student representative council...2016/07/19 · the student representative council agreed on the...

Student Representative Council Agenda – 19 July 2016

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STUDENT REPRESENTATIVE COUNCIL

Notice is hereby given of a meeting of the Student Representative Council

Date: Tuesday, 19 July 016 Time: 1.00 pm

Venue: Council Room, Bruce Hiskens Building, CQUniversity Rockhampton, North Conference ID: Internal: 3025; External: [email protected]

1* Opening of Meeting Mr Brown 2* Recording of those Present and Apologies Ms Paris 3* Declarations of Conflict of Interest Mr Brown 4*

Starring of Additional Items Items starred are for consideration. Unstarred items will be approved/noted en bloc.

Mr Brown

5* Confirmation of Minutes and any Business Arising from the previous meeting held

on Tuesday, 17 May 2016 Mr Brown

6 Review of Action Sheet MATTERS FOR DECISION/APPROVAL 7* Chair Election Mr Brown

MATTERS FOR DISCUSSION 8* Student Focus Group Outcomes Mr Clarke 9* Australasian Conference of Undergraduate Research 2016 Ms Bradford 10* Australian Student Leadership Association Conference Ms Roberts 11* Respect. Now. Always Campaign at CQUniversity Ms Perry 12* CQU Aspire - Student Leadership Conference 2016 Ms Rutherford 13* Examination Papers Mr Reddy 14* Alumni Perspective Mr Haque 15* Student Identity Survey Ms Stidiford 16* Communication Mr Lord 17* SRC Newsletter Proposal Ms Paris

AGENDA

Student Representative Council Agenda – 19 July 2016

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MATTERS FOR NOTING AND INFORMATION 18 Clubs and Societies Report: June July 2016 Ms Paris 19 Clubs and Societies UCROO Fact Sheet Ms Paris

GENERAL BUSINESS 20* Items for Members to Raise 21* General Discussion 22 Next Meeting

The next meeting of the Student Representative Council will be held on Tuesday, 23 August 2016 at CQUniversity Mackay Ooralea Campus. Agenda items for this meeting are to be submitted no later than 9.00 am on Monday, 15 August 2016.

23 Closure

MR BENJAMIN BROWN Chair

Denotes documentation attached

Student Representative Council – 17 May 2016

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Unconfirmed minutes of the meeting of the Student Representative Council

Date: Tuesday, 17 May 2016 Time: 1.00 pm Venue: Council Room, Bruce Hiskens Building, CQUniversity Rockhampton, North

PRESENT: Mr B Brown (Chair)

Mr R Bird Ms G Bryden Ms T Da Rin Perette Ms S Gerelt-Od Mr S Holliday Mr S Limbachiya Mr J Lord Mr R Maragna

Ms M Oxley Ms C Pepper Mr S Sagar Mr A Sayem Ms B Taylor Ms A Towan Ms J Perry Mr Chris Veraa Professor P Viljoen

IN ATTENDANCE: Ms S Connor Ms A Ganter (Acting Secretary)

Ms M Swarbrick

APOLOGIES: Ms A Goodey Ms H Mureau Ms J Paris

Ms J Roberts Ms K Seary

1 OPENING OF MEETING The Chair declared the meeting open at 1.00 pm and acknowledged the Traditional Owners of the land on which the meeting took place. The Chair welcomed Mr Jesse Lord, Gladstone Region Higher Education student to the meeting. Council was advised that Mr Paul Johnstone, Rockhampton Region Higher Education student, has resigned from the Committee; Mr Johnstone wished the Student Representative Council (Council) the best for the future. 2 DECLARATIONS OF CONFLICT OF INTEREST No conflicts of interest were declared. 3 STARRING OF ADDITIONAL ITEMS AND ADOPTION OF UNSTARRED ITEMS The Chair invited members of Council to ‘star’ any additional items of business that they wished to discuss. ‘Unstarred’ items would then be accepted en bloc. No additional items were starred. Resolution: The Student Representative Council resolved as recommended with respect to all unstarred items.

MINUTES


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4 CONFIRMATION OF MINUTES AND ANY BUSINESS ARISING The Student Representative Council considered the minutes of the meeting held on Tuesday, 19 April 2016. Resolution: The minutes of the meeting held on Tuesday, 19 April 2016 were confirmed as a true and accurate record of that meeting. 5 REVIEW OF ACTION SHEET The Committee noted the Action Sheet.

Part A: Reports and recommendations to the University Council and/or University Management

Nil items.

Part B: Matters finalised or remaining for discussion 6 STUDENT REPRESENTATIVE COUNCIL – STRATEGIC PLAN At the previous Council meeting several development sessions were held by Professor Pierre Viljoen to inform the creation of a strategic plan. Since these sessions a Strategic Plan has been formulated through consultation with other Council members in order to have a consensus in the direction of the Student Representative Council and the students represented by the Council. The Strategic Plan includes: Our Vision – To enrich the student experience through engagement and advocacy. Vision Statement – “Enriching the Student Experience”. Mission Statement – “We will represent and engage the student body through effective communication and involvement in University life”. Members endorsed the Strategic Plan, noting that the Council vision and mission statement will require updating where published. The Chair formally thanked Professor Viljoen for his input into the development of the Strategic Plan. Resolution: The Student Representative Council endorsed the Strategic Plan. 7 STUDENT REPRESENTATIVE COUNCIL – NEXT STEP It was identified that the Council’s greatest challenge being in its inaugural year is the promotion and expansion of its presence, so that the Council may then effectively communicate with fellow students, representing and advocating on their behalf. There are many activities and events available to the Council that would expand its reach and help to enhance student engagement. A promotion video, if executed, both in a social and engaging as well as professional manner would have a great impact on the Council’s reputation and presence amongst students. It is important to establish the Council’s existence across campus locations before it is able to effectively represent and advocate fellow students. The video may feature both voice over, music, photographs and moving footage addressing the topics of: • Council events, activities and social engagement, to date


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• Council’s current presence amongst students • the formality of meetings and importance of discussions • Council’s significance and value to executive governance of the University. It was noted that the video would be circulated at events such as Orientation Week, and published to the Student Portal site. UniNews, the University’s weekly ‘Spotlight’ emails and the Vice-Chancellor’s Fast 5 emails were also highlighted as communication channels that could potentially be used to distribute Student Representative Council information and ‘feel good’ stories. Members acknowledged the timeline involved for the completion of the video, and it was agreed that the August meeting would provide an ideal opportunity for members to film the video. It was suggested that two videos be prepared; a promotional video for publication across the University, and a video specifically targeted at internal students which would include information regarding the international student experience. Mr Shivam Sagar advised that he would provide an example of a video he has prepared prior to the next meeting, and Ms Jo Perry, Vice-Chancellor and President’s nominee, offered the services of the University’s Corporate Communications team to assist in the creation of the video/s. Members wishing to be involved in the planning, concept and design of the video/s are requested to email Ms Da Rin Perette directly. Resolution: The Student Representative Council agreed on the development of a promotional video for publication across University communication channels, with filming to be undertaken in Mackay in August 2016. 8 MYCENTRE FOCUS GROUP REPORT Ms Margaret Oxley, Undergraduate Distance Education Student representative, spoke to the MyCentre Focus Group Report. The following points were noted: • location of main user buttons on MyCentre – this is different to most internet browsers in that they are

located in the top left corner; it was suggested that visibility of the buttons would be improved if moved to the centre of the page

• the inclusion of ‘help’ buttons to assist in navigating the system • the enrolment process was easy to navigate • during the study planning stage, it was not evident that units could be moved when they were not available

in a particular term. Ms Maegan Swarbrick, Student Communication Officer, advised the Council that a group is being established to provide continual feedback on the development of MyCentre, and a member from the Student Representative Council was sought to participate in monthly meetings. Following discussion, it was determined that Ms Claire-Marie Pepper, Townsville Region Higher Education Student representative, would attend meetings on behalf of the Council. Resolution: Council discussed the MyCentre Focus Group Report, and noted that Ms Clair-Marie Pepper would attend future meetings to provide feedback on the development of MyCentre.


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9 NATIONAL STUDENT LEADERSHIP FORUM – DELEGATE OUTCOME At the Council meeting of 19 April 2016, the Student Representative Council discussed the process for selecting two CQUniversity delegates to attend the National Student Leadership Forum. All submitted expressions of interest (EOI) were carefully considered by the Panel. The Panel based its discussion on the content provided on the EOI form. The following representatives were selected: • Ms Tenille Da Rin Perette, Mackay-Whitsunday Representative • Mr Shivam Sagar, Postgraduate International Representative. Congratulations were extended to Ms Da Rin Perette and Mr Sagar on their selection, and both students thanked the Council for the opportunity to attend. Members were encouraged to nominate to participate in future National Student Leadership Forums, which are held annually. Resolution: The Student Representative Council noted that Ms Tenille Da Rin Perette and Mr Shivam Sagar had been selected as delegates for the 2016 National Student Leadership Forum. 10 LIBRARY ADVISORY GROUP Ms Briony Large, Student, Library Advisory Group, spoke to the Library Advisory Group Report. The report highlighted key topics raised during the meetings held between 6 November 2015 and 4 March 2016. Some key points included: • Transformation of the ‘Library Information Desk’ to ‘Student Support Desk’ • extended accessibility of service and support • more/better online self-help content for students and staff • review and implementation of sustainable support services to research and teaching • implementation of a new library information management systems and associated significant process change

– better online services for library users – users will see the most change in early 2017 with the replacement of the core library system

• discovery Layer Enhancements • changes to Library textbook collections and their availability to students • High Level Design Principles – CQUniversity Libraries as ‘Study, Resource and Support Hubs’ – encompassing;

study space, access to resources, and service and support. Members noted the increase in loans of e-textbooks and the 53% drop in self-service study room bookings compared to the same period in 2015. It was also noted that the Bundaberg Campus had a large number of self-service study room bookings, and that the rooms were almost fully occupied during library opening hours. Concern was raised regarding the delay in textbooks which has recently been experienced across several campuses. A large number of students at the Bundaberg Campus were required to obtain their textbook from the author, and some students did not receive their textbook until Week 5 of term. Ms Amy Croft will contact the Bookshop regarding the delay and report back to the Council. Members commended the report, noting that it was very informative. Resolution: The Student Representative Council discussed and noted the report from the Library Advisory Group.


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11 SKI TRIP UPDATE In accordance with the developed Student Representative Council Strategic Plan, the Council has a directed focus towards engagement. A Council organised annual Ski Trip (open to all CQUniversity students) aims to enhance engagement of students in University life by offering a socially active and memorable event for students. A preliminary idea was to hold the first ever CQUniversity ski trip for students in the winter of 2016. Due to the short timeframe and detailed planning required, a decision is put forward to postpone this until 2017 to allow for greater planning, promotion and engagement so that this can be a success. Members supported the postponement of the trip, and determined that it would be beneficial to form a project group to develop and finalise promotional materials, risk assessments, insurance and approval of the trip prior to Orientation Week in Term 1, 2017. It was suggested that consideration be given to travelling to New Zealand for the trip, as this would be more affordable for students. It is hoped that 20 to 30 students would partake in the trip. It was requested that expressions of interest for the project group be emailed directly to Mr Bird, and any suggestions and ideas for the Ski Trip can be forwarded to Mr Bird and/or Mr Brown. Resolution: The Student Representative Council noted the update of the Student Representative Council Ski Trip originally planned for July/August 2016 and agreed that a project group be formed to finalise details of the trip for release to students during Term 1, 2017 Orientation Week. 12 CLUBS AND SOCIETIES REPORT – MAY 2016 The Student Representative Council is the administrator for CQUniversity affiliated student Clubs and Societies. The Council provides a virtual platform for clubs and societies through the ‘clubhouse’ located within the Student Representative Council portal page. In accordance with advice provided from student representatives, the Coordinator, Student Representative Council, is responsible for providing this report in aim to keep Council members up-to-date with affiliated and reaffiliated clubs and societies. Resolution: The Student Representative Council noted the Clubs and Societies Report: April – May 2016. 13 ITEMS FOR MEMBERS TO RAISE Nil items. 14 GENERAL DISCUSSION 14.1 DEVELOPMENT OF EXCURSION GUIDELINES Following discussion of the ski trip, it was suggested that excursion guidelines be established for Council Clubs and Societies.


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14.2 STUDENT REPRESENTATIVE COUNCIL ROADSHOW Ms Jana Paris, Coordinator, Student Representative Council and Ms Sharon Connor, Student Advocacy Officer, will be travelling to each of the CQUniversity campuses in the near future to discuss student advocacy and University clubs and societies. 14.3 CHAIR AND DEPUTY CHAIR VACANCY Mr Brown advised that this was his final meeting as Chair of the Committee, along with Mr Bird’s final meeting as Deputy Chair. The election process for the Chair and Deputy Chair will commence in the near future. 15 NEXT MEETING The next meeting of the Student Representative Council will be held on Tuesday, 19 July 2016 at CQUniversity Rockhampton, North. 16 CLOSURE The Chair declared the meeting closed at 1.42 pm. MR BENJAMIN BROWN Chair

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THE STUDENT REPRESENTATIVE COUNCIL OF CENTRAL QUEENSLAND UNIVERSITY Action Sheet – for 19 July 2016 meeting

Item Date Reference Action By Action Required Status

1 20/10/15

9/11/15

17/05/16

Council Promotional Video/promotional material

Council members and Coordinator, Student Representative Council Ms Tenille Da Rin Perette

Promotional video/s to be filmed in Mackay in August 2016. Work on ideas for developing a Council Promotional Video and material. Liaise with Associate Vice-Chancellors for advice and input in addition to sourcing creative students with videography skills.

Ms Paris has liaised with the Marketing Directorate and Student Experience Directorate. Marketing indicated support for an animated video and will send through quotes for this item.

Cost effective and student engaging proposal submitted for consideration. Promotional video/s to be filmed in Mackay in August 2016.

This item is in progress.

STUDENT FOCUS GROUP OUTCOMES

Meeting Date: 19 July 2016 Submitted by: Mr Thomas Clarke Self-Service Lead, StudentOne for Higher Education Project

Action required: For noting

Strategic Plan Alignment: Providing a Great Student Experience

Recommendation: That Student Representative Council note the outcome of the Student Focus Groups conducted and the changes made to MyCentre as a result. Issue: StudentOne will significantly change the way students enrol at CQUniversity. It is therefore critical that as part of its implementation students are consulted regarding the user interface and design of the system. Background: An initial round of focus groups was held in late April with students of CQUniversity and local schools to get early student feedback on the application and study planning processes. 24 actions for TechnologyOne have been identified as a result of the initial focus groups. The majority of these items have now been resolved, including all issues identified as Critical or High priority, so further focus groups will be conducted in July to gauge students’ response to the system with usability changes. The attached document details the findings from the focus groups and the changes that have been made to improve the student experience when applying, planning study and enrolling. Rationale: A better student experience will be achieved by consulting directly with students on the implementation of the student-facing part of the system. Consultation: • July 11 – Focus group with CQUniversity students from the last groups • July 12 – Focus group with new set of CQUniversity students • July 18 – Focus group with school students from last group • July 19 – Focus group with new set of school students • July 29 – Focus group with International students on Sydney campus. Conclusion: To conclude, although the feedback from students at the focus group was largely positive about the new system, there were a lot of potential improvements identified to improve the student experience when using the system. Now that these improvements have been made to the system, final focus group testing is to occur to confirm that the changes have improved the student experience when using the system and allowed for an intuitive application and enrolment experience. Attachment: • Student MyCentre Focus Groups Results. Communication of Outcomes: Student Representative Council.


STUDENTONE FOR HIGHER EDUCATION PROJECT

STUDENT FOCUS GROUP OUTCOMES

TABLE OF CONTENTS 1.0 Executive Summary .......................................................................................................................................... 2

2.0 Overview ........................................................................................................................................................... 3

3.0 Approach .......................................................................................................................................................... 3

3.1 Overview ....................................................................................................................................................... 3 3.2 Student Breakdown ...................................................................................................................................... 3

4.0 Findings ............................................................................................................................................................. 4

4.1 StudentOne Enhanced Admissions ............................................................................................................... 5 4.1.1 Student Feedback .................................................................................................................................. 5 4.1.2 Issues Identified ..................................................................................................................................... 5

4.2 StudentOne My Study ................................................................................................................................... 6 4.2.1 Student Feedback .................................................................................................................................. 6 4.2.2 Issues Identified ..................................................................................................................................... 7

4.3 StudentOne My Details ................................................................................................................................. 8 4.3.1 Student Feedback .................................................................................................................................. 8 4.3.2 Issues Identified ..................................................................................................................................... 8

4.4 MyCentre Theme .......................................................................................................................................... 9 4.4.1 Student Feedback .................................................................................................................................. 9

4.5 CQU Handbook ........................................................................................................................................... 10 4.5.1 Student Feedback ................................................................................................................................ 10 4.5.2 Issues Identified ................................................................................................................................... 10

5.0 TechnologyOne Response .............................................................................................................................. 11

5.1 Overview ..................................................................................................................................................... 11 5.2 Actions ........................................................................................................................................................ 12

6.0 CQUniversity Response ................................................................................................................................... 19

6.1 Documentation ........................................................................................................................................... 19 6.2 Term 2 Structures ....................................................................................................................................... 19

7.0 Further Focus Groups ..................................................................................................................................... 19

8.0 Change Control ............................................................................................................................................... 20

Student Focus Group Outcomes

Information Technology Directorate, CQUniversity. © 2010

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1.0 EXECUTIVE SUMMARY Student Focus Groups were conducted by the StudentOne Project with current Year 12 and University students using the new MyCentre (CiAnywhere) environment in order to test how intuitive these groups found the system, identify changes that can be made to the system to make it easier to use, and identify areas in which documentation and front-line staff training must be focused in order to assist students after go-live.

The focus groups were conducted with small groups of 6-9 students, with one analyst from CQU allocated to observe every two students. Two staff from Student Management R&D at TechnologyOne were also present at the focus groups. Students were given minimal instruction on how to use the system, and asked to attempt to perform each step in the process without help. Students were only assisted if it was clear they would not be able to advance without further direction. Students were surveyed both verbally and through an online questionnaire after testing each module to ensure there were lots of opportunities to give feedback about the system.

Any issues observed during the focus group were identified as either ‘critical’ (would stop a student or applicant from proceeding further or result in a call to helpdesk) or ‘non-critical’ (would not stop a student or applicant from proceeding further but may result in momentary confusion).

The students first made an application in order to test the Enhanced Admissions functionality. Being the most mature part of the product suite, students were largely able to process applications without difficulty, and feedback received both verbally and through the online questionnaire was largely positive. In total, 3 bugs, 1 critical interface design issue and 9 non-critical interface design issues were identified within the Enhanced Admissions module.

Secondly, the students completed elective and major selection (if applicable to the chosen course) as well as enrolment through the My Study module. Students did face some difficulty using this area of the system, some of this due to the students’, in many cases, unfamiliarity with the course they had applied for, some of it due to difficulty using the system itself. Student feedback on this area of the system was neutral-negative, although all current University students said they preferred the new interface to the current CQUcentral. In total, 5 bugs, 4 critical interface design issues and 5 non-critical interface design issues were identified in the My Study module.

Finally, the students were asked to update their contact details using the My Details module. All students were able to complete this task without assistance, and due to its simplicity feedback around the My Details module was strongly positive. One bug, and one non-critical interface design issue, were identified in the My Details tile.

After the focus groups, CQU and TechnologyOne staff debriefed to document and prioritise the issues identified during the focus groups. TechnologyOne have advised that they will be fixing all critical issues, and a majority of the non-critical issues, in time for the June release of CiAnywhere Self-Service and Enhanced Admissions. A small number of the non-critical issues will require a fix in TechnologyOne’s CiAnywhere platform itself rather than the Student Management product and as such may be fixed beyond the June release.

The CQUniversity project team also used the focus groups as an opportunity to determine what documentation must be provided in communications to students such as offer letters. It was also identified that students submitting an application for Term 2 had a high level of difficulty using a structure optimized for Term 1. It is therefore recommended that CQU configure course templates specifically for the Term 2 intake. It is noted that this will cause a significant additional workload in terms of ongoing maintenance from the business.

Further focus groups will be conducted in July after the June release of CiAnywhere is implemented by CQU. These focus groups will be conducted with both the students previously surveyed and new groups of students in order to test both the changes made to existing functionality and new functionality being delivered in June.



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2.0 OVERVIEW Student Focus Groups were recently conducted by the StudentOne Project Team to test the Student Admission, Study Planning and My Details functionality within TechnologyOne’s Enhanced Admissions and Student Portal products (branded by CQUni as MyCentre). This will allow changes to be made to the software in advance of go-live to further improve usability of the system for applicants and students. CQUniversity will be going live with the June release of self-service in October and it is imperative that all bugs and critical usability issues are fixed in this release.

The focus groups included both current university students with experience using CQUcentral and potential future students attending Year 12 at Rockhampton schools.

Key TechnologyOne staff were also present at the focus groups to observe students’ interactions with the system first-hand and note key product changes required.

3.0 APPROACH

3.1 OVERVIEW The focus groups were conducted in a training room with small groups of 6-9 students, with one analyst paired with every two students to enable close observation and students to give direct feedback as they interacted with the system. Two groups were held with Y12 students, and two groups with current university students, to see how both groups interacted with the system.

Students were given as little introduction to the system as possible, in order to observe how intuitive the system is to those who have read no instruction. This also gives the project team the opportunity to observe at what steps in the process students struggled, and therefore where any help documentation provided along with the system needs to be focused.

Students were asked to attempt to complete all processing in the system without help as much as possible, and to note down any parts of the process that they found difficult. Students were only assisted with the process after being stuck on a step for a long period of time, and any occasion where a student was assisted was recorded.

Students gave verbal feedback during and after completing each process in the system, and also completed detailed online evaluation sheets after each process.

3.2 STUDENT BREAKDOWN Students from the following Programs offered at CQU were represented in the focus groups – both school-leaver and mature-age students were represented at the focus groups.

Program No. of Students

Bachelor of Nursing 1

Bachelor of Business/Accounting 1

Bachelor of Accounting 2



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Bachelor of Business 1

Bachelor of Accident Forensics 1

Bachelor of Education 1

Bachelor of Law 1

Bachelor of Law/Accounting 1

Bachelor of Professional Communication 1

Bachelor of Education (Primary) 1

Bachelor of Education (Early Childhood) 1

4.0 FINDINGS A summary of the findings from each area of the system is detailed below. Issues identified during the focus groups were classified as either ‘critical’ (would stop a student or applicant from proceeding further or result in a call to helpdesk) or ‘non-critical’ (would not stop a student or applicant from proceeding further but may result in momentary confusion).



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4.1 STUDENTONE ENHANCED ADMISSIONS Enhanced Admissions is the most mature part of the CiAnywhere Self-Service product suite, and this was reflected in the student feedback, as well as the minimal number of issues found.

4.1.1 STUDENT FEEDBACK Student feedback around the Enhanced Admissions product, both verbally during the session, and through the online evaluation sheets, was largely positive. Below are two graphs detailing the response of Year 12 and University students to the question ‘Overall, what was your experience using MyCentre Applications?’, which was asked at the end of a survey with a number of more specific free-response questions around the applications module.

FIGURE 4.1.1.1: YEAR 12 STUDENTS

FIGURE 4.1.1.2: UNIVERSITY STUDENTS

4.1.2 ISSUES IDENTIFIED In total, 3 bugs, 1 critical interface design issue and 9 non-critical interface design issues were identified within the Enhanced Admissions module during the focus groups.



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4.2 STUDENTONE MY STUDY My Study is part of the new-release self-service functionality from TechnologyOne, and contains the most complex processing a student would perform themselves as part of their study at CQU. Both of these points were strongly reflected in the ability of students to use the system without assistance, the student feedback given both verbally and through the online evaluation form, and in the number of critical issues found.

4.2.1 STUDENT FEEDBACK Students experienced some difficulty using the My Study module during the focus groups, and required a significant amount of assistance with completing their study planning tasks.

This was due to three main factors – the fact that the students were being asked to perform a complex task on-the-spot with, in some cases, limited knowledge of the course they had applied for, the fact that the software is ‘new-release’ and has not yet had its usability thoroughly tested by an institution, and the fact that the students were provided with no documentation on the system, as per the design of the focus groups.

Student feedback on the My Study module, both verbally and through the evaluation form, was therefore neutral-negative, although several participants said that with a few changes, they believed the software could be made much more intuitive and user-friendly. All current University students also stated that they believed the software was more user-friendly than the existing online enrolment functionality.

Below are two graphs detailing the response of Year 12 and University students to the question ‘Overall, what was your experience using the Study Plan?’, which was asked at the end of a survey with a number of more specific free-response questions around the My Study module.

FIGURE 4.2.1.1: YEAR 12 STUDENTS

FIGURE 4.2.1.2: UNIVERSITY STUDENTS



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The next set of focus groups conducted will heavily focus on the reception of My Study by students after the usability issues identified have been fixed, and it is expected that there will be a greatly improved reception to the My Study tile after these issues are fixed.

4.2.2 ISSUES IDENTIFIED In total, 5 bugs, 4 critical interface design issues and 5 non-critical interface design issues were identified within the My Study module.

It was also identified that students had a significant degree of difficulty understanding a structure optimized for a Term 1 start. Although Term 1 is the largest intake each year, there are also a significant number of students who start in Term 2 (as was simulated in the focus groups), and this could cause an issue with the experience these students receive upon accepting their offer and beginning the study planning process.



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4.3 STUDENTONE MY DETAILS Although My Details is also part of the new-release functionality from TechOne, the functionality performed within this tab by a student to update their basic contact information is quite simple, and already contains usability improvements upon the old Ci product. The ability of students to use this functionality, and the feedback received around the My Details module, strongly reflected this simplicity.

4.3.1 STUDENT FEEDBACK Student feedback around the My Details tile was very positive – no students were stuck on this tile to a point where they required staff assistance to proceed.

Students also provided a strongly positive response to questions about usability of the My Details tile in the online feedback form.

FIGURE 4.3.1.1 YEAR 12 STUDENTS

FIGURE 4.3.1.2 UNIVERSITY STUDENTS

4.3.2 ISSUES IDENTIFIED One bug, and one non-critical interface design issue, were identified during testing of the My Details tile.



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4.4 MYCENTRE THEME After the focus group had concluded, students were also asked about the theme that has been constructed by CQU for MyCentre.

4.4.1 STUDENT FEEDBACK The response to the theme by students was strongly positive, and all students verbally indicated they felt comfortable with the colours and imagery chosen for the MyCentre theme.

FIGURE 4.4.1.1 YEAR 12 STUDENTS

FIGURE 4.4.1.2 UNIVERSITY STUDENTS



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4.5 CQU HANDBOOK A small number of pages in the CQU handbook were used as part of the application process, and some software changes required as part of the new Application process in October were identified through observing students using the Handbook.

4.5.1 STUDENT FEEDBACK Student feedback around the handbook was received primarily verbally, and through direct observation of students, as the Handbook was not a primary focus of the groups. It was observed that students had some difficulty finding the search bar on the main screen of the Handbook.

The apply now button was also identified as something that needed to be modified from its current state as a link to the website page where students can download application forms to a search page for courses allowing students to directly link into the Applications system.

4.5.2 ISSUES IDENTIFIED In total, one critical and 2 non-critical interface design issues were identified within the Handbook during the focus groups. These improvements have been passed on to the Handbook team.



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5.0 TECHNOLOGYONE RESPONSE

5.1 OVERVIEW Staff from Student Management Research and Development at TechnologyOne were present at three of the four focus groups and recorded their own notes on the students’ use of the system and response to questions. After the focus groups had concluded, the CQU and T1 staff had a joint debrief and compared findings to confirm that there was a shared understanding of the issues gathered and the priority assigned to each issue.

Student Management R&D have confirmed that they will fix all identified bugs, and make changes to resolve all usability issues classified as critical, by the June release of CiAnywhere Self-Service and Enhanced Admissions. They have also advised that they will be resolving the majority of the non-critical usability issues in the June release, with the exceptions being those that require input from their Platform team, which will be resolved in a subsequent release.

The R&D team and CQU are now tracking the resolution of these issues and CQU’s project team will be testing in TechnologyOne’s hosted environment as the issues are resolved to ensure the functions are tested by CQU even before their release.

5.2 ACTIONS The following actions have currently been agreed between TechnologyOne and CQU to resolve the issues identified at the focus groups.

Item No

Priority Subsystem Type Description Explanation Status

1 Critical Enhanced Admissions

Interface Design

Redesign Student Application screen to feature a ‘wizard’ pattern

Students in the focus groups had some difficulty knowing ‘what to do next’ on the application screen. One critical aspect identified was the fact that students could not find the submit button after completing their application. Implementation of a ‘wizard’ pattern for the design of the application screen will ensure students are clear on what they need to do next and can easily find all screen items they need to process their application

Completed

2 Critical Study Planner

Interface Design

Allow a paragraph of configurable help text at the top of study planning screens

Students using the Study Planner for the first time were moderately confused about where they needed to go to perform certain functions – selection, enrolment etc. This change will allow some configurable help text on the top of each screen to assist students performing these actions. The first Study Plan screen would have information on what tasks the Manage My Course and Plan and Enrol screens are to be used for, while the individual paragraphs on each screen would give information on what functions are performed within each screen.

Completed



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Interface Design

Change ‘select’ function to ‘Move term’ and change ‘Enrol’ function to be the screen where availability selection is performed

Some students were confused about the difference between ‘selection’ of an availability, which for CQU refers to Distance/Mixed Mode/Internal and enrolment itself. Additionally, some students were unaware that they could change units between terms by clicking and dragging. This change will mean Enrolment and Selection are performed as one step, alleviating the first issue, and give students who are unaware of the drag option the ability to change availabilities through a click button.

As students will be given a specific message when enrolling when there are no availabilities, this also alleviates the issue that students were having with the Select Availabilities screen giving a ‘No results found’ message

Completed


Interface Design

Display a ‘Show all’ piece of text rather than a symbol on Availability selection screen

Some students were unaware of the functionality of the Clear button on the availability selection screen as it was a symbol rather than a clear piece of text describing what the button did. This change will mean the button clearly describes what the functionality does so students can easily use it.

Redesign of Study Planner screen has resolved this issue as the button no longer exists


Interface Design

Show a clear warning on a unit itself when a student attempts to move it into a term in which it is not offered

Students in the focus groups had difficulty identifying when they had raised an error message by moving a unit into a term. This change will ensure students are fully aware when they raise warnings

Completed



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(i.e. move a unit into a term when it’s not offered there)


Bug Fix bug where unit availabilities are not released when units are moved between terms

Units are sometimes not releasing their old availability when moving between terms. This sometimes results in a duplication of units on the Study Planner (but not in the Database). This is a bug which will be fixed

Completed


Bug Fix issue where clearing availability search twice results in a database timeout

Clicking the ‘clear’ button twice in the Availability Search screen results in a database timeout error for the student. This issue must be fixed to ensure students don’t see errors

Redesign of Study Planner screen has resolved this issue as the Availability Search is no longer requred

8 Critical Enhanced Admissions

Bug Fix issue where application requirements do not save correctly upon tab exit

If Application Requirements are saved by exiting the tab (rather than using the 'Save' button), the requirements save, but the system does not perform its check to make the submit button appear. This means that if the student clicks out of the last application requirement, they are unable to submit their application even though they should be able to do so

Redesign of Application Wizard screen has resolved this issue as there is no way to exit the requirements without performing the check


Bug Sync between Ci and MyCentre Study Plans

Complex structured items such as sub-structures often look different in the database when added in the Ci vs in MyCentre. This can cause undefined behaviour when manipulating a Study Plan that was changed in Ci in MyCentre and vice versa. This will be extensively tested and fixed by TechOne

Completed



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10 High Enhanced Admissions

Interface Design

Move respond to offer button to be located directly on application enquiry screen

Students had extra clicks to go into the screen to accept their offer. This change will mean students with only one offer for their application (almost always the case at CQU) will directly link into the offer when they click the Respond button on their application

11 High Study Planner

Interface Design

Satisfied and Unsatisfied prerequisite headings should display regardless of whether there is data available underneath these headings, with a message indicating 'There are no (satisfied/unsatisfied) prerequisites for this unit'

Students sometimes didn’t know where to look to identify pre-requisites for units. This change will ensure unit data is displayed consistently in the ‘natural view’ screen so that students looking at earlier units know that pre-requisites are available when they come back later.

Completed

12 High Study Planner

Interface Design

When a pre-requisite error appears after attempting to enrol into a unit, the error should list the pre-requisites that are triggering the error

This change is so that students can more easily be made aware of what pre-requisites exist for a unit that they need to complete before enrolling

Completed


Interface Design

Review and Submit screen says 'Incomplete' as the status of the application even when it is ready for submission. Either have 'Incomplete' and 'Ready for Submission' or change the status to something like 'unsubmitted'

This change will work in tandem with the new ‘Wizard’ pattern so that students are more easily aware of when they can submit an application

Completed


Bug Implement ‘page refresh’ after the student links into Enhanced Admissions via a deep link

Clicking the Back button after deep linking in results in the creation of extra applications for the student,

Completed



Page 16 of 20

which could result in confusion. This change will prevent that from occurring


Interface Design

Select Courses button in Step 1 of the Application should grey out when student has selected the maximum number of courses, displaying a message that a course will need to be removed before the student can continue

Students were sometimes confused by the Select Courses button being available when they had already selected the maximum number of courses for their application. This change will prevent this confusion

No longer applicable due to redesign of application process – there is now clear help text to advise the student that they have selected the maximum courses

16 High My Details Bug Fix check for Preferred SMS number to ensure an error is not triggered if student already has a preferred voice phone

The system appears to be checking that a student doesn’t already have a preferred voice phone when setting a preferred SMS phone. This should be modified to ensure that the phone type check is done correctly.

Completed

17 Medium Enhanced Admissions

Interface Design

Change dropdown fields to say ‘start typing or select below’ rather than having no prompt

Some students were unaware they could start typing to search a dropdown list, so scrolled through the whole list to find their item. This would clearly articulate to students that they can type part of the selection to more quickly filter the list

Requires platform change – in progress

18 Medium Study Plan Interface Design

Each term should have the Last Day to Enrol in the heading as well as the term dates

This will ensure students are aware of the last day to enrol of each term, and also why they are unable to enrol online if they have passed that date for a term

In progress

19 Medium Study Plan Bug Fix issue where Elective/specialisation lists scroll to the top when the ‘add’

Students found it to be slightly annoying that lists scrolled to the top when an item on them was clicked – this will fix that problem

Requires platform change – in progress



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button is clicked beside one of the items on the list


Bug Fix issue where Enhanced Admissions scrolls to the top when clicking Add button beside criteria

When adding more criteria by clicking '+ Add' in Step 3 'Educational Background' it auto scrolls to the top of the pane window if an item at the top of the form is selected. This is an inconvenience for applicants adding criteria at the bottom of the form

Completed


Interface Design

Redesign Availability Selection page to be clearer

Students were sometimes confused about the difference between availabilities in the selection screen and had to take time reading them to know the difference. TechOne are going to look at the design of this screen to see if we can make it clearer.

Completed

22 Medium Study Plan Functional Add functionality to allow students to ‘clear’ a study plan and put all units in unscheduled column

This would make it a little easier for part-time students who want to ‘clear everything’ and have a study plan with everything marked as ‘unscheduled’

In progress

23 Low Timetabling Functional More specific start times available from Timetabling screen rather than ‘earlier’ or ‘later’

A student requested more specific options for their start time rather than just ‘Earlier’ or ‘Later’ in the timetabling preferences screen. T1 have advised they will be making adjustments to this screen to allow for more flexibility in preferences.

Will occur when timetabling work is completed

24 Low Enhanced Admissions

Functional Provide a warning to students 18 years and under not to use their school email address when they sign up

The majority of school-age applicants come through a TAC. However, there are some applicants that come directly because they have done SUN while at school. Occasionally both sets of applicants use a school email address that they no longer have access to after completing Year 12. While the bulk of the applications come through TACs and as such

Completed



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cannot be resolved by CQU, for our direct applicants the initial Application screen can be changed for those of a certain age range to warn them not to use their school email address to apply.

6.0 CQUNIVERSITY RESPONSE

6.1 DOCUMENTATION Although the majority of the issues found can be resolved through increased intuitiveness in the software, there is also merit in providing a small amount of documentation to new students with a short overview of how to use the system. This documentation could be included with offer letters sent to students and will be tailored to resolve any difficult aspects of the system that were identified during the focus groups.

Draft copies of this documentation will be produced in time for the next round of focus groups and further refined based on feedback received at these groups.

6.2 TERM 2 STRUCTURES During the focus groups, it was observed that students beginning their course in Term 2 had difficulty understanding a structure that had been set up with units recommended for Term 1. As there is a significant intake for Term 2, it is recommended that templates be configured for students admitting into Term 2 availabilities with recommendations specific to each intake.

This will, however, require a significant increase in the amount of work to be performed by the business unit managing curriculum in the system after go-live, as recommended years and terms in structures will need to be replicated for Term 2 each year, however the improvement this offers to the student experience is significant.

7.0 FURTHER FOCUS GROUPS Further focus groups will be held in July, after the next release from TechnologyOne, to confirm that the changes made have resolved usability issues with the product, to test new functionality being shipped in June (e.g. eCAF forms and Student Tasks) and to test the usability of functionality that is being developed for October by CQU (e.g. Graduations module).

These groups will be held both with the original groups of students (all of whom indicated they would like to participate in further focus groups), to gauge their feeling as to how the system has improved, and with new groups of students to again observe the intuitiveness of the system with those who have not used it before.



Page 20 of 20

8.0 CHANGE CONTROL Date Nature of Amendment Name 02-05-2016 Document Creation Thomas Clarke 16-05-2016 Amend document to include actions register and details

of which schools students were from Thomas Clarke

AUSTRALASIAN CONFERENCE OF UNDERGRADUATE RESEARCH 2016

Meeting Date: 19 July 2016 Submitted by: Ms Donna Bradford LEAP Research Centre

Action required: For discussion


Recommendation: That Student Representative Council to discuss and ask for nomination from students to be members of the organising committee for the Australasian Conference of Undergraduate Research (ACUR) 2016. Issue: Currently there are no students on the organising committee for the Australasian Conference of Undergraduate Research (ACUR) 2016. There needs to be student representation on the organising committee and student involvement in the running of the conference because it is a student event. Background: ACUR is held each year in different universities on an ongoing basis. This year it will be the fifth conference and it will be hosted by CQUniversity Australia on the Rockhampton North Campus in Rockhampton, Queensland. This is a major conference event for Undergraduate Research, a coup for CQUniversity and a LEAP Research Centre project. This conference will include spoken presentations by undergraduate, Master of Research (1st year only) and graduated 2015 Honours students from all disciples and from across Australasia. An organising committee has been formed to manage and coordinate the conference. We are wanting students to nominate to be on this committee. Rationale: ACUR is a student event and we are seeking student representation on the committee. By becoming members of the Committee, students will gain valuable professional development skills and play an active part in creating a greater student experience. Consultation: • Ms Jana Paris, Coordinator, Student Representative Council • Professor Denise Wood, Director, LEAP Research Centre and Chair of the ACUR 2016 Organising Committee. Conclusion: We are seeking nominations from students to be members of the organising committee for the ACUR 2016. Attachment: • ACUR host proposal • ACUR Letter to Chair • ACUR Promotional PowerPoint. Communication of Outcomes: • Professor Denise Wood • Ms Donna Bradford.


Proposal to host an Australasian Conference of Undergraduate Research

Institution

Central Queensland University

Proposer’s name; Professor Denise Wood Contact details [email protected] (0413648260) Proposed conference dates 27th – 28th October 2016 Anticipated delegate fee $75 Proposal The conference will be hosted at Central Queensland University’s Rockhampton North campus in tropical Queensland, which is conveniently located within easy reach of public transport and surrounding affordable accommodation. The campus has a sport centre and student accommodation as well as a cafeteria, coffee shop, library and computer pools. We have reserved the lecture facilities and on-campus accommodation for the proposed conference dates (during the term break) of the 27th and 28th October, 2016. These lecture rooms include the main lecture theatre which has capacity for 400 delegates and 5 smaller lecture theatres for parallel sessions (capacity varies from 100—to 200 seats). We have also reserved 185 rooms in the student accommodation facilities on campus from the evening of the 26th October until 28th October. Each room has a bed, desk, fan and access to shared toilets/showers. The cost per room inclusive of breakfast and dinner is $72.50 (if students want dinner on the night they arrive) and $60 inclusive of breakfast only which they would need on the 27th since we are hosting the conference dinner that night. If students wish to stay over the weekend to go sight-seeing the cost per night would be $88 per night inclusive of three meals. The conference dinner will be held in the University’s sport centre with catering provided by Central Queensland University hospitality students. Central Queensland University will use this conference as an important opportunity to promote undergraduate research to our own students and will also expose our academic staff to examples of undergraduate research, which we hope will further promote the benefits of embedding research in the undergraduate curriculum across the Schools. The event has the support of the Provost and Vice President, Professor Hilary Winchester. Professor Denise Wood will assume responsibility for liaising with the ACUR conference committee, organising peer review of abstracts, promotion of the event and the successful management of the conference overall with the assistance of administration staff of the university.

mailto:[email protected]

ACUR Steering Group June 2014

Criteria The host institution which will be a university or other higher or tertiary education institute will offer a conference which:

1. is open to all undergraduate and Honours students and recent graduates including Honours students (within 12 months of graduation) to present research conducted during or before undergraduate studies including extra-curricular research;

2. adopts an inclusive approach to undergraduate research which encourages participation from all disciplines, all levels of study and all types of higher and tertiary education institutions;

3. involves an academic peer review process for abstracts which allows students to resubmit where appropriate;

4. is primarily a face to face conference, but may include virtual conference elements (e.g. electronic networking, webinars, Skype discussions);

5. offers a range of conventional and unconventional opportunities for students to disseminate research (for example, through posters, oral presentations, workshops, performances etc.);

6. is cost-effective to ensure that the conference fee for student delegates is affordable; 7. has a social program to give students the opportunity to mix and debate outside of the

formal presentations; 8. involves undergraduate students in the running of the conference; 9. includes a session or sessions for attending staff members including the ACUR Steering

Group to discuss the implementation and management of undergraduate research.

The host institution will:

1. create an internal conference organising committee and take responsibility for the front-line management of the conference;

2. fully underwrite the conference and take full responsibility for the administration and financial management of the conference; administration and use of fees;

3. retain any profit arising from the conference with the expectation that this will be used to further undergraduate research;

4. meet any losses incurred; 5. take legal responsibility for all risk management issues associated with the conference,

including insurance and security, IP issues/ creative commons etc.; 6. set the fees to be charged to delegates in collaboration with the ACUR Steering Group; 7. maintain the focus on students, based on ACUR guidelines; 8. use the ACUR logo and advertise the ACUR website in all publicity relating to the event; 9. keep the ACUR steering group updated about the progress of conference organisation; 10. include one external member of the ACUR steering group on the organising committee in

order to maintain contact; 11. encourage academics to send students to present and participate; 12. identify and advertise low cost accommodation options including staying with local students

including graduate students, and/or local colleges of residence, hotels etc.; 13. evaluate the conference and report to the ACUR Steering Group; 14. Adhere to ACUR conference criteria;

ACUR Steering Group June 2014

15. Invite hosts of the following year’s conference to have a dialogue and a discussion, and give a brief invitation to delegates at the final conference session in order to stimulate excitement and ensure a sense of continuation.

ACUR will: 1. decide on the hosts and venue for the annual conference; 2. permit the conference to be branded as the official Australasian Conference of

Undergraduate Research and use its logos and website; 3. make no claim on any profits arising from the conference itself; 4. undertake to lobby for funding for student delegates; 5. undertake to ensure a breadth of representation across the higher and tertiary education

sector on the steering group; 6. advertise the conference through the acur.org.au website and through social media; 7. provide practical help to conference organisers as requested such as documentation,

spreadsheets, pro-formas, publicity etc.

14 December 2015 Professor Angela Brew Chair ACUR Learning and Teaching Centre Macquarie University (C3B NSW 2109) Dear Professor Brew I am very pleased to accept the offer of hosting the Australasian Conference of Undergraduate Research in 2016 on behalf of Central Queensland University. ACUR will be held at the University’s Rockhampton North campus on the 27th and 28th October, 2015. I confirm that Central Queensland University will:

1. Fully underwrite the conference and take full responsibility for the administration and

financial management of the conference; including the administration and use of fees;

2. Retain any profit arising from the conference with the expectation that this will be used

to further undergraduate research;

3. Meet any losses incurred;

4. Take legal responsibility for all risk management issues associated with the conference

including insurance and security, IP issues/creative commons etc.

Yours sincerely

Professor Hilary Winchester Provost

From the Office of Professor Hilary Winchester M.A., D.Phil. (Oxon), FAICD Provost Higher Education Division Telephone: 07 4930 6731 Email: [email protected] Internet: http://www.cqu.edu.au


http://www.cqu.edu.au/

Australasian Conference of Undergraduate Research (ACUR) 2016

• Website: http://www.acur.org.au/• Venue: CQUniversity Rockhampton North Campus, Bruce Highway,

North Rockhampton, 4702• Dates: Thursday 27th & Friday 28th October 2016• Submission: Undergraduate, 2015/16 Honours & Master of Research

(1st year only) students are invited to submit an abstract (300 words) or paper (4,000 words) by 5 pm (EST) on 15st July 2016

• Hosted by: The Centre for Regional Advancement, Learning, Equity Access and Participation (LEAP), School of Education and the Arts, CQUniversity

http://www.acur.org.au/

AUSTRALIAN STUDENT LEADERSHIP ASSOCIATION

Meeting Date: 19 July 2016 Submitted by: Ms Jenny Roberts Deputy Vice-Chancellor Student Experience and Governance



Recommendation: That Student Representative Council discuss possible participation in the Australian Student Leadership Association Conference. Issue: The Students 4 Students (S4S) National Leadership Conference aims to inspire students to pursue their dreams, goals and aspirations, and face the issues of today with the courage to make a change. The National Student Leadership Conference is held 24-25 September 2016 in New South Wales. Background: In its tenth year, we are aiming to motivate and upskill 200 incredible young leaders from across the country, provide them with world class leadership education, and showcase the best that the Illawarra and Wollongong region has to offer. Rationale: The Student Representative Council (SRC) offers professional development skills throughout membership. Delegate attendance at this conference allows you access to keynotes, workshops and activities based around leadership passion and purpose. The conference also includes a prestigious Gala Evening which allows delegates the opportunity to network amongst themselves and local business leaders. Consultation: • Ms Jana Paris, Coordinator, Student Representative Council. Conclusion: The SRC is to discuss and decide if support is granted for student representation at this annual conference. Attachment: • National Leadership Conference. Communication of Outcomes: • Ms Jana Paris, Coordinator, Student Representative Council.


What is the Conference? The Students 4 Students (S4S) National Leadership Conference aims to inspire students to pursue their dreams, goals and aspirations, and face the issues of today with the courage to make a change. In its tenth year, we are aiming to motivate and upskill 200 incredible young leaders from across the country, provide them with world class leadership education, and showcase the best that the Illawarra and Wollongong region has to offer.

Discover: Unleashing your potential The theme of the 2016 S4S Conference is Discover. Identifying your passion and discovering your talents and how you translate that to your work is vital to all aspects of leadership. Over the two days, delegates will have access to keynotes, workshops and activities all based around passion and purpose. The Conference concludes with our prestigious Gala Evening, a cocktail event held at the University’s Innovation Campus, which gives our delegates the opportunity to network amongst themselves and local business leaders.

The S4S Difference The S4S Conference is unique because it is run by current university students. The 2015 conference team have been involved in all aspects of the conference, from workshop and keynote speaker selection, to marketing and external relations, as well as the prestigious Gala Networking Evening. This means that the experience the students receive is the experience that students want.

RESPECT. NOW. ALWAYS CAMPAIGN AT CQUNIVERSITY

Meeting Date: 19 July 2016 Submitted by: Ms Lara Carton Associate Vice-Chancellor (Victoria region)



Recommendation: That the Student Representative Council make note of the Respect. Now. Always (RNA) campaign, initiated by Universities Australia (UA) to raise awareness of sexual harassment and sexual assault on university campuses, and provide a recommendation to the working party on future activities that would benefit student awareness of the campaign. Issue: CQUniversity launched the Respect. Now. Always. campaign in time for term 2 orientation on 7 July. The initial campaign included the following:

• An email from the Vice-Chancellor to all staff and students outlining the University’s commitment to providing safe campuses

• A brief introduction to the program by Associate Vice-Chancellors as part of the orientation welcome • A dedicated web page at www.cqu.edu.au/respectnowalways providing details on CQUniversity’s

commitment to safe campuses; processes for responding to allegations of harassment and assault; links to CQUniversity counselling service and information on campus safety.

• Flyers and posters for distribution at campuses, with contact information for the CQUniversity counselling service.

Future activities will include mandatory training for all staff in how to respond to claims of sexual harassment. Background: The University would like to invite the Student Representative Council to be involved in the Respect. Now. Always campaign and to discuss what level of involvement the SRC would like to have. Information on the campaign can be found on the Universities Australia (UA) website: https://www.universitiesaustralia.edu.au/uni-participation-quality/students/Student-safety#.V32OYut9671 and the CQUniversity website: www.cqu.edu.au/Respectnowalways. Rationale: The campaign is important to the University to ensure that our campuses are places of safety and respect and that all students are aware of the channels for reporting issues and seeking support. The Respect. Now. Always. initiative seeks to raise awareness amongst university students and staff that sexual harassment and sexual assault are unacceptable and that CQUniversity provides clear pathways for support for those who disclose or report concerns. Consultation: This initiative has been coordinated across the University by:

• Ms Joanne Perry, Director Office of the Vice-Chancellor • Ms Jocelyn Sticklen, Manager Corporate Communications • Ms Melissa Misztal, Manager Student Life and Wellbeing • Ms Barbara Miller, Director People & Culture • Ms Lara Carton, Associate Vice-Chancellor (Victoria region).


http://www.cqu.edu.au/respectnowalways

https://www.universitiesaustralia.edu.au/uni-participation-quality/students/Student-safety%23.V32OYut9671

http://www.cqu.edu.au/Respectnowalways

Conclusion: The University invites the Student Representative Council to be involved in the Respect. Now. Always (RNA) campaign and to actively promote the campaign on their campus. Attachment: N/A. Communication of Outcomes: • Ms Joanne Perry, Director Office of the Vice-Chancellor • Ms Lara Carton, Associate Vice-Chancellor (Victoria region).

CQU ASPIRE - STUDENT LEADERSHIP CONFERENCE 2016

Meeting Date: 19 July 2016 Submitted by: Ms Tanya Rutherford Coordinator, Student Leadership Development



Recommendation: That Student Representative Council discuss the CQU Aspire - Student Leadership Conference 2016. Issue: That the Student Representative Council is provided with an update regarding the 2016 Student Leadership Program. This year’s conference will be held on CQUniversity Brisbane Campus from 31 October – 2 November 2016. Background: In its second year, the CQU Aspire - Student Leadership Conference 2016 aims at inspiring leadership through action: Be inspired and empowered to be the change that you wish to see in the world. This event is for current students only with numbers limited. For more information visit: https://www.cqu.edu.au/student-life/new-students/student-leadership. Rationale: To keep the Council informed about the Student Leadership Conference and to promote student attendance for this event among fellow students. Keynote speakers for this conference include:

• Nic Marchesi and Lucas Patchett – Creators of the Orange Sky Laundry and nominated 2016 Young Australians of the Year.

• Emma Kyle, Lauren Keleher and Alana McDonald – 2016 Engineers Without Borders project (India) • Tessa Benveniste and Elisha Vlaholias – 2015 Big Idea winners (Garden of Earthly Delight) • TBC (CQUni Alumnus). Consultation: • Ms Su Jensen, Executive Officer. Conclusion: Members of the Student Representative Council are encouraged to both attend and promote this event if possible. Attachment: • CQU Aspire – 2016 Student Leadership Conference Communication of Outcomes: • Ms Tanya Rutherford, Coordinator, Student Leadership Development.


CQU Aspire - 2016 STUDENT LEADERSHIP CONFERENCE

31 October to 2 November – Brisbane Campus

Apply now to have the chance to win a sponsorship* to attend this year’s Conference!

To apply:

1. “Tell us why you would like to attend this year’s Conference” 2. Use medium and format of your choice (Maximum 300 words, 2 MB or 1 minute) 3. Send your submission to [email protected] with:

a. Your name b. Your region (i.e. Closest campus) c. Student Number (must be a current student in Term 2) d. Preferred contact details

* sponsorship covers flights (from closest city) and accommodation

www.cqu.edu.au/studentleadership


EXAMINATION PAPERS

Meeting Date: 19 July 2016 Submitted by: Mr K Jaipaul Reddy, Higher Education Representative (Victoria Region)

Action required: For discussion Strategic Plan Alignment: Providing a Great Student Experience Recommendation: That Student Representative Council discuss examination papers on Moodle. Issue: Further discussion is required regarding accessing past examination papers via the Moodle platform. Background: In some universities, students who I know are getting there sample examination papers in week 11 and 12 and they have been provided mock tests in addition to being provided with their examination, they are also provided with examination answers. Rationale: In week 12 Students should have a pre-exam on basses of their past exam papers so that students can do their best in exams. Many of the students whom we meet and got feedbacks felt the same and as such I wish to raise this to the Council attention for further discussion. Consultation: • Course Directors • Mr Shivam Sagar, Postgraduate International Student Representative (Victoria Region) • Mr Sachin Limbachiya, Postgraduate International Student Representative (New South Wales Region). Conclusion: Keep a 3 hours practice test and once done ask the students to correct their own papers by providing the key which will help them know their mistakes. Attachment: N/A. Communication of Outcomes: • Monika Kansal Course Coordinator ACCT 27000,27001 • Shweta Agarwal, Lecturer School of Business and Law • Dr Anna Ann Sardesai Accounting course Coordinator.


ALUMNI PERSPECTIVE

Meeting Date: 19 July 2016 Submitted by: Mr Kazi Rezwanul Haque Sports and Recreation Officer

Action required: For discussion Strategic Plan Alignment: Providing a Great Student Experience Recommendation: That Student Representative Council discuss the alumni perspective on the Student Representative Council and member responsibilities. Issue: Alumni perspective on the Student Representative Council and possible suggestions for improvement. Background: Having started my Australian life as an international student, I have experienced the different dynamics of life. I have engaged myself in various activities and have shared my knowledge as a student mentor, friend a guide. Rationale: Know Thyself indicates not only knowing the inner-self but also to share and execute ideas through and within a proper existing channel. Consultation: I have shared the idea to my supervisor Jana Paris the Co-ordinator of SRC and discussed the possible outcomes from such actions. Conclusion: I request the Council look at this issue and the Student Representatives to be more open to the existing and new enrolled students. Attachment: N/A. Communication of Outcomes: • Student Representatives • Student Ambassadors • Student Mentors.


STUDENT IDENTITY SURVEY

Meeting Date: 19 July 2016 Submitted by: Ms Kelli Stidiford, Librarian Student Identity’ Action Learning Team



Recommendation: That the Student Representative Council promote and make available (via UCROO) a small survey to students. Issue: Do CQUniversity students identify with the university? Background: Our Action Learning Team has been tasked with investigating how students identify with the university. Rationale: Given the nature of the project, student feedback will be crucial to the project’s success. Consultation: • Ms Jana Paris, Coordinator, Student Representative Council. Conclusion: We hope that that the Student Representative Council will assist by promoting the student survey on UCROO. Attachment: N/A. Communication of Outcomes: • Ms Jessica Connelly, Action Learning Team member • Ms Dusty Schofield, Action Learning Team member • Mr Nigel Stacey, Action learning Team member • Ms Kelli Stidiford, Action learning Team member.


COMMUNICATION

Meeting Date: 19 July 2016 Submitted by: Mr Jesse Lord Gladstone Region Representative


Strategic Plan Alignment: Growing our Engagement and Reputation

Recommendation: That Student Representative Council discuss how the Student Representative Council communicates with the student body and amongst itself. Issue: Communication and engagement between Student Representative Council (SRC) members, and communication and engagement between SRC members and students. Background: Since joining the SRC I have not seen a clear means of communication between SRC members themselves and between students and the SRC. I feel that while there are tools being used such as emails and UCROO, they are extremely inefficient since they require a large amount of unnecessary effort and time to find certain discussions on both formats. This I feel is discouraging communication and discussion within the group. A similar issue arose while performing a small experiment for myself, I simply walked around the Gladstone Marina Campus and asked several students if they knew what the SRC was and what the SRC does. Unsurprisingly not a single person could answer either of those questions since I have had a similar experience with this Council. Once I explained to them what the SRC was they asked how they get in contact with us I could not give a definitive answer. Either I have not been shown how I must communicate with my fellow students effectively or a new system is required to highlight to the students of CQU that we are here to listen and help them with their studies, if we are not in constant communication with our student body how can we represent them? Rationale: For the internal communication between SRC members I think there is a rather quick fix that can be done to solve this issue. Something similar to a moodle discussion forum (example below) where the topic of discussion/ project and the member assigned to the project can clearly be seen, this allows for document sharing and discussion to be held within each forum post with easy access and without creating unnecessary clutter.


I am currently unaware of where student feedback can be seen and how we can interact with the student body and would like to see how other members have done this and to try spreading the awareness of the existence of the SRC to the student body. An effective method of communication between the student body and their local SRC member is vital to University life since it gives a voice to the needs of the student. I understand that there will not be a perfect system in place where every single query can be answered in a reasonable time frame, such as the campuses with a larger populous, but I feel some effort is better than none whether it be another moodle page for example. Consultation: • Gladstone Marina Campus students. Conclusion: Current internal SRC communication and communication between the student body and SRC is not effective and needs improvement. Internal SRC communication should be relatively easy, student body and SRC communication could be far more complex. Attachment: N/A. Communication of Outcomes: • Student Representative Council members.

SRC NEWSLETTER PROPOSAL

Meeting Date: 19 July 2016 Submitted by: Ms Jana Paris Coordinator, Student Representative Council



Recommendation: That Student Representative Council discuss taking the lead on developing a SRC Newsletter. Issue: Further attention is need in promoting the Student Representative Council to both staff and students. The idea of developing a SRC newsletter was raised and put forth to Council for further discussion. Background: The SRC appears to be lacking in achieve student engagement with feedback from staff and students suggesting that there is a vast amount of the CQUniversity population who remains unaware of the existence of Council. Rationale: A newsletter populated and edited by members of Council distributed may assist in raising awareness of Council function and services available similar to that developed by the Bundaberg Campus Life Committee. Consultation: • Ms Su Jensen, Executive Officer. Conclusion: Members of the Student Representative Council are encouraged to discuss this item further. Attachment: N/A. Communication of Outcomes: • Ms Su Jensen, Executive Officer.


CLUBS AND SOCIETIES REPORT: JUNE – JULY 2016

Meeting Date: 19 July 2016 Submitted by: Ms Jana Paris Coordinator, Student Representative Council

Action required: For noting Strategic Plan Alignment: Providing a Great Student Experience Recommendation: That Student Representative Council note the Clubs and Societies Report: June – July 2016. Issue: The Student Representative Council (SRC) is the administrator for CQUniversity affiliated student Clubs and Societies. Background: The SRC provides a virtual platform for clubs and societies through the ‘clubhouse’ located within the SRC portal page. In accordance with advice provided from student representatives, the Coordinator, Student Representative Council, is responsible for providing this report in aim to keep SRC members up-to-date with affiliated and re-affiliated clubs and societies. Rationale: This report provides SRC with an updated snapshot of clubs and societies and can be utilised by SRC members (in addition to the SRC portal page) to increase connectivity with clubs and societies. SRC members are strongly encouraged to establish relationships and network with local clubs and societies through providing further support, for example through attending planned activities and events. Consultation: • Student Representative Council members. Conclusion: This report has been added to the Reporting Schedule and is to be provided to the SRC on a bi-monthly basis. Attachment: • Clubs and Societies Report: June - July 2016. Communication of Outcomes: N/A.


CLUBS AND SOCIETIES REPORT: APRIL – MAY 2016

The following report provides the Student Representative Council with an update on CQUniversity affiliated and re-affiliated student clubs and societies.

Name Description

Engineering Undergraduates Society

The Engineering Undergraduates Society has for over a decade been improving the student life of its members.

The objectives of the society are:

• To represent the interests of engineering students, and the study ofEngineering in general at CQUniversity Australia.

• To foster and promote the educational, welfare and cultural life ofMembers.

• To cater for the social needs of members.• To expand and invest in assets to aid in the development of the society.• To develop the society sustainability; and• To build relations with corporate businesses to benefit the society and its

members.

Student Psychological Society

The SPS aims to provide a friendly social network for students and staff in the academic field of psychology. The main aim of the SPS is to bring an exciting socelement to the study of psychology at CQUni, and to facilitate much-needed support networks between students. This will be achieved by:

• Holding competitions for engagement.• Publishing regular newsletters.• Engaging on UCROO, Moodle, Facebook and on campus; and• Hosting on-campus events/regular meet-ups.

Uniqtive

Predominately a music and dance club, UNIQTIVE Aims to boost the confidence and motivation of students by giving them with a platform to celebrate their skills through various events and activities so they can share their talents with everyone proudly.

To help promote new clubs and societies that either are newly affiliated or have re-affiliated, the following image is published on the SRC Twitter Page:

CLUBS & SOCIETIES ON UCROO

EVENTS

MEMBERSHIP MANAGEMENT

FEATURES & SETUP

As the official CQUniversity student social network, UCROO can be an important tool in helping you to communicate with your fellow students. UCROO is a safe, monitored space for students to connect online.

UCROO has a Clubs & Societies section, specifically created to help you manage your club or society at CQUni. The purpose of this document is to outline some of the helpful features of Clubs & Societies and to help you establish a club on UCROO.

QUESTIONS? CONCERNS? EMAIL [email protected] FOR UCROO HELP OR SETUP.

Students can either join as a member or follow to stay updated on your club’s news.

Dedicated feeds for your members and a private committee feed to keep your key team updated.

Posting works the same as other groups on UCROO - easy to use.

The Clubs & Societies platform allows you to run events, receive payments online and manage electronic tickets, all for free.

Events appear in your club feed and send reminder emails to your members, as well as appearing in the ‘Upcoming Events’ box for members of your club when they log on to UCROO.

Other online platforms charge fees and cut into your event profits, but UCROO is integrated with CQUni systems and will allow you to create professional, electronically ticketed events for free. If you are charging admission to your events, UCROO will collect payments for you and send them to your club’s bank account. Simple, straightforward and all in one place!

Create ticketed events for your Club or Society

Your own page for club information, membership & more.

Simple admin to make your club easier to run.

UCROO’s Admin dashboard allows you to:• Add members simply and easily (useful at events or at O-Week)• Customise information that you keep about your members (their degree or campus)• Manage your membership (helpful for reporting and your AGM)• Manage your club’s finances (making your Treasurer’s job easier)• Integrate your membership and event payments directly with your club bank account

Using UCROO to manage your club or society at CQUni has never been easier. Keep all of your information in one place and use the system that nearly half of CQUni students are signed up to - that’s UCROO!

student representative council...2016/07/19 · the student representative council agreed on the...

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