Academic Quality Procedures Handbook

5. Student Feedback

5.1 Staff-Student Liaison Committee: Code of Practice

  1. Each School shall have at least one formally constituted Staff-Student Liaison Committee (SSLC) where staff and students may meet together for discussion and consultation about the student's programmes of study and other matters relevant to the quality of students' academic experience.
  2. Students from each year of each undergraduate programme shall be represented on the SSLC, together with postgraduate programme and research students. Schools may prefer to operate with separate SSLCs for each Department, for each programme, and for undergraduate and postgraduate provision (i.e. Schools may elect to hold separate SSLCs for PGT and PGR students). In all cases the SSLCs should report directly to the School Learning and Teaching Committee. Schools may wish to consider providing in addition representation on the SSLC for minority groups amongst the students such as mature students, part-time students or international students.
  3. The Dean of School, Heads of Department, the Programme President and the Loughborough Students' Department Committee Chair shall be members of the SSLC ex-officio. Relevant Programme Directors or Tutors may be included in the membership. Schools may also wish to consider whether teaching staff of other Schools contributing to the School's programmes should be represented. It is recommended that there should be significantly more students than members of staff present at all SSLC meetings.
  4. Student members shall be elected by the year groups they stand to represent on an annual basis. Prior to the election of first year representatives the year group as a whole should be briefed by Schools on the role of the SSLC and the responsibilities involved. Information summarising this information will be provided by Loughborough Students' Union. Elections will be coordinated by the Students' Union and conducted using an online election system.
  5. Elections should be completed and the names of successful representatives forwarded to the Vice-President (Education) of the Students' Union no later than the end of week 3 of semester 1. The Students' Union will provide training for representatives in week 5 and the start of week 6.
  6. Schools should make the following minimum information available to all student representatives*:
    • School/Departmental Handbooks
    • Programme Handbooks
    • Programme and Module Specificaitions
    • University Regulations for Awards and associated matters
    • Past School/Departmental SSLC Minutes and papers
    • Briefing on the role of the School/Departmental SSLC and other academic decision-making bodies

      * If available on University web pages students should be made aware of appropriate links.

  7. The SSLC shall be chaired by the Dean of School or his /her nominee, normally a member of academic staff. The Dean of School or his/her nominee is responsible for any decisions reached by the committee and for ensuring that specific action points from meetings are carried out and reported on at the next meeting.
  8. The secretary of the SSLC shall be an administrative member of School staff appointed by the Dean of School or nominee.
  9. Reasonable and agreed expenses incurred by any member of the SSLC should be fully reimbursed by the School. Full access to relevant facilities (e.g. photocopier) should be available for members to ensure that they can keep the group that they represent informed of the decisions and actions of the SSLC.
  10. A minimum of 3 meetings of the Committee should be called in each academic year. The first meeting will not occur before members have had an opportunity to attend training in weeks 5 and 6 of semester one. Meetings should be scheduled to allow full student participation. Meetings should be timetabled to avoid narrow time constraints where members do not have time to raise points deemed to be important. Mechanisms should be available to allow groups of members to have additional meetings called in case of need.
  11. In the case where there are a large number of members on any SSLC there may be pre-meetings to determine a priority of discussion points. This may consist of the chair and any sub-committee deemed appropriate by the SSLC.
  12. Contributions for the agenda should be called for two weeks prior to the meetings and an approved agenda (including papers) should be circulated at least one week prior to the meeting to members and to the Vice-President (Education) of the Students' Union. In the case where sub-committees are being used, the agenda should be viewed and agreed at pre-meetings prior to the main meeting of the SSLC. Every member of the SSLC shall have the right to submit items for inclusion on the agenda and to submit papers for discussion.
  13. All SSLCs should have the following agenda as a minimum. This does not preclude Schools/Departments including additional agenda items as and when appropriate:
    1. Apologies
    2. Minutes of the last meeting
    3. Matters arising from the minutes not on the agenda
    4. Reports (can include reports from):
      • Chair
      • Teaching & Learning Co-ordinator 
      • Programme President(s)
      • Programme and module reports / issues by year group (undergraduate and/or postgraduate)
      • Academic Librarian
      • University consultations
    5. Reports to be considered at least once per semester:
      • Outcomes from previous semester Student Module Feedback Questionnaires and actions taken in response 
    6. Reports to be considered at least once in the academic year:
      • Outcomes from the NSS and actions taken in response
      • External Examiner reports and actions taken in response
    7. Any other business
    8. Date of the next meeting
  14. Full minutes shall be kept of each meeting. These minutes will clearly action all points raised; along with the initials of the member of staff responsible for ensuring the point is actioned and reporting back at the following SSLC.
  15. The minutes shall normally be circulated within 10 working days of the meeting by email to every member of the SSLC and forwarded to the next School/Departmental Staff Meeting. A copy shall also be sent to the Vice-President (Education) of the Students' Union. A copy should also be displayed on a notice board in the School for information, and put on Learn/the School intranet where they should remain accessible for five years. A copy should also be sent to appropriate staff in other Schools contributing to the School's programmes of study.