1. Welcome to the Course Representatives’ Induction 2014-15

2. Welcome and Introductions
The Course Representation scheme is collaboratively overseen by the University’s Quality department and the Students’ Union (UWSU).
Day to day support is provided to Course Reps by UWSU’s Research, Representation and Welfare team (RRW). There are four RRWs, one located at each campus. (Contact & location details can be found at uwsu.com )
The role of an RRW is to:
Support students during their studies by providing information, advice or advocacy
Represent the views of students to the University in order to improve the student experience
Provide opportunities for students to take up leadership positions
The RRW will congratulate the course reps on their election as a Course Rep
At this point the RRW, Sabb, academic staff member and member of staff from the Quality department will introduce themselves.
Time: 3 minutes

3. Purpose of the session
Aims -To learn and develop the skills and knowledge to be an effective Course Representative
Learning Objectives - After this training session, you should be able to:
Know the benefits and responsibilities of being a course rep
Be aware of how course reps fit into the University structure
Be able to prepare for a course committee.

4. Icebreaker Knowing me, knowing you! Group exercise : Name Faculty
Course
Describe one interesting fact about yourself

5. Being a Course Representative
Session 1
Being a Course Representative

6. The Responsibilities of a Course Representative
Class exercise 1: What do you think are your responsibilities as a Course Representative? Who are Course Representatives accountable to?
Flip-chart exercise.
Obtain two pieces of flip chart paper and pose the questions to the Course Reps. Give the group two minutes to answer each question via shout outs

7. Course Representative Responsibilities
Identifying students’ issues, concerns and needs relating to learning and teaching.
Keeping students informed of decisions regarding the course
Attending meetings and communicating student issues, views and needs
Negotiating on behalf of students to get what’s best for them
Liaising with other Course Representatives and the SU on issues
Campaigning on relevant issues
Reporting back to students on development
Consulting with students on what they want
Providing a link between students and staff and building a relationship with the University
Initiating change
Referring relevant welfare issues to the RRW team.
Course Rep report

8. Course Reps & Accountability
Course Reps are accountable to the following:
The University
The Students
The Committees you sit on
The Faculty
The Students’ Union
Other Reps
They are accountable to the University because they are part of the Quality Enhancement process – which will be explained later
They are accountable to the students on their course because they were elected by their peers to represent their views, concerns and initiate change
They are accountable to the Course Committee they sit on and the Faculty, because it is their views and fieldwork which help to shape the learning and teaching on the course
The are accountable to the Students’ Union because they provide the training and on-going support and it is expected that Course Reps will carry out the duties and responsibilities imparted.
And accountable to other Course Reps because each Rep is elected to contribute to a successful student representation system and if one or more Reps are not contributing to the scheme then they are letting those down who do.

9. The role is not all work Benefits of being a Course Rep
You are the voice of the students on your course
Being a Course Rep provides you with the opportunity to provide critical commentary on your total student experience
Rewards and recognition: Each Course Rep will receive a certificate if they attend at least one induction session held by UWSU, as well as both Course Committee meetings.
You have the opportunity to make a difference on your course by giving the University constructive feedback on any improvements needed.
You will develop new skills which may help boost your employability

10. Session 2
Being a Rep

11. Course Reps in the University Structure
Course Committees are:
Designed to allow feedback to your Course Leader on matters related to learning and teaching
Part of the University’s quality enhancement, which includes annual monitoring and periodic course review (at least every 6 years).
Concerns, suggestions & positive feedback can be escalated through the Committee framework
The UWSU have Officer Representatives on high-level Committees; if you believe your comments need to be heard higher up, the UWSU Sabbatical Team will be able to advise you. The University Committees usually decide the policies and strategies to be adopted by the University.
Faculty Board
learning and teaching
Quality Review
Course Committee
Academic Council
School Annual Monitoring – monitoring is the regular, normal annual process by which the University critically appraises the operation of its courses and its academic programs and ensures that appropriate standards are maintained.
Review – Review is the process whereby the quality of a course is critically appraised at intervals by a group including external and internal persons and to confirm that a course remains academically valid and that modules associated with that course continue to meet the University’s requirements.
High Level committees – explain to students that more information regarding committees can be found in the Handbook.
Explain where Officer representatives can be found and contacted e.g. location and .

12. Where Course Reps fit in
Course Committees Course Committees deal with matters related to your course. There is one Course Committee for every course, which meets once a semester. Normally there will be two or three representatives for each level of study in attendance, as well as the Course Leader (Chair), teaching teams and representatives from the library and IT services. A formal agenda sent to you by your Course Leader or their nominee will be followed, and minutes of the discussion will be taken. Course Rep Forum For the first time this year, UWSU will be holding Course Rep Forums. The Forums will give Course Reps the opportunity to tell the Officer Representatives about issues or successes, and how UWSU can work with the University to enhance their experience. Course Rep Forums will be held at all four campuses and will take place during the last week of November and first week of December. Details to follow. Annual Student Conference Course Reps are welcome to attend the Annual Student Conference (ASC), which gives all students the opportunity to review what UWSU has been doing to support students in various areas. The next ASC will take place on January 20th 2015 – Location tbc.
Course Rep Forum: explain that exact dates and locations will be communicated to students via in November.

13. Where do Course Reps fit in
As well as the Course Committees outlined above, some Course Reps may be nominated to attend Faculty-level Committees, such as the Faculty Student Forum and the Faculty Learning, Teaching and Assessment Committee.  At these meetings, you will represent the views of students from your Faculty, not just your course.
Faculty Learning, Teaching and Assessment Committee
Meets three times a year to discuss matters relating to strategic and operational management. The Committee reports directly to the Learning & Teaching Committee and to the Faculty Board and Faculty Executive Group.
Faculty Student Forum
Meets three times a year, and seeks to develop and review Faculty policies and strategies to improve the student experience including student employability. The Committee reports to the Faculty Executive Group.
Explain to Course Reps that if they wish to join a Faculty student forum or Faculty learning teaching and assessment committee they should inform their Course Leader to inform the Faculty Registrar.

14. Key points to remember
Issues should be dealt with informally as they arise if possible, then at Course Committees.
As a Course Representative it is your role not just to bring up student issues but also to give a student perspective on other issues that may be discussed at the meetings you attend.
Course Committees should discuss:
Student concerns
Proposed changes to the content of the course e.g. curriculum design
Issues arising to do with progression and/or academic support
Learning resources
Quality enhancement issues
Teaching, learning and assessment
Course Committees do not discuss:
Personal problems of staff or students
Academic difficulties of individual students
Allegations of unfair/inappropriate treatment
Complaints about individual members of staff
Explain to Course Reps there are some issues (see below)that they should not deal with, and if students approach them about those issues then they should direct them to the UWSU Advice Service and/or UoW Student Affairs.
Formal procedures e.g. academic appeals, individual complaints, extenuation, disciplinary hearings.
Financial and funding queries
Welfare problems, health and personal issues e.g. council tax or visa problems
Disputes between individual students and academic staff
Explain that that these sorts of issues can be complex, time consuming and require expertise, so don’t feel bad about referring someone to an RRW or UoW Student Affairs department.

15. Session 3
Communication Skills

16. Communication Class exercise 2:
Your Course Leader informs you that a number of modifications are going to be proposed, which will affect the balance of core and option modules on your programme of study. He/she intends to put this as an agenda item for the next course committee meeting.
What would be your course of action prior to the meeting?
How do you address any resulting issues at the Course Committee meeting?
What are the different ways communicate with your student group?
When will you need to communicate with your student group?
Three sheets of flip-chart required and pens. Take responses from the floor via shout outs from students.

17. What are the different ways we can communicate?
Find out in detail what the changes are.
When is it proposed that they will come into effect?
Consider whether all students will be affected, or whether it will only be the new cohort next year.
Find ways to contact your fellow students to publicise the changes and seek their views, e.g. course notice board, website, Blackboard, texting, distribution list, stay behind after a core module lecture. See the list below.
Collate their feedback and present it to the committee in a structured way: highlighting positive aspects and negative points.
Ask what happens next, so you can feed this back to students
Prompt the class if you need

18. What different methods of communication can you use with your student groupss
Flyers
Posters
Organise drop-in sessions
Forums
Speeches at the start and end of lectures
Informally asking students how they are getting on

19. When will you need to communicate with your student group?
When you are first elected – to introduce yourself
Before meetings
After meetings
When students bring issues to your attention, and later when you feed back or have the information which they require to resolve it
When you need to promote a campaign or event e.g. National Student Survey
To collect fairly regular feedback from students

20. Session 4
Listening skills

21. The role of the listener
Listening skills
The role of the listener
An effective listener allows the person speaking to:
Explore any problems they might have and the issues surrounding them
Arrive at their own solution to their problems if they want to
Talk in a safe, confidential, impartial and comfortable environment

22. Listening skills Therefore the listener should not: Give advice
Try to find a solution to a problem if the other person does not want to find a solution
Attempt to steer anyone to a solution that they see as the most preferable if the other person wants to find a solution.
Attempt to focus discussion on issues that they think are significant, but that the other person finds irrelevant.
Impress their own beliefs upon anyone who comes to talk to them.
Talk about the details of any conversation with anyone other than the person unless given the express permission of that person or in extreme circumstances (for example when you feel that they are a threat to their own well being)
On the first point please emphasise to Course Reps that there is a difference between advice and information. Advice is an opinion or recommendation offered as a guide to action – only qualified members of staff such as RRW should give advice.
Whereas information is knowledge derived from study, experience, or instruction. Explain to Course Reps that if they do not have the required information to provide to their peer then they should forward them to an RRW.

23. Confidentiality
In your capacity as a Course Representative, you are responsible for upholding the confidentiality of students who approach you, and it is expected that you understand the importance of this.
Confidentiality can be defined in many ways; UWSU understands confidentiality to mean that no information given to a Course Rep should be given directly or indirectly to any third party without the student’s consent to do so. This consent can be verbal, but must be made completely clear. In most cases, written consent is preferred.
Explain to Course Reps if they are unsure with what confidentiality means then they should contact their RRW.
Please inform Reps that occasionally a student’s situation may be so serious that they fear for their safety, if this is the case, advise them to obtain advice from the UWSU Advice Service.

24. Session 5
Meeting skills

25. Why we have meetings Meetings are held:
To share information or get information across
To gain commitment to a proposal
To make decisions collectively as a result of discussion
To share ideas and hear others points of view
To review and monitor progress

26. What sorts of meetings are there?
Class Exercise 3: What sorts of meetings are there?
One piece of flip chart paper required and one pen. Take responses from the audience

27. What sort of meetings are there
Social meetings
Telephone meetings/ conference
Public meetings
Formal committees
Impromptu
Disciplinary/Misconduct
Interviews
One to one
Course Committees and Faculty Forums

28. Meeting skills
Class Exercise 3: Thinking of the formal meetings you will attend as Course Rep, what do you think are the tasks you should do before, during and after to get the most out of them?
Three flip-chart pages of paper required and pens. One for before, during and after.
RRW should take responses from the floor.

29. Before meetings Get to know the rules
Find out about how the committee works
Get to know the terms of reference
How often does the committee meet?
What are its decision-making powers and where does it sit in terms of the institutional decision-making process?
How can you get an item on the agenda?
How do students perceive the committee?
Stress that if they require answers to these questions they should contact their Course Leader

30. Before meetings cont. Learn from the past
Locate past papers and minutes
Talk to former reps and other reps
Find out what other committee members are like
Be prepared
Check committee and agenda deadlines
Confirm time, date and location
Check with other reps about ambiguous, confusing or controversial items
Try to meet other reps beforehand to gauge reaction to issues and refine your strategy
Prepare notes if you want to speak on an item
Talk to students to get their views on agenda items
Post the agenda on the notice board/Blackboard for students to see
Think about what you want to achieve from the meeting
Gain advice from the SU if you feel unsure about certain items

31. During meetings Things to do Be prompt; even early
Take all your papers with you
Sit where the Chair can see you
Sit with your peers if it makes you feel more comfortable
Be positive and constructive
Be assertive
Ask questions
Make notes
Consider ideas
Listen to others
Be helpful in finding a solution

32. During meetings cont. Things to do Speak clearly and slowly
Time your contributions carefully
Decide what you are going to make a stand on
Keep good eye contact with everyone 
Ask questions through the Chair and wait for your turn to speak
Keep your contributions factual – use the evidence base to make your argument
If you do agree with something - say so

33. During meetings cont. Things not to do Be late
Forget to take information with you
Be negative
Interrupt people
Read from prepared notes
Get into discussions with just one person
Be aggressive
Lose your temper
Speak on every issue unless it is necessary
Waffle
Shout

34. After meetings You should Report back to students
Decide how you are going to achieve any items assigned to you
If you have successes, publicise these through s, UWSU website etc.
Check minutes to ensure accuracy
Identify any action that needs to be taken
Identify who else you need to speak to
Review objectives
Inform SU of any developments
Follow up with programme leader in between meetings
Explain to Course Reps that if something has arisen and you need to take advice from a RRW then please contact your campus RRW.

35. Reflecting on our Aims & Objectives
You should now:
Know the benefits and responsibilities of being a course rep
Be aware of how course reps fit into the University structure
Be able to prepare for a course committee.
Was there anything you feel was not covered?
Ask the floor if there any other questions.

36. How do you feel about the role?
To reflect
Debrief
How do you feel about the role?
Feedback
We need to make sure that the advice we give is both constructive and valuable. Please take a few minutes to complete the feedback form relating to the training.
We will also send you a link at the end of Semester 1, after you have had your Course Committee, to see if the training was useful and provide us with constructive feedback.
For the purpose of the debrief, please go around the class and Course Reps if they feel prepared for the role? Invite 3-4 responses and no more due to time.

37. Things to be aware of: SMYLRs
The Students Union are currently undertaking research into how the University of Westminster Students Union (UWSU) can better support course representatives.
How SMYLRs works:
Student reps will be able to log onto the application via their desktop, tablet or smartphone to complete the insight profile.
The user experience is designed to be engaging, compelling, rewarding and quick. It should take between 1.5 to 2 minutes to complete it.

38. Things to be aware of: Course Reps and Academic societies:
What is an Academic society and what do they do?
A society that represents and facilitates events for a community of students of a respective academic course
Why we have Academic societies:
Statistics from the NUS Success in the Student Market reveal that the ‘primary focus of students is academic activities.’
Academic societies enhance student learning, build a community and increase student interaction.
Course Reps and societies – how can you work together?
You are the link between the student community and academic staff
Meet regularly with society presidents
Meet with academics
Reward and recognition scheme:
Course Reps and society interaction will be recorded in the upcoming Reward and Recognition scheme.
For more information please contact: Societies Coordinator, Andita Santoso:
What is an academic society
Hold workshops and events relating to the course e.g. Construction Society visits to development sites. Workshops should enhance students learning & skills e.g. Bar Society Mooting Workshops.
A community for students to engage with. Academic society need to be recognised as first group students can interact with, leading to further interaction to SU and other students outside their course.
Why we have academic societies
Focus on academic activities so the SU needs to provide a co-curricular activity so that students have a community to reach out to immediately.
This community will help increase student interaction amongst their peers, course leaders and SU.
Reduce retention rates as they will have direct access to relevant individuals.
Course reps and societies
Your relationship with academic staff is an asset, you are the link between the two and can provide great insight for both sides.
We hope your role will improve student satisfaction in classes by increasing student engagement and participation, as well as provide workshops for topics students are struggling on.
FEEDBACK
Meet regularly with society president at least twice a semester, to discuss potential event topics tackling course issues and ways to develop skills.
Meet with academics to discuss the society’s progress and upcoming workshops. Pass on academics queries to society about students.
Reward and recognition scheme
- Course reps and society interaction will be recorded in the upcoming Reward and Recognition scheme
- We are looking to reward societies and course reps who have increased student satisfaction and provided events focusing on the course.

39. Things to be aware of:
National Student Survey (NSS) A survey which gives Level 6 students the opportunity to voice their opinions on what they liked about their time at your institution/ course as well as things that they feel could have been improved. The next survey is due to take place in February- March Look out for opportunities to get involved in the promotion of the survey in the near future! There will be training in January 2015 on how Course Reps can use NSS data to improve the learning experience on their course. Learning Futures A project to ensure that the University deliver a distinctive, transformative and engaging Westminster learning experience for all students. Look out for more information on Blackboard to get involved with future opportunities.

40. Things to be aware of: Mind Your Mates! Dates and times
This is specialist training to enable students to help when someone is feeling down, low or depressed.
These sessions will empower  you to feel able to intervene if you are concerned about a friend, rather than doing nothing for fear of saying the wrong thing.
Not only could this training help you save a life, you will learn listening, communication and interpersonal skills that will boost your employability.  
Dates and times
Harrow
Mon 24th Nov
&
Regent Street
Tues 25th Nov
10:30 until 13:30
14:30 until 17:30
Cavendish
Wed 26th Nov
14:00 until 17:30
Thurs 27th Nov
&
Marylebone
Fri 28th Nov

41. Thank you for your time
Website: UWSU Advice Service: advice.(your Website: Research, Representation and Welfare team