Rep handbook 2016

THE HANDBOOK

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Congratulations on being elected as a Student Rep for your course. You’re joining a large team of students in championing the student voice.

Student Reps are very important to The Students’ Union and the University; the work you will do is crucial to improving the student experience. Student Reps are the voice of students, working with your course mates to provide feedback and ideas to both The Students’ Union and the University.

Your role has a particular focus on academic experience and you will spend time working with your teaching staff but that’s not to say you can’t get involved in tackling other challenges at UWE Bristol.

This handbook has been put together to support you in your role. It should act as a reference document during your time as a Student Rep. We’ve filled it with lots of useful information about how the Student Reps system works and how The Students’ Union champions the student voice; through to the vital role Student Reps have on key UWE Bristol committees.

All information correct at time of publication and is subject to change at any time. Photography and images by: Kod Nguyen, Liz Murray, Rosy Webb, UWE Bristol and The Students’ Union at UWE. Apologies if uncredited.

Ultimately we all want you, and the students you represent, to get the most out of your degrees and enjoy your time at university.

Welcome to the team

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02 04 05 06 07 08–09 10–11 12 13 14 15 16 17 18 19 20-21 22 23 24

HELLO AND WELCOME ROLES, RESPONSIBILITIES AND BOUNDARIES INTRO TO MEETINGS MEETINGS WITH YOUR TEACHING STAFF UWE COMMITTEES ACADEMIC FEEDBACK – MEETING STRUCTURE NON-ACADEMIC FEEDBACK STUDENT REP COMMITTEE STUDENT IDEAS AND STUDENT COUNCIL PROMOTING YOURSELF GATHERING FEEDBACK STUDENT REP DECISION TREE SIGNPOSTING STUDENTS SKILLS YOU’LL DEVELOP BEING MORE REWARD AND RECOGNITION TOP TIPS MEETING DATES AND NOTES KEY CONTACTS

ROLES, RESPONSIBILITIES

AND BOUNDARIES Your Role To represent the students on your programme and in your year of study. To discuss their feedback and ideas with the University and The Students’ Union. To be involved in and champion projects and campaigns that respond to the student voice.

Your Responsibilities

Your Boundaries

–– Make sure the students you represent know who you are and how they can contact you –– Proactively seek out and identify students’ views on matters relating to their academic student experience –– Represent the students on your programme and take their feedback and ideas to the University and The Students’ Union –– Raise student feedback on both a formal and informal basis –– Attend SRSF meetings (or send apologies) and other informal meetings with academic staff and provide student feedback, opinion and ideas at these meetings –– Update the students you represent on outcomes of feedback raised and any responses you have received from staff –– Attend Student Rep Training or complete the online version –– Communicate with the Student Rep Support Team –– Refer students with individual issues to appropriate sources of help when necessary –– Work with fellow Student Reps, elected officers and staff on ideas and campaigns that will improve the student experience

–– Student disciplinary issues: It is not a Student Rep’s role to represent students on disciplinary matters. Students who have concerns in this area should be referred to The Students’ Union Advice Centre –– Allegations of harassment or bullying: Students who allege that they have been bullied or harassed should be referred to The Students’ Union Advice Centre –– Complaints: Students who wish to make a formal complaint should be referred to the complaints policy and may wish to seek independent advice from The Students’ Union Advice Centre –– Personal problems: If a student has personal problems you should refer them to the Students’ Union Advice Centre or the University Wellbeing Service as they are trained to give specialist advice and have expertise in this area

INTRO TO

MEETINGS As a Student Rep you will be invited to both UWE and The Students’ Union held meetings. More information about these meetings can be found on the next few pages of this handbook.

It is important that you feel confident to raise the student feedback you have gathered and adequately represent the students on your course at these meetings.

It is important you communicate clearly with both staff and students present at the meeting. The secretary will also be taking minutes and it is important that they can keep up. With this in mind let us introduce you to the 7 Cs of Communication: Clear Ensure that you speak clearly Concise Do not lose the message by being long winded Correct Be accurate and avoid giving misleading information Complete Give all the information not just part of it Courteous Be polite, non-threatening and avoid conflict Constructive Be positive, offer solutions and avoid being critical Confident Don’t be afraid to speak up!

The key to confidence at meetings is to remember to come prepared. Make sure you have what you need for the meeting whether that is survey results or notes from discussions with students. Have evidence ready to back up your points.

What you do right before and after the meeting is also important. Make sure you let the Chair know you are coming along, or send apologies if you can’t.

After the meeting make sure you communicate any key points about what was discussed and actioned to the rest of your course.

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MEETINGS WITH YOUR

TEACHING STAFF SRSFS AND INFORMAL MEETINGS Student Rep Staff Forums (SRSFs)

Informal meetings

What are they?

Sometimes it will be quicker, and more appropriate to raise feedback directly to a specific member of staff. Do not feel you have to wait for your next SRSF. If you think something can be resolved in this way why not send an email, you might find you don’t even need an informal meeting. Sometimes staff might also ask to meet with Reps if they want your thoughts or ideas on something as it comes up.

SRSFs are designed to deal with academic feedback at a course level. These meetings are held within each course or a cluster of courses that are similar. SRSFs are attended by programme staff and Student Reps from these courses. As SRSFs usually involve programme managers and some module leaders they are the best place to take course related academic feedback that can’t be resolved at a more informal meeting or would benefit from wider discussion.

What kinds of feedback should I bring here?

–– –– –– ––

Feedback on exams and assessment Feedback lectures, seminars, lab sessions Feedback on Blackboard Feedback on module handbooks or programme specifications –– Feedback on course organisation and management –– Student opinion regarding course resources

Please also be tactful and respectful in what you raise at SRSFs. If students have concerns around a lecturer’s teaching style, the lecturer may be grateful to hear it about it themselves and from you. They will likely be keen to work on a solution and appreciate you coming to them first.

If you are unsure where to take a piece of feedback, email the Student Rep team for advice.

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UWE COMMITTEES Departmental Committee As the name suggests Departmental Committee is a committee held in each department. This committee is made up of key staff within the department and Student Representatives. The committee discusses topics affecting the department as a whole and situations that require the attention of department staff. The Lead Department Rep and the three additional Department Reps attend this important committee to make sure the student voice is heard here.

Academic Standards and Quality Committee (ASQC) ASQC is a faculty level meeting which looks at an overview of academic standards and quality within the faculty. Chaired by an Associate Dean this high-level meeting is attended by the Heads of Departments as well as the Lead Department Rep and deals with faculty-level matters affecting students.

It also validates new programmes and discusses departmental reports.

Learning Teaching and Student Experience Committee (LTSEC) LTSEC is a University level meeting that is responsible for the enhancement of the University’s approach to teaching, learning and assessment. It also has an oversight of the student experience and the maintenance of academic standards. The Vice President Education and five elected Student Reps attend this meeting alongside the Pro-Vice Chancellor (Academic), Associate Deans and Associate Heads of Departments responsible for student experience.

Academic Board Academic Board provides the Board of Governors with assurance that the University’s academic strategy is fit for purpose and approves new additions and revisions to academic policy. It has oversight of all academic provision through the Academic Regulatory Framework and the quality management and enhancement mechanisms. It is chaired by the Vice Chancellor and attended by the VP Education, President and four elected Student Reps

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ACADEMIC BOARD

Attended by 2UG, 1 PGT and 1 PGR Lead Department Reps elected at SRC

LTSEC

Attended by one Lead Department Rep from each Faculty and one PGT Lead Department Rep elected at SRC

ASQC

Attended by Lead Department Reps

DEPARTMENT COMMITTEE

Attended by Lead Department Rep and Department Reps

800+

SRSFs

Attended by all elected Student Reps

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STUDENT REP COMMITTEE

Attended by Lead Department Rep and Department Reps. All trained Student Reps invited to attend in addition.

ACADEMIC FEEDBACK — MEETING STRUCTURE

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NON-ACADEMIC

FEEDBACK Student Rep Staff Forums (SRSFs) are a great place to work with staff on course related issues, but not all feedback you recieve will be related to your course. Here’s what to do with nonacademic feedback In these instances the first port of call is usually to encourage students to raise this feedback themselves, straight to the relevant department or service. Keep an eye out for the various ways in which UWE Bristol may be gathering feedback on its services. There has been talk of everything from text surveys to machines where you can give feedback instantly. Perhaps the student would like to use these methods?

If a student doesn’t feel confident to raise feedback themselves you may wish to support them to. If the issue they are having is affecting multiple students or you have had the issue brought forward to you before it may be regarded as a representational matter. If you think this is that case you should contact the Student Rep team for guidance on what to do next. If it is agreed that raising feedback directly is not appropriate, the Student Rep team will support you to find a suitable course of action.

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We have created some comprehensive web pages to help you work out how to best raise feedback and who to raise it to. You can also find key contact information here.

You should familiarise yourself with these pages and encourage other students to use them as a resource.

You can find them on The Students’ Union website: thestudentsunion.co.uk/reps

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STUDENT REP

COMMITTEE (SRC) Student Rep Committee is an opportunity for any trained Student Rep to come along and discuss matters affecting students’ academic experience.

The VP Education will host three Student Rep Committees this academic year. Each meeting will focus on a different topic, with discussions and opportunities to work together to problem solve and come up with ideas or campaigns. In addition the VP Education may invite key UWE Bristol staff to the meeting so that they can hear first-hand the discussions and answer questions. Reps will be encouraged to suggest topics they think should be discussed at SRC. VP Education will also update Student Reps about their progress on projects and their communications with the University.

In previous years the Student Rep Committee have discussed a wide range of topics from changes to the library loans system and hidden course costs through to timetabling and study spaces.

STUDENT IDEAS

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AND STUDENT COUNCIL At any point in the year students can go online to the Student Ideas page to either submit their own Idea or vote on whether they think other Ideas should happen. Anything can be an Idea, from small, everyday improvements to wider policy that influences important decisions for years to come. If enough students agree with an Idea The Students’ Union will work to make it happen.

The Students’ Union will publish new Ideas but it is up to students who have an interest in seeing them pass or fail to go out and convince others to vote. This is one of the most effective ways to influence The Students’ Union and being a Student Rep is a brilliant platform for this.

Some Ideas will get enough votes to pass straight away, others will get a conditional pass and will need to be discussed in more detail at a Student Council Meeting. The meeting is the highest decision making body at The Students’ Union and members can veto conditional passes if they have good reason to do so.

Members at the meeting will also scrutinise the elected officer and make sure they are fulfilling their duties.

Student Council Meetings are made up of 20 students, including five Reps elected from SRC. Meetings are run as facilitated group discussions and members have the opportunity to share their thoughts and opinions without judgement. They are responsible for making decisions in the best interest of students, this won’t always be easy but that’s why the meeting is important.

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PROMOTING

YOURSELF As a result of student feedback; your details as a Student Rep will now appear on the myUWE pages of students on your course. You will be visible as a Student Rep somewhere students should continually be looking at and your name and email will only be a few clicks away. In addition we are giving Student Reps who want to use myUWE announcements as a way to communicate with their course mates support to be trained and granted access to do this.

However, you should not solely rely on myUWE to get word out about who you are. You should also consider:

Remember to be friendly and confident in what you have to offer students, be clear what your role is and respect people’s personal space. If they don’t want to hear from you then and there move on; someone else will, or they might hear from you in another way at another time.

–– Asking your Programme Manager to send an email around on your behalf, to all students introducing you and your role –– Creating a social media group and introducing yourself as a Rep on that. Firstly, we suggest checking if groups already exist you’d be better off joining –– Following the Student Rep Twitter account (@studentreps) and tweet your existence as a Student Rep, course mates may already be following it –– Making a poster including your face and email address and stating that you are a Student Rep and putting these up near or in places your peers study. You could also ask staff if they can help coordinate a poster to show all the Student Reps in your department as this may have more impact.

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GATHERING

FEEDBACK To gather student feedback effectively you need to be organised. Plan ahead, know what agenda items are coming up at your next meetings and gather feedback and ideas with these in mind. Methods of gathering feedback and ideas which previous Student Reps have found effective include: –– –– –– –– –– ––

Comments box Facebook post or poll Online survey or questionnaire Emails Post it notes on a poster Good old fashioned face to face conversations

Remember to be as inclusive as possible and work with your fellow Student Reps to use a variety of methods. It might be that you eventually find a method that works well for your group and regularly use this but we do encourage you to try and be diverse with your approach. This is because some students might engage more with you online and others face to face.

DECISION

FEEDBACK

TREE

DOES IT AFFECT MORE THAN ONE PERSON? Yes

DOES IT RELATE TO YOUR COURSE? No

Yes

IS IT URGENT?

No

WORK WITH THE STUDENT TO RAISE THE FEEDBACK DIRECTLY THEMSELVES OR IF NEEDED SIGNPOST THEM TO ADDITIONAL SUPPORT

WORK WITH STUDENTS TO RAISE THE FEEDBACK TO RELEVANT TEAMS AND IF RAISE IT AT YOUR NOTHING CHANGES, THINK NEXT SRSF ABOUT STARTING A CAMPAIGN. CONTACT THE RELEVANT ELECTED EMAIL OR SPEAK WITH OFFICER FOR SUPPORT YOUR PROGRAMME AND GUIDANCE MANAGER

Yes

No

SIGNPOSTING

STUDENTS There may be times when students come to you with very individual issues, such as being accused of plagiarism, making allegations of harassment from staff, feeling homesick or being bullied in halls of residence.

As a Student Rep, we do not expect you to deal with these situations as they are out of your role description. Additionally we have dedicated services to help students in these positions. Therefore, if you do find yourself in a situation like this, we ask that you signpost these students to relevant support services so that they can get help with the issue. Here are the contact details for some of the services you can signpost students to. If you are unsure where to signpost a student please get in touch with your Student Rep Coordinator.

The Students’ Union Advice Centre

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The Students’ Union Advice Centre provides free, independent, confidential and non-judgemental advice to all UWE Bristol students on a range of issues. They can offer advice and assistance on a range of topics including academic appeals and extenuating circumstances through to your rights as a tenant and as an employee.

0117 32 82676 advice@uwe.ac.uk thestudentsunion.co.uk/advice

UWE Bristol Student Advisers Student Advisers provide information and advice on a wide range of course and programme related matters. They can advise on course and module changes and extenuating circumstances. Student Advisers can also assist if a student wishes to withdraw from or pause their studies. Student Adviser appointments can be booked through any Infopoint.

0117 32 85678 uwe.ac.uk/students

Wellbeing Service Wellbeing Services offer students personal support whilst studying at UWE Bristol.

Their trained staff can offer support in a wide range of areas from mental health support and counselling through to mentoring. As a Student Rep we do not expect you to deal with any of these; instead guide the student towards an Infopoint where they can book an appointment with the Wellbeing Service.

0117 32 86268 uwe.ac.uk/students

SKILLS

YOU’LL DEVELOP Our team of Student Reps have written surveys, conducted research on campus, attended conferences, helped improve the design of modules, made posters, planned inductions, taken part in focus groups, made videos to promote themselves… The list goes on.

But most importantly our Student Reps have grown in confidence.

Being a Student Rep is a fantastic way to open doors to new experiences and increase and diversify your skill set. Here’s a list of just some of the many skills you can hope to develop as a Student Rep. These skills will come in useful when applying jobs and answering questions in interviews.

–– –– –– –– –– –– ––

Familiarity with higher education processes Disseminating information and presenting it in an impartial manner Engaging with a range of stakeholders Working in a team Social media communication skills Formal meeting experience Experience of community organising and running campaigns

“I do not believe that I am the same person I was a year ago, but I must be. The change has come from everything that I have learnt, and everyone that I have met. I feel much more confident in myself.”

– Student Rep

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BEING

MORE Further Responsibility You could put yourself forward for a position with more responsibility such as Lead Department Rep or Department Rep. Watch your emails carefully to find out how to put yourself forward for on of these exciting leadership roles.

University Groups There will be opportunities to work with various UWE Bristol departments, services and project teams on specific pieces of work. Student Reps have been involved with the new FBL building working group, developments to do with APTs and Athena Swan to name just a few examples. Visit the Student Rep pages of The Students’ Union website and check your emails regularly to get involved.

Leadership The Students’ Union is run by passionate student leaders.

Each year UWE Bristol students elect who they want to run The Students’ Union and to represent their voice to the university. There are a number of full-time and part-time positions available each year decided through elections and by-elections. To find out more about the positions and how to stand for election visit The Students’ Union website.

REWARD AND

RECOGNITION Student Rep Awards

Certificates

During the year there will be an exciting event to celebrate all the hard work and successes of the year for Student Reps – keep an eye out for more details. Each year we run a combined Student Rep and Student Led Teaching Awards with over 200 people attending. This is an event not to be missed. You could be nominated for an award by your coursemates or staff, or even go on to win the coveted Vice Chancellors’ award.

Rep Certificate: We run a certificate scheme to reward you for the hard work you put in and for your achievements over the year. If you are a trained Student Rep, all you need to do is submit your Rep Aspirations to us at the start of the year and then we’ll be in touch about the rest.

Networking and Socials Throughout your time as a Rep there will be opportunities to get to know Student Reps and staff across the university. Networking is a great way to share ideas, see what other Reps are doing and get to make new friends along the way. In previous years there have also been social events such as bowling to get to know eachother in a more informal setting.

Informal Recgonition Throughout the year we’ll be celebrating the achievements that Reps have made and sharing them with fellow Reps. Once a month we’ll be buying lunch for a Student Rep (or group) who have been doing some awesome work.

Higher Education Achievement Report (HEAR): For those Student Reps who complete the Student Rep Certificate Scheme, there are also opportunities for information relating to the Student Rep role to appear on their HEAR Certificate.

Bristol Futures Award: Being a trained Student Rep also counts as one of the many activities you can take part in for a Bristol Futures Award. Visit the UWE Bristol website for more details.

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Training and Development We will also be offering additional training sessions from time to time which will give you valuable skills and enhance your employability. Again, keep an eye on your emails for your invite.

These could include workshops around: -

Leadership skills Negotiating with staff Campaigning How to sell the Rep role to future employers Transferable skills

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TOP

TIPS Here are some tips which will make your role as a Student Rep much easier: –– Put the dates of meetings into your calendar as soon as you get them –– Ask for help if you are struggling to get student feedback –– Don’t forget to let students know what is happening with their feedback –– Be aware of what’s going on and the general feeling of your group –– Make sure to chat to people beyond your friends – you might make some more –– Try a variety of methods to try to reach everyone –– Be specific – ask specific questions on specific topics –– Get your face out there early on –– Get to know other Student Reps, you’re stronger as a team

DATES OF YOUR MEETINGS A page for you to jot down when your meetings are and make any important notes.

Student Rep Staff Forum #1 Date: Time: Room: Notes:

Student Rep Staff Forum #2 Date: Time: Room: Notes:

Student Rep Staff Forum #3 Date: Time: Room: Notes:

Student Rep Staff Forum #4 Date: Time: Room: Notes:

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CONTACT

US

Come and find us Upper Engagement Space, Union 1 - Frenchay Campus or at the Bower Ashton / Glenside Students’ Union offices

Your Programme Manager:

Give us a call or a messsage studentreps@uwe.ac.uk 0117 32 87572

Your Student Rep Coordinator:

thestudentsunion.co.uk/reps studentrepsatuwe @studentreps