Big Welcome Fair: Day 1 - book your free ticket now!

Big Welcome Fair: Day 1 - book your free ticket now!

Attending meetings as a Rep

A student rep speaking into a speaker phone

Reps attend a variety of meetings to discuss feedback and stay up to date with what's happening across the University and Students' Union

Who attends? 
Your Course Leader organises and runs the meeting.
Every Course Rep for the Course, at all year groups, should attend. 
Sometimes the Course Leader may bring along other staff who are relevant to what will be discussed, ie. a Module Leader. 

When are they held? 
You should have one CFF per term. 
If you started your Course in September you should expect to have one: before the Winter break, after the Winter break but before the Spring break, and after the Spring break but before assessments. 

You should recieve a calendar invite from your Course Leader no fewer than two weeks before the meeting.
You should also recieve an automated reminder from the SU about a week before the meeting with some tips to help you prepare.
If you haven't had an invite, you should email your Course Leader.
You can also check the Rep Meetings database, you will need to search by your Course Code or by your Course Leader's name to see if they have reported any dates to us. 

What happens at a CFF?
Your Course Leader will run the meeting.
At the start they will take a register of those in attendance, and give any updates from your Department or School. 
They will then go through the feedback you have posted on the Rep Feedback Hub, giving the Rep who collected it the opportunity to speak on the issue and give any updates they may have.
You'll then work through finding a solution to the problem together, making notes on the Feedback Hub everyone can refer back to.
At the end, your Course Leader should sum up what was discussed, and they may confirm the date of the next CFF with you. 

What do I need to do to prepare for a CFF?

  • Read the meeting agenda and any other documents you might have been sent.
  • Make sure you have logged any collected feedback on the Rep Feedback Hub (otherwise you'll not have much to talk about!)
  • Speak to your classmates and make sure you have all the context you need for any feedback you have logged (make sure to update the item on the hub!)
  • You should have met with your Lead Rep before the meeting, but if you haven't, make sure to chat with them if you need help with an issue. 
  • Read the minutes or summary of the last CFF to check any actions you need to have taken before the meeting.
  • Relax - these meetings aren't meant to be scary! They should be productive and collaborative. An opportunity for you and your Course Leader to make a positive impact on your peers. 

Who attends? 
Your Lead Rep organises and runs the meeting.
Every Course Rep in the Lead Rep's Department should attend.

When are they held? 
Your Lead Rep needs to meet with you at least once per term, but they might meet with you more frequently.
Ideally these meetings are held before you attend a CFF.
You should chat to your Lead Rep about how frequently you want to meet, or times and days that work well for you as a group of Course Reps.

Your Lead Rep should send you a calendar invite and communicate with you about attending the meeting.
If you haven't had an invite, you should contact your Lead Rep.
You can also check the Rep Meetings database, you will need to search by your Department or your Lead Rep's name to see if they have reported any dates to us. 

What happens at at Course Rep Catch Up?
Your Lead Rep will run the meeting.
At the start they will take a register of those in attendance, and give any updates from your Department, School, or the Students' Union. 
Your Lead Rep will check in with you all, and see how things have been going.
They will then go through the feedback you have posted on the Rep Feedback Hub, giving the Rep who collected it the opportunity to speak on the issue and give any updates they may have.
You'll then discuss the issue, talking about the solution that students would like to see, and identify next steps that need to be taken to get the issue resolved.
Comments should be made on the Rep Feedback Hub to note down what was spoken about, so you're ready to discuss the points during your CFF or for your Lead Rep to discuss with the Department or School.
Your Lead Rep might also chat to you about events or activites you could plan as a group, either for yourselves as Reps or for the all the students in your Department.

What do I need to do to prepare for a Course Rep Catch Up?

  • Make sure you have logged any collected feedback on the Rep Feedback Hub (otherwise you'll not have much to talk about!)
  • Speak to your classmates and make sure you have all the context you need for any feedback you have logged (make sure to update the item on the hub!)
  • Come with any issues you have faced when speaking to staff on your Course, your Lead Rep can raise this with your Head of Department

Who attends? 
VP Student Voice leads the Rep Council.
All Reps at all levels are invited to attend, and are joined by the Representation Team and the other Officers.

When are they held? 
Rep Councils are held four times per year.
You can find out when the next Rep Council is scheduled by taking a look here. Rep Councils are held in person and on Teams, you will recieve a calendar invite from the Students' Union at least two weeks before the meeting.
You can also check the Rep Meetings database.
Snacks are also provided at Rep Councils!

What happens at a Rep Council?
VP Voice will lead the meeting.
At the start you will be asked to scan a QR code to complete an attendance form - you need to complete this if you want your attendance to be counted for your Rep Superstars Award
You'll then recieve updates and reminders from the Students' Union, and hear from the Officer Team about any projects or events they're running.
There may also be specific activities to participate in, like coming up with ideas for social events or having a discussion around a specific topic. There will then be an opportunity for open discussion, a time where you can bring up issues and have a collective discussion with the other Reps.

What do I need to do to prepare for a Rep Council?

  • Read through the agenda or any papers provided.
  • Check the summary of the last meeting to understand any actions that needed to be taken.
  • Work with your Lead Rep to determine clear topics to bring up during the meeting to present to the room.

Previous Rep Councils

Check back here throughout the year to find the recordings and summaries of Rep Councils

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