UG Rep Training

8/8/2019 UG Rep Training

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UG Rep Training

26th October 2010

Alex Kendall Union President

Alex Dahinten Deputy President (Education)

Charlotte Ivison Deputy President (Welfare)

Andrew Keenan Union Representation Coordinator


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Outline ofthe evening

Time What? Who?

17:00 Tea/Coffee and Snacks -

~10min Imperial College Union and

Imperial College London

Alex Kendall

~20min Student Representation Alex Dahinten

~20min Welfare Services Charlotte Ivison

~20min Break -

~20min Student Representatives Andrew Keenan

19:00 FiveSixEight. -

Feel free to ask questions at any point!


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IMPERIALCOLLEGEUNION

Every undergraduate and postgraduate student is automatically a

member


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Whatcan the Union offer

Undergraduate (UG) students? Education & Welfare support

The Sabbaticals and your Faculty Union

Clubs, Societies & Projects

All students can join!

Student Activities Centre (SAC)

Your DepSoc can book rooms, minibuses, projectors

Advice Centre

Nigel Cooke, full time Student Advisor

Bars and Nightclub

Specific events

Student Media


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Who runs the Union?Sabbatical

Officers SabbaticalOfficers 2010/11

Elected every year for a year.

President

Alex Kendall

Deputy President(Welfare)

Charlotte Ivison

Deputy President

(Education)

Alex Dahinten

Deputy President

(Clubs & Societies)

Heather Jones

Deputy President(Finance & Services)

Ravi Pall


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Who runs the Union? ICU Staff (1)

Robin Pitt (Operations Manager)

Head of the staff, so you may encounter him for a variety of reasons.

Rebecca Coxhead (Governance andAdministration

Coordinator)

Responsible for governance, youll most likely come into contact withBecca in her role organising and minuting Union committee meetings.

Alex McKee (Central Services Manager)

Alex can advise on branding, marketing and sponsorship issues, as he

produces all of our communications.

Nigel Cooke (Advice Centre) Our student advisor, Nigel is the person to direct students to if they need

help with issues as diverse as exam appeals or recovering deposits

from landlords. If Nigel can't help, he'll know someone who can!


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Who runs the Union? ICU Staff (2)

FrancescoAtanasio (Commercial Services Manager)

Runs the bars, including catering. You'll probably end up talking

to Francesco when you want a good deal for a bar night!

PhilPower (Membership Services Manager)

Most likely to come across Phil for club trouble-shooting, or if youcrash a minibus. Responsible for the student activities centre and

staff directly supporting student activities.

Kristine Rajamanikam (FunctionsManager)

Most likely to encounter Kris for function bookings and requests

for car parking.

Andrew Keenan (Representation Coordinator)

Your most important Staff contact.Maintains

the representation network.


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CouncilExecutive Committee Court

Clubs andSocieties Board

Representation& Welfare Board

ColoursCommittee

Faculty Unions

RAG & CAG

CSCsGraduate Students

Association

DisciplinaryCommittee

ElectionsCommittee

MediationBoard

Trustee functions general oversight

Apolitical functions disciplinary, elections

Political and membership led functions

Health & SafetyCommittee

Trustee Board

ConstituentUnions

Union Structure


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IMPERIALCOLLEGELONDON

A brief re-introduction to


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The

Union

College Council; College Senate; The ManagementBoard

Research andTeaching

MedicineNatural

SciencesEngineering

Administration and OtherServices

RegistryCommercial

ServicesWelfare

Facilities,Finance,Legal etc.

The Student Hub(Level 3, Sherfield)


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Who runs Imperial?

Sir KeithONions (Rector)

Stephen Richardson (Deputy Rector)

Julia Buckingham (Pro Rector Education)

Responsible for educational issues

Chair the Strategic Education Committee

(SEC) and the Quality Assurance Advisory

Committee (QAAC)

Rodney Eastwood (College Secretary)

Responsible for legal and official issues

Gives us permission to use large college spaces e.g. main entrance


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FacultyPrincipals

Steve Smith(Medicine)

TBE(Engineering)

Maggie Dallman (Natural Sciences)


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The Deans

Denis Wright (Dean of Students)

Responsible for student welfare

Susan Eisenbach (Dean of Teaching and Learning)

Responsible for academic and pastoral tutoring

Faculty Deans (for faculty-specific academic issues)

Campus Deans (for operational issues)


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Registry

Holds all records including results

Deals with appeals

An encyclopaedia of academic rules and regulations

Nigel Wheatley (Academic Registrar)

Lorna Richardson (Deputy Academic Registrar)

Dean Surtees (Head of Student Records)


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CommercialServices

Jane Neary (Director of Commercial Services)

Accommodation

Sport Imperial (Ethos)

All cafes and restaurants outside the Union

Conferences (Great Hall; Marquees)


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UNDERGRADUATESTUDENTREPRESENTATION

Central to the Union


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Deputy President

(Education)

Academic Affairs Officers (AAO)

Year Representatives

Union President

Faculty Union President

Departmental Representatives

Representation Coordinator

Students


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Deputy President

(Education)



Union President




Students


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Role:

Make sure that the student voice within your year is heard. Work

closely with Departmental Reps.

Tasks:

Direct contact with students

Keep your ear to the ground

Deal with peers issues - react

Consult with Departmental Representative - elevate

Disseminating information from Union/ Faculty/ Department Two way communication

Attend Departmental Staff-Student Committee (SSC) Meetings

Attend Departmental Representation Meetings


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Deputy President

(Education)



Union President




Students


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DepartmentalRepresentatives

Role:

Make sure that the student voice within your department is heard. Work

closely with Year Representatives and Academic Affairs Officer

(AAO).

Tasks:

Link between Faculty and Department

Direct contact with students

Keep your ear to the ground

Manage Year Rep system Overview

Organise Departmental Representation Meetings

Attend Departmental Staff-Student Committee (SSC) Meetings

Work with Departmental society


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Deputy President

(Education)



Union President




Students


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Academic AffairsOfficer (AAO)Role:

To represent the students views within the Faculty and College. Workclosely with Departmental Representatives, Faculty Exec, Deputy

President (Education) and Rep Coordinator.

Tasks:

Link between Faculty Union (FU) and College

Contact with College big dogs

Manage Dep Rep system

Overview

Organise Faculty Representation Meetings

Attend Faculty, Union and College committees ICU Council & RWB

Work with FU Exec team


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AcademicAffairsOfficers (AAOs)

Ali Hosin

Medics Years 1, 2 & GEP

[email protected] Marcus Ulmefors

CGCU (Faculty of Engineering)

[email protected]

Annalan Navaratnam

Medics Years 3, 5 & 6

[email protected]

Catherine Wu

RCSU (Faculty of Natural Sciences)

[email protected]

Suzie Rayner

Medics Years4, Biomed

& Pharmacology

[email protected]


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Deputy President

(Education)



Union President




Students


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DeputyPresident (Education) &

Representation CoordinatorRole:

Full time Sabbatical Officer/ member of Staff responsible for the UG

and PG academic representation network. Make sure that

information is effectively passed up and down the hierarchy.

Tasks: Sit on numerous education-related college committees

Represent the student voice to college

Actively support student representatives

Proactively campaign for students academic rights

Ensure that issues are acted upon

Surveys

SOLE, MOLE, ROLE, TOLE, NSS etc.


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Whatyoucan expect fromus

Improve feedback

Quality (feedback policy)

Timeliness (Rectors letter to all departments)

Promote surveys

E.g. Browne review survey

Advertise internal survey benefits for staff and students

Ensure that information flows in both directions

Maintain the solid UG representation structure

Spread out coursework deadlines

Make College aware that many CW can be replaced by other exercises


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Whatwe expectof you

Engage with students, make yourself known!

Email contact

Get access to mailing lists

Information flow

Report upwards and downwards (meetings, correspondences etc.)

Know how to deal with problems

Can I deal with this?

Should I delegate to someone more equipped?

Make use of resources (handbooks/online)

Dont be afraid to ask us for help!

Send SSC minutes to Andrew


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Feedback

Low NSS scores in Feedback & Assessment

52%! (Sector average 66%)

Letter from Rector

Feedback should be back within 2 weeks

Be realistic!

Put pressure on College to keep to these guidelines.

Dont be scared to bring up issues, College want them brought up!


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Meetings

Do

Read the minutes of the last meeting

Complete actions or reports in good time prior to the meeting

Read the material accompanying the agenda for the meeting, make

notes on anything you want to say If you have a lot to say consider typing your notes up and sending them

round

Do Not

Wander off the agenda

Interrupt people when they are speaking

Be late

Have just observations


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DepartmentalRepresentationMeeting

(DRM) Chair: Departmental Representative

Attended by all Year Representatives

Any student can attend

Invite AAO if relevant

Every 2-3 weeks

Informal, yet formal!

Discuss issues of every Year

Best practise

Send short summary to AAO.

Meet before every SSC Meeting!

Dep Reps meet DUGS solve issues before SSC


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Faculty RepresentationMeeting (FRM)

Chair: AAO

Attended by all Departmental Representatives

Invite Deputy President (Education)/ Representation Coordinator if

relevant

At least 1 every term (aim for 2) More formal!

Discuss major issues of every Department

Short summary (use DRM minutes)

Steal Borrow best practice from other departments

Send minutes to Representation Coordinator


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Staff-StudentCommittee (SSC)

Meetings Good practise guidelines in rep pack

Organised by Departmental Staff

All reps attend

Designated place for raising issues

Not for urgent matters

Be well-prepared and knowledgeable

DRM a week before

Prepare any complaints and try to offer solutions

Dep reps send short summary to students

Dep reps send minutes to Representation Coordinator


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RepPack


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WELFARESERVICES

You should be aware of what we can offer students


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Welfare: Union Services (1)

Student Advice Centre

Nigel Cooke

(Floor 2M of the Union)

[email protected]

Academic issues

Accommodation

Money Advice

Employment rights

Consumer Rights

International Student Issues

Legal advice


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Welfare: Union Services (2)

Deputy President (Welfare)

Welfare Officers:

Equal Opportunities Officer: [email protected]

Disabilities Officer: [email protected]

Gender Equality Officer: -

Interfaith Officer: [email protected]

International Officer: [email protected]

LGBT Officer: [email protected]

Faculty Welfare Officers


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Welfare: College Services

Dean ofStudents

CounsellingService

Health Centre

Cha lainc College utors Personal utors

DisabilityAdvisory Service

Equality andDiversity Unit

CareersAdvisoryService


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Welfare: College Services (1)

Dean of Students - The most senior member of staff in College

whose job is just Welfare. He makes sure that all of Colleges

Welfare services function well.

Counselling Service - Free, confidential short-term counselling forall IC students from qualified counsellors based on Level 4,

Sherfield.

Health Centre - In Princes Gardens. Offers open clinics and

normal appointments with doctors and nurses and freecontraception.

Chaplaincy - In Beit Quad East Basement. Space to pray as well as

chaplains from many different faiths to offer guidance and support.


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Welfare: College Services (2)

College Tutors - Members of College staff who are completely independent

from College and the Union and can offer confidential advice to any student.

Personal Tutors - A course lecturer allocated to a group of students taking

that course. Offer personal academic and welfare support to their students.

DisabilityAdvisory Service - Based in Sherfield. Help for any student with

a disability, including diagnosis and extra help for lectures and exams.

Equality and Diversity Unit- Promote equality and tackle discrimination at

Imperial. They work mainly on initiatives but also offer personal support

CareersAdvisory Service - Level 5, Sherfield. Help for students with

anything job related, including CVs and interview technique


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Dealing withDyslexia

Affects between 5% and 17% of the global population

Most common disability at Imperial

Disability Advisory Service

[email protected]

Offers a range of services to help students with disabilities and other

learning difficulties

Screening for and formal diagnosis of learning difficulties

Liaising with people in College to talk about any extra requirements:

- Extra time in exams

- Use of a laptop for lectures or exams


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BestPractice

Confidentiality

You cant keep serious problems confidential youre not qualified and

its not your job

If a student is distressed by a problem they are having, encourage them

to contact Nigel Cooke (Advice Centre)

If you think a student is going to harm themselves or others you MUST

inform someone more senior i.e. Nigel or one of the College Tutors

Handling differenttypes of issue

You can deal with course related welfare issues yourself or within your

faculty union via your Welfare Officer i.e. exam stress, struggling withthe course

Bigger issues, like depression, discrimination issues or accommodation

problems need to be referred either to myself, Nigel or one of the

College welfare services directly


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Where do yougo?


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BREAK

Were almost there!


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STUDENT REPRESENTATIVES

That's you!


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WHY IS THEREPSYSTEMNEEDED?

Problems arent solved if theyarent raised.

its that simple


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WHY be a rep?

Professional reasons:

SkillsBeing an effective class rep can boost soft skills such as chairing meetings,

time and project management - which are important for professionaldevelopment

EmployabilityEmployers look for the above skills, as well as academic qualifications, to

ensure they get the graduates most suited to the working world


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WHY be a rep?

Personal reasons:

ExperienceValuable experience of College and the education sector useful for a life in

academia

VolunteeringPutting yourself forward can be a first step into wider voluntary activities,

both inside and outside of College

Were gratefultooPotential for Colours & ICU/College recognition, to thank you for your work


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HOW to be a rep: the fundamentals

CommunicationIn both directions keep students and staff informed.

Being available and open is crucial.

Opinion-gatheringSurveys and questions are important, to make sure everyone has their say.Go forth and chat: dont underestimate casual conversations with your

cohort.

Proposing solutions as well as raising issues

Problems are best solved by those closest to them so be pro-active withsuggestions.


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HOW to be a rep: the fundamentals

Operate at various scalesThere might be problems affecting the whole group, or just individuals

keep an eye out for all kinds.

Getto know your staffRaising and dealing with issues will be easier if theres already a goodrelationship between the staff and the rep.

Keep the Union informedWere looking to spread best practice across College, and to learn from

what our reps are doing so please attend all Departmental and Unionmeetings and send updates.


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HOW to be a rep: an example

Essay feedback is coming in too late forthe next piece of work

Ask your coursemates is this a widespread concern?

Tell your course coordinator or lecturer you dont need to wait for a

formal meeting, but you can call one yourself or send an email.

Suggest that a date for feedback be set before the work is handed in. Report back to your cohort what the outcome is.

Review laterto ensure changes have been made

Keep your AAO in the loop.


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HOWnotto be a rep

JargonThe GSLSM SEC are implementing mandatory EAs on all divisions with

regard to the relationship between supervisor-student pedagogy and

impact. No one wants to hear that.

Unnecessary aggression ortacticsDont push the red button when theres a problem. When theres genuinely

no progress, ICU can help.

A vow of silenceIf youve solved a problem or have some news, tell people about it.

Overworking yourselfWe understand that undergrads are busy let us know if you need a hand

thats why were here.


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HOWnotto be a rep: an example

Essay feedback is coming in too late forthe next piece of work

Dont consult with anyone, but only tell the staff your personal opinion.

Email your cohort without a clear explanation, and demand responses

that day.

Go straight to the head of your faculty and demand a meeting. Demand that detailed feedback be given within days, or you will lead

your cohort on strike.

Dont tell your cohort what you are doing.

Dont follow up your contact withthe Department.

Dont tell the Union what is going on.


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Tracking Issues: a new system

Weve set up a new software system to track rep issues from cradle

to grave from first being raised to being solved.

This will take admin burden away from Reps, freeing them up to

pursue their goals and address issues directly.

Ensures issues are not forgotten or neglected.

Run by Rep Coordinator and explained online if you would like

your issue added, get in touch.


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Thats a lotto remember.

The Undergraduate RepresentativesHandbook is in your pack,

and further resources are available online.

Detailed guides on all of the above are available on the ICU website

Explanations of the soft skills and tools necessary to being a rep are

available please read these to be the most efficient and effective reps

possible.

The Faculty Union President, Sabbatical Officers and Rep Coordinator

are always available, so use us.

We want being a rep to be an opportunity for personal and professional

development, as well as improving College the more you put in, the

more you will get out of it.


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OFFTOTHEBAR!

Documents

UG Rep Training