Rep Meetings Resources

• Reps Attending: Lead Rep and their Course Reps
• Staff Attending: None
• Organiser: Lead Rep
• Chair: Lead Rep
• Frequency: Once per month (minimum)


Lead Rep Monthly Meetings are for Course Reps to discuss current feedback and other relevant topics with their Lead Rep. Meetings should be held before a CFF to allow Course Reps to prepare for their CFF and discuss priorities and suggested resolutions ready to take into the meeting. Lead Reps are encouraged to include a community-building aspect to these meetings, such as games or social conversation.

• Reps Attending: Lead Reps for the College
• Staff Attending: Head of College, Deputy Head of College, Course Leaders/College Subject Leads, a representative from Academic Services, a nominated Course Advisor, a nominated Student Success and Retention Advisor, College Academic Leads.
• Organiser: A nominated member of the Faculty Student Centre
• Chair: Head of College
• Frequency: Once per term (3 times per Academic Year)


Each College holds a CCPC which are designed to keep track of how well students are doing on their course. Staff look at information (including student feedback) to understand why some students might be doing better than others, putting plans in place to ensure all students can succeed. CCPC’s report into FLTAQC, meaning that during the meeting Lead Reps will work with staff to develop College Action Plans based on the feedback they and their Course Reps have collected, which are then delivered and discussed by staff at FLTAQC.

• Reps Attending: All Course and Lead Reps for a Faculty
• Staff Attending: VP Student Voice, VP Academic Experience, Faculty Associate Dean (Learning and Teaching), Heads/Deputy Heads of Colleges, Student Success and Retention Advisors, Graduate Student Mentors, other relevant members of University staff.
• Organiser: Faculty Student Centre team
• Chair: Faculty Associate Dean (Teaching, Education, and Student Experience)
• Frequency: Once per term (3 times per Academic Year)


Student Voice Councils bring together Reps to discuss Faculty-specific issues. We encourage your Faculties to bring along relevant members of staff from across the University to speak about key updates that affect the student experience. Lead Reps will work with their Faculty teams to make sure FVC’s are student friendly, by making sure the meeting includes a social or entertainment element, as well as highlighting issues that might prevent Course Reps from attending.

• Reps Attending: All Lead Reps
• Staff Attending: VP Student Voice, VP Academic Experience, Activities and Representation Coordinators, Activities and Representation Manager (optional)
• Organiser: VP Student Voice
• Chair: VP Student Voice
• Frequency: Once per term (3 times per year)


Lead Rep Councils are for Lead Reps to meet with VP Student Voice and key BCUSU staff to discuss Faculty and University wide feedback, as well as receive updates and information about relevant Officer campaigns. Meetings are held before the CCPC for the term to ensure Lead Reps are prepared for the meeting. Additional Lead Rep Councils may be called as and when needed, depending on current events.

• Reps Attending: PGR Reps for the relevant Faculty
• Staff Attending:
• Organiser:
• Chair:
• Frequency:


A sub-committee of the Faculty Research Committee (FRC) for oversight of doctoral studies, the academic environment for research and research integrity across the Faculty. It is also responsible for the oversight of the practices relating to the education and development of research staff and students and reports into RETC. On an operational basis, FRDEC is concerned with overseeing recruitment to research degrees, as well as PGR progression and monitoring.

• Reps Attending: PGR Reps for the relevant Faculty
• Staff Attending:
• Organiser:
• Chair:
• Frequency:


A sub-committee of the University’s Research Committee (RC). The Committee maintains oversight of the academic environment for research and the practices relating to the training and development of postgraduate research students (PGR), their supervisors and academic staff undertaking research. This Committee is concerned with more strategic decisions around doctoral studies.

Whether its to collect feedback from your classmates, or update them on your progress on a problem they raised with you, you might want to set up some meetings of you own! Before you start, there are some things to think about:

• Where do you want to have it? Is it going to be in person, or do you need to hold it online to make it more accessible to students?
• Who needs to come along? Is it all students on one Course, all first years in a department etc?
• When should it happen? Will you use a tool like Doodle or Lettucemeet to help decide a time that works best for everyone?
• What do you need to do/document? Will you need to chair it? Do you need to take minutes?
• What do we need to cover? Have you got some specific topics you want to talk about?
• Why are we having it? Is there a specific reason you need to meet, or is it just a regular catch up?
• How will you let people know about it? Use as many methods as possible to spread the word to students about your meeting, don’t forget you can ask Course staff to help you!

• Teams is your most accessible tool for video meetings as a student, but don’t feel tied down to using this!
• If your classmates prefer it, use other tools like Zoom or Discord.
• Record your meetings so you and students can catch up later.
• Consider live transcription or captions to make your meeting accessible and help you with taking minutes!
• Be mindful that everyone may not be comfortable with being recorded giving feedback, so always ask for everyone’s consent before you start any recording.

• Meetings don’t need to be super-formal, conference style affairs, but they can if you want them to be!
• They can be as simple as a quick coffee after class, or a chat during the break in your lecture.
• They don’t have to be held on campus if your classmates aren’t comfortable talking about lecturers while in the University environment.
• Contact BCUSU Reception if you need to book a room on campus to hold a meeting.
• Contact BCUSU Reception if you would like help booking the Eagle & Ball or Social Kitchen.
• Don’t forget the SU Reception and the Student Hub C190 in Curzon, and the SU Reception at Seacole are available for you to use to hold meetings, just ask us!

The idea of chairing a meeting can be daunting, but think about when you’ve led something with a group of friends before, and draw on your experience to help you.

• Ensure your discussion stays on topic and all agenda points are covered, that all views are heard, and the meeting runs to schedule.
• Draw up an agenda or list of key topics you want to cover in the meeting, and share this with the group beforehand.
• Make sure someone takes minutes for the meeting, or that you documents the meeting in another way if you feel it’s necessary.
• Doesn’t use your position as chair to dominate the meeting or exclude the views of others.
• Make sure the meeting is properly closed out, and everyone is clear on what tasks need completing and when your next meeting will be held.


How to be a meeting facilitating star (Video)

Your agenda is what shapes your meeting, writing a good agenda and making sure you stick to it will keep everyone on the same page and help your meeting stay on track.
If you can, make sure you send your agenda out ahead of the meeting, so people can prepare.

What should you include?

• Title of your meeting (this can just be Regular Meeting #1 etc)
• Date and Location of the meeting
• Who’s attending (you should note down who’s chairing, who’s taking minutes, and who’s sent apologies)
• The meeting objective (why you’re there)
• Any tasks that need to be completed before the meeting (like reading the previous minutes)
• Key discussion points you want to cover in your meeting, and who’s leading them
• Any other business (where people in the meeting can raise things not covered in the main agenda)


Find template agendas and examples here

Its a good idea to keep note of what was said and agreed on in a meeting, it allows you and the people attending your meeting to refer back to what was said and helps keep everyone accountable for the tasks agreed on.

• If you’re taking minutes for your meeting, agree who will do this before-hand, so you go into the meeting knowing who’s taking the notes and who will distribute them after the meeting.
• You don’t have to take formal detailed minutes, you can just add notes onto the Agenda you wrote, and use the ‘Next Steps’ section on the template to keep track of everyone’s tasks.
• Transcription tools are you friend! Use the auto-transcription tools in Teams to record what was said in your meeting, then you can edit the document afterwards to only keep the key points you need, and your minutes are written for you!
• You must make sure any updates and comments are also updated on the Rep Feedback Hub
  
  Using Transcription tools in Teams