Class Representation Guidelines


Application


This document applies to all students and staff members of the University

Purpose


To provide further background and information to support the implementation of the Class Representation Policy, for staff members and students involved in the class representative system

Guidelines


Information on the role of class or year representative

  • Information for students on the importance of the class representative system, and the benefits and responsibilities of the role, will be available in orientation resources, on the University website and on the AUSA website
  • AUSA provides training for class and year representatives in each semester, and maintains and distributes a Class Representative Handbook
  • Class/year representatives may be eligible for recognition through the University’s service recognition programmes 

Election of class or year representatives

  • In class, the teacher will ask interested students to speak briefly on why they want to be a representative. The class or year representative will be elected by their peers in the first two lectures of the semester
  • If there are no candidates the teacher will advise the AUSA Class Representative Coordinator. The Coordinator will liaise with the class and assist with the selection of a class or year representative, where possible
  • Faculty professional staff will collate the details of class representatives and advise the AUSA Class Representative Coordinator, who will contact representatives with the details of training sessions 

The role of the class or year representatives

  • Class or year representatives provide a link between staff and students and can be a first point of contact for students. They are expected to listen and to refer issues, where necessary, appropriately and sensitively
  • Class or year representatives represent the collective views of a class or programme. Class or year representatives should make themselves known to students in class, and course coordinators will ensure contact details are provided on Canvas course pages.
  • Class representatives may also create social media pages as informal forums for class members
  • As well as attendance at SSCC meetings, class representatives should have regular meetings with the course director or lecturers throughout the semester. These benefit both students and teaching staff, as an opportunity for engagement and feedback 

Academic Unit Student-Staff Consultative Committee meetings - timing and agenda

  • Two academic unit Student-Staff Consultative Committee (SSCC) meetings will be held each semester. Meetings should be held before week five and week ten of semester. To allow class representatives to complete their training it is preferable that meetings are not held in the first three weeks of semester. The agenda will be circulated before the meeting, and should include:
    • a report back on the outcome on any resolution of the issues discussed at the previous meeting
    • dean or academic head’s briefing
    • issues raised by student representatives
    • reports on matters of relevance to students from any faculty SSP or other university committee meetings
    • discussion of learning and teaching continuity plans, or procedures for emergency events, as appropriate
  • Minutes should be taken and circulated, in accordance with the policy
  • Minutes should clearly indicate agreed action points

Faculty Student-Staff Consultative Committee meetings - timing and agenda

  • The faculty student-staff consultative committee (SSCC) will meet at least once per semester and during summer semester if appropriate
  • An agenda should be circulated before the meeting, and should include:
    • minutes from all the academic unit SSCC meetings, if appropriate
    • report back on any resolution of issues raised at the previous meeting
    • issues referred from academic unit SSCC meetings, if appropriate
    • reports on matters of relevance to students at faculty level
    • Minutes should be taken and circulated, in accordance with the policy         
    • Minutes should clearly indicate agreed action points

Definitions


The following definitions apply to this document:

Academic unit means department or school

Academic unit (school, department, discipline) Student-Staff Consultative Committees (academic unit SSCC) means a committee comprised of class/year representatives and academic staff members which considers and acts issues of concern for students in the academic unit

Auckland University Students’ Association (AUSA) is the voluntary students’ association at the University of Auckland

AUSA Advocate means a member of the advocacy team at the Auckland University Students’ Association who offers free advice to students on academic, financial or personal issues

AUSA Class Representative Coordinator means a member of the Auckland University Students’ Association who is responsible for coordinating training, communication and advice to class and year representatives

Class representative means a student enrolled in a course or programme who is selected by students in that course or programme to facilitate communication between staff and students enrolled in that course or programme

Faculty Student-Staff Consultative Committees (faculty SSCC) means a committee comprised of elected academic unit class representatives and academic staff members of the committee to discuss issues referred from academic unit SSCC meetings

Staff member refers to an individual employed by the University on a full or part time basis

University means the University of Auckland and includes all subsidiaries

Year representative means a student enrolled in a year-long programme selected by students in that programme whose role is to facilitate communication between staff and students enrolled in that programme

Document management and control


Owner:                   Deputy Vice-Chancellor (Academic)

Content manager:  Manager, Academic Quality Office and AUSA 

Approved by:          Deputy Vice-Chancellor (Academic)

Date approved:      26 Feb 2018

Review date:          26 Feb 2021