Senate

Subject: Report of the 27^th Meeting of the Student Services Committee

Origin: Unconfirmed Minutes

1. Disability and Additional Needs

Departments will be informed by the Bursar of issues affecting the allocation of premium disability funding, which reflect the combination of need for disability and widening participation.

The Committee noted that discussions had taken place with the IT Faculty Policy Group regarding quantity discounts for provision of 'speech to text'.

2. Student Guidance and Welfare

i) Disability Discrimination Act (amended)

The Committee were updated on the inclusion of ‘education’ into disability legislation.

The Act covers every aspect of education from enrollment through to completion. Any student feeling they have been discriminated can bring a case to court for unlimited damages. All that has to be proved is that they have been treated less favourably than others in the same situation.

It was considered essential that the University be prepared and anticipated needs and requirements from the outset of a course to its completion. Higher Education Institutions must ensure requirements for existing students are ‘reasonable’ which will be determined by case law. It is recommended that institutions implement a Code of Practice, which may be taken into account in mitigation if a case is brought against them but this has yet to be tested. Academic Staff need to be aware and make adjustments since it is anticipated that a case will be brought sooner rather than later in order to test the legislation.

Preliminary discussions had taken place between DANS and Staff Training since it was thought useful to have someone to work with departments to help develop good practice. Departments and courses vary and staff will need personal and relevant help. Key questions concerning fulfillment of requirements need to be addressed now. It was felt that an Audit should be implemented and that a working group, to include a member of Executive Management Group, be established. The involvement of EMG is considered essential, as the legislation will have a profound impact. It was agreed that the Chair would discuss the issues with the Head of DANS outside the meeting to enable him to take the discussion to PDQ Team and EMG.

It was recommended that a Working Group be established to take the issues forward with co-ordination from the top. Suggestions for inclusion in the Group were: EMG, Academic Registry, Computer Services, Departmental/Faculty Administrators, DANS, Student Guidance and Welfare, Teaching and Learning, Staff Development, Students Union and a Special Needs Student. It was also suggested that the Head of DANS to be invited to attend a meeting of Planning Development and Quality Team to discuss the issues, appropriate mechanisms for implementation and Senior Management involvement.

ii) Access to university buildings

It was noted that the University is moving forward towards full compliance with the legislation by 2005. A bid to HEFCE is in hand. Other priorities include a survey of buildings at LUSAD and Quest House.

iii) Examination paper fonts

The Committee received and considered a recommendation from the DANS Sub-Committee that a non-serif font be used for examination papers. It was agreed that the use of the font ‘Verdana 11 point’ be implemented as soon as it is possible.

iv) Career Education, information and Guidance (CEIG) policy for Loughborough University.

The CEIG Policy had been considered by the Planning Development and Quality Team. The Committee considered the principles and objectives of the Policy and agreed to recommend it to Senate and Council for formal approval. The Director of Student Guidance and Welfare will report to the Careers Advisory Committee.

v) Mental Health Policy for Loughborough

It was reported that there was increasing number of students with mental health problems with a corresponding demand on all support services. Students can present with problems in difficult and previously unforseen circumstances. HE Institutions have a duty of care and it was felt that increasing legislation highlighted the need to revisit the issues involved and develop a university policy.

The Students Union indicated their awareness of the growing trends in mental health problems locally and nationally and reported the establishment of a Web-site to address this issue and that a mental health surgery had been set up in the Students Union. They welcomed the proposed Working Group and asked to be included together with the Mental Health Nurse presently in post. A number of key sections, currently involved with student guidance and welfare, (Student Guidance and Welfare, Students Union, Mental Health Nurse, Student Counselling, Medical Centre, Academic Registry and academic staff) were suggested for inclusion in the group,

The Director of Student Guidance and Welfare was asked to draw up Terms of Reference and membership for Chair’s approval for the establishment of a Working Group to address issues relating to mental health involving policy, practice, confidentiality, comprehensive training, resources, and student recruitment and report progress at the next meeting.

vi) Changes in funding of Wardens

The Director of Student Guidance and Welfare reported her concern at recent changes in the funding of Wardens. The budget had been transferred to the Residential Organisation leaving no budgetary provision with Student Guidance and Welfare for the management of the Wardens. The Director felt that even if the costs of the Wardens were included with other Hall costs when settling the level of Hall fees, the responsibility for managing the Wardens budget should be passed from Residential Organisation to Student Guidance and Welfare.

Wardens were said to have been left demoralised and concerned at what they perceived to be a threat to their role. The concern felt was particularly acute because the Wardens had not been consulted about the decision, nor had its implications been communicated to them

The Chair assured the Director that the University management fully recognised the role and importance of the Wardens. The rationale for transferring the budget was that the Warden service was for the benefit of Students in Halls, rather than students as a whole and should, therefore, be reflected in Hall fees. It was not intended, that the Residential Organisation would play any part in the policy or management of the Wardens. To reinforce this the Executive Management Group had agreed that the Wardens Committee and/or Working Group should report directly to Student Services Committee in future.

Student members expressed concern about the impact of the decision on the likely level of Hall fees, which would rise by about one pound per week as a result. There was discussion about the extent to which the Warden Service should now be regarded as negotiable between the students and the University, though it was appreciated that the provision of a Warden service as such was non-negotiable.

A student member raised the discrepancy between the breakdown of residential hall costs provided by the Residential Organisation, and the figures set out in Resources and Planning Committee Minutes. Advice was provided on how the discrepancy might have arisen. It was also argued that as a result of the new funding arrangements students were now less likely to bring Wardens their problems because Wardens would be seen as part of the Residential Organisation. Traditionally Wardens have often helped students to deal with problems involving that organisation.

The Committee supported the proposal that responsibility for holding and managing the Wardens budget should be passed back from Residential Organisation to Student Guidance and Welfare. The proposal that the Wardens Committee and/or Working Group should report directly to the Students Services Committee was agreed. The concerns of the students were noted and it was recommended that they should investigate and request clarification of the Wardens Budget with the Residential Organisation. The Director was asked to report back any further concerns relating to these issues which the Chair would raise with the Executive Management Group if necessary.

vii) Annual Reports:

i) Medical Centre

The practice had increased to 5 doctors during term-time. A district nurse attended the centre twice weekly thus improving the range of services offered by Leicestershire Health Authority. All urgent cases were seen the same day and routine appointments usually within 72 hours. If expectations are high, waiting times might sometimes be regarded as a slight problem but a survey suggested a high level of overall satisfaction. It was anticipated the service would be enhanced by the recent appointment of a Practice Manager.

Statistics showed a steady increase in workload, particularly in mental illness. There was a general feeling of increased pressure and stress on campus and that the profile of students now being recruited may have changed. The medical centre reported particular additional pressures due to the inadequate size of the medical centre premises, which affected treatment rooms, waiting areas and was not regarded as ideal in respect of confidentiality. A proposal to lose a sick bay was being considered to address some of the difficulties.

Concerns relating to charges for providing additional medical facilities, over NHS norms, were noted. Concerns were also expressed regarding the increasing number of students claiming impaired performance in examinations, without a supporting medical certificate.

The Students Union were asked if they would pursue the question of medical certificates, particularly retrospective requests, through course representatives. The Chair agreed to raise the question of medical certificates for impaired performance with the Planning Development and Quality Team.

i) Disability and Special Needs

The number of additional needs students on campus had increased by 73 to 361 since the last session. The actual number was thought to be higher because the figures refer only to those who had declared themselves on their UCAS application forms. The implications on the demand for services was a growing concern, particularly in relation to available resources and budget funding.

New developments during the year included:

· Negotiations with RNIB Vocational College resulting in the successful formation of a joint assessment centre under the auspices of the National Federation of Access Centres. The new centre, an important source of revenue for DANS, operated from August 2000 and enabled 70 University students to be assessed during the year. The service will be extended to other institutions in 2001/02.

· A successful bid to the Engineering Learning and Teaching Subject Network to develop resources to enable academic staff in engineering disciplines in the HE sector to better support students with disabilities.

· The creation of a new part-time post of mathematics (dyslexia) support tutor in conjunction with the English Language Study Unit and mathematics support centre.

· HEFCE Funded Mental Health Development Project working across the University and Loughborough College campuses and liaising with Nottingham Trent University. The focus of this project had been to raise awareness of the needs of students with mental health difficulties, development of policy and practice, supporting students and advising staff.

Services provided to students had continued and included notetaking, dyslexia and personal (care) support. Two laptop computers had been purchased and six mini disc recorders together with additional software and hardware to equip the student resource room. The incorporation of a Braille embosser in this room had been particularly useful.

DANS continued to liaise with several relevant internal and external agencies to provide academic and residential support for students. Staff had attended several external training events, national and regional meetings, and in-house staff and student training sessions.

Plans for the forthcoming year included: the development of the NFAC Assessment Centre, to increase and develop mental health support, support compliance of the Special Educational Needs and Disability Act, and review existing policies and procedures with reference to disabled students.

3. Hardship Funds

The Committee received and noted a report on the financial situation for 2001/02 to date.

A total of £504,533 Hardship Fund was available for distribution in 2001/02 made up of £466,898 from HEFCE Grant plus £37,653 carried forward from 2000/01.

Expenditure to date consisted of 11 FE Bursaries £3,850; 32 Mature Student Bursaries £26,500; 26 Hardship Bursaries £26,000; 17 Opportunity Bursaries over allocation £17,000; and 79 agreed top-up Opportunity Bursaries £39,500. A further 32 general awards totaling £17,700 made a grand total of £130,550 to date with £373,983 remaining for allocation.

The Annual Report on the Hardship Fund for 2000/01 was received and noted.

4. Student Services Committee

The Membership, Constitution and Terms of Reference of the Committee in 2001/2002 were received and noted.

5. Student Services Network Group

i) The Membership of the Network Group in 2001/2002 was received and noted.

ii) Minutes of the Meeting of the Student Services Network of 27 May 2001 were received and noted.

6. Disability and Additional Needs Sub-Committee

i) The Membership of the Network Group in 2001/2002 was noted.

ii) The Minutes of the Disability and Additional Needs Sub-Committee of 17 October

2001 were received and noted.

‘Minute 00/26 – Guidelines for following up absent students’

The Committee welcomed the proposals in connection with draft Guidelines but was mindful that this important issue affected all students and a wider group of student guidance and welfare services. The Head of DANS was asked to refer the proposed Guidelines to the Committee Chair when drafted.

‘Minute 00/32 - Proposed changes in examination arrangements’

It was reported that there were strong objections to examinations being held across luncheon periods, which were particularly inconvenient to students suffering from Diabetes. The Chair agreed to take this issue to Teaching and Learning Committee.

7. International Student Support Network

The Minutes of the Meeting held on 1 November were received and noted.

'Item 6 paragraph 2 – Immigration Act 1999'

It was reported that Notes for Guidance are being reviewed and updated in regard to students needing immigration advice and staff authorised to provide this.

8. Road traffic Accident

In discussions following the tragic fatal accident, involving an international student crossing Epinal Way, it had emerged that an insurance premium would be offered to parents to provide for an insurance payment in the event of accidental death. The question of whether the premium was limited to particular groups of students was raised and the Committee thought there would be no reason why this should be restricted to students in university accommodation.

It was proposed that induction courses for overseas students include instruction on traffic and similar highway hazards and that the Director of Estates and the Health and Safety Committee be requested to renew requests for an additional set of lights and/or a pedestrian crossing on Epinal Way.

Author: K.A.Alexander

Date: 14 November 2001