26th October 2010

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Alex Kendall ± Union President

Alex Dahinten ± Deputy President (Education)
Charlotte Ivison ± Deputy President (Welfare)
Andrew Keenan ± Union Representation Coordinator
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17:00 Tea/Coffee and Snacks -
~10min Imperial College Union and Alex Kendall
Imperial College London
~20min Student Representation Alex Dahinten
~20min Welfare Services Charlotte Ivison
~20min Break -
~20min Student Representatives Andrew Keenan
19:00 FiveSixEight. -






 
 


 



Every undergraduate and postgraduate student is automatically a
member

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Š Education & Welfare support
± The Sabbaticals and your Faculty Union
Š Clubs, Societies & Projects
± All students can join!
Š Student Activities Centre (SAC)
± Your DepSoc can book rooms, minibuses, projectors
Š Advice Centre
± Nigel Cooke, full time Student Advisor
Š Bars and Nightclub
± Specific events
Š Student Media
 
 


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± Elected every year for a year.

President Deputy President Deputy President Deputy President Deputy President

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"  (Welfare) (Education) (Clubs & Societies) (Finance & Services)



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± Head of the staff, so you may encounter him for a variety of reasons.
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± Responsible for governance, you¶ll most likely come into contact with
Becca in her role organising and minuting Union committee meetings.
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± Alex can advise on branding, marketing and sponsorship issues, as he
produces all of our communications.
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± 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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± Runs the bars, including catering. You'll probably end up talking
to Francesco when you want a good deal for a bar night!
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± Most likely to come across Phil for club trouble-shooting, or if you
crash a minibus. Responsible for the student activities centre and
staff directly supporting student activities.
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± Most likely to encounter Kris for function bookings and requests
for car parking.
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Executive Committee Council Court

Disciplinary
Clubs and Representation Health & Safety Colours Committee
Societies Board & Welfare Board Committee Committee
Mediation
Board
Graduate Students¶
CSCs Faculty Unions
Association
Elections
Committee
Constituent
Unions RAG & CAG
 

 
 

 
 




 
 
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A brief re-introduction to

þ
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 College Council; College Senate; The Management
Board

Research and Administration and Other

Teaching Services
The
Union
Facilities,
Natural Commercial
Medicine Engineering Registry Welfare Finance,
Sciences Services
Legal etc.





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(Rector)

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(Deputy Rector)

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(Pro Rector Education)
± Responsible for educational issues
± Chair the Strategic Education Committee
(SEC) and the Quality Assurance Advisory
Committee (QAAC)

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(College Secretary)

± Responsible for legal and official issues
± Gives us permission to use large college spaces e.g. main entrance
 


 
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(Medicine)

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(Engineering)

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(Natural Sciences)


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± Responsible for student welfare

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± Responsible for academic and pastoral tutoring

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(for faculty-specific academic issues)

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(for operational issues)



Š Holds all records including results
Š Deals with appeals
Š An encyclopaedia of academic rules and regulations

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(Academic Registrar)

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(Deputy Academic Registrar)

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(Head of Student Records)

 
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(Director of Commercial Services)
Š Accommodation
Š Sport Imperial (Ethos)
Š All cafes and restaurants outside the Union
Š Conferences (Great Hall; Marquees)
Central to the Union

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 Union President

Deputy President
Representation Coordinator
(Education)

Academic Affairs Officers (AAO) Faculty Union President

Departmental Representatives

Year Representatives

Students
 Union President

Deputy President
Representation Coordinator
(Education)

Academic Affairs Officers (AAO) Faculty Union President

Departmental Representatives

Year Representatives

Students
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,
Make sure that the student voice within your year is heard. Work
closely with Departmental Reps.
,
Š Direct contact with students
± ³Keep your ear to the ground´
± Deal with peers¶ issues - react
Š Consult with Departmental Representative - elevate
Š Disseminating information from Union/ Faculty/ Department
± Two way communication
Š Attend Departmental Staff-Student Committee (SSC) Meetings
Š Attend Departmental Representation Meetings
 Union President

Deputy President
Representation Coordinator
(Education)

Academic Affairs Officers (AAO) Faculty Union President

Departmental Representatives

Year Representatives

Students
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,
Make sure that the student voice within your department is heard. Work
closely with Year Representatives and Academic Affairs Officer
(AAO).
,
Š Link between Faculty and Department
Š Direct contact with students
± ³Keep your ear to the ground´
Š Manage Year Rep system
± Overview
± Organise Departmental Representation Meetings
Š Attend Departmental Staff-Student Committee (SSC) Meetings
Š Work with Departmental society
 Union President

Deputy President
Representation Coordinator
(Education)

Academic Affairs Officers (AAO) Faculty Union President

Departmental Representatives

Year Representatives

Students



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„o represent the students views within the Faculty and College. Work
closely with Departmental Representatives, Faculty Exec, Deputy
President (Education) and Rep Coordinator.
,
Š Link between Faculty Union (FU) and College
± Contact with College ³big dogs´
Š Manage Dep Rep system
± Overview
± Organise Faculty Representation Meetings
Š Attend Faculty, Union and College committees
± ICU Council & RWB
Š Work with FU Exec team


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Medics Years 1, 2 & GEP
icsm.ao12GEP@imperial.ac.uk  
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CGCU (Faculty of Engineering)
cgcuaao@imperial.ac.uk
   


Medics Years 3, 5 & 6
medic.edrep356@imperial.ac.uk


 

RCSU (Faculty of Natural Sciences)
rcsu.aao@imperial.ac.uk
 
 
Medics Years4, Biomed
& Pharmacology
academic.officer4bp@imperial.ac.uk
 Union President

Deputy President
Representation Coordinator
(Education)

Academic Affairs Officers (AAO) Faculty Union President

Departmental Representatives

Year Representatives

Students
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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.
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Š Sit on numerous education-related college committees
± Represent the student voice to college
Š Actively support student representatives
Š Proactively campaign for students¶ academic rights
Š Ensure that issues are acted upon
Š Surveys
Š SOLE, MOLE, ROLE, TOLE, NSS etc.




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Š Improve feedback
± Quality (feedback policy)
± Timeliness (Rector¶s letter to all departments)
Š Promote surveys
± E.g. Browne review survey
± Advertise internal survey benefits for staff and students
Š Ensure that information flows in both directions
Š Maintain the solid UG representation structure
Š Spread out coursework deadlines
± Make College aware that many CW can be replaced by other exercises


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Š Engage with students, make yourself known!
Š Email contact
± Get access to mailing lists
± Information flow
± Report upwards and downwards (meetings, correspondences etc.)
Š Know how to deal with problems
± Can I deal with this?
± Should I delegate to someone more equipped?
Š Make use of resources (handbooks/online)
± Don¶t be afraid to ask us for help!
Š Send SSC minutes to Andrew

Š Low NSS scores in ³Feedback & Assessment´
± 52%! (Sector average 66%)
Š Letter from Rector
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± Be realistic!
Š Put pressure on College to keep to these guidelines.
Š Don¶t be scared to bring up issues, College want them brought up!
 


Do«
Š Read the minutes of the last meeting
Š Complete actions or reports in good time prior to the meeting
Š 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«
Š Wander off the agenda
Š Interrupt people when they are speaking
Š Be late
Š Have just observations
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Š Chair: #




 
Š Attended by all Year Representatives
± Any student can attend
± Invite AAO if relevant
Š Every 2-3 weeks
Š Informal, yet formal!
Š Discuss issues of every Year
± Best practise
± Send short summary to AAO.
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± Dep Reps meet DUGS Õ solve issues before SSC
 







 
Š Chair: `
Š Attended by all Departmental Representatives
± Invite Deputy President (Education)/ Representation Coordinator if
relevant
Š At least 1 every term (aim for 2)
Š More formal!
Š Discuss major issues of every Department
± Short summary (use DRM minutes)
± Steal Borrow best practice from other departments
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Š Good practise guidelines in rep pack
Š Organised by Departmental Staff
Š All reps attend
Š Designated place for raising issues
± Not for urgent matters
Š Be well-prepared and knowledgeable
± DRM a week before
± Prepare any complaints and try to offer solutions

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You should be aware of what we can offer students


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Š Student Advice Centre
± Nigel Cooke
± (Floor 2M of the Union)
± advice@imperial.ac.uk

Š Academic issues
Š Accommodation
Š Money Advice
Š Employment rights
Š Consumer Rights
Š International Student Issues
Š Legal advice
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Š Deputy President (Welfare)

Š Welfare Officers:
± Equal Opportunities Officer: equal-opportunities-officer@imperial.ac.uk
± Disabilities Officer: disabilities-officer@imperial.ac.uk
± Gender Equality Officer: -
± Interfaith Officer: interfaith-officer@imperial.ac.uk
± International Officer: international-officer@imperial.ac.uk
± LGBT Officer: lgbt-officer@imperial.ac.uk

± Faculty Welfare Officers

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- The most senior member of staff in College
whose job is just Welfare. He makes sure that all of College¶s
Welfare services function well.

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- Free, confidential short-term counselling for
all IC students from qualified counsellors based on Level 4,
Sherfield.

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- In Prince¶s Gardens. Offers open clinics and

normal appointments with doctors and nurses and free
contraception.

Š   - 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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- Members of College staff who are completely independent
from College and the Union and can offer confidential advice to any student.

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- A course lecturer allocated to a group of students taking

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

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- Based in Sherfield. Help for any student with
a disability, including diagnosis and extra help for lectures and exams.

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- Promote equality and tackle discrimination at

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

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- Level 5, Sherfield. Help for students with

anything job related, including CVs and interview technique
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Š Affects between 5% and 17% of the global population
Š Most common disability at Imperial

Disability Advisory Service

Š disabilities@imperial.ac.uk
Š Offers a range of services to help students with disabilities and other
learning difficulties
Š Screening for and formal diagnosis of learning difficulties
Š 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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± You can¶t keep serious problems confidential ± you¶re not qualified and
it¶s 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

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± You can deal with course related welfare issues yourself or within your
faculty union via your Welfare Officer i.e. exam stress, struggling with
the 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





We¶re almost there!

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That's you!

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Problems aren¶t solved if they

aren¶t raised.

it¶s that simple

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Being an effective class rep can boost µsoft skills¶ such as chairing meetings,
time and project management - which are important for professional
development

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Employers look for the above skills, as well as academic qualifications, to
ensure they get the graduates most suited to the µworking world¶
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Valuable experience of College and the education sector ± useful for a life in
academia

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Putting yourself forward can be a first step into wider voluntary activities,
both inside and outside of College

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Potential for Colours & ICU/College recognition, to thank you for your work
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In both directions ± keep students and staff informed.
Being available and open is crucial.

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Surveys and questions are important, to make sure everyone has their say.
Go forth and chat: don¶t underestimate casual conversations with your
cohort.

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Problems are best solved by those closest to them ± so be pro-active with
suggestions.
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There might be problems affecting the whole group, or just individuals ±
keep an eye out for all kinds.

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Raising and dealing with issues will be easier if there¶s already a good
relationship between the staff and the rep.

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We¶re looking to spread best practice across College, and to learn from
what our reps are doing ± so please attend all Departmental and Union
meetings and send updates.
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± Ask your coursemates ± is this a widespread concern?
± Tell your course coordinator or lecturer ± you don¶t 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.
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± Keep your AAO in the loop.
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*„he 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.

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Don¶t push the red button when there¶s a problem. When there¶s genuinely
no progress, ICU can help.

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If you¶ve solved a problem or have some news, tell people about it.

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We understand that undergrads are busy ± let us know if you need a hand ±
that¶s why we¶re here.
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± Don¶t 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.
± Don¶t tell your cohort what you are doing.
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± Don¶t tell the Union what is going on.


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Š We¶ve set up a new software system to track rep issues µfrom cradle
to grave¶ ± from first being raised to being solved.

Š This will take admin burden away from Reps, freeing them up to
pursue their goals and address issues directly.

Š Ensures issues are not forgotten or neglected.

Š Run by Rep Coordinator and explained online ± if you would like

your issue added, get in touch.








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± Detailed guides on all of the above are available on the ICU website
± Explanations of the µsoft 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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