Course Rep Guide

2023-24

INTRODUCTION

We’re Nida and Celt and we’re your Vice President for Education and Llywydd UMCB at Undeb Bangor.

As new or returning course reps, we would like to thank you for your commitment to making sure that student voices are heard. We are excited to work with you and we’re looking forward to hearing your ideas for the next academic year. Together, we hope we can continue to make positive changes for all students and make sure that no one is left behind.

We have created this handbook to give you some extra information about the Course Rep System this year and to outline some key dates. Please feel free to get in touch, otherwise, we look forward to seeing you all at the next meeting.

Contacts

WHAT IS UNDEB BANGOR?

Undeb Bangor is your Students Union., Undeb means union in Welsh. Our purpose is to represent, empower and support students and to make sue that your student experience is the best it can be.

We are run by a team of dedicated Sabbatical Officers, elected by you, the students, who work on campaigns and ensure that your voice is heard and that the kind of activities that are needed are being developed.

We run the sports clubs, societies, volunteering projects, UMCB (Welsh Union), course reps and our student council. Plus, we offer a confidential academic advice service.

For more information on what we do, visit our website www.undebbangor.com

You can find us in Pontio on the 4th Floor.

WHAT IS A COURSE REP?

As a student rep, you’ll be one of around 300 volunteers working to represent students on academic matters. You’ll listen to students’ views and work closely with staff in your school, the VP Education, Llwydd UMCB if you become a Welsh Medium rep and Undeb Bangor, to implement positive changes and make sure that students can always have their say on their academic experience.

Why do we have course reps?

Course reps provide a vital link between the student body, the University, and the Students Union. They ensure that students can have a direct say on their academic experience and make positive change to their courses. The course rep structure allows schools, colleges, and the University to identify any issues and react quickly.

Achievements

Course reps are consistently responsible for making positive changes within their courses. In the past, reps have pushed for optional modules and trips abroad as well as being instrumental in the creation of the Panopto Policy, ensuring that lectures are recorded. Course reps have also put on events for fellow students and helped create a sense of community within their courses. Some other achievements include:

• Christmas Balls

• Common Rooms

• ‘Cheese and Whine’ Nights

COURSE REP STRUCTURE

Our course rep structure has been made to ensure that all student voices are heard. This means as well as our usual programme reps, we’ve introduced reps in areas where students told us that they felt underrepresented. Have a look at the job descriptions below for more information.

You can choose up to two of the roles below, one primary (at a course level) and one secondary (at a school level). It is important that you make sure that the wider student body is aware of which roles you cover and what they can come to you for. Please see page 14 for ideas around how you can promote yourself to other students. It is also important that while you promote yourself to other students, that you get to know the other course reps too so you can work together when issues arise.

What roles are available?

Primary Roles

Undergraduate Students Reps

There are Undergraduate Student Reps for each stage of study who are responsible for representing students on their course with academic issues and any barriers that they may encounter.

Postgraduate Taught Students Rep

Postgraduate Taught Student Reps represent the students on their course with academic issues and any barriers that they may encounter during their studies.

Postgraduate Research Students Rep

Postgraduate Research Students have to do things a bit differently as they don’t have a clear cohort of students like other courses. They represent other students on postgraduate research courses and any academic issues they may encounter.

Joint Honours Students Rep

Joint Honours Students Reps represent any students who are doing a joint honours degree and any issues they may encounter whilst studying across more than one school.

Secondary Roles

Welsh Medium Students’ Rep

Our Welsh Medium reps work with students studying through the medium of Welsh. They promote Welsh language rights and provide information on opportunities and resources available to Welsh Medium students, including the Welsh Language Skills Certificate, available bursaries, and Welsh Mental Health Services.

International Students’ Rep

International Students' reps represent international students on academic issues, including issues that disproportionately affect international students. They support international students by guiding them to opportunities, activities and resources, such as those available through the International Education Centre.

Disabled Students’ Rep

Disabled Students’ Reps represent all students who identify as disabled (including but not limited to those with physical and sensory impairments and enduring health conditions). They will communicate with Disabled students on their course to identify issues and report these to staff to ensure that barriers to learning are removed. They will also signpost students to relevant support services and resources, such as Disability Services.

LGBTQ+ Reps

LGBTQ+ reps listen to and represent students who identify as LGBTQ+ (Lesbian, Gay, Bisexual, Transgender, Queer/Questioning) to identify academic issues and barriers specific to these students. They will also work to improve the inclusivity of the curriculum on issues of sexuality and gender, be a point of contact for LGTBQ+ students, and direct LGBTQ+ students to relevant resources.

Minority Ethnic Students Rep

The Minority Ethic Students Reps represent any student who considers themselves to be of a minority ethnicity. They are responsible for communicating with students, identifying any issues that may arise and signposting them to university services when necessary.

Mature Students Rep

The Mature Students Reps represent any mature students in their cohort and are responsible for identifying an issues that may arise and signposting to university services when necessary.

SENIOR REPS

One Senior Rep is elected per subject area, with elections opening after the final training session on 18th October 2023.

Senior Reps have additional responsibilities including co-chairing SSC meeting, running engagement sessions and activities with students and other reps. They also receive one-to-one support from the Student Voice Team to assist them with their work.

In completing these additional tasks, Senior Reps are eligible for a £300 bursary. If you’re interested in this role, please visit https://www.undebbangor.com/becoming-a-senior-course-rep

The Course Rep Bursary

The £300 bursary available is split into 2, £150 each term and to access the money, you are expected to submit a report (either written or video) detailing what you have carried out during each term.

Throughout Term 1, you are expected to complete the following:

• Attend and co-chair all their schools SSC’s each term.

• Run one focus group per term with students from their school. Additional funding available to run focus sessions. Creativity welcome. Could be developed into a social with insight element.

• Attend one catch up meeting with student voice team twice per term to discuss any themes emerging from engagement with students.

• End of first term briefing.

• Work with the VP for Education when required.

Deadline for report Term 1 report submission is 22nd January 2024

Throughout Term 2, you are expected to complete the following:

• Attend and co-chair all school SSC’s each term.

• Run one focus group/engagement activity with reps from their school. Could be developed into a social with insight element.

• Sit on panel to decide Course Rep / SLTA winners.

• Attend catch up meetings with student voice team twice per term.

• End of first term briefing (highlights and challenges)

• Work with the VP for Education when required.

Deadline for Term 2 report submission is 10th June 2024.

You can submit your report by completing the form here.

The Course Rep Cabinet

The Senior Reps also make up the Course Rep Cabinet which works with the VP Education on projects and campaigns throughout the year. They also have a representative on the Student Council to ensure that the academic interests of students are represented in decision making.

WHAT DO I HAVE TO DO?

As a course rep, you are expected to:

• Attend training to better understand the role build on skills needed to be a rep

• Promote your role as a course rep to students on your course

• Gather feedback (both positive and negative~)

• Attend and represent the views of students at Student Staff Committee Meetings and Course Rep Council

• Update students o outcomes of meetings

• Work with the SU to bring issues to our attention

Don’t worry if this sounds a bit daunting – we’re here to support you. We can answer any questions or concerns, help you to engage with students and help you raise an issue if you’re not sure how.

TRAINING

You will attend a training session with the other course reps who have signed up from your school.

It is an afternoon of getting a better understanding of the course rep role, getting to know one another, and helping to build a community in your school. It will include presentations from Undeb Bangor staff and trainers, role play sessions and team building exercises.

It will also be your chance to learn more about the Senior Course Rep role, whether you want to put yourself forward or get to know those who might be interested.

When you sign up to become a Course Rep, you will also receive some reading to do in advance of the training that will really help you during the sessions.

If you are unable to make the designated date for your school’s training session, please email coursereps@undebbangor.com and we’ll see what we can do!

PROMOTE YOURSELF TO STUDENTS

The first step to gathering feedback is to make yourself known to students. Here are some ideas:

• Introduce yourself in your course WhatsApp chat or Facebook group. If you don’t have one, why not set one up?

• Ask staff to put your name, rep role and contact details and what they can talk to you about on Blackboard

• Use the resource pack and get some posters printed to include your contact details and what students can talk to you about. Ask staff if you can put copies up on School noticeboards and common rooms.

• Join a relevant Student Network. There are 12 networks you can get involved in which can help to find a community of students

• If you’re a Postgraduate Research Student Rep, be aware that you won’t have a cohort in the same way other students do. As well as joining the PGR Student network there are other things to get involved in like PGTea.

Lecture Shout Outs

Ask your lecturers if you can have 5 minutes at the beginning or end of a lecture to introduce yourself. Let your class know how to get in touch with you, what your role is and the sort of things they can speak to you about.

If you don’t feel comfortable speaking in front of an audience, you could prepare a PowerPoint slide instead and ask lecturers to include it in their presentation.

Undeb Bangor’s Website

We have a dedicated section of our website for course reps, including a handy ‘Find your Rep’ tool so that students can look up their course rep. make sure you upload a photo to your account, and we’ll do the rest.

WAYS TO GATHER FEEDBACK

These are just a few ways you can gather feedback. If you’re struggling to engage with students, please get in contact and we can help.

Feedback with Digital Rep

Any student can send feedback directly to their reps via the Undeb Bangor website. Reps will receive an email and can comment and reply. Any student can see the feedback submitted for their school. Reps can generate and download reports to take to their meetings.

Talk to Students

The most effective way to get feedback from students is to talk to them directly. This can be anything from an informal chat with a couple of students while you’re waiting for a lecture to organising a meeting to gather feedback on specific topics. Remember you can hold meetings online too using Zoom or Microsoft Teams.

Surveys

Surveys can be a great way to get an answer to a specific question, or to collet data to back up your case in Staff Student Committee Meetings. Both Microsoft Forms and Google Forms allow anonymous responses.

It’s a good idea to not send too many surveys as students get lots from other places and they may stop responding if you send too many.

Feedback Boxes

You can get together with other reps in your school to put a feedback box in a common room or ask staff if there’s somewhere in your school you an put one. Remember to check the box regularly.

Organise an Event

This is a great way to get your cohort together and can also be a chance to ask a few questions or give an update on something you’ve been working on.

In the past, students have organised film nights, class photos and Christmas Balls. You can be as creative as you like. If you have an idea for an event and need some help with planning it, contact coursereps@undebbangor.com

You can make the most of the Course Rep Grant to help you with costs.

Social Media

Social media can be a great way to ask students questions and gather feedback but remember to set boundaries. Let students know when they can contact you and that they will not always be available. It may be a good idea to mute the group or conversation when you want time to yourself.

WHAT SHOULD I ASK STUDENTS?

Ask specific questions to get useful feedback. Here are some examples:

• How did you find the induction

• How are you finding online/in person learning?

• Are you getting enough relevant feedback?

• Is there enough time between assignments?

• Do you have all the resources you need?

• Are there enough practical sessions/workshops?

• Are the reading lists up to date and relevant?

• Are there any issues with your timetable?

• Do you receive enough support with your placements?

• Are all your lectures recorded?

• Are there enough opportunities for group work?

• Do you have enough contact with your personal tutor?

STAFF STUDENT COMMITTEE MEETINGS

Each semester there will be two Staff Student Committee Meetings (SSCs/SSLiCs) held within your school. All reps should be invited to their school SSC meetings. These meetings are your chance to report feedback directly to the staff within your school.

Preparing for SSCs

Let students know there’s a meeting coming up. Are there any topics on the meeting agenda you need to gather student feedback on? Identify any issues that need raising and write down what you’re going to say.

Come up with some potential solutions to any issues. This means that students are more likely to get an outcome they’re happy with.

Discuss with your fellow reps what you’ll raise in the SSC. This avoids repetition and means you can make a stronger case by presenting things together if you have encountered similar issues.

Remember to feedback on the positives too and provide ideas. These could be curriculum changes, an event or activity and examples of good teaching practice.

Presenting Feedback in SSCs

It is essential that you ensure that you are feeding back effectively. Always make sure that your feedback is:

• Accurate – have you got the right details

• Balance – how many students share this opinion? Is there more than one point of view?

• Constructive – what specifically needs improving? What is the solution you’d like to see?

• Depersonalised – don’t use names or criticise individual staff members.

Staff should never outnumber students in SSC meetings. These meetings should be safe spaces for you to raise any issues, concerns or ideas. If this is not the case, please let the Representation Coordinator know.

CLOSING THE FEEDBACK LOOP

Make sure that you update students on the outcomes of SSCs and Course Rep Councils. This can be as simple as a message in the course chat or a link to the meeting minutes. Students who are kept in the loop are more likely to engage with you again.

The Feedback Loop- 1. Gather feedback. 2. Prepare feedback. 3. Present feedback. 4. Feedback to students. The cycle then begins again.

COURSE REP COUNCIL

Course Rep Council is held once a semester by Undeb Bangor. These are interactive sessions where course reps have the chance to catch up with Undeb Bangor, listen to speakers from across the University as well as feedback on a number of different topics.

The council meetings give you an opportunity to work with other student reps, listen to issues that other students are encountering, plan events to build a sense of community within your schools, hear about upcoming activities that you may want to get involved in and of course, food will be provided.

WELSH COURSE REP COUNCIL

This is an additional council held once a semester for our Welsh medium Course Reps, led by the Llwydd UMCB. In these sessions, reps discuss issues surrounding the Welsh Language and Welsh Language provision at Bangor University.

celt.john@undebbangor.com

GET INVOLVED

We have a number of events going on throughout the year. Keep an eye on your emails and our website for details of all our events. Here’s a list of key dates that you need to be aware of as a Course Rep:

Main Arts For students in the College of Medicine and Health

In person training to meet other course reps, get a better understanding of the role and responsibilities Course Rep Training 11th October 2023

Main Arts For students in the College of Science and Engineering

In person training to meet other course reps, get a better understanding of the role and responsibilities Course Rep Training 18th October 2023

Main Arts For students in the College of Arts, Humanities and Social Sciences

th

Online Chance for those interested to put themselves forward for the role and for course reps to vote in the senior rep for their school.

In person training to meet other course reps, get a better understanding of the role and responsibilities

THE COURSE REP GRANT

The course rep grant is available to help you to put on Course Rep events to build community within your cohort, gather feedback from other students about their academic experiences and get to know one another.

Some examples of what course reps have used the grant for in the past include:

• Cheese and ‘Whine’ nights

• Film nights

• Pizza and Chat

• Christmas Ball

If you would like to make the most of the grant, all you need to do is email coursereps@undebbangor.com with a plan of your event and how much you would like to apply for and we’ll help you with the rest. You can use the Events Toolkit in the Course Rep Resources on the website to help you with this.

THE STUDENT LED TEACHING AWARDS

Every year we host an awards night to celebrate the work of the best course reps and staff. There are 5 Course Rep Awards up for grabs: Student Choice, Staff Choice, Welsh Medium Course Rep, The VP Education Award, and an Outstanding Achievement Award (with £1000 prize). All reps are invited to attend this awards night and each rep will be formally recognised for the work that they’ve done with a certificate.

PERSONAL ISSUES

As course reps you are there to deal with academic issues and represent the views of students. You do not have to deal with personal issues of students, or with an individual academic issues, such as disciplinaries or personal complaints. However, as a familiar face that students know and trust, you may find students coming to you for help.

The best thing to do if this happens is to listen to the student and then signpost them to the correct service. There are a whole range of student services available in the University to advise students on everything from housing to mental health. Visit undebbangor.com/coursereps to download our signposting guide.

If you don’t know who can help, ask the student to get in touch with us as studentvoice@undebbangor.com and we can put them in touch with the right service.

ACADEMIC ADVICE

Undeb Bangor offers a professional and confidential academic advice service to all Bangor University Students.

We can advise you regarding the various procedures, comment on your appeal and complaint submissions and help you to prepare for disciplinary hearings or university meetings. We can event attend them with you or on your behalf. We will help you present yourself in the best way possible regarding your case and ensure you follow the correct University procedures.

Make sure to use the service yourself or signpost a fellow student when required.

www.undebbangor.com/advice

Tara Hine

Academic Advice and Welfare Project Coordinator