feeding through the opinions of students on your course. Your position on Staff Student Committee Meetings (SSCMs) ensures you will be able to get their voices heard to the relevant members of University staff. You will act as a channel to pass any department wide issues that MISSING TEXT HERE??

Department Reps are elected each year to represent students at department level. A Department Rep’s role is to provide a student voice and to promote student-led change at department level. Department Reps meet with Course Reps within their Department to gather feedback on issues that are affecting whole Departments, rather than at course level! Keep your Department Rep posted on what issues you’re finding at Course Rep level.

The Students’ UnionYour Students’ Union is run by students, for students. It is led by a team of student-elected Officers and has a number of Part Time Reps to represent different areas of Hallam’s student body. Any ideas you have or campaigns you want the Students’ Union to help support, just get in touch.

The Education Officer’s role includes ensuring that the opinions and academic interests of Sheffield Hallam students are represented both within the University and nationally. Your feedback as a Course Rep plays an important role in this.

You can also feedback through Sheffield Hallam Students’ Union’s democratic structure. One way you can do this is through Education Zone.

UNION COUNCIL

35,000 STUDENTSYour feedback, ideas and opinions matter to us.

So come along to a Zone meeting and be heard.

Your Community Zone Your Education Zone Your Students’ Union Zone

Students’ Union Council

Union Council is the highest decision making body in the Students’ Union. It is made up of 29 students including the full-time Student Officers, Part-time Reps, two reps from each Zone (Education Forum, Community Zone and Students’ Union Zone) alongside six Open Spaces that any student can run for. Here, issues are discussed and official Students’ Union policies are decided on. If a policy is passed, this can mandate the Officers and organisation to take certain stances and take particular actions forward.

If you have a policy idea, please contact our Campaigns and Policy Development Manager, Olivia Johnstone at [email protected] to discuss.

RE P RE S E N T I N G Y O U R A C A D E M I C I N T E RE S T S


Education Forum (formerly Education Zone)

Education Forum is an open forum, held by the Students’ Union, which talks about anything related to your education. Any problems you’ve noticed as a Rep, big or small, can be brought here. You will get the chance to meet other Course Reps and Department Reps from across the University, see how they’re solving problems and get ideas. Bringing issues to Education Forum means you’ll get to raise issues with your Faculty Reps and Education Officer. Your issues will then be fed into your Students’ Union Council - the highest decision making body in the Union.

Education Forum dates 16th October, 11th December, 2nd April.

Administrator

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you hear about during your role on to your Department Rep.


Responsibilities TrainingMake the most out of your Rep role.

Our responsibilities…The Rep System is run jointly between the Students’ Union and the University. What you can expect from us:

The Students’ Union will…

• Provide initial training to help you get the most out of your Course Rep role• Provide additional training opportunities to help you develop• Organise events for you to meet other Reps• Provide physical and digital resources to support you• Be on hand to support you throughout your role• Report Rep feedback to the Education Officer to ensure further action is taken if needed

The University will…

• Provide information about meetings, dates, times and venues well in advance• Provide documentation when relevant, such as the agenda and minutes for meetings• Direct you to the right member of staff to help tackle your issue• Take Rep feedback seriously • Act on feedback where possible in a reasonable timeframe• If feedback cannot be acted on, provide an explanation as to why this is.

Additional TrainingThe Students’ Union runs a programme of free training workshops throughout the year which can also help you develop in your role as a Course Rep and also with your general skill set.

These range from workshops on Makaton and autism awareness all the way through to active listening skills. These workshops are varied throughout the year, so please frequently check the Skills and Training page on the website: www.hallamstudentsunion.org/trainingopportunities.

If there is any specific training that you feel would benefit you

Leadership ProgrammeAs Course Reps, you are one of our student leaders! This means you have the opportunity to apply for the Students’ Union Leadership programme - a new and exciting opportunity!

As a student leader you will be able to enhance your leadership and employability skills, develop your own personal brand, work more effectively in teams, and build a greater understanding of how you can make an impact in your present activities and future career.

Leadership Programme

S T U D E N T S ’ U N I O N

Initial TrainingYou must attend initial training to ensure you are fully informed and equipped for your role. You will receive an invitation to initial Course Rep training via email soon after you begin your role. If you have not received this yet, make sure to email [email protected] to arrange a 1-to-1 session. If you do not attend initial training, you will not be credited as a Course Rep at the end of the year, nor will you be fully prepared for your role… so make sure you get trained!

Your Rep responsibilities…• Gather positive and negative feedback from students on your course• Communicate what students think to University staff… even if you don’t agree!• Participate in relevant meetings, discussions and decision-making processes • Report back to fellow students about staff responses/changes made • Keep the Students’ Union and Department Reps up to date on your progress

Sheffield Hallam Students’ Union Course Rep Handbook 2018/19 9

Support

Notes...

At the Students’ Union, there are many people here to support you as a Rep! There are a number of staff in the Students’ Union who are here to support you as StudentReps. If you have any problems, concerns, or just want to chat about being a Rep, feel free to pop to chat to any of us at The HUBS. Find some useful contacts on this page.

Health and Wellbeing (HWB) Faculty Academic Rep Elena [email protected]

Social Sciences and Humanities (SSH) Faculty Academic RepAdam [email protected]

Academic Representation Team This is the team of full-time staff available year-round to support you in your role!

Faculty Academic RepsEvery student has an elected, voluntary Faculty Academic Rep, who meets with key staff in your Department to represent student voice on a faculty-level.

Alison WorsleyAcademic Representation [email protected] 225 3450

Fill in the table below with any contact details you may need to remember:

Role Name Email

Sheffield Business School (SBS) Faculty Academic RepEloise [email protected]

Science, Technology and Art (STA) Faculty Academic RepChloe [email protected]

Head of Department

Course Leader

Course Administrator

Faculty Academic Rep

Department Reps

Sheffield Hallam Students’ Union Course Rep Handbook 2018/198

Olivia Smye-RumsbyAcademic Interests [email protected] 225 5001

Administrator

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[email protected]


Course Rep meetingsAs a Course Rep, the key meetings you will be attending are Staff Student Committee Meetings (SSCMs).

What are they for?They are the main opportunity for you to give your feedback to University staff to let them know what students like about their course, what they would like to see improved and to suggest any ideas for change. These meetings play a crucial role in ensuring the University develops positively in line with student feedback. Your role is to attend these meetings, represent student opinion and discuss constructively with staff as to how the course can be improved.

Before a meeting:• Speak to students through a range of methods• Chat to other Course Reps • Read the agenda to prepare• Look over the minutes from the last meeting• Read any other relevant papers• Jot down any issues, comments or questions• Don’t be afraid to ask questions!

“I think the feedback I have received and reported at meetings will improve the course for future students. Some

improvements couldn’t be made for our year but our feedback was taken on board to ensure the next year group

will benefit.” - Course Rep 2017/18.

What do I gather feedback about?

As a Course Rep, you should be the first person that fellow students raise their academic issues or course-related

concerns with. It is then up to you to take further action!

What is a typical structure of these meetings?• Minutes of the last meeting discussed• Report on progress of actions

agreed at the last meeting• Agenda items discussed• Any other business discussed (items

not placed on the agenda)• Meeting dismissed

During a meeting:• Be prepared: bring a pen, paper, etc.• Listen to others • Ask if you are unsure (particularly

with jargon!). If you’re confused, it’s likely someone else is too!

• Make notes to help you feedback afterwards• Raise issues from student feedback• Be positive and constructive• Share ideas for improvements

After a meeting:• Check the minutes to ensure you know what you agreed to do• Feedback to students about what happened! • Collect more feedback - see

what students think about how the meeting went and keep the feedback loop going!

• Talk to us at the Students’ Union or your University staff support about any questions or concerns.

Curriculum• How relevant is the content to

potential further study?• Is it preparing you for future

employment?• Are the learning outcomes being met?

Learning and Resources• Is there a fair balance between self-

study, lecturers, seminars and lab/workshop sessions?

• Are core texts easily available?• What teaching methods would you find most useful?• What is the standard of handouts given?

Assessment and Feedback• Is enough relevant information given on plagiarism?• Is there a fair divide between exams and coursework?• Do you understand the criteria for

assessment and methods used?• What feedback do you receive? Is it

prompt, effective and useful?

Teaching and Learning• Should there be more lectures, labs or tutorials?• Are the size of the seminars and lectures appropriate?• Is the quality acceptable?

• Do you have enough regular contact with academics?

Student Support• Do students know staff well enough

to feel comfortable approaching them?

• Do students feel well supported by their personal tutors?

• Do students regularly meet with their personal tutors?

Quality and Standards• Is student feedback acted upon?

What should I be doing…

You are not expected to deal with:Personal issues that are specific to individual students. This can include financial issues, housing problems, academic appeals, etc. If you’re not sure how to handle an issue, and it feels outside of the realms of your training, please refer students to the Advice Centre (see page 13)

• Listen carefully to the students’ feedback, whether you agree with it or not

• Ask questions where appropriate to gather as much evidence and extra information as possible

• Gather the feedback you have received to draw together any themes or recurrent issues

• Decide whether you should raise the feedback to a member of staff as soon as possible, or whether to take it to the next Student-Staff Committee meeting


Who attends

• Academic Staff• Administration

Staff• Other Course

Reps

these meetings.

Questions you could ask:


Student Advice CentreYour role as a Rep is to keep up-to-date with the opinions of your course and be a bridge of communication between staff and students, with the aim of improving the learning experience of all students on your course. However, sometimes individual students might be having difficulties that they come to you with - it might be about the course, it might be about their personal life. If it is personal to them, it is not an issue for you as a Course Rep to sort out. You can send these individuals straight on to the Students’ Union Advice Centre who offer a free, independent and impartial advice.

have grounds to appeal their mark. Again, send them to the Advice Centre for help, guidance, support and potential representation.

Academic misconductStudents who have been accused of plagiarism or of cheating in some other way go through an academic misconduct procedure. The Advice Centre work with students to make sure they are treated fairly, that their voice is heard and that they are aware of their rights under the University procedures. The service can represent students at Stage 2 Academic Misconduct meetings.

Extenuating CircumstancesIf students are sick or something unexpected gets in the way of their studying, they might need help to put in an Extenuating Circumstances application. This is not always straightforward – the service can guide and support students to make sure

Surveys• You can use Google Forms, Survey

Monkey or even polls in Facebook groups!

• Keep your questions simple • Make sure your questions aren’t

leading respondents to give certain responses

Face to face• Ask your lecturer for 5 minutes at

the start/end of a lecture to gather feedback

• Set up your own informal session to gather feedback from your cohort

• When waiting for a lecture to start, it’s likely students will be talking about issues on their course so keep an ear out...

Social Media• Use a range of platforms! Different

people use different platforms for a range of reasons - use them as you feel appropriate

How do I gather feedback?As a Course Rep it is essential that you communicate effectively with students on your course! Make sure to use a variety of methods to make sure you catch a wide range of opinion.

• Share information and ask questions via the methods your course already uses such as a course Facebook group

• Remember not everyone is on social media, so use other methods too

Emails• You can email your coursemates us-

ing the Students’ Union website -go to www.hallamstudentsunion.com/coursereps to find out how!

• Use an eye-catching subject line and clear language

• Don’t use too much text - focus on key messages and how what you’re saying is relevant to the student.

Other Ideas• Hand out 2 post-it notes and ask for

a piece of positive feedback and a piece of negative feedback. When you collect them all in, you’ll have a range of anonymous feedback!

• Pass a notebook around in lectures with a couple of key questions for people to add their opinion.

REMEMBER!• Get a wide scope of opinion - don’t just talk to your friends!• Certain people will be more

comfortable with certain methods of communication than others so make sure to use a few different ways of collecting feedback.

What the Advice Centre does:The Advice Centre helps individual students by providing information, support, guidance and in some circumstances provide representation.

ComplaintsA student might complain to you about an aspect of a course that is not quite right - this is useful feedback. But if it something that only affects them, if they feel they have been treated unfairly or something has had a negative impact on them individually, the Advice Centre staff can advise and support them using the University’s Complaints Procedure.

Academic appealsStudents sometimes think that their work has been marked unfairly – the service can help them work out if they

they are making informed decisions, help them understand the process and discuss what happens if their ECs are rejected.

The Advice Centre can also help students with lots of other non-academic problems like: funding, debt, employment and housing problems. Where they are unable to help they know the best place to signpost or refer.

We have daily bookable appointments as well as providing advice via email, website and telephone.

For more details or to access the service call or go to our website:

hallamstudentsunion.com/advice_help

0114 225 4148

12 Sheffield Hallam Students’ Union Course Rep Handbook 2018/19


Create your profile on the Students’ Union website!

Your role as a Course Rep is hugely important in connecting students and staff.

With the Find My Rep tool, students will now be able to log into the Students’ Union website to find out you’re their Rep!

You can customise your profile to tell the students you represent a bit about yourself and how best to contact you. You can also upload a photo so students can recognise you easily!

Search: hallamstudentsunion.org/coursereps and then go to the “Guides and Tips” section of the Rep Resources area to download our guide on how to edit your Rep profile.

A student has a problem, issue or solution and tells their Course Rep about it

The Course Rep takes this issue to their Staff Student Committee Meeting for discussion

A solution or explanation is found, which the Course Rep informs students about

Students let the Course Rep know their opinions on new decisions and their impact.

Make sure to feedback to students or staff who have raised issues with the outcome/explanation!

The Feedback Loop

Reward and Recognition

REP

15Sheffield Hallam Students’ Union Course Rep Handbook 2018/19

The Rep of the Month award recognises Course Reps and

Department Reps who have gone above and beyond in their role. Students, staff and Reps are welcome to nominate any Rep who is putting extra effort into their role, doing their best to represent everyone and change things for the better. Reps can also nominate themselves!

The winner is selected by our Education Officer and will receive a Rep of the Month mug and a £10 Amazon voucher! NOMINATE AT:hallamstudentsunion.org/repofthemonth

SHSU AwardsOne of the awards given at the Sheffield Hallam Students’ Union Awards is for “Outstanding Contribution to Student Representation.” This award is presented to someone who has stood out for their work to represent the needs and interests of students. Meaning all Course Reps are eligible!

The Hallam AwardWhat is the Hallam Award? The Hallam Award gives students recognition for the Attributes they develop in their extra-curricular activities during their time at Hallam. Whether that be part-time work, volunteering, mentoring, being a student rep, sports, caring opportunities or any other extra activity under which you can develop your skills.

What is the benefit of doing it?The Hallam Award acts as a personal development toolkit through which you can truly gain an insight into the transferable skills you’re developing and learn how to articulate them. It’s a great way to build your confidence and bolster your CV – enabling you to tell your story to future employers and stand out from the crowd.

All Level 4 students are automatically enrolled on to the Hallam Award. Students at Levels 5-7 are welcome to participate and can enrol by contacting the Hallam Award team at [email protected].

Student Rep CelebrationHeld in May 2019, the Rep Celebration will celebrate the achievements of the Rep System throughout the year and thank both students and staff who have played a key role in its success!

More details about the Graduate Attributes, the different award levels and how to complete the award are provided on the Hallam Award website at blogs.shu.ac.uk/hallamaward.

Last year, Reps said these were the areas they influenced:

What have Student Reps changed?

“Changes to one hour days on the timetable,

sessions were either moved or extended.”

“I have improved teaching by feeding back

positive information on how some lecturers teach which we as a course found more

effective compared to some other styles.”

“I was able to provide insight on how students are finding the course,

as well as put forward issues that students were having with modules

and library services, so that we were able to confront these problems to

ensure a better experience.”

“I’ve managed to get us one day off per

week to allow people to get part time jobs.”

“One of the lecturers invested in a microphone

which really helped after I put forward feedback saying that

we struggled to hear what they were saying in the lecture theatre.”


The tutors are adapting their teaching techniques to be more tailored for our year such as interactive quizzes instead of

asking us questions during lectures.

The way some modules will be assessed in

following years has been altered due to feedback

and extra support sessions have

been organised.

Through being a Course Rep, I have made peers

feel that their opinions are valued by creating a bridge between students and staff

for easy communication where people feel

comfortable to share their concerns and praise.

Set up academic societies

Made changes to timetabling

Improved access to resources

Acquired new software for students

Increased module choices

Changed room allocations

Improved deadline clashes

Improved assignment feedback

Influenced teaching styles


Student Rep Events

HoD

DM

SSCM

NSS

LTA

UG

PGT

PGR

HE

FAR

SHSU

SHU

Head of Department

Department Manager

Staff Student Committee Meeting

National Student Survey

Learning, Teaching and Assessment

Undergraduate

Post Graduate Taught

Post Graduate Research

Higher Education

Faculty Academic Rep

Sheffield Hallam Students’ Union

Sheffield Hallam University

Acronym BusterStudent Rep Celebration

In May 2019, the Students’ Union will be celebrating all the incredible successes both Course and Department Reps have achieved over the last year.

Rep Welcome Event In November 2018, the Students’ Union will be running their annual Rep Welcome Event -- a fantastic opportunity for you to meet the Course Reps and Department Reps you will be working with over the year and gather knowledge from previous Student Reps! Come along to develop your skills and take part in interactive workshops and designed to help you develop in your role.

6th & 8th November 2018

Department Rep EventsYour Department Rep should be setting up events throughout the year for you to meet them and other Course Reps within your Department. They will be given your student email address at the start of the year, so keep your eye on your emails for invitations!

STA

HWB

SBS

SSH CL

CA

Faculty of Science, Technology and Art

Faculty of Health and Wellbeing

Sheffield Business School

Faculty of Social Sciences and Humanities

Course Leader

Course Administrator

Staff try to limit their use of jargon - but it is still used sometimes! This can be a bit confusing, so feel free to ask if you hear an acronym you

don’t understand.

Administrator

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please remove dates and just leave November 2018

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Marked set by Administrator


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