Student Services Committee

SS04-M3

Minutes of the Thirty-sixth Meeting of the Student Services Committee held on 3 November 2004.

Professor Morag Bell (Chair)

Mr M Brown Mr J Burnard Mrs N Honey (ab)

Mr H E Jones (ab) Professor M R Lister (ab) Mrs W E Llewellyn

Mr M Moghal Mr H M Pearson (ab) Mr A Steeles (ab)

Mr J Scott (ab) Mr J M Town (ab) Mr A J Westaway (ab)

Mr J B White (ab)

In attendance: Ms D Cracknell (Committee Secretary), Ms J Marsden, Mr T Hook, Mr J Roberts, Mr D Jackson, Mrs J Ellis.

Apologies for absence were received from: Mr J M Town, Mr J B White, Mr H M Pearson, Professor M R Lister, Mr H E Jones

04/16 Minutes

The minutes of the Thirty-fifth Meeting held on 2 June 2004 were confirmed as a true record.

04/17 Matters Arising

(i) Universities UK Report

Mrs Llewellyn reminded the group that this item referred to the issue of finding space for a ‘one-stop-shop’ for the Department of Student Guidance and Welfare. It had been felt that these sections could be more effective if they were brought together under one roof. It was reported that this was now highly unlikely unless a building became available.

(ii) Moving towards a Centre for Faiths and Spirituality

The Space Management Committee had agreed that the lecture room in the Brockington building was a potential space for the Centre for Faiths and Spirituality. A request had been made for funding to develop the plans professionally. The timescales were thought to be approximately one year. The Chaplaincy was due to move out of the EHB to the Brockington building Easter 2005.

(iii) Policy and Guidelines relating to Illicit Drug Use

A further adaptation of the Policy and Guidelines relating to Illicit Drug Use was circulated to the group. This version took into account the comments from the Student Discipline Committee (12 May). It was agreed that a glossary should be added to the guidelines defining illicit drugs.

The Committee decided that these guidelines should deal only with the issue of illegal drugs. It was recognised that the misuse of legal substances was also an issue, however, it was decided that the issue of substance abuse should be addressed in a separate document.

Once the glossary had been added it was agreed that the guidelines should be referred to Senate. Once the guidelines had been approved it was agreed that it was important that the guidelines were made visible to students and should be cross referenced from appropriate sources on the web. It was suggested that the Student Handbook would be an appropriate place for the guidelines.

ACTION: WEL

(iv) Fair Trade week

(Jen Marsden, Ethical and Environmental Officer, attended the meeting for this item and presented a report on the activities of the Fairtrade Steering Group).

Ms Marsden reported that the Fairtrade working group was focused on promoting Fairtrade activities around campus. Imago had started to introduce Fairtrade products into the Universities Retail and Catering Outlets. Five goals had been set for the University to achieve status as a Fairtrade University. A report was to be submitted to the Fairtrade Foundation explaining how the University was meeting these goals in order for it to achieve status as a Fairtrade University. It was expected that this status would be achieved by the new year.

(v) Careers Service Staffing

Mrs Llewellyn reported that a new careers advisor had been appointed and was due to start 1 January 2005. The new person would focus on offering advice to international students.

(vi) Student Services Committee Terms of Reference

The Committee approved the amendments to the Terms of Reference and agreed that they should be submitted to Senate.

ACTION: DC

04/18 Pastoral care

The Student Discipline Committee had referred the suggestion that the University needed to appoint a ‘Dean of Students’ to manage personal and pastoral care of students. This issue had arisen following a case that the Student Discipline Committee had dealt with. It was felt that due to the increasing staff:student ratio a student’s difficulties had not been identified as quickly as they could have been.

The Committee agreed that it would be difficult for a Dean of Students to oversee the pastoral care of a large student population but that the personal tutor system could be examined. It was agreed that this issue should be referred to PDQ.

ACTION: DC

04/19 Student Guidance and Welfare

1 Annual Reports

(i) Medical Centre (2003-2004)

(Mrs J Ellis, Head of the English Language Study Unit attended the meeting and presented the ELSU annual report)

The Committee received the Annual Report of the English Language Study Unit. Mrs Ellis reported that the Unit had had another successful year providing a high level of support to both international students and UK students with Specific Learning Difficulties. Feedback from students and members of staff had shown that this support was appreciated and valued. The continued increase in the number of international students at the University and the number of UK students supported by the Unit had meant that there was an urgent need for further accommodation so that the Unit could continue to provide support to its current standards. The Space Management Committee was aware of the space needs.

The importance of diagnosing dyslexic students early was highlighted so that funding for them could be accessed throughout the year. It was suggested that an e mail should be sent to academic staff informing them of how to look for signs of dyslexia in a piece of work. It was agreed that Ms Ellis would think about further ways to raise the profile of the service.

(ii) Disabilities and Additional Needs Service (2003-2004)

(Mr D Jackson, Head of Disabilities and Additional Need Service (DANS) attended and presented the DANS annual report)

The Committee received a report from Mr Jackson, Head of Disabilities and Additional Needs Service. In particular, attention was drawn to the following points:

· The number of students using the Service had grown since the previous year, this had put pressure on the resources of this service particularly with respect to space. A room next door to the current offices, (K1.03) had been identified as being appropriate for conversion into additional offices and it was hoped that this additional space could be used from January 2005.

· DANS staff had continued to remain involved in external project work including Widening Participation initiatives.

· The Assessment Policy for Disabled Students was due to be presented to PDQ at a meeting early in the autumn term.

· Formal links had been formed with Derby College of FE to provide specialist support for deaf students who attend the University.

· A ‘wheelchair route map’ of the campus had been commissioned and produced. This was available on the university website.

· Approval for an Education Psychologist post for two days of the week had been sought and given.

· The Students’ Union agreed that it would help raise the profile of DANS through web links to its site.

04/20 Hardship Funds

Mr Jones had been unable to attend for this item but had briefed the Chair on the contents of the report before the meeting

(i) Hardship Fund Annual Report 2003-4

It was reported that virtually all the fund had been dispensed and that there had not been the need to return any of the money to government.

(ii) Financial Statement on the Access to Learning Fund 2004-05

The Hardship Fund had been replaced by the Access to Learning Fund. This was to be allocated under government guidelines which had removed some of the flexibility in the allocation of funds. Fund allocation was in a similar position to the same time in 2003-04.

(iii) Financial Statement on the University International Hardship (Emergency Payments) Fund 2004-05 to date

Applications to this fund were continued to be received and funds were being allocated.

04/21 Any Other Business

It was agreed that Imago should work with the Students Union and the International Office on a survey looking at the service provided to international students once they had arrived at Loughborough and the kinds of accommodation they preferred. The importance of catering for international students needs when building new Halls was recognised.

04/22 Date of Next Meeting

Wednesday 2 March 2005

Author: D Cracknell

Date: November 2004