Graduate Student Assistant Program Overview
This overview provides insights into the Graduate Student Assistant program at PVSC, discussing aspects such as selection processes, rejection rules, and upcoming schedule timeframes. It covers diverse topics like daily operations, publication impact, and ensuring fair representation among GSAs.
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Presentation Transcript
PVSC 52 PVSC 52 Graduate Student Assistant Graduate Student Assistant Program Program Fall Planning Meeting - 09/15/2023 Steve Polly Ken Schmieder Graduate Student Assistant Co-Coordinators Rochester Institute of Technology sjpvpr@rit.edu U.S. Naval Research Laboratory (for a week ) Kenneth.schmieder@nrl.navy.mil kschmi@polarissemiconductor.com
Notes from PVSC 49 Invited 20 GSAs / 18 GSAs accepted Average hours = 17.2 hours/wk, 2.9 hrs/day Daily 6 pm meeting 10-20 min discussion every day after the meeting to exchange what went well & address issues room required for ~25 people
Discussion points PVSC 52 GSAs help as creator of daily highlight content Historically: Interaction to Publications Chair through WhatsApp chat/email Instruction to create tweetable content Possible new procedure: Instructions for tweetable content (max 1 / session) Publication related: Impact of revised publication philosophy on number of publication GSAs potentially zero? Last year, even with old pub philosophy, SPLTrak handled the GSA jobs and streamlined the process
Selection Process Ensure maximum degree of diversity gender, nationality/ethnicity, and locale GSA roles distribution: 1-3 per area Priority given to: Best student paper finalists (reward excellent work) Best student paper applicants (encourage application) Students giving an oral vs. a poster (reward great work) Students of Committee Members (if other criteria are met)
Rejection Rules Applicant must be presenting at the conference Any applicant not presenting is removed. No one may serve as GSA more than two (2) times; this prevents legacies Applicants must be fully available for at least four (4) days of the conference. Any less and it becomes difficult to schedule all of their allotted hours and tends to require working them full time. No more than one (1) GSA may come from the same research group For fairness to applicant pool Multiple GSAs may come from the same institute if warranted, but they need to at least be under different PIs.
Schedule Timeframe Action / Event External Contacts Update GSA webpage based on this meeting November 2023 Webmaster Prepare GSA application form (Google Forms), associated website update, and advertisement e-mail in preparation for abstract accept/reject letters Before March 2024 Webmaster Confirm GSA requests and final numbers with committee (follow up immediately thereafter as needed); place order with Adam for special badge holders March planning 2024 All planning committee chairs Open GSA application (google form) after abstract status letters sent out (possibly wait until best student paper finalists have also been informed, if separate) After March planning 2024 Webmaster
Schedule Timeframe Action / Event External Contacts April 2024 Close of GSA applications Webmaster Confer with Publications regarding invited and selected Pubs GSA Prepare GSA availability/preferences form (Google Forms) Send out GSA accept/decline notifications; open availability and preferences form Publications Chairs Late April 2024 (~2 weeks after application close) GSA applicants Complete draft schedule Early May , 2024 (~1 month before conference) GSAs Send to GSAs for confirmation and potential changes June 9-14, 2024 Conference Anyone/everyone
Tentative GSA Number GSA Hours Number of GSAs per session Session Hours per session Number of Sessions Total Hours Tutorials 3.5 10 1 35 Monday Breakfast 0 0 0 0 Breakfast (Tu Fr) 0 0 0 0 Plenary/keynote 0.5 12 3 18 Opening ceremony 1.5 1 3 4.5 Closing ceremony 1.5 1 3 4.5 100% renewables 1.5 1 3 4.5 app. 16 GSAs required #/session to be agreed Special Session (other) 1 1 3 3 Oral Sessions 1.5 48 2 144 Poster Sessions 1.5 22 1 33 Welcome Reception (Mon) 2 1 3 6 Quiz social (Wed) 2 1 3 6 Poster Session Prep 1 2 3 6 # GSAs Hours Per GSA PVSC Sun Run 1.5 1 2 3 Banquet 3 1 2 6 17 18.1 Women in PV 1.5 1 2 3 18 17.1 Minority Carriers 1.5 1 2 3 19 16.2 GSA Meeting 0.25 5 20 25 PV Jobs 1.5 1 2 3 20 15.4 Publications? 0 0 0 0 Other special needs? 0
GSA Compensation Hotel Compensation ($1150?, Required to stay at conference hotel) ($230/2 per room x 5 nights) Complimentary banquet ticket ($80?) In addition, in past years the following was included: Extra $250 (x1) for lead-GSA Extra $230/2 (x5) for morning tutorial workers (to cover extra hotel night) 75% Hotel Compensation 100% Hotel Compensation Count Hotel $ $ $ Banquet Extra $80.00 $- $80.00 $80.00 Sum Count Hotel 431.25 $ 431.25 $ 431.25 $ Banquet 80.00 $ 80.00 $ 80.00 $ Extra $ 115.00 $ 250.00 $ Total: Sum 7,157.50 $ 3,131.25 $ 761.25 $ 11,050.00 $ Regular GSA Morning Tutorial GSA Lead GSA Total 14 5 1 20 575.00 575.00 575.00 $9,170.00 $3,850.00 $905.00 $13,925.00 Regular GSA 14 5 1 20 - Morning Tutorial GSA 115.00 $ $250.00 Total: Lead GSA Total
GSA identification Special colored badge holder + ribbon ~$100 shipped for 30x (customlanyard.net) Alternate GSA badge What sApp Group for comms Ensure message is broadcast regarding GSA identification
Actions Confirm total number of GSAs at the planning meeting (or immediately afterwards) Publication GSAs required yes/no? Identify potential Lead GSA any standouts from last two years that haven t rotated out? Order GSA badges (taken care of by SPLtrak?) General Chair, Program Chair, Poster Chair, Adam/Barbara to attend first GSA meeting on Monday of conf Discuss specifics of expectations, appreciations, etc.
