VUWSA Class Rep Handbook

YOUR STUDENTS’

ASSOCIATION

class representative handbook Victoria University of Wellington Students’ Association

www.vuwsa.org.nz

1

YOUR STUDENTS’

ASSOCIATION

class representative handbook Victoria University of Wellington Students’ Association

Kia ora and welcome to being a Class Rep at Victoria University of Wellington. Thank you for volunteering to take an extra step for your fellow students. As a Class Rep, you are able to facilitate immediate improvements in teaching and learning for you and your class. You also form a vital link between your class, your lecturer, the University and VUWSA. Additionally, there are personal benefi ts for you including professional development and a certifi cate for your CV. This Handbook aims to instruct you on how to be effective in your role, but feel free to contact our Education Organiser, Fiona Beals, at any time if you have any questions.

Bridie Hood 2011 VUWSA Vice-President (Education) www.vuwsa.org.nz

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introduction

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What happens now?

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the role of class reps

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The Importance of Class Representatives Responsibilities of Class Representatives

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issues addressed by class reps

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Course Content and Structure Teaching Methods Assessment and Feedback Academic Support Course Organisation and Management Teaching Facilities and Learning Resources Personal Development Student Involvement Student Privacy

6 6 7 7 8 8 8 9 9

assisting students who have a problem

10 staff/student liaison meetings 11 benefits for being a class rep 11 Academic Personal Food and Prizes Other Opportunities for Representation

11 12 12 12

support & services available

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VUWSA Support VUWSA Contacts Useful Resources Relevant VUWSA Services Victoria Services

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class rep functions

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class rep function application form

18 class rep registration form 19 3

introduction what happens now?

1. Register

Fill out the registration form at the back of this handbook with correct contact details. Return the form to your lecturer who will then pass the form on to your School Manager. The School Manager will compile a list of Class Reps to send through to VUWSA. Your details will be entered into our database so we can easily contact you.

To register quickly for Training, check out the VUWSA website and email the Education Organiser with you preferred session and time. Do this as soon as possible to ensure that you don’t miss out.

2. Visibility and contact

Introduce yourself as the Class Rep to your lecturer and provide them with your contact details.

Organise a meeting with your lecturer to discuss how best to work together during the trimester.

Talk about how they would like suggestions from the class brought to them and how you both will address any arising issues.

Make yourself and your contact details (email only) known to your classmates by standing up in class and introducing yourself. Visibility and contact are the most important responsibilities of a Class Rep! Ask your lecturer to put your details on Blackboard so it is easy for people to get in touch with you. Consider providing your lecturer with a photo for Blackboard.

During the Trimester, provide further opportunities for your class to talk to you. Talk with the lecturer as to how you might do this and feed information back to them. In the past, Class Reps have provided themselves to students for 10 to 15 minutes after lectures or re-introduced themselves and their role to the class throughout the Trimester. If your course is on Blackboard, consider talking to the lecturer about having a Discussion Board or having the option of posting Class Rep notices/surveys.

3. Attend a training session

You have to attend one training session every Academic Year to qualify for the Class Rep Certificate. It is best to contact the Education Organiser as soon as you are elected to secure a place. Sessions are also advertised around the campus and on the VUWSA website. There are two levels of training: Basic (for first time Class Reps) and Advanced (for returning Class Reps).

Sessions are informative and show you how you can best serve your class. They include guest speakers and food.

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the role of class reps the importance of class representatives Class Representatives are an invaluable link between students, academic staff, the office of the Assistant Vice Chancellor (Academic) and VUWSA. International research has shown that Class Reps are often seen by their fellow students as the most effective form of student representation.

Class Reps are the first point of change in a University. Victoria has recognised this and has implemented a Class Representative University policy to ensure that staff facilitate the selection of representatives and provide opportunities for class reps to have input into their programmes.

Class Reps provide the first point of contact for their classmates. They are able to quickly resolve basic problems and offer support and guidance. They are the eyes and ears of the student Faculty Delegates and the VUWSA Vice-President (Education) and can help point out areas for improvement.

Essentially, Class Reps work together with lecturers to provide constructive feedback to both academic staff and VUWSA regarding the quality of teaching and assessment, course content and facilities.

responsibilities of class representatives Working with the VUWSA Education Office and Lecturers, you should: At the beginning of the Trimester: • Make sure the students you represent know you and how to contact you; • Attend Training.

Then, in your course: • Ensure that the aims and objectives of your course are being covered in learning and assessment; • Consult with fellow students to identify issues and needs; • Be available to listen, help and support students with their concerns; • Keep lecturers informed of positive aspects of course delivery and assessment and any arising issues.

And, in your school/with VUWSA: • Attend Staff/Student Liaison meetings and any VUWSA Class Rep meetings; • Relay VUWSA and University Information to your class; • Participate in Academic Reviews of Programmes when they occur.

You should NOT:

• Overload yourself with Class Rep work to the extent that it has a negative impact on your studies or stress levels; • Deal with large scale or intensive advocacy cases;

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• Deal with harassment or serious conflict cases; • Counsel students with personal problems.

In all these situations listen to the student and refer them onto the VUWSA Advocate.

issues addressed by class reps As a Class Rep, students will come to you with a variety of issues and problems. The following are areas that are within the scope of your role.

course content and structure At the beginning of a course, a Course Outline should be made available to all students. The Course Outline is the University’s formal contract with you in your course. It provides you with: links to key policies, procedures in your school, course objectives and assessment information.

The types of issues that might arise for you here are: • The course does not follow the stated course aims and objectives; • Students don’t understand the course aims and objectives; • Changes have been made to the course and students have not been consulted.

Any issues that occur here should be first talked about with the Course Co-ordinator, then with the Head of School. These issues can then be discussed at Staff/Student Liaison meetings and in programme reviews.

teaching methods Students should feel that the way in which content is being delivered in a course promotes learning and achieves the intended outcomes of a course.

The types of issues that might arise for you here are: • Problems understanding the content of lectures; • The performance of individual lecturers; • The speed of delivery; • Inadequate support materials and electronic resources.

These issues should be talked about with the Course Co-ordinator as soon as they arise. It is also helpful to have a number of suggestions, such as: providing powerpoint handouts, including multimedia in the lecture, recording the lecture or repeating key points. Try to have some encouraging things to say as well. Issues about individual staff should not be brought to Staff/Student Liaison Meetings.

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assessment and feedback All assessment in courses should relate to specific learning objectives in the course outline. As a rule, anything about assessment in the Course Outline (including deadlines) cannot be changed after the second week of a Trimester without consent of students. Assessment should be fairly weighted and evenly spread, due dates for items of assessment should be fair and not within the exam period or Trimester break and all assessment criteria needs to be clear and accessible for all students.

Also, returned work must have sufficient feedback from the marker so that the student understands what they did right or wrong and should be returned in time for students to use the feedback in their next piece of assessable work. Furthermore, student ID numbers, rather than names, should be used in any publication of assessment/exam results.

Class Reps often find that the majority of issues brought to their attention pertain to Assessment.

The types of issues that might arise for you here are: • Personal student issues regarding deadlines, marking and exams; • Unclear assessment criteria and guidelines; • Insufficient feedback.

For most individual student matters, encourage them to first talk to the lecturer as soon as possible and offer to sit in as a support person. In the case of exams, all students are expected to attend and sit unless they are seriously ill or injured. If this is the case, advise the student to talk to Student Health or Counselling (24 hours either side of exam) as they may be able to apply to be considered for an aegrotat pass.

If students are unclear about deadlines, criteria or feedback, first look at all documentation given on the assessment including what is in the course outline. Then talk to the Course Co-ordinator and ask them to clarify with the class. If it appears that students are disadvantaged in any way, talk to the VUWSA Education Office about your options. Course-wide assessment issues can be discussed at Staff/Student Liaison meetings and programme reviews.

academic support VUWSA and Victoria offer a number of services to support students; however, not all students are aware of these services.

The types of issues that might arise for you here are: • Students don’t know where to go for advice and/or support; • Students on placement or work experience don’t feel that they are supported; • Staff are not responding to emails or phone messages.

When these issues arise, it is good to know what Victoria does offer and how to contact these services.

Check out our Support Available section for a list of referral services.

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If students do not feel that they are receiving adequate support on campus or on placement, talk to the Course-Co-ordinator or Staff member overseeing placements, then talk to Head of School. Issues regarding placement/experience support can be raised at Staff/Student Liaison meetings.

course organisation and management Students need to be able to balance their course requirements with other courses and their lives outside of the University.

The types of issues that might arise for you are: • Workload is too heavy; • Assessments are all due at once.

The point value of courses should equate to the workload required for the majority of students in your class (1pt=10hrs across the teaching trimester; so a 15 point course over a 12 week Trimester equates to 10hrs a week – this can be condensed to 15hrs in a internally-assessed course). If it appears that the workload for the majority of students exceeds this, then talk to your Course Co-ordinator.

Victoria has a Workload policy regarding the clustering of Assessments around the same time. If a student has an issue with three or more assessments due in the same week then talk to the Course Co-ordinator about the possibility of an extension. Workload issues can be talked about at Staff/Student Liaison meetings and programme reviews.

teaching facilities and learning resources Victoria is committed to providing an environment that facilitates teaching and learning.

The types of issues that might arise for you here are: • Class/Lecture Room temperature; • Library resource availability; • Access to Library and ICT facilities.

You can raise these issues at Staff/Student liaison meetings and programme reviews, but ideally bring them up with the Course Co-ordinator as soon as they arise. Temperatures can be adjusted and resources can be put on Close Reserve in the Library. Schools can also work with the University to ensure that access to the Library and ICT is appropriate for the needs of your class.

personal development All students should feel that their academic study is helping them develop specific skills and attributes that they can use beyond the course of their study.

The types of issues that might arise for you are: • Students do not feel that they are confident with applying the skills of their discipline to their study; • Students do not feel that they have an idea of where the course leads to in terms of job/ career opportunities.

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If these issues relate only to individual students, then refer them to Student Learning Support Services or VicCareers. If the issue relates to several students, talk to your Course Co-ordinator and Head of School. These issues can be talked about at Staff/Student Liaison Meetings and in programme reviews.

student involvement Victoria is committed to providing students with opportunities to feedback into course delivery. The University relies on Class Reps to contribute to formal processes in the school such as Staff/Student Liaison meetings and programme reviews.

All students also have an opportunity to evaluate their courses (within a three year cycle) through UTDC evaluations.

The types of issues that might arise for you here are: • What happens to the course evaluation forms?

• How is student feedback addressed?

If these issues arise, ask the Lecturer to talk to the class about the processes the University uses and the ways their school responds to student feedback. If there are concerns, you can raise these at Staff/ Student Liaison meetings and in the programme reviews.

student privacy All NZ universities are bound by the New Zealand Privacy Act. What this means is: • Any disclosure of personal information must be based on informed consent; • Students cannot be pressured to provide the consent; • A student can withdraw their consent to any disclosure of personal information at any time, even if they signed the agreement on the enrolment form that allows disclosure.

Any issues involving student privacy and informed consent should be taken to the Lecturer involved and/or the Head of School.

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assisting students who have a problem The following steps outline the process for resolving such issues. If you need help don’t hesitate to contact us at VUWSA.

four steps to resolving issues: 1. Clarification

Discuss and clarify specific details with the student. Listen to their story and consider whether the issue is isolated or whether it affects other students as well. This determines the next step you need to take.

2. Direction

If the issue is a personal one, refer them to the VUWSA Student Advocate. If it affects other students in the class then ask for feedback from the whole class. Either speak to the class directly or get them to email you through Blackboard. Make an appointment with the lecturer to discuss this feedback. At any point in this stage, feel free to contact the Education

Organiser for advice and support.

3. Resolution

Meet with the lecturer and work together with them. Act as a Representative and be diplomatic rather than confrontational. Briefly state the information you have and advise them of the students’ views on the matter. Take notes at your meeting with the lecturer so you have a written record. Seek joint solutions and if possible agree on a course of action.

Report the outcome together to the class.

4. Referral

If no solution is found contact the VUWSA Education Organiser who can work with the Vice-President (Education) to raise the issue at a higher level.

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staff/student liaison meetings Staff/Student Liaison Meetings are an important opportunity for shared communication between Schools and Class Reps. School Managers have been encouraged to organise these once in Trimester One and Two. When they occur, Class Reps are required to attend.

How to approach the meeting: Before the meeting, consult your class for any suggestions of issues or ideas for improvements that could be talked about at the meeting. Consider all the issues within the mandate of your role. Also ask for information on what is working well within the School.

Remember, issues to present at Staff/Student Liaison Meetings are ones that involve the School and its students as a whole, not individual staff. Issues can range from the small and practical to larger and more involved. Go in with a positive attitude and most issues will be able to be resolved!

Take notes of any actions you need to take as well as information to report back to your class.

benefits for being a class rep academic Victoria Plus Award Points The Victoria Plus award, administered by Vic Careers, recognises the significant contribution of students to volunteering and student support work. Attending training and representing your class contributes to your completion of this Award.

Class Rep Certificates If you attend a training session, at the end of the trimester you can request a Class Rep Certificate.

The Certificate is a valuable addition to your CV. Class Rep Scholarships VUWSA offers Scholarship awards (one per Faculty) in recognition of Representatives who have been acknowledged by University Staff and Students as visible and active contributors to the learning experiences of their fellow students.

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personal Personal Gains Personal skills gained in representation include: decision-making, communication and negotiation.

If you are considering an academic career, becoming a Class Rep is a great way to get to know the staff in your area – you never know when a good reputation will come in handy!

food and prizes Class Rep Functions VUWSA hosts a catered Scholarship function where all Class Reps can attend and celebrate their achievements. Catering is also provided at the training sessions.

Class/School Functions As a Class Rep you can access the VUWSA Class Rep funds for Class/School Functions and arrange one for you and your classmates. Check out the application form and accompanying information at the back of this Handbook.

Regular Prize Draws and Food Prize draws will be held for all trained Class Reps at the end of each trimester and during training sessions.

other opportunities for representation Faculty Delegates Faculty Delegates provide an essential student voice within the University decision making process and are the next step in University representation. Delegates are formal members of Faculty Boards and Committees. They attend regular meetings and VUWSA pre-meetings for support. Delegates are provided with training and a Handbook. For more information, or if you are interested in becoming a Faculty Delegate, talk to the Education Organiser.

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support & services available vuwsa support VUWSA is your Students’ Association. It is the official representative body responsible for the selection of representatives across courses, schools and faculties and for the protection of student interests.

VUWSA is run by students, for students.

The Class Representative System is organised, resourced and administered by the VUWSA Education Team. The Education Team is headed by the Vice-President (Education) and supported by the Education Officer and the Education Organiser. We aim to maintain frequent contact with all Class Representatives and will email newsletters throughout the year.

The Education Organiser is available for any queries you may have regarding your role and responsibilities. We also provide an Advocacy service for students requiring personal support in addressing personal and academic issues. You can also refer students to VUWSA for bus passes, the food bank, student calendars/diaries, and information on clubs and representative groups.

Finally, to be a truly effective Class Rep you need to be informed about assistance that is available to your classmates. Sharing information about the VUWSA and Victoria services to your class can greatly improve their University experience.

vuwsa contacts VUWSA, Kelburn Office

a. Level 2, Student Union Building e. kelburn@vuwsa.org.nz

p. 463 6716

The Kelburn Office is open from 9am to 5pm, Monday to Friday (closed when VUW is closed). Any general queries can be referred here and will be passed on to appropriate service.

Seamus Brady, President

p. 463 6986

e. president@vuwsa.org.nz

The VUWSA President is responsible for the overall effectiveness of VUWSA and advocating for a better university for students. The President also provides high-level governance support for all student representation at Victoria and sits on a variety of University-wide Boards and Committees.

Bridie Hood, Vice-President (Education) p. 463 7406

e. evp@vuwsa.org.nz

The Vice-President (Education), or EVP, oversees all student representation at the University and ensures that the issues you raise are taken to the appropriate VUWSA, VUW staff and services.

Fiona Beals, Education Organiser

p. 463 6987

e. eo@vuwsa.org.nz

The Education Organiser, or EO, facilitates student representation at the University. The EO provides policy advice to representatives and ensures that representation is adequately resourced.

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Lorraine Guthrie, Student Advocate

p. 463 6984

e. advocate@vuwsa.org.nz

The Student Advocate is available to any student with personal issues or concerns during their study at Victoria. The VUWSA advocacy service is free, professional and confidential and, whilst based at Kelburn, is available to all levels of study at every campus.

useful resources The Class Rep page on the VUWSA website has a list of valuable resources for your role and is the first place to look if needing anything specifically straight away. www.vuwsa.org.nz/representation/class-reps-2 The University Calendar provides key academic information including dates and times, contact information, some policies and statutes of the University, and also general information about the University. www.victoria.ac.nz/home/study/calendar.aspx The University website also has the full policy database, University publications, and other useful information. www.victoria.ac.nz/home/about/policy If you need further assistance finding policies and information about the rules and regulations of the University, please contact the VUWSA Education Organiser.

relevant vuwsa services Campus Angels The VUWSA Campus Angels service employs students to serve their peers by walking other students home or to the nearest bus stop, taxi stand, or other safety point at night.

Car Parks and Lockers VUWSA have subsidised car parks available for students on the Pipitea and Kelburn campuses. All students can hire VUWSA lockers for the storage and security of personal items. Lockers are at Kelburn, Pipitea and Karori campuses.

Clubs There are over 80 sporting and cultural VUWSA-affiliated clubs on campus. It is possible for students to start new clubs and become affiliated with VUWSA to receive benefits such as funding possibilities and use of facilities.

Events VUWSA provides Orientation, Re-Orientation, and regular events and activities throughout the year.

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Food Bank VUWSA operates a Food Bank for students in need. The Food Bank is open at the VUWSA Kelburn Office between 12pm and 2pm Monday to Friday, and during the VUWSA office/welfare hours at Karori, Pipitea and Te Aro. Free Bread VUWSA gives out free bread to students every Wednesday and Friday morning from 9am at the Kelburn Office.

Free Bus Passes VUWSA provides free bus passes to students travelling between campuses.

Free Flu Shots This is a service run in conjunction with Student Health early in trimester one.

Publications and Student Media VUWSA funds the production and distribution of free publications for students which include the annual Student Handbook Diary and Wall Planner, as well as Salient and VBC 88.3FM. Rep Groups There are specific VUWSA Representative Groups to better represent the interests of given areas of the student body.

Student Advocate All students have access to our free and professional Student Advocate. Our Advocate can support and assist with both internal and external issues.

Student Job Search VUWSA helps fund and support this free employment service for students.

For initial queries on any of these areas visit www.vuwsa.org.nz or email us.

victoria services Accommodation Service The Accommodation Service helps students find accommodation including Halls of Residence and Private Housing. p. 463 5896 e. accommodation@vuw.ac.nz

Counselling Service The Counselling Service offers professional counselling on all campuses for students needing academic and personal support. p. 463 5310 e. counselling-service@vuw.ac.nz

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Crèche Service The Crèche Service cares for the pre-school children of VUW students. Three centres are based at Fairlie Tce and one centre at the Law School on Pipitea Campus. p. 463 5151 e. childcare@vuw.ac.nz

Financial Support and Advice Financial Support and Advice staff assist students requiring financial advice on Studylink, applications to the Hardship Fund, or scholarship applications that require financial information. p. 463 7474 e. student-hardship@vuw.ac.nz

Maori Student Support There are a variety of support services for Maori students studying at Victoria including representation, financial/learning support, childcare and accommodation. The Kaiwawao Maori adviser can help you to access these services. p. 463 6001 e. kaiwawao-maori@vuw.ac.nz

Pacific Student Support Support services for Pacific Students at Victoria include a students’ space, mentoring programmes and scholarships. The Pacific Liason Officer can help you to access these and other services. p. 463 6670

Student Health The Student Health Service is a low-cost general practice medical service based around the central clinic at Kelburn Campus, with a second clinic operating five days per week at Pipitea Campus. p. 463 5308

Student Learning Support (SLSS) SLSS’s professional staff offer a large variety of programmes ranging from one-on-one appointments to group seminars. SLSS aims to foster successful study and develop independent, active learners. p. 463 5999 e. student-learning@vuw.ac.nz

Vic Careers The Vic Careers Team supports students with finding employment including internship and summer work, compiling CVs and preparing for job interviews. p. 463 5393 e. careers-service@vuw.ac.nz

Disabilities Support Services Disabilities Support Services provides a range of services to students with disabilities to assist them in their studies, including Disability and Inclusion Advisers, Vic Volunteers Note-Taking and Mobility Parking. p. 463 6070 e. disability@vuw.ac.nz For additional services and faculty contacts, please email the Education Organiser or check out the Class Rep page at www.vuwsa.org.nz.

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class rep functions VUWSA Class/School Functions are a great way for students to get to know each other at the beginning of a trimester or to celebrate the successful completion of courses at the end of a trimester. VUWSA subsidises this initiative in the interest of creating a richer University community. There is limited funding so it is best to get your application in as soon as possible to ensure approval.

Class Representatives should work together with their classmates to set a function date and encourage their classmates to sign up (30 – 80 students are needed for a catered function). Once a food option is chosen, the Class Rep collects $3 from each student and returns the application form and cash to the VUWSA office at least one week before the function.

Class Representatives must organise a venue. You might talk to lecturers or School Managers about the use of a large classroom or similar. There are plenty of outdoor areas if the weather is fine, or alternatively you may contact VUWSA to find a suitable venue within the Student Union Building.

If your application is approved, on the morning of the function, the Class Rep must come to the VUWSA office, between 10am and 12pm, to collect the food which will be boxed and ready to go. Students will have to provide any drinks or additional items themselves.

Please make use of this subsidised service and encourage your classmates to take part.

Alternatively For classes that don’t meet the eligibility for Class/School Functions, on VUWSA Executive approval, there is a small amount of funding available for Class Reps to access food grants for BBQs and similar events.

To find out more about this service, please email the Education Organiser.

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YOUR STUDENTS’

ASSOCIATION

class rep function application form class rep details* (PLEASE PRINT CLEARLY) Name: Paper code:

Phone (day time):

Email:

function details** (PLEASE PRINT CLEARLY) Function date: School or paper function is for: Number attending:

please choose ONE of the following food options OPTION

DESCRIPTION

OPTION 1

1. Assorted filled long rolls (incl. vegetarian) 2. Fresh fruits 3. Sweet slices

OPTION 2

1. Assorted triangle sandwiches (incl. vegetarian) 2. Quiches 3. Fresh fruits

OPTION 3

1. Assorted filled croissants (incl. vegetarian) 2. Chicken drumsticks 3. Fresh fruits

OPTION 4

1. Assorted filled baps (incl. vegetarian) 2. Sushi 3. Biscuits

Consult with your classmates and choose ONE Food Option

Collect $3 from each student attending the function

TICK

At least one week before the function return the order form and the cash to the VUWSA office.

* You MUST be a current Class Rep to complete this application. ** ONE Function per trimester (Trimester 1 or 2 only) with a minimum of 30 students & a maximum of 80 students per function.

For help with finding a venue or for any other queries please contact the Education Organiser e. eo@vuwsa.org.nz www.vuwsa.org.nz a. Level 2, Student Union Building p. 463 6716

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YOUR STUDENTS’

ASSOCIATION

class rep registration form details* (PLEASE PRINT CLEARLY)

Name:

Paper code:

Phone (day time):

Email:

returning form Please return this form to your lecturer, who will pass the form on to the School Manager. Once your registration arrives at VUWSA, you will receive a follow up email with further information.

clause I understand that VUWSA may give my name and phone number to my faculty representative for communication and information support purposes. I also understand that the Privacy Act 1993 applies to this information and that I can access or change it at any time at the VUWSA office.

signed*

date*

* You MUST fill out these sections for your application to be processed.

www.vuwsa.org.nz a. Level 2, Student Union Building p. 463 6716

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www.vuwsa.org.nz KELBURN OFFICE Level 2, Student Union Building p. 463 6716 e. kelburn@vuwsa.org.nz

PIPITEA OFFICE GB08 Old Government Building p. 463 9479 e. pipitea@vuwsa.org.nz

KARORI OFFICE Common Room p. 463 9781 e. karori@vuwsa.org.nz

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