COURSE REP BOOKLET 2014/15

'Rep Convention''Rep Training'

'‘I Love My Course’

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CONGRATULATIONS ON BEING NOMINATED AS A COURSE REP

This guide is designed to provide you with information that you will need to be a successful Course Rep, so please take the time to go through this guide as soon as you are in post. If after reading this guide you have any further questions on your role please email reps.su@coventry.ac.uk. We hope that you are looking forward to playing your part over the next year and that you will find being a Course Rep an enjoyable and rewarding experience… but be prepared to meet some challenges along the way too!

CONTENTSCongratulations . . . . . . . . . . . . . . 2

Structure of Rep system . . . . . . . . 3

Who’s Who. . . . . . . . . . . . . . . . . . . . . 4

Roles and Responsibilities . . . . . . . 6

Methods of Communication . . . . 9

Issues & Situations. . . . . . . . . . . . . 10

Overview of Meetings . . . . . . . . . . .12

Useful Documents & Resources . . . . . . . . . . . . . . . . . . . .14

Glossary . . . . . . . . . . . . . . . . . . . . . 15

Key Contacts . . . . . . . . . . . . . . . . . 16

Senior Course Rep - OT

Course Rep - BSS UG

Course Rep

- GED PG

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It is important to remember that you are not just representing your own views and opinions but those of all the students in your department, which is why communication is so essential. The success of a Student Forum relies on good communication links between students, Course Reps and Senior Course Reps to make sure that all students are represented.

REPRESENTATION & WELFARE OFFICER University

Level

FACULTY CHAIR

DEPUTY FACULTY CHAIRS

service reps

SENIOR COURSE REPS

COURSE REPS

module reps

forum service rep

STUDENTS

Faculty Level

Department Level

Forum Level

Course Level

STRUCTURE OF REP SYSTEM COMMUNICATION DIAGRAM

WHO’S WHOEPHRAIM ENOIDEM Representation & Welfare Officer As your full time elected Representation &

Welfare Officer, I represent you in all areas of your academic, housing, equality and welfare experience in a bid to enhance your student experience and ensure your voice is heard in the highest decision making bodies of the University. I work closely with the university authorities, my co-elected officers, your faculty chairs, the Reps team, the Students’ Union Advice Centre (SUAC) and Student Council to ensure there is adequate student support and representation in the university, Students’ Union and externally.

My office is situated in the First Floor of The Hub. I am available and happy to chat confidentially, formally as well as informally on any issue that might be of interest to you.

You can contact me via email at repssabb.su@coventry.ac.uk or Ephraim.enoidem2@coventry.ac.uk Telephone: 024 7765 1345

GRACE CAPPY Acting Student Representation CoordinatorHi, I am a permanent member of staff that works at

the Students’ Union. One of the main parts of my role is to support Ephraim in co-ordinating the Rep System. I’ll be keeping you up to date throughout the year, mainly by e-mail, with newsletters, information about meetings, what’s happening at the Students’ Union and other opportunities which could earn you extra incentives!

Tel: 024 7765 1347 E: reps.su@coventry.ac.uk

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Course Rep

- ISS UG

Senior Course Rep - COM Computer Science UG

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INTRODUCING… YOUR FACULTY CHAIRSThere is one Faculty Chair per Faculty, they are elected into position and make up the rest of the Executive. It is their responsibility to oversee representation within their Faculty, support other reps and liaise with University staff and the Students’ Union.

Jennifer Gandi Health & Life Sciences Faculty Chair hlschair.su@coventry.ac.uk

Hi, my name is Jennifer Gandi. I am

a 3rd year Biomedical Sciences student and Faculty Chair for HLS. I am very passionate about advocacy, welfare and well-being of other people. I am here to represent YOU and I will do my best to do my duty to the best of my ability! You are priority number 1 and I am at your service.

To all the Course Reps, if it needs changing, do it! There is no limit. Above all, enjoy the experience!! I look forward to working with all of you!

Ellis Ajoku Engineering & Computing Faculty Chair ecchair.su@coventry.ac.uk

I am Ellis Ajoku, a 3rd year student of Communications Engineering. I wanted to become the Faculty Chair so that I could actively bear responsibility for challenges in the University affairs of engineering students. I also want to contribute in making auspicious decisions in the Faculty for students. My advice for Senior Course Reps is that they should be advocates of the Faculty goals. They should also endeavour to contribute by providing information which they may require, in order to make a difference.

Ifeoma Agu Business, Environment & Society Faculty Chair Beschair.su@coventry.ac.uk

Hi everyone, my name is Agu Ifeoma Irene, a Postgraduate student of Terrorism, International crime and Global security, and the current BES Faculty Chair 2014/2015. The reason why I wanted to be Faculty chair is because I wanted to make a change, difference and also improve the student life of the Business Faculty.

The focus will be on ensuring that the welfare and wellbeing of students in terms of social and academic needs are met and improving the integration of students and international student through cultural events. Together as one, we achieve more.

Art & Design Faculty Chair adchair.su@coventry.ac.uk

To be elected in October, if you’re interested check out www.cusu.org to find out how you can get involved!

Everything you need can be found at: www.coventry.ac.uk/coursereps

Art & Design Faculty Chair adchair.su@coventry.ac.uk

To be elected in October, if you’re interested check out www.cusu.org to find out how you can get involved!

ROLES AND RESPONSIBILITIESFOR THE FULL LIST OF SPECIFIC RESPONSIBILITIES FOR EACH POSITION OR TO SIGN UP TO BE A MODULE REP PLEASE VISIT WWW.CUSU.ORG/REPS

REPRESENTATION OFFICER• Works closely with Faculty Chairs

• Oversees all areas of

representation

• Elected to represent all students

• Full time member of the Students’

Union Executive

FACULTY CHAIRS• Liaise with university staff and the

Students’ Union

• Oversee representation in their

Faculty

• Support and mentor other reps

• Represent their faculties as part of

the Students’ Union Executive

DEPUTY FACULTY CHAIRS• Attend Faculty Board meetings

• Assist your Faculty Chair

• Meet with their Head of Department

• Mentor Senior Reps and Course Reps

• Provide feedback from Faculty

Board to Senior Reps

• + All Senior Rep duties

SENIOR COURSE REPS• Chair & Minute Student Forums

• Compile Action Logs & Outstanding

Action Logs

• Attend other departmental meetings

and committees

• Ensure communication between all

levels of Reps

• Closely liaise with Course Reps,

Deputy Faculty Chairs and

Faculty Chair

COURSE REPS• Gather views and opinions of other

students on their course

• Report feedback at their

Student Forum

• Feedback outcomes and responses

from the Student Forums

• Communicate any other feedback

from Senior Reps to students

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NEW! MODULE REPS

Sign up to represent a specific module.

Will gather feedback in regards to their spcific module

Report back any information from the Student Forum

and report it at their Student Forum.

NEW! FORUM SERVICE REPS

Gather feedback in relation to Service issues and bring

those to their forum

Feedback any service issues from their forum to the

relevant Service Reps*

Communicate any feedback from Service Reps to students

*For more information on how to become a Service Rep email

reps.su@coventry.ac.uk

Senior Course Rep - ODP

Senior Course Rep

PBS UG

BENEFITS OF BEING A COURSE REPIncreases future employability

Taking on extra responsibilities while at University will make you stand out from other graduates when looking for employment.

Networking with different people

You will have the opportunity to network with lots of different people across the university. You will also know a much wider group of students from different backgrounds allowing you to share experiences and skills and make friends!

Gaining and developing skills

In your role of a Course Rep you will develop many transferable skills that will look great on your CV. Skills you will be using in your role will include:

• Communication

• Assertiveness

• Negotiation

• Problem solving

• Time management

• Organisation

• Decision making

MAKE A DIFFERENCE!Having a robust Rep System with pro-active reps will also benefit you as a student. The system is primarily in place to ensure the quality and delivery of every course meets the standard that students expect, allowing you to learn and develop and get the most out of your time at Coventry Uni.

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Course Rep – BSS UG

Senior Course Rep - AAE UG Aerospace

Course Rep -

LAW UG

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EmailA great way to reach a large

number of targeted individuals easily and

quickly... but it’s not a good idea to solely rely on e-mails as your method of

communication as you can’t be sure how many students will actually reasd them! You can find a link to all

rep e-mails on www.cusu.org/reps

Face to FaceThis is the most effective way

of communicating with students and Course Reps. Introduce yourself to as

many students as you can and make sure they know how to

contact their Course Reps with their views and opinions. You can talk to people one to

one or you can ask lecturers if you can address groups of students at the beginning or

end of lectures.FacebookCreating a Facebook

group for your student forum is a useful way to communicate. Students

can post opinions, feedback and news.

Surveys and Questionaires

Surveys are free and easy to set up online. You can then send the link around to your course mates to

gather feedback.

Leaflets & PostersPosters can be a good

way to publicise information or news, but remember to get permission from your faculty before

putting them up. Alternatively you can hand leaflets out to

students before or after lectures or around the

faculty.

METHODS OF COMMUNICATION

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ISSUES & SITUATIONSYou will find that students and Course Reps will come to you with a wide variety of issues, complaints, suggestions and problems. While your Course Rep training will equip you to deal with many matters, we don’t expect you to know how to handle everything! Following is just an overview of some common things that you may be asked about and what to do.

MITIGATING CIRCUMSTANCESThis is where external forces cause a student’s work to suffer through no fault of their own, for example, bereavement, illness, etc. In these situations the student may be entitled to extended submission deadlines or repeat exams. In the first instance you should advise the student to speak to their course tutor.

ACADEMIC COMPLAINTSDirect complaints about a lecturer may be resolved by an informal chat or more serious claims may need to be brought to the attention of the Faculty Chair or Representation and Welfare Officer who will advise on further action. Never discuss complaints about individual staff members at a Student Forum.

ACADEMIC APPEALSSometimes students are unhappy about a mark they receive for their work or an overall grade for their course. There are set procedures for appealing an academic decision therefore any student considering an academic appeal should be directed to the Students’ Union Advice Centre (SUAC).

WELFARE ISSUESStudents may confide in you regarding welfare or personal issues such as emotional problems, financial problems, accommodation problems or immigration problems. In these situations it is your responsibility to advise them to contact the Student’s Union Advice Centre (SUAC).

Course Rep - ISS UG

Senior Course Rep -

PBS UG

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MATTERS TO BRING UP AT YOUR FORUM MAY INCLUDE:

Any issues or complaints of a serious nature such as acts of racism, sexism or sexual harassment may be raised as a ‘formal complaint’. You will need to contact SUAC to discuss any of these issues in the first instance, they will then advise on the best course of action.

Remember; if you are unsure of how to handle any matter please contact your Senior Rep, Faculty Chair or Representation & Welfare Officer Ephraim Enoidem for advice

CONFIDENTIALITYDon’t feel pressured to have an answer for every student that comes to you. You may need to discuss a student’s issue with a third party for advice, however if you do, make sure you have permission from the student beforehand.

Teaching room

problems

Improving computer resources

More course related

books inthe library

Teaching methods & support

Issues on timing and quality of

Feedback

Student Forum

Feedback

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OVERVIEW OF MEETINGSAs a Course Rep you will be attending 5 Student Forums and 3 Faculty Reps Conferences per year. All of these meetings will involve other students, reps and university staff.

We have put together a ‘meeting’ checklist for you so that you can be prepared and get the most out of every meeting:

MEETING CHECKLIST

BEFORE

• Read the agenda and any papers

• Discuss issues up for discussion

with students on your course and

take note of their views

and opinions

• Prepare questions to ask

• Prepare any papers/notes to take

with you

DURING• Listen to introductions so you

LEARN names and know who to

ADDRESS certain matters

• If needed, raise your hand to

indicate to the Chairperson that

you would like to speak

• Be assertive but don’t lose

your temper• Be positive and constructive

• Make notes so you can review

what has been discussed and feed

back to other reps and students

• Ask questions• Make notes so you can review

what has been discussed and feed

back to other reps and students

AFTER

• Read through the minutes from the

meeting once they are produced

• Feedback to students on your

course and anyone els

e you feel

should be informed

• Ensure that you carry out any

Actions that were delegated to

you during the meeting

• Diarise the next meeting

Course Rep - PBS UG Course Rep - PBS UG

STUDENT FORUMSStudent Forums are chaired and minuted by Senior Course Reps and are attended by all Course Reps and Senior Reps/Deputy Faculty Chairs from courses within the Student Forum grouping and academic teaching staff. The meetings are an official forum for reps to give feedback and raise issues regarding their course with staff. Five Student Forums are held per year, two in the first and second term and one in the third term.

STUDENT FORUM AGENDAAn agenda for a meeting should be circulated to all attending one week in advance along with any supporting papers. You can download the Student Forum agenda at www.cusu.org/reps.

THE DIFFERENT TYPES OF MEETINGS:

REPS WELCOME MEETINGThis takes place at the beginning of the first term and focuses on introducing key members of staff within the faculty, announcing the appointment of Senior Course Reps, launching the election of Deputy Faculty Chairs.

FACULTY REPS’ CONFERENCESThese take place towards the end of every term. As it is a Faculty wide meeting, it is a good meeting to raise any issues that are relevant to the whole Faculty.

It also provides an opportunity to resolve any long standing issues that have failed to be resolved at Student Forums or other Faculty meetings.

All Reps across the Faculty attend alongside the Dean, Faculty Registrar and other members of Faculty staff.

ALL STUDENT MEETINGThe ASM is the highest level policy and decision making body of the Students’ Union and is open to all students. They are in place to discuss Faculty and University wide matters. It is essential that all levels of Reps attend so that they can vote on issues. Lectures across the university will be cancelled to accommodate this.

BEFORE

• Read the agenda and any papers

• Discuss issues up for discussion

with students on your course and

take note of their views

and opinions

• Prepare questions to ask

• Prepare any papers/notes to take

with you

DURING• Listen to introductions so you

LEARN names and know who to

ADDRESS certain matters

• If needed, raise your hand to

indicate to the Chairperson that

you would like to speak

• Be assertive but don’t lose

your temper• Be positive and constructive

• Make notes so you can review

what has been discussed and feed

back to other reps and students

• Ask questions• Make notes so you can review

what has been discussed and feed

back to other reps and students

AFTER

• Read through the minutes from the

meeting once they are produced

• Feedback to students on your

course and anyone els

e you feel

should be informed

• Ensure that you carry out any

Actions that were delegated to

you during the meeting

• Diarise the next meeting

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NOTES:

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USEFUL DOCUMENTS & RESOURCESThe following documents can be downloaded at www.coventry.ac.uk/coursereps useful resources for Course Reps.

• Specific roles and responsibilities

• Minutes of all previous meetings

• Digital copies of Rep handbooks

• Timetables for all meetings

• Sign up to be a Module Rep or

Forum Service Rep

GLOSSARYPEOPLE• Undergraduate (UG): a student

studying for their first degree

• Postgraduate (PG): a student who

has completed their first degree and

is doing a masters course which is

usually for one year

• Course Rep: a student elected to

represent the views of students

within their course

• Module Rep: a student elected to

represent the views of students on

the specific module

• Forum Service Rep: a student elected

to represent the views of students

on their course in relation to the

Library, IT and Estates.

• Senior Course Rep: a student

recruited to oversee representation

for their student forum

• Service Rep: a student recruited to

Represent the views students in the

Faculty in regards to Library, IT and

Estates issues.

• Deputy Faculty Chair: a student

elected to represent the views of

students within their department

• Faculty Chair: a student elected to

represent the views of students

within their Faculty and is a member

of the Students’ Union Executive

Committee

• Faculty: there are four faculties

within Coventry University. Art

& Design, Business Environment &

Society, Engineering & Computing &

Health and Life Sciences

• Representation & Welfare Officer: an

elected Full Time Sabbatical Officer

that represents the views of all

students within the university and

is a Trustee and Executive member of

the Students’ Union

• Executive: a board made up of

Faculty Chairs and Sabbatical

Officers that meet fortnightly to

make decisions on the direction of

the Students’ Union

• Sabbatical: a full time member

of the Students’ Union Executive

Committee

• Student Representation

Coordinator: a member of Students’

Union staff responsible for training

and support for all Student

Representatives

• Head of Department: lead Member

of academic staff in a university

department

• Dean: The head of a university

faculty

OTHER• National Student Survey (NSS): an

annual national survey which asks

all final year undergraduates to

give feedback on their course

• National Union of Students

(NUS): the national representative

organisation of students, which

all Coventry University students

are a member of

• Election: a formal and organised

process of electing or being

elected as a representative of the

Students’ Union

KEY CONTACTSRepresentation and Welfare Officer: Ephraim Enoidem Email: REPSSAB.SU@COVENTRY.AC.UK OR EPHRAIM.ENOIDEM2@COVENTRY.AC.UK Tel: 024 7765 1345

Acting Student Representation Coordinator: – Grace Cappy Email: REPS.SU@COVENTRY.AC.UK Tel: 024 7765 1347

Students’ Union Advice Centre (SUAC) Email: SUADVICE@COVENTRY.AC.UK Tel: 024 7765 5200

Students’ Union Reception Tel: 024 7765 5200

Keep up to date with us on our website: www.cusu.org/reps Facebook page: CUSUStudentReps Twitter: @CUSUREPS Blog: repssu.wordpress.com