University of Brighton Course Representation Policy

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CONTENTS Page 1 Introduction 2 2 Guiding principles 3 3 Course representatives roles 4 4 Code of conduct for course representatives 5 5 Roles and responsibilities of the University and SU partnership 6 6 Course rep activity and timeline 8 7 Election and course rep support 9 8 Measuring impact, rewards and recognition 12 9 For more information 13

Appendix 1 Election guide for staff

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2 Student Staff Forums 17

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INTRODUCTION 1 Purpose

This Policy sets out the Course Representative system at the University of Brighton. The Course Representative system is run by the University and the Students’ Union in partnership and aims to ensure that students have the opportunity to feedback to staff about their academic experience, and to work in partnership with staff to address areas of concern and enhance the quality of the student experience for both current and future students. While appreciating the differing cultures within Schools, this Policy is designed to standardise practice and ensure that the Course Rep System operates effectively throughout the University. This Policy is written for both staff and students.

2 Scope The Course Rep Policy underpins the University’s approach to listening and responding to the student voice. The University has a number of mechanisms for student representation and participation; these are detailed in the Student Engagement in Quality Policy. This Course Rep Policy provides details of how students at course level, undergraduate and postgraduate, can represent their cohorts, typically (but not exclusively) through Student-Staff Forums. Course reps, Course Leaders and Schools should ensure that they comply with the requirements set out in this Policy. At Partner Institutions where students are not members of Brighton Students’ Union, the partner institution is responsible for the training, development and review of Course Reps. Partner College agreements set out quality assurance requirements for course reps. The Policy will be reviewed and updated annually by the Students’ Union and Quality and Standards (Academic Services).

3 Roles and responsibilities Schools, Quality and Standards and the Students’ Union are responsible for ensuring that the Policy objectives are met and can also provide advice. The Deputy Head of School1 in each School/partner college (with support from the Student Engagement Champion) has responsibility for ensuring the effective implementation of the Course Rep Policy in the School/Partner College. DHoS, Course Leaders, Q&S and SU Officers should familiarise themselves with this Policy. The University Education and Student Experience Committee monitors the implementation of this Policy.

1 Either L&T or QA & E as determined by the School. In partner colleges this would be a senior member of staff

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GUIDING PRINCIPLES

1 RepresentationAll students should have access to effective representation at a course level and be able to reflect and feedback on both the positive and negative aspects of their academic experience.

2 Inclusivity All students should have the opportunity to stand for the Course Rep position and be supported in doing so based on principles of equality and diversity2.

3 Partnership The Course Rep system is a partnership between students, the university and the students’ union. Partnership working involves mutual respect and working together to find solutions to any problems or areas of concern with the aim of enhancing the student experience.

4 Communication Effective representation is dependent on good communication at all levels - from the collection of feedback by course reps, to the university and course reps closing the feedback look by communicating information back to the student body including evidence of the impact course reps have had.

5 Transparency All students and teaching staff should be aware of the Course Rep system and how it runs. They should also be able to question and challenge how it operates.

6 Accountability Course reps are responsible to the students they have chosen to represent and have responsibility to act in accordance with their role and code of conduct.

7 Sustainability Course reps maintain a sustainable course rep system by promoting their role to their student cohort during the academic year. The SU and Schools promote the course rep system at the beginning of the academic year to encourage student engagement.

2 The SU monitors the diversity of students who are course reps and reports to various university committees

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COURSE REPRESENTATIVE ROLES

1 Actively gather feedback from their fellow students about their academic experience on their course – not just what needs changing but also what works well and can be built on.

2 Discuss issues raised by students with staff members.

3 Attend Student Staff Forums (refer appendix 2), actively engage and put forward the views, ideas and feedback form the students they represent.

4 Work in partnership with staff to reach satisfactory solutions and keep the Students’ Union informed of relevant issues and seek support if needed.

5 Feedback to their fellow students on the outcomes of discussions with staff, meetings attended and relevant communications from the Students’ Union.

6 Keep in contact with your School’s Academic Organiser whose will be taking any issues to your School’s Education and Student Experience Committee (SESEC).

It is not the responsibility of the course rep to sort out students’ individual problems but should sign post these students to the SSGT, SU or Student Services or to replace internal communications of the course or carry out administrative tasks.

RESOURCES • SU Course Rep homepage

• Course rep resources

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CODE OF CONDUCT FOR COURSE REPRESENTATIVES

1 Treat the role responsibly, recognising the value and impact of their role and to conduct themselves in a professional manner in all interactions. A course rep should be prepared to represent the views of students on their course regardless of their own personal beliefs/opinions.

2 Commit to the role, appreciating the time needed to undertake the role effectively, including; attending training to help prepare for the role, gathering student feedback, participating in relevant meetings and completing the course rep meeting form, and feeding back to students.

3 If the course rep is unable to attend a meeting, an apology and a written report should be submitted or another student co-opted to attend so that they are still able to contribute.

4 Respect the confidentiality of students and staff if discussing a student’s issue with a third party such as a lecturer or the Students’ Union, reps should ensure first that they have the student’s permission to do so.

5 Inform the Course Leader if they decide to step down from the role during the academic year. If a course rep fails to meet the requirements of the role, they may be removed, and a replacement sought by the School in liaison with the SU.

6 Seek support and guidance from staff /Students’ Union when unsure about any aspect of the role.

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ROLES AND RESPONSIBLITIES OF THE UNIVERSITY AND STUDENTS’ UNION PARTNERSHIP

The table below sets out what we should all anticipate from our partnership in terms of roles and responsibilities for the University and its Schools, and the Students’ Union.

Election of course representatives and valuing student feedback The University and its Schools

1 Provide the opportunity for all students to participate in the course rep system by: • running the election of course reps

by the fourth week of the first term • publishing the names and contact

details of the course reps on thecourse area on Studentcentral sostudents know who their reps are

• forwarding the names of course repsto the BSU Student Voice Team viathe Course Rep email addressCourseReps@brighton.ac.uk.

2 Provide the opportunity for course reps to be members of Student Staff Forums, actively seeking the views of course reps and working in partnership with them to enhance the quality of the student experience on the course

3 Include issues raised by course reps and action taken in the annual monitoring of the course (Academic Health)

4 Monitor and reflect at School level on issues raised by course reps at Student Staff Forums and action taken

5 Consider at University level the SU Course Rep Report and take action as necessary

The Students’ Union

1 Provide support for Course Leaders in the election of course reps

2 Provide the DHoS in each School with details of the autumn course rep training sessions (the SU Student Voice Team)

3 Publish a staff toolkit each year to support staff in the recruitment of course reps

4 Maintain a central record of all course reps at the University, available on the Course Rep Area on Studentcentral

5 Provide reports on course representation and attendance to each School, through membership of SESEC

6 Carry out an annual end of year survey of course reps

7 Provide feedback from the outcomes of the course rep survey to staff and students

8 Collate Course Rep feedback to the SU during the year and produce an annual Student Experience Report for consideration by the University

9 Celebrate the success of Course Reps by producing Course Rep certificates, running the course rep reward scheme and Course Rep of the Year award at the annual Union Awards

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Enabling course reps to be effective in their role The University and its Schools

1 Provide opportunities for course reps to gather feedback from their cohort in lectures (or another suitable forum)

2 Provide opportunities for course reps to feedback to their cohort the outcomes of issues raised on their behalf at Student Staff Forums. This could be during teaching time, through Studentcentral or a noticeboard

3 Provide course reps with at least two weeks’ notice of the date/venue of the Student Staff Forums and ensure that minutes of the meeting are published on Studentcentral within two weeks of the meeting

4 Support the SU in the training of course reps in the School and provide ongoing support to course reps at a course level throughout the year

The Students’ Union

1 Provide Course Rep training sessions (including online training) in collaboration with Schools to ensure course reps are aware of the responsibilities of the role, where to access support and how be effective as a Course Rep

2 Provide initial points of contact at the SU for Course Reps through the Student Voice Team and VP Education

3 Develop effective working partnerships with reps once appointed and have regular meetings with course reps during the academic year

4 Provide suitable materials to assist course reps to carry out their role including: • a Course Rep Handbook, emailed it to

all course reps following appointment• an online forum for Course Reps• a monthly e-newsletters to all Course

Reps and email communication onissues of relevance

5 Maintain the Course Rep area on Studentcentral and a strong Course Rep presence on the Brighton SU website

6 Provide support for student reps attending Student Staff Forums and support students in communicating outcomes from student feedback

7 Coordinate course reps, when appropriate, to help gather opinion on academic issues which may be affecting the wider student population

8 Consult with course reps annually for their views of the course rep system so this can be improved where necessary

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Course representative activity and timeline Time Period Schools Students’ Union Course Reps

During the Summer

- Set dates for Student Staff Forums andSchool Committees and then share thedates with the Students’ union.

- Offer training for staff on CourseRepresentation.

- Create and disseminate ‘Staff Guides toCourse Representation’.

- Update all Course Rep publicity andInformation.

Autumn Term - Hold in class elections for Course Reps.- Send Course Rep names to SU- Hold Student Staff Forums- Take action on any issues arising- SESEC held (monitors issues raised)

- Advertise the Course Rep position tostudents.

- Deliver online and in person training tostudents.

- Issue rewards

- Stand for Course Rep positions- Attend Course Rep training- Gather feedback from students- Attend Student Staff Forums- Support Academic Health process- Complete the online Course Rep

feedback form- Feedback to students

Spring Term - Hold Student Staff Forums- Take action on any issues arising- SESEC held (monitors issues raised)

- Provide additional Course Rep training.- Issue rewards

- Gather feedback from students- Attend Student Staff Forums- Complete the online Course Rep

feedback form- Feedback to students

Summer Term - Hold Student Staff Forums- Take action on any issues arising- SESEC held (monitors issues raised)- UESEC consider SU course rep survey

- Issue rewards- Produce and disseminate the Course Rep

survey.

- Attend Student Staff ForumsComplete the online Course Repfeedback form.

- Complete the Course Rep survey

End of Term - Post certificates to Course Reps- Hold awards- Review course rep system

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ELECTION AND COURSE REPRESENTATIVE SUPPORT

1 Minimum levels of representation Every year of every course should have a course rep. If there are more than 20 students in the cohort it is recommended that more than one rep is appointed, and the role is shared. Students sharing the role should be encouraged to work together and share responsibility for attendance at meetings.

2 Promotion of the role Prior to election of a Course Rep, the Course Leader should hold a meeting with all students on the course to discuss the principles of student representation and feedback, the role of course reps and the ways staff work with student representatives. Inviting former or more senior course reps to speak to new students at the beginning of the academic year can be effective.

The SU are able to send a member of staff or role ambassador to give a brief presentation about the role and oversee elections during the autumn term. Staff should complete the form or contact the SU (see Supporting Course reps: A staff guide).

3 Timing of election All Course Reps should be elected at the latest by the end of the 4th week of the academic year (or within 4 weeks of commencement of a course that starts outside the normal academic year).

The name, email address, course and year of the course reps should be collected by the School and forwarded to CourseReps@brighton.ac.uk at the SU as soon after the election as possible. The name and contact details of the course rep should be included in the course area on Studentcentral.

4 Election procedure (see appendix 1 for full procedure) The key points are: • Course Reps should be democratically elected by their peers.• All students must be given the opportunity to stand for the role and to vote on their

representative.• If there is more than one candidate for the position those wishing to take on the

role should be encouraged to give a short speech stating why they want to be theCourse Rep, prior to a vote taking place.

• It should not be assumed that the previous year’s rep will continue in the role. Therole needs to be offered to the whole cohort each year.

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• Even if there is only one candidate, students should still be given the opportunityto vote to confirm they are happy with their representative.

5 Course rep training Training is key to ensuring that course reps are able to undertake their role effectively. All new Course Reps should attend a Course Rep Training session during the first semester. Course Rep Training Sessions are run by the Students’ Union on all campuses during the first semester. These dates will be established by the beginning of term and Course Leaders should encourage all newly appointed reps to attend.

When course reps attend training they are asked to sign a volunteer agreement which outlines their obligations as a rep and the consequences of not fulfilling the role to the agreed standard.

6 Resources A Course Rep Handbook is to be produced by the Students’ Union and made available to all Course Reps on appointment to the role. Online resources will be available to support Course Reps on Studentcentral and the Students’ Union website. Regular updates will be sent to reps on issues of local and national relevance via email and the monthly Course Rep Newsletter.

7 Support Course Reps should be able to approach their Course Leader for support and advice. If they would like to speak with someone outside their course, support and advice is available from their School Student Engagement Champion, their School Academic Organiser and the Students’ Union. The Students’ Union provide support for course reps at Partner Colleges.

8 Course reps standing down or not fulfilling responsibilities If a Course rep decides to step down from the role during the academic year, they should inform the Course Leader. Resignations are rare. The Course Leader should arrange for a new rep to be elected within 4 weeks. Details of the change should be notified to the school office and Student Voice Team at the Students’ Union.

If the students or staff on a course have concerns that their Course Rep is not fulfilling the responsibilities of the role, they should contact the Student Voice Team at the Students’ Union or raise the complaint with the Course Leader who will then pass this information on to the Student Voice Team. The Student Voice Team will then explore the issue and determine what actions can be taken.

If the Students’ Union believes that a Course Rep is failing to meet the responsibilities of the role, the Student Voice Team will contact the rep and arrange to meet them within 14 days. The meeting will look at the support, advice or training that the rep can

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be given to ensure that they are effective in their role. If the Course Rep does not respond to the meeting request or fails, without good reason, to attend the meeting this will result in the Course Rep being removed from their position and a new rep being elected from the course.

RESOURCES • SU Supporting Course Reps - a staff

guide• SU Course Rep homepage• SU email: coursereps@brighton.ac.uk• Student Staff Forum trcms

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MEASURING IMPACT, REWARD AND RECOGNITION

1 Issues raised within Schools Issues raised by Course Reps and action agreed should be included as part of the minutes of Student Staff Forums which are then monitored through the School Education and Student Experience Committee (the School Academic Organiser is a member of the SESEC). Course teams are also asked to reflect on issues and actions as part of the Academic Health3 process, with course monitoring reports reviewed by the School Quality and Standards Committee.

2 Course Rep Survey The Students’ Union will carry out an annual end of year survey of Course Reps, the results of which are to be fed back to students and staff.

3 Students’ Union Education and Student Experience Report The Students’ Union Education and Student Experience Report will contain an overview of the key themes and issues in the course rep system across the university. It will take into consideration the Course Rep survey but also contain an analysis from the Union Awards, Course Rep feedback and additional course representative activity throughout the year. This report will be looking to capture good practice as well as assurance that the course rep system is working well. This report will be considered by UESEC and UQSC.

4 Reward and recognition The SU offer a number of incentives for students who become course reps. These include; course rep hoodies and rep of the month award. Course reps can earn vouchers for SU cafes and shops for completing various Course Rep tasks. A full break down of the scheme can be found in the Course Rep Handbook. All Course Reps will be able to receive a certificate recognising their role at the end of the year. In order to receive the certificate reps will need to provide feedback on their experience as a rep by completing the annual Course Rep Survey. Course Reps can bid from a pot of funding through the Learning Community Fund, with applications being reviewed by the Student Voice Team. The SU can assist course reps in brainstorming and planning their events. Course reps can bid for up to £200 based on the nature of the event and how many people will be involved. Activities are meant to promote social wellbeing and create a sense of togetherness within a cohort. An application form is available from the SU website. There will be recognition and celebration of the contribution Course Reps make to the quality of university life at the annual Union Awards, with the awarding of a Course Rep of the Year for each School/Partner College.

3 Academic Health is the process for annual monitoring and evaluation of the University's taught provision. It involves scrutiny at module, course and School level.

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FOR MORE INFORMATION

Students’ Union CourseReps@brighton.ac.uk Quality and Standards EngagementandInformation@brighton.ac.uk

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Appendix 1: Election guide for staff

Resources provided by the Students’ Union (which can be found in the Course Rep area of Studentcentral) can be used to help explain and promote the role.

1 Election Course Reps should be elected in a timely and fair manner. They must be elected by their peers and all students should be given the opportunity to stand for the role and to vote.

2 Nominations

Nominations should be asked for by week 2. Course Leaders may also timetable the election of second and third year Course Reps during the preceding summer term, so they are ready to commence the role at the beginning of autumn term. If there is more than one candidate for the position those wishing to take on the role should be encouraged to give a short speech stating why they want to be the Course Rep and a vote should take place. It should not be assumed that the previous year’s rep will continue in the role. The role needs to be offered to the whole cohort. Even if there are no other candidates and the previous year course rep wants to continue in post, students should still be given the opportunity to vote to confirm they are happy with their representative.

3 Voting

The voting process is up to the Course Leader but must be democratic. Even if there is only one candidate there still needs to be a vote to ensure that the other students on the course agree they should take on the role. Voting can take place by a show of hands, a paper ballot or online. If a show of hands is taking place the candidate(s) should be asked to leave the room while this is occurring.

4 What if no one wants to take on the role?

If no one comes forward after the initial discussion, the Course Leader should send a communication to all students re-emphasising the importance and benefits of the role and asking for them to reconsider taking on the position. If a student responds that they want to take on the role, it is important that other students are still asked to vote to confirm they are happy with the choice (this also ensures that everyone knows who their Course Rep is).

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If no response, the Course Leader should wait a couple of weeks before asking again (having had some time on the course there may be students who feel more motivated to take on the role).

After having taken these steps and had no response the Course Leader may approach individual students directly about taking on the role.

If there is still no one prepared to take on the role the Course Leader should get in touch with the Student Voice Team at the Students’ Union to let us know about the position.

5 Send details to school office

As soon as a Course Rep has been appointed, their name and email address should be passed to the School Office. Details of the elected Course Reps should be forwarded to the SU Student Voice Team as soon after the election as possible.

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Appendix 2: Student Staff Forums

1 Introduction 1.1 The University expects all students to have the opportunity to provide feedback and

contribute to discussions about their academic provision at course, School and University level through student representation (Student Engagement in Quality Policy). At School level, students are members of the School Education and Student Experience Committee (SESEC). For the SESEC to discharge its responsibilities effectively, Student Staff Forums (SSF) would be responsible for the management, development, delivery, and enhancement of the course/ programme. The Course Rep system and training of course reps are central to the effective operation of SSFs.

2 Key principles of Student Staff Forums 2.1 Student Staff Forums are a key vehicle for student engagement at

course/programme level. They should be designed to ensure that students’ creativity and problem-solving abilities can be integrated into the design of learning experiences.

2.2 Student Staff Forums provide: • A formal mechanism for communication and discussion between course

representatives and academic staff on all matters related to the course (including delivery, content, learning materials, and assessment), its enhancement, and the student experience;

• A forum for staff and students to work collaboratively to resolve issues, identify areas for improvement and share good practice;

• A forum for sharing information about the quality assurance and enhancement of the course with students e.g. academic health course monitoring report and action plan, external examiner report, course evaluation;

• A formal means of consulting students and collecting their views.

2.3 Student Staff Forum minutes document discussions between staff and students and agreed actions which are available to all students and the SU. Issues raised by course reps can be monitored/escalated to School level (and if necessary, University level).

2.4 Staff and course rep members have a shared responsibility to ensure the effective

operation of SSFs. 3 Conduct of Student Staff Forums 3.1 This section sets out minimum expectations and good practice in the operation of

staff-student meetings.

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3.2 A Student Staff Forum should be established for every approved course or programme/suite of courses.

3.3 A Student Staff Forum should meet once per semester (or more regularly as

determined by the School). The dates and times of meeting should take into consideration the availability of the membership, including students. Good practice would be to ensure that meetings fit around timetabled learning commitments of course reps (including placement commitments and part-time study) and should be known well in advance4. Schools should determine appropriate mechanisms for ensuring that all student reps have an opportunity to participate. Schools might consider covering any additional travel costs for reps attending SSF meetings related to their role.

3.4 An agenda should be provided for each meeting. The precise items will vary

according to the point in the academic year that the meeting takes place. It is good practice to seek agenda items well in advance of each meeting from all participants, including the Course reps. All members of the forum can request items to be included on the agenda. Student related issues should be considered at the beginning of the agenda.

Course reps are expected to consult with students in their cohort in advance of the

meeting to identify items for the agenda. Course reps should be supported by their school to gather feedback from students prior to the meeting, this may include being given an opportunity to send course-wide emails, talk to their cohort at the beginning/end of lectures or any other communication channel appropriate to that school.

The agenda should be circulated to members of the forum at least 5 working days in advance of the meeting. Papers should be circulated with the agenda and tabled papers should be avoided. Some Chairs may wish to hold pre-meetings with course reps.

3.5 Schools (and the Chair) should consider how to ensure that Student Staff Forums are

not overly formal. A cooperative and constructive atmosphere is encouraged with staff and students working in partnership to discuss items related to the students’ academic experience and, where necessary, resolve issues. SSFs should be run in a way which supports students in their engagement of these forums, this may include pre-meetings with course reps as well as considering carefully the location for the meeting to ensure this is conducive to student engagement. The Chair should ensure that all members of the forum have an opportunity to present their views at the meeting, ask questions and/or raise any concerns.

3.6 Minutes should be taken. The forum should decide on the format of these, but they

should include any agreed actions and evidence of student input and feedback. Minutes should be published on Studentcentral so that they are accessible to all

4 Course reps should be given at least two weeks notification of date, time and location of the meeting

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students and staff on the course within two weeks of the meeting. Minutes should also be available to the UoB Students’ Union. After the meeting, student reps are responsible for letting their student cohort know how their feedback has been acted upon.

3.7 Student Staff Forums are accountable to the SESEC which should determine how it

receives notification of and oversight of issues raised by students and the course team’s response. This could be through receipt of SSF minutes.

3.8 The UoB Student Rep Policy provides guidance on the expectations of student reps

in relation to attendance and participation at SSFs as well as confidentiality and conflicts of interest. The SU will be actively working to monitor course rep attendance at SSFs.

3.9 The Student Engagement Champion in the School works in partnership with course reps to support and develop student engagement activities and can provide advice for course reps about their role on the committee.

3.10 Academic Services and the Students’ Union will provide further support and guidance

for Chairs of SSFs.

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UNIVERSITY OF BRIGHTON SCHOOL OF Student Staff Forum: for [course/programme] Terms of reference: A Forum with principal academic responsibility for the:

1. monitoring and maintenance of academic standards of the award(s); 2. quality of the student learning experience on the course (or programme) and its

enhancement; 3. academic coherence and development of the course (or programme).

This is achieved through:

• keeping the course delivery: teaching, learning and assessment, and the curriculum under review and proposing course changes;

• collecting and considering all forms of student feedback, determining and monitoring agreed actions;

• reviewing the academic health of the course/programme, including student success and experience data and external feedback (external examiner and PSRB), supporting the periodic review of the course/programme, and determining and monitoring course/programme action plans.

Constitution and membership

Chair A member of staff or a student, as determined by the committee. Committees may also consider having students co-chairing with staff

Staff • Course Leader (or Programme Leader) (Ex Officio) • Academic staff with responsibility for the delivery of the course/programme • Representatives of staff from professional services and administrative

services which support teaching and learning Other members of staff may be invited to attend as appropriate e.g. partner college representatives

Students Elected course reps for the course(s) Guidance is that students should normally make up half of the membership. The SU can be drawn on to increase student representative where necessary. The School Academic Organiser and SU Officers may attend but should advise the Chair in advance

Quorum: no formal quorum. The Course Leader (or Programme Leader) should decide whether the business of the meeting can be conducted with the members present Secretary: determined by the School Frequency of meetings: at least one per semester

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UNIVERSITY OF BRIGHTON SCHOOL OF Student Staff Forum: for [course/programme] A meeting of the [Course/programme] Student Staff Forum to be held on [day/date] in [venue] from [start time] to [finish time]. SAMPLE AGENDA

1. Apologies for absence 2. Minutes of the previous meeting

2.1 Matters arising 2.2 Progress on agreed actions

3. Matters raised by student representatives 4. Matters raised by staff representatives 5. The exact items on the agenda should be determined locally and will depend on the

point in the academic year that the meeting is held. Some suggested areas could include:

Student feedback/survey outcomes Curriculum (including professional development) and assessment Academic support and guidance Learning resources External examiner report(s) and responses Academic health monitoring report Progress on course action plans Consultation on proposed course developments

6. Any other business 7. Date and time of future meetings

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Owner SU/Quality and Standards Version Number 1 Revision history (most recent first)

Version Summary of changes Author Date

Date approved 23/05/2019 Approved by UESEC Implementation date October 2019 Date of next review October 2020