Handbook
/UMaberSU @AberSUeducation
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www.abersu.co.uk/representation union.representation@aber.ac.uk
Congratulations! Well done on becoming an Academic Representative; you’ve got an exciting year ahead of you. As you may already know, a lot has changed about Aberystwyth University recently. As an Academic Representative you’re absolutely key in ensuring that students’ expectations are met and that they’re getting the best they can from their time in Aberystwyth. ‘Students as partners’ is a huge buzz-phrase in the higher education sector, but it’s students like you who are, above everyone, integral to making sure that students really do get to shape their education. Being an Academic Representative should also benefit you, giving you
Grace Burton Education Officer union.education@aber.ac.uk
Sam Reynolds Representation Coordinator union.representation@aber.ac.uk
skills to make you more employable and a network of fellow students to help you in your role. Your time as a Representative will also go on the Higher Education Achievement Report which details your time at University.
handbook is just a starting point – please come and chat to either one of us if you’ve got any questions or ideas.
We’ve got lots of things planned for the year which you’ll be instrumental to, so please do make sure you keep We’ll do everything we can to in touch and get involved as support you in your role. This much as you can!
On behalf of Aberystwyth University, I would like to thank you for becoming an Academic Representative for the year. The role that you play in shaping your learning experience is vital to the continued development of the University, and the opportunities that we provide for our students. This year will see exciting developments and changes throughout the institution as part of our commitment to providing a first class education.
The University believes that students are at the heart of everything we do and we are committed to engaging with you as an equal partner in effecting positive change, but also in addressing the challenges we collectively face. I wish you every success for this coming year and look forward to working with you as a valued colleague in delivering a leading student experience. Professor John Grattan Pro Vice-Chancellor
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Contents Your Role 5 Where Do I Fit In? 7 Institute Reps 8 Promote Yourself 10 Meetings 11 Resources 13 Jargon Buster 14
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Your Role Your role as an Academic Representative is vital to the Students’ Union. It’s really important that we have a productive and enjoyable year together, so here’s what we should expect of each other.
We expect you to:
You should expect the Union to:
• Communicate with your fellow Representatives
• Keep you in the loop with issues locally and nationally
• Make yourself known to the student body
• Provide you with additional training and opportunities
• Attend your Student-Staff Consultative Committee
• Provide you with adequate notice of any meetings we’d like you to attend
• Report back to the Students’ Union regularly
• Support you through any difficulties you may encounter in the role
• Let us know if you’re in any difficulty
• Recognise your contribution to University life
As an Academic Representative, your role has two important parts:
Being Reactive.
This means acting as the voice of students on your course, bringing complaints, issues and problems to the attention of your department, the Union and the University.
Being Proactive.
This means thinking about the bigger picture. By working with your department and us here at the Union you should be the heart of change at our University, working on improving things for students now and in the future.
Remember – being an Academic Representative is an important responsibility, but you shouldn’t find it interfering with your studies or your life outside of university. If you feel unable to manage the workload, please come and speak to us.
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It is your job to:
It isn’t your job to:
Represent your fellow students Bring their concerns and ideas to your SSCC meetings and follow up on issues on their behalf.
Deal with individual student performance Like poor attendance or appealing a grade.
Consider the way the course is run Are the contact hours enough? Do you have enough books in the library? Is the timetabling good enough? Let your department know.
Raise complaints about individual members of staff You shouldn’t bring these issues to SSCC meetings. Instead, come and speak to us if you have a complaint about a member of staff.
Be a critical friend to your department Dissatisfied with the feedback on your work or the way you’re assessed? Work with your department to make it better! Help improve the University Communicate with your Institute Reps about University-wide issues and policies, like the standard of lecture theatres and submission of coursework.
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Handle non-academic problems Students may reach out to you for help, but this isn’t your responsibility. If students do have welfare issues, such as housing or mental health, please signpost them to the Advice Centre in the Students’ Union.
Where Do I Fit In?
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Institute Representatives What are Institutes? In 2013, the University re-organised the structure of academic departments. Where previously academic departments used to belong to one of three faculties, they now belong to one of six institutes. A list of departments, and the instiutes that they belong to, is on the next page. Each Institute is headed by an Institute Director, who is supported by a team known as the Institute Executive. Institutes are responsible for policies relating to your education, such as special circumstances and exam grades, but also for ensuring your degree is up to standard.
What are Institute Reps? So that students are represented at an institute level, just as they were in faculties, there is now a new role known as an Institute Rep. In each institute, there will be one undergraduate and one postgraduate Institute Rep. Along with the duties of an Academic Rep, Institute Reps: • Attend committees of the Institute and act as the primary student voice to the Institute’s management. • Liaise with the Academic Reps across the Institute, ensuring issues are fed up to the Institute management and the Students’ Union. • Attend regular meetings of the Students’ Union Academic Executive, the committee that advises the Education Officer on academic policy.
How can I become an Institute Rep? Once all Academic Representatives within each institute have been elected, the Students’ Union will contact them to explain the process for becoming an Institute Rep. If you have not received an email, or wish to discuss the process, please contact us.
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From the 1st August 2014, these are the new institutes, and the departments that sit within them: Institute of Biological, Environmental and Rural Sciences (IBERS) Institute of Education, Graduate & Professional Development (IEPGD) • School of Education and Lifelong Learning • Careers Service • International English Centre (IEC) • Learning Support • Centre for the Development of Staff and Academic Practice (CDSAP) The Graduate School
Institute of Literature, Languages & Creative Arts (ILLCA) • Department of Theatre, Film & Television Studies • Department of English & Creative Writing • Department of European Languages • School of Art • Department of Welsh Institute of Management, Law & Information Science (IMLIS) • School of Management and Business • Department of Law and Criminology
Institute of Geography, History, Politics and Psychology (IGHPP) • Department of Geography & Earth Sciences • Department of History & Welsh History Department of International Politics Department of Psychology
• Department of Information Studies Institute of Mathematics, Physics & Computer Science (IMPACS) • Department of Mathematics • Department of Physics • Department of Computer Science
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Promoting Yourself As a Representative, you are a vital link between your department and your fellow students, but they need to know you exist! By promoting yourself in a few simple ways, you can make sure your students know what you do and how to contact you.
Lectures. Before a lecture, practical or seminar, ask your tutor for two minutes to let students know who you are, what you do and how to contact you.
Social Media. Does your course have a Facebook page? If not, set one up! Make yourself known on it and use it to canvass opinion and find out what the issues are.
Surgeries. Before each SSCC meeting, let your students know that you’ll be in a certain place at a certain time for them to drop in and let you know how things are going. You could do this individually, or as a whole committee.
Blog. Be creative and start a regular blog for your students to interact with. Talk about your course, what you’ve been doing as a rep and your thoughts on the key issues of the day.
Emails. Sending emails can be a really effective way of gathering feedback, as long as it’s not done too often. Departments are usually more than happy to send an email out to your course, or include an item in their regular departmental emails.
We’re here to help. Contact us if you need help with setting up a surgery, sending a departmental email or for other ideas on how to contact the students on your course.
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Meetings Why do we have meetings? Checking in. It’s good to see what our colleagues have been up to, and how this affects our own work. More formally, we may be holding certain members to account for their actions, or keeping ourselves on track in what we’re doing.
Discussion. Sometimes it’s far better to discuss a topic or idea in person, rather than sending long emails or having lengthy phone calls. Ideas can also be refined and improved in a meeting with several people, rather than all working individually.
> Before Know who’s who. Make sure you know who will be at the meeting. What are their roles and why will they be there? Also, make sure you know who is chairing the meeting and who’s taking minutes. Aberystwyth University and the Students’ Union are bilingual organisations, so be sure to request translation if the meeting is being conducted in a language you’re not a speaker of. Read the papers. Fail to prepare then prepare to fail! Take some time well in advance of the meeting to go through the previous minutes and any additional documents that you’ve been sent. If you have the opportunity, email the chair
to add any points you want to raise to the agenda before it is sent out. When you receive the agenda, read it thoroughly and consider the points you’ll want to make on various items. Take note and make notes! Forgetting to attend meetings is one of the biggest mistakes you can make in your role. Ensure it’s in your calendar or diary and keep your papers and notes in a place you won’t forget them. Before and during meetings, make notes to make sure you remember everything you want to raise and any action points to take away from meetings. If you’re unable to attend, be sure to send your apologies to the chair.
> Before Arrive on time. There’s nothing more unprofessional than being late. Come prepared. Bring the relevant documents and your notes, and sit with the people you’ll be making points with. Be positive, courteous and constructive. The meeting is happening in order
to resolve issues, so don’t let frustration or anger get in the way of that. Likewise, give others the chance to speak and keep criticism professional. Be attentive. Some meetings are very long, but you need to stay alert!
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> During Keep it relevant. Don’t speak on topics unnecessarily and make sure what you’re discussing is appropriate for that meeting.
Get to the point. Avoid waffle and be clear in your arguments; if you go on too long, people will stop listening and you’ll be less effective.
Don’t be intimidated. You have an important job to do and you have every right to bring issues that are affecting students to the table. Also, don’t take it personally if people disagree with you.
Ask questions. If you don’t understand anything, don’t be afraid to say so and ask questions. You’ll be surprised how many others are feeling the same.
Be representative. You’re not just there for you. Consider the students you’re supposed to be representing and feed in their views; even when you don’t necessarily agree with them.
Enjoy! It may not always feel like it, but meetings are a really important part of your role and are one of the best ways of securing wins for your students. Have fun with it and don’t let any setbacks get you down.
> After Reflect. Look over your notes as soon as possible after the meeting. Consider the points raised and the actions that will follow. Write up a quick summary whilst it’s still fresh in your mind; this way, you’ll know if your contributions were correctly minuted and the correct actions will be taken. This will also help when relaying important information to anyone else who may want to know. Read the papers… again! When the minutes are published in draft form — usually a week or so later — be sure to have a read over them and make sure they’re accurate. If you haven’t received them within a reasonable amount of time then don’t be afraid to contact the secretary or chair to ask for them.
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Discuss. Have a talk with your fellow Academic Reps, your Institute Reps or us here in the Union about how the meeting went. Think about how you approached the meeting and what went well, but also what didn’t. Most importantly, don’t be afraid to ask for support and help when you need it. Report. Use the form on our website to let us know how the meeting went and the issues that came up.
Resources You don’t have to rely on just what the University or Students’ Union tell you about Aberystwyth. There’s quite a few resources out there which Academic Reps may find useful. You’ll probably find them referred to during meetings, so here are the ones to get started on. Key Information Sets (KIS) Universities have to publish certain information about their courses ranging from contact hours to the number of graduates employed after six months. This data, known as ‘KIS’, is available online for you to look at and see how your course compares nationally. > unistats.com Quality Matters From the National Union of Students and the Quality Assurance Agency for Higher Education, Quality Matters is a training hub for reps like you across the UK. Here you can take online training, learn best practice, and see what your national union is doing to improve the educational experience across the country. > qualitymatters.nus.org.uk National Student Survey (NSS) Every year, universities in the UK participate in the NSS – a survey of every final year undergraduate. The survey asks students 23 questions about their time at university across topics ranging from feedback to teaching. The data is great for seeing how your department compares throughout the University and nationally, enabling you to pinpoint areas for you to work with your department on. The data is available on Unistats, and you can also ask us for a more detailed breakdown. > unistats.com Postgraduate Surveys (PTES and PRES) Like undergraduates, postgraduates are also surveyed nationally in the Postgraduate Taught Experience Survey (PTES) and the Postgraduate Research Experience Survey (PRES). The data isn’t published, but you can ask us for the stats.
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Jargon Buster AAC
Academic Affairs Committee – this is now called the ‘Academic Board’
Academic Board
The University committee that oversees and decides the University’s academic policies
AGM
Annual General Meeting
CCC
Coleg Cymraeg Cenedlaethol - An organisation which exists to develop and promote the provision of Welsh-medium education
Council
The supreme governing body of the University
CRC
Course Representative Council – this has been replaced by the Academic Executive
DLHE
Destination of Leavers from Higher Education – a survey of what graduates are doing at various intervals after leaving University
DLT
Director of Learning and Teaching
DUS
Director of Undergraduate Studies
DPS
Director of Postgraduate Studies
Exec
Executive - may refer to University management or Students’ Union officers
FE
Further Education
FT
Full-time
FTE
Full-time Equivalent - a measure when talking about student numbers One FTE means one full time student
FTO
Full-time Officers (also called ‘sabbs’) – the five AberSU officers who you elect
HE
Higher Education
HEI
Higher Education Institution
HEA
Higher Education Academy
HEAR
Higher Education Achievement Report
Hefcw
The Higher Education Funding Council for Wales
i-grad
An annual survey of international students
KIS
Key Information Sets
Mature
Students who are 21 or over when they start an undergraduate degree
MOOCs
Massive Online Open Courses
NSS
National Student Survey
NUS
National Union of Students
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NUSW
National Union of Students Wales
OFFA
Office of Fair Access
OIA
Office of the Independent Adjudicator
PG PGT
Postgraduate Postgraduate (Taught)
PGR
Postgraduate (Research)
PRES
Postgraduate Research Experience Survey
PTES
Postgraduate Taught Experience Survey
PT
Part-time
PTO
Part-time Officer
PVC
Pro Vice-Chancellor
QAA
Quality Assurance Agency
Sabbs
Sabbatical officers - usually referred to as Student Officers or Full-time Officers
Senate
The highest academic committee of the University
SLTAs
Student-Led Teaching Awards
SU
Students’ Union
UCU
University and College Union – the trade union for academic staff
UG
Undergraduate
UNISON
One of the trade Unions for non-academic staff at the University
VC
Vice-Chancellor - the head of the University
WG
Welsh Government
WP
Widening participation
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