Recruiting Department Reps

Timing

Department Reps are typically recruited in April/May, and will begin their role in September/October of the same calendar year.

This timing is also used for recruitment to other student positions, such as student society committees, sports club committees, part-time and full-time Students’ Union representatives and Students’ Union standing committees. Students on one-year courses and first-year students can still be recruited at the start of the year.

Recruitment process

Recruitment is usually facilitated by the Students’ Union, in partnership with faculties.  Students may express an interest in the Department Rep role directly with the Students’ Union, or may volunteer via their Course Leader or Head of Department.

  1. Existing Course Reps may be invited to nominate themselves as Department Reps. This information should be sent to them before the Easter holidays.
  2. Deadline for nominations a few weeks after the Easter holidays.
  3. If more reps than needed put themselves forward, Department Reps should be selected via election by students. The Students’ Union can support/advise Faculties on organising online elections.
  4. Department Reps will be  invited to a training session (run by the Students’ Union with support from Faculty staff) to prepare them for their role.

The key contact(s) in your faculty can advise you further on the process for recruiting Department Reps

The Course Rep Guide for Staff also contains information on recruitment on Department Reps as well as their roles as responsibilities and the voluntary support on offer.

Following recruitment

Record the names of your Department Reps on a spreadsheet, for uploading to SITS

The template below contains the agreed columns that must be used for the collation of Department Rep details, so that they can be uploaded into the University’s Student Management System. Faculties can add additional columns if required.

The Stu CRS Join code must be correct (many students have been enrolled on more than one course so the number needs to reflect the course in the department that they are representing).

Student code Stu Crs Join code Ac. Year code Milestone Milestone Date
e.g. 22015261 e.g. 22015261/1 2017/18

Guidelines for inputting Student Rep data into SITS