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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
Graduate Advising at MITWhere we are
Where we should go
MIT Graduate Student Council
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
The Role of Advising
The most significant academic factor in the graduate student experience
positive relationship with an advisor allows a student to learn, be inspired, and feel supported
negative relationship with an advisor causes a student to feel unconfident, isolated
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
The Questions
What is the current state of graduate advising at MIT?
ask students what they think!statistical data through a survey
What can we do to most effectively improve it?
we already know the answers – just get students, faculty, and administrators to talk about them
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
The Goal
Understand and Improve Graduate Advising
» Go beyond anecdotes
» Connect issues in various departments
» Learn from best practices
» Find new proactive solutions
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
Agenda
IntroductionOverview of InitiativeSurvey DataFocus Group HighlightsNext StepsQuestionsDinner Social (lobby 13)
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
The Goal
Understand and Improve Graduate Advising
» Connect issues in various departments
» Learn from best practices » Go beyond anecdotes
» Find new proactive solutions
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
What We Have Done So Far
» GSC Subcommittee formed in Summer 2004
» Wrote letter in New Faculty Orientation Handbook on advising
» Wrote letter to First-year students on How to Find an Advisor
» Consulted with senior faculty and administrators throughout the process
» Designed questions for 2004 Graduate Student Survey
» Organized focus groups on Improving Advisor/ Advisee Relationships
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
The Process
Solution-driven approach» Identified typical problems» Understood key themes related to graduate advising
Improving Mentoring @ MITFinding/Changing AdvisorsUnderstanding Mutual Work ExpectationsFundingResolving Conflicts between Advisor and StudentsResolving Ethical DilemmasConcerns of Students in Transition (close to graduating)Career Advising
Parallel Action» Design of survey questions» Discussions to identify potential solutions
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
About the 2004 Graduate Student Survey
Included questions regarding:» Institute level support and services» Department level support and services» Awareness of research ethics» Quality of advisor-advisee relationship
Encouraged participation based on intended use
Sponsors: Provost’s Office (Institutional Research)Graduate Students Office (GSO)Graduate Student Council (GSC)
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
About the Focus Groups
Two sessions in mid-November, 1.5 hours each
Charge: Brainstorm recommendations to early-identify and prevent potential problems related to:
Improving Mentoring @ MITFinding/Changing AdvisorsUnderstanding Mutual Work ExpectationsFundingResolving Conflicts between Advisor and StudentsResolving Ethical DilemmasConcerns of Students in Transition (close to graduating)Career Advising
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
About the Focus Groups
85 participants in 8 focus groups: » 15 faculty, 25 Administrators, 45 Grad students» 25 Departments» All graduate student service Offices
Collective perspective of faculty, students and administrators (first-ever!)
Highlighted the difference between functioning of various departments
Positive & encouraging feedback from all participants
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
Participants
GSC Subcommittee Members
KRISHNAN SRIRAM ASHFAQUE KHANDEKARMAUREEN LONG NATHAN CRANEEMILIO SILVA NINA TANDONVINAY MAHAJAN BRENDEN EPPSPETER RYE HAYLEY DAVISONEMILY SLABY MARIA CHANERIK LARSEN SIDDHARTHA JAIN
Facilitators / Scribes
ANNA MRACEK BARBARA LECHNEREMILIO SILVA HAYLEY DAVISONKRISHNAN SRIRAM MARIA CHANNICOLE TREEMAN NINA TANDONPETER RYE RACHEL PYTELSARAH SIEGEL SOMMER E GENTRYWALEED FARAHAT YUE CHANG
Survey Analysis
BRENDEN EPPS ERIK LARSENKRISHNAN SRIRAM ASHFAQUE KHANDEKARNATHAN CRANE NINA TANDONMAUREEN LONG BARUN SINGH
Consultants
LYDIA SNOVER GREG HARRISRACHEL GREER DEAN IKE COLBERTDr. MARY ROWE JEANNETTE GERZONDr. TAMI KAPLAN
85 participants in the Focus Groups~3,000 survey respondents
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
Agenda
IntroductionOverview of InitiativeSurvey DataFocus Group HighlightsNext StepsQuestionsDinner Social (lobby 13)
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
Data from2004 Graduate Student Survey
1. Demographics
2. What skills are important to students?
3. What training do students get and what is their satisfaction level?
4. Whom do students turn to for support?
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
Survey Demographics
2,960 respondents (~50% of all graduate students)
Representative of student demographics
Survey Institute33% Women 30% Women38% International35% International
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
Data from2004 Graduate Student Survey
1. Demographics
2. What skills are important to students?
3. What training do students get and what is their satisfaction level?
4. Whom do students turn to for support?
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
Importance / Development of Skills
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
ImportanceDevelopment
Is this skill important to you?How well was this skill developed at MIT?
Critical thinking
Communication
Research Ethics
Leadership
Teamwork
Time management
Writing
Percent of students who say "very important" or "somewhat important" / "greatly" or "somewhat" developed
Research
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
Importance / Development of Skills
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Yes
your research?
preparing for candidacy examinations?
writing grant proposals?
publishing your work?
Percent of students who say "yes"
Have you received advice/feedback on...
dealing with conflicts?
standards of academic writing in your field?
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
Importance / Development of Skills
23% of students are generally or very dissatisfied
0% 20% 40% 60% 80% 100%
Very satisfied
Generally satisfied
Generally dissatisfied
Very dissatisfied
How satisfied are you with your training in research methods?
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
Data from2004 Graduate Student Survey
1. Demographics
2. What skills are important to students?
3. What training do students get and what is their satisfaction level?
4. Whom do students turn to for support?
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
Training and Advising - Advisor
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Percent of students who "Agree" or "Strongly Agree"
Agree or Strongly Agree
My dissertation advisor...
assisted me in my employment search
communicated expectations clearly
returned my work promptly
was accessible and responsive
gave me constructive feedback
established a respectful and collegial relationship
helped me secure financial support
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
Training and Advising - Advisor
show yourespect
Are you satisfied with your relationship with your advisor?
very satisfied
somewhat satisfied
somewhat dissatisfied
very dissatisfied
slightly greatlyconsiderablymoderately
To what extent does your advisor...
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
Training and Advising - Advisor
show yourespect
havereasonableexpectations
Are you satisfied with your relationship with your advisor?
very satisfied
somewhat satisfied
somewhat dissatisfied
very dissatisfied
slightly greatlyconsiderablymoderately
To what extent does your advisor...
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
Training and Advising - Advisor
show yourespect
havereasonableexpectations
consideryourconcerns
Are you satisfied with your relationship with your advisor?
very satisfied
somewhat satisfied
somewhat dissatisfied
very dissatisfied
slightly greatlyconsiderablymoderately
To what extent does your advisor...
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
Training and Advising - Advisor
show yourespect
havereasonableexpectations
consideryourconcerns
be open andhonest aboutfinancialsupport
Are you satisfied with your relationship with your advisor?
very satisfied
somewhat satisfied
somewhat dissatisfied
very dissatisfied
slightly greatlyconsiderablymoderately
To what extent does your advisor...
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
Training and Advising - Advisor
0 20 40 60 80 100 120 140 160
Available and Approachable
Guidance and Mentoring
Knowledgeable, Experienced
Respectful, Collegial Relationship
Independence and Autonomy
Open, Honest Communication
Enthusiastic and Supportive
Friendly, Caring Relationship
What are the best qualities of your advisor-advisee relationship?
Number of the 626 respondents
Note:one respondent may articulate multiple themes
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
Training and Advising - Advisor
0 20 40 60 80 100 120 140 160
Disrespectful, Unprofessional Relationship
Uninvolved or Not Supportive
Too Demanding
Unclear Expectations
Not Available or Approachable
Unfriendly, Impersonal Relationship
Lack of Guidance or Mentoring
Lack of Attention or Feedback
What do you wish your advisor had done differently?
Note:one respondent may articulate multiple themes
Number of the 626 respondents
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
Training and Advising - Advisor
0% 20% 40% 60% 80% 100%
Not nearly enough
Not enough
Just right
Too often
Far too often
Do you meet with your advisor often enough?
33% of students say that they do not meet with their advisor enough
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
Training and Advising - Program
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Yes
Have you received advice on...
preparing a resume or curriculum vitae?
searching for a job?
academic integrity and avoiding plagiarism?
developing professional contacts outside your program?
ethics and responsible conduct in research?
degree requirements?
Percent of students who say "yes"
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
Training and Advising - Program
0% 20% 40% 60% 80% 100%
developingprofessional
contacts outsideyour program?
ethics andresponsibleconduct inresearch?
WhitakerColl of HST
Sloan Sch ofManagement
Science
Engineering
Architecture
Hum, Arts &SocialSciences
Have you received advice on...
Percent of students who say "yes"
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
Obstacles to progress at MIT
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Rate the extent to which the following factors are an obstacle to your academic progress.
Percent of students who say "Minor Obstacle" or "Major Obstacle"
Cost of Living
Housing Situation
Program structure or reuqirements
Work/financial commitments
Availability of faculty
Course scheduling
Family obligations
Immigration laws or regulations
Attitudes toward your race / gender / nationality / religion / sexual orientation
Ethical dilemmas related to authorship or collaboration
Personal relationships
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
Institute Resources
0
1
2
3
4
5
6
7
8
9
10
11
12
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
UseQuality
Institute Resources:Frequency of use? Quality of experience?
Library facilities
On-campus computer facilities
Dining services
Parking
Main office of your current program
Counseling and support services
Intellectual property counseling
Ombudsperson's Office
Graduate Students Office
Percent of students who "frequently" or "occasionally" use / say the quality is "excellent", "very good", or "good"
Career Services
International Students Office
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
Departmental Resources
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
UseQuality
Department Resources:Frequency of use? Quality of experience?
Percent of students who "frequently" or "occasionally" use / say the quality is "excellent", "very good", or "good"
Department reading rooms and libraries
Graduate student groups or associations
Department counseling / mediation services
Department ombudsman
Administrative staff
Academic advisor
Department laboratory facilities
Graduate officer
Graduate support groups
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
Whom Do You Turn To For Support?
0% 10% 20% 30% 40% 50% 60% 70% 80% 90%
Whom do you turn to for support?
Percent of students who say "yes"
Peers, friends
Boyfriend, girlfriend or spouse
Faculty Advisor
Parent or other family member
Department staff
Other faculty
Mental health service provider
Graduate Students Council (GSC)
Graduate Students Office (GSO)
Ombuds Office
first Institute contact
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
Agenda
IntroductionOverview of InitiativeSurvey DataFocus Group HighlightsNext StepsQuestionsDinner Social (lobby 13)
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
Focus Group Topics
» Improving Mentoring at MIT
» Finding / Changing Advisors
» Improving understanding of mutual work expectations
» Avoiding problems related to funding
» Resolving conflicts between advisors and students
» Ethical issues in advisor-advisee relationship
» Concerns of students in transition
» Career advising
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
Overarching Recommendations
Regular graduate administrator round table discussions
New faculty orientation/ training on advising
Increase amount/ awareness of conflict resolution resources
MIT/ School Level New faculty orientation/ training on advising
Increase amount/ awareness of conflict resolution resources
Standard format of student research progress assessment
Departmental orientation for graduate students
Separate academic and research advisor
Periodic assessment of advising involving students
Dept Level
Periodic assessment of advising involving students
Open communications on expectations and goals
Regular research progress meetings with students
Peer/ faculty/ alumni mentorship
Support networks
Faculty Level
Peer/ faculty/ alumni mentorship
Support networks
Student Level
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
1. Improving Mentoring at MIT
MIT/ School level• Increase resources offered by and visibility of the GSO
Department/Advisor level• Recognize exemplary advisors• Discuss potential problems on advising among faculty
and students• Help students build contacts outside the department
(alumni, dep’t student conferences, etc.)
Student level• Involve of senior graduate students as mentors
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
2. Finding/ Changing Advisors
MIT/ School level• Organize forums for incoming graduate students
Department level• Hold departmental orientation for incoming grads• Provide buffer time for incoming students to choose
their advisors • Publicize available RA positions
Advisor level• Discuss expectations with incoming students
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
3. Improving Understanding of Mutual Work Expectations
MIT/ School and Department level• Orient and train new faculty regarding advising
Department level• Evaluate advisors’ performance regularly• Provide regular formal assessment of student research
progress
Advisor level• Openly communicate expectations and goals• Hold regular research progress meetings with students
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
4. Avoiding Problems Related to Funding
MIT/ School level• Provide central list of available funding sources
Department level• Allow for unexpected situations (departure of advisors)• Provide better TA training• Provide travel grants for students
Advisor level• Let students know about future funding status before TA
deadline
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
5. Resolving Conflicts between Advisors and Students
All levels: Increase conflict resolution resources
MIT/ School level• Revive “Graduate Student Rights and Responsibilities”
Department level• Adopt formal process when progress is not being made• Involve senior faculty members
Student/ Peer level• Speak up in case of conflict• Develop and utilize peer support networks
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
6. Avoiding Ethical Dilemmas
MIT/ School level• Distribute “Fostering Academic Integrity” booklet widely• Provide online resources on research ethics
Department level• Hold departmental training on mediation and ethics• Publicize about research ethics and academic integrity
Advisor level• Encourage students to utilize existing resources
(e.g., “Research Practice” seminars)
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
7. Concerns of Students Near Graduation
MIT/ School level• Clarify intellectual property guidelines • Increase awareness of the roles of various offices
Department/ Advisor level• Share experiences among research groups
Student level• Provide peer-level mentoring on essential skill-sets • Participate in “Research Practice” seminars
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
8. Obtaining Career Advising
MIT/ School level• Organize workshops for faculty on career advising• Increase resources of MIT Careers Office• Promote programs such as ICAN, Externship
Department level• Use feedback from graduate alumni• Involve alumni for mentoring
Student/ Peer level• Participate in professional development series
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
Overarching Recommendations
Periodic assessment of advising involving students
Open communications on expectations and goals
Regular research progress meetings with students
Peer/ faculty/ alumni mentorship
Support networks
New faculty orientation/ training on advising
Increase amount/ awareness of conflict resolution resources
Standard format of student research progress assessment
Departmental orientation for graduate students
Separate academic and research advisor
Periodic assessment of advising involving students
Regular graduate administrator round table discussions
New faculty orientation/ training on advising
Increase amount/ awareness of conflict resolution resources
Peer/ faculty/ alumni mentorship
Support networks
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
Agenda
IntroductionOverview of InitiativeSurvey DataFocus Group HighlightsNext StepsQuestionsDinner Social (lobby 13)
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
What Have We Found?
The advisor plays a critically important role
0% 10% 20% 30% 40% 50% 60% 70% 80% 90%
Whom do you turn to for support?
Peers, friends
Boyfriend, girlfriend or spouse
Faculty Advisor
Parent or other family member
0% 10% 20% 30% 40% 50% 60% 70% 80% 90%
Percent of students who say "yes"
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
What Have We Found?
What is missing? Personal guidance & mentoring
→ This needs to be emphasized through faculty orientation and training
0 20 40 60 80 100 120 140 160
Disrespectful, Unprofessional Relationship
Uninvolved or Not Supportive
Too Demanding
Unclear Expectations
Not Available or Approachable
Unfriendly, Impersonal Relationship
Lack of Guidance or Mentoring
Lack of Attention or Feedback
What do you wish your advisor had done differently?
0 20 40 60 80 100 120 140 160
Disrespectful, Unprofessional Relationship
Uninvolved or Not Supportive
Too Demanding
Unclear Expectations
Not Available or Approachable
Unfriendly, Impersonal Relationship
Lack of Guidance or Mentoring
Lack of Attention or Feedback
Number of the 626 respondents
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
What Have We Found?
What is missing? Awareness of or confidence in Institute resources 48% face obstacles in personal relationships Yet, only 10% use Counseling & Support Services
17% say they face discrimination Yet, only 4% use the Ombuds Office
Satisfaction level for users is high
→ Publicize existing resources better, explain what they are for
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
What is missing? Department-level resources
→ Increase department-level resources: they are more highly utilized than Institute-level!
What Have We Found?
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
What Have We Found?
What is missing? Non-technical training
→ Adopt formal training programs (classes, seminars, etc.), learn from best practices…
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
ImportanceDevelopment
Critical thinking
Communication
Research Ethics
Leadership
Teamwork
Time management
Writing
Percent of students who say "very important" or "somewhat important" / "greatly" or "somewhat" developed
Research
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
What Have We Found?
Recognize the importance of peer support
80% of students turn to their peers
Satisfaction levels for Graduate Student Groups & Peer Support Groups is very high: 90% - 95%
→ Encourage and support formal peer network programs at the departmental level
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
Next Steps
Need to consider all issues and data on school and department level
»Work with department heads, school deans, MIT offices
»Determine what can be done at various levels» Implement policy changes
This is an ongoing discussion – regular assessment is key
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Advising Town-Hall MeetingGraduate Student Council
February 22, 2005
Thank you: International Students OfficeGraduate Student Life Grant
Questions?
Dinner social in Lobby 13