Guildhall SU - Student Reps

What is a Student Rep?

A student rep is a student who acts as a voice for their fellow students within their department. Student feedback is invaluable to the running and development of the Guildhall School.

The School places great value on feedback from students at all levels of decision-making; from representation at the programme and academic boards that shape the way courses are delivered and assessed, to feedback on services and facilities at operational meetings; to the ongoing liaison between Senior Management and the Student’s Union.

Reps play a crucial role in ensuring that all students have a voice. Volunteering as a student rep is your opportunity to have a significant impact on the artistic, academic, and personal experience at Guildhall.

Your role is to:

- Listen to the experiences, concerns, ideas and suggestions of students in your department either in person or in feedback forums

- Engage your course mates to gather their feedback on their academic experience, support services, facilities and opportunities

- Bring student feedback to Student Parliament and student executive forums, to represent student views on teaching, learning, and assessment matters

- Help identify potential solutions to issues raised

- Communicate relevant information and outcomes back to students

- Work collaboratively with other student reps

- Work with the Students’ Union President and Vice-President

Contribute to improving student life at Guildhall

Student Parliament

Student parliament is the main meeting of the Student Representative team. It takes place once a month during term time and provides a regular opportunity to:

- Share student feedback

- Discuss issues affecting students

- Review progress

- Identify priorities

- Work together on solutions

- Hear updates from the Students’ Union

- Communicate information back to departments

Student parliament is a working meeting, not a meeting where people talk about problems.

Every issue should ideally result in an action, decision, referral or update.

You will receive a Student Parliament agenda via email from Hebe (president) or Sam (vice-president) a week prior to Parliament meetings.

Student executive forums

The student staff forum is an opportunity for student and staff representatives to work together on issues affecting the student experience. It works similarly to student parliament but with the addition of a staff presence to report the work we have been doing as well as refer anything we may need staff contributions too.

Student executive forum acts as a smaller working and problem-solving space.

The Forum should be used to:

- Discuss issues that require staff involvement

- Explore possible solutions

- Understand the School’s perspective

- Provide student feedback

- Develop practical improvements

What makes a good student rep?

Be visible – making sure that you are easily accessible to your peers, building respectful and inclusive relationships within your course community

Be engaged – be proactive in gathering feedback. This could include asking students for their views on a particular issue, running a quick survey, or having conversations with your peers.

Make sure students know what happens as a result of the feedback they give you. Keep them updated on what has been raised, what action is being taken and, where possible, what the outcome has been.

Be representative – as a course rep, it is important that you represent the view of the group, not your own view or that of a few individuals. If students raise a concern with you, try and find out what the others in the cohort think, and ensure that you present a balanced view and the appropriate forum.

How to represent student feedback

Be prepared - Make sure that you prepare for meetings by reading the agenda and any other papers that are circulated in advance

Be confident and constructive - Meetings can feel intimidating at first. It is important you attend these meetings as student representation and feedback is essential, and you are the experts on the student experience. Have confidence that your feedback is valid and important. Be clear and constructive, and contribute suggestions for future change and improvement

Confidentiality & Boundaries

Students may sometimes approach you about sensitive matters

You should:

- Listen without judgement

- Avoid promising that you can personally solve the issue

- Avoid sharing personal information

- Seek advice from the Students Union when you are unsure what to do

Important

Do not investigate serious complaints, safeguarding concerns, allegations of misconduct or other matters that require formal procedures yourself.

If you are unsure whether something should be escalated, ask the President or Vice-President for advice. You should never feel that you have to deal with a serious or sensitive situation alone.

See next page for more information on how to signpost.

How to signpost

The following are examples of issues that should be referred to Registry:

- Queries about enrolment and changes to student status (intermission, transfer, withdrawal)

- Queries about immigration and visa

- Queries about the student conduct code and disciplinary process

- Queries about academic appeal

- Queries about student finance, funding, debt or tuition fees

- Any other query relating to a formal school procedure

- Any legal advice (eg data protection, freedom of information, equality, contracts, disabilities)

More information about Registry services is available on MyGuildhall.

Contact: registry@gsmd.ac.uk

The following are examples of issues that should be referred to Student Affairs:

- Mental, physical, emotional health and wellbeing concerns

- Disability support

- Learning support

- Financial hardship

- Accommodation / Sundial Court issues

- Any other wellbeing concern

Please bear in mind that reps can also access support at Student Affairs – though a rewarding role, the additional responsibility can sometimes be a source of stress. Please don’t hesitate to get in touch if you have any concerns about your workload or any other aspect of your responsibilities as a rep. (see next page)

Useful information & links

More information about Student Affairs services is available on MyGuildhall.

Contact: student.affairs@gmsd.ac.uk

Additional information on MyGuildhall quick links:

Report and Support

Safeguarding

If you are unsure whether something should be escalated, ask the President (union@gsmd.ac.uk) or Vice-President (unionvp@gsmd.ac.uk).

Being a Student Representative is an opportunity to make a genuine difference to the Guildhall experience.

You are one of the most important links between students and the people who make decisions about student life.

Listen, speak up, follow things through and make sure students are heard.

The Students’ Union is here to support you throughout the year.

Let’s make student voice something that is heard – and acted upon.