The Academic Convenor should be a member of staff appointed by the Head of Department to take responsibility for the SSLC. The Convenor organises the first meeting of the year and negotiates SSLC resources such as noticeboards and websites.
The Convenor is also responsible for ensuring that the SSLC Annual Report form is completed on time, agreed by the student representatives or Chair of the Committee, and returned to the SSLC Coordinators via the Assistant Registrar (Teaching Quality), Rory McIntyre. Convenors can play a role in facilitating pre-meetings.
Duties of the Academic Convenor
Convenors' Briefing
A briefing for Convenors is held each year, normally in September. The briefing provides information on the operation of the SSLC system, updates on new initiatives and a chance for all Convenors to discuss common issues and share ideas and good practice. New Convenors are required to attend and returning Convenors are encouraged to join the briefing. The briefing event is on Thursday 30th September 2010 at 1pm in room AC0.3, Argent Court.
Publicity
To ensure that new students are made aware of SSLC procedures through pre-registration literature and departmental information for current students.
Elections
To convene elections for SSLC representatives other than first year undergraduates, normally in the second or third week of the Autumn Term. It is essential that these elections are conducted democratically and Convenors should arrange formal election meetings for second, third and fourth year undergraduates and postgraduate students. Responsibility for the election of first-year representatives is given to the Students’ Union’s Education Officer working with the Faculty Representatives, unless the Convenor indicates otherwise.
Meetings
Although SSLCs are student-led, it is the responsibility of the Academic Convenor to convene and collect agenda items for the first meeting of the academic year, at which the Chair (if not previously elected) and Secretary of the SSLC are elected. The Convenor should ensure that the
required topics are discussed by the SSLC at least once a year, as outlined in SSLC Meetings
Support
The Academic Convenor provides support to the SSLC in the following broad ways:
- Disseminates information about SSLCs and provides advice on the operation of the committee. Student representatives should receive notice from the Convenor about training sessions and the SSLC Handbook should be distributed by the Convenor prior to their training sessions. The Convenor is a main contact point for the University and Students’ Union in communicating with SSLCs.
- Assists the Chair and Secretary in the organisation of agenda items by arranging for the Subject Librarian, Careers Advisor, IT Services representative or e-Learning Advisor to be invited to attend meetings at the committee’s request.
- Ensures that SSLC concerns and requests are considered at staff meetings, and that a student representative is invited to attend staff meetings to discuss SSLC items.
- Ensures that the Chair and Secretary are aware of their responsibilities, including sending the agenda and minutes of meetings to the Faculty Representative, Subject Librarian and Democratic Services Coordinator (when appointed).
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Ensures that the operation of the SSLC is effective and responsive to the needs of the students and the department, encouraging student leadership and dialogue between staff and students, and adheres to the SSLC principles set out in this Handbook.
Checklist for Academic Convenors
Summer
- Attend the Convenors’ Briefing in Week 0
- Ensure the SSLC is mentioned in departmental/course handbooks
- Update SSLC website and noticeboard
Start of Autumn Term
- Convene elections for SSLC representatives other than first year undergraduate students
- Forward the names and University numbers/library card numbers of SSLC representatives to the Students’ Union
- Disseminate information about the SSLC system, including the handbook and information on training events
- Organise the first meeting of the academic year, ensure that the previous year’s Annual Report is considered and Chair and Secretary are elected
On-going responsibilities
- Ensure that copies of SSLC minutes and Annual Reports are kept on file in the department for internal and external reviews
- Ensure that the Secretary sends agenda and minutes to the Faculty representative, SSLC Coordinator and Departmental Secretary
- Ensure that invitations to staff meetings are extended to student representatives
- Provide organisational assistance for pre-meetings prior to the main SSLC meeting
- Upload dates and times of meetings to the SSLC Calendar on the SSLC portal (if not done by the student SSLC reps)
Resources
In addition to the SSLC Handbook, Convenors may find the following information useful:
- guidance on how to elect SSLC student reps;
SSLC Rep info form, to record contact details of the SSLC reps elected;- guidance on how to upload documents to your page on the Portal, including minutes and agenda. See also the Sitebuilder pages.
- SSLC winning rep letter - this letter should go out to all successful SSLC reps. It contains information about the training they must attend in week 4. Letters are faculty specific:
