AUBSU Course Rep Guide

The

COURSE REP

GUIDE 2019-20

Welcome!

Hey there Congratulations on being elected as a Course Rep! As a Course Rep you’ll be playing a big part in changing AUB for the better over the next academic year. You will be our eyes and ears on the ground, finding out what your fellow students love about their course and their campus, what they don’t like so much, and what they would like to see changed to make their time here even more awesome.

If this is your first time as a Course Rep, welcome to the crew! This handbook is here to answer your questions and help you make the most of your role.

If you have been a Course Rep before, welcome back! We hope you find this handbook useful for refreshing your knowledge so that you can continue making great stuff happen for your fellow students.

Don’t feel like you have to sit down and read this cover to cover (unless you want to - that’s cool too). Rather, dip in and out when you need to or use this guide as a reference point.

Contents

Page 1-2 Students’ Unions Page 3-4 Course Reps: The Basics Page 5-6 The Benefits: Level Up Page 7-8 The Feedback Loop Page 9-12 Important Meetings Page 13 Some final ti ps Page 14 Contacts

Students’ Unions

So what exactly is a Students’ Union?

A Students’ Union is a membership organization found in colleges and universities formed of and run by students.

Students’ Unions are democratic, meaning their leaders are elected by the members. You are automatically a member of your Students’ Union once you enrol at university.

Though linked to the University, Students’ Unions are run as entirely separate entities, this is to ensure they are unbiased and objective. Students’ Unions are often registered charities as they are run as non-profit organisations.

That’s all well and good... but what do they actually do?

Good question. Students’ Unions: • Represent the interest of students within the institution, locally and nationally • Ensure that students are aware of their own rights • Support students in participating in the opportunities offered by the University • Run campaigns about issues that matter to students, e.g. political, environmental • Provide development opportunities for students including: social events, clubs and societies, volunteering, training and extra-curricular opportunities.

• Ensure that representatives are elected fairly and democratically.

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Students’ Unions

Structure of the Students’ Union The SU has a special structure to ensure everything it does is democratic, legal and in line with its strategic aims. The diagram below shows the structure of AUBSU showing who is responsible for each strategic area. There are also staff members within AUBSU who support the day-to-day running of the SU and help to carry out all the plans that the elected officers want to implement.

Board of Trustees A mix of students and non-students who ensure the Students’ Union is upholding its Constitution and By-Laws.

Give strategic oversight to the Students’ Union.

Sabbatical Officers Voted in to represent the voice of the student body and oversee all Officers.

Exec Officers Elected Officers, Part-time Officers and full-time students, there to support students within their area of representation and promote events and campaigns.

Clubs and Societies Committees Voted in to look after a specific Club/Society.

Course Reps Voted in to represent a certain course and year group.

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Course Reps: The Basics

How do I come into this?

Each year group on each course elects two Course Reps (that’s you!) at the start of each year (including two reps per PrepHE tutor group).

As a Course Rep, you will spend the next year finding out what your fellow students are thinking and feeling, and will pass all of this on to your Course Leaders and the Students’ Union. All of that feedback is used to make changes that make life better for students in your year group, on your course, and perhaps even everyone at AUB.

Responsibilities: • Representing students in your year group and on your course to AUB and AUBSU • Attending meetings with AUB and AUBSU throughout the year • Listening to students’ feedback about your course, and passing that on to your course team or AUBSU • Keeping students up to date with how their feedback is being used by their Course Leaders and AUBSU • Signposting students with non-Course Rep issues to the right people at AUB, e.g.

Student Services • Attending training sessions run by AUBSU

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Course Reps: The Basics

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Benefits

Level Up Have you heard everyone saying that there’s so much more to uni than your course?

Well, they’re right. And here at AUBSU, we want you to make the most out of your time at AUB by getting involved in as much as you can while you’re here. That’s why we’ve come up with Level Up. Through the subtle use of gaming metaphors, we’ll show you that there’s loads of benefits to trying new stuff and getting involved in student-led activities.

Here’s just a few of the skills you’ll gain as a Course Rep:

Understanding how to be an effective listener

Time-keeping and organisational skills

Gaining knowledge about how Universities and Higher Education works

Speaking publically and with confidence, and general communication skills

Learning how to negotiate and debate to persuade

Working in a team to deliver results

The Level Up Module Sometimes you might not realise all the amazing skills you’re developing when you’re simply enjoying whatever you’re doing. We want you to sit up and take note of everything you’ve accomplished and shout about it too.

We’ve created a Level Up module on our website so that you can keep track of the time you spend on activities and volunteering, make a note of the skills you’ve picked up and export all this info into your own skills record that you can refer back to when cv-writing or reflecting on your time at uni. Pretty nifty, right?

Get Started: www.aubsu.co.uk/levelup 5

Benefits

Awards For all AUBSU related activities, including Course Rep roles, we’ll recognise all the stuff that you do through our Sapphire, Emerald and Ruby awards.

Sapphire: Just be an active Course Rep! Emerald: Enact one (or more!) changes through your work Ruby:

We want to see you going above and beyond in your role!

Just log your hours in the Level Up module throughout the year and keep touching base with AUBSU about what you’re up to to make sure you get your award a the end of the year.

AUBSU’s End of Year Thank Yous At the end of the year, we have a jolly old knees-up to celebrate all the amazing student-led stuff you guys have done. We also use this as an excuse to hand out some special awards to recognise Course Reps who have gone above and beyond that we think deserve a shout-out.

AUBSU THANK YOUS 6

The Feedback Loop

What is the Feedback Loop?

Being a Course Rep is all about communication, including listening. When at its best, the Course Rep system should work like the diagram below: a constant flow of information between all parties involved.

Why is it important?

The only way we can improve things at AUB is if we know what needs fixing. Quite often, students give their feedback on an issue, and then never hear what happens next. This can leave students wondering if their issues are being taken seriously, and could mean they don’t see the point in giving feedback in future.

This is why it is key that you keep students in the loop with any work being done to solve their issues: students need to know that their feedback lets AUB and AUBSU keep making things at our uni awesome.

Course Reps collect new feedback from students

Students give feedback on progress to Course Reps

Course Reps feedback progress to students

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Course Reps bring up issues to Course Staff/ SU

Course Staff/ SU work on issues

Course Staff/ SU feedback progress on work to Course Reps

The Feedback Loop

How to close the Feedback Loop Collect feedback from students In the end, the whole point of being a Course Rep is all about listening to students. So, let’s look at some of the ways you can take this important first step: • Make sure to introduce yourself to everyone on your course so that they know who you are, and know to come to you with any concerns • Ask for feedback on your course group chat/ facebook page • Ask your tutors if you can collect feedback from students at the start of lectures or tutorials • Put up a poster your course noticeboardfor students to write about their issues

Give feedback at meetings to Course Leaders & AUBSU Once you know what’s going on in your fellow students’ heads, it’s time to pass this stuff on to the people who can make change happen. Here are some ways you can make sure everyone’s ideas are put to good use: • Make sure notes are being taken at meetings by someone on your Course Team, and that they are being sent out to reps • Keep a note of feedback collected from students and bring it to meetings to make sure you don’t forget anything • Ask about progress on any issues raised at previous meetings

Give feedback to students This is the most crucial step of the feedback loop! Once you know what’s being done with student feedback, keep everyone updated on progress so they know their voices are being heard and keep their trust in the system. Here is how you can make sure to keep your fellow students in the loop: • Post about ongoing work on your course group chat/ facebook page • Use time at the start of lectures or tutorials to let students know what’s going on • Feed back to individuals or small groups face to face

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Important Meetings

What happens to all that feedback?

Once you have all your feedback collected, it’s time to take it to the people who can make changes happen: your course staff, and AUBSU. The main way this is done is through attending a number of different meetings.

As well as offering a free lunch, these meetings give you the opportunity to make sure that issues your fellow students raise are passed on to the right people, so it is important you make the most of them.

Here’s how to make the most out of your meetings: • Come to your meetings with notes of all the feedback from your fellow students • All meetings should be minuted by course staff or AUBSU staff: make sure you bring a copy of the previous meeting’s minutes so that you can chase up on any issues raised at the previous meeting • Make sure you know which issues should be raised at the relevant meetings (see the next few pages for some tips on what needs to go where)

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Important Meetings

Course Partnership Groups (CPGs) This is an open meeting between all Course Reps on a particular course, the Course Leader, your tutors, and any other relevant course staff. Notes should be taken at all CPG meetings, and sent out to you in good time. You will be emailed the dates and times for your CPGs by course staff.

CPGs are for raising issues related to your course, such as contact time, study space, course content and course organisation. Some examples that have been raised at past CPGs include: • • • •

Lack of space in your studio Wanting specialist software for your course to be available on more computers Concerns about the lack of toilets near to studios Wanting recycling bins in your studio/ workspace

If an issue cannot be resolved at this level, it will be passed on to the Subject Board, or School Board (which we cover in the next few pages!).

SU Mandatory Meetings & Drop-ins This is an open meeting between AUBSU and all Course Reps. Both of the Sabbatical Officers, the President and Vice President, will lead the meeting, with the Democracy Coordinator taking notes, which will be posted on to the AUBSU website.

SU Mandatory meetings happen once per term. AUBSU also runs more informal drop-ins once per month, and the Sabbatical Officers are happy to chat to reps at any other time throughout the year (if they are in their office).

SU meetings are for raising issues about your CPGs and the structure of the Course Rep scheme in general; issues with the non-course related facilities on campus; and of course any feedback on AUBSU’s work. Some examples include: • Not being sent notes from CPG meetings • Wanting more vegan options in the canteen • Wanting the SU to run more events Issues raised at SU meetings will be escalated to the relevant people at AUB by the Sabbatical Officers.

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Important Meetings

School Board School Board is a formal meeting attended by the Dean, all Course Leaders from the School, relevant staff, and two reps from each School.

The purpose of this meeting is to monitor academic standards and student experience at a very high level, some examples of issues include: • Seeking help with cross course collaboration • Availability of specialist software relevant to the school’s courses

Learning, Teaching and Quality Committee (LTQ) LTQ is a formal meeting attended by the Deputy Vice-Chancellor, all Deans of School, one Course Leader from each Subject Area, and one rep from each School.

The purpose of this meeting is to oversee the operation of ALL courses at the University, looking specifically at student experience and academic standards. Examples of issues raised include: • Campus opening hours, e.g. the library, studios, study spaces • Issues with how feedback is collected about the academic experience at AUB • Issues around sustainability practises across AUB, e.g. recycling of course materials

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Important Meetings

Courses split by Subject and School

School of Art, Design and Architecture

School of Media and Performance

Architecture, Interior Architecture and Modelmaking

Acting, Dance and Creative Events

Fine Art, Illustration and Drawing

Animation and VFX

Vis Comm and Graphic Design

Costume and Make-Up

Fashion and Textiles

Film

Foundation

Photography and Commercial Photography

Creative Writing

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Some Final Ti ps

Getting the Knowledge We appreciate how much work can go into being a Course Rep and we’re keen to support you in any way that we can. As well as this handbook, we’ll arrange a training session at the start of the year that will teach you everything you need to know, and will be great for your personal development too. There may be other opportunities for training throughout the year: these will be announced on your Course Rep Facebook group and sent out by email, so keep your eyes peeled!

If there’s anything you feel that you need some training in or support with just get in touch with AUBSU and we’ll see what we can do.

Don’t forget that you can make a note of training sessions that you have attended and skills gained on our Level Up module and create a personalised achievement report.

A little bit about saving the planet AUBSU likes to keep things green: that’s why we don’t print this guide and instead keep it all online! We also have our Green Officer and the Green Team, who run events and campaigns throughout the year. But every little helps when it comes to protecting the environment, and Course Reps can play a part too. Here are some things you can do to keep your role super sustainable: • Ask your Course Leaders to go paperless for CPGs: don’t print out the minutes of the previous meeting, and instead bring a digital copy, or ask them to projectt important documents on to a screen during the meeting • Think of ways your course can make the changes you want in a sustainable way: maybe your coursemates have asked to be provided more materials, could these be sourced from leftovers from other courses?

• Bring the right ideas to the right meetings: if it’s a green idea for your studio, bring it to your CPG; if it’s about recycling on campus, bring it to us at AUBSU! This means people can get started on work right away • Your learning can be green too! Course Reps have the power to change course content as well as the learning environment: see if any of your modules or projects can become sustainability focused.

If you’re interested in getting involved in AUBSU’s Green stuff, pop in to see us or drop us an email!

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Contacts

Contacts If you have any questions, new ideas or issues, you get in touch with the AUBSU team: AUBSU (Students’ Union) studentunion@aub.ac.uk SU Democracy Coordinator Beth: bdovey@aub.ac.uk SU Activities and Communities Coordinator Nuala: nclarke@aub.ac.uk SU Sports Assistant Joss: jagne@aub.ac.uk SU Events Assistant Bert: bburnell@aub.ac.uk SU Digitial Media Assistant Riley: rchapple@aub.ac.uk SU President Jordan: jverdes@aub.ac.uk SU Vice-President Stella: skajombo@aub.ac.uk

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