Course Rep Handbook
CONTENTS 03
Congratulations on becoming a Course Rep!
04
What is a Course Rep?
05
Getting Students’ Opinions
06
Course Boards
Working with your Course Leader
07
Course Rep Wins
10
Common terms and acronyms
HOW WE WILL KEEP IN CONTACT WITH YOU
facebook.com/groups/ucacoursereps
@
email updates
telephone
website - ucasu.com/coursereps
02
CONGRATULATIONS ON BECOMING A COURSE REP! This handbook is a guide to the world of course reps! It explains your role, how the system works and provides you with tools to be the best you can. There are a whole load of benefits attached to course reps, on top of being the driving force to improving student experience. You will learn new skills for your portfolio, get official recognition, paid work opportunities, meet new people, make friends and develop stronger professional relationships with staff and academics. Good luck!
CAMPUS OFFICER CONTACTS Tomm Morton
Phil Dowler Vice-President Surrey pdowler.su@uca.ac.uk 013720 20 2443
President tmorton.su@uca.ac.uk 01252 89 2693
Riley Clowes Vice-President Kent rclowes.su@uca.ac.uk 01227 81 7337
STAFF CONTACT Student Union
union@uca.ac.uk 01252 89 29 09
MY COURSE DETAILS Course Leader Name__________________________________ Email________________________@uca.ac.uk
Dates for Course Board Meetings 1 _______________ 2 ______________ 3 _______________
03
WHAT DO I HAVE TO DO? Your role is to find out the collective opinions, questions and experiences of students on your course. Supported by your course leader and the SU you can make positive changes to the University through meetings called Course Boards. Course reps make sure students are on top, have their voices heard and acted upon – rather than just consuming the experience, you can be a part of creating it! You will then feed back any changes and improvements to the people on your course (look at the arrows in red).
WHAT DO I HAVE TO DO? • • • • • • •
Publicise yourself and your role to students so they know who to turn to Proactively gather feedback from students on your course and identify possible solutions to bring to course board meetings Represent the collective view of all students on your course Attend course board meetings with your course leader (one per term) Feedback any outcomes from course board back to students Point students with individual issues to the right place for help – usually the Union Office or Course Leader. You can get out as much as you put in to this role – including paid opportunities if you want to do more
WHAT DO I NOT HAVE TO DO? Don’t take on more than you need to – refer anything that’s outside of your role to your campus officer. *Remember, you represent the Collective opinions, not individual’s problems with grades, extensions, failing modules, bullying, harassment or formal complaints etc.
04
GETTING STUDENTS’ OPINIONS 1. TELL EVERYONE WHO YOU ARE AND WHAT YOU DO • • • •
Do a lecture shout out Ask course leader/lecturer to send out who you are and ways to contact you Put up posters Make sure you meet the other reps from your year and course
2. LISTEN TO WHAT STUDENTS THINK • • • • •
Discussions during lectures (ask your course leader to step outside) WhatsApp/Facebook groups Email Questionnaires/surveys Drop-in sessions 1-to-1
3. REPRESENT THE COLLECTIVE OPINION Only take opinions to course boards that cover these four criteria: Accurate: Is it based on fact or gossip? Balanced: Does it reflect majority opinion or just a few people? Constructive: Go with solutions for your problems, not just criticism Depersonalised: Think about the issue, not the individual and keep all feedback anonymous.
TIPS FOR GETTING USEFUL FEEDBACK • Ask specific questions rather than just general ones. Eg what do you think about the feedback we get from our assignments? • If a problem is brought to you, ask others if they have had similar experiences • Don’t get lost in gossip • Ask more than just your friends don’t be shy • Don’t bring up issues about a certain person – think about the issue, not the individual • Keep things anonymous • Ask for positives and negatives! • Work on the relationship with your lecturer/course leader • If you need help, ask for it. The SU and course leaders are here to support you • Be respectful in a meeting – listen if you wish to be listened to
05
COURSE BOARDS A course board is a meeting where people discuss all things course related. It’s attended by course leaders, some lecturers, Head of School and YOU! There will be reps from other years, so it’s great chance to meet them.
WAYS TO MAKE COURSE BOARDS WORK FOR YOU • • • • • • • •
Let students know that there is a meeting coming up and identify any issues that need raising Represent the collective opinion Remain professional and focused Bring issues to the attention of the course board sooner rather than later to avoid snowballing Don’t be shy - make your voice heard If an issue is taking too long to be dealt with, report it to the students’ union. You should always bring positives and negatives Act professionally
ISSUES YOU MIGHT WANT TO DISCUSS • • • • • • • •
Course facilities Access to resources Contact hours with lecturers Links to employers and the industry Unit Feedback Forms Timetabling National Student Survey (NSS) results Assessment and Feedback
WORKING WITH YOUR COURSE LEADER Feeling a little daunted about giving feedback to your lecturers? It is vital that students are satisfied with their course and feel their voice is being listened to, your course leader will want to make things better too, so really you’re a team! If you are having troubles with your course leader then talk to the students’ union for advice.
06
COURSE REP WINS
COURSE REP WIN
#1
A group of students on a course were getting frustrated at their lecturer allowing smoking breaks during teaching time as it caused too much disruption. The course rep asked all the students (including smokers) what they thought at the end of a lecture and a large amount of them felt it was disruptive. However, when the course reps raised the issue at course board the lecturer denied it was a problem and the meeting moved on. The course reps came to the SU for help who advised them to time the amount of teaching time that was wasted with cigarette breaks.
COURSE REP WIN
#2
Fashion students studios were shutting at 5pm everyday when students needed them for longer. The course reps put together a petition of all the students’ names that wanted extended hours and took it to their course board. The course leader then showed it to the relevant staff that organised a new staff timetable that allowed for later opening hours. They also wanted chairs with tables attached to make taking notes easier during class. It was brought up in a Course Board meeting, all years agreed and ow new tables have been ordered.
COURSE REP WIN
#5
The graduation ceremony for fashion textiles students fell on the same day as New Designers event – which many decided to attend instead. Course reps helped arrange an on-campus photo one campus in robes for another day and now the university has checked that graduation doesn’t clash with any key events for the future.
07
COURSE REP WIN
#4
Students were unhappy with the feedback they received on their work. The course reps ran an open discussion on Facebook asking students what they wanted to see changed. The majority of students wanted more information about what aspects of their work was meeting the marking criteria rather than just negative criticism. The course reps took this information to their course board. As a result the course leader discussed the issue with staff and they agreed to offer positive feedback before outlining areas of improvement.
COURSE REP WIN
#5
Graphic design students were told their end of year show would no longer be held in London due to budget constraints. When the course reps went to their course leader it became clear the decision had not been his. So the course reps went to school board, where they could raise their concerns with the head of school and other course leaders. The course reps took lots of alternatives and evidence as to why a London show was important and they were successful. Epsom Graphic Design Course Reps and other students have helped interview and orientate the new Course Leader.
COURSE REP WIN
#6
Every year the fashion journalism course had a trip to New York. However, it was cancelled for 2013/14 under a new course structure and many of the students were disappointed as they had looked forwards to it. The course reps had meetings with their course leader and head of school to outline how the students felt and that they were not given enough notice that the trip had been cancelled. As a result, the trip was back on and they went to New York.
08
COURSE REP WIN
#8
Students from interior architecture had a project where they had to work in groups but the studio space was better suited to independent learning. The course reps discussed this at their course board and found that other years agreed it was a problem. As a group, they looked at the studio space and rearranged to encourage greater group work.
COURSE REP WIN
#9
COURSE REP WIN
#10
COURSE REP WIN
#7
Students were confused by the marking scheme and other elements of their course. Through talking to their course reps that department have now produced a handbook explaining it in more detail. When fashion, promotion and imaging held an event with Vogue only a small number of students could work with them. The course leader raised this at a course board and it was decided that students interested could put forwards their work as a nomination and course reps from other years would decide who was best to attend. As a result, the students sent who they wanted to Vogue to represent them all. Some product design students wanted to know more about career options and skills for the work place. Through taking this to the course leader and course board meeting, the university arranged for a local professional to come in to talk about their experiences.
WHAT A COURSE LEADER SAYS: Course reps become a vital member of the course team and enables further dialogue between the academic policy making process of the university and the students’ experience of it. The reps are key players in bringing their perspective to any discussions about course changes and development and can quickly highlight any issues that need resolving. Claire Barwell Course Leader, Film Production, UCA Farnham
09
BIG DATES FOR THE DIARY THE FORUMS If Course Boards are for academic things, then Student Forums are for everything else. Run by the The Union, there is one every term. Concerns or suggestions you might have from safety, the price of crisps to events on campus come here. Drop by to share your issue - other people may feel the same! Your Vice-President and Campus Executive Officers will facilitate discussion and give information about how the union can help. Can’t make the Forum or the issue is more private? Contact your Vice-President or President. They can help, or refer you to someone who can. Contacts details at the front! Forum dates @ 4:30 - 6 Farnham 6th Nov Feb 6th 8th May
Epsom 7th Nov 7th Feb 9th May
Canterbury 8th Nov 8th Feb 10th May
Rochester 9th Nov 9th Feb 11th May
STUDENT ENGAGEMENT WORKSHOPS IN NOVEMBER The big chance to meet and discuss the development of UCA with heads of department you wouldn’t usually meet. See where your money goes, hear future plans and give them an insight into life as a UCA Student. All Course Reps are required to come along – 1:30pm - there’ll be free food! Epsom – Wed 8th - Gallery Rochester – Fri 10th - Xchange Canterbury – Tue 14th ¬– Kirk lecture theatre Farnham – Wed 22nd – G14
10
NOTES MEETING NOTES Always be balanced when going to a meeting – bring positives too! Remember you represent ALL your class – not individual issues. Fill this in and take it to a meeting. Date of meeting; _______________________ Positives! – What’s been great so far. • • • Student concerns / issues to highlight • • • Suggestions of how things could change • • •
TOP POINTS FROM THE MEETING After the meeting take some time to communicate these top points back to your class • • •
FEEDBACK LOOP Once you leave a meeting, make sure your class knows what went on. Post on your FB page? Email? Talk in class? Tweet? Blog? Send a pigeon? However works for your class.
11
VINSPIRED TOP POINTS FROM THE MEETING You volunteer your time as a Course Rep – so get it recognised! Sign up to vInspired, record all the hours you volunteer and apply for a nationally recognised certificate – perfect for CV and portfolio. You can search for other volunteering opportunities and add your own too. It all adds to your total! Here’s how. If you haven’t yet signed up to vInspired: 1.
Go to https://vinspired.com/schools/ucasu
2.
Click ‘Sign up via this school’ and fill in your details to create your profile.
3. You can now access opportunities from UCA Students’ Union! Search them by selecting ‘Your school’ from the drop down menu at the top of the page or by going to ‘Volunteer’ in the top menu and clicking ‘School Opportunities’. 4. You can search the whole site for any opportunities that interest you by clicking ‘Volunteer’ in the menu at the top of the page and using the search engine function. Try searching by interests, area or key words. 5. You can add details of volunteering you do already do or that isn’t listed by clicking the blue ‘Record’ button. You must describe what you do, and add a referee. If you already have a vInspired account but cannot see our UCA Students’ Union opportunities or link in the menu when you log in: 1.
Log in to your vInspired account.
2.
Now you are logged in go to this address – https://vinspired.com/schools/ucasu
3.
Click the blue ‘Join this school’ button.
12
COMMON TERMS AND ACRONYMS AAM - Annual Academic Monitoring A yearly review of how the course is doing looking at a range of factors including surveys, student feedback, dropout rates and results. BoE - Board of Examiners Board of examiners award grades and final degree classifications to students. BoG - Board of Governors A group of internal and externally appointed individuals that guide the overall strategy of the University and approve or reject high impact financial decisions. CCF - Common Credit Framework The framework that sets out how ‘credit’ is accumulated, marks and grades are awarde, and outlines most of the academic rules for the undergraduate and postgraduate courses. FE - Further Education Pre-degree level education (A-Levels, Foundation, etc). HE - Higher Education Degree level education, including Masters and PhDs. ISS - Internal Student Survey An annual survey of all students at UCA to track student satisfaction. KIS - Key Information Sets These are a set of information about individual courses for students to make informed decisions about where they go to university, see unistats.com. LSS - Library and Student Services The new joint department of library and student development services. This includes advice, counseling, disability support, English for academic purposes, careers and more. Hefce - Higher Education Funding Council for England (“heff-key”) Responsible for the distribution of funding to universities and colleges of higher and further education in England. NSS - National Student Survey An annual survey of final year degree students, designed to assess student opinions on the quality of their degree programme.
13
OFSTED - Office for Standards in Education (“off-sted”) A non-ministerial government department for inspecting standards in schools and further education. PTES - Postgraduate Taught Experience Survey (“pee-tess”) An annual survey of postgraduate taught student opinions on the quality of their degree programme. QAA - Quality Assurance Agency Independent agency to ensure HE qualifications are at an acceptable standard. QAE - Quality, Assurance and Enhancement UCA department working to ensure qualifications are of an acceptable standard, run validation events and that assessments are run fairly. Validation The process whereby a course is reviewed and agreed and recommendations or conditions are placed for the development of a course. VC - Vice-Chancellor The leader of a University, Dr. Simon Ofield-Kerr. UCA Leadership Team The Executive team who lead the University headed by the Vice Chancellor.
MEETING JARGON Agenda A list of topics to be discussed at the meeting. This is given out before the meeting which you can add to. AOB - Any Other Business An opportunity at the end of the meeting to talk about things that are relevant but not on the agenda. Chair The person in charge of running the meeting. Minute taker / Clerk Writes down what is said and actions to be taken. Minutes Notes taken during the meeting. Quoracy The number of people needed at the meeting to make discussions.
14
15