Student Rep Handbook

2014 / 2015

Check ListMeet your Head of Department, and find out when your department meetings are.- Make sure you attend!

Your name dept/degree and year will go onto S.U website.Tell us ASAP if you DO NOT want your name to appear on the S.U. website

Make yourself KNOWN! Make an announcement to your class. Send an email introduction to say ‘Hi!’ to your peers. (Use inet.soas.ac.uk for student mailing lists)

Consider being a Faculty Rep - ask about what vacancies there are.Committee remits and past meeting minutes are on the school website at ‘www.soas.ac.uk/committees’. Forthcoming dates are on the Union site.

Attend one training session - choose which from the dates listed and register.After training you’ll get your half price hot drinks ticket for the S.U SnackBar.

Remeber to attend your SU/Rep forums (IFCELS, Research or general); department meetings. Submit your reports to the SU and keep informing students about what you have been doing. We will prompts.

soasunion.org/reps

soasunion.org/reps

Educational Priorities

The Educational Priorities are written by your Students’ Union every year in an attempt to create changes within the Academic Structures at SOAS that will truly benefit the students. The list is written through consultation with students, and it was put to a vote at the first Union General Meeting on Friday October 14th.

- Exam Feedback- Alternative Forms of Assessment- Mitigating Circumstances- Support to the SOAS Language Center- Diagnostic coursework for PGTs- Improve contact time between PGTs and Staff in

Summer Term- Improving Academic Pastoral Support- Greater Representation and transparency within

Soas’ governance structures

Special Notices: for 2014-15

PPR: Periodic Programme Reviews

Each term a department or centre goes through a review by a panel that includes visiting academics, researchers and other experts in the relevant field. These ongoing reviews provide constant checks. Students are asked to be involved.

This year Anthropology and Sociology (23rd Jan), Near and Middle East (6th March), and the Center for Film and Media (14th May) will be reviewed. Reps and students in general, look out for your ways to input.

Contact ds60@soas.ac.uk to get involved in the programme reviews. Visit soasunion.org/reps for updates.

Improving the Rep System - UNITU

Looking ahead in developing the Student Rep system further, the SU will be running a special pilot scheme with some specific departments. The Reps elected in these departments will embark in a special mission to make the student rep system more efficient, democratic and viable. Just you wait..! See page 4 for more explanation.

ContentsHow to be a Student Rep 1• What issues to take up • Issues you don’t deal with

Supporting you 4• The Students’ Union • Outside Support• Getting Feedback, the UNITU Trial• Decision Making

Key Skills and Tips 7• Making a referral• Communication • General skills

Faculty Representation 9• Who they are & what they do • The formula• Committee structure• Committee calendar

Appendix Jargon Buster I Code of Practice II Essential Numbers & Contacts IV Notes and Action Plan Forms VI-X

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A: Tell everyone!• Introduce yourself to your course - in a core lecture or over department email.• Get your name and contact up on the department notice board• Put your introduction up on Moodle, (and why not a photo too)!

B: Talk to people!• Gather student feedback - ask questions!• Articulate student views and needs at department meetings, faculties, and

student forums.• Get involved in the Periodic Programme Review, (PPR).• Make sure that the department inform you of the department meetings and agenda in good time, (e-mail the head of department for details). • Keep students informed of decisions, and how you are representing them.

C: Liaise…• … with the S.U and other reps. Tell us the issues in your department - and any

frustrations. What has gone well & what hasn’t? We’re here to help!• Get to know your Head of Department and other academics.

D: Campaign…• … on issues of concern to your group of students. Tie in with Students Union

Education Campaigns, and SU Educational Priorities. Attend general rep meetings to decide Common startegies.

How to be a Student Rep

Communicating with studentsSurvey:

a quick questionnaire can be useful

Announcements:in core lectures announce what is happening; (could be useful to take a vote)

Get-togethers: for informal chats and to cohere as a group, visit an exhibition or music event...

Email: You can email your whole course at once. Student Mailing Lists are here: http://inet.soas.ac.uk/Lists

Online: Set up a rep section for your department’s ble; use a FaceBook group (there may already be one)

Surgery:set a regular time and place for students to drop by and see you.

Other ideas???this list is not exhaustive. Decide what works for you! You can share ideas through the S.U website and meetings.

The first thing to make sure of is that your student peers, your department and the S.U all know who you are and how they can reach you. From there it’s all about good communication: the dept will tell you about meetings, students will tell you about concerns & the S.U will listen to your concerns and support your efforts.

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Consider the following...

Course contentAre students finding problems with the content?Is there enough accessible information?

Teaching methodsAre lectures clear? Do the seminars help?Are the handouts useful - hardcopies and online?

Resources for studyingFor example, reading lists and study packsHow do students find the library / IT provision

FacilitiesAre the rooms accessible and appropriate in size?Do they have what’s needed (OHP, video etc)?

Course assessmentIs the process made clear?Are there common problems experienced with assessment?

General department issuesFor example, the provision of courses, courses not runningTimetable clashesPeriodic Programme Reviews - is your department is being reviewed this year? Talk to the SU early on about how to involve students

What Issues to take up?

Issues you don’t deal withPersonal IssuesReps are NOT counsellors and should not feel obliged to try to help students with personal issues. The best course of action in such a situation is to refer the student to the school welfare officer. For advice on making a referral, see page 6.

Formal academic complaintsFormal procedures are for serious complaints

S.U Advice CaseworkerSusanna Momtazuddin, sm141@soas.ac.uk

Student Advice and Wellbeing3rd floor Vernon Sq; 020 7074 5015

Welfare Officer, International Student Welfare, Disabilities Officer, Counsellors and the Mental Health

& Wellbeing Advisor.See: www.soas.ac.uk/studentservices or .../

disabilities .../counselling .../welfare

Action Plan Forms are found at the back of this booklet. Ask for further copies from the S.U or

find online

soasunion.org/reps

It may help you to start with some basic questions from which to prioritise. Then make an action plan so you know what you are doing. Ask the S.U and fellow reps for support.

by a student against an employee of the school, (e.g. academics).Guidelines for formal academic complaints procedures are available in the school Undergraduate, Postgraduate Taught, and Postgraduate Research Handbook. You can find these on the school website. Students’ considering or wishing to lodge a formal academic complaint, who want help or advice

should see the Students’ Union Advice Caseworker - Susanna Momtazuddin.Student Reps are not the appropriate people to handle these complaints, or to give advice on them.

Democracy & Education David Suber democracy.ed@soas.ac.uk

Welfare & Campaigns Georgie Robertson welfare.campaigns@soas.ac.uk

Activities & Events Kabir Joshi activities.events@soas.ac.uk

Academic Affairs Officer Max Lohnert & Simon Campbell academic@soas.ac.uk

Representation Assistant Antonia Bright ab93@soas.ac.uk

PGT Officer (Elected in Oct) su.masters@soas.ac.uk

PGR Officer Mohamed Taha su.research@soas.ac.uk

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Outside supportWe have links to the NUS (National Union of Students), and other colleges in Britain, which may provide experienced advice on course rep issues.The NUS have various resources online which could be of use.http://www.nus.org.uk

The Students’ UnionPublicityWe advertise the role of reps to all students. We make posters and leaflets, publish your notices on the website and in rep newssheets, and set up space on the web for reps. You can make announcements in Union General Meetings.

TrainingThe union provide training sessions for all Student Reps, no matter when in the year you join in, we’ll provide the training.There will be Faculty Rep’s briefings to demystify the committee structures and guide you through the agenda’s, and how to put forward papers.

MeetingsRep General Meetings will be held

Support all year

The 3 Co-Presidents are full-time elected representatives of SOAS students. They are there to help.You may want help to collect evidence of student experience of the course, as evidence of to back you up in raising issues, for example conducting surveys. The Union can also work to table issues at an institution-wide level, which you may have drawn attention to and are tackling at the course level. Faculty Reps also have an important role in raising issues that go beyond single departments - its through concerted well planned actions that big changes can happen!

each term. These will be for all reps to discuss school-wide issues, strategise, ask questions/share experience, and reports from faculty reps. Notice of meetings will be posted up and emailed. To add items to the agenda or give apologies if you can’t make it please email David or Antonia. These meetings are fundamental to drive the SU education campaigns forward and encourage collective action, so come along!

Guides / publicationsYou are reading our Rep guide, produced by the Union. There is also information in the S.U Handbook. We have a guide on designing layouts that are more accessible for those with dyslexia.

Social eventsThe union will organise social

events where you will be able to share your experiences as a rep.

FREE hot drinksOne of the benefits to being a Student Rep is the termly 15 free hot drinks in the Union shop. Encouraging reps to meet up over a tea or coffee and plan the next meeting. We’ll be distributing the voucher booklets at training (an extra incentive to keep active).

ReferenceThe union will issue references signed by the Union and a senior member of the University staff for those course reps who request one. We only look to confirm that you were an active rep -based on attendance at meetings (at least 80%), and your completed report on term 1 and at the end of the year.

HistoryJapan & KoreaDevelopment

These departments are to be the first to trial a new system for gathering feedback and gaging student opinion.

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Getting FeedbackOne of the most vital elements of rep-ing is liasing with students. That is what gives you authority as a student representative.

It is also really frustrating when you dont get the feedback you need; when you send out emails but dont hear back, and then the department asks you ‘so, what do the students think about this?’

We can help!

Many methods of communication have been tried and tested, but it is quite possible that students will only talk to you when there is a problem. Going by past reps’ feedback we have some suggestions for those who are not in the UNITU trial.

Email: Go to inet.soas.ac.uk to find your course list. You should be able to email everyone from your year of your department. But watch out not to miss those doing a course in the department, but who have a different ‘home’ department.

Class Announcements: always vital to keep up face-to-face contact. You can occasionally take a class vote, or arrange an after-class chat to get feedback.

Googledocs form: You could set up an open form for anytime someone wants to post some questions or feedback. It could be kept annonymous allowing more candid comments, it can be categorised (e.g by course). Then you just periodically gather whatever comments have been left and see how you want to deal with it. The SU can help you set this up, and show you how to use it (gaining skills in IT at the same time).

FaceBook: Students have often set up a FB page for their cohort. Don’t only rely on this alone - not everyone uses it, and not everyone wants to mix their FB world with studies.

Polls: The SU can help you run a poll online, if you want to gage a quick opinion.

In your Moodle you will find a box that allows all students on a course to make open comments. These can then be voted up or down by students. When someone makes a comment and it gains gains alot of ‘up’ votes it will be alerted to the rep, who can then convert it into an ‘issue’. This brings it to the attention of the department staff who can assign it to a member of staff, make comments, and report action. The progress of the issue can be viewed by everyone over time - as long as it remains an ongoing issue. Once it is resolved it moves to another column, and is archived for everyone to refer back to.

It allows communication between students. It is a transparent way to see issues raised and progressed, and how they are resolved. It also keeps a record that will help future reps and students, and the school.

We are one of the first institutions to trial this system, so your feedback as reps will also inform the development of the software itself.

It is an exciting time!!

the UnItU trial

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CommunicationsThe Union website has been totally overhualed this summer, including the reps mini-site. This is the Union’s main source of notices, forms, guidance and resources.

In general the sources the S.U utilises notice boards in the JCR, regular all-student emails and targetted emails (e.g PGT’s UG’s, departmental-specific), twitter, FB, as well as the website.

Pop in to the Union offices whenever you have questions about how to reach students, or to discuss how to utilise the Union’s communications when appropriate.

Union meetingsStudents’ Union Executive officers each have a specific role and area of responsibility, and they make the simplest decisions themselves. See a list of Officers in our S.U Handbook or S.U notice board.Whenever an issue is of a wide importance, or a notable amount of money is involved, officers take the decision to an Executive meeting where all officers vote on it. Individual students can also put items on Exec meeting agendas (through David, Co-President Democracy & Education, or any Union Officer).

You can check Exec meeting minutes in the Governance Library, visit: (http://soasunion.org/democracy/governance/)

The biggest issues are debated in a UGM (Union General Meeting) open to all students. These happen normally at least twice per term. Students’ can put motions directly to a UGM. There is a simple form that includes guidance.You will find past and present UGM agendas and minutes on the Union website. Look under the Governance Library.

Rep general meetingsYou will be sent links to access notes from any Student Rep general meetings during the year. These will be open to all reps to attend, and are an opportunity to present progress on our Educational Priorities. We often also have a speaker address wider areas that reps can report back on. E.g last year we twice had a speaker from the library to explain new developments, and answer numerous questions about the services.

decision making

Union General Meetings, aka ‘UGM’

dates:Friday 10th Oct

Thursday 14th NovTuesday 2nd Dec

Thursday 29th JanTuesday 17th Feb

Monday 16th MarchThursday 20th April

Visit www.soasunion.org for times, and to read previous minutes for

motions proposed.

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Key skills & tips

ConfidentialityTreat all information related by individual students as confidential unless the student specifies otherwise. Explain that any notes you take about an issue are confidential and get the consent of the student prior to consulting anybody else. Whenever you discuss a case with anybody (lecturers, other staff, Students’ Union etc.) you are not to mention the student by name. Staff have a responsibility not to require you to tell names, or pass on any information to other members of staff, (including the staff members involved in the case).Always be clear in advance: there is No absolute confidentiality, if the issue is really big or compromising you should seek advice.Don’t hesitate to seek help... from the S.U Advice Caseworker, Susanna Momtazuddin: suadvice@soas.ac.uk

Call 020 �898 �983

ReferralDon’t be bulliedYou should never feel that you must offer every student an instant answer. Don’t guess! You are not expected to have detailed specialist knowledge about everything that might come up. For instance, it is sometimes better to refer a student to the Students’ Union, Student Welfare Officers or Student Counsellors, rather than risk giving misleading advice which could do harm.SensitivityRefer students on sensitively. Just telling them to go somewhere else may give them the impression that you are moving an unpleasant burden on to someone else. You can e.g. be there to introduce the student to the other agency.

CommunicationLECTURESMake announcements at the start or end

NOTICEBOARDSAsk for space on the department notice board if you don’t yet have any

E-MAIL / INTERNETUse the S.U. website for other reps; gather your own list of e-mails for your course mates, or use the school system (ask your department).

REP NEWS-EMAILWill be coming out as soon as reps start sending in reports!

UGM: (UNION GENERAL MEETINGS)At least once per term You can do a report or put forward motions

QUESTIONNAIRES / FEEDBACK SLIPSGet S.U assistance to carry these out. Ask Antonia (ab93).

TEAMWORK

Use the Reps’ FileThe S.U holds a Rep’s File on each department. Put in any notes, minutes, ideas, examples of initiatives, contacts found, tips for future reps, outcomes of issues raised ... whatever Reps tell us about.

This idea came from Reps’ who wanted to learn from the past, build on previous initiatives while avoiding repitition. Every Rep can dip into the file to see the history of previous reps’ activity, successess and frustrations.

Scan the archive of rep reports on the reps website - you can filter using the tags.

ConfidentialityCommunicationTeamworkReferral

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Time ManagementPrioritise your time – your studies of course come first. It is better to get two things done well than ten things done badly, so don’t try to take on too much!Good planning is key. A diary will help you plan ahead and balance the meetings with study, and having fun! Meeting up with other reps over a coffee to go through an agenda before a meeting will make a huge difference, and is far better than spending time worrying alone, or getting to the meeting unprepared.

Committee SkillsLearn from the past• Talk to former reps and look at past papers on the intranet• Use the new Reps’ File in the S.U; add to it your own notes as a reminder and record for future reps

Be prepared• Read the agenda• Meet other reps before department meetings and work together• Canvas students’ views, (and talk to academics too)• Look at past papers to find out the nature of the meeting• Talk to the more approachable academics on the committee - make contacts

Participate• If you are unclear about anything, ask for clarification from the chair.• If you are raising problems try to suggest solutions too, and if you agree with something, say so!

Be assertive• Believe that you have rights and you have something worthwhile to contribute. To break the ice make sure

you speak within 10 mins/ 15mins of your first meeting - it will be easier after that!• Use notes to remind you of what you want to say – feel free to write all over your agenda!• Avoid interrupting others and do not let others interrupt you• Do not get into discussions with just one person• Don’t become aggressive or emotional even if somebody is rude or patronising. If you are treated badly raise

it with the chair and the S.U• Make your doubts and disagreements known

Feedback• Feedback to students the results of any meetings.• In particular, publicise your victories!

Negotiation... aim for win-win

Many of the situations you’ll be in are about negotiation - whether its students trying to negotiate with you to get you to do something as their rep, or you trying to get your Head of Department or committee to do something.Try to look at the situation from their point of view as well as your own; what are your shared interests?

Try making a list of things (people/ committees/ school priorities/ survey results) that are in your favour and things that might be a force against (resources/ people). Step back and think about how you could shift the obstacles onto your side - talk to others!

Time ManagementNegotiationCommittee Skills

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Faculty RepresentativesWho does it… ?Nominations will be accepted from department course reps at the Welcome Meeting, (one for undergraduate, and one for postgraduate, plus 2 research reps). They will be the faculty reps within the faculty, and these are their responsibilities:

Faculty meetingsFaculty Reps will be representing students on their Faculty Board, and committees for Learning and Teaching and Research, plus the school-wide Research & Enterprise Committee. All Research Committees require research students; the others require 1 undergraduate and 1 postgraduate.It’s important Faculty Reps attend the committee they volunteer for regularly – and if they can’t attend they should notify the committee secretary & the S.U. (It is not possible to swap reps back and forth).You will be the voice of your faculty: a unique opportunity to make an impact.

Helping Course RepsFaculty Reps should interact with course reps, to get a feel for the different departments. Faculty Reps will help the Students’ Union in terms of communicating with course reps, and helping course reps when problems arise.It is important that Faculty Reps regularly debrief with the S.U. This is essential so that important information comes to attention of both sides and is shared.This is a different level of representation, and needs the support of all student reps. The dates of committee meetings are available on the rep website, or ask David and Antonia in the Students’ Union, and your faculty office.The full structure of the various school Committees is on the next page.

Advises academic board on matters of Learning & Teaching and Research policy, refers thigns to Executive Board as necessary; oversees the operation of the academic affairs of the faculty, and keeps resources under review, adivises the Dean and Faculty Management Board on the excercise ofg their authority.E.G: regular report from the Dean; review faculty structure; approve course proposals; reps raised concerns about restrictive course options...

To make proposals for curriculum management and development, ensuring that these meet School-wide standards and address priorities, and to keep under review and monitor aspects of student support services where they relate to taught coursesE.G: student services report; new course proposals in detail; electronic essay submission...Faculty Board

1x UG rep + 1x PG rep

Faculty Learning & Teaching1x UG rep + 1x PG rep

To consider strategic planning and policy development matters relating to research and enterprise, and to make recomendations to Academic Board, and other committees as appropriate.

Research & Enterprise Committee PGR Officer + 1x Research Rep

To consult with departments and to formulate and keep under review the faculty’s research strategy, making reccomendations to other committees as appropriate.

Faculty Research2x Research Reps

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The School Committees -abridged

SOAS Governing BodySupreme policy-making body for the school.

2 x S.U Co-Presidents are members.

Estates & Infrastructure; External Relations;

Information Strategy1 x S.U Exec member

Department meetingsReps attend their own dept meeting and staff-student forums

Academic Board2 x S.U Co-President members

Faculty Boards1x UG rep + 1x PG rep

Audit Committee; Nominations Committee; Senior Staff Renumeration Committee; LMEI Board of Trustees

- no student members

Health & Safety Committee; Honorary Degrees & Felowships Committee1 x S.U Exec member

Executive Board- no student member

Resources & Planning Cmmttee1 x Co-President member

Human Resources- no student member

Equality & Diversity Cmmttee2 x S.U Exec members

Academic Development2 x S.U Exec members

Learning & Teaching Quality2 x S.U Exec members

Student Experience2 x S.U Exec members

Faculty

Learning & Teach

ing

1x UG rep + 1x PG re

p

Faculty

Research

2x Research Reps

Faculty

Management Board

- no st

udent member

Research & Enterprise PGR Officer + 1x research rep

Research & Ethics Panelno student member

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AOB Any Other Business; your chance to speak on something that wasn’t already on the agenda.

Matters Arising The standing agenda item to raise any follow-up on items from the last meeting

Minutes The document that outlines everything that happened at the meeting

Minute Secretary / Secretary

The person who takes down the minutes, and types them up. They will be the one who send agendas out in advance of the meeting, and sends the minutes out after

Chairs Action When the Chair acts on behalf of the committee in between meetings. It should be something urgent when there was no time to wait for the next meeting, or it is a minor thing which doesn’t warrant calling a meeting. The meeting is asked to approve Chairs Action after the fact

In Attendance A person who attends the meeting, but is not a voting member. They are usually there because of their expertise, or their job is to do with what the committee discusses. They don’t have a vote

Ex-Officio Someone who is an automatic member of the committee by virtue of their job; e.g the Dean of a faculty is automatically on all the faculty committees

Board Each faculty has a Faculty board – they advise Academic Board

Tbc To be confirmed

ADD Academic Development Directorate. Likely to be restructured in 2014/15

QAA Quality Assurance Agency

IFCELS International Foundation Courses & English Language Studies, based in the Faber Building

NSS National Student Survey (opinions of the final-year students)

HR Human Resources

BG Brunei Gallery

FG01 A ground floor room in the Faber Building, in the Russell Sq area

VG01 A ground floor room in the Vernon Sq building

Ratify To confirm agreement a document or decision (formally agree)

Terms of Reference States the boundaries of issues within which a committee is to work. (The things the committee exists to discuss)

Quorum Minimum number of members that must be present for a meeting to go ahead

PPR Periodic Programme Review, an internal review of programmes in a dept. Focuses on the programmes of one dept per term. Student reps have input

ble Bloomsbury Learning Experience - or Moodle (ex-’Blackboard’)

ADR Associate Dean for Research

FLTC Faculty Learning & Teaching Committee

DAP Degree Awarding Power

ADD YOUR OWN…

Jargon Buster

If you have more jargon to add to this list send it in, help out future generations of reps! Email ab93@soas.ac.uk

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Code of PracticeStudent Representation, proposed Code of Practice, 2014 This Code Of Practice is designed to outline how the Student Representative System within SOAS works, and the responsibilities of the School, the Students’ Union (S.U) and the Student Representatives (reps) themselves. The underlining principle behind having student reps is to make sure student voices are heard to improve development of the curriculum and the student experience in SOAS. They are also a vital resource for the School to monitor quality and to make constant improvements.

The aim of this code of practice is to ensure that every student in SOAS is covered by a rep, preferably from their own course and year group, able to provide feedback and represent them in departmental meetings and elsewhere. This will also provide a pool of reps to serve as Faculty Representatives and able to represent students on large school committees in collaboration with the Students’ Union.

1. Role of the Student Representatives (Rep)1.1. To gather students’ views in order to make sure that they represent the views of the students and

not just their own1.2. To articulate students’ views in Department meetings and in other committees where they have

been elected to represent the students1.3. To inform students of the major issues discussed in any meetings they have attended1.4. To act as an intermediary between the staff and students, and the Students’ Union (S.U) and

students1.5. To attend S.U training and other relevant meetings as organised by the S.U, and give regular

feedback on their work as rep1.6. To refer cases of discrimination, sexual harassment or personal problems to relevant bodies1.7. To promote the equal opportunities policy of the School1.8. To inform their head of department, faculty and the S.U if they are unable to continue in their role

as a Student Representative1.9. To aid the department and Students’ Union in ensuring the attendance of fellow students at the

day of the department’s Periodic Programme Review, and engagement in the process

2. Additional role of Faculty Reps2.1. To gather reps views in all departments of their faculty2.2. To articulate these views in their assigned faculty or school-wide committee meeting2.3. To convey all important information to other reps and the S.U2.4. To work closely and supportively with other faculty reps2.5. To consult the school calendar to ensure that they are able to attend the committee they are

nominated on to, and inform the S.U and committee secretary if they become unable to attend

3. Responsibilities of the Faculties3.1. To organise democratic elections for at least one rep per course per year group3.2. To display the name, e-mail address and photograph (if provided) of the reps on a designated

notice board, and to send these details to the S.U as soon as possible.3.3. To inform the reps of departmental meetings by e-mail at least one week in advance.3.4. Provided that the reps democratically elect the attendants, the department may limit the number of

reps at department meetings. This may, however, in no circumstances be less than one rep per year of undergraduate study, postgraduate taught, and MPhil and PhD wherever possible. Reps will be full members of Departmental meetings with the same status, rights and responsibilities as other members.

3.5. To ensure that reps meet with the Head of Department at least once a term outside the staff meetings

3.6. To consult reps about any changes in course structure, teaching methods, assessment methods, and engage reps in discussions regarding the creation or withdrawal of courses and programmes.

3.7. To listen to the reps and act upon the information disclosed where appropriate3.8. To accept that reps have no obligation to disclose individual names when articulating the view of

the students3.9. To maintain absolute confidentiality when reps inform them to do so. This includes an obligation

not to disclose any information

4. Election Protocol4.1. Elections for course reps should take place within the core course of a subject, and be organised

in the first instance by the academic teaching the course with the support of the faculty office (where necessary the S.U may be able to provide some assistance too).

4.1.1 Where no core course exists, an all-student meeting arranged by the department would provide an opportunity to elect the rep(s); e.g. a ‘welcome back’ meeting for returning students.

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4.2. At the start of every course rep elections are to be held within first three teaching weeks of the autumn term in a manner that is appropriate to the size and structure of the class. (A show of hands in most cases will prove adequate). The details of the nominated student should be reported to the Head Of Department, the Faculty Student Support Team Leader and the Students’ Union Representation Assistant.

4.3. The role of the reps, benefits of being a Rep and the time, place and method of the election are to be communicated to students on a separate occasion prior to the election.

4.4. All students who wish to nominate themselves may do so, and should be given the opportunity4.5. The period of office for the rep will be one year. Students continuing into second, third and

subsequent years will be asked to either endorse the current rep or elect a new one. This should be done either in the third term for the following academic year, or the first three teaching weeks of term one.

4.6. A rep may resign at any point, and must let the Head of Department, S.U and Faculty know. In the case of a rep standing down a new election should be arranged.

4.6.1 In the case of there being no suitable core course to carry out a further election, it should be done online. Elections remain the responsibility of the faculties; S.U can help with this.

4.7. The rep(s) are to submit their name and email address to their faculty as possible.4.8. Should any student or member of staff have a complaint about a rep, they are to submit the

objection in writing to the Head of Department and the S.U, who will consider the complaint under the Students’ Union Complaint Procedure.

4.9. Motion of no confidence in a Rep after the first 72 hours from the election can be called by ten percent or six (6), whichever is lower, of the represented students and/or the staff of the Department. The Head of Department will liaise with the Faculty and the S.U to ensure that a meeting for a vote of no confidence is organised

4.10. The quorum for a meeting where the vote of confidence can be moved is two thirds of the represented students

4.11. The rep is to be relieved of his/her duties and the selection of a new Rep is to proceed if the majority of students give a vote of no confidence in the Rep.

5. Responsibilities of the School5.1. To ensure that reps are fully utilised during quality assurance inspections by external agencies5.2. To actively encourage and support the departments in implementing ever more effective and

democratic student representation5.3. To ensure that the rep certificates, prepared by the S.U, are signed by a senior member of staff5.4. To meet half of the costs of the materials the S.U prepares for the Rep system provided that the

School receives a prior notice of any such materials

6. Responsibilities of the Students’ Union6.1. To prepare a Student Rep Guide and regularly up-dated website containing and information on

student rights, reps’ rights and responsibilities and the School’s and the S.U’s decision-making and complaint procedures

6.2. To advertise the role of reps and encourage students to stand for a Rep’s position6.3. To provide training for the reps6.4. To support and advise the reps whenever appropriate6.5. To actively develop and improve tools of communication between reps, students and the S.U6.6. To tackle issues at the institutional level, which the reps are tackling at the course level, where

appropriate6.7. To issue certificates for reps who have satisfactorily fulfilled their role for the academic year6.8. To actively encourage and support the Heads Of Departments, Faculties and the School in

implementing ever more effective and democratic student representation6.9. To prepare a lecturer’s pack containing at least the materials for a short presentation on the

system and election guidelines or where possible and with the lecturer’s agreement make a short announcement to lecture groups.

6.10. To inform reps of the role of Faculty Reps, and organise an election of faculty reps, and inform the committee secretaries of the results including name and contact details.

Student Representation, proposed Code of Practice, 2014 This Code Of Practice is designed to outline how the Student Representative System within SOAS works, and the responsibilities of the School, the Students’ Union (S.U) and the Student Representatives (reps) themselves. The underlining principle behind having student reps is to make sure student voices are heard to improve development of the curriculum and the student experience in SOAS. They are also a vital resource for the School to monitor quality and to make constant improvements.

The aim of this code of practice is to ensure that every student in SOAS is covered by a rep, preferably from their own course and year group, able to provide feedback and represent them in departmental meetings and elsewhere. This will also provide a pool of reps to serve as Faculty Representatives and able to represent students on large school committees in collaboration with the Students’ Union.

1. Role of the Student Representatives (Rep)1.1. To gather students’ views in order to make sure that they represent the views of the students and

not just their own1.2. To articulate students’ views in Department meetings and in other committees where they have

been elected to represent the students1.3. To inform students of the major issues discussed in any meetings they have attended1.4. To act as an intermediary between the staff and students, and the Students’ Union (S.U) and

students1.5. To attend S.U training and other relevant meetings as organised by the S.U, and give regular

feedback on their work as rep1.6. To refer cases of discrimination, sexual harassment or personal problems to relevant bodies1.7. To promote the equal opportunities policy of the School1.8. To inform their head of department, faculty and the S.U if they are unable to continue in their role

as a Student Representative1.9. To aid the department and Students’ Union in ensuring the attendance of fellow students at the

day of the department’s Periodic Programme Review, and engagement in the process

2. Additional role of Faculty Reps2.1. To gather reps views in all departments of their faculty2.2. To articulate these views in their assigned faculty or school-wide committee meeting2.3. To convey all important information to other reps and the S.U2.4. To work closely and supportively with other faculty reps2.5. To consult the school calendar to ensure that they are able to attend the committee they are

nominated on to, and inform the S.U and committee secretary if they become unable to attend

3. Responsibilities of the Faculties3.1. To organise democratic elections for at least one rep per course per year group3.2. To display the name, e-mail address and photograph (if provided) of the reps on a designated

notice board, and to send these details to the S.U as soon as possible.3.3. To inform the reps of departmental meetings by e-mail at least one week in advance.3.4. Provided that the reps democratically elect the attendants, the department may limit the number of

reps at department meetings. This may, however, in no circumstances be less than one rep per year of undergraduate study, postgraduate taught, and MPhil and PhD wherever possible. Reps will be full members of Departmental meetings with the same status, rights and responsibilities as other members.

3.5. To ensure that reps meet with the Head of Department at least once a term outside the staff meetings

3.6. To consult reps about any changes in course structure, teaching methods, assessment methods, and engage reps in discussions regarding the creation or withdrawal of courses and programmes.

3.7. To listen to the reps and act upon the information disclosed where appropriate3.8. To accept that reps have no obligation to disclose individual names when articulating the view of

the students3.9. To maintain absolute confidentiality when reps inform them to do so. This includes an obligation

not to disclose any information

4. Election Protocol4.1. Elections for course reps should take place within the core course of a subject, and be organised

in the first instance by the academic teaching the course with the support of the faculty office (where necessary the S.U may be able to provide some assistance too).

4.1.1 Where no core course exists, an all-student meeting arranged by the department would provide an opportunity to elect the rep(s); e.g. a ‘welcome back’ meeting for returning students.

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numbers / contactsNB: The main switchboard number is 020 7637 2388 For Russell Square call 0207 898 … (plus extension number)For Vernon Square call 0207 074 … (plus extension number)For all e-mails add ‘@soas.ac.uk’

David Suber Co-President Democracy & Education democracy.ed 020 7898 4995

Georgie Robertson Co-President Welfare & Campaigns welfare.campaigns 020 7898 4997

Kabir Joshi Co-President Activities & Events acitivities.events 020 7898 4994

Max Lohnert & Simon Campbell Academic Affairs Officer (job-share) academic

Antonia Bright Representation Assistant ab93 020 7898 4998

Peter Baran General Manager pb14 020 7898 4996

(elected in Oct) PGT Officer su.masters

Mohamed Taha PGR Officer su.research

Students Union offices, staff + officers(All based at Russell Square)

Academic Departments Head email

Africa Prof Irina Nikolaeva in3

Anthropology and Sociology Prof David Mosse dm21

Art and Archaeology Prof Anna Contadini ac24

China & Inner Asia Dr Barbara Pizziconi bp3

Development Studies Dr Laura Hammond lh4

Economics Prof Chris Bramall cb81

Finance & Management Studies Prof Christine Oughton co12

History Dr Wayne Dooling wd2

Japan & Korea Dr Barbara Pizziconi bp3

Language Centre Ms Anne Campbell (Director) ac120

Law Paul Kohler pk3

Linguistics Prof Irina Nikolaeva in3

Music Professor Richard Widdess rw4

Near & Middle East Dr Wen-Chin Ouyang wo

Politics and International Studies Prof Salwa Ismail si1

South Asia Dr Dana Healy dh4

South East Asia & the Islands Dr Dana Healy dh4

Religions Dr Erica Hunter eh9

�FCELS: Head of Department Mr Graham Davies gd3

Head, English Language Programmes Ms Emma Hilton eh10

Head, Intermediate Certificate Course (job share) Mr J Darlington / Ms R Humphreys jd33; rh7

Head, Foundation Programmes Mr William Hetherington wh2

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Faculties. Arts & Humanities

Prof Gurharpal Singh Dean ib 4108

Dr Charles Gore Associate Dean (Learning & Teaching) cg2 4443

Dr Mandy Sadan Associate Dean (Research) ms114 4622

Leigh Ward Faculty Administrator lw17 4038

Mat Schofield Team Leader Student Support ms132 4272

Faculty of Languages & Cultures

Prof Anne Paulwels Dean ap62 4474

Andrew R George Associate Dean (Undergraduate) ag5 4335

Griseldis Kirsch Associate Dean (Masters) gk10 4288

Rachel V Harrison Associate Dean (Research) rh6 4247

Mr Roger Nuthall Faculty Administrator rn2 4101

Ms Lisa McSweeney Team Leader Student Support lm2 4080

Faculty Law & Social Science

Prof Matthew Craven Dean mc7 4673

Emilia Onyema Associate Dean (Learning & Teaching) eo3 4717

Stephen Hopgood Associate Dean (Research) sh18 4738

Carolyn Heath and Cate Knowles Faculty Administrator ckch 4411

Other School Facilities

Library and �nformation: John Robinson Dir. of Info. Serv. & Learning Support jr42 4160

Book Renewals 4197

Enquiry Service 4163

Membership 4190

Opening Hours 4790

�T: Libby Homer Assistant Director (Operations) libby.homer 4192

IT and AV Support Desk helpdesk 4950

Student Advice & Wellbeing 3rd floor in V.Sq

Welfare Office 5014

Counsellor counsellors 5016

Zoe Davies and Angela Axon Disability Officer disabilities 5018

Mental Health & Wellbeing sk110 4554

Carol Rifkin Learning Advisor cr28 4554

Carol John Learning Advisor cj9

Diversity Advisor diversity 4920

Academic Development Directorate www.soas.ac.uk/add/

Careers Service Main office careers 4115

See also: soasunion.org/reps & www.soas.ac.uk

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Action Plan FormISSUE:

DETAILS:

LEAD PERSON:

RESEARCH NEEDED:

DESIRED OUTCOME:

ACTION PLAN:

TIMESCALE: Urgent / Month / Year End

SUCCESS?

FEEDBACK/FOLLOW UP

Signed: Dated:

When completed return this form and any papers to Co-President Democracy & Education

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notes______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________V���

Action Plan FormISSUE:

DETAILS:

LEAD PERSON:

RESEARCH NEEDED:

DESIRED OUTCOME:

ACTION PLAN:

TIMESCALE: Urgent / Month / Year End

SUCCESS?

FEEDBACK/FOLLOW UP

Signed: Dated:

When completed return this form and any papers to Co-President Democracy & Education

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notes______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________X

soasunion.org/reps