Student Rep Handbook 2016

Introduction and Thank You What is a Student Rep? The Student Rep system is run jointly by Hertfordshire Students’ Union and the University of Hertfordshire. Its main aim is to ensure that every student has the opportunity to influence and shape the student experience and get the best out of their time at UH. From speaking to students to collect feedback, to raising issues in rep meetings, to letting your union officers know of any big issues Student Reps are the driving force of change and improvement at the University and in your programme.

STUDENT

REP

This handbook will outline the key responsibilities for a Student Rep, how to get to get the ball rolling, advice and guidance and also some key contacts if you find yourself a bit confused.

HANDBOOK 2016/17

Page 01

Page 01

Contents Introduction and Thank You

Page 01

Student Rep or Academic Hero?

Page 04

Communication is key!

Page 06

Meetings

Page 09

Feeding Back to Students

Page 11

Do’s and Don’ts

Page 13

Representation at the University of Hertfordshire

Page 15

Training and Development

Page 17

School Student Rep Organisers (SSROs)

Page 19

Students’ Union Engagement team

Page 21

Students’ Union Contacts

Page 22

Where do you go from here?

Page 23

Introduction and Thank You Dear Student Rep Congratulations! The very fact you are reading this means that you have been elected as a Student Representative for your course at the University of Hertfordshire. I would firstly like to say a huge well done for putting yourself forward to represent your course, and secondly, for getting yourself elected.

The purpose of your role cannot be emphasised enough; it is crucial that the University hears what students are feeling as constructive feedback will encourage positive change. Your position gives you the opportunity to provide a voice for students on your course which will benefit both yourself and future students. Don’t forget, it is YOUR feedback that can lead to an overall enhanced student experience here at the University of Hertfordshire. Your Students’ Union is here to guide you and help you with any concerns you may have on your journey.

You are the vital link between the students and staff on your programme as well as between the students you represent and us here at the Students’ Union. The Students’ Union is an independent body from the university and our focus is primarily on supporting students and giving you the best university experience possible. So, come along to the SU offices in Hutton Hub or at de Havilland if there’s anything you need throughout your studies or if you want to get involved with any of the other exciting opportunities we have to offer.

Page 01

This guide, along with the training you will receive from us throughout the year, is intended to give you more insight into what your role involves and what support is available to you.

As a recent graduate from this University, I understand the many obstacles and challenges faced by our students, so please do not hesitate to contact me if you have any questions throughout the year, I am always here to help! Finally, best of luck in your new roles and in the upcoming academic year.

Ciara Spillane VP Education and Welfare

Page 02

What is a Student Rep? The Student Rep system is run jointly by Hertfordshire Students’ Union and the University of Hertfordshire. Its main aim is to ensure that every student has the opportunity to influence and shape the student experience and get the best out of their time at UH. From speaking to students to collect feedback, to raising issues in rep meetings and letting union officers know of any big issues, Student Reps are the driving force of change and improvement at the university and in your programme.

This handbook will outline the key responsibilities of a Student Rep and how to get the ball rolling. Plus, it offers advice, guidance and some key contacts in case you ever find yourself a bit confused.

Thank you

Page 03

Student Rep or Academic Hero?

With great power comes great responsibility! You are likely to represent and support students on a wide variety of issues including learning and teaching, assessments and exams, facilities and resources. Expect to represent your peers on anything that affects the student experience here at UH. The key duties of a Student Rep can be found in the “Find...Fix…Feedback” approach.

FIND… out what views students hold and what issues they are facing.

You can do this through publicising your role, ensuring that you are contactable and approachable, and listen to students.

FIX… the problems that students in your programme are facing. Ensure you are voicing any issues at Programme Committee meetings and work with both the University and the Students’ Union staff to overcome any problems.

FEEDBACK… to the students on your programme and the Students’ Union Update your colleagues on issues discussed at Programme Committee meetings and what work you’ve been up to.

Page 04

Make sure you…

• COMMUNICATE with your School Student Representation Organisers (SSROs) • LIASE with the Students’ Union on your work • Stay INFORMED on the issues affecting students at UH and the wider Higher Education sector

Page 05

Communication is key!

Your first priority should be to promote your role and ensure that students know WHO you are, WHAT you do, WHEN you can help them and HOW they can contact you.

Communication is the key so the more methods you use, the more views, feedback and opinions you will find. Remember that you aren’t the only Student Rep so you should use this to your advantage; put your heads together to come up with new ideas at reaching students and achieving common objectives.

Online Emails and Social Media are a great way to introduce yourself to students, gather information and give feedback in a quick and easy way throughout the year. Ask your school administrator if they can send out mass emails on your behalf.

Printed Material Ask your School Administrator to get access to a noticeboard. Get out your arts and crafts box to make it eye catching and don’t forget to include your name and contact details. This is the same for making posters and flyers to leave in communal areas, if you need help designing them then pop into the SU. Newsletters are also a good way to communicate with students, ask your School Administrator if they produce one and whether you can add a small section in theirs. If not then consider producing your own.

Page 06

StudyNet Your details are listed on StudyNet for students on your programme to see. You can also use StudyNet to liaise with other Student Reps.

Students are also able to use StudyNet to contact you through the messaging service.

Face to face This is a great way to build up a relationship between you and your classmates. You can do these by creating social events, doing lecture shout-outs, drop-in sessions, help desks and forums. Ask your school administrator to book a room for you and if you need any help with organising these they make sure you contact the Students’ Union.

Nothing beats a good old fashioned chat! Speak to students on the bus, over lunch or after your lectures.

Page 07

Meetings Receive an invitation to a Meeting This email will date the time and place of the meeting.

If for any reason you can’t attend ensure you send your apologies.

Speak to your Students Gather feedback and issues students are facing to feedback at the meeting.

SSRO’s can support you in highlighting any issues to discuss.

Receive Meeting Agenda & Minutes Read the minutes and note and actions you were given and complete them. Read the agenda – if there is anything you don’t understand make sure you ask!

Note any actions others were given and note the outcome or feedback Read the agenda – meet with your SSRO to talk about items included

Page 09

During the Meeting Take notes of what is being said so you can feedback to students.

Don’t be afraid to speak and feedback what students are saying Use your allotted time in the agenda – this is the opportunity to ensure students are being heard.

After the Meeting Debrief your SSRO on what happened in the meeting.

Get started on any actions you were given from the meeting.

FEEDBACK TO YOUR STUDENTS!

Page 10

Feeding Back to Students It’s very important that you keep students informed about the great work you’re doing as a Student Rep. Below are some suggestions on how to do this: • Circulate the minutes of your programme committee meetings to your fellow students • Produce a summary document after every meeting that lists the agenda items, the discussions that took place, the key outcomes of the meeting and actions agreed • Write a regular newsletter summarising your role, the issues that have been brought to you recently, how you are working with the University staff to address them and any achievements. Keep us informed too so we can celebrate your success • Complete the form on the SU website – it’s important that you do this so we can monitor what is happening across the whole institution and provide the support that is needed. Plus, you need to have done this to get your certificate.

Page 11

Do’s and Don’ts Do • Make yourself known to as many of your classmates as possible (suggestions on pages 5 and 6) • Use what you have learnt in your rep training.

• Work together as reps to share ideas on how to get feedback.

• Let students know about any success stories to show how their feedback has made a change.

• Ask the Students’ Union and Elected officers for any advice if you need it.

• Have fun!

Don’t • Feel pressured to answer any questions you don’t know the answer to.

• Be late to meetings.

• Stick to your own opinion; make sure that you share the opinions of other students.

• Give out your personal details including your mobile number and personal email address, your university one is fine.

Page 13

A student rep is NOT an agony aunt, it is not your responsibilty to get involved with students’ personal problems!

The Students’ Union Advice and Support Service has an extremely dedicated team of experts who are available to offer free, independent advice and support on all problems which may affect students. This can be anything from exam stress and money worries to legal issues and academic appeals.

Alternatively you may advise students to contact an academic member of staff who will be able to advise them of the different channels of help available.

Advice and Support Service Email: asc@herts.ac.uk Tel: 01707 285022 College Lane Campus opening hours: Mon – Fri 10am – 4pm De Havilland Campus opening hours: Wed and Fri 1:30 – 4pm

Page 14

Representation at the University of Hertfordshire Programme Committee Meeting You will regularly attend these meeting with other Student Reps, SSROs and academic and support staff.

Here you can raise issues and discuss current programme agendas.

School Academic Committees Each school selects a Student Rep from within their school to attend this meeting. Students that are elected represent their whole school and must feedback to other reps. Contact your SSRO if you’re interested in standing.

Students’ Union Meetings You may also be required to attend meetings organised by the SU. Keep an eye on the SU website and your emails for information.

Page 15

Training and Development Throughout your time as a student rep there will be multiple opportunities for training and development. Make the most of them as they will equip you with the skills and knowledge to help you carry out your role effectively. There will be a number of further training session throughout the year. These will be based on a number of different things such as social media, chairing meetings, communication and time management etc. More details on these will be sent out nearer the time.

BRONZE

• Attend Student Rep Training • Attend Student Rep Conference • Attend a Programme Committee meeting • Complete the online submission form

SILVER

• Attend Student Rep Training • Attend Student Rep Conference • Attend a Programme Committee meeting • Complete the online submission form • Attend two Rep Development Sessions • Attend an Academic Assembly

GOLD

• Attend Student Rep Training • Attend Student Rep Conference • Attend two Programme Committee meetings • Complete the online submission form • Attend four Rep Development Sessions • Attend two Academic Assemblies • Help out during Speak Week

Page 17

The rep development scheme offers you a flexible and relevant way to gain new skills, knowledge and recognition. It will help you to enhance your employability even further.

You may be asking yourself “What do I get out of being a Student Rep?” as well as making a positive change and improvement for your University, classmates and future students, Student reps get the opportunity to learn all about the Students’ Union and Higher Education.

You will also be gaining priceless employability skills that will give you a head start for your future. From time management, communication skills and organisational skills to confidence building and leadership skills, you will be enhancing your CV and setting you apart from other graduates.

As well as this you are also a volunteer, something else that looks great on your CV! So make sure you register and log your hours through the Hertfordshire Students’ Union website: https://hertfordshire.su/activities/volunteering

Page 18

School Student Rep Organisers (SSROs) School Student Rep Organisers (SSROs) are not representatives but they coordinate the Student Reps within particular schools.

They can help you in your duties by directing you to people at the University and the Students’ Union, as well as answering any questions that you might have. SSRO’s will also know all the dates for students’ Union meetings.

School

SSRO

Contact

Education

Georgia-Mae Evans Erin Toll Alaa Saleh Catriona McHugh

ssro.education@herts.ac.uk

Computer Science

Samuel Akinlabi

ssro.computerscience@herts.ac.uk

Creative Arts

Moira Hendrickx Jack Lavelle Charlotte Wheatley

ssro.creativearts@herts.ac.uk

Engineering & Technology

Stavros Antoniou Vasundara Kodhai

ssro.engineering@herts.ac.uk

Health and Social Work

Emma Barnes Fungai Nembaware Adam Murray Jo Ann-Chapman Ana Corner

healthsocialwork.ssro@herts.ac.uk

Page 19

School

SSRO

Contact

Hertfordshire Business School

Visalia Likmeta Jasdeep Bassi Mateusz Wojtkowski Hannah Taylor

business.ssro@herts.ac.uk

Humanities

James Cantwell

humanities.ssro@herts.ac.uk

Humanities JH

Matt Boyle Rob Dawson

humanities.ssro@herts.ac.uk

Law

Folafoluwa Oginni Ivory Jimmy

Law.ssro@herts.ac.uk

Life and Medical Sciences

Christopher Arnell Simone Bothwell Eugene Okyere Anthony Ladipo

Lms.ssro@herts.ac.uk

Physics, Astronomy & Mathematics

Michelle Bieger

Pam.ssro@herts.ac.uk

Page 20

Students’ Union Engagement team Hertfordshire Students’ Union is the independent voice of students studying at the University of Hertfordshire. The aim of the Students’ Union is to make student life incredible for those at the University. We do this by representing and providing services to students. As well as representing students within their programme and the University, we also campaign on both a local and national scale.

Page 21

Elected Officers

Paired Schools

Grainne O’Monghain President e: president@hertfordshire.su t: 01707 285004

Engineering and Technology Life Medical Sciences

Cynthia Ekezie Vice President Democracy & Services e: vp.services@hertfordshire.su t: 01707 285007

Education Physics, Maths and Astronomy

Ciara Spillane Vice President Education & Welfare e: vp.welfare@hertfordshire.su t: 01707 285003

Creative Arts Humanities

Shelby Loasby Vice President Communications & Media e: vp.comms@hertfordshire.su t: 01707 285005

Hertfordshire Business School Law

Annabel Mabin Vice President Student Activities e: vp.activities@hertfordshire.su t: 01707 285006

Computer Science Health & Social Work

Students’ Union Contacts Wesley Hudson Student Engagement Coordinator Hertfordshire Business School, Computer Science, Physics and Maths

w.hudson@herts.ac.uk

Sarah Bennett Student Engagement Coordinator Creative Arts, Life Medical Science, Health and Social Work

s.bennett8@herts.ac.uk

Steve Owen Student Engagement Coordinator Law, Education, Humanities

s.owen3@herts.ac.uk

Page 22

Where do you go from here?

Now you’ve read the handbook it’s time to go out into the wide world (perhaps start on campus) and represent your classmates and other students. There are a lot of things you can do to get started such as: • Informing students on your programme about your role (Use pages 5 – 6 for guidance).

• Make sure you’re on the SU mailing list so we can send you relevant and important information as well as funny pictures of cats.

• Begin preparing for your first programme committee meeting using the advice on page 7. If you have any concerns then make sure you come and talk to the SU or ask your SSRO. Rep Coffee Mornings, arranged by your SSROs, are a great opportunity for you catch up with other Student Reps over a cup of coffee; there may even be cake if you’re lucky. These happen each semester and here you can discuss new ideas and any issues you may have in an informal environment.

Remember that there is wide network of support for you so if you need help please make full use of it!

Good Luck!

Page 23

www.hertfordshire.su