Course Representatives Booklet

Presented by Swansea Students Union

Stuart Chugga Jones – Education Officer

John Follett – Research and Representation Advisor

Welcome and congratulations on being elected as a course or faculty representative. You are an integral part of the University’s decision making process and will help to ensure that your fellow students receive the quality of education they deserve. This is an exciting and an important role and one that carries responsibility. You are a frontline representative for your peers and are in a prime position to help students with course related problems and receive feedback from students on many issues. You will also be able to feed information back to the students you represent so that they can be informed about going on both within the University and in the Student Movement as a whole.

What is a Course Rep?

Course reps are students who are appointed to represent the interests of fellow students. They are appointed in each university department, so if a student has an academic issue within their course, it can be resolved by speaking with a course rep, who passes the problem on to appropriate staff (please see later for the structure of the system). Course Reps are elected at the beginning of term by the students department. Some of the responsibilities of Course Reps include:

•Works with departments, staff, students, SUSU

•Effective representation of student issues at departmental level

•Monitors quality of what the University offers

•Raises questions and concerns

•Provides both positive and negative feedback

•Campaigns for change

Job Description

•Promote yourself (See being a Course Rep later)

•Seek student views and opinions

•Campaign

•Liase and communicate with others

•Attend training/seek support

•Help individual students

Student Casework

How do you get information from your student Cohort?

·  Word of mouth?

·  Email?

·  SUSU Support

Remember

•Know your limitations (YOU ARE NOT A COUNSILLING SERVICE)

•Seek advice/support for yourself

•Refer / ask if necessary

•Who to refer to?

–Department staff

–Student Officers Education Officer SUSU – Stuart ‘Chugga Jones’

-SUSU Research and Representation Officer – John Follett

-Other Sabbatical Officers

Exercise

•WHAT IS THE ISSUE?

•What would you initially say to the student?

•What would you do next?

•Is there anything else you need to consider?

Note down what the students issue is that they have asked about. Try to work out the importance and sensitivity nature of the issue; then you can try to work out the next step:

1.  What has happened

2.  If the issue if academic raise it within the quality structure; if welfare contact SUSU

3.  If it is an academic issue try secretary and tutors first

4.  If that does not help and it is relevant raise it in your Committee

5.  If you get no luck or help after this and you have not made them aware of the situation before this then let the SUSU know of the issue to raise it elsewhere.

Please see next page the structure of the system:


Being a Course Rep

Incentives

There are many incentives of becoming a Course Representative which include:

Ø  Looks excellent on your CV

Ø  Trains you in many skills, including communication and negotiation skills

Ø  Accreditation – New for this year, we are introducing accreditation, which means you will receive a certificate at the end of year via a ceremony or presentation evening, awarding you for your hard work as a Course Rep

Ø  Become more involved in the Students’ Union and University

Ø  Meet new people and make new friends

Ø  Socials – Chugga the education officer will be organising Course Rep Socials each term, which will be one big part-ay. Rock on. If you have any ideas on what we could do as a social, please email Chugga or give him a shout in the pub.

Letting students know who you are

Ø  Your details on departmental boards (include name, student number, email address and a photo)

Ø  Speeches in lectures – Announce you are a Course Rep (see public speaking next)

Ø  Your details on your departmental website and the Students Union Website

Ø  Face to face communication with students on your course

Public Speaking Exercise

Focus Groups – Alongside this assembly, we will be setting up focus groups and there will be ten focus groups, each group dedicated to a school. The focus group will be addressing any problems that may arise and the schools are as follows:

School of Arts

School of Business and Economics

School of Environment and Society

School of Engineering

School of Health Science

School of Human Sciences

School of Humanities

School of Law

School of Medicine

School of Physical Sciences

Feedback

Providing feedback is very important to make sure issues are addressed and resolved. While in committee, make notes of any issues you have raised or any points relevant to student cohort or the student body in general, so you can effectively feedback any results and/or actions that will occur. We encourage not only providing negative, but positive feedback.

If issues are of a certain importance, they should also be fed back to the education officer and the SUSU in general as well as the committee, so that we are aware of the situation (focus groups are a way to do this, but also bring us any issues that you think are relevant).

Motion

Chugga, the education officer passed a motion at the Student General Meeting (SGM) on Thursday 12th October regarding Course Reps, re affirming the Students Union plans to set up and run it successfully. The motion was as follows:

Course Reps Assembly

This union notes:

1.  Course representatives are students appointed to represent the academic interests and issues of fellow students in each department.

2.  The course reps is a well established organisation which has been failing in recent years. Reps have not been motivated enough.

3.  The omnibus survey states 55.3% of Undergraduate students and 41.1% of Taught Masters students last year didn’t know who their course rep was.

4.  The course reps provides consultation and the link between the student body, departmental student/staff committees, sabbatical officers and the Learning and Teaching committee

This union believes:

1.  Course reps will benefit all involved.

2.  Course reps will deal with any academic and course issues that may arise.

3.  Course reps, when used to its full potential can be very successful as a tool for student representation and a feedback mechanism for both the university and the SU.

This union resolves:

1.  The education officer has begun and will continue to lobby the vice chancellor and Learning and Teaching committee to get the course reps up and running and working efficiently.

2.  Communication has been and will continue to be established between the education officer and departments, to make sure there are sufficient student reps in each subject area.

3.  Training will be provided to all course reps at the first assembly on the 25th October, followed by a course reps assembly each term and focus groups throughout the year on specific issues.

4.  Course rep details will be supplied through departmental notice boards, the SU webpage, lecture announcements and other mechanisms.

Proposer: Stuart Chugga Jones Seconder: Miles Goodman

SU Education Officer SU Welfare Officer

‘The Committee’

In order for a meeting to be successful, everybody must:

·  Know the purpose (reason for) of the meeting

·  Understand what the aims and objectives of the meeting are

·  Have read all relevant paperwork in advance

·  Come prepared

·  Contribute positively (Do you have any issues to raise?)

·  Listen (Take notes)

·  Stick to the point

·  At the end be able to understanding what if any action required from them

PARTICIPANTS

There are four roles in a meeting:

·  Leader (Chairperson)

·  Supporter (Secretary / minute-taker)

·  Contributor(s)

·  Observer(s)

·  There can be only one leader (Chairperson) and one supporter (Secretary / minute-taker), these roles are linked as they jointly manage the meeting

·  There can be any number of contributors or observers but most committees limit numbers to a manageable level.

·  All participants are responsible for a certain amount of work before, during and after the meeting

THE SECRETARY’S ROLE

·  Initial preparation (arrange date of meeting, room booking, number of chairs, refreshments, etc)

·  Ensure all participants know where and when to attend

·  Prepare detailed agenda

·  Gather in issues and factual evidence (papers) from participants for discussion

·  Ensure distribution of information (For participants, and others if necessary)

·  During the meeting taking the minutes

THE ROLE OF THE CHAIRPERSON

The Chairperson is the person that controls the actual running of the committee

They have a number of key responsibilities.

·  At the start of the meeting, s/he should welcome the attendees and confirm the timings (which should already be shown on the agenda).

·  Chairperson will keep control of the meeting. To stop people wandering from the agenda.

·  Avoid conflict among attendees.

·  To organise any decision making actions

·  Encourage everybody to participate, particularly when looking for agreement, and ‘draw out’ people’s thoughts, actually asking for their input (providing it is relevant to the meeting).

AGENDA & MINUTES

The Agenda will be sent to you either electronically or as a hard copy approximately one week before the date of the meeting. The Agenda is split into two sections the Agenda for this meeting and the minutes of the last meeting.

The Agenda

·  Informs you where and when the meeting is to be held

·  Who are the Chairperson and the Secretary of the committee

·  Who are the attendees

·  Give a brief summary of the issues to be discussed

·  Agenda is split into 3 parts: Items for discussion and decision: Items for Adoption or approval without discussion; Information Items

·  Attached papers give factual evidence for items discussed/ presented.

The Minutes

The minutes, the purpose of this written record of the meeting, is to:

·  Give a brief summary of the content

·  Summarise details of action points

·  Specify individuals to undertake action points

·  Record time scale that actions are to be undertaken by.

This creates a permanent record, it also when undertaken properly will detail who attended.

The main aim is to assist the reader (those who had been present and non-attending individuals) to appreciate and understand what took place, what was discussed, what facts were given who spoke in favour etc. So that they can be used as evidence, they also can be useful tool for planning future agendas.

If written poorly (or not at all), this will create misunderstandings and mistakes due to the fact that individuals do not have evidence to relate or reference to.

After the meeting arrangements must be made for the minutes of the meeting are typed up and presented at the next meeting (though some departments allow additional access by other means ask your School secretary for confirmation of this)

Prior to the meeting talk to your student cohort, find out is there any issues you wish to raise. If there is anything you want to raise please get it to the secretary within the time scale asked for. Similarly if you have to present evidence or papers please get them to the secretary on time. If you are in doubt about the time scale you have to get items to the Committee secretary, then please get in contact with them and confirm, as it is difficult to raise issues in some committees in the “any other business” part of the committee.

PERSONAL PREPARATION

Time spent on reconnaissance is never wasted. However it is amazing how many people request a meeting and do not prepare in advance, believing they will be able to ‘chance it’ on the day. However it does not look good, and sooner or later you will get caught out, and although in-depth preparation is not always possible, even a small time spent in preparation before a meeting will make your task during the meeting much easier.

TO DO LIST

1.  Read the agenda & Read the papers

·  Read through each item (rather than skim-reading) and consider what will be discussed, what terminology may be used that you could brush up on

·  At least scan the papers (but ideally read in depth)

·  To familiarise yourself with what is going to be discussed

·  It will help you to understand language and issues being raised.

·  This will help you to follow discussions at the meeting

·  Remember take a note pad and pen with you to take notes.

2.  From reading the agenda you must be able to know BEFOREHAND

·  Where the meeting takes place

·  When the meeting takes place

·  Who are the main players (Chair person / secretary)

·  What is to be covered

·  What decisions are expected

·  When decisions are taken

·  How you are required to behave (e.g. Do you have a presentation; can you interrupt?)

·  What if any specific help or general guidance you may need.

3. Prior to the meeting you must

·  Talk to others for their opinions on the issues (your student cohort etc)

·  Ask an 'expert' on any agenda item for clarification if necessary

·  If in doubt or you wish guidance please contact your departmental secretary, SUSU Education Officer or other SUSU Sabbatical Officers

DURING THE MEETING

·  Take notes

·  Pay attention (Yes it is difficult at times but at least look attentive otherwise others will not take you seriously)

·  Take an active

Student Union Contact Details

Stuart ‘Chugga’ Jones - Education Officer

01792 295465

Internal: 5465

John Follett – Research and Representation Adviser

01792 295112

Internal: 5112

Owen Morgan - Student President

01792 295468

Internal: 5468

Treasurer

01792 295469

Internal: 5469

Welfare officer

01792 295470

Internal: 5470

Emma Bartlett - Womens’ officer

01792 295770

Internal: 5770

Kylie Bartelli - International officer

01792 295616

Internal: 5616