course representation handbook 2016/17 - amazon s3€¦ · as a course rep gathering, raising and...
TRANSCRIPT
Course RepresentationHandbook 2016/17
CONTENTS
Welcome
1 Your dedicated Support Team
2 What do Course Reps do?
3 Why be a Course Rep and what support is available?
4 Where do Course Reps fit in?
5-6 School Presidents
7 Gathering feedback
8 Staff-Student Liaison Committees (SSLCs)
9 Types of feedback
10 What shouldn’t Course Reps deal with?
11 Support Services
12 Communicating Effectively
13 Planning a Campaign
14 Your Big Ideas
15 Rep Realities
16 Course Rep showcase
17 TazTalks and dates for the diary
18 Frequently Asked Questions
19 Top-Tips for Effective Course Reps
CONGRATULATIONS ON BECOMING A COURSE REP…
You join a community of over 700 students across the University who have been
elected by their peers to represent the views of students on your course. As a
Course Rep you act as a vital link to share feedback between students’ on their
course, the University and the Students’ Union.
This handbook is designed to provide you with everything you need to know to
help you be a successful Course Rep.
WHY DO WE HAVE COURSE REPS?
As a Course Rep you channel student feedback. Course Reps ensure students views
are included in decisions made about your course and strengthen the partnership
between staff and students as well as the Students’ Union and the University. The
role of a Course Rep also gives UCLan’s students’ a sense of ownership over their
academic experience as you have the power to influence positive change and drive
the direction of your course for future years.
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Hi there! I’m Tasmia and I will be your Education Officer for 2016/17! I work with the Advice and Representation Centre to ensure everyone has a positive, representative and fulfilling academic experience here at UCLan. I am the lead officer for both Course Reps and School Presidents responsible for your recruitment, training, support and recognition.
I am really looking forward to working with all of you in the coming year!
Hey everyone! As the Academic Representation Co-ordinator at UCLan Students’ Union, I am here to support you in your role as Course Rep so please feel free to pop in for a chat or email me any time! I’m here to advise and guide you through your year as a rep as well as to develop the Course Rep system overall. Keep in touch with all the great work you are doing!
I look forward to working with you all!
Sarah Thompson – Academic Representation Co-ordinator
YOUR DEDICATED SUPPORT TEAM
Tasmia Salim – Education Officer 2016/17
Email: [email protected]
Phone: 01772 894855
Email: [email protected]
Phone: 01772 895384
Attend training, networking and social events provided by the Students’ Union.
Ensure students on your course know who you are.
Gather feedback from all students on your course.
Act as an effective communicator and work in partnership with staff and students on your course to raise feedback and create shared solutions to issues.
Attend all Staff-Student Liaison Committees to put forward the views of students on your course
Feedback the outcomes of meetings to students on your course.
Refer any student with personal problems to the most appropriate Students’ Union or University service.
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WHAT DO COURSE REPS DO?
SIMPLY YOU...
REMEMBER!
Your attendance at Course Rep training and Staff-Student Liaison Committees is monitored in order to verify end of year recognition.
Gather feedback from students
Communicate feedback to staff
Report on feedback to students
It is a platform to create positive change on your course.
Recognition through the Union volunteering award scheme (Livesey Award).
The opportunity to develop key skills that will benefit you on your course, in your role and future employment.
It is a great way to meet new people, share ideas and discuss matters affecting students.
Recognition in the form of a certificate and awards evening to celebrate Union volunteers.
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WHY BE A COURSE REP?
WHAT SUPPORT IS AVAILABLE TO YOU?
Helpful resources including factsheets and support guides found at www.uclansu.co.uk/coursereps/resourcehub
Regular communication from the Education Officer and Academic Representation Co-ordinator
Access to additional skill sessions through the Union’s training and development programmes.
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WHAT SHOULDN’T COURSE REPS DEAL WITH?
As a Course Rep the feedback and issues raised by students will be varied. However it is important to recognise your limits as a representative and when to sign-post students onto other support services.
Despite any experiences you may have in dealing with student’s personal issues it is important to remember that the purpose of a Course Rep is solely to gather feedback and represent the views of students.
Examples of issues you should not be dealing with include;
We always recommend that if you are unsure if you should be dealing with a particular matter contact [email protected] and we can help you refer it to the most appropriate service.
To support you in referring students we have highlighted some useful services on page 12.
Personal issues relating to finance, funding, health, housing or employment of students.
Academic issues including disputes or complaints about staff, appeals or disciplinaries.
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WHERE DO COURSE REPS FIT IN?
Students’ Council
20 School Presidents
700+ Course Reps
Students are represented at University committees by the Student Affairs Committee (SAC).
UNIVERSITY
Students are represented at Staff-Student Liaison Committees once per semester by an elected Course Rep. Each year of each undergraduate or postgraduate taught course is represented by at least one Course Rep, with smaller courses clustered together where modules are shared.
COURSES
Students are represented at College Committees by the relevant School Presidents for that college. Each of the 20 schools group into one of five colleges.
COLLEGES
Courses are grouped by subject areas into one of 20 schools. School Presidents act as the lead representatives for Course Reps and students within their school as well as chair Staff-Student Liaison Committees within their school.
SCHOOLS
5 Elected OfficersStudent Affairs Committee (SAC)
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Students’ Council
20 School Presidents
STUDENTS’ COUNCIL
Students’ Council is the highest decision making and policy setting body of the Students’ Union. You can find out more about Students’ Council and how to get involved by visiting our website at www.uclansu.co.uk/council or by contacting [email protected].
ACADEMIC FORUM
Academic Forum is a regular meeting, which receives updates on the work of the Education Officer and discusses matters relating to the academic experience.
All students are able to attend Academic Forum, so come along and get involved in discussions! To find out when the meetings are or for more information go to www.uclansu.co.uk/forums
STAFF-STUDENT LIAISON COMMITTEES
Staff-Student Liaison Committees are a termly meeting between Course Reps and academic staff to discuss feedback from students and to negotiate shared solutions.
5 Elected OfficersStudent Affairs Committee (SAC)
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SCHOOL PRESIDENTS
School Presidents are the next level of student representation within the University. They are elected to voice the opinions of students within each school to senior management. Their role is to communicate and work with Course Reps and students in their school, to gain feedback and create positive change at school level.
You can contact your School President to support you in your Course Rep role; dealing with a course issue, sharing ideas or discussing feedback for example.
Below is a breakdown of School Presidents for the current academic year by college and school.
School of Business
School of Management
School of Social Work, Care & Community
Lancashire Law School
Centre for Excellence in Learning & Teaching
School of Psychology
School of Forensic & Applied Sciences
School of Engineering
School of Physical Sciences & Computing
School of Nursing
School of Community Health & Midwifery
School of Health Sciences
School of Sport and Wellbeing
School of Medicine
School of Dentistry
School of Pharmacy & Biomedical Sciences
Rosina Gordon
Chloe Tse Ying Ng
Suntosh Kaur
George Swiers
Sara-Jane Patterson
Megan Reynolds
Keeley Louise Whitehead
Nare Gusman
Reece Doonan
Alix Coole-Varlow
Martin Ball
Serena Patel
Alyson Dougles
Vacant - Interested?
Ali Miah [email protected]
amcoole-varlow@uclan.
email [email protected]
[email protected] Isaacs
College of Business, Law & Applied Social Studies
College of Science and Technology
College of Health & Wellbeing
College of Clinical & Biomedical Sciences
School of Art, Design & Fashion
School of Journalism, Media and Performance
School of Language and Global Studies
School of Humanities and the Social Sciences
Fadi Obaid
Callum Taylor
Michael D’Mello
Shannon Bartholomew
College of Culture & The Creative Industries
GATHERING FEEDBACK
As a Course Rep gathering, raising and relaying feedback is a crucial part of your role.
Follow the feedback chart below as an example of how to effectively gather feedback:
1. Gather feedback – Communicate with students on your course to identify key comments and feedback they want to raise. (see p 13 for different ways to gather feedback)
2. Build Evidence – You should always evidence the feedback you have received whether by using comments, data, statistics, reports, University policy or practice from elsewhere.
3. Engage and suggest solutions –You then need to raise the feedback to the most relevant staff member; you do not have to wait for your next meeting to raise feedback.
Remember to suggest solutions to the feedback, a students’ perspective will focus on a positive outcome and you are more likely to have ideas that staff may not have considered.
4. Feedback to Students – Finally you should feedback to your peers the outcomes of your meetings, remember that you are representing them!
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Gather Feedback
Build Evidence
Engage & Suggest
Solutions
Feedback to Students
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TYPES OF FEEDBACK
Below are some ideas to help you when gathering feedback for the meetings;
• What do you think of the quality of teaching on your course?
• Do the range of teaching methods used challenge and inspire you?
• What proportion of your course should be split between lectures, tutorials, labs (where appropriate) and independent study?
• Are the classrooms/labs/specialist rooms/lecture theatres appropriate for your learning?
• Does the material and information on Blackboard enhance learning?
• Have you received a clear reading list and does it help your learning?
• Did you receive a clear timetable?• Is there clear communication between
students and the module leaders?• Do you have a clear understanding of
who is responsible for organising andmanaging the module/course?
• How accessible is support when you need it?
• Do you feel comfortable to approachstaff for support?
• Have you met with your academic advisor?
• Do you know where to go do advice on personal issues?
LEARNING AND RESOURCES
TEACHING AND LEARNING ORGANISATION AND MANAGEMENT
STUDENT SUPPORT
• Are activities aimed at enhancing your employability clearly identified in your programme?
• Are there opportunities for volunteeringas part of your programme?
• If there are placements included in your programme.
• Are you given sufficient notice of whenand where your placements will be?
• How confident and prepared do youfeel to start your placement?
• Do you have access to mentor/support and guidance for placements?
• Do you receive both ongoing(formative) and final (summative)feedback on your work?
• Is the feedback you receive timely, useful and comprehensive?
• Do you understand the criteria and methods for assessment?
• Is information given on plagiarism?Is it useful?
ASSESSMENT & FEEDBACK EMPLOYABILITY
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STAFF-STUDENT LIAISON COMMITTEES (SSLCS)
What is an SSLC?
Staff-Student Liaison Committees (or Staff-Student Liaison Meetings) are the formal mechanism for Course Reps to communicate feedback to staff and engage in finding collective solutions. There are two to three meetings per year and as a Course Rep, you are expected to attend all meetings.
Your CAS Hub will inform you of the time and location of the meeting by email so keep an eye out for an invite in your inbox.
Consult students – find out what students like about your course as well as what the main issues are by talking to the students you represent.
Prepare – give some consideration to what you wish to raise in the meeting. Make sure you read any paperwork where it is provided and when possible raise feedback prior to the meeting.
Avoid Negativity- Be constructive when feeding back to staff. KEEP, STOP, START – Make sure you highlight positive aspects that you want to KEEP happening; to see STOP happening and to see START happening on your course.
Ask questions – Don’t be afraid to ask questions or clarify points you are unsure of. This can be a useful way of contributing – you will not be expected to know everything.
Be Professional - act in a professional manner, depersonalise any comments and ensure feedback is clear and to the point, while being understanding of other’s opinions.
Represent- Make sure you communicate the views of the students you have been elected to represent, not just your own.
Close the Feedback Loop- after the meeting feedback the outcomes to your peers.
Talk to your School President – let them know what you are going to raise before the meeting so they can help you and include it in the agenda.
Who attends SSLCs?
Academic Staff
Academic support
Course Reps
Admin staff School
President (chair)
MAKING THE MOST OF STAFF-STUDENT LIAISON COMMITTEES
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SUPPORT SERVICESBelow is a list of the Students’ Union’s and University’s service that are there to ensure all students are supported to have a great experience here at UCLan. This is a good reference point for you when signposting students on, but please feel free to contact us if you are
For free, confidential and independent advice on academic matters (appeals, disciplinaries, plagiarism and complaints), housing and accommodation, money and finance, health and wellbeing, and employment;
For advice and support on all aspects of student life including referrals to appropriate specialist services;
For personal difficulties including short and long-term financial hardship or queries relating to funding;
For queries related to faith
For support in-relation to hate crime or incidents;
For personal difficulties including depression, anxiety, mental health issues or queries related to disability;
Students’ Union Advice and Representation Centre
The i
Student Financial Support Team
Multi Faith Centre
Third Party Hate Crime Reporting Centre
Student Support and Wellbeing
Counselling Service
Disability Service
Samaritans
Telephone: 01772 894880
Twitter: @theiuclan
Telephone: 01772 895000
Telephone: 01772 892583
Telephone: 01772 892583
Telephone: 01772 894880
Telephone: 01772 893020
Telephone: 01772 892572
Telephone: 01772 892593
Telephone: 08457 90 90 90
Email: [email protected]
Facebook: /uclanthei
Email: [email protected]
Email: [email protected]
Email: [email protected]
Email: [email protected]
Email: [email protected]
Email: [email protected]
Email: [email protected]
COMMUNICATING EFFECTIVELY
The most important skill you will rely on as a Course Rep is your ability to communicate lots information and feedback to a variety of audiences and often in various levels of detail.
As a Course Rep it is essential that you communicate with other students. You need to ensure they know who you are and that you can gain and present feedback. Below are some ways of communicating to your peers:
Surgeries, drop -ins and focus groups are great for 1:1 chats or discussions
Informal Chats Start conversations during your breaks or after class
Lecture Shout-outs Ask your lecturer for 10 mins during class
Meetings and socials Why not arrange someting fun?
Ballot Boxes Leave a box at the front of the room for students to submit anonymous feedback
Online Surveys, polls & questionnaires are a great way to gather evidence and statistics to demonstrate what students think
Post-it notes Put one on everyone’s desk for them to leave feedback and gather at th end of a class.
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FACE TO FACE
ANONYMOUSLY
WAYS TO GATHER FEEDBACK
Social Media Many students already inhabit these spaces
Email Students and staff check their emails regularily so why not drop them an eye-catching email
On-line surveys use survey monkey or other free software to create your questionnaires
ONLINE
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PLANNING A CAMPAIGN
Campaigns are how people achieve the change they want to see. To put it simply, we campaign to make things better for a specific group of people or to improve conditions around a certain issue.
We all have the power to make change happen; through being effective campaigners, we really can make an impact. As a Course Rep, you may want to run or be involved with an academic campaign at course, school or even University level.
If you want to run a campaign, follow the steps below to make it a success!
1 - Identify and know the issue:Find out what specific issue is deeply and widely felt on your course ot in your school by talking to students & gathering feedback.
2 - Become an expert:Find out everything you possibly can about your issue. Gather data and information to back up your arguments.
3 - Set your goals: What exactly do you want to acheive? Make sure your goal is SMART (Specific, Measurable, Achievable, Relevant & Time-Bound)
4 - Know your allies & opponents: Who can you bring on board to help you with our campaign and whol will challenge you.
5 - Plan your Campaign!You need to have a clear vision of what needs to be done, who should do it and what the deadline for it should be. What small tasks can you set aong the way to meeting your overall aims?
6- Evaluate!Did you achieve your overall aims? What would you do ifferently next time?
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YOUR BIG IDEAS
A great way to start a campaign is through the Your Big Ideas section on our website. this is a way to get students more involved in your idea, encourage support for it it and gain guidance from the students’ Union.
Even if you aren’t interested in running your own campaign, log in to this section of the website to vote on the ideas put forward by other students.Go to www.uclansu.co.uk/yourbigideas to have your say!
Submitting an idea is really easy. Just follow these simple steps;
One Course Rep this year posted an idea to save the University’s subscription to a resource used by many students in his school which was successfully passed with almost 100 students in favour!
To find out more about what ideas have been passed previously, what ideas you can currently vote on or to post your own idea,visit www.uclansu.co.uk/yourbigideas.
Go to www.uclansu.co.uk/yourbigideas
Identify the issue and be specific: what is it you want to change/do?Get in touch with us at [email protected] for support on writing your idea.
Your idea will be on our webiste for 30 days after it is approved; encourage students to log on and like your idea!
After 30 days, if your idea has a total of 50 votes with a majority in favour it will be passed and taken forward in the most appropriate way e.g. to Students’ Council
or to relevant staff who can work with you on delivering your idea.
It is now up to you to work with the Students’ Union on making your idea a reality.
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REP REALITIES
Rep Realities is a project we are launching this year to follow a sample of our volunteers, including Course Reps, throughout the year to find out about your experiences and demonstrate the fantastic work you are doing in the role.
We want to see what it is like to be a part of the representation structure here at UCLan from a student’s perspective and be able to track in the impact you are making, both in your role on your course and towards the overall student experience.
WHAT DOES THE PROJECT INVOLVE
REP SHOWCASE
• Up to four interviews/focus groups no longer than an hour with one ofthe Academic Representation Co-ordinators at key points during the year to discuss your experiences.
• Each interview you attend you will receive a £5 voucher and the Rep who,at the discretion of the Education Officer, has contributed the most to the project will receive a £50 Amazon Voucher.
You can sign up to Rep Routes either at your training session or get in touch with us by no later than Tuesday 1st November 2016.
We always want to celebrate the successes of our representatives so don’t be modest, tell us about the great things you are doing in the role and the impact you are having on improving the student experience!
We will be updating our website with news stories celebrating your work so make sure you are included.
You can update us with your activities and achievements at any point by emailing [email protected]
COURSE REP WINS 2015/16Course Reps from Fashion Promotion managed to secure each student on their course £50 credit to spend at the SU Print Shop to support them to pay for their course.
A Course Rep from Modern Languages was able to get students in their department a cash refund for the hidden costs that have occurred on their course.
Course Reps from Psychology were able to get clear guidelines developed for staff in their school to follow in relation to quality and quantity of feedback students receive.
TAZ TALKS
STAND FOR ELECTION
COURSE REP CALENDAR: DATES FOR THE DIARY 2016/17
TazTalks are regular events led by Tasmia, your Education Officer to debate key issues facing students in Higher Education at both a local and national level. The events will consists of guest speakers followed by a range interactive workshops for you to get involved in, develop your skills and meet other Course Reps.
COURSE REP CATCH UPSWe will be holding one week of school specific events each semester for you to come meet other reps in your school, talk about your experiences and make sure you are getting the support you need.
Part time rolesInterested in getting involved with Students’ Council? Could you lead your society next year? Find out more about the different roles you can do alongside your degree to develop your skills and make a difference. Keep an eye on our website around the times above or email [email protected].
Full time rolesFancy leading your Students’ Union? Could you be the next Education Officer? Find out more about our full time positions on our website or by emailing [email protected] 17
1st September – 7th October Nominations open to become a Course Rep
26th September Academic Forum (1)
12th – 14th October Voting is open!
17th October – 4th November Course Rep training
Week Commencing 14th Nov Course Rep Catch Ups
November – December: Semester 1 Staff-Student Liaison Meeting
23rd November TazTalks (1): Title tbc
5th December Academic Forum (2)
Sunday 1st January Nominations are open for main elections (see below)
Week Commencing 30th January Course Rep Catch Ups
6th February Academic Forum (3)
8th February TazTalks (2): Title tbc
11th – 12th February Course Rep Leadership Camp
February – March: Semester 2 Staff- Student Liaison Meeting
Monday 27th February Nominations close for main elections (see below)
Monday 6th- Friday 10th March Voting for the main elections
15th March TazTalks (3): Title tbc
3rd – 7th April Celebration Week
SEMESTER 1
SEMESTER 2
FREQUENTLY ASKED QUESTIONS
Q. How are Course Reps Elected?
A. Our main Course rep elections are held at the beginning of the year. All students are eligible to put themselves forward to be Course Rep and can nominate themselves by filling out an online form at www.uclansu.co.uk/coursereps.
This year students can nominate themselves to be a Course Rep from the 1st September until the 7th October. Once nominations close students have a week to campaign and encourage their peers to vote for them. Voting takes place online between 12th and 14th October. All students who have put themselves forward to be a rep will be supported throughout this process.
Q. How many Course Reps are recruited for every course?
A. The number of Course Rep positions follows a ratio decided by the Students Union (this is currently 1 rep per 50 students) with courses clustered together where modules are shared.
Q. Once I have been elected as a course rep, what’s next?
A. You will be contacted by [email protected] with a welcome email including the Course Rep handbook and training dates. You should book onto a training session.
Q. When/where are the Course Rep training sessions?
A. Initial and returners training sessions will be held in the Students’ Union every day between 17th October and 4th November at the times below. You will receive an invite to training in your welcome email with details of how to book onto sessions.
We ask that all Course Reps to attend ONE of these sessions; this attendance will be monitored in relation to the end of year volunteer recognition. If you cannot attend, please contact [email protected] and we can arrange a session convenient for you.
Q. Who will invite me to my Staff-Student Liaison Committees?
A. You will receive an invite from your CAS hub with the details of your upcoming Staff-Student Liaison Committee.
Q. What do I do if I cannot attend my Staff-Student Liaison Committee?
A. You must reply to your invitation with apologies, stating that you cannot attend the meeting and the reason. Please ensure that you still provide feedback, either via email to your School President so that feedback can be raised at the SSLC on your behalf.
Q. Where can I seek more support in my Course Rep role?
A. You have access at any time to helpful resources including a number of factsheets and support guides via the online resource hub by visiting www.uclansu.co.uk/coursereps. You can also email [email protected] for further advice or guidance.
Q. What if I no longer wish to carry on with the Course Rep role?
A. If you no longer wish to carry on in this role, please contact us at [email protected] to let us know why you have decided to leave the position.
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Training session Time Where Beginners 12- 2 pm Meeting Room 1 (UCLan Students’ Union) Returners 12- 1pm Meeting Room 3 (UCLan Students’ Union) Returners 3- 4 pm Meeting Room 3 (UCLan Students’ Union) Beginners 4- 6 pm Meeting Room 1 (UCLan Students’ Union)
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TOP TIPS FOR EFFECTIVE COURSE REPS
1. Put items on the agenda: If you know you want to bring up an issueat a Staff-Student Liaison Committee ask for the issue to be put on theagenda in order to ensure that there is plenty of time to discuss it.
2. Communicate! This is an integral part of your role, do not forget tofeedback outcomes to your course mates or they will not be aware ofthe hard work you do!
3. Ask for help: Do not be afraid to ask for help from the Students’ Union,your School President and the staff in your school.
4. Track progress: Keep a record of the issues that students have raisedwith you and track the progress that has been made so that youcan feedback the correct information.
5. Make announcements in lectures: It’s a great way of getting studentsattention. Take a note pad to class with you and hand it round for peopleto leave comments, this is the quickest and easiest way to collectstudent feedback!
6. Be confident: Do not be intimidated of talking at meetings with staff members; they want to hear what students think!
7. Work as a team: Meeting frequently with other Course Reps in yourdepartment is one of the most efficient ways of ensuring thingsget done.
8. Be organised: Note down when you need to get feedback from yourcourse by, when your staff student liaison meetings are, as well as actionsfrom the meetings.
9. Don’t wait until your SSLC: Bring up an issue at the earliest conveniencewith your course staff, this ensures the issue is on the journey to gettingresolved and isn’t left until your next meeting.
10. Celebrate your successes: You work hard so it is important to maketime to send us your good news stories and ensure your class knowof the great changes & impacts you have made.
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