Student Staff Voice Committee

Role of the Student Staff Voice Committee (SSVC)

(a) The SSVC provides a forum for staff and students to discuss matters of mutual interest.

(b) SSVCs are chaired by either a member of academic staff, or a School Voice Representative with support provided by a member of academic staff. Meetings are held at least once per semester and minutes are taken by a secretary provided by the School.

(c) SSVC meetings are important because:

• They allow staff and students (Voice Representatives) to discuss ideas and to solve problems.
• The form the basis for the representation of students’ views within the programme or School and identify concerns which require consideration beyond the programme or School.
• They are a formal, qualitative means of consulting students and gauging their opinion on academic matters and soliciting suggestions for improvements/enhancements within the School.
• They provide a mechanism for obtaining student feedback and communicating action taken in response to feedback.

Core responsibilities

Each SSVC should have a formal written remit, which should be reviewed annually to ensure it provides the opportunity for the discussion of current learning, teaching or research issues. An exemplar agenda is available and the main items for consideration are as follows:

• To discuss matters raised by students and matters on which the School wishes to seek student views.
• To consider the outcome of student evaluation of programmes and modules, and the School’s response to it.
• To share External Examiner Reports, and School responses to such reports.
• To share reports from across the University, regarding student experience, allowing the opportunity for feedback.
• To inform students, and seek feedback, on proposals for new programmes within the School and changes to existing programmes, as well as sharing the outcomes from validation events.
• To share the outcome and actions of any School reviews (e.g. internal audits, professional body accreditations, etc.).

Core membership

• The appointed undergraduate/postgraduate School Voice Representatives for the School. 
• Representatives of the academic staff of the School.
• Representatives of students from programmes outside the School taking modules from the programme offered by the School, as necessary and previously agreed by members.
• Representatives from the Library, Careers & Employability and Student and Academic Services may be invited to attend meetings as appropriate.

While the above constitutes core membership, SSVCs are not closed, and any undergraduate or postgraduate taught student who is studying on programmes within the School in question may attend.

The Faculty Officer for the Faculty in which the School resides may also be invited to attend a particular meeting when deemed appropriate. 

Conduct of meetings 

• SSVCs must meet at least once per semester. It is expected that there will be four meetings in an academic year (November, February, April, June).
• SSVCs can be chaired by a student (unless no School Voice Representative wishes to be appointed chair). An identified member of academic staff should support a student Chair. Keele SU will be implementing Chair training for all Student Voice Reps. 
• SSVCs must be minuted by a secretary provided by the School, and minutes published in a form accessible to all students in the School.
  • SECs (School Education Committees) should receive the minutes of SSVCs to take oversight of any issues/actions for the attention of the School. 
  • All SSVC minutes should also be provided to Keele SU's Student Voice Manager and made available to students.
• SSVCs must agree actions in response to issues raised and receive updates on actions taken.
• The Committee should not discuss personal matters relating to individual students or members of staff.

Agenda and minutes of meetings 

• The Chair and supporting member of academic staff should agree an agenda for each meeting, which should normally be circulated to members of the Committee at least 5 working days in advance of the meeting.
• School Voice Representatives and staff members of the Committee can ask for items to be included on the agenda.
• School Voice Representatives should identify items for the agenda by consulting with Programme Voice Reps in advance of the meeting. Schools may wish to facilitate this process by means of an email reminder.
• Draft minutes should be prepared promptly by the School secretary and circulated to all members of the Committee.
• Schools should provide incoming School Voice Reps with copies of minutes from the previous year for information and continuity.
• Schools should retain a copy of the minutes for review purposes.
• Attendance sheets and minutes should be sent to su.voice@keele.ac.uk for HEAR accreditation purposes and for the information of the Keele SU Education Officer.