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Course Rep Meetings​

As a Rep, you'll be invited to several different meetings which provide you with opportunities to represent the feedback you've gathered from your fellow students. Here's some information about each one. If you're a PGR Rep, click here to read more about your specific meetings.

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Departmental Meetings:

SSLCs - Staff Student Liaison Committee

SSLCs are attended by all Course Reps and a small number of departmental staff. The point of this meeting is to serve as an informal forum for you to share the student feedback you have gathered with staff. It's therefore vital that you attend in order to fulfil your core Rep responsibilities.

You can usually expect to attend around four SSLCs each year, and the decisions that result from SSLCs will be reported to the Board of Studies.

BoS - Boards of Studies

Your Board of Studies is responsible for the academic standard of your course. The membership of the Board will include all Course Reps from each programme the Board covers, along with Heads of Department and other relevant staff. Although this meeting is more formal than an SSLC, it's vital that you attend, as this meeting is often where decisions are made.


Students' Union Meetings:

Student Voice Forum

Student Voice Forum is your chance to raise issues brought to you by students which affect the wider student body than just those students on your course. The Union will arrange three SVF events to take place each academic year, and will invite all Course Reps, along with other students in representative positions with the Union, such as Liberation Reps.

The Union will also invite a panel of senior University management staff to answer your questions and address your concerns, so these meetings are a really powerful platform to come together with your fellow Reps to communicate directly with University decision makers on the issues that matter to you.

Faculty Voice Forum

Faculty Voice Forum is the space where you get to speak directly to the management of your Faculty. Rather than University-wide issues, which you would take to Student Voice Forum, this is the time to raise issues about your education within your Faculty. The Union will invite all Reps from your faculty, along with relevant senior academic staff to answer your questions and take on board your feedback.

You will be invited to two Faculty Voice Forums each year.

Meeting FAQs

Q: Who will invite me to each meeting?

A: For your departmental meetings, your invitations will come via email from a member of staff within your department. This will often be your Programme Administrator. For Students' Union meetings, we will send you an email invitation and also use Microsoft Teams to remind you about upcoming events.

Q: What do I do if I cannot attend a meeting?

A: You will need to send through your apologies for absence as soon as you know that you cannot attend a meeting, and these apologies will need to be sent to whoever sent you your invitation to the relevant meeting.

If you are a distance learner, out on placement, or have another physical barrier to attending meetings on campus, you could request to Skype/Microsoft Teams into your departmental meetings, or you may wish to send your apologies for all meetings at the start of the year.

Q: How do I send my "apologies for absence"?

A: You will need to email the member of staff who has invited you to the meeting and explain that you will not be able to attend the meeting. You need to do this as soon as you know you cannot attend, and ideally, accompany your apologies with a written report of your cohort's feedback.

Q: Can I send through a written report to a meeting if I cannot attend?

A: Yes, absolutely! We encourage that any Rep who cannot attend a meeting submits a written report to be presented in their absence. This ensures that the students you represent are still heard. Collate the feedback you've gathered from students, anonymise it, and turn it into a written report that you send through to the meeting organiser along with your apologies for absence.

If you are a distance learner, or out on placement, we would expect you to submit a written report to all meetings as you would not be expected to attend in person.

Q: Is meeting attendance compulsory?

A: Yes, attending the meetings listed above are compulsory in order to fulfil your Rep role and meet the criteria for your HEAR eligibility. This is why sending in your apologies for absence and a written report are vital, as this will mean your HEAR eligibility is not compromised.

Q: How should I prepare for a meeting?

A: Ensure that you've been in touch with your fellow students to gather their feedback about the course, their academic experiences, and life at Surrey in general. Anonymise any feedback you've received, and collate this into some notes/a report that you can take with you to the meeting. Get in touch with any other Reps on your course at your level to ensure that you're not going to repeat or miss any information.

You'll be asked to share the student feedback you've gathered, so be prepared to explain what your feedback is and what it shows. Be sure to always present feedback in a professional way - be accurate, balanced, constructive, and keep your feedback factual and not personal.

Any questions? Get in touch!

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University of Surrey
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01483 689 223

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