19/08/2014
Matt Sadlers VP Education
Recognition of Course Reps on the HEAR Course Reps exist to represent the views of all students across all courses and at all levels; it is of great importance that the system is robust in enabling students to make changes to benefit their peers and the University as a whole. It is important to encourage active participation from reps across all levels of the university. The introduction of a reward system will not only encourage an increase in participation, but also recognise the students’ hard work in improving the student experience across the university. It is crucial for students’ future prospects that active student leaders who take on volunteer roles during their time at Surrey are able to verify and articulate the skills they have developed. Recognising the role of a course rep on the HEAR through specific criteria which must be achieved is a way to ensure that rep contribution is monitored and scrutinised by the Union and that the benefits of the course rep system are felt by the University in terms of quality and standards.
Proposed criteria: 1.
Be elected by a majority
To attain Course Rep status on the HEAR you must be an elected representative voted for in a fair and balanced election by the members of the university which you represent. Evidence required: Correspondence from Faculty Course rep contact confirming an election took place. 2.
Attend one of the ‘being a course rep’ training sessions
There will be two training sessions - one for reps elected in the previous academic year and one training session run for course reps elected in the current academic year. This may also be fulfilled with acceptable and pre submitted apologies – so that training materials can be sent to reps electronically and viewed remotely. Evidence required: The Students’ union will take attendance at training; the course rep is responsible for filling in the attendance form or sending apologies before the training unless in exceptional circumstances.
3.
Attend at least one elective training session
Elective training sessions will be run throughout the year to help the personal development of course reps and all other student leadership groups. Elective training sessions currently proposed include ‘first steps mental health awareness training’, ‘an introduction to the QAA – Student engagement’, ‘working with university staff’, and ‘further engaging your cohort’. Attendance and apologies will be taken by the students’ union. It is the course reps responsibility to sign the attendance register or submit apologies in advance unless in exceptional circumstances. Evidence required: The Students’ union will take attendance at training; the course rep is responsible for filling in the attendance form or sending apologies before the training unless in exceptional circumstances.
4.
Attend all Student staff liaison committees with active participation
Attendance at SSLC meetings can include acceptable and pre submitted apologies, lack of invitation or knowledge of when SSLCs occur should be communicated to the students union when Reps become aware of this as an issue. Evidence required: Minutes for the attended meetings with the Course Rep listed as either present or apologies received. It may be necessary for the Course Rep to provide evidence from the faculty as to the regularity of these meeting or how many meetings there have been in the academic year. Course rep contact responsibilities include ensuring reps are aware of all relevant meetings and activities. 5.
Attend all course rep assemblies
This may also be fulfilled with acceptable and pre submitted apologies. Evidence required: The Students’ union will take attendance at the assembly; the course rep is responsible for filling in the attendance form or sending apologies before the assembly unless in exceptional circumstances.
6.
Be active in engaging your cohort with specific emphasis on feedback and suggestions
Advice will be provided at training, with tips for reps on engaging their cohort for feedback and suggestions. To fulfil this criteria course reps must be active in pursuing feedback and suggestions, and in responding to advice and queries from members of their cohort. Passing on suggestions and feedback to the relevant academic staff through the use of SSLCs is essential, and closing the feedback loop by communicating results and outcomes to their peers.
19/08/2014
Matt Sadlers VP Education
Evidence required: Copies of communications between the rep and their cohort which show the Rep: Asking for suggestions, comments or issues to take to the relevant SSLC, and Relaying information discussed in the SSLC back to their cohort. 7.
Increase awareness of the roles and responsibilities of course reps during the election process for the following year. Existing reps are welcome to run again.
If an election for a new course rep has not been arranged, effort must be made by the current course rep to encourage the engagement of others in the election process, by liaising with their cohort. Evidence required: Submission of the new course rep name to the students’ union, or evidence showing encouragement to run a new election Course rep contacts responsibilities include ensuring a fair and balanced election takes place, and details of the results are passed to the students’ union. 8.
Complete and submit a feedback form to the Students’ Union about your time as a course rep.
Reps will be asked to complete a feedback form at the end of the academic year, which can then be used by the union to review and enhance the course rep system. Evidence required: Form to be completed and submitted to the course rep system.
8.1 Final year course reps only: NSS communication Final year reps will be asked by the students’ union to communicate with their cohort regarding take up of the NSS, ensuring that participation in the survey is a priority for final years. Evidence required: Examples of communication between reps and their cohort regarding the NSS.
Validation Reps To have validation rep status recognised on the HEAR the following criteria needs to be fulfilled: 1.
Sit on a validation panel and actively participate
Evidence required: For this criterion evidence will be provided by the University’s Quality and Standards department.
Review process
In order to be considered for recognition on the HEAR reps must complete a self-assessment form and provide evidence on each of the criteria listed in this document- assessment forms will be reviewed by the students’ union, and decisions made will be based on evidence. Every form will be reviewed individually and a decision will be made regarding recognition on the HEAR.
Note: If the students’ union feels they are unable to make a decision they will refer to the quality and standards department for guidance and support.