A Staff Guide to Course Representatives 2012

A StaffGuide toCourse

Representatives2012

Dear Staff Member / Course Leader, Welcome to your Course Representative Guide for 2012/2013 This guide will give you an insight into how London South Bank University Students’ Union can support staff involved with Course Reps, how the Union supports students who want to become a Course Rep and also once they are elected. This guide will also clarify the roles of both Faculties and the Union, detailing areas where cooperation is needed to ensure the Course Rep system operates effectively. Course Reps form an important link between staff and the students within Faculty. It is vital that all Faculties have Reps and that they are fully trained and able to perform their representative role to the best of their abilities. This guide is intended to promote the role of Reps and highlight the role of the Union in the Rep system, it is no way intended to train department staff or suggest the role of a department staff member. We would welcome any feedback you have on this pack or on any other work we do with Course Reps. Please e-mail [email protected] with your comments. We hope you find this guide helpful and look forward to working with you.

Alam Mahbubul Vice President Student Experience

Barbara Ahland Vice President Student Experience

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Contents Introduction..................................................................................................................3

Why have Course Reps? ............................................................................................4

Representation and Feedback.................................................................................4

Attributes of an effective Course Rep System and the role of the Union.................5

Roles and Responsibilities of Course Reps.............................................................5

Elections......................................................................................................................7

Training and Support ...................................................................................................9

The Students’ Union ................................................................................................9

Faculties...................................................................................................................9

NUS (National Union of Students) ...........................................................................9

Information for Students interested in becoming a Rep ............................................10

What are Course Reps? ........................................................................................10

What do Course Reps do? ....................................................................................10

Why stand for election? .........................................................................................10

So what do I get out of it? ......................................................................................10

How do I become a Course Rep?..........................................................................11

What support is there for Course Reps? ...............................................................11

Who do I contact for more information?.................................................................11

Course Rep Role Description....................................................................................12

Model Election Nomination Form ..............................................................................13

Model Ballot Paper ....................................................................................................14

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Introduction This aim of this guide is to provide you, as Course Leaders and department staff, with information about the support and training the Union provides Course Reps and to ensure that students are able to make an informed choice when standing for election to the position. For the purpose of this publication, Course Reps and any other elected student representatives from a course will be referred to simply as ‘Course Reps’. We understand that all Faculties have different ways of operating their Course Rep system to reflect the way in which their courses are run, however, we believe that Course Reps play a fundamental role in the University’s Quality Assurance programme and that there should be some base level of consistency regarding the quality of training and support given to Course Reps. This handbook is divided into sections:

• Vital information that will help you elect and support your Course Reps

• A handout for Course Reps to ensure they fully understand the role • Explanations on elections and how best to hold them • Template election ballot and nomination forms

Useful Contact Details and Information General Enquiries: [email protected] Barbara Ahland Vice President Student Experience [email protected] Alam Mahbubul Vice President Student Experience [email protected] Yemi Makinde Representation and Democracy Coordinator [email protected] www.londonsouthbanksu.com/coursereps

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Why have Course Reps? Course Reps act as both the formal and informal communication links between staff and students that exist to maintain the quality of the academic programme and learning experience. This is a two way process - not only are Course Reps expected to represent students to the staff, but also staff to the students. Course Reps fulfil both a valuable representation and feedback function.

Representation and Feedback Student representation is important to all educational stakeholders as it:

• Aims to lodge students’ views in the institution’s decision making processes

• Promotes the idea of an institutional culture of partnership between the educational stakeholders – students, staff, the Institution and the Students’ Union; working together to enhance the quality of the student experience

• Gives students an opportunity to provide feedback and commentary on their total educational experience

• Gives students a sense of ownership over their education • Provides a forum for the stakeholders to diffuse any tensions and is

one mechanism of bringing an informal complaint • Is interactive, enhancing constructive debate between the

stakeholders • Continually collects students views • Is proactive, innovating and thought provoking • Cultivates a reflective practitioner – students reflect on what they

are receiving and that they expect to receive • Gives students the opportunity to provide the department with

positive feedback Representation through Course Reps can also:

• Provide consistent well-informed opinion about the quality of teaching and learning and the student experience in general

• Assist the University in ensuring the provision of high quality programmes

• Provide support to staff in their bid to introduce new teaching and learning projects

Student feedback can complement representation, but not replace it. It is vital that students’ not only have the opportunity to feedback on their educational experience, but to be involved in the decision making process

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of the institution, as both contributors to and consumers of the educational process. Opportunities of discussion and debate enable the students’ who are affected by decisions, to participate in making them.

Attributes of an effective Course Rep System and the role of the Union Students will benefit through:

• a sense of ownership over their education • input into decision making • provision of a forum to resolve tensions and concerns • receiving feedback from the institution about their education • an opportunity to reflect on their education • an opportunity to raise and resolve any complaints at the lowest

level

The Course Reps will benefit through: • development of transferable skills • extra-curricular activity and subsequent CV enhancement • involvement in the Institution and Students’ Union • opportunities to meet others • recognition through certification

The University will benefit through:

• consistent and well informed feedback about Courses, resources and teaching

• compliance with QAA Regulations • demonstrable transparency and responsiveness to students • opportunity to assist in the development of transferable skills • a chance to raise and resolve complaints at the lowest level and

reduce the number of complaints by students through formal channels

The benefits will only be fully realised if the Reps are elected by their peers, and therefore have the confidence of these peers, and are trained in the knowledge and skills they need to provide effective representation.

Roles and Responsibilities of Course Reps Course Reps will be trained by the Union to deal with a variety of issues relating to their Course. They will also receive information on the type of issues they should not be dealing with in their role as a rep, and where students should be referred to in these instances. Course Reps will be

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able to bring to your attention a range of issues affecting Course provision including:

• Timetable clashes • Inconsistent assignment marking • Long turnaround times • Poor lecturing or tutorial classes • Out-of-date Course content • Lack of support • Deadline changes at short notice • Lack of resources • Hidden Course costs • Concerns about recycling • Concerns with the working environment

Course Reps should not try to help with the following.

• Students’ personal problems • Accommodation issues • Financial issues • Immigration issues • Welfare issues

(They will be trained to refer students to the relevant agencies, e.g. the Unions’ Student Advice Bureau)

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Elections The first and possibly most vital aspect of a successful Course Reps system is the election process. The higher the profile of your Course Rep elections, the more beneficial they will be. As well as raising general awareness of the Course Reps system, students who feel actively involved in decision-making processes are more likely to support and use the system. By ‘electing’ and not just ‘selecting’ Course Reps, the Reps will have the confidence of their peers and will be able to represent their needs better. The Union is aware that the election procedure for Course Reps varies between Faculties, however, a suggested timetable and guidelines are laid out below. Four key things:

1. Encourage students to stand for election. Election materials are provided by the Union to encourage students’ to stand, and Course Directors should publicise elections widely and inform students of the importance and benefits of being a Course rep. Information briefing sheets and nomination forms should be distributed to all students interested in standing.

2. Conduct elections fairly. All candidates should be given the opportunity to ‘hust’, i.e. explain why students should vote for them to be their rep. Elections can be conducted via Blackboard, via email or physically in the classroom. The Union recommend that all Faculties to conduct their elections via Blackboard as this provides evidence that the Course Reps are truly elected rather than selected. If you are conducting elections physically, this pack contains a model nomination form and ballot paper. Ballot papers should be counted as soon after the election as possible. Candidates should be allowed to send an observer to observe the count. If you would like some help facilitating your elections, either online or physically please contact the Union.

3. Pass Course Reps details to the Union. The name, contact details and Course details of all Course Reps should be forwarded to the Union no later than 10 working days after the election. This allows us to contact the Reps, provide them with details of the training programme, and provide other support as necessary.

4. Induction for Reps. A brief induction should be given to Reps including information about their duties, dates of committee meetings they are expected to attend, the terms of reference and name of the secretary to these committees. Any other departmental information should be given at this stage.

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Suggested Timeline Suggested Actions 17th – 21st September 2012

• The Union to ensure every department has information posters and Course Rep election information.

24th – 28th September 2012

• Give presentation on Course Reps

• Set a deadline for Close of Nominations

1st – 19th October 2012

• Collect completed Nomination Forms.

• Hold ‘Hustings’ allowing nominated students the chance to explain why they should be elected

• Hold the elections and count the votes

• Notify the Union of the elected Course Reps

22nd – 26th October 2012

• Promote the Course Reps Training Sessions.

• Display posters / update online web pages to promote elected reps.

29th October – 16th November 2012

Course Rep Training sessions (online and physical groups) Venues, dates and times to be confirmed.

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Training and Support

The Students’ Union The Union will support the Course Reps in the following ways:

• Training programme specifically for Course Reps to ensure they are equipped with the knowledge and skills to undertake their role

• Produce a Course Rep Handbook • Production of regular newsletters to inform Reps of changes to

regulations, and issues of interest within HE • Organised social events to enable the Reps to socialise, meet other

Reps and make friends. • Provide further opportunities to become involved in the Course Reps

system e.g. supporting next year’s Reps, assisting in training • Administration facilities to support their role • Recognition of their year in the role (e.g. Certificates)

The Union will also provide support to Faculties and Departments in the following ways:

• Production of a Course Representatives Staff Guide that includes election materials, key times and dates and an information briefing sheet

• Promotional material to encourage students to stand for election as a Rep

• Promotional material to encourage students to make use of their Reps and how to go about this

• Support in holding/running Course rep elections

Faculties It is hoped Faculties will support the Reps and the Course Reps system in the following ways:

• Time in lectures to briefly promote the Course Reps system and conduct elections

• Time in lectures for the Course Reps to talk to their peers about any issues of concern

• Photocopying facilities • Support the Union by informing us of the names of the elected Reps

so contact can be made with regard to training • Assisting the Union in ‘signing up’ students for training

NUS (National Union of Students) The NUS website has a host of information on what it means to be a Course Rep, best practice examples, National Student Survey Links and information on their Course Rep Network www.nus.org.uk/en/Student-Life/Course-Reps

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Information for Students interested in becoming a Rep

What are Course Reps? • Students who act as representatives of the students on a particular

Course to the University staff and academics responsible for that Course

• Democratically elected representatives of students on a Course • A means of communication between students and the University.

What do Course Reps do? • Sit on & participate in Departmental / Faculty Committees (name of

committee dependant on Course) • Seek out the views of students • Raise issues of concern amongst students to the University • Give feedback to students following departmental meetings

Why stand for election? • You believe that students should have a say in decisions made that

will affect their education • You believe students should play an active part in their own

education • You want to help others have a better experience of University life • You want to take part in University life to the full • You want to develop your own key skills essential in the graduate

job market • You want to leave LSBU with more than just a degree

So what do I get out of it? • Make new friends, meet like-minded students, and work with other

motivated and enthusiastic people • Learn new skills which may help you in the job market, including

time management, communication • skills, self motivation, presentation skills and problem solving skills • Help others resolve Course related issues • Get involved in the wider work of the Students’ Union and the

University

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How do I become a Course Rep? In short stand for election and ask your fellow students to elect you. Course Leaders / Department Staff will cover the process of election as applicable to their Course. All the point below may not be relevant.

• Nomination forms (if applicable) – where they’re available from, how to fill them in, who to return them to and by when

• Hustings (if applicable) – what they are, what candidates should cover in their speeches

• The Election – when it is, how votes are counted • The Count – where and when it is, can candidates send an observer • The Results – when they will be announced

What support is there for Course Reps? • Comprehensive knowledge and skills based training programme

(provided by the Union) • Course Reps Handbook (provided by the Union) • Course Reps Newsletters (provided by the Union) • Course Representative Forums (held once per term and are an

opportunity for all reps to attend and bring forward any issues for discussion) (provided by the Union)

• Full time Sabbatical Officers for all things academic. (provided by the Union)

• Representation Coordinator to co-ordinate the Course Reps training and support programme.( provided by the Union)

• Fully updated Course Rep section and online training on www.londonsouthbanksu.com/coursereps

• Time in lectures to briefly promote the Course Reps system and conduct elections (Dept)

• Time in lectures for the Course Reps to talk to their peers about any issues of concern (Dept)

• Photocopying facilities (Dept)

Who do I contact for more information? • Barbara Ahland, Vice President Student Experience

[email protected]

• Alam Mahbubul, Vice President Student Experience [email protected]

• Yemi Makinde , Representation and Democracy Coordinator

[email protected]

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Course Rep Role Description Your role is to represent the views of the students on your course to the academic staff, which means you are one of the main channels through which students can exert a measure of control over their own learning experience. Course Reps are vital in aiding the University to ensure the quality of its academic programmes, and in holding those programmes to account. Yours is a crucial role that can only be undertaken by students with the first-hand experience of a course. By representing your peers to University committees you provide an important link between the University, students and the Union, helping to ensure a productive and effective working relationship. Each course group elects one or more students per level of study to be responsible for communicating student views on issues such as workloads, timetables, library facilities and teaching space. A course rep may find themselves asked to inform and question staff on issues as diverse as provision of handouts and claims of harassment or plagiarism. Your responsibilities:

• Identifying student issues and needs. • Attending and participating in meetings. • Raising students’ issues and needs ( it is important that all course

reps canvas student opinion from their peers and discuss agenda items in advance to ensure all students have the opportunity to feed in).

• Consulting, involving and reporting to students. • Informing the Union of any issues that you think should be

addressed. • Attending training and networking sessions, which offer the

opportunity to liaise with other course reps from other courses. • Referring students on as appropriate (e.g. to the Union’s Student

Advice Bureau, • Providing a link between staff, students and the University. • Keeping yourself informed of department activities. • Promoting equal opportunities. • This may all sound a bit daunting, but don’t worry. The Union offers

support, advice and training on all aspects of the course rep role. It is important to remember that University values the course rep system and the dialogue it provides. It is in their best interests to listen to the student voice.

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Model Election Nomination Form

London South Bank University/ LSBU Students Union Course Representative Information 2012/2013

Nomination Form

Faculty………………….………..Year……………..Course…………………………… Name: Course: Email:


Nomination Form



Nomination Form


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Model Ballot Paper


Nomination Form

Faculty………………….………..Year……………..Course…………………………… Candidates’ Name Preference

(put 1 next to the candidate that you moist want to win and then 2,3 etc)

NO SUITABLE CANDIDATE


Nomination Form

Faculty………………….………..Year……………..Course…………………………… Candidates’ Name Preference

(put 1 next to the candidate that you moist want to win and then 2,3 etc)

NO SUITABLE CANDIDATE

A Staff Guide to Course Representatives 2012

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