Insights into PVSC Graduate Student Assistant Program Planning
Detailed insights into the planning, selection process, rejection rules, and tentative arrangements for the PVSC Graduate Student Assistant Program based on discussions, notes, and key discussion points. The program focuses on diversity, rewarding excellence, and fair selection criteria to ensure a successful event.
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PVSC 48 PVSC 48 Graduate Student Assistant Graduate Student Assistant Program Program Fall Planning Meeting - 09/14/2020 Steve Polly Graduate Student Assistant Coordinator TBD? Deputy Coordinator RIT spolly@gmail.com
Notes from PVSC 46 Great group of GSAs no major issues 19 GSAs / 6 publication GSAs good distribution from around the world Average hours = 20.7 hours/wk, 3.5 hrs/day Daily 6 pm meeting 20-30 min discussion every day after the meeting to exchange what went well & address issues room required for app.25 people
Discussion points PVSC 48 GSAs help as creator of daily highlight content Interaction to Publications Chair through WhatsApp chat/email. Instruction to create tweetable content, in Publication related: Impact of (potentially) revised publication philosophy on number of publication GSAs?
Selection Process Ensure maximum degree of diversity gender, nationality/ethnicity, and locale GSA roles distributed proportionally to the relative size of the various Areas 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 a paper at the conference Any applicant not presenting a paper 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.
Tentative GSA Number GSA Hours Number of Sessions (PVSC46 numbers) Number of GSAs per session Hours per session Session Tutorials Monday Breakfast Breakfast (Tu Fr) Plenary/Keynote Oral Sessions Poster Sessions Exhibition Poster Session Prep PVSC Sun Run Banquet Cherry Reception Women in PV Minority Carriers GSA Meeting PV Jobs Publications? Other special needs? Total Hours 3.5 1 1 0.5 1.5 1.5 2 1 1.5 3 2 1.5 1.5 0.5 1 21 10 1 4 14 76 26 1 3 1 1 1 1 1 5 2 1 1 35 25 8 28 228 39 6 9 3 12 6 3 3 57.5 4 42 0 25 2 4 2 1 3 3 2 4 3 2 2 23 2 2 app. 25 GSAs required #/session to be agreed Total GSA Hours # GSAs 22 23 24 25 508.5 Hours Per GSA 23.1 22.1 21.2 20.3
Schedule Timeframe Action / Event External Contacts Update GSA webpage based on this meting November 2020 Webmaster Prepare GSA application form (Google Forms), associated website update, and advertisement e-mail in preparation for abstract accept/reject letters Before March 2021 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 2021 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 2021 Webmaster
Schedule Timeframe Action / Event External Contacts April 2021 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 Early May 2021 (~2 weeks after application close) GSA applicants Complete draft schedule Mid May , 2021 (~1 month before conference) GSAs Send to GSAs for confirmation and potential changes June 20-25, 2020 Conference Anyone/everyone
GSA Compensation Hotel Compensation ($945, Required to stay at conference hotel) ($189 student rate x 5 nights) Complimentary banquet ticket ($80?) In addition, in past years the following was included: Extra $250 (x1) for lead-GSA Extra $189 (x5) for morning tutorial workers (to cover extra hotel night) ~75% Hotel Compensation 100% Hotel Compensation Count Hotel Banquet Extra Sum Count Hotel Banquet Extra Sum Regular GSA 19 $ 945.00 $ 80.00 $ - 5 $ 945.00 $ 80.00 $ 189.00 $ 6,070.00 1 $ 945.00 $ 80.00 $ 250.00 $ 1,275.00 25 $ 19,475.00 Regular GSA 19 $ 700.00 $ 80.00 $ - 5 $ 700.00 $ 80.00 $ 140.00 $ 4,600.00 1 $ 700.00 $ 80.00 $ 250.00 $ 1,030.00 25 $ 14,820.00 Morning Tutorial GSA Morning Tutorial GSA Lead GSA Total Lead GSA Total Total: $ 26,820.00 Total: $ 20,450.00
GSA identification Special colored badge holder + ribbon ~$100 shipped for 30x (customlanyard.net) Instruction cards/alternate GSA badge with phone numbers?
Actions Confirm total number of GSAs at the planning meeting (or immediately afterwards) Publication GSAs required yes/no? Lead GSA for PVSC 47 had been identified: Meghan Beattie, U. of Ottawa. Still available? If not, PVSC 46 GSA nominated for lead GSA alternate? Order GSA badges General Chair, Program Chair, Poster Chair, Jen, Adam to attend first GSA meeting Discuss specifics of expectations, appreciations, etc.
