Congratulations on becoming a Course Rep!

We’re thrilled to know you’ll be joining the team.

You have the voice to really make a change on the student experience and how your course is run. It’s also an exciting role offering you amazing opportunities and events throughout the year. The more you put into the role, the more you’ll get out of it. As part of the Students’ Union, we want to hear your ideas! You may fancy running an event, have ideas for your course or maybe just need some help and advice. You will be working closely your Lead Rep, School Rep, the SU President and Vice President to ensure that you have the best experience in university.

The representation structure is at the core of what we do as a Students’ Union. We put the students at the heart of every decision using our extensive network of representatives to ensure every student feels supported and their voice is being heard.

This handbook will provide you with the knowledge you need in order to succeed within the role. It will cover different topics to enhance your skills including the meetings you need to attend, how to publicise yourself and common issues you may have to deal with.

Good luck!

The Students’ Union has two Student Executive Officers who are elected by the students and work full-time, and these two officers are the President and Vice President. They are supported by five School Representatives and Lead/Departments Reps which are also there to support you as a Course Rep. Each Course will have two or more Course Reps, appointed to represent the interests of fellow students from their course.

It is important to remember that the Students’ Union door is always open and we provide support, training and guidance, along with any information you may need throughout your year as a Course Rep We can also provide practical help and information about how the University structure works, along with keeping you up to date with any campaigns or events we have going throughout the year.


The school reps are the link between the Student Executive Officers, Lead/Department Reps and Course Reps. They feedback information on issues affecting you, so that the President and Vice President can communicate with the appropriate members of staff.


As a Course Rep you are one of our front line representatives for the students on your course. This gives you a unique position, in that you have the ability to help influence your own learning as well as of that your peers. Your responsibilities may vary slight between the different schools and course but there will be a core set of responsibilities that all of the Couse Reps have. These common responsibilities include the following:

  • Liaising with the Students’ Union
  • Gathering student feedback on matters such as, but not limited to, campaigns, events and academic issues.
  • Represent the views of your peers at Course, School and Union meetings.
  • Provide feedback to your peers from these meetings.

Along with these responsibilities, throughout the year you may find yourself doing the following:

  • Working in partnership with other Reps on issues of joint concern.
  • Campaigning on issues raised by peers and the Students’ Union.
  • Referring students with specific needs, whether it be support or advice, to us at the Students Union directly or to your Lead or School Rep.

As a Course Rep, you may come across many different problems and issues that will require you to take action. Although you will be able to deal with some matters directly, there will be some that will require you to refer students to different people or departments. A larger amount of information regarding some of these issues is available on the University and SU website. Here are just some of the problems you may encounter:

  • Assessments and Feedback

Lack of prompt/detailed feedback on work.

  • Personal Tutor Support

Students not assigned a Personal Tutor, not being able to meet with their tutor or not knowing who their tutor is.

  • Resources

Teaching areas or library/I.T. may not be meeting the needs of students

  • Teaching Methods

Unhelpful lecturers, lack of hand-outs.

  • Bunching of Assignments Deadlines

Students may find that the workload is impossible if they have too many deadlines that are close together.

  • Cancelled Lectures

Which are not communicated to students quickly and efficiently.

  • Mitigating Circumstances

Throughout a student’s time at University, they may run into difficulties that can cause their work to suffer. You should advise the students to speak to their course tutor about the situation.

  • Academic Complaints and Appeals

A student may feel their results for coursework/exams were adversely affected by mitigating circumstances or administrative error. You should advise the student of their right to appeal and direct them to the Academic Case Worker in the Students Union or the Vice President. You may also encounter students wanting to complain. Try to work out the seriousness of the complaint and direct them to the Cardiff Met website for more information on the Complaints procedure. If in doubt do refer the student back to the Students Union for any advice.

An important part of your role will be attending meetings to put across the views of students. Whether you are studying in Cardiff or at one of our partnership institutions, it is important your invited to meetings where you have the opportunity to make a difference for the students on your course. As Course Rep you will attend;

  • Course Committee Meetings (CCM or PCM)

Meet with staff to discuss course level issues

  • Staff Student Liaison Committee (SSLC)

Meet with the Dean or DLT (Director of Learning and Teaching), your School Rep and other Course reps to discuss school wide issues.

  • Students’ Union Annual General Meeting (AGM)

Meet with other reps, students and the SU to raise concerns, discuss campaigns and find out more about the SU.

  • Arrange your own

This may be with fellow students to gather feedback or discuss an issue. It could be with the SU to gain advice or with a member of staff to help resolve issues.

When you join our team, we want to make sure you are best equipped for the role. We offer training at the start of the year presenting you with a jam-packed session with an overview of your role and the Students’ Union. This is followed by a team building session introducing you to some of the skills you will need for the role.

After the initial training session, the Union will be providing follow-up sessions throughout the year. We’ve also published an online training session so you can learn everything you need to know about the role from the comfort of your own home.

Before

  • Gain feedback from students
  • Read the minutes from previous meetings
  • Make notes of topics to bring up and questions
  • Identify important issues
  • Clarify any matters you are unsure of
  • Make sure you know where and when the meeting is
  • Be on time

During

  • Be concise when making points
  • Listen to others views as well as contribute your own
  • Don’t be afraid to say no or ask questions
  • Make notes
  • Sit where the chair can see you
  • Be positive and constructive
  • Speak clearly and slowly

After

  • Report back to students and the SU
  • Carry out any actions you’ve been allocated
  • Reflect on the meeting
  • Check minutes to ensure accuracy.

There are many incentives and benefits to becoming a rep. We’ve named just a few:

  • Course Rep Awards at the end of the year to congratulate you on your achievements
  • Receive funding from the SU for Course Rep Activities such bowling or ice skating
  • A personalised rep hoodie at a reduced cost
  • Rewards such as free drinks vouchers when you’ve attended meetings
  • Looks great on your CV
  • An official certificate at the end of the year to reward your hard work
  • Show future employers proof of your personal and professional development
  • Become more involved in the Students’ Union and University
  • Meet new people and make new friends
  • Help make positive changes on your course
  • Training you in many skills, including communication, organisation, and negotiation skills

Here are just some ways that you can be proactive and raise your profile as a course rep:

  • Focus groups
  • Think about hosting a get together with students on your course to get to know each other and discuss topics.
  • Notice Boards
  • All departments should have a notice board, easily visible and accessible to all students. Use these boards to tell others who you are and how they can contact you.
  • Suggestion Box
  • This is something you could try to set up with other Reps. It needs to be in an easily accessible area a needs to be checked regularly.
  • Social Media
  • A Facebook group is a quick and easy way to post news and updates from your department. Remember to read and adhere to our Social Media Guidelines.
  • The Students Union Website
  • You can contact student through our website, as well as create surveys, write news headlines and organise events. Make sure you have a look at our SU Exchange section of the website.
  • Leaflets, Posters and Business cards
  • You can hand them around to fellow students or put a couple up on notice boards.
  • Just before or after a lecture
  • Ask your lecturer for a couple of minutes to speak to the group. Introduce yourself, your new role and how they can contact you.

  • Module leaders

They manage one or more specific modules in their respected area. This person will often be heavily involved in the teaching and assessment of the module itself.

  • Programme Directors

This person is responsible for the day to day coordination of a named programme of study and its development. They will be the person to approach with issues relating to the programme.

  • Dean and Director of Learning and Teaching (DLT)

The Dean and DLT are ultimately responsible for all programmes and academic development within the School.

  • The Students’ Union

Contact the Students’ Union for information on Clubs and Societies, Jobshop, Training & Development, Student Engagement and Advice. The Students’ Union is here to support you so you can represent your peers to the best of your ability.