SUPPORTINGSTUDENT REPS2016–2017 (HE)Staff Guide

WHAT’S NEW

● Revised standard ProgrammeCommittee agendas, to focus theremit of these meetings.

● Introduction of Faculty-StudentCouncil meetings. See inside fordetails. AQS will provide support toFSCs to minimise burden on staff.Student representatives will besupported to take a central role inFaculty-Student Council meetings.

● This guide is now specific to highereducation. A seperate FE guide isavailable for College colleagues.

CONTENTS

2. Useful Links

3. Why Student Reps are important

4. Student Reps in Higher Education

5. Rep Opportunity Profile

6. Rep Events and Training

7. Committee Meetings

8. Meeting Pro-forma Templates

9. Contacts - who needs what

Where to find informationStudents Union Rep Hub & Training Timetablehttp://www.bradfordcollegeSU.co.uk/reps or www.bcsu.me/reps

For External Examiners Reports:Teesside courses:moodle.bradfordcollege.ac.uk/mod/book/view.php?id=168309&chapterid=4945

Pearson courses:moodle.bradfordcollege.ac.uk/mod/book/view.php?id=169263&chapterid=4946

Leeds Beckett courses:moodle.bradfordcollege.ac.uk/mod/book/view.php?id=168916&chapterid=4944

For any queries about external examiners’ reports: Diane Evans, AcademicRegulations and Compliance Officer at d.evans@bradfordcollege.ac.uk or 6108

AQS Student Experience Hub:http://intranet.bradfordcollege.ac.uk/services/aqs/Pages/SPOCS.aspxFor any queries contact Mandy Taylor, Academic Quality and StandardsOfficer at m.taylor3@bradfordcollege.ac.uk or 3295

Annual Review / Committee Meeting Templates

http://intranet.bradfordcollege.ac.uk/services/aqs/ar/SitePages/Home.aspx

For any queries contact an Academic Quality and Standards Assistant atHEaqs@bradfordcollege.ac.uk or 3070

STUDENT REPS

Why reps are important

A Student Rep is the key link in theirprogramme or School for students, theCollege staff, and the Students’ Union.They are responsible for gatheringfeedback, opinions, and ideas from otherstudents in their groups. It is the Rep’srole to ensure that the student feedbackis voiced at the relevant meetings and tothe relevant people.

This can be done through regular formalmeetings (Programme Commi�ees,Faculty Academic Councils) as well asother events, including StudentExperience Cafes, validation panels,focus groups, Annual Monitoring Panelsor the Student Parliament. Student Repsare a crucial part of any institution’squality assurance and enhancement.

WHAT IS A STUDENT REP? WHY DO WE NEED STUDENT REPS?

Student Reps are a crucial element ofevaluating what we do and how we do it.It is widely accepted that makingchanges from student feedback benefitscurrent and future cohorts.

The College Charter introduced in 2013and the legal recognition that studentshave consumer rights entitles studentsto have expectations as to how they canshape their learning experience. Amongother points, students are given theright “to be able to take part in theCollege decision making through the[Programme] Committee structure”.

Reps in every group give students anaccessible supportive opportunity toshape their university education, withmutual sharing of information andpartnership in actions taken; this helpsmeet QAA requirements under theirStudent Engagement heading.

Through being a representative,students can gain professionalexperience, develop so� skills, and makea real impact.

PLEASE NOTE!Anyrevalidationevent, be itunder a newvalidating bodyor post-TDAP,will need student members. A well-functioning Student Reps scheme canprovide a skilful pool of students whoare ready and willing to engage in ourquality systems.

HOW DO STUDENT REPS IMPROVE

BRADFORD COLLEGE?

Reps ensure that staff are made awareof student issues and take appropriateactions to try and resolve them.

It is not just about negative feedback.Student Reps help the College toidentify what works well and whatcould be done even be�er. We have atrack record of Programme Reps sharingideas about enhancing their academicexperience, through such initiatives asguest speaker visits or subject specificconferences.

A successful student rep scheme is keyto ensuring we have both qualityprovision and engaged studentsthroughout the college who feel valuedand listened to.

STUDENT REPS

Student Reps in HE

Programme Reps will elect School Repsfrom amongst themselves, facilitated bythe Students’ Union. School Reps willrepresent all the cohorts/levels fromtheir Programme. This senior role willrequire slightly more commitment andadditional responsibility to otherrepresentatives, so reps need a chance toexplore the role of a Programme Repbefore deciding if it is for them.

SCHOOL REPS

Every level of students on a programmeof study (leading to a particular award)needs 1-2 reps. All reps should beelected, or volunteered in, by the groupthey will represent.

When reps are recruited, you shouldsend their details to AQS and to theStudents’ Union.

Staff must ensure that autumnstarter Programme Reps are in

place by Friday 14th October. This isso they have enough time to be trained,get to know the other students, preparefor their first Programme Commi�eemeeting, and be ready for other events.

PROGRAMME REP RECRUITMENT

The School Reps are also called FSCReps as their main additionalresponsibility is to a�end the 2 Faculty-Student Council meetings as well astheir Programme Commi�ees. SchoolReps also work with the Students’ Unionas representatives of their School andFaculty, coordinating the work ofProgramme Reps and being thedelegates to the Student Parliament.

School Reps mean at least one dedicatedindividual in each area is in contact withboth the Students' Union and the otherProgramme Reps. Faculty leadership canalso feel more comfortable dealing witha smaller group of student reps.Engaged FSC Reps will gain moreexperience and gain special recognition.

Faculty-Student Councils will bemeeting at the end of each semester.The membership will be composed ofthe Head of Faculty, AQS Rep, Students’Union Rep and 1-2 Student FSC Reps perprogramme area (e.g. for all cohorts ofAccountancy).The Councils will be student-centredand seek to ensure feedback from acrossthe College is captured, recorded, andanalysed in a timely manner.FSC meetings will focus on the studentexperience agenda, address commonconcerns, and share good practiceidentified from cross-Programme andcross-School feedback, in a similar wayto the new Annual Monitoring andReview panels.

FACULTY-STUDENT COUNCILS

STUDENT REPS

DUTIES AND RESPONSIBILITIES TIME COMMITMENT

BENEFITS OF THE ROLE

1. Make themselves known to students and regularlyseek their views, concerns, opinions, andsuggestions from other students about theprogramme.

2. A�end Programme Commi�ee meetings.

3. Influence and participate in course decisionmaking.

4. Identify and represent student issues to the School,signposting them to the College or Students’ Unionif there are more appropriate ways to deal withthem.

5. Be the contact point for the Quality Cycle.

6. Keep track of what they do and have achieved withthe Self Evaluation & Reflection Tool.

7. Encourage students to take all opportunities tofeedback their experiences through studentsurveys.

8. Network with other reps and staff to make thevoice of students heard effectively.

Written communication Teamwork Organisation & planning Leadership

Verbal communication Time management Meeting skills Influencing

Decision making Negotiation Reflection Research & policy

SKILLS DEVELOPED AND PRACTISED

Rep Opportunity Profile

� Develop a range of skills in a supportiveenvironment, increasing both employability andconfidence.

� Contribute to a be�er, more useful programme.

� Meeting more students and staff at College.

� A free lanyard and certificate a�er completing therep training.

� Take part in accredited leadership training.

Approximately 14 hours over a year:

� 1 Programme Commi�ee Meeting per semester,which need some preparing for.

� Get feedback from students,about 15 minutes a week.

� At least 1 Rep Meeting per semester, about 30-60minutes each.

� Group training a�er half term (2-3 hours).

� Termly catchup with Students’ Union. (10 minutes).

� Bradford or National Course Rep Conference.(3 to 6 hours)

� School rep extra responsibilities - about 6 hoursover a year including Faculty-Student Councils andStudent Parliaments.

PROGRAMME REP SUPPORT AVAILABLE

� Students’ Union - full time RepresentationCoordinator member of staff and full-time studentVice-President Education & Welfare officer.

� Bradford College - Academic Quality and Standardsdepartment, your tutor, your head of school,support staff, and any School Reps.

PROGRAMME REP TRAINING

� Introductory group training sessions

� Skills and specialist training available

� Extra support on request

STUDENT REPS

Rep Meetings happen once persemester in each Faculty. They are forall students from one area to cometogether and talk about common issues.

Faculty–Student Council is once asemester, for School Reps to discussschool and faculty wide feedback fromprogramme commi�ees and repmeetings with senior management.

Student Parliament happens twiceper term. Parliament is the campusbody of the Students’ Union for holdingthe SU to account, se�ing policyand establishing priorities.School Reps a�end Parliament asdelegates on behalf of the Faculty.

Annual monitoring reviews andvalidation panels make sure theProgramme is academically rigorousand useful to students; a perfect way fora rep to influence changes in College.

Local and national rep conferencesallow student reps to network witheach other and share good practice. Theannual Bradford conference is in March.

Skills training is available all yearround on a range of topics, not just theinduction and introductory training, sothat reps can reach their full potential.

MAIN OPPORTUNITIES FOR REPS

Key Dates and EventsTERM 1 KEY DATES

COMMITTEE MEETINGS

By 1st October Programme Teams adjust their Programme Commi�ee meeting dates for when students can a�end them, if needed

By 14th October Course Teams give Students’ Union details of programme commi�ee dates

21st November - 3rd DecemberRecommended that Term 1

programme commi�ee meetings should be in these weeks if possible

Mid-Late December First Faculty Student Council meeting

REP RECRUITMENT AND TRAINING

19th September - 14th OctoberTutors oversee rep elections during

programme inductions, send details by email to the Students’ Union and AQS, and book rep training via the Students’ Union website

h�p://www.BCSU.me/reps

17th October - 11th NovemberProgramme Rep Training timetabled

31st October Online training for placement student reps

STUDENTS’ UNION SUPPORT

18th October - 20th OctoberStudents’ Union autumn elections

14th November - 18th NovemberSchool level Rep Meetings, and

elections of School/Faculty reps

Early December First Student Parliament - School/Faculty reps a�end on behalf of the Faculty.

STUDENT REPS

Representative Training

● All reps should a�end 1 two hoursession of training.

● The training takes at least 90minutes. 2 hours are allo�ed in caseof overruns, questions, late starts andfire alarms. Compare this to “staff”trade union rep training which cantake several days yet covers some ofthe same skills. If you can onlyrelease your students for half anhour they will not have enough time.

KEY POINTS ABOUT REP TRAINING

Students on placements, students withheavy timetables, and returning studentreps from the previous year can takethe majority of the course online.

Our course is not designed or run byteachers; we believe our distance offercovers the core competencies but missesout on the interpersonal element asthere are no group activities. Wherepossible new student reps shoulda�end one of the timetabled sessions.

ONLINE TRAINING AVAILABLE

Programme Rep Training Timetable October and November 2016

WEEK 1

WEEK 2

WEEK 3

Oct 17th Oct 18th Oct 19th Oct 20th

9.30am

2.30pm

9.30am

12pm

9.30am

2.30pm

9.30am

2.30pm

Oct 31st Nov 1st

9.30am

12pm

12pm

2.30pm

Nov 2nd

9.30am

12pm

Nov 3rd

12pm

2.30pm

Nov 4th

9.30am

12pm

Nov 7th

12pm

2.30pm

Nov 8th

9.30am

2.30pm

Nov 9th

12pm

2.30pm

Nov 10th

9.30am

12pm

Nov 11th

9.30am

2.30pm

To book onto a session please email

SUrepresentation@bradfordcollege.ac.uk

Sessions need a minimum of 6 people to run.

STUDENT REPS

Committee Meetings

Every programme leading to a specificaward should have 1 ProgrammeCommi�ee a semester. The meeting isa�ended by 1-2 elected Student Repsfrom each cohort/level within thatprogramme. This is a requirement of ourvalidating bodies and standard practicewithin the sector.

Commi�ee meetings are the mainopportunity for Student Reps to giveprogramme specific feedback brought tothem by fellow students. They must betimetabled at times when most StudentReps are able to a�end, so try to avoidsubmission and revision periods.

Please make sure Programme reps aregiven their meeting dates well inadvance, and a reminder too! This givesthem time to make arrangements,consult with other people on theirprogramme, or prepare a report.

It is expected that a Rep a�endsscheduled meetings or submits a report.In 2016-2017, student reps will be ge�ingextra support to write their reportsduring training - if your rep is strugglingor has support needs please let theStudents’ Union know.

Reps understand confidentiality andshould be valued and trusted to takepart in the entire meeting. A�er thecommi�ee, the rep will report back toother students on any decisions oractions taken.

PROGRAMME COMMITTEE MEETINGS

● Programme teams choose arough time for the meetingbased on student timetablesand send this to AQS.

● Once the reps are elected, askthem if they can meet at thetime decided (they may havework, childcare, or familycommitments). Makereasonable adjustments to letreps attend, and update AQSwith any changes.

● Reps attend rep training,gather issues from theirstudent group, and write ashort report lookingspecifically at the key areas:

q Learning and Teaching

q Academic Support

q Management

q Resources

q Personal Development

● The rep attends the meetingand/or sends the report in.

PROGRAMME COMMITTEE CHECKLIST

SUPPORTING REPS IN MEETINGS

STUDENT REPS

Meeting Pro-forma Templates

Schools should put the minutes of

these meetings on Moodle so that

Programme Reps and their

fellow students can see what has

happened and the impact of

giving their feedback through

the rep system. If you discussconfidential business then theseitems can be removed from theminutes you publish to students.

There are templates for FSC and

Programme Committee meeting

agendas and minutes.

These templates are availablefrom the AQS Student ExperienceSharepoint website -see the Links page.They are designed to be easy to

read and review by student reps

and by College staff.

During your meetings, please use

the standard templates for

agenda items and filling in

minutes.

Contacts and registration

L E A D C O N T A C T : Robson ( S T U D E N T S ’ U N I O N )

SUrepresentation@bradfordcollege.ac.uk

M.Amhamed@bradfordcollege.ac.uk

Mazn is the Vice President (Education & Welfare) at the Students’ Union.

He handles most student rep issues so reps should contact him in the first

instance. When the new Chair of Parliament is elected, Mazn will work

with them on Student Parliament rep issues.

Robson administrates the system, managing the College’s register of

student reps, and organises training and events.

Please send the Students’ Union the rep’s name, College ID, contact email or phone,which programme level group they represent, and which training day and timethey will come to (the training timetable is online at www.bcsu.me/reps).

S T A F F C O N T A C T S : Matt and Barbara ( A Q S )

HEaqs@bradfordcollege.ac.uk

Academic Quality and Standards keeps track of committee meetings for

validating bodies.

Please send AQS the rep’s name, College ID, and which programme level groupthey represent.

S T U D E N T C O N T A C T : Mazn ( S T U D E N T S ’ U N I O N )

S.VicePresident@bradfordcollege.ac.uk