Updated December 2015
Guidance on Programme Committees and Representation
for Collaborative Partners
Programme Representation
Programme representation is an important mechanism in assuring and enhancing the
quality of the student learning experience. It is one aspect of student engagement and
enables student participation and feedback on the programme.
The UK Quality Code for Higher Education sets out the following Expectation about
student engagement, which higher education providers are required to meet:
“Higher education providers take deliberate steps to engage all students, individually
and collectively, as partners in the assurance and enhancement of their educational
experience.”
How to recruit Programme (Student) Representatives?
There are a range of methods used to recruit Programme Representatives from
nomination and volunteering to elections: methods used depend upon the class size and
interest in the role. In some areas Programme Representatives change each year; in
others they continue their role as they move through the programme. For further support
contact your UEL Academic Link Person. There are a range of videos for Programme
Leaders to use to recruit Programme Representatives
http://www.uelunion.org/representation/reps/
Purpose of the Programme Committee
The purpose of the Programme Committee is to assure and enhance the quality of the
student experience on their programme of study. It provides a forum for students to
express their views about the programme content, delivery and assessment, and
considers proposals for programme modifications including recommendations for new
modules. It also provides formal feedback on the programme for inclusion in the Review
and Enhancement Process report. The terms of reference for the committee (including
membership/constitution) can be found in the appendices.
A standard agenda is provided at the end of this document. Chairs should gather
student feedback from Programme Representatives on a module by module level at
meetings, and also discuss any programme level student issues. Results from relevant
student surveys should also be considered. Students should be consulted on any
proposals to change a programme or major modifications to modules: this is usually
done through the programme committee.
The Review and Enhancement Process (REP) report must be considered at the
programme committee and the action plan monitored at subsequent meetings. The REP
report can be shared via the Virtual Learning Environment, so all students can access
and the attachments, particularly the External Examiner reports.
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Chairs (ie the Programme Leader) will need to manage student expectations and report
and consult with Programme Representatives. Ways of providing support to Programme
Representatives in seeking the views of their representative student group prior to
meetings, are listed below

Providing some time at the start or end of core lectures and seminars so Programme
Representatives can explain to students how they can contact them to discuss any
issues (especially for programme committee meetings) or providing 10-15 minutes at
end of a class (before a programme committee meeting) so Programme
Representatives can have a meeting with the class.

Some Programme Representatives hold a drop-in/clinic session prior to the
programme committee. Chairs would need to book a room so students can drop in
to discuss issues with Programme Representatives. These may be more successful
if they are well publicised and held before or after a core lecture.

Encourage Programme Representatives to use noticeboards (electronic and/or
physical) and discussion forums. They could post a notice or email students, prior to
programme committee meetings, asking for issues they would like discussed.
When are Programme Committees held?
Programme Committee meetings should be held at least twice a year (once in each
teaching term). These should be held in teaching weeks 7 or 8, as appropriate.
Meetings should be held when students can attend and should not clash with teaching
sessions or assessment deadlines. Inevitably there will be issues arising in between
Programme Committee meetings, Programme Representatives will want an earlier
resolution and should be able to approach the Chair to discuss issues and negotiate a
solution.
Chairs need to ensure that at least 40% of members are present for quoracy. If
insufficient number of students are able to attend the meeting then student feedback can
be collected by module leaders using alternative methods eg Virtual Learning
Environment or at the end of lectures/seminars and issues/feedback can be discussed
at the meeting and added to the minutes. If key colleagues are unable to attend the
meeting, they should provide the Chair or servicing officer with their comments in
advance of the committee so they can be noted at the appropriate time. As an
alternative, they can also ask another member of staff to attend in their place and
comment on their behalf as appropriate.
The Administrator for the programme committee should ensure the relevant Programme
Representatives, Module Leaders and Programme Leaders are invited to attend the
meeting. They should distribute the Agenda and previous minutes to invited committee
members (a set agenda is provided at the end of this document). Arrange catering and
book a room for the meeting as well as taking minutes at the meeting. Papers for the
meeting should be circulated at least 7 days in advance of the meeting.
Issues which should NOT be dealt with by programme committees
There are some issues that should not be dealt with at programme committees and if
Programme Representatives approach you about these issues you should advise them
to inform the student concerned to contact your Student Services or Academic Office, as
appropriate. These issues should not be dealt with by Programme Representatives.
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



Formal procedures eg academic appeals, individual complaints, extenuation,
disciplinary hearings.
Financial and funding queries.
Welfare problems, health and personal issues eg council tax or visa problems.
Disputes between individual students and academic staff.
Closing the feedback loop
The Chair should consider if there is evidence that appropriate action has been taken in
response to the issues raised by students and whether students have been notified of
the action. Minutes of the programme committee should be provided on the Virtual
Learning Environment (or alterative) so that all students on the programme(s) can
access them. It is good practice to provide feedback to Programme Representatives on
the progress of actions taken.
The subsequent meeting should also detail the actions taken since the previous meeting
so there is an official record, even if the matter has been resolved and feedback given to
students in the interim.
Arranging Programme Committees for distance-learning programmes
Students on distance-learning programmes should be given the opportunity to provide
comments on their programme in a dialogue with the programme team and support staff
once in each teaching term. As the Committee will not be able to meet face-to-face, the
Virtual Learning Environment (VLE), such as Moodle, should be used for this purpose.
One example of good practice is to open a discussion forum on the VLE for a week in the
middle of each teaching term, when the students will have the opportunity to provide
feedback on the topics that are listed on the standard agenda below. A sub-discussion could
for example be opened for each topic. During this week the programme team and relevant
support staff should actively check for any new entries in the discussion and respond to
them during the week to ensure the dialogue runs smoothly. All students could be invited to
attend, or Programme (student) Representatives only, depending upon student numbers.
The Administrator of the Committee should have an overview of the discussions and ensure
that all student enquiries are responded to by the programme team.
When the forum has closed after the week, minutes should be written by the Administrator
based on the discussions that have taken place in the forums. The minutes should also
include an action plan addressing issues that could not be resolved immediately. The
unconfirmed minutes should be sent to all students and relevant staff (or Programme
Representatives if only they were invited to participate) for their information.
After the first Committee has taken place this way, the next Committee forum should include
a written commentary from the Programme Leader outlining the progress with the action
plan since the last “meeting”. This way it is ensured that progress with actions is recorded.
Distance-learning Programme Committees do not have to be conducted exactly in the above
manner, as long as the principles of Programme Committees are covered;
-
open dialogue between staff and students over a set period of time
minutes and an action plan produced after each meeting
meetings held once in each teaching term
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STANDARD AGENDA
1. Apologies
2. Minutes of the Previous Meeting (attached)
3. Action Points from the Previous Meeting
4. Student Feedback (including Programme Delivery)
5. Programme and Module Feedback Review and Recommendations
6. Resources (Library, IT and Student Services)
7. Programme REP (Approval and Progress Review)
8. Any Other Business
9. Date of Next Meeting
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