Tuesday 14-04-2026 - 09:32

Embedding Student Voice into University Decision-Making: From Idea to Senate Approval

On 11th March 2026, Senate approved a commitment that marks a significant step forward in how students are embedded within decision-making at GCU: the development of a university-wide Student Consultation Policy and Framework and an amendment to the university committee coversheet that asks university staff to evidence and reflect on how they have consulted the Students’ Association and students  and addressed concerns and recommendations identified.

This wasn’t a quick win. It was the result of over seven months of work starting from an ambitious idea to introduce a formal student consultation policy, to ultimately shaping a more strategic and institutionally aligned approach that the University could fully commit to.

Where It Started

The initial intention was simple but important: to strengthen how students influence decisions that directly affect their experience.

While partnership is something GCU values, in practice, consultation hasn’t always been consistent across departments. Important decisions ranging from policy changes to new initiatives haven’t always benefitted from early and meaningful student input.

This created a clear gap:
not a lack of willingness, but a lack of structure and process.

The Journey: From Proposal to Partnership

The process evolved significantly over time.

What began as a drafted policy from the Students’ Association was intentionally deconstructed and rebuilt through collaboration. I worked closely with key university departments including Quality Assurance & Enhancement, Student Life, and Governance & Legal Services as well as the university leadership, to ensure the proposal was both effective in practice and realistic.

The document itself went through numerous iterations being refined, challenged, and reshaped at each stage of engagement. By the time it reached Senate, it had likely gone through around fifteen versions, reflecting the depth of collaboration and the care taken to ensure it was both robust and deliverable.

The final Senate paper reflected this shared ownership. Rather than imposing a finished solution, it secured institutional commitment to co-create the framework with the Students’ Association.

At its core, the approved direction commits the University to:

• Co-develop a Student Consultation Policy and guidance with the Students’ Association
• Embed consultation into governance processes by strengthening committee coversheets requiring staff to clearly evidence how students have been engaged and how their input shaped decisions

This shift is subtle but powerful. It moves consultation from being optional or procedural, to something visible, accountable, and expected.

Why This Matters

This work is ultimately about consistency and culture.

Students should not have to rely on chance to have their voices heard. Whether a decision is made at committee level or within a department, there should be a clear and shared understanding of when and how students are involved.

The framework also aligns strongly with national expectations around student partnership, particularly within Scotland’s Tertiary Quality Enhancement Framework, which emphasises co-creation rather than consultation as an afterthought.

When done well, this benefits everyone:

• Students gain meaningful influence over their experience
• Staff gain clearer guidance and better-informed decision-making
• The University strengthens its governance, implementation, and reputation

A Collective Effort

This achievement was not done alone.

I was supported closely by Sara MacLean, Student Voice Team Leader, alongside fellow full-time officers and student-led committees within the Students’ Association. Their input ensured this work remained grounded in real student experience.

We also benefited from external insight and challenge, including perspectives from WONKHE and SPARQS, which helped shape the proposal in line with wider sector practice.

What Comes Next

Senate approval is not the end; it’s the starting point.

The next phase will involve co-creating the actual policy and guidance, with the aim of implementation ahead of the 2026/27 academic year. I will be handing this work over to the incoming full-time officers, who will continue shaping it in partnership with the University.

What matters most is that the foundation is now in place.

For me, this has been one of the most meaningful pieces of work I’ve led not just because of the outcome, but because of what it represents: a shift towards making student voice a consistent, embedded, and valued part of how the University operates.

And that’s how lasting change happens.



If you have any questions, you can contact Tom Tom at: President@GCUstudents.co.uk