UELSU Programme Representatives Handbook 2009/2010

ContentsWelcome 3

Introduction to Programme Representation 5

Roles and Responsibilities 6

Effective Communication 7

What are the types of issues that Programme Representatives deal with? 8

How do I help other students? 9

A guide to Programme Committee meetings 10

Volunteering Opportunities 13

Achievements and the year ahead 14

Important dates for your diary 15

Appendix 1: Role Description for Programme Representatives 16

Appendix 2 : Programme Committee Terms of Reference 17

Appendix 3: Sample Agenda 18

Appendix 4: Model Minutes 19

Appendix 5: UEL Academic Board Committee Structure 22

Appendix 6: UELSU Mission Statement 23

Appendix 7 : UELSU Equal Opportunities Statement 24

Appendix 8: Useful Contacts/Support Available 25

Appendix 9: Useful Web Pages 26

Programme Committee Meetings and Training Courses Log 27

Programme Representatives Case Studies 28

2

3

Welcome from the UELSU President

Being a student representative can be challenging task.

Whether you were elected, nominated or put yourself forward as a

representative, the duty can be difficult and exciting at the same

time, but also rewarding due to the complex issues surrounding it

and the knowledge gained afterwards.

My name is Joseph Bitrus. I am President of the Students Union.

The Executives' focus this academic year is on facilitating

campaigns to improve the student-tutor relationship, student life

experience, work with relevant authorities to improve study facilities

like the library, on campus security, and all the most pressing

issues that affect your academic and social welfare. You have the

power to decide how your welfare should be handled at the highest

level. You need only use your voice.

Our lovely members of staff will be on hand to competently offer you training on how to

become a successful representative. This could translate gains for the rest of the students'

community. The SU will be working very closely with you in order to deliver quality

representation to the students. We invite you to use our bars, shop, ask staff and the Executive

officers if you need help and feel free to bang on our door in the North Building in Docklands

and Passmore Edward building in Stratford.

For the final year students, ensure you fill in the National Student Survey NSS coming your

way in few months time. It's all about your degree worth and your future in the job market.

Nevertheless, it is very important that you get full representation echoing in the actions of your

representatives. We hope that you would be able to focus with open minds on positive aspects

and constructive issues to achieve actual results.

I look forward to working with you from September 2009 and beyond.

Joseph Bitrus

SU President

Representation is the main function of the Students’ Union and the Programme Reps

system is vital for both our work and for the University’s. The demands and expectations of

students are constantly changing and it is important that there are clear channels of

representation and communication for students to put forward their concerns, comments

and suggestions.

By consulting and engaging students in all areas of the University’s work, and in particular

on their programme of study, we hope to create a vibrant and understanding institution with

students playing a central part of this community.

4

Welcome from the UELSU

Academic & Welfare Officer

I would like to take this opportunity to welcome all students to UEL

and also introduce myself and let you know of the services that you

would have available for you as UELSU staff.

My name is Ade Odumosu and I am the VP Academic and Welfare

officer. It is the Academic and Welfare Officers job to look after

academic campaigns within the University. It is my duty to work

along side our high quality advice service, and represent students

to the school on most academic and welfare campaigns.

I am here to liaise with students on Academic campaigns on a

national level and issues that are UEL, programme or department

specific. I am also here to represent students on various welfare

issues. I can also point students in the right direction in terms of

accessing support for whatever problems they might be facing.

This year my major priorities are housing, assessment feedback and policy review. It is

important for students to feel happy with where they are living and I also want to get a

commitment from departments to set a time scale for feedbacks. Also I would be working

closely with the university to review the assessment policy we currently have at UEL which I

strongly believe needs reviewing.

To find out more, you can always contact the Academic & Welfare officer by phone from Mon-

Fri between 10am to 5pm on 07872 600 993 or by e-mailing [email protected]; or for further

advice or information, you can always contact our reception staff at Docklands or Stratford

Campus or refer to www.uelsu.net.

Ade Odumosu

VP Academic & Welfare Officer

5

Introduction to Programme Representation

Why have a programme representative system?One of the fundamental functions of a Students’ Union is the representation of students. An effective

Programme Representatives system can be amongst of the most successful ways of achieving this.

Programme Representatives (Reps) are one of the main vehicles by which students can have a

measure of control over their own learning experience.

Programme representation can be defined as giving students a voice to influence institutional policy

and resource decision-making processes and provides an accountable system for channelling

student views.

Why is programme representation important?General arguments

Student views are lodged firmly in the institutions decision-making processes (ie where policy is

decided and resources are distributed).

It promotes the idea of an institutional culture of partnership between various stakeholders (UEL

staff, Programme Reps and UELSU) and all these should be working together to enhance the

quality of the total student experience.

It provides students with an opportunity to provide critical commentary on their total student

experience.

It acts as a less formal complaint system.

It gives students a level of ownership in relation to their education.

It collects students’ views on a day to day basis building up a comprehensive view over time.

It is interactive, pro-active, innovative and thought provoking.

For the university

Programme Reps can provide consistent well informed opinions about the quality of teaching and

learning and the student experience in general.

Institutions need to ensure that they continue to offer high quality programmes, and the involvement

of Programme Reps are vital in achieving this goal. Programme Reps can provide staff with

information about how their programmes can be effectively improved.

They can also support staff in their bid to introduce new teaching and learning projects.

Which committees have programme representation?There are places for students on the following School based committees:

School Board

School Quality Standing Committee

School Based Learning & Teaching Committee

School Based Research Degrees Sub-Committee

Programme Committees.

Programme Committees are accountable to the relevant School Board, which in turn is accountable

to Academic Board.

There are also two places on the centrally based Research Committee and one place per School on

the Joint Student Staff Consultative Committee. A diagram of the UEL Academic Board Committee

structure is provided in Appendix 5.

What is the role of a Programme Rep?

To represent views of students on their programme.

To form a vital link between staff and students in their

School.

To bring issues to the attention of UELSU.

You are responsible to, and elected by, students on

your programme.

Why should I be a Programme Rep?

You can make a difference to how your programme is run.

You can be part of UELs decision making processes.

You can meet other students and reps on your programme.

You can gain highly transferable skills.

You can be awarded a certificate of achievement.

You can have fun through networking and social events.

You may be able to claim expenses through one of UELs’

Volunteer Schemes.

What does being a Programme Rep involve?

Representing the views and concerns of students on

your programme of study.

Attending and participating in Programme Committee

meetings.

Consulting and reporting back to students.

Attending training events organised by UELSU.

What support is available?

Programme Representative handbook.

Induction and an ongoing programme of training

provided by UELSU and other relevant bodies.

The Programme Representatives Co-ordinator in

UELSU -

Email: [email protected]

Telephone: 020 8223 7025.

UELSU Advice and Information Service.

(for assistance with complaints, appeals, finances

and more).

UELSU Executive (your elected university reps - for

political campaigns).

UELSU website (for general info) www.uelsu.net

There's also a UEL Plus site for Reps, so you can

get up to date information and communicate with

other Reps across the university.

Your Programme Leader.

UEL web pages for policies and regulations

(See appendix 8).

Online training is available (see weblink below).

www.uelsu.net/pages/programme_reps_and_volu

nteering/Programme_representatives/

What are the time commitments?

Attendance at programme committee meetings.

Attendance at Programme Reps training events.

You should also refer to the role description in

Appendix 1.

6

Roles and Responsibilities

7

Effective Communication

Some students do not communicate with their Programme Rep because they don’t understand what

a Rep does. You will need to explain that students can approach you with positive and negative

issues about the programme they are taking and that you will pass the information onto the

Programme Leader so they can enhance your learning experience now as well as improving the

programme for future years.

How should I communicate with classmates?The sooner you start communicating with other students about their issues with the programme the

more information you will gather. Some suggestions are listed below.

Your contact details and photograph (optional) should be displayed either on School noticeboards or

UEL Plus noticeboards so that students can contact you. You’ll need to liaise with the School Office

(Programme Administrator) to ensure contact details of all Programme Reps are displayed. The

School is responsible for also displaying dates of meetings, minutes of the previous meeting and

changes made as a result of student feedback on noticeboards

Ask your Programme Leader to liaise with Module Leader(s) to give you some time at the start or

end of core lectures and seminars so you can explain to students how they can contact you to

discuss any issues (especially for programme committee meetings) or if they will give you 15

minutes at end of class can be made available for students to have a meeting.

Speak to students during coffee-breaks, or before and after class to discuss any issues they may

have with the programme. It may also helpful to discuss the agenda of the next programme

committee meeting, so you can discuss the items that the department want to raise as well as the

issues that the students want to raise.

At the beginning of a core lecture or seminar give everyone a small sheet of paper and ask them

write one thing they think is going well and one thing that could be going better about the

programme.

Some Programme Reps hold a drop-in/clinic session prior to the programme committee. You will

need to ask your Programme Leader to book a room so students can drop in to discuss issues with

Programme Reps. These may be more successful if they are well publicised and held before or

after a core lecture.

You can also ask your Programme Leader to liaise with Module Leader(s) so you can use UEL Plus

noticeboard boards and discussion forums. It would be helpful to post a notice or email students,

prior to programme committee meetings, asking for issues they would like to see discussed.

[SPARQS, HE Handbook (OnlineResources)]

Programme Reps must be able to represent the views of the student group. You should seek the

support of your Programme Leader to help find opportunities to seek the views of others on the

programme. The best thing you can do is to try and meet with other Programme Reps on the

committee and work as a team.

8

What are the types of issues that

Programme Reps deal with?

The main responsibility of a Programme Rep is raising the concerns of the student body which are

directly related to the academic nature of your programme. The most useful comments that you can

make as a Programme Rep are about the issues on your course which the teaching staff have the

power and ability to change. A few examples are cited below.

Module deadlines – lecturers changing them without consulting the students and then penalising

them if they do not meet the deadline.

Lecture rooms – rooms not large enough to accommodate the cohort.

Reading lists – some lecturers may not submit their reading lists to the library for new acquisitions.

Hidden programme costs – eg students being charged for module handbooks when they

shouldn’t.

Turn around of marked work – students requesting assignments to be marked and returned

before the following assignment is handed in to enable them to make use of the tutor’s comments.

Other issues include:

Cancelled lectures, Late lecturers, Unavailability of past exam papers,Limited access to lab equipment/computers, Problems with tutors, Teaching methods,Assessment methods, Resources for studying, Workloads etc.

Issues Programme Reps should NOT deal with

There are some issues that Programme Reps should not deal with, and if students approach you

about these issues you should pass them on to the UELSU Advice and Information Service and/or

UEL Student Services as appropriate.

Formal procedures eg academic appeals, individual complaints, extenuation, disciplinaryhearings.

Financial and funding queries.

Welfare problems, health and personal issues eg council tax or visa problems.

Disputes between individual students and academic staff.

These sorts of issues can be complex and time consuming and require expertise, so don’t feel bad

about referring someone on to UELSU AIS or UEL Student Services. With regards to complex

casework, the UELSU AIS staff and Sabbaticals are qualified to deal with this type of enquiry so

make the most of their experience and knowledge.

How do I help other students?

Imagine the following scenario; there are students complaining about overcrowded rooms,

inadequate lectures, expensive handouts and a slow turnaround of work. To whom should they go?

The first step might be to go to the Programme Rep – some one they know on their programme and

who is sharing their experience. As students begin to recognise you as their Programme Rep,

individual students who want you to help solve their problems will probably approach you. One key

thing to bear in mind is confidentiality; always treat what a student tells you as confidential. If you

are going to take any action or discuss the matter elsewhere, get their agreement first.

There are several ways of dealing with individuals’ problems and concerns, which may need to be

dealt with urgently, particularly if there are problems or issues arising in between Programme

Committee meetings.

Talk to a staff member – Most of the problems students will approach you with (eg timetable,

overcrowding, late return of essays etc) should first be reported to your Module Leader or

Programme Leader. You may want an earlier resolution and should be able to discuss issues and

negotiate a solution. Informal routes of negotiation can sometimes be the most successful: try and

resolve problems at the lowest level. You can also talk to other Programme Reps to see if the issue

has been resolved in another year or department.

Putting the issue on an agenda – You may be advised to discuss an issue at the Programme

Committee meeting, or there may be recurring problems that you need some guidance on or a firm

policy decision made. You will need to contact the Programme Administrator to put items on the

agenda of a programme committee meeting.

Seek advice from others – If an issue cannot be resolved to your satisfaction, or you are unsure

about anything, then contact the Students’ Union (UELSU). We will help you with your concerns. If

students consult you on any of the following areas which are outside your remit (see issues that

Programme Reps should not deal with) then you must refer them to UELSU UELSU Advice and

Information Service and/or UEL Student Services as appropriate.

Please remember that the academic staff and UELSU are there to help and support you. For

advice, support and information concerning programme representation please e-mail

[email protected]

A list of useful contacts and sources of support is available in Appendix 8.

The UEL Student Charter

It is important that you as a Programme Rep are familiar with the UEL Student Charter and what it

means for students. The Student Charter is available at

http://www.uel.ac.uk/studentcharter/index.htm

9

A guide to Programme Committee Meetings

As a Programme Rep a major part of your work will involve attending Programme Committee

meetings. For some of you it may be the first time you are attending formal meetings of this nature.

Remember you are not on the committee as an individual but are representing other students.

If you require more background information or clarification, you can arrange a meeting with other

members of your Programme Committee, you can also talk to other Programme Reps on your

programme and try to get hold of minutes of past meetings (from the Programme Administrator).

Some Programme Reps may be worried that they will not be taken seriously, or that if they are

outspoken this may be held against them and their academic work may suffer as a result. It is

important to remember that most staff respect and support programme representation, and don’t

expect you to know the details of every issue.

Preparing for meetingsAlways check the time, date, and venue of the meeting. Make sure you know exactly where the

room is prior to the meeting. If you are unable to attend a meeting you must send your apologies to

the Chair.

Find out how often the programme committee meets.

Find out how you can put things onto the agenda if there is something in particular you wish to

discuss which has been raised by students. There usually is a deadline for agenda items. The Chair

(this is usually the Programme Leader) should be able to advise you of this.

Inform other students of the date of the meeting to collect feedback and issues for discussion at the

meeting.

You should receive the papers for the meeting a couple of days before hand, if not arrange to collect

them.

Consult as widely as possible with other students about issues on the agenda.

Read the papers – is there any terminology that you don’t understand or issues you need

clarification on? You can share or divide up the reading of papers with the other Programme Reps

attending the meeting.

Note down any points you want to raise, in advance of the meeting.

It is a good idea to meet with other Programme Reps attending the meeting, prior to the meeting

itself. This will help you manage issues as they arise.

AgendaAgendas can differ between meetings, but most will include the following.

Apologies - if you are unable to attend a meeting, you must send apologies to the Chair in advance.

Chair’s action - the Chair may have acted on behalf of the committee during the period between

meetings, and s/he will ask for endorsement.

Minutes of the previous meeting – any comments on the factual accuracy are requested, if there

aren’t any then the minutes are confirmed as an accurate record.

10

Matters arising/update on actions – progress on actions is noted. Try to ensure that these remain

on the minutes if not completed.

Reports - this normally constitutes the main bulk of the agenda. If you submit a paper for discussion,

you will present it here.

Student Issues – there should be an item for discussion of student issues on the programme, if not

request one. This should also include feedback on student surveys eg Module Evaluation

Questionnaires, National Student Survey, UEL Student Satisfaction Survey etc. UEL also publishes

a newsletter providing feedback on the UEL Student Satisfaction Survey and National Student

Survey, and also “You said, we did” posters in response to student feedback.

Any Other Business - if you need to discuss an important issue which did not get put on the agenda,

you may be able to raise it here.

A model agenda is provided in Appendix 3, it is not intended to be exclusive or exhaustive.

In the meetingWear what you feel comfortable in; programme committees are usually fairly informal.

Arrive on time, so you don’t miss anything important.

Try and sit where you can attract attention of the Chair if you want to make a contribution.

Listen to the discussion.

Address your comments to the Chair rather than individuals (this might not be necessary in informal

meetings), and be concise!

If you are asked for the student view on an issue, don’t feel that you have to give a definite

response. You have the right to ask for time to consult students on your programme.

If you have any doubts, ask for clarification from the Chair.

At the end of the meeting, ask the Chair to summarise all the actions that need to be carried out.

Note any actions required of you with deadlines.

After the meetingDiscuss with the other Programme Reps how the meeting has gone and take on board any agreed

actions.

Report back to students about the decisions that affect them, and the responses to any issues you

may have raised. You should be able to feedback actions to students at the end of lectures or

through UEL Plus or School noticeboards.

You may need to collect student feedback on a particular issue to take to the next meeting.

11

Common Concerns

1. The meetings can be intimidatingYou may be less experienced than other members of the meeting. - What can be done?

The best thing you can do is to try and meet with other Programme Reps on the committee andwork as a team. Listen and take notes in the meeting (note responses to issues you have raised orany actions you are asked to undertake). Don’t be afraid to ask for help from your ProgrammeLeader and UELSU. The weekly newspaper The Times Higher Education Supplement is a goodway of getting up to date with current HE issues generally.

2. A lack of background informationThe Chair, other more experienced Programme Reps and UELSU can give you a general briefingbut you can often begin a meeting with less information and background knowledge than the rest ofthe committee. It might feel a little daunting to ask for information or clarification because thishighlights a lack of knowledge. You might have to come to terms with issues which began beforeyou joined the committee, and which might not get resolved before you leave. - What can be done?

Try and arrange a meeting with other members of your Programme Committee to find out what themain issues have been historically. You can also chat to previous Programme Reps on yourprogramme or try and get hold of past minutes.

3. People will think that I am complainingMembers of the programme committee will think that I am always complaining.- What can be done?The programme representative system is well understood by staff who realise that you, as aProgramme Rep, are raising the concerns of the programme group (students). It is only by raisingthe concerns of the group that you will be able to make a difference to their learning experience.

4. Attitudes towards Programme RepresentativesYou may feel you will not get taken seriously because of your age or experience. You may feelunsure whether your points are being taken on board, or be afraid that you will be perceived asoutspoken. You may also have concerns about being a Programme Rep will be held against you byacademics who assess your work. - What can be done?

Most staff respect and support programme representation, and don’t expect you to know details ofevery issue. If you feel your ideas are not being listened to, ask for regular progress reports onissues you have raised. You could suggest having a regular agenda item for student feedback. Youshould NEVER be penalised in your academic work for being a Programme Rep. if you suspect thisis the case please see UELSU.

5. Feeling marginal or peripheralPerhaps as a result of the above, you might feel nervous, segregated and not fully part of thecommittee. This can lead to feelings of uselessness, that matters are not relevant to you or otherstudents, and it is a waste of time being there.- What can be done?

As an elected Programme Rep, you are a full member of the committee, and have as much right tooffer input as anyone else. If you feel the content of the meetings is not relevant to other studentsthen have a chat with the Chair afterwards. Programme Committees often discuss long termstrategic issues, whereas students may prefer to address more specific, short term issues.

Always remember that the Student’s Union is principal source of support in all circumstances. We are here to help you perform your role to your full potential.

The terms of reference for Programme Committees are provided in Appendix 2.

12

Volunteering Opportunities

HEFCE Active Community Fund Volunteers

This project with the University of East London is aimed at students, there is no age limit to get

involved. There is no minimum number of hours of voluntary work that you need to complete and in

return you will be able to bid for up to a £500 budget and certificates will be given to volunteers who

engage in a voluntary activity.

If you are interested in getting involved in this project please contact Bob Reed at the Students’

Union on 0208 223 7025 or e-mail [email protected]

Benefits of volunteering

Volunteering has not always been recognised as being worthwhile and it is not often given

the attention it deserves. However, volunteering has numerous benefits including:

• Developing new skills

• Meeting new people

• Having fun

• Gaining valuable experience

• Trying something new

• Doing something worthwhile

• Helping you decide what you want to do with your future

• Enhancing your C.V. and future career prospects

• Giving something back to your community.

13

Achievements and the year ahead

The year ahead promises to be an exciting and productive one with regards to Programme Reps and

we will be building upon past successes.

The last few years have seen an increase in registered Programme Reps. We also ran a highly

successful training programme issuing certificates of attendance to those who participated. In

addition to the induction programme there were a variety of skills based training sessions as listed

below.

• Academic Frame work

• Assessment Offences (cheating & plagiarism)

• Extenuating Circumstances

• Appeals and complaints

• Listening Skills

• Committee & Negotiation Skills

• Public speaking and presentation skills

• CV and covering letters

Since 2004-05, we have been working closely with our university’s Quality Assurance and

Enhancement department to increase the level of programme representation, ensure consistency

across Schools and disseminate good practice. This has included holding focus groups with

Programme Reps and non-Reps.

In addition to the above, this year we also hope to involve previous Programme Reps in the delivery

of training, providing them with useful skills and experience and also hope to expand on social and

networking activities.

14

Important dates for your diary

Induction Sessions (You only need to attend one)

Induction Sessions - To Be Confirmed.

We will also be doing on going training relevant to role of Programme Rep,

which will include:

Assessment Offences14/10/2009 Docklands Campus 5-6pm - EBG.05

16/10/2009 Stratford Campus 5-6pm - TL0.2

Academic Appeals and Internal Complaints03/11/2009 Docklands Campus 5-6pm - EBG.05

05/11/2009 Stratford Campus 5-6pm - TL0.2

Committee and Negotiation Skills 19/11/2009 Docklands Campus 1-2pm EB.1.05

Details of all training sessions will be on www.uelsu.net & UELPlus.

Please also watch out for adverts on the Plasma screens around campus.

The Programme Representatives Co-ordinator can be contacted on 020 8223 7025 or

through e-mail at programmereps @uel.ac.uk

15

APPENDIX 1:

Role Description for Programme Representatives

ContactsProgramme Representatives should provide a link between staff and students by liaison with:

Programme Leader and relevant School staff;

students on the programme;

UELSU Officers.

PurposeTo give students a voice to influence programme level policy and resource decision-making

processes and provide an accountable system for channelling student views.

Main Duties

To carry out the role Programme Representatives should:

• represent the views of students, by finding out the views of other students on the programme;

• contribute items to the agenda of meetings;

• read paperwork for meetings and read minutes of past meetings;

• understand current issues and keep an awareness of new policies and initiatives;

• carry out agreed actions;

• feedback information or agreed actions to all students on the programme;

• canvas opinions, collect feedback or consult with other Programme Representatives to clarify

issues before the next meeting;

• report major issues to UELSU Officers and/or the School’s Programme Representative on the

Joint Student Staff Consultative Committee for further action.

Guidelines

In carrying out the role of Programme Representative, the following guidelines may be followed.

At the end of each meeting, ask the Chair to summarise all the actions that need to be carried out.

Programme Representatives may share or divide up the reading of paperwork for meetings.

Discuss issues with other Programme Representatives before and after committee meetings.

This will help you manage future issues as they arise.

Time Commitments

Attendance at programme committee meetings.

Attendance at Programme Representatives training events.

In attendanceProgramme staff, making a significant teaching contribution to the programme, and relevant Field

Leaders will be entitled to attend.

The meeting will be held once per semester and will be quorate if 40% of the members are present.

16

APPENDIX 2

Title: Progamme Committee

Reports to: School Board

TERMS OF REFERENCE

To be responsible for assuring and enhancing the quality of the student experience at programme

level by:

Providing a forum in which students can express their views about the management of the

programme, and the content, delivery and assessment of modules, in order to identify appropriate

actions to be taken in response to the issues raised and to ensure that the implementation of these

actions is tracked.

Providing formal yearly student feedback on the programme as input into the preparation of the

Programme REP.

Reviewing programme questionnaire results and making recommendations and changes arising

from these.

Receiving, considering and approving the Programme REP and identifying responsibilities for action

to be taken before it is considered by School Quality Standing Committee.

Reviewing the relevant documentation and other evidence prepared for Academic Review and other

external review processes.

Considering proposals for modification of the programme structure.

Making recommendations for new modules to the appropriate Field Committee.

Advising the Programme Leader on mechanisms by which University policy statements, which have

an impact on module design and delivery, are implemented.

MEMBERSHIP

Programme Leader (Chair)

Administrator/Servicing Officer (ex-officio)

Module leaders of all modules core to the programme

Learning Support Services representative

Technician representative (if appropriate)

Head of School/Associate Head of School (ex officio)

Two student representatives for each level and at least one part-time student (where appropriate)

In attendanceProgramme staff, making a significant teaching contribution to the programme, will be entitled to

attend

The meeting will be quorate if 40% of the members are present.

17

APPENDIX 3 Sample Agenda

22 October 2007

Members of the Dance SchoolBA (Hons) Drama and Dance

Dear Colleagues

There will be a meeting of the BA (Hons) Drama and Dance Programme Committee on

Tuesday 6th November 2007 at 1pm, Dance Studio 1.

Your attendance is requested.

Yours sincerely

Programme Leader

A G E N D A

1. WELCOME AND INTRODUCTIONS

2. APOLOGIES

2.1 To NOTE and RECEIVE apologies for absence.

3. MINUTES OF LAST MEETING

3.1 To CONFIRM the minutes of the last meeting held Tuesday 16th October 2007

4. MATTERS ARISING

4.1 To CONSIDER any matters arising from the last meeting held on Tuesday 16th

October 2007

5. REP REPORT AND ACTION PLAN

5.1 To RECEIVE and CONSIDER the Review and Enhancement Report for BA Drama

and Dance for 2006-07 and the action plan for 2007-08.

6. STUDENT FEEDBACK

7. LIBRARY ISSUES

8. ANY OTHER BUSINESS

9. DATE OF NEXT MEETING

18

APPENDIX 4: Model minutes

UNIVERSITY OF EAST LONDONSCHOOL OF DANCEBA (HONS) DRAMA AND DANCE

Confirmed minutes of the Programme Committee Meeting held on 6th November 2007at Dance Studio 1.

Present: Suzannah McDowie (Programme Leader); Katie Byrne;

Sonia Prague (Learning Technology Advisor); Nadine Fenwick (Library),

Programme Representatives: Ashley Denham (Level 3), Ho Kemp (Level 2),

Warren Masterton (Level 2), Salvatore Noto (Level 3)

Servicing Officer: Jenny Wade

WELCOME AND INTRODUCTIONS

1.1 The Chair welcomed new members to the programme committee.

APOLOGIES

RECEIVED from Mary Slater, Eva Frederick (Level 3); Debbie Franklin; Luke Hutton.

NOTED the committee was quorate to proceed.

MINUTES OF PREVIOUS MEETING

3.1 NOTED the minutes of the programme committee meeting held on 16th October 2007

were agreed as an accurate record.

MATTERS ARISING

REVIEWED progress on the actions arising from the meeting held on 16th October 2007.

Action 3.1 - (previously actioned 31.1.07 & 2.5.07) – tutors again reminded to

advise Nadine Fenwick, Subject Librarian, of book requirements – budget to be

allocated before end November 2007.

Action 4.1 – SM did not receive any information from tutors regarding

students who may need additional English support; tutors to be reminded of the

importance of passing information to English Language Centre on students who may

need support in this area. English language support available at 5pm, every

Wednesday.

[ACTION: Chair to follow up with module tutors by end November]

19

5. REP REPORT AND ACTION PLAN

5.1 NOTED

The importance of the REP report was stressed as an end of year evaluation. Programme

Representatives were requested to engage in constructive input and gather student views

on the REP which was available on UEL Plus.

External examiners identified some issues with teaching for students at the lower end, who

may need additional support. Tutors were requested to think about how to address this and

discuss with Programme Leader ways that weaker students can be supported.

[ACTION: Tutors and programme reps were requested to provide feedback to

the programme leader by the final submission deadline of 17th November 2007.]

6. STUDENT FEEDBACK

6.1 Feedback from Programme Representatives.

Level 1

Are there opportunities to have trips abroad? (Performing Arts had a Canadian exchange

last year). [ACTION: Chair to investigate.]DD1002: students feel that they are not learning anything; short notice for changing lecture

times; some cancelled with no notice; the Module Guide is not followed; confusion over the

assignment. [ACTION: Chair to follow up module issues with Field Leader]DD1025: positive feedback apart from module guides/Readers that went missing at the start

of the module. The change of room and new tutor lead to improvements.

DD1000: it may be possible for the Tuesday groups to have selective release so that they

can see the work earlier than Friday.

Level 2

DD2003: the room is hot and unsatisfactory. [ACTION: Chair to follow up issue of heatwith Head of Estates.]DD2005: helpful to get hard copies of the handouts; easy access to materials; good to have

aims at start and summary at the end; UEL Plus is working well although some students

have individual problems accessing. A student survey on UEL Plus is to come, and there will

be some focus group evaluations. Students were reminded to post on the education

noticeboard if they have problems with UEL Plus.

ED2001: weekly tasks not clear; not sure what students should be doing in each session;

the assignment has been changed several times; the sessions are long with no break- hot

and hard to concentrate in the rooms; is the tutorial compulsory for all groups?

[ACTION: Chair to follow up module issues with Field Leader]

Level 3

DD3016: confusion over the tutoring arrangements; no Web CT material; no Module Guide

of Reader until Week 4. Programme Rep has spoken to the tutor and some aspects have

improved.

[ACTION: Chair to follow up module issues with Field Leader]

20

7. LIBRARY ISSUES

7.1 NOTED the following library issues.

The books that went to Docklands by mistake are being returned to Stratford.

Students to inform a member of library staff if a book that should be in stock is not on the

shelves.

It is up to individual module tutors to update their reading lists and order books via the Dean

of School.

One more black and white printer will be available in the Library soon.

There is a lack of space in the library and a lack of computer equipment. Students were

reminded that there are several computer areas for their use.

[ACTION: LTA TO PUT A NOTICE ON UEL PLUSNOTICEBOARD TO REMINDSTUDENTS OF LOCATION OF COMPUTER SPACES.]

8. ANY OTHER BUSINESS

8.1 A programme update was provided by the Chair as follows.

The programme has 44 students F/T and is now the third biggest programme in the

Undergraduate offer, with many more taking SEN as a joint honours degree.

A new promotional leaflet is being printed.

The MA in SEN is hoping to run soon.

It is hoped that a new member of staff will be recruited.

8.2 The Academic Review will take place 2nd & 3rd July 2009

Academic review to be an Agenda item at the next meeting. The review is a paper-

based exercise looking at procedures, etc. A pre-review meeting will be arranged for

staff and students.

9. DATE OF NEXT MEETING

9.1 Tuesday 12th February 2009 at 1.00pm (venue to be advised)

21

APPENDIX 6: UELSU Mission Statement

UELSU recognises that in our society power is not held equally and that groups and

individuals have been and continue to be discriminated against.

Statement of Intent

UELSU aims to create the conditions whereby all individuals may contribute as fully as possible

without fear of unfair discriminatory attitudes and practices.

In order to ensure there is a positive atmosphere, UELSU seeks to create and sustain a welcoming

environment for all its users both inside and outside UELSU buildings and properties.

Principles

Discrimination, direct or indirect, based on grounds which may include: ability (physical, mental or

sensory in origin), age, appearance, asylum status, caring responsibilities, creed, gender, HIV

status, family or marital status, medical conditions (which are not relevant to their function within

UELSU), nationality, political beliefs (which are not deemed by UELSU to be in contradiction with

the principles of this policy), race (cultural, ethnic or national origin), religious beliefs, sexual

orientation, social and economic background or any other similar distinction are unacceptable and

will not be tolerated.

In addition, such forms of discrimination represent a waste of human resources and a denial of the

opportunity for individual fulfilment to the detriment of UELSU as a whole, and to the wider society.

Equal opportunity policies can only succeed with the active support of the whole organisation and

UELSU seeks to involve all sections of students, officers and staff in the continued development and

implementation of its policy and related activities.

Equal Opportunities in Practice

UELSU recognises that an Equal Opportunities Policy can only be effective if it is understood by all

individuals involved in the Union and if it is incorporated into recruitment, recreational and working

practice and monitored on a regular basis with feedback encouraged.

The Equal Opportunities Policy should be widely publicised in order that students, officers and staff

are aware of their rights and responsibilities in relation to best practice in Equal Opportunities.

Physical access to and facilities within UELSU buildings should provide all users with an equal

opportunity to participate in UELSU activities and services. Where current provision is inadequate, it

should be investigated and remedied.

23

APPENDIX 7:

UELSU Equal Opportunities Statement

UELSU is the recognised representative body for students’ enrolled at the University of East

London. The Union exists to provide a channel of communication for matters of interest to the

student body, both internally and externally.

By facilitating social, cultural and athletic, the Union seeks to enable students to take an active

part in the University community. The Union aims to provide services which reflect the diversity

amongst its membership and to provide advice and information to support the welfare and

educational needs of the Student body.

The Union seeks to empower students by creating leadership opportunities, providing quality

services at affordable price levels, and a range of activities which encourage all students to

participate in a living campus should they choose to do so.

24

APPENDIX 8: Useful contacts/support available

Programme Representatives Co-ordinator (UELSU):

020 8223 7025 - [email protected]

Vice President Race and Diversity Officer (UELSU):

Quincy Okpokpor [email protected]

Programme Leaders:Contact your School Helpdesk or UELSU, for names of Programme Leaders.

UEL Student Services

Student Services are based in temporary accommodation at Stratford Campus (Water Lane entrance)

and in the North Building at Docklands Campus (Reception is on the 2nd Floor). Student Services offer

the following:

Student Wellbeinghttp://www.uel.ac.uk/studentservices/wellbeing/index.htm

UEL CHAPLAINCY works in partnership with the Wellbeing Team on a holistic basis, offering spiritual

care, personal support, and information and advice on religious issues. It is a free service, available

to members of any faith and those of no faith who would like to find out more. For further information

visit www.uel.ac.uk/chaplaincy. Or contact us at [email protected].

Information & Enquiries Teamhttp://www.uel.ac.uk/studentservices/information/index.htm

Student Money Advice and Rights Teamhttp://www.uel.ac.uk/studentservices/smart/index.htm

Disability & Dyslexia Unithttp://www.uel.ac.uk/disability/index.htm

25

APPENDIX 9: Useful web pages

Academic Appeals:

http://www.uel.ac.uk/qa/qualityass_appeals.htm

Assessment Policy:

http://www.uel.ac.uk/qa/AssessmentPolicy.htm

Attendance policy:

http://www.uel.ac.uk/qa/documents/attendancestudentguidelinesprogrammehandbook.doc

Complaints Procedure:

http://www.uel.ac.uk/qa/qualityass_complain.htm

Computer based training for Word:

http://www.uel.ac.uk/it/training/index.htm

Employability at UEL:

http://www.uel.ac.uk/employability/job/index.htm

Equality and Diversity Policy:

http://www.uel.ac.uk/hrservices/EqualityDiversity_Policy.htm

Essential Guide to UEL (General information for students)

http://www.uel.ac.uk/essguide

Extenuating Circumstances:

http://www.uel.ac.uk/qa/extenuation.htm

Manual of General Regulations (including Responsibilities of Students)

http://www.uel.ac.uk/qa/manual/index.htm

Programme Specifications: (Programme information)

http://www.uel.ac.uk/courses/index.htm

Skills Curriculum:

http://www.uel.ac.uk/qa/skills.htm

Skillzone:

http://www.uel.ac.uk/skillzone

Student Charter:

http://www.uel.ac.uk/studentcharter/index.htm

*UELSU Programme Reps information (including online training)

http://www.uelsu.net/pages/programme_reps_and_volunteering/Programme_representatives/

*SPARQS (Online resources for Programme Reps in Scotland)

http://www.sparqs.org.uk/

Please keep a log of the Programme Committee meetings & training courses that you attend.

The training sessions will help you be more effective in your role so try & attend as many as you can.

The more you go to the better your certificate will be!

1-3 = Bronze4-7 = Silver8-10 = Gold

Certificates are available upon request.

26

27

Training Course title /

Programme CommitteeDate Signature of course

co-ordinator / Chair of meeting

Induction Session:

Programme Committee Meetings & Training Courses Log

Mike HatherlyBSc (Hons) SoftwareEngineering (First Class)School of Computing,Information Technology andEngineering

Why did you become a Rep?

At the time, my Programme Leader asked

if anyone wanted to be a Rep, and

explained what the role was. I had done a

similar role previously in a business

environment, and realised how important

it is to have the student body represented.

Ultimately, I did it because I wanted to

make a difference.

How many years have you been a Rep?

I have recently completed year 3 and

now am the proud owner of a degree,

BSc (Hons) Software Engineering - First

Class. I became a Rep in Semester B of

Year 1, and continued to represent the

Software Engineering programme until I

graduated (2 1/2 years).

Any examples of achievements as aRep?

I think one of the best achievements have

been in the skills I have gained. Learning

how to gather, and give feedback in an

academic formal environment; learning

how to give advice and knowing when it is

appropriate to not give it. Another

achievement was actually managing to

get the feedback, this was trying at first!

And then being able to resolve issues for

colleagues, such as helping the switch

over from WebCT to UEL Plus was

consistent for all modules.

What did you enjoy about being a Rep?

The thing I enjoyed most was the friends

that I have made, if you’re a good Rep,

everyone knows your name! I really have

found it satisfying helping people;

sometimes you are the shoulder to cry on

too!

How did you communicate with otherstudents to get issues to raise, andfeed back outcomes of meetings ordiscussions?

I sent emails to the students in the school

introducing myself, explaining my role,

and asking for feedback. I didn’t get much

response. I decided that at the beginning

of the next semester I would address as

many students as I could. In the first week

at each lecture, I asked the lecturer if I

could take 5 minutes to speak to the

students. It was rather nerve wracking at

first but got progressively easier. After that

I always made time to just ask people

randomly ‘how are things?’ It’s amazing

how much feedback you can get if you

just ask! I still sent out the emails but now

got much more response.

How did the relationship with Tutors orthe Programme Leader work?

I could not have asked for better support

than that I received from all of the staff,

both academic and administrative. The

first time I attended the Programme

Committee meeting was a bit daunting;

but I was made to feel welcome and

treated as a peer.

Any advice for students on the benefitsof being a Rep?

Not only do you make lots of friends, you

get to see some of the inner workings of

the university ‘machine’, whilst helping

people and the chance to make a

difference. It’s also great for the CV, as

you really get to increase your

transferable skills. You also get training

from the Students Union, so you’re not

alone. What have you got to lose?

If you’re a Programme Rep, REGISTERwith UEL Students Union to accesstraining, support and online resources,see www.uelsu.net

There’s also a UEL Plus module forProgramme Reps so you can get up todate information and communicate withother Reps across our university!

Programme Reps - Make a Difference!

Ugo NorcaroBSc Sport and ExerciseScience (Level 3)School of Health and

Bioscience

Why did you become a Rep?I wanted to be a Rep because I’m very

committed to supporting the university

and it meant that I could understand what

makes the university tick.

How many years have you been aRep?I’m one of 4 Reps supporting 120

students on the programme. We helped

each other, had fun and were effective,

popular members of our programme.

What did you enjoy about being aRep?I’m committed to supporting other Reps

and helping everyone to get the most out

of their time at university. It’s great being

a Rep and it doesn’t have to take up a lot

of your time.

How did you communicate with otherstudents to get issues to raise, andfeed back outcomes of meetings ordiscussions?When a complaint is raised, I put the

issue on UEL Plus and give a deadline

for responses. People do need to know

where to look. I People give strong

enough reactions, I will put the case

forward then feedback results to students.

Any advice for students on thebenefits of being a Rep?

As a Rep, you get to attend Programme

Committee meetings. These are well

organised and give you a chance to

discuss the programme for that semester.

I also joined the university’s Joint Student

Staff Consultative Committee which has

given me the opportunity to discuss

matters of interest across the university

and get great experience within the

university as a whole.

If you’re a Programme Rep, REGISTERwith UEL Students Union to accesstraining, support and online resources,see www.uelsu.net

There’s also a UEL Plus module forProgramme Reps so you can get up todate information and communicatewith other Reps across our university!

Programme Representatives Case Studies

Programme Reps – Get Involved!