Staff Guide
Student Representation & Staff Coordination
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Guidance for Student Representation Staff Coordinators (or other staff who support Student Reps) Student Reps are a joint responsibility between the University and the Students’ Union. We believe that effective Student Representation can improve student satisfaction and give students greater ownership of their own education. The information in this guide is intended to support staff who work with student representatives and is based on feedback and conversations we have had with staff across the University. Thank you for taking the time to look at this guide; if you have any comments or would like to speak to anyone from the Student Representation team please get in touch. We look forward to working with you throughout this academic year.
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Staff Guide
1) Recruitment We suggest that there should be at least two reps per course per year. However due to varying course sizes this may not be feasible and so, our recommendation is the Reps to Students ratio should be approximately 1:25 (reps: students). In order for all students to be represented, it is important that every year group has a representative and whilst it may not be possible for every individual course to have a representative, it is important that the variety of pathways are also considered. For example, having a “Year Abroad Rep” or a “Year in Industry Rep” to voice the concerns of a particular grouping of students. It’s important that students are aware of the responsibilities associated with being a rep before standing in order to reduce ‘drop out rates’. In summary, they must speak to other students regularly to gather feedback, attend SSLC meetings, work to create positive change and work with the Students’ Union to feedback any change they’ve made. More information can be found here http://documents.manchester.ac.uk/ display.aspx?DocID=4705
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www.manchesterstudentsunion/reps
2) Elections: 4) The names and email addresses of all students who would be eligible to vote. We then send them a unique voter code so that each student can only vote once.
We believe that Student Reps should be elected in a way that is democratic, with equal opportunities for all students. Our research from the RepsRoutes project showed that students preferred to be democratically elected as they felt it was fairer and felt that they took the role more seriously. It also aids their visibility to the students they represent.
• You can ask students to email you if they want to become a rep, along with a short statement saying why. You can then email the names and statements to the other students and they can vote via email.
There are many different ways you can do this.
• Some schools hold elections via Blackboard or other survey accounts.
• You can use MiVoice – an online voting system. Just send the following to us and we will arrange it: 1) The number of Rep positions available (reps per course per year) 2) How long you want the election to run for (this is typically a week) and also the dates of the nominations period. This is the timescale for collecting the details of the student who want to stand for election. 3) The details of all students who are standing in the election: email address, full name, an optional but preferred statement for why they’re standing. We ask for people to input their details on an online survey form similar to this : https://www.surveymonkey.com/s/ physrep2015
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Student Reps Handbook
3) Student Rep Training We want to make the training as specific and relevant as possible so if you have any insight into the way representation works within your school please let us know!
Training will be provided by the Students’ Union and we encourage staff coordinators to attend to share good practice and introduce yourself to the new or continuing student reps. All we need to know is the date, where you want to hold it, and if you require any catering.
4) Responsibilities of staff as soon as they are elected (ideally by Week 4 of Semester 1) and details of SSLC meetings.
These are the University’s guidelines on student representation, and can be found here: http://documents.manchester.ac.uk/ display.aspx?DocID=4705
• Act as a first point of contact for student representatives in the School and support them as needed.
• Act as a champion for student engagement and representation.
• Follow up issues raised at SSLC meetings and ensure actions are carried out by liaising with appropriate School and Faculty staff and other colleagues as appropriate.
• Ensure fair and well publicised elections are held annually for student representatives. • Ensure student representatives have the opportunity to feed into developments affecting their student experience.
• Report back to student reps and feedback the outcomes of any actions.
• Liaise regularly with the Students’ Union. Ensure the Students’ Union is provided with details of representatives
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www.manchesterstudentsunion/reps
5) Where to direct students Issue with individual staff member – Contact the staff member/unit coordinator/student rep coordinator. It is best to do this first before taking it to SSLC as the issue could be resolved quickly. Issue with facilities/ estates – Contact estates directly, or ask a member of staff to contact them on your behalf. Want to start a campaign – Come in to the Student Voice office in the Students’ Union. You can speak to the student rep team or the Campaigns and Citizenship Officer about your ideas. We have a ‘campaigns pot’ that can be used by any student and you can bid for up to £1000 for your campaign. http:// manchesterstudentsunion.com/funds Chase up action of SSLC – student rep coordinator/staff member involved/chair of the SSLC. Also useful to reference to the SSLC minutes to see who was supposed to chase up the action. Personal problem – Advice Service in the Students’ Union (http:// manchesterstudentsunion.com/adviceservice) /Student Support in School or Faculty/ Counselling Service (http://www.studentnet. manchester.ac.uk/counselling/ ). All of these places can signpost students to the relevant services.
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Student Reps Handbook
6) Faculty Officers They can be found at http:// manchesterstudentsunion.com/topnavigation/student-voice/student-officers/ faculty-officers
Every year, part-time student officers are elected which includes four officers for each faculty. There are two undergraduate officers, a postgraduate taught officer and a postgraduate research officer. They work with the Education Officer and Student Reps to improve the academic experience of students. They also sit on faculty level committees to act as the student voice.
7) Your contacts Charlotte Raynes : charlotte.raynes@manchester.ac.uk
There’s a whole team in the Students’ Union dedicated to student representation, feel free to contact us at any time. If it is faculty specific, please contact the member of staff responsible for your faculty.
Lisa Tighe (FLS and MHS): lisa.tighe@manchester.ac.uk Becky Fox (Humanities) : rebecca.fox@manchester.ac.uk George Liddle (EPS): georgia.liddle@manchester.ac.uk Michael Spence (Education Officer): michael.spence-2@manchester.ac.uk Alternatively, you can ring us in the Student Voice office on 0161 275 8663 (extension 58663)
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www.manchesterstudentsunion/reps