MEETING SKILLS AND TIPS

Why do we have course meetings?

to inform others or get information across about the enhancement of your course
to gain commitment from someone, to a proposal relating to academic and learning environments
to make a decision - collectively, as the result of a discussion
to share ideas and hear others' points of view - Academic staff will also feedback in these meetings. You should listen to them and agree or disagree depending what you think
to review and monitor standards

What to do before, during and after a meetingBefore

Speak to the Chair - usually the course/pathway leader
What are the terms of reference for the committee?
How often does the committee meet?
How do you get things on the agenda?
What do students think of the committee?
What is the decision-making powers of the meeting and where does it sit with regard to the institute decision-making process?
Learn from those who have sat in that meeting in the past
Look at past papers/minutes to check on what has been discussed in the past
Talk to former course reps about their experiences
Find out who else sits on that meeting and what they are like
Always be totally prepared and clarify anything confusing before you go in
Check the dates, times and deadlines
Talk about the issues that are going to be discussed with the people that you are representing
If you want to speak on an issue, prepare some notes
ensure that you have all of the relevant information for the meeting

During

Be prompt, if not early
Participate fully in the meetings
remember that you are representing a whole group of students - lecturers will ask you about what feedback you have about an issue!
Always sit where the chairperson can see you, so that if you want to speak they can be made aware of this - you will be invited to speak and welcomed into all meetings at the University, if not contact the Student Rep Coordinator
Be positive and constructive in what you say and listen to others, even if you don't agree with them
Be assertive, keep eye contact with everyone and question things that you don't understand
Make notes to facilitate your feedback to the students

After

Report back to the students and the Students' Union on what was discussed at the meeting
Check the minutes to ensure that they are accurate
Identify any action that you have to take, or areas that may require you to go out and gain student feedback
Monitor progress made by the committee and its members
Formal meetings - the usual structure

Apologies for absence - Records who have said they cannot come to the meeting.

Minutes of the last meeting - The minutes are checked to ensure that there are no inaccuracies between what was discussed and what was recorded.

Matters arising - These are issues that were discussed at the last meeting. They should be used for updates and progress-chasing.

Reports - Some members of the meeting may wish to have their reports discussed or decided upon. It is a big advantage to circulate these prior to the meeting.

Any other Business - Often a dumping ground for issues that should have been been put on the agenda therefore, anything can be discussed here at the chair's discretion. Usually, general questions and queries are asked here, but this section should not be used to discuss controversial issues.What is the role of the chairperson?To be an impartial controller of the meeting

To ensure committee members stick to the subjects in hand
To summarise discussions
To be constructive and suggest solutions
To adhere to the agenda and move through the business outlined
To keep order

Approaching Committee Papers

1. What is being proposed? - Look at this, it will be on the agenda - if you have not got one ask for it.
2. When will it be done and who by?
3. Why is it being done?
4. How will it's effectiveness be monitored?
5. What impact will it have on the students? - this is the bit you can comment on!
6. What do you feel about it? Personal opinion and feedback for your group.
7. What research do I need to do?
8. How can I prove how students feel about this? - Get written feedback, chat to your subject mates