Student Representation

Article

Student representation forms an important part of the College’s quality assurance and enhancement procedures, enabling students to feedback to their department on their experience of their programmes. 

Aims

The aims of the process are to ensure that the views of students are considered and can contribute to quality enhancement at Goldsmiths, including:

  • Learning and teaching
  • Programme development and review
  • Learning support services
  • Programme and module administration
  • Student support and guidance

Staff/Student Forums

Student engagement takes place primarily through Departmental Staff/Student Forums, which should meet at least twice per academic year. Each academic department is required to convene a minimum of one forum for undergraduate programmes, and one for postgraduate programmes, but beyond this they are free to take the initiative in deciding how their programmes may best be split into representative groups for monitoring purposes.

Forums give students the opportunity to provide feedback on any matters relating to their programmes, e.g. current teaching provision, directly to programme staff, and for Departmental Student Coordinators and Programme Representatives to raise any other matters that have been brought to their attention. Students should also be encouraged to provide input on future improvements and opportunities for development, e.g. in relation to curriculum and assessment.

In addition to Staff/Student Forums, online forums are available within the VLE to encourage student feedback on programme level issues. Departmental Student Coordinators, Programme Representatives and programme staff are encouraged to monitor and interact with the forums in order to consider and, where possible, resolve student issues as swiftly and easily as possible.

Outline of the process

  1. Staff/Student Forums will meet at least twice during each academic year, at times deemed convenient within each department’s annual schedule. The suggested agenda (template below) is designed to serve as a basis for meetings. It contains the main areas that could be covered, to which other items or subheadings can be added. Items raised in Module Evaluation should be included.
  2. Departments are to take responsibility for assigning programme staff to chair Forum meetings, for setting and communicating the time, date and location of Forum meetings, along with agendas, minute taking and any other paperwork.
  3. Departmental Student Coordinators and Programme Representatives are required to collect and collate student feedback, from both online forums and direct discussions with students, and to raise issues, where appropriate, with the Head of Department and Departmental Administrator. Departmental Student Coordinators should also take responsibility for monitoring and moderating online forums. It is advisable for the Staff/Student Forum Chair and the Departmental Student Coordinators to meet in advance of the Forum meeting in case issues can be resolved prior to the meeting and reported to the Forum.
  4. Following each meeting of the Staff/Student Forum, the meeting Secretary (normally a member of staff) will write minutes.
  5. Minutes of Forum meetings should note all areas of feedback and in particular, any action that needs to be taken and by whom. The minutes should be agreed by the members of the Forum and submitted to the next meeting of Departmental Learning and Teaching Committee.
  6. The minutes of Staff/Student Forums should also be displayed on the departmental/programme notice board/website/VLE area so that they are available to all students.
  7. Departmental Student Coordinators and Programme Representatives should, in the first instance, refer any issues arising during the meetings that require action to their departmental contact, and should ensure that information regarding the action taken is communicated to students.
  8. At the start of the academic year, Departmental Student Coordinators, the Chair of the Staff/Student Forum and the Department Business Manager/Departmental Administrator should review, comment upon items raised during the previous year, which should then be fed into the production of Department Development Plans.

Feedback to students

Feedback is given at each Staff/Student Forum meeting regarding any issues from the previous meeting that required action.

Students should be able to view the minutes from both Departmental Board/Departmental Learning and Teaching Committee and Forum meetings, which should be displayed on the departmental/programme notice board/website/VLE area. Departmental staff, Departmental Student Coordinators and Programme Representatives should work together to identify and implement best practice and disseminate outcomes to students.

Issues that remain unresolved at departmental level will be reviewed by Departmental Student Coordinators and departmental staff at the start of each academic year, and where necessary will be taken up by the College's Student Engagement team or Quality Office, which will report the College response back to Departments.

Membership

Membership of each Staff/Student Forum is for departments to determine, but could include invitations to the following:

  • All programme convenors
  • Departmental Learning and Teaching Committee Chair
  • Departmental Academic Lead for Student Experience
  • Departmental Student Coordinators
  • Programme Representatives
  • Department Business Manager/Departmental Administrator
  • Other departmental staff, as appropriate

Departmental Student Coordinators

Departmental Student Coordinators are student representatives recruited by the College, Students' Union, and each academic department to serve for one academic year. They act as a point of liaison between the student body within their Department, the Students' Union and the College's Professional Services.

In each academic department, there shall normally be a minimum of two undergraduate and one postgraduate Departmental Student Coordinators. Numbers may vary, however, according to the size of the department. Departmental Student Coordinators receive training, a job description, workload model and handbook, as well as remuneration in the form of a bursary.

The Students' Union keeps Departmental Student Coordinators informed and up to date with developments on a regular basis and hold a database of appointed Departmental Student Coordinators. Departmental Student Coordinators are required to keep in contact with students and staff in their department, as well as with the Students’ Union and the College's Student Engagement team. They should act to support Programme Representatives and lead the organisation and delivery of Programme Representative meetings. The Students' Union ensures that Departmental Student Coordinators are fully supported in their roles through close contact, training sessions and regular catch-ups.

Departmental Student Coordinators work closely with Programme Representatives in their department to ensure that the wider student voice is captured at the programme level. Departmental Student Coordinators are required to produce reports on departmental student feedback, promote student satisfaction surveys, attend departmental meetings (e.g. Staff/Student Forum and Departmental Board), organised Programme Representative meetings, and share minutes from Programme Representative meetings on the Department's VLE pages.

Programme Representatives

Programme Representatives are responsible for gathering and reporting on feedback from students on their programme. Programme Representatives must nominate themselves and are elected to their position by others on their programme. These roles are voluntary.

Programme Representatives are supported by Departmental Student Coordinators. They should attend regular Programme Representative meetings organised by Department Student Coordinators. These meetings should be student-led, although academic staff can be invited where relevant. Programme Representatives can liaise with Departmental Student Coordinators, the Student Experience Lead in their department, the Departmental Learning and Teaching Committee Chair, and the Department Business Manager/Departmental Administrator were necessary to raise any higher-level feedback or broader areas for attention by the department.

Departments may invite all students to the Staff/Student Forum, or they may restrict membership to Programme Representatives and Departmental Student Coordinators. Normally two Programme Representatives are recruited for each level of a programme. Departments provide names of Programme Representatives within their department to the Students’ Union, who provide online training on the responsibilities of the role.