COURSE
REPS HANDBOOK 2015-16
WELCOME Thank you for becoming a Course Rep. You have the potential to improve LJMU’s courses and change students’ lives. You will be the essential link between students and lecturers to ensure student views are heard. This handbook is here to support you during your time as a Course Rep. Use it as a point of reference or when you need inspiration or guidance on how to be successful in the role. Also, throughout this Handbook, look out for Jamie Bennett, LiverpoolSU’s Vice President Academic Quality, who will be sharing his top tips on how to be a life changing Course Rep.
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MEET THE TEAM
JAMIE BENNETT Vice President Academic Quality VPActivities@ljmu.ac.uk 0151 231 4902
Tell me about you and your role: I was elected by the student body to be the point of contact for students, staff and Course Reps regarding the academic quality and the experience of students across Liverpool John Moores University. I want to make sure that all students can engage effectively with their course and how they are educated across all of LJMU. It is important to have a high level of communication between staff and students, and Course Reps can bridge the gap. Course Reps exist to be representative of the student opinion and to communicate this to academic staff; this is important so that students can get the most out of their University experience. Do you have a fun fact/secret?: I pulled on what I thought was a door that was attached to a frame….turns out it wasn’t and the thing fell on me and broke my femur which then sent my mother, who was heavily pregnant with my brother, into labour….imagine the phone call my Dad got.
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BECCI MCEVOY Student Voice Manager R.Mcevoy@ljmu.ac.uk 0151 231 4942
Tell me about you and your role: I lead the Student Voice team at LiverpoolSU supporting the work of the Course Reps at LJMU. My main role in relation to the Course Rep Scheme at Liverpool SU is to ensure that you as Course Reps are able to meaningfully and positively change not only your lives, but also the lives of your fellow students. Do you have a fun fact/secret? Interesting fact: I am a fanatical Liverpool supporter. 5 years ago, I moved 300 miles away from home to be closer to Anfield.
CHELSEA KEATINGE Student Voice Co-ordinator C.Keatinge@ljmu.ac.uk 0151 231 4906
DEMI MCINTOSH
Student Voice Co-ordinator D.McIntosh@ljmu.ac.uk 0151 231 4906 Tell me about you and your role: As Student Voice Co-ordinators we want to guarantee that all Course Reps are valued and recognised for the work they do in representing LJMU students. It is our role to deliver training and offer ongoing support to all our Course Reps. We work alongside academic staff across LJMU to ensure the Course Rep system is a success and LJMU students’ voices are heard. Do you have a fun fact/secret? Chelsea: Regardless of the fact that music is going digital I still prefer to have the hard copy, which is probably the reason I now have a collection of 200+ CDs and it’s still growing. Demi: My passion in life is food: I spent 80% of my time eating food or talking about eating. The other 20% is all LiverpoolSU.
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CONTENTS
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What will I do as a Course Rep?
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How will I be life changing?
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What will I get out of being a Course Rep?
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Transferrable skills to improve your employability
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How do I find out what my course mates think?
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What can I do to promote my role?
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Training and Development
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How do I get the right information from students?
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What issues might I face?
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How will I know which issues are my responsibility?
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Board of Study meetings
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Representation at LJMU
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Course Rep Roles and Responsibilties
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Dates for your diary
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If you get stuck
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WHAT WILL I DO AS A COURSE REP? As a Course Representative at LJMU, you will aim to improve the quality of students’ academic lives. You will do this by representing students’ views from your course and communicating these to the university staff in your department. You will be life changing.
HOW WILL I BE LIFE CHANGING?
Be a central part of LiverpoolSU, working with Sabbatical Officers & Student Voice Co-ordinators
Tell students on your course what decisions have been made and any changes influenced by their opinions
Create positive change, helping to shape your course and solve problems
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Provide the essential link between students and the university
Interact with students to find out what would make their course perfect
Represent students’ views at Board of Study meetings
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WHAT WILL I GET OUT OF BEING A COURSE REP? • The unique opportunity to improve your course. • The chance to meet other Course Reps and students from across LJMU. • Gain valuable training and development opportunities throughout the year. • Online and face-to-face support. • The chance to be nominated for the 'Amazing Course Rep' award. • Boost your C.V with new transferable skills. • The chance to gain accreditation for the work that you do. • The opportunity to attend the Course Rep Awards Night to thank you for all your work over the year. • The prospect of being life changing.
COMPLETE ALL TRAINING AND ATTEND COURSE REP EVENTS THIS WILL HELP YOU IN YOUR ROLE AND COUNT TOWARDS THE COURSE REP ACCREDITATION SCHEME!
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HEAR FROM A COURSE REP! Why did you become a Course Rep? “…to be able to make a difference to student’s lives and ensure that our voice was heard. Also, I figured that it would be a good way to meet other people and get myself involved in something that wasn’t just about study.” What have you enjoyed about being a Course Rep? “The opportunity to develop working relationships with the lecturers on my course. This has been key to my success as a Course Rep as they are proactive, so they can keep improving the course. In my final year I worked closely with the level 4 and 5 Course Reps so we could share tips - I’ve never felt like I’m on my own in my role as a Course Rep.” What have you gained from being a Course Rep? “…it really helps you develop key skills that are beneficial to you once you enter the world of work such as communication, negotiation, experience in speaking in meetings with senior university staff and problem solving. In addition, I have met so many amazing people from across LJMU and Liverpool Students’ Union which I probably wouldn’t have without doing the Course Rep role.” How did your role impact the students from your course? “Ultimately, I think students knowing that they have a friendly face there who will listen to their concerns and take action when needed or even just provide some clarification is so important. It’s a vital source of support for some students and also an important link for the lecturers.”
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TRANSFERABLE SKILLS TO IMPROVE YOUR EMPLOYABILITY Throughout your time as a Course Rep, you will be given the opportunity to build and develop transferable skills that will help you in the future. LJMU run the World of Work Skills Programme which is aimed at enhancing student's employability when they transition from University; the skills you gain during your time as a Course Rep can be used as evidence in the WoW programme. This means that all Course Reps can have recognition for the hard work they do across the year, by both LiverpoolSU and LJMU which can be taken away from University as evidence of skills when you are seeking employment.
Negotiation and communication
Problem solving
Experience in public speaking
Team building
SKILLS THAT IMPRESS EMPLOYERS
Using initiative and creativity through campaigning to deliver outcomes
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Organisational development
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HOW DO I FIND OUT WHAT MY COURSE MATES THINK? In order to be a life changing Course Rep, you first need to gather opinions from as many people off your course as possible. You are representing student views, so agree or disagree, you are their voice! There are a variety of different ways you can communicate with students. Whether you have all the time in the world or can only spare an hour a week, collecting students’ views is easy and accessible. Every student is different so use a number of these techniques to communicate successfully with all of them.
EMAIL Ask your Programme Leader to forward on emails that you wish to be sent to all of your course.
SURVEY MONKEY.COM If you are up for the task and have the time, surveys are a free and easy option. Post the link on facebook or email to members off your course.
SOCIAL MEDIA
NETWORKING
Easy and accessible ways to communicate. Facebook groups allow people to share their opinions and you can feedback any progress.
Make the role sociable. Talk to all different types of people on your course. See what they like about the Course and what else they do whilst at LJMU.
BLACKBOARD
GOATING
Ask your Programme Leader to set up a Module Discussion Thread or survey to gather students opinions. You can also feedback any progress.
(Go Out And Talk) When you are about campus or at the end of lectures, talk to students from your course about how it could be perfect?
Every student is different so use a number of these techniques to communicate successfully with all of them.
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WHAT CAN I DO TO PROMOTE MY ROLE?
As a Course Rep your role not only entails you to gather opinions from students but to also be accessible and known. This is so students from your course can come to you with problems or suggestions for change.
IN ORDER TO MAKE YOURSELF KNOWN YOU CAN: • Ask your Programme Leader to send out an introductory email on your behalf. • Get your picture and contact information on the Blackboard Community site. • Ask your lecture for 5 minutes at the beginning or end of a lecture to introduce yourself.
MAKE SURE YOUR COURSE MATES KNOW WHO YOU ARE AND HOW TO CONTACT YOU
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TRAINING AND DEVELOPMENT LiverpoolSU offers training and support to all Course Reps, new and continuing. We provide flexible face-to-face training to suit your time commitments. The training will include the following topics: Board of study meetings Preparing you for what to expect at these meetings and how to get ready for them Communication Skills Training you to find different ways to communicate to gather student opinions Roles and Responsibilities Understanding what is involved in being a Course Rep
Course Rep Accreditation Scheme: By attending Course Rep training, you automatically enrol onto the Course Rep Accreditation Scheme. This allows you to gain recognition for the work you do whilst volunteering as a Course Rep. At the end of the year, you will be invited to the annual Course Rep Awards night, and Course Reps who have achieved accreditation will be presented with a certificate acknowledging them as a Bronze, Silver or Gold Level Course Rep. Volunteer Conference: This conference will be held in November, and is available to all volunteers across LJMU, including Course Reps. It is a chance to increase your employability, learn more about the National Student Survey, and socialise with students from across the university.
TO FIND OUT MORE ABOUT BOTH OF THESE DEVELOPMENT OPPORTUNITIES VISIT WWW.LIVERPOOLSU.COM/COURSEREPS
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HOW DO I GET THE RIGHT INFORMATION FROM STUDENTS? When finding out student opinions you need to know more than just the surface problem. ‘My course is rubbish’ or ‘my course is amazing’ is not enough information. As a Course Rep you need to find out more details about the problem so a solution can be found. Use the following questions to clarify that you have found out all the relevant information relating to the student’s problem. What is the issue? Identify the specific issue as simply as possible. Why is it an issue? Find out how the issue is affecting the student/students. How do you know it’s an issue? Complaints have been made, students have talked to you about it. Where is it an issue? In one module/programme/year/ the whole faculty/university. Who does this issue affect? Different year groups, international or home students, part-time or full-time, undergraduates or postgraduates, males, females, mature students, campus based students...
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WHAT ISSUES MIGHT I FACE? A successful Course Rep will be viewed by their students as a problem solver, the person responsible for listening to course related concerns and voicing them to appropriate university staff. This section of the handbook provides examples of common student issues reported to Course Reps. • • • • • • •
Teaching Quality Assessment and Feedback Organisation and Management of the course Communication Concerns Personal Tutor Support Standard of Resources Teaching Methods
Examples of previous changes brought about by Course Reps include... • Changes in lecture times for criminology students with childcare responsibilities. • Timetables introduced for Popular Music Studies students for fair use of the recording studios in the John Lennon Art and Design Academy. • Renegotiated assessment deadlines for Building Surveying students. • An apology and alternative lectures from the Business School after cancelling a day’s teaching for an open day at short notice. • Improved facilities at IM Marsh.
DON’T BE AFRAID TO ASK QUESTIONS OR SEEK ADVICE
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HOW WILL I KNOW WHICH ISSUES ARE MY RESPONSIBILITY? As a Course Rep you will come across a variety of issues. These might affect one individual, whilst other issues might affect a number of students. Part of your role is to signpost people to the relevant staff. Issues that are specific to an individual As a Course Rep you are there to represent all your course mates. Issues specific to the individual, such as financial issues, housing problems, personal problems, should be directed to Student Advice and Wellbeing - located in the Aquinas Building, next to the Aldham Robarts library. LiverpoolSU has an independent advice centre for student academic issues e.g. Fitness to practice, collusion, expulsion. Issues that affect more than one student on your course This is what being a Course Rep is all about. You can discuss these issues with your Programme Leader, Student Voice Co-ordinator and raise them at Board of Study meetings. Issues that affect all students at the university These issues needs to be brought to the attention of LiverpoolSU. You can contact Jamie, the LiverpoolSU Vice President Academic Quality via J.Bennett@ljmu.ac.uk If you are unsure at any point of where to signpost an individual to, or need clarification, please do not hesitate to contact your Student Voice Co-ordinator. We are here to help and support you all year round.
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BOARD OF STUDY MEETINGS Board of Study meetings are formal meetings with university staff from your department, where you will have the opportunity to raise student concerns from your course. The KEEP, STOP, START model is fantastic. You state which things the students like/enjoy and the university should therefore KEEP. Then you can say what the students dislike and the university should STOP. Finally you let them know what they should START, thus providing a solution for the previously identified issue. Here are a few more hints and tips to prepare you for Board of Study meetings:
BEFORE: • Study the agenda that you will receive via email, prior to the Board of Study meeting. • Make sure you have gathered a fair number of student opinions before the meeting. • If you feel there is a major issue that needs to be addressed, contact your programme leader to request that it be put on the agenda.
DURING: ARRIVE EARLY This will help you to feel confident and settled before the meeting.
BE CONSTRUCTIVE When raising issues, keep your criticism constructive and offer solutions.
ASK QUESTIONS If you have any doubts feel free to ask the chair of the meeting for clarification.
BE OPEN TO NEW IDEAS Problems may be solved in ways you had not considered, so keep an open mind.
ACHIEVING SUCCESS BE PREPARED
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AFTER: • Discuss with other Course Reps how the meeting has gone and take on board any agreed actions. Use Blackboard or arrange a meeting to give feedback to other Course Reps who were not present in the Board of Study meeting. • Always report back the important points of the meeting to students about what is happening, using the communication techniques. • Once you have reported back to students, gather feedback from them to take to the next meeting.
REPRESENTATION AT LJMU The Course Representation System is a vital way of enhancing the student experience at LJMU. Both LJMU and LiverpoolSU are committed to building and maintaining a strong and practical Course Rep System that is able to meet the needs of both students and staff members across the university. LiverpoolSU’s goal is to support and develop Course Reps to be as effective as possible in their role. All Course Reps are provided with training throughout the year, offering face to face training and online support in order to meet the needs of students. In addition, LiverpoolSU’s Student Voice Co-ordinators (SVC’s) are available as a first point of contact to give advice and support to Course Reps throughout the year. LiverpoolSU are always finding new methods of assisting Course Reps in order for them to reach their full potential. Representation is very important so we believe that students should have the right to the best representation during their time at LJMU.
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COURSE REP ROLES AND RESPONSIBILITIES
To help ensure that all students understand what Course Reps do - here are the roles and responsibilities: • Gain students feedback, to ensure you’re representative of students’ views from your course, helping LiverpoolSU to fulfil its visions and values- www.liverpoolsu.com/ourvision • Be a positive ambassador for LJMU and LiverpoolSU at all times. • Work with academic staff to implement positive change. • Provide effective communication between students, LJMU and LiverpoolSU. • Attend or send feedback of student issues to all Boards of Study meetings required of you. • Familiarise yourself with the LiverpoolSU Course Rep web page www.liverpoolsu.com/courserep • Attend any training or events required of you by LiverpoolSU. • Ensure any campaigns and activities you organise and/or support are inclusive and participants are not discriminated against. • Respect confidentiality at all times. • Report any concerns or complaints to LiverpoolSU via coursereps@ljmu.ac.uk
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LiverpoolSU recognises university studies come first and so Course Reps will never be expected to do anything that may obstruct their academic success. There may however be occasions where Course Reps are deemed to be unable or unwilling to fulfil their role. To ensure student representation at LJMU is successful the Course Rep removal process has been implemented. This will ensure that all Course Reps are fulfilling their duties adequately and therefore all students are having their voice heard at LJMU.
COURSE REP REMOVAL PROCESS LiverpoolSU would like to make you aware of the Course Rep Removal Process. This process is in place to ensure student representation is successful at LJMU. Hopefully this process will never apply to you.
IF YOU WOULD LIKE FULL DETAILS OF THIS PROCESS PLEASE VISIT OUR WEBSITE AT WWW.LIVERPOOLSU.COM/COURSEREPS
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DATES FOR YOUR DIARY Organising your time to ensure that you can be the best possible Course Rep is important. Below are a few key events you may want to attend throughout the year. You will also be informed of appointments and meetings, time and locations as the year progresses. Remember attending training sessions and meetings contributes to the Course Rep Accreditation Scheme!
OCTOBER
Course Rep Training
NOVEMBER
Postgraduate Focus Groups
DECEMBER
Course Rep Christmas Social Course Rep Drop-in’s
JANUARY
Course Rep Phone Calls Course Rep Drop-in’s
FEBRUARY
Course Rep Welcome Back Social Course Rep Drop-in’s
MARCH
Course Rep End of Year Survey Course Rep Drop-in’s Course Rep Awards Night
APRIL
Course Rep Training
MAY
Course Rep Training
MORE INFORMATION ABOUT THE EVENTS CAN BE FOUND AT WWW.LIVERPOOLSU.COM/COURSEREPS
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IF YOU GET STUCK LiverpoolSU employ two full-time Student Voice Coordinators (SVCs) that are on hand to help you;
CHELSEA KEATINGE & DEMI MCINTOSH EMAIL: COURSEREPS@LJMU.AC.UK TELEPHONE: 0151 231 4906
NOTES:
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This handbook has gone some way in explaining the huge importance of the Course Rep role, but don’t panic! There’s plenty of help and support available to you throughout the year.
JAMIE’S TOP TIPS: MAKE SURE YOUR COURSE MATES KNOW WHO YOU ARE AND HOW TO CONTACT YOU DON’T BE AFRAID TO ASK QUESTIONS OR SEEK ADVICE’ ‘BE PREPARED FOR MEETINGS TRY NOT TO GET EMOTIONALLY INVOLVED IN ISSUES RELATING TO YOUR COURSE REPRESENT THE VIEWS OF YOUR PEERS FAIRLY COMPLETE ALL TRAINING AND ATTEND COURSE REP EVENTS THIS WILL HELP YOU IN YOUR ROLE ALWAYS FEEDBACK EFFECTIVELY TO THE STUDENTS
LiverpoolSU.com
@LiverpoolSU
Facebook.com/LiverpoolSU