PAGE 3 WELCOME

PAGE 4 INTRODUCTION, what is representation, why is it needed?

PAGE 6 ROLES—what is a course rep, department rep, school rep?

PAGE 7 & 8 BOUNDARIES, what you can and can’t deal with.

PAGE 9 COMMUNICATION TIPS—getting yourself known &

speaking to Staff

PAGE 11-12 MEETINGS, what do I attend and when

PAGE 13 and Resolving problems

PAGE 15 REFERRING STUDENTS

PAGE 16 RECOGNITION AND AWARDS

PAGE 16 CONTACTS

CONTENTS

WELCOME!!!

Hello and Congratulations on becoming a Student Academic Representative

(StAR)!

A StAR is the vital link of communication to the Union and University. You rep-

resent the views of students within your cohort to departmental staff, the Uni-

versity and the Students’ Union. A StAR is a student that is elected/appointed

by other students on the same course so that their views can be represented

and create a good student experience

Being a student rep an extremely important role. You don’t need any experi-

ence, you just need to be an effective communicator, a good listener, and dedi-

cated to the role. This is an excellent opportunity to build your skills and per-

sonal development while also making a positive difference to your University.

See more in the ‘What’s in it for me’ section.

Don’t worry if all this seems a bit daunting. The Students’ Union can help you

throughout your role. This handbook has been put together to provide you with

what you need to know. You’ll find plenty of helpful documents on the student

union website http://www.bathspasu.co.uk/stars which is continually updated.

We also provide you with an induction session where the role is explained and

questions answered. You will receive an email inviting you to these sessions.

You will then receive continued support from our Representation and Welfare

Assistant, our Students’ Union President and even our School Reps!

We will be sending regular emails to keep you up-to-date. Other training is also

offered to support you in your role. Look out for training courses such as time

management, managing meetings and communication . An email will be sent

out inviting you to book via the Bath Spa + website on the careers home page

http://www.bathspacareers.com/ So by the end of the year, there’ll be plenty to

add to the CV

WELCOME

Purpose of the Student Academic Rep. Scheme

Bath Spa University and the Bath Spa University Students’ Union co-run the student rep. scheme—StARs.

A StAR (Student Academic Rep.) is a student elected/appointed through modules or courses to represent students on the same course/module and year group.

As a StAR, you will provide an essential link between students, the University and the Students’ Union. Because you are yourself a student, your classmates will be happy to seek assistance from you when they have concerns or opinions about their education and experience at university. By keeping the student view on the agenda you will be a vital link between students and staff of the university, and will help ensure that the university is student driven.

StARs are really important because they inform other students on the reasoning behind decisions, and help academics know what students want and need so that their courses can be as enjoyable and accessible as possible.

Why StARs are important to the department:

StARs can benefit university departments in many ways:

1) They convey students’ views before the module evaluation form

(whilst there’s still time to resolve them)!

2) They offer in depth opinions (StARs provide more detail than any

survey)

3) Students take ownership of your own learning (you can help staff

find solutions to your complaints)

4) StARs create a culture of partnership between the University

and the students

5) StARs champion their school and communicate big decisions

back to students!

INTRODUCTION

StARs Role & Responsibilities

Course Reps are expected to:

1. Register yourself with the Students’ Union at www.bathspasu.co.uk/stars

2. Attend induction training (you can book when you register)

3. Identify student issues, needs and proactively seek fellow students’ opinion

4. Self-publicise StARs to students in your cohort, using notice boards, lectures and seminars

5. Consult students to find out their opinions on:

a. The subject/department

b. Their programme

c. Their student experience

6. Collect the views of students on matters relating to their learning experience and help find solutions

7. Take an active role in creative ways to champion positive learning experiences, such as Student Led Teaching Awards or an Alternative Prospectus

8. If necessary, refer students with individual problems to appropriate sources of help – e.g. the Students’ Union, Student Services

9. Represent the views of students and provide feedback through attendance at both:

a. Staff-Student Liaison Meetings

b. Union School Committee Meetings

10. Provide a link between staff and students

11. Raise any issues with the Students’ Union or School Representative that you feel should be raised at a higher level within the University

There are 3 types of Student Academic Rep - Course Reps, Department Reps and School Reps…

Course Reps

The majority of reps will be Course Reps. A Course Representative is a student that is elected/appointed by other students on the same course so that their views can be heard. Course Representatives identify students’ issues and needs, and proactively seek fellow students’ opinions. A Course Representative will liaise with university staff and students, working together as a team to shape the learning experience

Department Reps

A Department Representative is a senior StAR who acts as a lead for the Reps within their Department and is useful when there are a number of subjects within a School as s/he can filter messages both ways. S/he will represent the views of students within their cohort to departmental staff, the University and the Students’ Union. They will identify students’ issues and needs, and proactively seek fellow student opinions to identify trends or key issues within the Department. They will be elected for 2012/13 in the Students’ Union’s by-elections in October.

School Reps

A School Representative is the highest level StAR. They too represent the views of students within their cohort to departmental staff, the University and the Students’ Union. School Representatives are elected in the Students’ Union’s annual elections. They will lead on issues that are pressing for students across their School and the University.

ROLES

It is important that you are clear on the areas that you can deal with as a student rep., and those that you can’t.

You may deal with topics such as:

• Study Resources – availability of books and other resources in the library, access to workstations, laboratory facilities etc.

• Course content & structure – does the course match the description in the course handbook? Do lectures and seminars focus on the important topics? Have changes been made to the course without warning or consultation? Is the workload distributed reasonably throughout the course? Are the feedback mechanisms clear and appropriate?

• Hidden course costs – have students been given adequate information about the costs and are the costs reasonable for photocopying, attending field trips, studio fees, laboratory charges etc.

• Access to facilities after hours – does the University campus provide adequate services to students who need to use facilities outside 9am-5pm? (this includes access to food outlets etc)

• Communication of issues - are students aware of what is happening in the University & Students’ Union and are they happy about the way this information is disseminated?

• Comparisons between departments and/or School – sometimes students hear of an area of good practice within another department of study or school and want their student rep to get it introduced in their department

Part of the role of being StAR is identifying what most students have an issue with and seeing what can be done about it. There will always be lots of things that can be investigated so you will have to ask as many course mates as you can and use your judgement. If there is more than one rep. for your year you could decide between you and designate responsibilities i.e. one of you updates the forum while the other does posters. You may wish to organise a study group, new equipment or guest speaker- anything that could compliment and improve your course.

BOUNDARIES

Issues reps CANNOT deal with

Where a student wants to discuss the following issues, you will need to refer or signpost them appropriately (see section 5).

• Individual student performance – it is not a rep’s role to represent students in relation to their marks. Students who have concerns about their grades should speak in the first instance to their personal tutor. Then if unsatisfied with the response, they can be referred to the Students’ Union President who will be able to advise them on their best course of action.

• Allegations of harassment or bullying – the University has a harassment procedure a copy can be found at the back of this booklet or on the University website under the link called regulations on the homepage. Students who allege that they have been bullied or harassed should be referred to the Students’ Union, Student Support Services or a Harassment Advisor in their school.

• Complaints – students who wish to make a formal complaint should be referred to the complaints policy a copy can be found at the back of this booklet or on the University website under the link called regulations on the homepage. They may also wish to seek independent advice from the Students’ Union President.

• Personal issues- as a academic rep. you are only to deal with course related issues. We have a range of contacts and support available to those with personal issues. Such cases should be referred to the Students’ Union, or to an appropriate contact. We have staff who are trained and experienced at dealing with issues such as these and can support students taking appropriate action. You are not expected to deal with these type of issues and it would not be appropriate for you to do so.

Try to deal with issues in the most appropriate forum. Sometimes this means speaking to a lecturer informally, other times you may want to discuss a problem at an open meeting. On other occasions you may need to involve the Students’ Union President or support staff.

If all of this seems daunting, don’t worry! You won’t be dealing with all these things all the time and if ever you feel out of your depth, you can contact the Students’ Union stars@bathspa.ac.uk . If you’re ever unsure then check with us first.

Getting Yourself known

• Speak at lectures and seminars. Introduce yourself to your lecturers/seminar tutors and ask to have a couple of minutes at the start or end of a lecture where you can introduce yourself and tell students how they can contact you. Every once in a while if you have a topic affecting everyone, ask your lecturer if you can speak again to pass on key information, announce an upcoming committee meeting and/or get input from students.

• You could hand out your own feedback sheets to students maybe asking for good points and improvements. Pick these up from the students’ union reception.

• Introduce yourself to the administrative staff in your school and department, the key people are: -Department secretary and/or School Administrator. They’re valuable sources of information and should be happy to help you publicise yourself within the department and help you contact students on your course.

• Talk to students one to one! Keep your ears open for problems. This could involve arranging a regular time that you are available outside the School Office. Chatting to students on your course/in your department or School is the most effective way of letting them know what you do and also find out what they think.

• Publicise your email address. Make it as easy as possible for students to contact you quickly.

• Speak to the Students’ Union President. Attend the Union School Committees meetings and socials run by the Students’ Union to discuss issues of wider concern. The Students’ Union President will be able to offer advice, raise issues at higher level university committees and can forward major issues to be discussed by the Union Council.

• Web-pages. A great way to publicise yourself and the student rep scheme. Try to get yourself included on your department web page. If you’re a School Rep. get yourself onto the School web-page. Speak to your Head of School about this.

• Notice-boards. Put posters up on department notice-boards with your information, including your name, contact details, and where possible a photo.

COMMUNICATION TIPS

Being a good communicator is key to being a skilled representative. You will need to communicate effectively in all forums: one-on-one, in meetings as well as communicating any outcomes between different groups (i.e. when you are “feeding back” to students). If you are able to do this, your job will already be half done. Here are some hints to get you started...

• Be a point of contact - make sure students know who you are so they can bring any comments or problems to you. Be proactive in seeking their input. This will show that you really are there to help them, which will make you seem more approachable in future.

• Bring up issues as soon as possible – raise them at your department the longer you leave it the worse the problem will get

Update students on progress with specific concerns or queries so they know where they stand.

Speaking with staff

If you have to speak to a lecturer or tutor about their teaching style, you could easily end up in an argument unintentionally. By keeping the following points in mind, you should find it easier to raise difficult issues without conflict

• Focus on the behaviour, not the person

• Always be specific

• Don't exaggerate, or make assumptions

• Describe the consequences

• Offer or request alternatives

• Use the positive sandwich (i.e. put a positive comment before and after a negative)

What do I attend and when?

You can find out the dates of meetings on the SU website: http://www.bathspasu.co.uk/stars

Staff/student Liaison Meetings (or similar): Staff/Student Liaison meetings are organised by

the Department. They are a chance for Reps and staff to meet and discuss issues that are

occurring at a module/course/departmental level. This should be the first port of call for StARs.

Who attends: All StARs in the Department/Course & relevant Department/Course staff

Union School Committee Meetings– These termly meetings are chaired by your School Rep

and all StARs within the School attend. This is a chance to discuss big issues such as Student

Led Teaching Awards and National Student Survey Results with other Reps. Views are collected

in order to pass anything on to the School Board meetings, which is the highest level decision

making body in your School.

Who attends: All StARs in the School, Head of School, SU President

School Board Meetings— These meetings decide the future of your School. They offer School

Reps the chance to pass on feedback from other Reps, which has not already been resolved.

Who attends: School Reps and Department Reps, Senior School Staff

Student Council

Student Council is the highest decision making body in the Students’ Union. Issues across the

University can be discussed at union Council - not just academic issues. For example sports

facilities and bus services.

Who attends: School Reps, Department Reps, SU Officers, Liberation Reps

The students’ union offers training on managing meetings. Look out for the emails letting you know when these are running. Always get in touch for any help!

How do I feedback?

Please use the feedback form on the website after every meeting

http://www.bathspasu.co.uk/stars

This will help us to keep up to date with any issues that are important to students. There is also

a reps news letter so that you can get a feel of what is going on in other departments and share

good practice.

MEETINGS

Confidentiality and anonymity are of utmost importance when acting as a representative and must be respected. You should not allow direct recognition of individuals without their consent. If it is suspected that anonymity cannot be guaranteed then this limitation should be made aware to the participants.

Bath Spa University Students’ Union is committed to offering a confidential service – nothing you tell us will be shared with any other organisation or individual without your express permission, unless felt that you could be harmful to yourself or others. The Union believes our members deserve the right to confidentiality to protect their interests and safeguard our own services.

• DO keep notes of feedback you attain including the students contact details so you can keep them informed of updates and progress.

• DON’T name names or any details that may cause that person to be identified.

• DO ask if you’re unsure about anything! Contact stars@bathspa.ac.uk

• DON’T guess someone’s views on confidentiality

• DO ask the person if they mind or not about being identified if you deem it necessary- e.g. if it will be obvious who is being referred to.

• DON’T pressurise someone into telling you things or into being identified.

Breaches of confidentiality

The Union recognises that occasions may arise where it may be felt you need to breach confidentiality. The Union recognises however that any breach of confidentiality may have serious implications for the user/s concerned. Any decision regarding breaching of confidentiality will therefore be treated with the utmost seriousness. (In any case you deem confidentiality may need to be broken) CHECK with the Student stars@bathspa.ac.uk before taking any action. StARs may discuss cases with the Union President & Membership Services Manager to ensure that the service users are receiving the best level of service possible.

The Union recognises that all users should be able to access the Union’s services in confidence and that no other person should be informed that they have used those services.

The Union will ensure that all users are afforded confidential interview space if it is requested– e-mail stars@bathspa.ac.uk

CONFIDENTIALITY

The Union reception area (at Newton Park) is not confidential, as it is open access to students. For this reason, confidential work is carried out in one of the Students’ Union Offices or the meeting room.

When making calls about students, StARs should be aware of the possibility of being overheard by other service users. Ensure that the office doors are closed when making phone calls.

Speaking with Students and Resolving problems

• Find a quiet space to talk, preferably somewhere you won’t be interrupted or you can book a room through your Union Office.

• Explain confidentiality – i.e. assure students that any comments they make will be raised generically in relation to the course/Department/ School, not specifically tied to them as an individual. If an issue raised by a student may easily identify them – for example, because there are only a few students on the particular course, seek advice. If you’re worried about something that you have been told and think that you or a student is at risk because of it, contact the Students’ Union office immediately..

• Give the student time to tell their story. If you have limited time, say so at the start of the meeting and agree a time limit. Respond to what you are being told – give appropriate verbal or non-verbal responses to assure the student that you are listening.

• Be non-judgemental

•

• If you want to clarify something never say “but” always “and’, for example: rather than..

• I understand you’re concerned about that but I’m not sure there’s anything I can do say….

• I can understand your concern about that and I’ll see what I can do

• Say `yes, and’ rather than `no, but’ (it’s much more constructive)

• Review what has been said –feed it back to the student. This ensures that you both have the same understanding of the situation. Check that you have all the relevant facts, dates etc. correct.

• Take notes – it will help you to remember important points

• Make sure you take a student’s contact details so you can get back to them.

• Agree what actions you are going to take on a students behalf and give a timescale in which you will get back to them. If you can’t keep to the timescale, always let them know.

• If you need to arrange to meet at a later date, you can give them one of your StAR cards with contact details and ask them to get in touch to agree a time when you’re both available to talk (available from the SU offices).

• Avoid:

• Trying to rush someone through a story, fidget, clock watch etc. It’s really unnerving for the person you’re talking to and you won’t hear everything you’re being told.

• Feeling that you should try to counsel people or offer careers advice. Leave it to the professionals in The Students’ Union, Welfare, Careers and Counselling, and don’t be afraid to refer a student to them – that’s what they’re there for.

• Feeling that you have to sort out everything on your own. Your Students’ Union is here to provide help, support, advice and a listening ear.

For guidance on resolving issues and making changes have a look on the StARs section of the website.

There are a whole range of support and services available to students at Bath

Spa University so when you don’t know the answer to a question a student

comes to you with, there’s bound to be a service that can help them.

If you are unsure who a student should speak to, check www.bathspasu.co.uk/advice

Alternatively, e-mail the Students’ Union’s Representation and Welfare Assistant on d.glazzard@bathspa.ac.uk

REFERRING STUDENTS

RECOGNITION Students’ Union Awards Every year, the Students’ Union hosts the Volunteer, Society and Representa-

dent volunteers throughout the year. We appreciate the time and effort that

student academic reps put into their role and have an award for one StAR from

each School.

Just V

All StARs will be eligible for a certificate in volunteering for the work they do

over the year.

CONTACTS General StARs contact Email: stars@bathspa.ac.uk Website www.bathspasu.co.uk/stars Representation and Welfare Assistant Dani Glazzard E-mail d.glazzard@bathspa.ac.uk Tel 01225 87 (6527) Students’ Union President Amy Dawson E-mail su-president@bathspa.ac.uk Tel 01225 87 (6159) Deputy Chief Executive Officer (Bath Spa Students’ Union) Tim Holden E-mail t.holden@bathspa.ac.uk Tel 01225 87 (5413)