Skip to content

Rep Guidance

Note: Your union will ensure that you are able to view and contact all of the Reps relevant to your role.

If you cannot see or are unable to send a communication to a Rep who you believe you should have access to, please contact your SU.

How do I access my Rep Dashboard?

  1. Once you have entered your Students’ Union website, click the ‘Sign-In’ button at the top of the page;
  2. You will be navigated to your university logon page for you to enter your University email address and password;
  3. Once you have signed in, you will be able to select the ‘Student Dashboard’ at the top of the page;
  4. Below your standard Student Dashboard options (Memberships, Purchases, Loyalty etc…) you will see your ‘Rep Dashboard’ with the following options:
    1. ‘Representation’ – here you will see your Rep profile, including your role and profile picture. You can upload your profile picture by clicking on the image and selecting a photo. You will also see a list of all of the elected Reps that are available for you to view. For example, if you are a College Rep, you may be able to see the Reps for the Schools within your College, as well as the Course Reps for your College.
    2. ‘Communication’; - here you will see all Communications that you have received and sent, including the subject of the communication, the sender and the date and time it was sent/received;
    3. ‘Meeting Feedback’ – here you can submit feedback you have from any meetings you may have attended in your capacity as a Rep, for the relevant reps within your area to view;
    4. ‘Resources’ – here will show any documents/resources that have been made available for Reps by your SU.

Note: You will be notified via email (to your organisational email) to confirm when you have been added as a Rep, and therefore have access to the Rep Dashboard.

You will also be notified should you no longer have access to the dashboard, if your term has ended.

Communication – Can I send messages to my Reps?

You will be able to send Communications to the relevant Reps within your area at any time.

  1. Under ‘Communication’, click ‘New Communication’;
  2. Select who you would like to contact from the dropdown menu:
    1. All Reps (within your area);
    2. Individual Rep – search for the relevant Rep from the dropdown menu;
    3. Communication Group (further information below) – search the name for the relevant group from the dropdown menu;
    4. Contact Students (depending on your Rep Role, this could be set to allow you to contact all students within your course, or all students within your course and relevant year of study);
  3. Once you have selected who you wish to contact, click ‘Next’ and enter the subject and content of your message (there are formatting tools available, and you can also add a link or coding to the message if needed);
  4. If you would like to attach a file, select the ‘Do you want to attach any files?’ toggle button;
  5. Browse your files and add your attachment (you can upload up to two documents);
  6. Click ‘Next’ to go to the Submission page;
  7. If you are happy with your message, click ‘Finish’ and this will send to your chosen recipients.

When you send a Communication, the Rep(s) will receive an email (to their organisational) notifying them that they have a message from a Rep.

They will then need to login to their Rep Dashboard and navigate to the ‘Received Communications’ tab to view the message.

All communications received will be listed under this tab to view at any time.

How do I create a custom Communication Group to send a message to?

  1. In the ‘Communication’ section, go to the ‘Groups' tab and select ‘New Group’;
  2. Enter a Name for the Group;
  3. Enter the names of the Reps you wish to be in the Communication Group and select them from the dropdown menu;
  4. Click ‘Next’ to go to the Submission page;
  5. If you are happy with your new Communication Group, click ‘Finish’.

Your new Group will then show for selection in the dropdown menu when you go to send a new Communication.

Meeting Feedback – How can I submit feedback following a meeting for my Reps to view?

  1. Under ‘Meeting Feedback’, click ‘Create Feedback’;
  2. Enter the Name and Date of the Meeting;
  3. Click ‘Create’ and enter the Agenda Point and the Feedback;
  4. Click ‘Submit’ to add;
  5. You can ‘Modify’ or ‘Remove’ your feedback before submission (you can create several feedback entries for multiple agenda points covered within the meeting);
  6. Once you have added all of your feedback, click ‘Next’ to move to the submission page;
  7. Click ‘Submit’ if you are happy with all of your feedback.

You will be able to see a list of all of the Feedback that you have submitted on the main ‘Meeting Feedback’ page. The Meeting Name and Date will show, with a button to be able to ‘View’ the content of the feedback.

Will I be notified when if an additional Rep within my area has been added?

You will be notified should an additional Rep that is either ‘Visible’ or ‘Manageable’ on your dashboard have been added to the system.

Updated on 22nd November 2022