1. Purpose
a) Both the University of Strathclyde and the University of Strathclyde Students’ Association believe in the
need for an effective and coherent Class Representation System in order to ensure that the learner voice is
distinctive and strong.
b) This document sets out the joint commitment of the University of Strathclyde and the University of
Strathclyde Students’ Association to promote an effective system of student representation; a commitment
driven by the objective to enhance the student learning experience.

2. Principles
a) The University of Strathclyde is committed to receiving and responding to student feedback in order to
monitor and enhance the quality of the student experience within the institution.
b) To maintain the positive culture exists across the institution which makes explicit its commitment to
receiving and responding to students’ views and to discussing current learning and teaching issues with
them – both formally and informally and always on a proactive basis.
c) For the purpose of this Guidance Paper, the phrase “Student‐Staff Liaison Committee” is used to describe the various departmental committees which provide a formal opportunity for Class Representatives to give
feedback to their department(s). The SSLC exists to provide an effective and coherent system for
communication between staff and students.
d) Whilst the importance and value of SSLC’s is recognised across the institution, it is also necessary that
alternative avenues exist to also enable student feedback.
e) There is a dual role of student representation ‐ Students have an important role to play in internal quality
assurance mechanisms, as well as a wider role of representation which seeks to affect change across the
institution as a whole.
f) The training of Class Representatives is fundamental to the successful operation of SSLC’s and effective Class Reps; responsibility for providing this training rests with USSA, with input from the University.

3. Staff‐Student Liaison Committees and their Link With Quality Enhancement                                     The quality of the student learning experience is the main focus of regular reviews of departments held by
the University and external bodies, such as the Quality Assurance Agency (QAA) or professional and
statutory bodies. As student representatives discuss student academic concerns, and act as a forum for
departments to consult with students on future plans, Class Representatives are often invited to take part in
these reviews. Student contributions to these reviews are invaluable in identifying areas of high quality
teaching practice and areas for improvement, and should be actively encouraged at all levels.

4. Departmental Responsibilities
a) Heads of Departments are responsible for ensuring that there is an appropriate mechanism in their
department to facilitate the election or appointment of Class Representatives and for identifying a member
of the department to take responsibility for communicating with USSA.
b) Departments are responsible for reporting the names, e‐mail addresses and class code the Rep is
representing of elected/appointed Class Representatives to USSA by the beginning of Week 3 of each
semester (sent to ussa.classreps@strath.ac.uk). Training of Class Representatives, conducted by USSA in house, will normally take place in Weeks 4 and 5 of each semester.
c) Information about the student representation system and on how USSA can support students and their
representatives should be included in student course handbooks.
d) Depending on student numbers, it would be appropriate to elect or appoint representatives as follows: up
to 50 students– 1 or 2; 51‐150 – 3; over 150 – 4+.
e) Departments should ensure that adequate and accessible notice board space and web space (where
possible) are made available to Class Representatives.
f) Departments should retain a file copy of each minute for review purposes, submit a copy to both USSA and
the Faculty Office by the end of each semester and should, where possible, publish the approved minutes on
their website.
g) To help close the feedback loop, departments should ensure that the students are be informed at the next
meeting of a class (if there is another meeting) of any issues that may have been raised in relation to the
class and how these will be addressed. This can be done by a variety of methods, including departmental
email of minutes, a quick summary at the start of the next lecture by either the staff of the department or
the Class Rep, posting to a VLE or other method as appropriate for the particular class.

5. Election/Appointment of Student Representatives
a) Information about the student representation system should be provided by departments as part of their
induction for new undergraduate and postgraduate students, which USSA should provide information for
and support where appropriate.
b) To promote the role of Class Representative, former or more senior current departmental Student
Representatives should be invited to speak to new students at the beginning of the academic year.
c) Where possible, departments are encouraged to hold an election for Class Representatives. If there are
insufficient candidates to merit an election, volunteers may be appointed to the role of Class Representative
with the agreement of the group of students that they will represent.
d) All students have the right to stand for election to the SSLC and departments are asked to ensure that parttime students are afforded the same opportunity as full‐time students.
e) Students can hold the Class Representative position for one year or the period of the module they
represent, (whatever is shorter). Elections should then be held at the beginning of the next academic year or
semester (as appropriate) to ensure that all students have the opportunity to participate.
f) Where elections are held, departments should ensure that all candidates are invited to present their case
for election, by electronic means or by means of a departmental notice board, to the students that they
hope to represent.
g) Course Leaders should prompt students about the election process in Week 1 of each semester, remind
them in Week 2 of each semester and complete the appointments by Week 3 of each semester.

6. Remit and Membership of the Staff‐Student Committee
a) Each SSLC should have a formal written remit, which should be reviewed annually to ensure that it provides
the opportunity for the discussion of current learning and teaching issues.
b) Students should be consulted annually on whether they wish to assume responsibility for chairing the SSLC and on the method of appointing/electing the Chair. Should the Chair be an academic then a “Rep of Reps” should be decided as USSA main contact for the Committee and as a mechanism for reps to have an issue resolved if it is to personal for them to deal with.
c) Details of the Student Chair or Rep of Reps should be given to USSA promptly.
d) An identified member of academic staff should support a student Chair and type minutes.
e) The membership of each SSLC should be published on student notice boards and/or on departmental
websites and Virtual Learning Environments (VLE) to facilitate student interaction with those who represent
them. Contact details should be included.
f) If desirable, separate PG‐T and UG SSLC should be held if the numbers of students is impeding an effective
committee.

7. Frequency of Staff‐Student Liaison Committee Meetings
a) Departments and Class Representatives may determine the frequency of meetings. A minimum of one
meeting per semester is expected.
b) Meetings should take place at a mutually convenient time, should not coincide with timetabled learning
commitments of Class Representatives, and be cognisant of the needs of certain groups, such as part‐time
and distance learners.

8. Agenda and Minutes of the Meetings
a) The Chair and supporting member of academic staff should agree an agenda for each meeting, which should be circulated to members of the Committee at least 5 days in advance of the meeting.
b) Class Representatives and Staff members of the Committee can ask for items to be included on the agenda.
c) Class Representatives should identify items for the agenda by consulting students in advance of the meeting. Departments may wish to facilitate this process by means of an e‐mail reminder to Class Representatives or by notices on student notice boards, departmental websites or similar.
d) Any issues raised by the SSLC’s it is the department’s responsibility to respond to the issue.
e) Draft minutes should normally be prepared promptly and circulated to all members of the Committee.
Approved minutes should be provided in a format that is accessible to all students who may wish to view
them, e.g. student notice board, departmental website.
f) The Department should submit Minutes to USSA and the Faculty Office by the end of each Semester.
g) Departments should provide incoming Class Representatives with copies of SSLC minutes from the previous academic session to provide information and continuity.

9. Conduct of the Meeting
a) SSLC’s exist for the mutual benefit of students and staff, and members of the Committee are encouraged to
engage in a constructive dialogue and to offer possible solutions and feedback.
b) Departments should encourage students to chair meetings.
c) The Committee should agree action in response to issues raised and receive reports on action taken in a
timely manner.
d) The Committee should not discuss personal matters relating to individual students or members of staff.
10. Provision for Class Representatives
a) Training for Class Representatives is available through USSA who work closely with a variety of partners to
provide a quality training programme. Training will normally be offered in Weeks 4 and 5 of each semester.
b) A Class Representative Handbook, detailing the role and responsibility of Class representatives is available,
and should be provided to students by USSA following their election/appointment.
c) Class Representatives should be allowed access to lectures to make a short presentation about items to be discussed by the Staff‐Student Liaison Committee and consult on any other issues to be raised.
d) Adequate and accessible notice board space and web space (where possible) should be made available to
Class Representatives by the Department.

11. Responsibilities of Class Representatives
a) Class Representatives are responsible for gathering and presenting the views of those they represent to
SSLC’s and for reporting the outcomes to them.
b) Students should endeavour to attend all SSLC’s, conduct themselves in an appropriate fashion, and raise
points in a constructive manner; this dialogue should be welcome and encouraged by the academic
members of the committee.
c) Class Representatives are expected to attend meetings convened by USSA to review the year and raise any queries or concerns they may have; these meetings include, but are not limited to, Christmas Catch‐Up and Student Congress.

12. Responsibilities of USSA
a) USSA is responsible for providing training for Class Representatives.
b) USSA is responsible for providing departments with the text about the services that it offers for inclusion in
student course handbooks.
c) USSA is responsible for the provision of a Handbook for Class Representatives with input from the
University.
d) USSA is responsible for providing administrative support of the Class Rep Database
e) USSA is responsible for organising annual meetings and providing opportunities for Class Reps to engage in
other areas
f) USSA is responsible for submitting a bi‐annual report on the effectiveness of the system and collating broad
themes for improvement from the SSLC minutes to QMC.

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