Enhancing Student Representation and Quality Assurance at London Met

Student Rep: Basic Training 2022-23 Please write name and ID number on register or in the chat

What we Will Cover: 1. Welcome & Housekeeping 2. Icebreaker 3. What is a Student Rep 4. The Role of a Student Rep 5. Quality assurance & Student Voice 6. Communication 7. Identifying & Dealing with issues 8. ABCD of Effective feedback Comfort Break 9. Referral and signposting 10 Minutes 10. Course committee Meetings 11. Resources & tools to support you as a Student rep

Who are the London Met Students Union (LMSU)? The Students Union is an independent charitable organisation lead by students via a number of full-time and part-time student officers, supported by a team of full-time staff. We represent your academic and non-academic interests at university We are based at the Holloway and Aldgate campuses and also operate remotely. Student Rep scheme is a partnership between the Student s Union and the University. There should be student rep for each year (or cohort ) of each course at the University Student Reps are able to achieve an accreditation and recognition on degree transcripts. Student Reps can develop excellent transferable skills such as problem solving, negotiation, communication, lobbying and campaigning Being a student rep can be rewarding, enjoyable and help you to get to know other student and a great way to get more involved the Students Union

Quality & Student Voice at London Met Academic Quality & Development (AQD) are responsible for supporting university teams, we ensure Quality standards are maintained & where possible enhanced. We work closely with the Student Union. Internal University survey campaigns (Welcome Survey, Student Experience Survey, Class Rep Survey, End of Year survey) External Survey Campaigns (The National Student Survey- NSS, PostGradute Taught/Research Survey PTES/PRES) PostGraduate Research Survey) Organise and support the validations of new courses & periodic reviews of existing courses Hire, train and support a team of students who take part in our validations and review panels Working with academics, external agencies, professional bodies and students to ensure quality standards

The Student Experience Survey(SES) SES happens in week 5 & 6 of teaching in both terms ( in term 1 that's late October to early November 2022. It is a modular level survey (students will receive 1 short survey per module - maximum of 4) Students will be asked to feedback on their learning experience The feedback is crucial in allowing course & module leaders to understand what is and isn't working in their modules & where possible enact change. You as a student rep should be helping to promote the survey (encouraging your classmates to complete all surveys they are eligible for) It shouldn't take more than a couple of minute per survey Once the survey closes staff have until Week 9 to close the feedback loop with you and your classmates and all of you will get access to a feedback report

An example of a closing the loop report https://londonmet.evasysplus.co.uk/domains/londonmet/student-report?access- code=7HB579SKZMeM0-z4RwClCHsJD7uxVR2doiuNfrvaWTLtIkwZ7LMSnCBwkQ== This is closing the loop report was from the 2021 Student Rep Survey the report covered: What reps identified as working well What reps felt could be improved What action we (the university & Student Union) will take Based on Student Rep feedback on their experience of being a rep This report was shared with all 550+ student reps This year academics will be asked to produce a similar (though shorter) for the modules they own. They have until the end of week 9 to do this.

Advice, Support, Resources and Tools Your School Rep Assistant - Student staff member who is your main contact within the Students Union. They work five hours a week supporting student reps Your Vice-President Education Tammika Chambers. Full-time Students Union Officer with academic affairs / education remit. Student Rep page on LMSU website - Full information on Student Reps at London Met. Links to remote Student Rep events such as training and all-school meetings available for all student who have a student username and password. Student Rep Handbook 2022-23 - Located on above page - all you need to know about benign a student rep, decision-making flow-chart, signposting guide etc LMSU Volunteers Weblearn Organisation - training organisation for all volunteers in LMSU (including Student Reps)

Advice, Support, Resources and Tools Student Engagement Partnership - collaboration between the National Union of Students(NUS) and the Higher Education (HR) sector. Lots of best practice on how to be a great student reps, training, hints and tips London Met Student Zone - loads of useful information about London Met uni which student may ask you about. Course Committee Meetings are organised by course teams & supported by school office staff. They happen once per term and you should be invited to them. There will be data, reports & minutes of previous meetings & of the meeting you attend you should be getting access to these - don t be shy in asking. Student Surveys - post SES you should be able to view the modular report if a staff member shares it by week 9 (as noted previously) NSS data - you can find out data on courses at this dashboard

Students Union Contact information The School Rep Assistant for your school is your main contact point in LMSU. They are current London Met Students (and often current Students Reps) employed part-time by LMSU to support the Student Reps scheme. Tammika Chambers, VP Education is the elected officer who mainly works with and supports Student Reps from LMSU Guildhall School of Business and Law (GSBL) and School of Human Sciences (SHSC): Margarita Damai schoolrepsGSBLHS@londonmet.ac.uk School of Social Sciences and Professions (SSSP): Eirini Kanarou schoolrepsSSSP@londonmet.ac.uk Schools of Computing and Digital Media (SCDM) and Art, Architecture and Design (AAD): Chiara Della Corte schoolrepsSCDMAAD@londonmet.ac.uk The full-time Officers in LMSU with the education and academic affairs remit in LMSU is: Tammika Chambers VP Education su.education@londonmet.ac.uk

School / University contact information School Head of Student Experience and Academic Outcomes (HOSE) Head of School School Business Manager (School Office Head) AAD Emma Davenport E.Davenport@londonmet.ac.uk Anne Markey a.markey@londonmet.ac.uk Levent Bozdere l.bozdere@londonmet.ac.uk SHSC Donovan Green d.green@londonmet.ac.uk Elizabeth Opara e.opara@londonmet.ac.uk Edward Gay e.gay@londonmet.ac.uk SCDM Elena Moschini e.moschini@londonmet.ac.uk Noel-Ann Bradshaw n.bradshaw@londonmet.ac.uk Edward Gay e.gay@londonmet.ac.uk GSBL Jan Bamford j.bamford@londonmet.ac.uk Christos Kalantaridis c.kalantaridis@londonmet.ac.uk Wendy Chatland w.chatland@londonmet.ac.uk SSSP Brian Tutt b.tutt@londonmet.ac.uk Kelly Marie Cooper kellymarie.cooper@londonmet.ac.uk Maria Adu <m.adu@londonmet.ac.uk

What is the Role of Student Rep? What do you think are some of the responsibilities of an effective and engaged student rep?

What is the Role of Student Rep? To represent student views and opinions on all matters relating to teaching and learning in an effort to continuously improve the student learning experience in partnership with the university and Students Union Identify relevant issues on the ground Raise issues and concerns with school Be a channel of communication between school, student and students union Feedback to course mates on any, some or no progress on the issues Provide general and specific feedback (positive and otherwise) to school Build strong working-relationship with course leader & module leader etc You can find the Student Rep role description of a rep here

How to make yourself known

How to make yourself known Lecture shout-outs ask your lecturer if you can speak to the course before a class or quickly during a break Word of mouth - chatting to student introducing yourself Collect the names and emails of the students on your course - ask them to put their names etc into the chat on collaborate so you can copy and paste them. Ask your course leader to put your name and details on the Course Site feature on Weblearn (see next slide). Ask you course leader to put up a weblearn announcement to introduce you to the course or you can ask them to forward on an email from you to the whole course Create a short online survey via google forms or survey monkey asking them how they are finding this new way of learning and ask your Course Leader to distribute it via weblearn Create a Facebook or WhatsApp group for student on your course

Weblearn - Course Site This is a weblearn feature which really helps with the presence of student reps. You will need to email your course leader the following to activate it: Confirmation you wish to be mentioned on the Course Site Your email and photo (jpeg) Link to Student Rep page on SU website Link to a survey or google spreadsheet you may want to create to get feedback from course mates on their academic experience

Providing feedback Providing feedback to the university is one of the key roles of student reps. What sort of issues might you might provide feedback to the university on? Shout out your ideas

The ABCD of Effective Feedback

Decision-making: issues Most of the time issues for Student Reps to tackle will effect a number of students and likely the whole module or course If an issue affects just one individual you are probably best signposting them see signposting guide If they need help with studies then tell them to speak to a member of teaching staff If its an individual issue but of an academic nature e.g. they want to make a complaint or allegation of plagiarism, don t get involved: signpost them to the LMSU Advice Service If the issue is an IT or media issue or an Estates issue i.er. Something needs fixing, cleaning or replacing then please report it yourself via the Estates and IT portal. If you cannot resolve the issue at this level then you can escalate it by taking it to your Course Leader and then your school s Head of Student Experience. Always report back to your course mates on what you have done and what the response it. Even if you have had little response tell the student on your course that! This is called closing the feedback loop Always inform your School Rep Assistant of all issues you raise

Decision-making & scenarios group exercise Remote Training: Have a look at the scenario which is appearing in the chat now. Do you think this issue comes under the remit of a Student Rep? What might your response be to a student who presents you with this issue? Use the signposting guide to point student in the right direction

Decision-making & scenarios group exercise Live training in classroom: 1. 2. 3. Read scenario cards individually and discuss them within your group Decide which issues are within the remit of a Student Rep and which are not What might you advise a student whose issue is outside the remit of a Student Rep?

Decision-making & scenarios group exercise Student Rep page on Students Union website: https://www.londonmetsu.org.uk/studentreps/ Student Rep handbook 2022-23: https://www.londonmetsu.org.uk/pageassets/studentreps/LondonMetSU_StudentHa ndbook_2022-1.pdf Decision-making flowchart (p27 of handbook): https://www.londonmetsu.org.uk/pageassets/studentreps/LondonMetSU_StudentHa ndbook_2022__27.pdf

Decision-making & scenarios group exercise Remote Training: 1. 2. 3. 4. Have a look at the scenario which is appearing in the chat now. Do you think this issue comes under the remit of a Student Rep? What might your response be to a student who presents you with this issue? What steps should you take to tackle and hopefully resolve this issue? Think about: What we have discussed so far Who might you speak to and who else would you inform? Use the decision-making flowchart to help you How might you close the feedback loop ?

Decision-making & scenarios group exercise Live training in classroom: Pick one the issues you earlier identified as being within the role of Student Rep In your group discuss what you might do if a student raised this issue with you? Come up with a 4-5 point action plan of the steps you would take? Think about: What we have discussed so far Who might you speak to and who else would you inform? Use the decision-making flowchart to help you How might you close the feedback loop ? One group member be ready to feedback to the great of the class

Course Committee meetings (CCMs) A general review and evaluation of course which takes place once a semester Ask your course leader when your course committee meeting is and add it to your calendar. If it clashes with a class ask for it to be re-arranged Course leaders will chair them. Staff who teach on the course and the student reps should attend. Library and Quality Enhancement Unit may also attend Should consider teaching, teaching and administrative issues surrounding the course Minutes are taken which you should you should receive copies of the minutes. Course Committees are useful but by no means the only forums to raise issues so don t wait until they come around. Be ready to raise issues as and when they crop up throughout the year.

Course Committee meetings (CCM) - before Liaise with your Course Leader for background information and to answer any other questions you may have Make sure you have spoken to your classmates, gathered feedback from them on the course so far and identified any issues which they may have If you have a complicated issue to raise or/and have the research/evidence to produce e.g. survey, emails from course mates; send them to the course leader before the committee meeting so they have a chance to digest the issue. Liaise with other Student Reps for your course, see if they are attending and what they are raising Speak to your School Rep Assistant if you have any specific questions Makes sure you know where the meeting is: room number, location or the link (if remote). Be on time. These are formal workplace meetings and you will be expected to be on time.

Course Committee meetings (CCM) - during Listen, raise hand to speak Raise you issues clearly and concisely Present any evidence you have Don t be confrontational, work constructively and in partnership Take your own notes especially action points -ask for something to be minuted if you want it in writing If your not sure what is being said then ask for clarification At the end of the meeting you can ask the secretary to confirm the decisions and actions from the minutes and when they are to be actioned (this prevents drift) Request a follow up meeting if you wish one if you run out of time to discuss as specific issue If you have any specific concerns regarding a individual (e.g. a lecturer) then do not mention them by name. Refer to their job title or the module they lead or teach on or speak to your course leader outside of the SSM. This is important.

Course Committee meetings - after If other Student Reps are present have a debrief straight away Write up you notes and action points if you need to Feedback to your course mates on what was discussed: via email, text, lecture shout out, whatsapp group etc closing the feedback loop Feedback to your School Rep Assistant: drop them an email ,send them the minutes when you receive them, Provide any feedback you may have on the meeting and how it went. Constructive criticism delivered in a measured way will always be welcome from staff

Course Committee meetings The advice and guidance we provide for CCM s is a good guide on how to attend any meeting at the university. A summary of the top tips! Prepare before the meeting (read papers, know what you want to talk about) Be present during the meeting (participate, use the ABCD of feedback) Follow up on agreed actions after (yours and others) These 3 tips are incredibly useful to keep in mind for any professional setting

Students Union policies LMSU has various policies around different areas, all of which it is important that you are aware of: https://www.londonmetsu.org.uk/about/ourpolicies For Student Reps, the following are particularly important and we ask you to read them carefully in your own time: Volunteering Policy Safeguarding Policy and Procedure Equality, Diversity and Inclusion policy Data Protection Policy

Students Union policies: Volunteering policy The Student Union is striving to achieve Investors as people part of that commitment is having a clear volunteering policy which can be found here: https://drive.google.com/file/d/131ujcwxxkPGMGITPW9-eDTD1gCBQFn35/view It outlines our commitments to you by volunteering for us, and what we expect of our volunteers it has been developed through consultation with our student leaders & key volunteers.

Student Reps are volunteers As well as our main volunteering policy (see previous slide), the Student Rep handbook sets out in some details our specific commitments to our Student Reps as volunteers within LMSU: What you should expect from LMSU - p16 What LMSU should expect from you - p17

Students Union policies: Safeguarding policy https://www.londonmetsu.org.uk/pageassets/about/ourpolicies/LMSU-Safeguarding-Policy- Approved-June2021.docx(1).pdf This policy sets out LMSU s approach to safeguarding the wellbeing of children, young people and adults at risk and outlines the procedure that is followed when there is a safeguarding concern. The purpose of this policy and procedure is to: 1. Outline LMSU s responsibilities for safeguarding the wellbeing of children, young people and adults at risk who participate in or benefit from any of its services or activities and/or who are on its premises 2. Set out the expectations, duties, and requirements of LMSU staff and volunteers

Students Union policies: Data Protection https://drive.google.com/file/d/12pCbFRket9AYh4qAWGH-fdk7WIWfGXjC/view This policy sets out LMSU s approach to data protection. LMSU is committed to data protection and full compliance with the General Data Protection Regulation (GDPR) and related data protection legislation and codes of good practice. Furthermore, LMSU is committed to being transparent to its members and stakeholders surrounding the use of data it collects and processes to fulfil its charitable objectives which is clearly outlined in the relevant privacy notices. As Student Reps you have access to student data and have a responsibility to ensure that you have read, understand and agree to abide by LMSU's data protection policy and other related documents.

Students Union policies: Equality and Diversity The Students Union Equity, Diversity and Inclusion is here. LMSU is committed to providing an inclusive and supportive environment and takes proactive steps to promoting equal opportunities as an employer, as a democratic, representative and campaigning body, and as a provider of services, activities and events to our diverse student membership. In addition to promoting an inclusive culture for all by providing equality of opportunity, LMSU also recognises the value of difference and is committed to enhancing diversity, recognising, respecting and valuing different identities, perspectives and backgrounds.

Any Questions? Thank you for your time. Eddie Rowley Eddie Rowley <E.Rowley@londonmet.ac.uk>