Staff Course Rep Handbook

representing

Guidance for UCA staff

the student voice for positive academic change and development

Course Representatives (Course Reps) play a vital role in providing feedback on their education. UCASU understands how essential students are as active stakeholders in their learning and development, and Course Reps help facilitate this.

This guidance will cover the following:

• The purpose of the Course Rep system

• UCASU’s responsibilities

• UCA Staff responsibilities

• The Course Rep role

• Course Rep elections and how they work

• How to encourage students to provide feedback

• How to encourage Course Reps to feedback to their peers

• Note for staff working with February starters

The Purpose of the Course Rep System

Our Course Rep system is a collaboration between academic staff, the University Student Experience Committee and UCASU. It provides effective opportunities for students to influence their education and be part of any changes. Students are elected by their peers to represent the year of their course, attend Course Board meetings, and communicate with relevant staff on behalf of students. Course Reps are empowered and supported through full training from UCASU to enable effective communicators and representatives.

The Course Rep system can only be successful if staff and students work together and are respectful of the roles everyone has to play. Course Reps are the voice of their cohort so it is crucial they are included in all appropriate decisions and are treated as experts on the needs and experiences of students. Equally, they should be respectful of the knowledge and experience staff provide and be prepared to work collaboratively to make positive changes.

UCASU’s Responsibilities

We recognise our responsibility to support students in having a voice which influences their education as well as providing learning opportunities outside of their course.

How we achieve this

• Our well established Course Rep system

• Union Council; a committee of elected student representatives who promote and defend the rights of our members, execute policy and campaign on issues affecting the student body. More information can be found at UCASU.COM/ VOICE/UNION-COUNCIL

• Activities; a programme of engagement events, clubs and societies including student groups which include creative, educational or entrepreneurial possibilities

There is a dedicated staff member at UCASU who is responsible for the coordination of the course rep system. They can be contacted at studentvoice. su@uca.ac.uk however, all Union staff members have a good understanding and knowledge of the system.

UCASU provides the structure and administrative support and have a constant and consistent stream of communication with reps throughout the year via teams, emails and in-person forums.

Key Contacts

Union Development Manager studentvoice.su@uca.ac.uk

UCASU General Inbox union@uca.ac.uk

UCA Staff

Responsibilities

As University staff your relationship with Course Reps is vital. UCASU empowers Course Reps with the skills set and knowledge they require but you know them personally. You have immediate opportunities for conversations and to support in making relevant changes.

University and course staff have more frequent and direct contact with Course Reps. You have a greater understanding of their needs, student concerns and are regularly the first point of call for your Course Reps - it is more effective for them to have a positive relationship with you than to turn to their Union for support.

Your responsibilities include but are not limited to:

• Promoting the role and responsibilities of Course Reps - information is supplied by UCASU

• Advertising and communicating how nominations and elections will take place on your course

• Programme Directors are responsible for inviting Course Reps to all Course Board meetings and ensuring that meeting notes are recorded on myUCA for UCASU to access

• Ensuring Course Reps have key dates and information to fully participate in Course Boards – there is a space within their Course Rep handbooks to note key information. Their training covers how to collect feedback as well as meeting etiquette

• Including Course Reps in conversations about issues that affect students

• Involving Reps in conversations outside of Course Boards and allowing them to provide a student’s voice when decisions around their course, education and experience are made

• Providing dedicated time in class where no staff are present for Course Reps to collect and give feedback

We recommend allowing 10-20 minutes of dedicated time to meet the week before a Course Board to allow Course Reps to gather feedback and discuss issues with the class in person. You should encourage a similar meeting the week after a Course Board to enable Course Reps to provide updates to their peers and explain any next steps that have been agreed.

During this time you should leave the room to allow for free discussion. It is useful to give reminders to students throughout the year that Course Reps are there to represent them at University level and can take forward any issues or suggestions to Course Boards and staff. Although it is great that students are comfortable coming to staff directly with any concerns, some may prefer to have the support of their Course Rep(s). Course rep contact information can be found by staff and students at UCASU.COM/ VOICE/COURSE-REPS

Maintaining a Strong Relationship with your Course Reps

Some course staff hold regular meetings with their Course Reps so that they stay in the loop regarding conversations students are having outside of the Course Board setting. This can instil confidence in Course Reps and the rest of the class, and ensure they feel listened to and are respected. Meeting with Course Reps is not a necessity but anything you do to maintain a positive and open relationship is beneficial to using the system effectively. If you have any other ideas or suggestions on maintaining relationships with Course Reps, please let us know at studentvoice.su@ uca.ac.uk

Contacting UCASU

UCASU.COM/COURSEREPS

In the first instance, please make contact withstudentvoice.su@uca.ac.uk.

You can also signpost students to our independent Advice service. More information can be found at UCASU.COM/ADVICE or by contacting our Advice and Wellbeing team at advice.su@uca.ac.uk / 07827 316142.

The Course Rep Role

Course Reps are elected students who represent the views of their peers relating to their academia. They are the link between students and staff at UCA. Course Reps hold the position for a year (from election to the end of the academic year).

Main responsibilities

• Gathering feedback from course peers

• Presenting feedback to staff in Course Boards and other relevant meetings

• Suggesting solutions that meet the needs of students on their course

• Updating peers after each Course Board or other meetings

• Communicating with UCASU if they require any additional support

Issues that can be Brought to a Course Rep

Anything related to the academic experiences such as equipment, space, timetabling, curriculum, teaching, placement/industry opportunities, material costs and more. Personal issues should be taken to UCASU’s Advice Service, not to Course Reps or Course Boards - the Course Rep handbook provides information on how, when, and where to sign-post students for more advice.

Course Rep Elections

Key Dates

Freshers Fairs - Course Rep roles will be promoted by UCASU.

Course Rep elections are to be held between

Epsom Wed 20 Sep Canterbury Thu 21 Sep Farnham Fri 22 Sep Mon 9 Oct and Fri 3 Nov

Academic and Course staff must submit Course Rep names via the Union link by Fri 3 Nov at 5pm

Course Rep student training will take place on Tue 7 Nov and Wed 8 Nov

Course Rep names and contact details will be add to our website by Fri 17 Nov

There should be ONE Course Rep for every 50 students on a course. We encourage you to speak directly to students who may be a great fit for the role. Support from staff can go a long way to ensuring students are involved and we always appreciate academic staff encouraging students to become Course Reps. We do ask that you refrain from discouraging any student even if you think they are unsuitable. Course Rep elections are a democratic process and there must always be an option to re-open nominations alongside the nominee(s).

How to run a democratic election

• ensure all students have access to all information about the role

• inform students of the date you will be holding elections in class

• accept all students who wish to put themselves forward and allow them to promote themselves to the their peers

• offer the option to re-open nominations should students feel no candidate represents them

It is down to each course tutor how to run their election. You can ask students to write down who they want to represent them and submit answers to you, a show of hands (discreetly is best), use a majority vote or single transferable voting system - it’s whatever works best for you and your course.

How to Support Course Reps

How to encourage students to provide feedback

It is critical that you emphasise the value of Course Reps to all students as this will support the system in being representative and effective. We must ensure that Course Reps are holding discussions and taking on feedback from their whole course, not just students they know - this is explained within their Course Rep handbook. Any encouragement you can provide on communication to both students and Course Reps is valuable and much appreciated.

You can prompt students to communicate with their Course Reps by:

• facilitating allotted class time for Course Reps to collect and provide feedback (remember it is best if you leave the room to allow students the opportunity for a free and open discussion)

• reminding students to discuss concerns with their Course Reps as well as with yourself for a wider course dialogue

UCASU hosts a Course Rep finder on our website to encourage students to familiarise themselves with their Course Reps. This can be found at UCASU.COM/COURSEREPS

How to encourage Course Reps to feedback to their peers

The role of a Course Rep doesn’t end when they provide feedback to Course Boards. In order to complete the feedback cycle they must relay information back to their peers. As previously suggested, allocated time in class is beneficial to this but if you have other suggestions please do get in contact with studentvoice.su@uca.ac.uk

Feedback Cycle

Course Reps gather student opinions

Course Reps feedback into Course Board meeting

Course Reps feedback

Programme Directors ensure Course Board minutes are uploaded to myUCA

President feedback to Course Reps via UCASU communication channels

Gathering Feedback

Course Reps ensure feedback is accumulated from all students on the course and not just a select few. This enables a greater understanding of any concerns and praise wanting to be raised.

Passing on the Feedback

Providing feedback from students at course boards.

Actioning the Feedback

Course Reps, academic staff and Programme Directors collaborate during Course Boards and decide upon the most fitting response or action to feedback raised.

Closing the Feedback loop

Course Reps communicate to their peers on what actions are being taken after the Course Board meeting and why.

Note for Staff Working with February Starters

You should conduct your Course Rep elections within two weeks of students starting in February. UCASU will send out reminders to all Programme Directors with key dates for this, as well as the link to submit names of those elected.