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Who's who in the Course Rep System
Faculty Reps
Faculty reps are elected at the first course rep council. Anyone can run to be one; they do not have to be a course rep already. They chair the relevant faculty course rep council, sit on the course rep executive committee and each are members of Student Council. They support and line manage all course reps in one faculty, so are really useful people to get to know.
Faculty Links Officers
Faculty links officers are the administrators of the course rep system for the Students’ Union. They will take the minutes of faculty course rep council, help put together the monthly course rep newsletter and help to administrate the course rep forum pages. These are the people to talk to if you want to put an item on the agenda at faculty course rep council or have any dates for the diary that other course reps will find useful.
Course Rep Executive Chair
The course rep executive chair is elected at the first course rep council. They work closely with the VP academic affairs to help look at University policies and decisions as well as working with the rest of the executive committee on educational campaigns.
Department Reps
Department reps are drawn from course reps within each school or department. They sit on the faculty board and in most cases will be the informal chair of course rep subject teams.
How do Course Reps influence change?
Below is the Course Rep structure, you can click each section of the diagram to get more information one how your student issues reach the University decision makers through our Course Rep system.
 Academic Council
Who chairs it?
Vice-chancellor, John Craven
When is it?
Termly
Who goes to it?
Deputy vice-chancellor and the pro-vice-chancellors, faculty deans, a lot of academic staff and non-academic staff, Students’ Union President and Vice-President Academic Affairs and one student elected by student council
What is its purpose?
Developing academic activities and supporting resources, responsible for curriculum content, academic standards and academic procedures including admissions, expulsions and awards
How to prepare?
Most of the committees that course reps sit on feed into this meeting and the VP Academic Affairs will be using the discussions with course reps to present and inform the discussion of this board. So have a word with the VP Academic Affairs about academic procedures and if you want them changed.
Student Council
Who chairs it?
Elected from the first Student Council of the year, anyone can chair that is a current student, so long as they don’t already hold a seat on Council.
When is it?
Monthly
Who goes to it?
All students are welcome to attend and contribute to the discussions, as well as being able to contribute ideas and motions for those that are members of the council to vote on. Members include the chairs of all execs from Societies through RAG the Athletic Union, all part time students’ officers and sabbatical officers also sit alongside all 5 faculty reps. For more details go to www.upsu.net/studentcouncil
What is its purpose?
Student representatives from different factions of student life, such as halls, sports, international students and more, sit to hold the elected sabbatical officers to account. Student council has the authority to represent students, it is a forum to discuss and resolve issues arising in the Students’ Union structures and decide policy and approaches to lobby the university.
How to prepare?
Submit ideas and suggested resolutions to the issues you find either through the faculty reps or drop the VP Democracy and Communications an email, laura.stevenson@upsu.net. Come along either to observe or prepared to comment on item. Your faculty rep and the sabbatical officers will be able to help you further.
Course Rep Executive Committee
Who chairs it?
Course Rep Exec Chair
When is it?
At least 6 times a year, but will usually occur in advance and after course rep council.
Who goes to it?
Course rep exec chair, the five faculty reps and the VP Academic Affairs
What is its purpose?
To prepare the discussion topics for course rep council, act upon the suggestions put forward by course reps, oversee education campaigns and support course reps
How to prepare?
Attend and contribute to the faculty course rep council discussion topics. Contact your faculty rep if there are any key issues you feel the Students’ Union should have a role in to lobby the university.
Faculty Course Rep Council
Who chairs it?
Faculty Rep
When is it?
Monthly
Who goes to it?
All the course reps in that faculty, or at least a representative from each subject team
What is its purpose?
To help identify, discuss and seek resolutions to course-related problems, academic issues and university-wide issues and help to share best practice on being a course rep. It is a core forum for gathering opinion on a variety of university and faculty level decisions and policies to enable the Students’ Union to lobby issues directed by the students.
How to prepare?
Read through and contribute to the discussion topics of the month and discuss with students and your course rep subject team the issues that exist and possible solutions. Contribution to the discussion topics will count towards attendance at course rep council.
Faculty Board
Who chairs it?
Faculty Dean
When is it?
Termly
Who goes to it?
One student from each department; Associate deans, heads of departments; chairs of other faculty committees
What is its purpose?
A forum for the discussion and consideration of all matters relevant to the work of the faculty and, make recommendations to academic council
How to prepare?
Talk to the students that sit on this board or communicate with your faculty rep, with what you feel has occurred in the faculty particularly useful to raise concerns over the operation of combined degree programmes or matters that have not been dealt with to your students’ liking at the SSCC
Board of Studies
Who chairs it?
Usually the head of department
When is it?
Usually November and May
Who goes to it?
All course reps; course leaders, associate deans and relevant staff to the department. Combined honours students are asked to attend their other relevant SSCC at least once throughout the year.
What is its purpose?
The Boards of Studies for courses within a department are responsible for the ongoing review of the academic standards and the quality of learning opportunities of these courses, and for making recommendations for their development and improvement. It is important to relay what happened at board of studies to the students in that department and particularly on your course.
How to prepare?
Approach the chair in advance if you wish to present a report for an item on the agenda or put an agenda item on. Alongside your subject area reps, ask your students their views on how they would improve their individual course and issues they have with particular units, you can ask a lecturer in advance if you want to do a post-it note sweep or shout-out in a lecture. Use your course Facebook group to gather ideas on what your students think of your course. Look back over the previous Board of Studies minutes and chat with your subject team about what you all want to contribute to the meeting, especially if you know you cannot make the board of studies because you are attending another one at the same time.
Student Staff Consultative Committee
Who chairs it?
A course rep or course leader
When is it?
Termly
Who goes to it?
All course reps that are based in that subject area/department. Combined honours reps are asked to attend their other relevant SSCC at least once throughout the year
What is its purpose?
An informal(ish) meeting between reps and staff to discuss the year to date, will deal directly (through the action of members of staff) with any day-to-day matters affecting students. Where necessary, it will make direct recommendations to the Board of Studies, including learning resources, teaching and student support as well as solutions to any issues that have arisen from the students. Members present should be informed of any changes to course structure, curriculum or syllabus, but it is not the place for personal problems to be discussed. It is important to relay what is happening and being discussed at SSCCs to faculty course rep council and your students.
How to prepare?
Approach the chair in advance if you wish to present a report for an item on the agenda or put an agenda item on. Alongside your subject area reps, ask your students their views on particular parts of the last term, you can ask a lecturer in advance if you want to do a post-it note sweep or shout-out in a lecture. Use your course Facebook group to gather ideas on what your students think of your course. Look back over the previous SSCC minutes and the discussion documents from faculty course rep councils-found in the resource section of the course rep pages on upsu.net. Chat with your subject team about what you all want to contribute to the meeting, especially if you know you cannot make the SSCC because you are attending another one at the same time.
What is a Course Rep?
Course Representatives are students, chosen by their fellow students, on their course and on the same year, to raise student issues at department and University-wide level.
Steve Topazio, President says “As a previous Course Rep and chair the course rep executive committee I know first hand just how an important job course reps do. Course Reps are the most important volunteers at the Students Union and are vital to communication between students and the Union and University. If it wasn’t for course reps then it would be very difficult for students to voice their opinions and concerns effectively.
Why are Course Reps important?
Course reps take part in the departmental Student Staff Consultative Committee (SSCC) meetings to raise students’ issues on a departmental level. Additionally they take part in the Course Rep Council meetings which are co-ordinated by Oliver Styles, the Students’ Union Education and Representation Officer and the course rep executive committee. Additionally course reps receive support and training from the Students’ Union.
- Actively seek to find out if there are any issues that are affecting your studies or student experience
- Make sure you have your say about your course and how it is run
- Raise your concerns and contribute your ideas
- Get involved in the development of your course
- Let the people who make decisions know how your course could be improved and raise issues and ideas
Why become a rep?
* Make your voice heard
* Influence university policy
* Improve communication, negotiation and problem solving skills
* Receive training
* Get your course rep hoodies
* Enhance your CV
* Meet new friends
How to become a Course Rep?
Course Representatives are elected during the first week of term, usually in one of your induction lectures. If you wish to stand to be a course rep then you need to speak to your head of department who will tell you what happens next. The standard procedure involves nominations followed by elections; each year in each course should have at least one representative.
Any student on any course in any year can be a course rep – you just need the passion to represent the students on your course.
There is a Course Representative Job description available which gives you an idea into the kind of job you will be expected to do during the year. This document also gives you insight into the skills that you may develop as a course rep and the benefits from being a volunteer at the students union.
If you are successful in being elected as a course rep then you will be eligible to be nominated for a course rep award at the end of the year. These awards are presented at the student activity awards dinner and are awarded to those course reps that have excelled in their role and gone above and beyond the call of duty.
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