Student-Staff Consultation Procedure

 

Don’t be voiceless - Get a representative!

 

The Student-Staff Consultation Procedure is the official medium through which your opinions can be heard.

The responsibilities of the Student Representative are:

  • to strengthen communication between group and tutor, by raising promptly matters of common concern;
  • to monitor student satisfaction with the course,  provide feedback to the MLTC Director of Learning and Teaching and make proposals for the future;
  • to contribute to the MLTC annual review of teaching.

The representative will:

  • Liaise regularly between the tutor and class through discussion and informal feedback;
  • Organize a meeting with the class once per semester, discuss arising matters with the tutor
  • Discuss the outcomes of class consultations with the class liaison
  • Attend the Student Staff Committee
  • If there are any pressing concerns, your Student Rep or the module leader can and should be approached immediately, even before the meeting, so matters can be resolved as quickly as possible

Being a Student Representative is a recognized Higher Education Achievement Record activity.

 

How to elect your representative

  • You may nominate yourself or someone else (provided you have their permission) to be your representative.
  • For reasons of continuity, it is important whenever possible to elect as representative a student who is enrolled for both semesters.

Your duties as a Course Representative

Training

Once you have been elected, the Students’ Union’s Academic Representation Coordinator will contact you to offer you training.

HEAR Recognition: Please note that you will need to complete the above training to validate your participation in the scheme as part of the Higher Education Achievement Record.

Consultation Meeting

Arranging a time for the Consultation Meeting

As Student Representative for your class, you will need to hold a meeting with the rest of your class in Week 6 or 7.

You will need to agree with your tutor the week before on a suitable time to have the meeting:

  • Tutors need to know in order to plan their classes and will leave the classroom while you are having the meeting.
  • You can ask for up to 20 minutes of class time for the meeting although 5 minutes is usually enough.
  • The break during your class or the end of the class may be good times for the meeting.

Running the Consultation Meeting

The purpose of this meeting is to discuss together your satisfaction with the course and then to provide your tutor and the Director of Learning and Teaching with relevant feedback and proposals for the future.

Reporting on the meeting

Before the meeting, open the 'Student-Staff Consultation Report'- form to help you taking notes during the meeting and discussing any issues with your class Tutor afterwards.

Please, note:

  • The form should only include comments made / matters raised by a majority of students. This includes negative but also positive comments. We need to know what it is in your view we do well, so we can keep it up and know not to change it.
  • Issues like breaks, class-room, homework etc.: discuss them with your tutor (or the Language Co-ordinator if necessary) and do not ask for them to be carried forward to be discussed at department level.
  • Only issues which affect the whole department should be carried forward to the Learning and Teaching Committee.
  • It is fine to just tick the relevant box if there is nothing particular to say. You do not have to include comments just to record something. 

After your meeting, discuss any comments with your tutor, and then complete and submit the 'Student-Staff Consultation Report' online within one week of the meeting. If it is difficult for you to meet straight after the class, arrange a time with your tutor the same week.

The form is essential for us, as otherwise we won't know which points have been raised in your course. 

If you wish to gain HEAR accreditation for your role, please note, you are required to complete an additional meeting report for the Student Union, so they can keep track of points raised across the institution and give support to students where needed. 

Previous feedback and actions

Here are some changes we have made in response to student feedback over the years:

  • Many of our students felt, that three hours are simply too long to keep up concentration, so we split them into a two-hour block and a 1-hour workshop for all our Beginner to Advanced modules. Unfortunately, this is not possible for Higher Advanced and Proficient.
  • The language workshops in the language labs were not interactive enough and often consisted on individual work at the PC, we have now aimed to include a much larger variety of tasks in the lab including a lot of possibilities for speaking and interactive work
  • A large number of students still struggled to fit the class and workshop into their timetable, therefore we have opened a new language lab to be able to offer more lab slots per module.
  • To avoid you missing out on any sports activities scheduled during the Wednesday afternoons, we have tried to keep classes during this time to a minimum and avoid the Wednesday afternoon altogether for any modules with only one class group running. 
  • The changes to the Independent Study record (ISR) from Intermediate onward have been welcomed by many of you; however you did raise issues about the workload in connection with it. So we have reduced the number of required tasks from 3 to 2.

Nevertheless, there are some points we are unable to take action on for reason beyond our control:

  • Some of the students who do our language course as part of their degree programme still experience clashes with other modules. Wherever possible, we try to move our classes, but especially the 3-hour long modules can’t be shifted once scheduled. They also run at agreed times with the home departments to make sure any clash with core units are avoided.

Contact:

If you have any question regarding the Student-Staff consultation procedure, please do not hesitate to contact the MLTC Student-Staff Committee Convenor via mltcssc@sheffield.ac.uk