Class Rep Training

Learning Objectives What it means to be a Class Rep How to run a Classroom Viewpoints meeting (Bespoke Training) Understand the 3T process (Bespoke Training) Add a calendar of events Understand the key factors of effective meetings Understand meeting members roles and responsibilities Know how to organise an agenda and meeting minutes Understand how to overcome barriers and make decisions

What meetings do we have? Classroom Viewpoints Meetings All Class Reps attend these meetings Senior Management, Governors and Campus Council reps attend these meetings (one per term) Parliament Learner Parliment Campus Council Big Class Rep Meetings Each class rep will run a 10 minute class meeting with their class and discuss findings with the tutors. Week Commencing 7 December 2015 (if possible)

3T Process https://goo.gl/z27Jje You will be required to carry out the 3T process (Take the Temperature) Let’s watch the Video Now let’s do it Key for log on – once only https://goo.gl/z27Jje

Class room Viewpoints You will run a meeting with your class in the week beginning 7 December 2015 Instruction Video Your tutor will send you the google doc form to complete on 7 December

Calendar Add the address of the Deeside Calendar to your own calendar and then you will see the events

What things do you thing contribute to an effective meeting? Having an agenda Allocating action points to people Evaluating how the meeting went as the last item Deciding the purpose of the meeting beforehand Having notes of a previous meeting available Having a good chair Keeping to the point

What things could be done better? Think of a meeting you have attended, what things could have been better? Better time management Better note taking Better chairing (keeping the meeting under control) Not everyone talking at once.

What things went well? Everyone listening to the chair Everybody having a chance to say what they think The right people attended the meeting Notes were available from a previous meeting so everybody knew what had been talked about.

Constitution – What is it? What is a constitution? In basic terms, a constitution is simply a set of written rules or an agreement governing the aims of your organisation, how it will be run and how the members will work together. Constitution – What is it?

How does a Terms of Reference help a meeting be more effective Tells us how we run elections Tells us who a member can be Tells us how often we meet Tells us the roles of the members Tells us what the aims and objectives are

Meeting members - CHAIRPERSON   The Chairperson is the person that controls the actual running of the committee. They have a number of key responsibilities: At the start of the meeting, s/he should welcome the attendees and confirm the timings (which should already be shown on the agenda). The Chairperson will keep control of the meeting, to stop people wandering from the agenda. Avoid conflict among attendees. To organise any decision making actions Encourage everybody to participate, particularly when looking for agreement, and ‘draw out’ people’s thoughts, actually asking for their input

THE ROLE OF THE VICE CHAIRPERSON To deputise for the Chairperson at their request when they cannot attend the meeting. To assist the Chairman in his or her role.

THE SECRETARY’S ROLE   Initial preparation (arrange date of meeting, room booking, number of chairs, refreshments, etc) Ensure all participants know where and when to attend Prepare detailed agenda Gather in issues and factual evidence (papers) from participants for discussion Ensure distribution of information (For participants and others if necessary) During the meeting - taking the minutes

General Members Role A general member will attend the meeting Take part in discussions Help the group to make decisions Do anything the meeting asks him/her to do

An agenda This is a list of things that are to be discussed in a meeting. It is set in advance and approved by chairperson It lets everyone know what is to be talked about so that meeting members can plan what they want to say before a meeting begins

An agenda communicates important information such as: 1. topics for discussion 2. presenter or discussion leader for each topic 3. time allotment for each topic provides an outline for the meeting (how long to spend on which topics) can be used as a checklist to ensure that all information is covered lets participants know what will be discussed if it's distributed before the meeting. This gives them an opportunity to come to the meeting prepared for the upcoming discussions or decisions. provides a focus for the meeting (the objective of the meeting must be clearly stated in the agenda)

Parts of an agenda Time and location of the meeting Date of meeting List of things to be talked about Who will present information on each topic It details the main headings of the topics

Minutes (or notes of meetings) Minutes are the written record of a meeting They describe the events of the meeting starting with a list of attendees, a statement of the issues considered by the meeting, responses or decisions agreed for the issues

Parts of a set of minutes A record of who has attended the meeting A record of who has sent their apologies Notes of what was said in the discussions A note of who has agreed to do what It will give the date of the next meeting

How to make a decision Through discussion, all people support the final decision, even if it is not their first personal choice. Pure consensus is 100 percent agreement. Through discussion, the maximum possible agreement is achieved among group members who choose to participate. Agreement of all group members may not be reached.

How to make a decision Motions are brought forth and seconded, and then individuals vote either verbally or in writing Looking at a list of ideas and then each person scoring that idea, the idea with the highest score is adopted.

Barriers to effective meetings The right people don’t attend Group members don’t do the things they say they will after the meeting Not having enough time Too many people at a meeting The meeting is held at the wrong time.

“Online Quiz” Now you are equipped to complete the online quiz that will enable you to gain a digital badge. Please complete this quiz to gain your bronze badge Attendance at meetings will gain further levels of digital badge