Academic Rep Handbook

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cademic Rep

Handbook Oxford University Student Union

Acknowledgements

Principal Author: Matthew Tennant (Academic Representation Officer) This handbook was made possible with the advice and contributions of James Blythe (Vice-President for Access and Academic Affairs, 2014) and Yasser Bhatti (Vice-President for Graduates, 2014). Š OUSU 2014 Whilst every effort has been made to ensure that the information contained in this publication is accurate at the time of going to press, OUSU cannot be held responsible for any inaccuracies

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Hello, Congratulations and Thank You for Becoming an Academic Rep! Across the University of Oxford Academic Reps may be referred to as the ‘Course Academic Rep’, the ‘Year Rep’, ‘Class Rep’, ‘Student Rep’ ‘Specialism Rep’ or just ‘Course Rep’. Essentially these all refer to the student who has been nominated to speak on behalf of their fellow students.

Becoming a Department Rep has always been an opportunity to speak for your fellow students, to be involved in the strategy and planning for your department and your course, and to have the chance to achieve real change that makes a difference to your fellow students’ academic experiences at Oxford.

As you start your roles, come to training and read this handbook, you’ll learn, if you don’t know already, that Oxford is a very complicated university with strange and sometimes difficult structures. This handbook is the start of how OUSU will help you navigate the University and make things happen, but it is far from the end – we are here all year to help and to support you in making change happen in your own departments.

So congratulations again for getting involved: over this year, you’re going to have the chance to do amazing things, to develop your own skills enormously, and achieve so much for your fellow students. Enjoy it!

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What are Course Reps?

In simple terms, Course Reps are a key link between the students within your class, cohort or year group and the academic staff within your department. They seek out students’ views and represent you at meetings, working in partnership with staff to improve your course, campaign for change, and resolve any course-related issues which may arise. Course Reps work closely with the Student Union and its elected officers, both full and part-time, to make things better.

What do I have to do?

Each department and course has its own way of listening to the views of students but most have what’s called JCC (Joint Consultative Committees) or GJCC (Graduate Joint Consultative Committees).

Some departments may have a Staff Student Forum (SSF), or an Academic Forum/ Assembly.

Despite different names they are essentially the same thing: a meeting between the staff of the Department and the Course Rep(s). These meetings occur in order to find out about the educational experience of students and any issues that have arisen: both positive and negative.

These meetings may happen once a term, or at least one in either Michaelmas or Hilary term. As a Rep you will be given the time and location of the meeting by either the lead Academic or by a Department admin staff member.

What happens in these meetings?

How do I get opinions from other students?

There is no right or wrong way of getting information, it all depends which method works best for you and the students on your course.

Here are a few suggestions from us:    

How will OUSU support me?

This year we at OUSU are putting a big focus on supporting Course Reps with specific Course Rep training. Throughout Michaelmas term we’ll be running training sessions for Course Reps for each division. We’re offering a range of training slot from afternoon and evening sessions over a range of weeks to allow you to pick training that fits around your schedule.

OUSU will also be contacting you to find out how things are going on your course. This is a very informal way to touch base with us in case there is anything you need help and support with. Likewise, if you ever need anything from us, feel free to email aro@ousu.ox.ac.uk.

It’s your chance to feed back any thoughts, points, concerns or issues your peers have to the academic staff. The agenda is normally kept quite open and you don’t have to always find the negatives – feedback can also be about what you thought was really effective learning and teaching.

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Finding out what people really think

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Asking your department for an email list of your peers is a good way of communicating en masse. If your department won’t give you the list, you might want to consider asking if they can send it on your behalf.

Speaking to students face-to-face Eg, after a big lecture you may want to spend 5 minutes collecting thoughts or notes from fellow students. Or just making yourself known as the person to speak to.

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Facebook or social media group Some courses may have a social media facebook group.

This may be useful to gather comments or used for consultation.

Online survey OUSU will be able to support you in running surveys online for your students via SurveyMonkey or Google Forms.

Working with Academic Reps from your JCR/MCR Your JCR/MCR may have an Academic Rep. They might be a good person to speak to about more college-based academic issues.

Email to your peers

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National Student Survey Data OUSU will be providing every rep with some summary data from the National Student Survey about their course to help you look for areas to speak to your fellow student about.

Academic Feedback Sessions Some JCRs will run Academic Feedback Sessions to allow students to voice their thoughts about their own academic experience. This may be an opportunity to get some additional information from fellow students.

Who are my Divisonal Reps?

OUSU has 8 Divisional Reps, one Undergraduate and one Postgraduate, who represent students at divisional level. These students are also members of OUSU Council. These elected reps are key links for you as a Course Rep and you get in contact with them via:

MPLS

Humanities

Medical Sciences

Social Sciences

Undergraduate: ug-mpls@ousu.org Postgraduate: pg-mpls@ousu.org

Undergraduate: ug-medsci@ousu.org Postgraduate: pg-medsci@ousu.org

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Undergraduate: ug-humanities@ousu.org Postgraduate: pg-humanities@ousu.org

Undergraduate: ug-socsci@ousu.org Postgraduate: pg-socsci@ousu.org

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How will My Department Support Me? Meetings: Your department should be in contact with you to provide you with the dates, times and locations of any upcoming meeting. If you can’t attend, make sure you send your apologies and, if possible, any notes.

Student Comments: When you are conveying the views of students to academic staff, it is important you make note of the academic’s reply. Often context and circumstance play a big role when issues arise. The department will support you in making sure you understand the points fed back and allow you space to voice your opinions and thoughts openly.

Minutes: Some departments will keep a record of the meeting as a set of ‘minutes’. This is normally a light over-view of what was talked about during the meeting and any actions and decisions that were made.

After the meeting, you should ask the department to send the minutes over to make sure all the important points were covered in the record. If this doesn’t happen, you will most likely cover the minutes in the next meeting.

Possible Additional Requirements

Further to your role as a Course Rep, your department may occasionally ask you to attend other University meetings or committees. We recognize that students at Oxford are extremely busy with their academic work and these additional requirements should only be accepted if you feel you can work them around your academic study: • • • • •

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CLiPS Meetings: Committee on Library Provision & Strategy Department Board: The committee that ultimately runs each department.

Department Education Committee: The committee reporting to the Department Board with responsibility for education matters.

Undergraduate/Postgraduate Studies Committee: Sub-committees below Education Committee with responsibility for either Undergraduate or Postgraduate matters.

1-2-1s with HoD: Reps should aim to have termly meetings with the Head of Department or a senior department officer. www.ousu.org

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Being an Effective Rep

There is no ‘one size fits all’ approach to being a course/ Academic Rep. You have to find the best way yourself to represent your students. Being a good rep involves listening, responding to information, knowing what to do with it and acting upon it.

Now that you are the Course Rep for your class/cohort/year group you might be thinking, ‘okay…what now?’ We’ve put together a few tips and some guidance which you might find useful in being an effective rep.

Listening and gathering information

Using information and feedback

Judging the impact of change

Constructing arguments and points

Feeding back to peers

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Listening and gathering information This is the first and most important step.

At meetings with your academic staff they will ask you what is affecting students. There are many ways of gathering information from your fellow students: Online Surveys, using existing survey data, academic feedback sessions, face-to-face discussions, social media, social events.

You have to pick the ones that work for you and are most effective. Starting off with questions such as, ‘What should we keep, what should we stop doing, what should we start doing as a department’ is a good way of starting that feedback process.

Feeding back to peers We often forget to evaluate the impact of our work. Once the department has agreed, or not agreed, to your particular change or suggestion, it’s important that you monitor the impact. If the department has agreed on something, stating how successful it was will make futures changes easier to pass. If the department hasn’t approved your change, evaluating the result of this lack of action could give you more evidence to present next time.

Using information and feedback A committee meeting is your chance to get over the best argument possible for your fellow students. As with an academic argument, the more evidence you have behind it the greater likelihood it has of succeeding. When you make a point or argument to a committee meeting, ask yourself; ‘What do I want as a result of this?’. Having a resolution to a problem is more helpful than just stating one. A well-evidenced argument with a clear solution has much greater weight around the negotiating table than a un-founded rumour you heard in the canteen.

Judging the impact of change Once you have gathered feedback, knowing what do with it is really important. Is it a massive issue affecting a large number of students, or a small problem impacting only a small number? Can the issue be resolved in a quiet conversation over coffee or does this involve a paper for a committee meeting? How you use this information is key to winning for students so when you receive feedback, try and work out the best avenue for taking it forward.

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Constructing arguments and points After a committee or meeting, feeding back to your peers is incredibly important.

Even if your idea or suggestion failed to be approved, telling your fellow students about it is an important step in the process. Students often feel left in the dark when decisions are made and they feel like they have no voice. Telling students about the impact of their feedback can give them a sense of empowerment, and the belief that the department does actually care and will act upon certain things if they ask.

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Some of the most common terms ARO: Academic Representation Officer.

Battels: College bills for accommodation, meals etc.

CLiPS Meetings: Committee on Library Provision & Strategy.

Exam Schools: the building on High Street that hosts lectures and many exams, and also lots of University staff.

Finals: Any exam that counts towards your final degree. These are often referred to as FHS.

Head of House: the Head of each College, this officer can have a variety of names (e.g Provost/ Conference of Colleges: the body President/ Rector/ Principal). that gets all the Colleges together to make decisions and discuss wider JCR/MCR/GCR/SCR: Junior Common Room, Middle Common issues.

Room, Graduate Common Room, Senior Common Room.

Dean: College official in charge of discipline. AKA rector, provost.

Matriculation: Ceremony held a couple of weeks after arriving Department: There are 50+ at Oxford. This is the official Departments at Oxford, and induction to the University. within a department will be a range of courses, some Undergrad Michaelmas/Hilary/Trinity: and Postgrad; some just Postgrad.

Departments are sometimes known Michaelmas is Term 1 from October to December, Hilary is Term 2 from as faculties and are mainly based January to March and Trinity is within Humanities.

Term 3 from April to June.

Department Board: The committee that ultimately runs each Proctors: Two Fellows appointed yearly to oversee student discipline department. and welfare across the whole University.

Department Education Committee: The committee reporting to the Department Board Submission: For DPhils, the final writing and chat. The writing has to with responsibility for education be 100,000 words and the chat is in matters. sub fusc and open to public.

Division: Four divisions: Subfusc: The formal clothing Humanities, MPLS, Social Sciences worn for examinations and formal and Medical Sciences. Each occasions at Oxford.

Department is part of one of these four.

Collections: Mock exams set by tutors at the start of term.

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Different Avenues for Student Views As a Course Rep there may be times where you are faced with different situations that involve different forms of action. Dealing with an individual student who has a very specific issue and dealing with a whole class of students require different avenues of approach.

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Group Based Issues Informal Complaint/ Raising of issue

Formal Complaint/ Raising of Issue

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Social Event

Speak to aN academic or tutor

Academic Feedback Session

Fellow students/ Some departments and colleges hold academic feedback sessions JCR members, These are a great opportunity academic staff to raise points on behalf of the student group.

Speak to Tutor

Speaking to academic or tutor face to face

In an informal manner, raise the point with a academic staff member to see if it can be addressed there and then.

JCC/GJCC Staff-Student Meeting

Academic staff members from College/ Departments

At the more formal academic meetings this is the most effective method of raising your points and concerns. Make sure you back up your arguments with evidence and looks for solutions to the problems.

College

Organizing Tutor (UG)

Your organizing tutor will be able to help discuss with you larger issues relating to multiple students.

College

Senior Tutor for The Senior (Sr) tutor for PGs usually has oversight of student UG and PG academic progress even though most colleges do not get involved in formal teaching for postgraduates. Therefore Sr Tutors and college advisors can both be approached on a range of issues for postgraduates that directly or indirectly affect PGs’ academic experience.

Department

Director of Graduate Students (PG)

At an informal occasion, raise a point as a suggestion or a concern and see what the reaction is.

The director of Graduate studies will be one of the senior members of staff who will be able to help you with your concernwww.ousu.org or issue.

Collective or Group Action

Student Feedback

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OUSU

OUSU Sabbatical officers

OUSU has 6 sabbatical officers that interact with various parts of the University. They may be able to speak to someone senior at committee level to help with your concern or issue.

Group Action

Fellow students on your course

You may want to consider putting in a group complaint or petition with the help of students on your course.

Coordinated Campaign

OUSU and fellow students

OUSU can help work with students and Academic Reps in putting together a combination of petitions, lobbying and combined action to help win for students.

National Student Survey

Each final year UG student fills it out

Survey opens in February and closes around the Easter Weekend.

Student Barometer

1st and 2nd year UG, PGT and PGR Students

Students fill out the survey online when they are selected.

Survey From Departments

Some departments choose to run surveys at the end of module, term or year.

Surveys are sent to students if departments choose to run them.

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Individual Issues

You may be faced with a student who comes to you with a problem or issue that is very specific to them. It could be a personal issue, or something that isn’t appropriate to bring up at a committee because of the sensitive or serious nature. If that happens, it’s not your job to solve it – but there are a lot of people who can help.

Suggestion Your Departement Course Rep

Tutor

Email or speak to your Course Rep who will help to see if it should be brought up at a JCC/GJCC.

Your tutor will be the best person to contact about giving students help and advice with an issue.

Director of Graduate Studies For graduate students, the director of studies may be able to help you out.

Department Administrator If the suggestion relate to an admin problem, the department Administrator may be able to help you.

Your College JCR Officer

College Advisor (PG)

Email or speak to your Course Rep who will help to see if it should be brought up at a JCC/GJCC.

For graduate students, the director of studies may be able to help you out.

Student UNion OUSU Sabbatical Officer OUSU can help support you with new ideas or suggestions. You can email any of the sabbatical team to start a new project or lobby for a change.

Complaint College

Department

Student Advice Service

Complaints Officer

Department

Student Adviser

Details can be found in your college handbook or website of how to put in an official complaint.

Details in your department handbook or website of how to put in an official complaint.

Email: advice@ousu.ox.ac.uk to book a private and confidential appointment.

Student Feedback National Student Survey

Student Barometer

Survey From Departments

Each final year UG student fills it out

1st and 2nd year UG, PGT and PGR Students

Some departments choose to run surveys at the end of module, term or year.

Survey opens in February and closes around the Easter Weekend.

Students fill out the survey online when they are selected.

Surveys are sent to students if departments choose to run them.

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The Student Advice Service is the only professional advice, information and advocacy service exclusively available to Oxford University Students. Part of OUSU, the Student Advice Service is independent from the Colleges or Departments and the Central University and so the services we offer are impartial and objective. Our services are free and confidential.

We are here with a team of friendly and experienced Advisors to help you find answers to the questions and solutions to the problems you may face including: Accommodation, Health, Disability, Relationships, Visas, and Mental Health.

We are here for you when you need us!!

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Student Media

We know that being a student isn’t just about getting a degree – it’s about all the things that are happening around you at the University and beyond. There are loads of things that you can get involved in, from joining a club, society, group or campaign, or doing work in your community.

In the pages of this handbook you will have discovered all the ways OUSU can help you gain valuable work experience – working as an Academic Representative. Here are just a few other ways of how to get involved while at university:

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Campaigns

OUSU has 12 active campaigns that have been created by students to make change happen in Oxford. Ranging from minority representation to lobbying for certain issues, there is something for everyone.

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Oxford Student www.oxfordstudent.com Oxide Radio www.oxideradio.co.uk

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OUSU is here to represent, support and enhance your student experience. That’s why we have teamed up with the University to make sure that your views and oppinion are listened to.

For the past 22 years OUSU has made it possible for students to learn more about the media industry by actively commissioning articles and publishing magazines, websites and newspapers. To see how you can get involved, go to www.ousu.org or check out:

Volunteering

OUSU runs the most famous volunteering group at the University: RAG (Raise and Give). Its purpose is to fundraise for four student-elected charities each year and the events they put on range from the glamorous OUSU RAG Ball, to the exiting Jail Break. Whether you want take part in, or run an event, there is a place for you on OUSU RAG. www.facebook.com/OxfordRAG

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With more than 400 clubs and societies to choose from, your time at Oxford will never be dull. Whatever your interest, there will be a club or society for you. Whether in music, sport, literature, politics, performing arts, media, faith, national or cultural groups and much more. The annual OUSU Freshers’ Fair at the start of the first term is an ideal opportunity to find out what is available. www.ousu.org

Contacts

Matt Tennant Academic Representation Officer aro@ousu.ox.ac.uk James Blythe Vice-President Access and Academic Affairs access@ousu.ox.ac.uk Yasser Bhatti Vice-President Graduates graduates@ousu.ox.ac.uk Student Advice Service advice@ousu.ox.ac.uk

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2 Worcester Street, Oxford, OX1 2BS, Tel: +44 (0)1865 288452 www.ousu.org t f OUSUnews