Student Engagement hello through your microphone or in the chat - - PowerPoint PPT Presentation

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Student Engagement Staff Network Tuesday 5th May 2020 Welcome!

We will start at 10am. Please say hello through your microphone or in the chat box. Tell everyone…

• 1. Who you are.
• 2. What you do.
• 3. Where you work (normally!).
• 4. The main challenges the lockdown

has presented for your role.

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Your sparqs team today…

Eve Lewis, Director Stef Black, Senior Development Consultant (@sparqs_Stef) Simon Varwell, Senior Development Consultant (@sparqs_Simon) Megan Brown, Development Consultant (@sparqs_Megan) Denise McCaig, Development Consultant (@sparqs_Denise) Justin Walker, Development Consultant (@sparqs_Justin)

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Agenda

10.15am sparqs’ response to the COVID-19 lockdown 11.00am Case studies Luca Filippi, University of Strathclyde Students’ Association Sue Livermore, Dumfries and Galloway College Rosamund Vickers, University of Stirling Students Union 11.30am Break 11.45am Workshops: institutional challenges for online engagement Developing and delivering online training Supporting course rep systems through online tools Supporting institutional/executive level engagement 12.45pm Conclusions 1.00pm Finish

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Top tips for Zoom

• You can use your audio or the

chat box to speak.

• You can also “raise your hand” if

you want to say something.

• Stay muted when not talking.
• Keep us posted – we’re all

learning too!

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Your role has never been more important!

• Learning and teaching is

undergoing an unparalleled transformation.

• Changes are affecting course,

institutional and national arrangements.

• Students need to be at the

heart of all these decisions – including and especially urgent

• nes with short turnaround!

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Student engagement and academic representation staff

Quality teams Course reps Students’ association

• fficers

Senior management Academic departments Support departments Students National agencies Institutional committees Enabling a culture

• f partnership

Training reps Equipping committee reps Enhancing quality Connecting staff and students Understanding the national picture WHAT WHO

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sparqs’ response to the COVID19 lockdown

Eve Lewis, Director

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Our workplan - principles

• Student Voice more important now than ever.
• Imperative to have operational rep systems in place for

start of academic year.

• Ensure students can influence changes to the Student

Learning Experience locally and nationally.

• Our normal workplan has been paused.
• We will focus on what institutions need now.
• It contains fewer pieces of work, on a shorter delivery time.
• It will be adaptable and responsive.

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Process

• Pre-Easter: check-in with all institutions.
• Catch up with agencies.
• National Education Officer Network/Student

Engagement Staff Network this week.

• Joint advisory Group (tomorrow).
• Ongoing two-way communication.
• Early summer: further check-in with all institutions.

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Key projects

Officer induction and support Direct communications for course reps Operating and supporting course rep systems Course rep training Key messages on student engagement for sector leaders Effect on the Student Learning Experience Institutional Support Quality arrangements and Sector Support Networks and Advisory groups

Two overarching themes Diversity: Voice and Setting Mental health and wellbeing

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• Short piece of guidance aimed at institutional and

sector leaders and student officers. To include:

– Institutional decision making – Quality processes – Supporting representative structures – Partnership

• Other avenues for discussion?

Key messages on student engagement for sector leaders

Lead staff member: Stef Black

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Direct communications for course reps

• Support recruitment and engagement of course reps
• Where necessary, sparqs could communicate directly

in a form that can be adapted by institutions/students’ associations.

• Position course reps as part of national volunteering

effort – endorsement from government/sector

• Format?
• Timing/frequency?

Lead staff member: Justin Walker

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Operating and supporting course rep systems

• Series of short guidance documents covering a range of issues:

– Recruitment – Training – Operating remotely – Pastoral role/signposting – Utilising rep structures – Course rep forums

• Aimed at different audiences: students’ association, quality
• ffice, programme leaders
• Focus on diversity of student voice: protected

characteristics, mode of study etc.

Lead staff member: Megan Brown

@sparqs_Scotland #sparqsSESN

Course Rep Training

• Flipped classroom model.
• Our online module adapted and rolled out.
• Online training session delivered by sparqs associate

trainers or institutional associate trainers and other models.

• Possible to book online training events as before.
• Summer training residential for ATs/IATs

moved to mix of online module & events.

Lead staff member: Justin Walker and Nicola McIntosh

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Officer induction and support

• That’s Quality!:

– Adapt existing online modules – One-day online event each for universities (July) and colleges (August), to focus the role of an educational officer at this time. – Late Oct/Nov (or when feasible): one-day joint university and college event; steady-state quality training.

• NEON: timing to complement That’s Quality!
• Finalise college education officer induction guide and

supplement with COVID-19 specific guidance for universities and colleges.

• Institutional contact and support on induction.

Lead staff member: Simon Varwell and Denise McCaig

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Effect on the Student Learning Experience

• Tools to support student

conversations around the effect on the SLE.

• Linking course rep, faculty, officer

and national officer conversations.

• COVID-19-specific questions for

the SLE blocks and adaptations for different groups.

• Support for different mechanisms

for discussion eg course rep conferences.

Lead staff member: Megan Brown

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Institutional support

• Ensure materials reach institutional contacts.
• Monitor need and adapt accordingly.
• Provide tailored support to institutions most in

need.

• In the short term, support focussed on the COVID-

19-related work plans.

Lead staff member: Simon Varwell

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Quality arrangements and sector support

• Work closely with sector partners to support their

activities and student engagement in them.

• Monitor quality arrangements and adapt our

support accordingly.

Lead staff member: Stef Black

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Networks and Advisory groups

• All will meet next semester/term.
• Timing adapted to ensure frequency of contact

fulfils need for support.

• Likely to continue in online format for foreseeable

future.

Lead staff member: Various

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Case studies

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Our presenters

• Luca Filippi, Student Engagement Support Staff,

University of Strathclyde Students’ Association.

• Sue Livermore, Student Engagement Officer,

Dumfries and Galloway College.

• Rosamund Vickers, Democracy and

Representation Coordinator, University of Stirling Students Union.

CASE STUDY: SUPPORTING ONLINE STUDENT REPS AT THE UNIVERSITY OF STRATHCLYDE

LUCA FILIPPI, STUDENT ENGAGEMENT SUPPORT STAFF (REPRESENTATION)

INTRODUCTION



Student Engagement Support Staff (Representation)



Part-time providing administrative support for Class Reps (over 700!)



Guidebook created in response to sudden change to online teaching



Aim: help ease the transition for Reps in supporting students

• nline

THE GUIDEBOOK



Strategies Reps can use for ensuring students and classes are running effectively

THE GUIDEBOOK



Strategies from staff on how to effectively work from home and keep healthy!



Contact details for signposting

STUDENT ENGAGEMENT/CONCLUSION



Unique opportunity to rethink student representation online



380,000 students enrolled in distance-learning courses (70% undergraduate)



What does the digital Rep look like?



Student Reps are meeting the challenge of online working brilliantly!



March saw record number of nominations for Class Rep of the Month



Long, meaningful nominations provided. Students are really recognising the work of their Student Reps!



https://www.strathunion.com/voice/studentreps/represources/

The New World

Sue Livermore

Student Engagement/Equality and Diversity Officer

Dumfries and Galloway College

Class Reps: The Masterplan

Text

Every Monday morning at 9.30am Class Reps receive a text with any reminders for the week, such as student survey, student elections, key FAQs released on intranet.

Team

An ‘All Class Reps’ Team was created, meaning we could invite them to online meetings and they had access to 1 of 4 chatrooms for Class Reps business

Weekly Meetings

The Class Reps were divided into 4 groups, given a weekly slot that would not change, and invited to weekly optional meetings. Student Support sent an Officer to these meetings.

Meet the Principal

The Principal and Vice Principals had an initial meeting with Class Reps. This has proved popular and productive.

Class Reps: Reality Bites

Text

Popular and will continue

Team

Chat room is really useful One chatroom, not 4…so everyone can compare notes Bursary issue

Weekly Meetings

WAY too much for both students and staff https://www.bbc.com/worklife/article/20200421-why-zoom-video-chats-are- so-exhausting Replaced with: Option to email or videocall one key Officer with any arising issues Optional fortnightly single meeting slot for anyone who needs to ‘see’ other students

Meet the Principal

Good attendance, productive and popular. Now established as a fortnightly routine. News straight from the most informed source.

Rosamund Vickers

Democracy and Representation Coordinator Stirling University Students’ Union

rosamund.vickers@stir.ac.uk 01786 467217 www.stirlingstudentsunion.com

Student Engagement – Covid-19

 Weekly meetings with Sabbaticals and Core Union Staff (plus additional calls/chats throughout the week)  Student Meetings held via Facebook Live, with voting on motions held online  Sabbaticals holding Coffee and Chats via Facebook Live  Awards (Sports, Clubs, RATE, Inspirational Women) all held online in Facebook Live and Watch Parties  Faculty Officers – Online groups Teams meetings, emails, one-on-

• ne video calls, meetings with Dean for Student Experience

 Module Reps – Engagement via Faculty Officers + VP Education  Hopes to set up a virtual “Suggestion Box” to see how students have felt online teaching/exams are  Collab with Union and Uni on a programme of activities for students and staff – “Be Connected”  Induction Planning for new Officers being adapted to online starts

Successes

 High turnout for the Student Meetings via Facebook Live, and the meeting went smoother than the usual in-person Union Meetings!  Great engagement with the Awards ceremonies held online, with sending in comments and videos of them celebrating through group video calls.  Faculty Officers continue to be engaged and a great source of information as to how students are feeling and what problems they are experiencing.  Direct engagement with head of the University who are keen to speak to students directly and the officers.  Good engagement from the new Officers, particularly the new sabbaticals

Challenges

 Not always clear communication from the University which has added to confusion amongst students  Due to the pandemic, Module Reps were less able to engage in their role once the University closed  Faculty Officers – Many are predicted to not meet the contracted hours, so plans have been put in place to tailor hours to reflect this as fairly as possible.  Additional pressure on Sabbaticals, particularly now several supporting Union staff members have been furloughed.  New Officers (Sabbatical and Part-Time) at risk of not feeling as part of the Union since they will begin their role from home and as such concerns they may struggle to engage with students at first.  Concerns amongst students and staff on what September starts will look like and the amount required to prepare for possible virtual/delayed starts for new and returning students.

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Break Please come back at 11.45am

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Workshops: institutional challenges for online engagement

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Workshops

• 1. Developing and delivering online training (Justin

and Denise).

• 2. Supporting course rep systems through online

tools (Megan).

• 3. Supporting institutional/executive level

engagement (Stef).

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• 1. Developing and delivering online

training Justin Walker, Development Consultant Denise McCaig, Development Consultant

@sparqs_Scotland #sparqsSESN

Course Rep Training

• Flipped classroom model.
• Our online module adapted and rolled out.
• Online training session delivered by sparqs associate

trainers or institutional associate trainers and other models.

• Possible to book online training events as before.
• Summer training residential for ATs/IATs

moved to mix of online module & events.

Lead staff member: Justin Walker and Nicola McIntosh

@sparqs_Scotland #sparqsSESN

Officer induction and support

• That’s Quality!:

– Adapt existing online modules – One-day online event each for universities (July) and colleges (August), to focus the role of an educational officer at this time. – Late Oct/Nov (or when feasible): one-day joint university and college event; steady-state quality training.

• NEON: timing to complement That’s Quality!
• Finalise college education officer induction guide and

supplement with COVID-19 specific guidance for universities and colleges.

• Institutional contact and support on induction.

Lead staff member: Simon Varwell and Denise McCaig

@sparqs_Scotland #sparqsSESN

Course Rep Training Preparing for Online CRT

sparqs is preparing to…

• 1. Train the associate trainers who will train course reps.

This involves preparing online training modules for ATs and IATs, replacing the face-to-face residential training.

• 2. Provide material for the online training of course reps.

Some institutions will use the sparqs material in full. Other institutions will adapt the sparqs materials, or prepare their own version.

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Course Rep Training Preparing for Online CRT

Things to consider when developing online CRT 1.The audience 2.The content, generic skills or specific details 3.Where it will be hosted 4.What happens if reps do/or don’t complete training? 5.How will reps find the training? 6.How to promote the training 7.How to collect data

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Course Rep Training Preparing for Online CRT

SA questions to prepare for online CRT…

• 1. What will your Course Rep Training look like next year?
• 2. How far have you progressed with this?

What discussions and decisions are still required?

• 3. Who else is involved in making this a success

(eg IT team, VLE manager)

• 4. Who should be included in these discussions and decisions?

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• 2. Supporting course rep systems

through online tools Megan Brown, Development Consultant

@sparqs_Scotland #sparqsSESN

Operating and supporting course rep systems

• Series of short guidance documents covering a range of issues:

– Recruitment – Training – Operating remotely – Pastoral role/signposting – Utilising rep structures – Course rep forums

• Aimed at different audiences: students’ association, quality
• ffice, programme leaders
• Focus on diversity of student voice: protected

characteristics, mode of study etc.

Lead staff member: Megan Brown

@sparqs_Scotland #sparqsSESN

Operating and supporting course rep systems: your thoughts

– Course Rep Recruitment – Training – Operating remotely – Pastoral role/signposting – Utilising rep structures – Course rep forums – Diversity of student voice

• Where is your

institution/SA currently?

• What are the challenges

for where you want to be?

• Examples of good practice

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Useful resources

• Top Tips for Supporting Class Reps – sparqs:

https://infograph.venngage.com/ps/HsLhESBhwJs/top-tips- for-supporting-your-reps

• NStEP resources for student engagement during Covid-19:

http://studentengagement.ie/resources/

• ‘What we learned when we moved student council online’ –

Hannah Winslade, Westminster SU: https://wonkhe.com/blogs-sus/what-we-learned-when-we- ran-student-council-online/

• AdvanceHE Covid-19 Resources: https://www.advance-

he.ac.uk/resources-support-you-during-covid-19-pandemic

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• 3. Supporting institutional/

executive level engagement Stef Black, Senior Development Consultant

@sparqs_Scotland #sparqsSESN

• Short piece of guidance aimed at institutional and

sector leaders and student officers. To include:

– Institutional decision making – Quality processes – Supporting representative structures – Partnership

• Other avenues for discussion?

Key messages on student engagement for sector leaders

Lead staff member: Stef Black

@sparqs_Scotland #sparqsSESN

Supporting Institutional/Executive level engagement

Where are you at? How is this happening? What meetings are officers involved in etc? What are the biggest challenges? How are you

• vercoming these?

How are student

• fficers/other students

engaging in conversations and decisions making processes? What are your priorities and how have priorities changed? How are changes impacting on your capacity/skill-set? What support is needed?

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Conclusions Simon Varwell, Senior Development Consultant

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Our support to you

• SESN jiscmail group –

www.jiscmail.ac.uk/sparqssesn

• Future SESN events – keep us informed on:

– Priority topics. – Your offers of sessions

• Ongoing institutional support:

– Let us know what we can do. – Keep in touch with your key sparqs contact.

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Our support to you

Check out the sparqs COVID19 Hub – please share your resources and case studies of practice! https://www.sparqs.ac.uk/p age.php?page=886

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Check out other agencies’ resources

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NEON is in two days!

• Our next National Education

Officers’ Network will be on 7th May 2020.

• Topics will reflect today’s:

the new challenges.

• Please encourage your
• fficers to come –

registration is open!

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Final tasks

• Complete the evaluation form.
• Sign up to the sparqs newsletter.
• Sign up to the sparqsSESN Jiscmail list.

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Thank you and goodbye!