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Operations Manual Back to Content Page Page 1
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Content
Introduction Page 2
Foreword from Kathy Armour (Pro-Vice Chancellor for Education) Page 2
Foreword from Adam Goldstone (Education Officer) Page 2
The Student Representation System Page 3
Models of Representation Page 3
Alternative Methods of Representation Page 3
Regulations and Governance Page 4
Regulations Page 4
Governance Page 4
Roles and Responsibilities Page 5-6
Student Representative Role(s) Page 5
University Staff Role(s) Page 6
Guild of Students Page 6
Key Partners Page 7-8
Students, Researchers and Student Reps Page 7
University Staff Members Page 7
Guild of Students Page 7-8
Other Guild of Students Services Page 8
Recruitment of Student Representatives Page 9-10
The Recruitment Process Page 9
Regulations Page 9
Recruitment Responsibilities Page 9-10
Data Sharing for Student Reps Page 10
Guidance and Support Page 10
Student Representative Training Page 11
Local Inductions Page 11
Guild of Students Training Page 11
Reward and Recognition Page 12
Student Rep Reward and Recognition Schemes Page 12
Staff Involvement and Support Page 12
Running a Staff Student Committee (SSC) Page 13-14
Purpose of an Staff Student Committee (SSC) Page 13
Membership and Terms of Reference Page
Reimbursement Scheme and Education Development Pot Page
Raise a Praise/Concern Scheme Page 15-16
The Raise a Concern Process Page 15-16
Guidance and Support Page 16
Please Note: this document is hyperlinked throughout for ease of navigation.
If you have any questions regarding anything outlined in this Operations Manual you can:
Email: [email protected]
Drop into the: Student Voice Office on the ground floor of Guild
Contact: Your Representation Coordinator: [email protected]
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Introduction
At the University of Birmingham the Student Representation System is one of the main
mechanisms in place for students and researchers to participate and engage with the
University working in partnership to improve the experience of those studying at Birmingham.
This Operations Manual provides you with advice, support and guidance on the effective
operation of the Student Representation System. The manual is a working document
reviewed annually in order to recognise changes and best practice.
Foreword by Kathy Armour (Pro-Vice Chancellor for Education)
Dear colleagues, I am delighted that you will be engaging
with the Student Representation System during the
forthcoming academic year.
The Student Representation System sits at the heart of our
ongoing dialogue between students and staff here at the
University of Birmingham.
We all share the same aspiration: to make our
undergraduate and postgraduate education provision the
best it can possibly be. When students engage in modules
and programmes, their real-time feedback on those
learning experiences is a critical element in maintaining and
enhancing quality.
The purpose of the representation system is to ensure that
the student voice is strong. Your engagement with the
system is particularly important in helping us to understand
and act on student feedback in a timely and appropriate
manner.
The key to educational success is to develop and maintain
an open collaboration between academic and
professional staff, students and the Guild, and the
representation system is one powerful way in which we can
achieve that goal.
I hope you enjoy this role and gain much from it.
Foreword by Adam Goldstone (Education Officer)
The Student Representative System allows students to have
a say on changes to their academic experience, which is
something that the Guild is extremely passionate about. The
hard work that academics put into the scheme is incredibly
helpful and something that students really appreciate.
I am very grateful to you for actively getting involved in
these discussions, so that students and academics can work
together to make real improvements to students’ university
life. I look forward to working with you all this year.
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The Student Representation System
The Student Representation System (SRS), run in partnership between the University and the
Guild of Students, is one of the many ways students and researchers can get involved and
help improve the academic experience at Birmingham.
The system does this by aiming to ensure that everyone studying at Birmingham is effectively
represented by one of their peers (Student Reps). These Student Reps then work to collate
and act on the feedback from their cohort working with University staff, and the Guild of
Students, to reach mutually satisfactory solutions for their cohort.
The system itself is designed as a tiered system of representation with multiple types of
Student Rep roles (See ‘Roles and Responsibilities’) in place to ensure that the student voice is
heard at every level within the University Structure from programmes and departments to
colleges and the University as a whole.
The Education Officer heads up the system, working together with the Postgraduate Student
Officer, they champion the student voice at a University level and work with Student Reps to
ensure the system is effective in its goal.
Models of Representation
To ensure that the system and Student Reps are effective in representing the views of their
cohort, throughout the University structure, the system has been split into two models of
representation. Each of these models are designed to work in unison with the way the
University governance structure discusses and makes decisions on the different types of study
here at Birmingham and are described below.
Taught Model of Representation
This model encompasses students studying Undergraduate and Postgraduate Taught
programmes. These programmes are discussed in committees and meetings that deal with
quality and education provision of taught programmes together.
The model ensure that Student Reps that represent cohorts on these programmes are able to
attend the appropriate committees that discuss their programmes so that they can
effectively champion the student voice and be a part of discussions that impact their cohort.
It is important to note that we are not saying students on Undergraduate and Postgraduate
Taught programmes have the exact same views or concerns and we understand the
experience of these students can be vastly different. The model just ensures that Student
Reps are in the appropriate places to represent these views within the University structure.
Research Model of Representation
The Research Model encompasses postgraduate researchers on postgraduate research
programmes such as MRes and PhD’s. This model essentially works in a similar way to the
Taught model and ensures that the Student Reps, who represent postgraduate researchers,
are able to attend committees within the University that discuss research provision, quality
and the graduate school at Birmingham.
Alternative Methods of Representation
The system is designed with a particular method of representation. However, the system is
also intended to be flexible with programmes being able to adopt alternative methods of
representation, outside of the standard model, that work best for their students. This is
available as it is recognised different disciplines may engage better with other methods.
If you are interested in using an alternative method of representation, this will need to be
discussed with your relevant Representation Coordinator (See ‘Key Partners’) and SRSAB will
need to be informed.
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Regulations and Governance
The operation of the system is conducted in partnership between the University and the Guild
of Students. Underpinning its operation are regulations and governance structures in place to
oversee the administration and implementation of the system across the University which are
outlines below.
Regulations
The system has multiple regulations in place that outline the key principles of the system and
key operational elements. The main regulation is a specific Code of Practice outlined below.
Code of Practice on the Student Representation System
The ‘Code of Practice on the Student Representation System’ is the main piece of regulation
for the system and sets out the commitment of key partners, such as Student Reps, and the
operational relationship between the University and the Guild of Students.
This document defines the aim and core principles of the system with structures in place to
ensure representation as all levels within the University’s structure. It also highlights key
operational requirements with all operational details being placed in guidance documents,
such as this manual, and other focussed regulations.
Additional Regulations
Additional Regulations have been created, separate to the Code of Practice, which focus
on particular aspects of the systems operation such as the recruitment and election of
Student Reps. These are mentioned in more detail in relevant parts of this manual.
Governance
The system operates within the University Structure with Student Reps engaging with University
mechanisms in place. As the system is also operated by University staff and the Guild it also
forms part of the University Governance structure mainly being overseen by the Student
Representation System Advisory Board (SRSAB) which is described below.
Student Representation System Advisory Board (SRSAB)
The board oversees the operation of the system across the University to ensure it is successful
in its aim to effectively represent students and researchers, through Student Reps, opinions
and feedback on their academic experience.
The board addresses any issues raised about the system and has the final interpretation of
any regulations that underpin the system. The board also discusses proposed, and were
appropriate approves, changes to the system with any proposals the board cannot approve
being taken to relevant committees within the University governance structure.
Other University Committees Involvement
SRSAB discuss and decide on the majority of matters relating to the system reporting into the
wider University governance structure. This reporting relationship mainly consists of the
University Education Committee (UEC) for Taught matters and the Graduate School
Management Board (GSMB) for Research matters.
Where proposals/changes to the system cannot be approved by SRSAB they are passed
onto relevant committees for discussion and approval. For example proposals to change the
Code of Practice are required to go to the Academic Policy and Regulations Committee
(APRC) for final approval.
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Roles and Responsibilities
The system operates as a partnership between Students, the University and the Guild of
Students. As a partnership each has their own roles and responsibilities, to ensure the system
effectively represents students and researchers at the University, which are outlined below.
Student Representative Role(s)
The system has multiple Student Representative role types, which work within the system and
University structure to represent their cohort, all of which have three core responsibilities to:
1. Gather their cohort’s opinions and present this in an appropriate and objective form
to University staff and the Guild of Students.
2. Provide constructive feedback to University staff and work in partnership with them
to reach workable and mutually satisfactory solutions for their cohort.
3. Feedback to their cohort responses from the University regarding issues raised and
other matters discussed at meetings.
A short description of each role type is provided below along with a link to a full description.
Student Representative (Student Rep)
Student Reps represent the views of their cohort at Staff Student Committees (SSCs). This
cohort could be a year within a programme or an entire research area depending on who
they represent. They then work in partnership with staff to improve their cohort’s experience.
A Full Volunteer Role Description for ‘Student Reps’ can be found by clicking here.
Senior Student Representative (Senior Rep)
Senior Reps take a lead role in the partnership work between Student Reps and Staff on Staff
Student Committees (SSCs), typically chairing or co-chairing their SSC.
A Full Volunteer Role Description for ‘Senior Reps’ can be found by clicking here.
School Student Representative (School Rep)
School Reps take a lead on ensuring the ‘Student Voice’ is listened to, and acted upon, at
school/departmental meetings (within the University Governance Structure). These Reps
would typically be members of committees that discuss quality, education and research
provision, for example School Education Committees, specific to their school/department.
A Full Volunteer Role Description for ‘School Reps’ can be found by clicking here.
College Student Representative (College Rep)
College Reps take a lead on ensuring the ‘Student Voice’ is listened to, and acted upon, at
College, and where relevant University, meetings (within the University Governance
Structure). These Reps would typically be members of committees that discuss quality,
education and research provision specific to their college.
A Full Volunteer Role Description for ‘College Reps’ can be found by clicking here.
Other Student Representative Roles
Student Rep role types, outlined above, are representative roles that are in place to
represent a particular cohort at a particular level.
Some areas across the University also have additional roles, for Student Reps, which focus on
a particular aspect of the academic experience in addition to representing a particular
cohort. This for example could be an ‘Employability Rep’ that works more closely with the
Careers network. These additional roles are welcome and enables Student Reps to be more
focused with projects were necessary. If you are looking to set up an additional role please
contact your relevant Representation Coordinator (See ‘Key Partners’).
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University Staff Role(s)
There are a number of University Staff roles related to the Student Representation System that
are in place to support the system and relevant Student Reps at different levels within the
University Governance Structure.
A short description of each role is provided below. A full list of the responsibilities can be
found in the ‘Code of Practice on the Student Representation System’.
Staff Liaison Contacts (SLCs)
The Staff Liaison Contact (SLC) is the main point of contact and support for Student Reps
being the staff lead on Staff Student Committees (SSC). This includes the coordination of
SSCs, in conjunction with any administrative support, writing of papers and reports, such as
the Annual SSC Report, and leading on the partnership work between Student Reps and
Staff.
SLCs are also responsible for the recruitment and supervision of Student Reps and Senior Reps
for their SSC. This includes ensuring these Student Reps are provided with a local induction.
School Student Representation System Lead (School SRS Lead)
The School SRS Lead is responsible for ensuring that relevant Staff and Student Reps have
access to the materials and support they need for their role, such as External Examiner
Reports and survey data. This includes informing relevant staff about the appointment of SLC
and ensuring that new SLCs receive an appropriate induction to their role.
In addition to this support the School SRS Lead is also responsible for the recruitment and
supervision of School Reps. This includes ensuring these Reps are included and treated as full
members of committees relevant to their role.
Head of School, or Nominee
The Head of School, or their nominee, are responsible for making sure, and where necessary
allocating, SLCs and appropriate administrative support is in place to ensure the effective
operation of the system within SSCs and their area.
Guild of Students
The Guild of Students provides overarching support, assistance and guidance to Student
Reps and Staff to ensure the effective operation of the Student Representation System. This
support is based out of the Guild’s Student Voice department who have a dedicated team
of Representation Coordinators to support the system (See ‘Key Partners’).
This support for Staff includes: consulting with staff on any Student Rep changes, ongoing
Staff support and engagement to share best practice, inductions for staff new to relevant
Student Representation System roles and specific guidance and support for processes such
as the recruitment and supervision of Student Reps.
This support for Student Reps includes: the providing of centralised training and development
opportunities, focussed support and advice on projects they may be working on, providing
opportunities to assist them in collecting feedback, holding Student Rep Forums and
developing a Student Rep community.
In addition to providing support the Guild is also responsible for the recruitment and
supervision of College Reps from across the University. This includes working to ensure that
College Reps are able to attend relevant committees and ensuring that they are adequately
prepared.
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Key Partners
The system works as a partnership between those studying at the University, the University and
the Guild of Students. These groups make up the key partners whom can be beneficial
contacts for Student Reps and staff members involved with the system.
Students, Researchers and Student Reps
All registered students and researchers are key partners for you and Student Reps as it is
feedback from this cohort that the system is designed to encourage and collect. Student
Reps should be encouraged and supported to engage with the cohort through a variety of
means and you can support through the use of CANVAS, lectures and emails.
The Guild of Students also trains Student Reps on how they could engage with their cohort.
University Staff Members
University staff are key partners and good contacts for Student Reps, even if they are not
members of any Staff Student Committees (SSCs). It is through the support of a range of
academic and professional services staff that actions taken to resolve issues raised in SSCs
are implemented. Therefore it may be useful for Student Reps to, at times, work more closely
with particular staff contacts, such as module leads, when handling their cohort’s feedback.
University staff contacts are also useful for staff involved with the system such as SLCs when
working to make solutions for students. It is also useful for these staff to know which staff are
involved with the system in order to share best practice and initiatives.
The Guild of Students, in conjunction with staff, will be holding events to enable staff to
network and share best practice. There will also be a monthly staff newsletter where staff can
send in content to be shared with other staff members involved with the system.
Guild of Students
The Guild of Students is a key partner providing support and guidance centrally for staff and
Student Reps. This support mainly comes from our Representation Coordinators and the
Education Officer and Postgraduate Officer detailed below.
Guild Officer Team
The Guild of Students is led by a team of Officers, each with their own remit and all have
been elected by the wider student body. These Officers are useful contacts for Student Reps
who can contact the Officers for support relating to their remit. The main contacts within the
Officer team for Student Reps are:
Adam
Goldstone
Adam is the Education Officer and leads the Student Representation
System. You and Student Reps can contact and see what Adam is up to
by:
Emailing: [email protected]
Tweeting: @Guild_education
Visiting: Adam’s Officer page by clicking here.
Rose
Bennett
Rose is the Postgraduate Officer and looks at the postgraduate experience.
You and Student Reps can contact and see what Rose is up to by:
Emailing: [email protected]
Tweeting: @Guild_Postgrad
Visiting: Rose’s Officer page by clicking here.
Information about the remainder of the officer team can be found by clicking here.
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Representation Coordinators
The Representation Coordinators are based in the Student Voice department and provide
support for Student Reps and staff for the system. These Coordinators are your main points of
contact relating to the system and have been assigned to provide focused support to
specific colleges and departments. Your Representation Coordinators are:
Becky Withers
College of Arts and Law (CAL), College of Life and Environmental Science (LES) &
Medical and Dental Science (MDS)
Email: [email protected]
Phone: 0121 251 2429
Rosie Vass
College of Social Science (COSS), Non-College Based Programmes & Engineering
and Physical Science (EPS)
Email: [email protected]
Phone: 0121 251 2407
Please note: for all general enquiries please contact and direct Student Reps to
[email protected]. This will be picked up and handled by one of the team.
Other Guild of Students Services
The Representation Coordinators and the Student Voice team are the main point of contact
for Student Reps and staff involved with the system. However, there are other departments
within the Guild of Students that may be beneficial for Student Reps to be aware of that can
offer additional support.
Please note: these departments do work with the Student Voice team with all
communications to the Student Rep population coming from the Student Voice team.
Jobs, Skills and Volunteering (JSV)
This department focuses on developing students’ employability skills through part-time work,
volunteering and other activities. They advertise local part-time vacancies and a wide range
of volunteering opportunities and project. They can support Student Reps to develop skills
and work with the Student Voice department to support the system and Student Reps.
Information, including contact details, about this department can be found by clicking here.
Guild Advice
Guild Advice offers those studying at Birmingham with free, impartial and confidential advice
covering topics in the areas of: Academic, Finance, Immigration, Housing and Employment.
The system is not in place to deal with individual student grievances and so this service is
useful for staff and Student Reps to be aware of in order to refer students. These students can
then receive appropriate advice for their individual concerns.
Information, including contact details, about this department can be found by clicking here.
Student Groups
There are currently over 230 Student Groups with over 35 of these being Academic/
Departmental Groups which Student Reps can work with to support their role. This
department can also support Student Reps who wish to set up an Academic Group.
Information, including contact details, about this department can be found by clicking here.
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Recruitment of Student Representatives
The Student Representation System (SRS) is founded on the belief that through student
engagement in quality and enhancement they would gain a sense of ownership over their
education or research. This is undertaken by Student Reps that are in place to represent their
cohort. It is believed that through the effective recruitment of Student Reps the cohort would
become more engaged with their Student Reps and therefore the overall system.
The information below provides you with basic information that you should be aware of
regarding the recruitment of Student Reps. More detailed information and guidance has
been provided in the ‘Election Guidance Document’ also detailed below.
The Recruitment Process
Currently we recognise that different methods are used to recruitment Student Reps from
getting volunteers to running elections. We understand that this is due to a number of factors
with the main factor that decides which is used being engagement.
However it is recommended that an election process is used to recruit Student Reps. This
process can also be used and is recommended if you are currently asking for volunteers. This
would mean that as your programmes or engagement with the system increases you would
be using the same process and not switching to a new process of recruiting Student Reps.
The election process consists of the following stages:
Advertisement:
This is when you inform students/researchers about the role and that you
are looking for those interested in taking up the role. You will also provide
them with information about role terms and conditions.
Nominations:
You ask anyone interested to submit their interest along with a short 200
word statement of why they would be a good Student Rep. This will then be
used if there is more interest in the roles then positions available. If you are
just asking for volunteers you can still ask for nominations and then all that
nominate themselves would become Student Reps.
Voting:
If you have a limited number of positions available and more interest than
positions available you will ask their cohort to vote for who they wish to be
their Student Reps. This is when you would use the 200 word nominations
statement to help the cohort make an informed decision.
Results: You will know who has taken up the role and will begin to inform the Guild
of Students and their cohort of who the Student Reps are.
All information to run this process has been detailed in the ‘Election Guidance Document’.
Regulations
The ‘Code of Practice on the Student Representation System’ sets out the essential
requirements for the system to operate with a section dedicated to the recruitment and
election of student Reps. This covers responsibilities for recruitment and minimum number of
Student Rep positions that are needed for the system to effectively operate.
In addition to the Code of Practice the ‘Student Representation System Election Regulation’
was created to cover the election process for Student Reps to ensure that these are ran in a
free, fair and consistent way across the University. This regulation therefore covers more
operational details than the code of practice that sets out the key precepts of the system.
Recruitment Responsibilities
The recruitment of Student Reps should be undertaken by University or Guild of Student staff
members with specific responsibilities assigned for each role type. Under no circumstances
should registered students be involved with the operation or administration of the recruitment
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process for their Student Reps.
The Code of practice sets out the following responsibilities for the recruitment of the various
Student Rep roles types:
Student and Senior Reps:
It is the responsibility of the Staff Liaison Contact (SLC) to recruit
relevant Student Reps they need for their Staff Student
Committee (SSC). This includes the Senior Rep for that SSC.
School Reps: It is the responsibility of the School SRS Lead to recruit the School
Reps for their School/Department.
College Reps: It is the responsibility of the Guild of Students to recruit all
College Reps from across the University.
However, the organisation and administration of the recruitment process can be undertaken
by another member of staff as long as the staff member responsible for recruitment has some
involvement to ensure the process adheres to all relevant regulations.
Data Sharing for Student Reps
As part of the partnership between the University and the Guild of Students, ‘Student data’ is
shared between both organisations to assist in the operation of the system. This includes the
verification of students and researchers applying for and taking up any of the various Student
Rep roles as well as confirming that their information is correct and up-to-date.
It is in the nature of the Student Rep roles that their data, particularly name and University
email, is shared with the Guild of Students, relevant staff and their cohort they will represent.
As this data sharing is implicit of the role it now forms part of the terms and conditions of the
role and by taking up the role the student/researcher is agreeing to this.
When recruiting Student Reps you MUST make them aware of these terms and conditions by
providing them with a statement outlining these conditions. This can be found by directing
them to www.guildofstudents.com/studentreps-terms
Once a Student Rep has taken up their role you will need to inform the Guild of Students by
following the data sharing process. This can be found by clicking here.
Guidance and Support
Guidance and support for the recruitment of Student Reps is available through:
Election Guidance Document
The ‘Election Guidance Document’ is a separate comprehensive manual created to provide
guidance on the recruitment of Student Reps. This manual takes staff through each stage of
the process, from planning to implementation, and is a separate document as it is
recognised that this activity may be delegated to other staff members.
This document includes (list not exhaustive): regulations and processes behind elections,
planning elections, Guild of Students support, best practise and frequently asked questions.
The document, like the Operations Manual, is also intended as a working document and is
reviewed each year in order to adopt best practice and any developments and changes.
Guild of Students Support
The Guild of Students, along with being responsible for the recruitment of College Reps, offer
support, assistance and guidance to University staff on the recruitment of their Student Reps.
This support includes (list not exhaustive): working out what Student Reps you may need and
calculating the number of positions, how and when to run your recruitment process and
assistance with improving engagement with the recruitment process and wider system.
If you are seeking support and guidance with your recruitment process please contact your
relevant Representation Coordinator (See ‘Key partners’) who can offer this support.
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Training
Student Reps are provided with training to equip them with the information and necessary
skills to effectively perform their role and represent their cohort. This is provided centrally by
the Guild of Students with University staff providing Student Reps with a local induction.
Local Inductions
Each Student Rep should be provided with an induction relevant to their role detailed below:
Student and Senior Reps
For Student and Senior Reps this should be provided by their relevant Staff Liaison Contact
(SLC) for the Staff Student Committee (SSC) they will attend. This ideally would be an informal
induction held prior to the first SSC meeting of the year and should cover the following:
Introduction to the SSC including membership, dates and times for this year
Briefing on last year’s activity including Annual SSC Report and experience of Reps
Explanation of how the SSC works within the wider department structure
Any other information which may help them carry out their role
In addition to this local induction the SLC should meet with the Senior Rep, if the Senior Rep
chairs or co-chairs the SSC, to discuss how the SSC runs and their co-chairing relationship.
School Reps
For School Reps this should be provided by the School SRS Lead, or whoever was responsible
for their recruitment. This would seek to provide the rep with an introduction to the
committees they would attend, including their purpose, and how these fit within the College
governance structure. Where possible dates and times for committees should be provided.
College Reps
For College Reps the induction is provided by the Guild of Students and will introduce the
Rep to the committees they would attend, including purpose and meeting information. They
will also be shown how these committees fit within the wider University structure.
Guild of Students Training
The Guild of Students provides all Student Reps with training that seeks to introduce them to
the Student Rep System and their role. This main training covers their role, information and
necessary skills they will need to effectively represent their cohort.
The Guild can also provide bespoke training for individual departments that will cover the
same topics as the main training but would also provide them with information relevant to
their cohort, for example survey scores from sources such as the National Student Survey
(NSS). Additional training is also provided to Senior, School and College Reps that is more
specific to their roles.
Additional Development Opportunities
The Guild of Student also looks to continually develop Student Reps and provide a series of
Skills sessions and seminars. These are designed to develop Student Reps knowledge and skills
that they would find beneficial to their roles. Previous sessions have included the Higher
Education Bill and Conducting Research as a Student Rep.
There is also additional development opportunities provided to Senior, School and College
Reps to enhance the skills they would need for their roles.
Please Note: all information regarding the Guild of Students training will be provided to
Student Reps through the Guilds website and other communications. They may however
contact staff to arrange local bespoke training for Student Reps or for assistance advertising.
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Reward and Recognition
The Student Representation System has assisted in the enhancement of the academic
experience of those studying at Birmingham at times making lasting changes. This is done
through the efforts of Student Reps and staff working in partnership to ensure that every
student gets the best from Birmingham.
To recognise this incredible work we have developed recognition schemes for Student Reps
and staff. Information regarding staff schemes can be found in your ‘SLC Handbook’.
Student Rep Reward and Recognition Schemes
There are various opportunities and schemes to recognise our Student Reps which include:
Student Rep of the Month
This scheme recognises and rewards the work of a Student Rep from across the University
each month. This Student Rep is nominated by their cohort, staff and other Student Reps with
the winner being chosen from the pool of nominations for each month. The successes
Student Rep would receive a Certificate and Prize.
You can submit a nomination and learn more about the scheme by clicking here.
Student Rep Awards
Every year we celebrate the amazing work of students at the Guild Awards. This includes
recognising the work of Student Reps through our ‘Outstanding Student Rep’ Award. There
will also be informal events to celebrate the achievements of reps within their individual
colleges. These events will be held in partnership with the Guild and the University.
If you are interested in holding your own rep award or celebration please get in touch with
your relevant Representation Coordinator (See ‘Key Partners’) who can offer support.
Personal Skills Allowance (PSA)
PSA is an optional employability award for Undergraduate students run by the careers
network. This award enables students to develop, recognise and articulate skills they have
developed through their time at Birmingham. This is done through the completion of
accredited modules and courses as well as the accumulation of points for extracurricular
activities. The Student Rep role is one such activity that students can gain points for.
You can learn more about PSA by clicking here. This is also where you can direct students.
Staff Involvement and Support
These schemes are administered by the Guild of Students, with the exception of PSA, and
therefore the main involvement of staff is the promotion of these schemes to Student Reps.
Staff are also encouraged to use these schemes to recognise Student Reps that they work
with by submitting nominations for schemes, such as ‘Guild Awards’ and ‘Student Rep of the
Month’, where they feel their Student Reps have done something exceptional.
The Guild of Students may also, from time to time, ask for your assistance in confirming
relevant information relating to one of these schemes. For example this could be
confirmation of attendance at SSCs for PSA or confirming they are in a role eligible for the
acknowledgement scheme.
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Running a Staff Student Committee (SSC)
Staff Student Committees (SSCs) are unique and are created solely for the Student
Representation System. These discuss student feedback and are essential for the Student
Representation System to work effectively. The information below provides some guidance
and requirement to running an SSC.
Purpose of Staff Student Committees (SSCs)
These committees are the first point of contact in the system between the student body and
the University where Student Reps and relevant University staff discuss student feedback and
resolve any concerns raised at a local programme/departmental level. Any solutions to
concerns are then communicated back to the student body through their relevant Student
Rep.
These committees then report into the wider University governance structure already in place
to handle the management of programmes and departments across the University. Any
concerns unresolved at SSCs can then be fed up the University structure to be more widely
discussed and resolved.
Membership and Terms of Reference
The way in which an SSC runs can change depending on what works best for its members.
However there are certain activities all SSC should do each year, described below, and as
set out in the ‘Code of Practice for the Student Representation System’.
Templates of SSC Terms of Reference can be found in the useful document section of the
Student Representation System intranet page by clicking here.
Membership
The membership of a SSC will mainly consist of the SLC, Senior Rep(s) and Student Reps that
represent the cohort of programmes/research areas that SSC is in place to cover.
The amount of Student Reps that sit on the committee will depend largely on the amount of
programmes the SSC covers and the amount of students/researchers on those programmes.
The amount of Student Rep positions will be decided as part of your Recruitment process
planning which your relevant Representation Coordinator (See ‘Key Partners’) can offer
support and work through the planning process with you.
In addition to the standard members it is asked that a subject librarian be invited to at least
one SSC per academic year as an opportunity for Student Reps to discuss feedback relating
to library issues. Some SSC has also found it useful for a representative from careers to also
attend one SSC but this is optional.
The SSC could also invite other staff members that they may find beneficial, such as module
leads, at different points of the year to effectively handle feedback. Professional Services
staff can also be invited to attend and it is suggested that were possible a staff member acts
as the secretary for the SSC handling minutes.
What the SSC should cover
The Staff Student Committees (SSCs) are in place to discuss topics related to learning and
teaching, and the provision for postgraduate researchers, at the University. This can include
the content and quality of programmes and modules, assessment methods, learning and
teaching methods, the provision of research skills, support for postgraduates, feedback on
assessed work, student support and/or supervision, resources and student space (list is not
exhaustive).
There are also agenda items that the committees must discuss at least once per year which
include; external examiner reports and responses, results and action plans from student
surveys such as the Birmingham Student Survey (BSS), National Student Survey (NSS) or
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Postgraduate Research Experience Survey (PRES), feedback relating to actions taken by the
University to resolve issues and the submission of the Annual SSC Report to the Student
Representation System Advisory Board (SRSAB).
There are topics however that the committees must not engage in. These can be unduly
personal discussions of individual staff members or students. As the Staff Liaison Contact
(SLC), you will need to use your judgement to determine if a particular discussion is
inappropriate. If you consider a discussion as inappropriate you will need to call a halt to the
discussion and ask that the committee moves the discussion on to the next item of business.
Personal grievances or complaints also must not be discussed and the SLC should advise
those discussing the complaint/grievance of the appropriate ways they may raise their
concerns, such as the Student Concerns and Complaints Procedure.
When to hold an SSC
The committee can meet as frequently as the members would like with some SLCs and
Student Reps already running regular information meetings. However it is asked that each
SSC meet formally at least three times per academic year.
It is advised that these formal meetings should take place once per term. However the
system is flexible and you should aim to plan these meetings so that it works best for your
Student Reps and at times that would encourage engagement. Therefore it is suggested that
you arrange these meetings to avoid any clashes with core modules and exam/assessment
periods.
It is also suggested that you these meetings in advance of any paper deadlines for
committees that the SSC reports into, such as programme planning meetings or department
quality assurance meetings. This is so any feedback that cannot be resolved at an SSC level
can be raised up the structure and actioned upon.
Reimbursement Scheme and Education Development Pot
The SSC should operate in an inclusive way aiming to fully represent the student/research
cohort, including any distance learners or part time students. The Guild of Students has put
the following in place to assist in this aim and support the engagement of Student Reps.
Reimbursement Scheme
Student Reps are first and foremost volunteers and it is recognised that at times they may
incur expenses as a result of their role. The Reimbursement Scheme allows Student Reps to
claim back expenses, such as travel, that they have incurred in order to carry out their role.
This scheme seeks to elevate any financial pressure, such as travel, that may act of barriers
and reduce a Student Reps engagement with the role.
This scheme is administrated by the Guild of Students and is open to all Student Reps. You
and Student Reps can find out more information about the scheme by clicking here.
Education Development Pot
The Education Development Pot is a sum of money available for Student Reps and SSCs to
apply and bid into. It can be used by Student reps to support events or other engagement
activities, such as coffee mornings, training or conferences, to encourage the collection of
feedback and involvement of cohorts with their Student Reps and the system.
SSCs can also use this pot to purchase equipment, such as webcams and microphones, to
make SSCs more accessible for Distance Learners and Part-time Students.
Applications will be considered throughout the year and can be submitted by Student Reps
and staff that run SSCs. You and Student Reps can find out more information and apply for
the pot by clicking here. Please include as much detail to prevent any delay with your
application.
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Raise a Praise/Concern Scheme
Feedback is vital to ensuring that the Student Representation System and Student Reps are
working effectively to represent the voice of their cohort regarding their academic
experience. It is through feedback from service users, such as staff involved with the system,
students and researchers, that the system and Student Reps can develop to be more
effective in representing the voice of those studying at Birmingham.
The ‘Raise a Praise/Concern’ process has been put in place to allow service users to provide
feedback to assist in the development of Student Reps. The process allows these users to
raise positive feedback (‘Praise’) and concerns regarding their Student Reps.
More information and ways to submit a Praise or Concern can be found by clicking here. The
information outlined below also explains how Concerns are handled and your involvement
as a staff member involved with the Student Representation System.
The Raise a Concern Process
Positive feedback is great for Student Reps to receive but it is recognised that there may be
times when concerns are raised by their cohort or staff regarding the conduct of Reps. This
can be due to a number of reasons such as the way in which a Student Rep has handled
feedback or a sense of poor engagement with their role.
This process ensures that concerns are handled fairly and consistently using this feedback to
inform support and development for Student Reps and not as a means to instantly remove a
Student Rep from their role. The process it administrated by the Guild of Students but
conducted by the Student Reps relevant supervisor. Their supervisor is the same person that is
responsible for their recruitment (See ‘Recruitment of Student Representatives’)
An outline and brief description of how the process is intended to work is detailed below:
Student Representation System Concern Process Flowchart
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The sections below outline how each step of the process will work.
Raising a
Concern:
A concern can be raised by any student, researcher or staff on the Guild
website (click here). Once submitted the Guild’s Student Voice department
reviews it and if it is deemed applicable to the system or Student Rep role is
it anonymised and sent to the Student Rep and their supervisor.
Voluntary Step
Down:
At any point a Student Rep can step down from their role if they feel they
can no longer effectively do the role. In this case the Student Rep should
inform their supervisor and the Guild of Students.
Stages 1 & 2:
At stages 1 and 2 the Student Rep and supervisor discuss the concern and
create an action plan to resolve the concern. This could be as simple of
making the Student Rep aware of the issue or working with the Guild to
provide further training. At stage 2 you would also discuss the possibility of a
role share if applicable.
Progression
between
stages:
A concern will progress to the next stage if: no agreed steps or progress has
been made by the Student Rep to resolve the concern as discussed at the
previous stage or a further concern has been submitted that covers the
same topic as the first concern. Please note that is a new concern is
received that does not relate to the first concern this will be handled
separately to the first.
Stage 3:
If a concern reaches stage 3 it means that all attempts to resolve the
concern has not worked and it becomes a decision of whether we ask the
Student Rep to leave their role. In cases where Reps are asked to leave
they do have the right to appeal which the Education Officer will review.
Resolved:
A concern can be deemed resolve if the supervisor and Student Rep feel
that they have taken actions, whether this is training or support, that rectify
the topic raised in the concern.
As you progress through the process it is asked that you keep your relevant Representation
Coordinator (See ‘Key Partners’) informed. This is so we can log if the concern has been
resolved or provide suggestions and support for you and the Student Rep.
This process simply strengthens processes staff already do when a concern regarding a
Student Rep is raised by their cohort and ensures it is consistently handled. It also provides
both the University and the Guild with opportunities to identify comment concerns across the
system that can be dealt with in planned training or system changes.
Guidance and Support
This section simple outlines the process and informs staff of their involvement with the process
as potentially the supervisors of Student Reps with these Reps being volunteers.
It is expected that this process will rarely be used as we are aware that a small number of
concerns are actually raised each year across the University. This process simply ensures that
they are handled appropriately if they do.
Guild of Students Support
At each stage you can also contact your relevant Representation Coordinator who can
offer support, meet with you and the Student Rep to go over concerns (upon request and
availability) and provide bespoke training, if needed, to resolve the concern (upon request).
The Representation Coordinators will also provide some advice when the concern is originally
sent out to you regarding actions that could be taken.
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