bren school of environmental science & management, ucsb group projects 2006 – 07 logistics

Bren School of Environmental Science & Management, UCSB

Group Projects 2006 – 07Logistics


Information Sources

Group Project Handbookhttp://www.services/students/index.html

(under handbooks)

Past Reports and Briefshttp://www.bren.ucsb.edu/research/group_projects.asp

Brief Template and Examplehttp://www.services/students/index.html

(under handbooks)

2nd year Presentations April 19, 3pm Double Tree Resort


Registration

Are you sure you have registered?Double check!!!

401A (spr) = 3 units401B (fall) = 4 units401C (win) = 4 units401D (spr) = 1 unit


Meetings

Meet at least once/week

Students are responsible for scheduling meetings and securing meeting space

Connie F. coordinates room scheduling as well as all media including conference phone

Please use roomrequest@bren

Last minute scheduling requests often can’t be accommodated; shoot for 48 hours minimum

Pine room can be used on weekends (check out key from Connie F.)


Money Matters

Each group gets $1,100 plus up to $200 for printing costs from the Bren School (except Big Sur); Big Sur funded by donor giftIncludes all costs including poster and briefs

Printing allocations made to individual group members

Can “buy” more printing

Appoint a financial manager (FM) by tomorrow (Thur) and inform Mike Best (mbest@bren) via email (group name & manager name and email)

Mike will arrange meetings with each manager (perhaps groups of managers) and educate them about financial matters.


$$$

FMs should study information about finances in handbook

Get to know the Bren School’s Financial StaffConnie Meza (cmeza) = purchasing

Brooke Farrell (brooke) = travel and payroll

Mike (mbest) = extramural and gift funds, proposals, financial statements, questions, problems, training

Each group gets a copy code and a phone authorization code

Optional voice mail available for monthly fee

Purchase orders must be used if they are acceptable by vendor

Otherwise payment is made up front by group member and then original receipt submitted for reimbursement


External Funds

While obtaining additional funding may be desirable, we generally don’t pick projects that can’t be done on the base budget provided by the School of funding promised by client. You are not encouraged to spend a lot of time trying to raise funds at the expense of doing the project!


Contracts/Grants

Contract/grant = money give to University for a specific deliverable(s)

Proposal to funding organization is written (with Mike Best’s coordination)

Must be faculty principle investigator (PI); PI ultimately responsible

Proposal must have budget, budget justification, clearly articulated deliverables, start and end date

Must be approved by the Office of Research before submission (takes at least 1 week)

ONLY the Office or Research can accept contract and grant money; you can’t do this on your own!

OVERHEAD RATE = 47%!!!!i.e. $100 yields only $53 of real capital


Gifts are Best!!!

Donor writes check to UC Regents stating that it is a giftCan be no deliverables; no signed paperwork; can be

general stipulations… “to support research about alien life on Mars”

All gifts coordinated by Jennifer Deacon (jennifer@bren)Most federal agencies and many other public agencies can

not make gifts


The Golden Rule

If you want the gold, you have to speak with Jennifer first

Do not under any circumstances, even if faculty tell you to, talk to anyone about a giving a gift without first talking with Jennifer Deacon!!!

Active fundraising by students without Jennifer’s guidance is not appropriate


Summer Internships

If internships promised, identify one group member to be the summer internship coordinator (IC)

Decide EARLY who is going to do the internshipsIC works with Dave Parker for help coordinating internships“Hiring” should be done through the external organization

if at all possibleIf this is not possible, we need to try to get a gift from the

organization and dispense to students as a fellowship

“Who ya’ gonna call?”


Computer Resources

EnergyWaterChiapasIIVolvoIISantaMonicaNanotechCampus

GreenhouseCCNIIBlueOaksPharmsClimateStormwaterBig Sur

Nicknames


Computer Resources

1 computer for each group in commons

Not available until May 1 after 2nd years wrap up

Exception: Nanotech will be in BH 3308 until next fallObtain keys from Connie

Each group must appoint an Information Manager (IM) and Data Manager (DM) (or one person to serve both functions) by Thursday and inform compute team (request@bren) via email (group name & manager name and email)

Mandatory training meeting for DMs and IMs Monday 4/17 @ 11:30 in SCF

A lot of things to know and learn about computing related to group projects


Website

Each group must create (by end of spring quarter) and maintain a web site:

At a minimum the following is required:

Names and email of all group members

Group email address

Names and email of advisor(s)

Final project proposal (completed at the end of spring)

bj wants pictures!!!


Grading

GradesIP (In Progress) grade at end of S, F, W Letter grade at end of project (S 2007)Letter grade replaces previous IP gradesB or better requiredSeparate grades

often the whole group gets the same grade but this is not required

Written Evaluation(s)Advisor is supposed to provide these at the end of the

first spring and fallDemand this!


Evaluation Criteria

Understanding of relevant published literatureCritical perspective on quality and shortcomings of prior

workUnderstanding of both social and natural science dimensions

of the issues Originality of analysis, problem formulation and scope of

workRelationships with outside advisors and stakeholdersResourcefulnessPunctualityCommunication skillsParticipation


Final Approval

Approval SignatureAdvisor must approve final report with signature or you

can’t be recommended for a MESM degreeSignature and grade may be withheld until report is

acceptable even if grade assigned


Evaluations

Peer EvaluationsEvaluations of group members submitted to advisor at

the end of S (06), F, W quartersIf you don’t identify probs., they can’t be solvedAdvisor may take these into account in assigning grades

Advisor(s) EvaluationsEnd of S (06), F, W quarters

Not distributed to faculty until end of project except from question: “is there any feedback that you would like shared with your advisor now”


Faculty Advisors

Monitor progress, provide technical assistance/expertise, and evaluate project and assign grades

Project leadership and mgmt and the quality of the final products is YOUR responsibility

NOT project managers, more like a consultant

Attend a regular meeting

Provide advice but generally reactive

No two advisors alike

Expect variability in engagement, expectations, responsiveness, and feedback

May be quite hands off

All expect you to take charge


Faculty Advisors

Use them.. but you need to ask…don’t wait for them to come to you

Turn around time needs vary but you should NEVER expect under 1 week

Schedule initial meeting with advisor NOW and explore how they will interact with you

Think about putting it in writing


External Advisors

Groups are expected to obtain the counsel of outside advisors who may have interest in the projects, data, or deliverables

You are responsible for identifying them, developing professional relationships with them and maintaining professional contact

Interact with them with absolutely the highest standards of professionalism

Don’t have a meeting without an agenda

Prepare minutesSend thank you notesMeet deadlines and keep promisesNever share negativity

ACKNOWEDLEGE them frequently, privately and publicly (if they welcome this)


Structure of the Group

Democracy vs. efficient organizationThis is a situation where democracy is overratedSomeone needs to be in charge or chaos will rule

My advice: designate a project manager!!!Give manager authority to be the ultimate decision-

maker (not tyrant)Rotate role?

Must designate a financial manager, data manager, and web managerMay want to create other roles as well (get advise from 2nd years)


Problems

Primary responsibility for problem solving lies with studentsAvoid complaining; propose solutions

It’s possible you’ll have slackers or pseudo-slackers

Implement learning from 208

Involve advisor after thorough efforts by the group to solve problems

If serious unresolvable problems (this is rare), come to me and I will involve the MESM Committee Written documentation essential if administrative solution

ultimately required

PS There is an campus ombuds office: http://www.ombuds.ucsb.edu/index.html


Deliverables

Spring Quarter 2006Formal Project Proposal (draft by mid-May)

Faculty will discuss in detail next week

Thorough literature review (ideally a draft of the background section of final report)

Proposal Review Meeting (late May/early June)


Proposal Review

Purpose: to gain critical feedback and use this to finalize proposal

Groups are responsible for scheduling, organizing, conducting, and documenting

Meeting must includes:All group members

Faculty advisor

At least one other Bren faculty member (two is even better)

At least two external (i.e. non-Bren) advisors from on or off campus

Schedule well in advance

Provide proposal at least one week in advance

Run as a formal meeting

Probably a good idea to submit a memo to advisors and reviewers about how proposal will be changed to take into account their feedback


Deliverables

Fall Quarter 2006Progress review meeting

Mid-quarter

Ideally the same group as in spring

Written Progress Report

Submitted to advisor

NOT a revised version of the spring proposal!

Focus on progress and changes since spring quarter and a plan for finalization


Deliverables

Winter Quarter 2005Project Defense

Week 6 and/or 7

Scheduled by GPC; everyone invited to comeTwo independent reviewers arranged to attend20 minute presentation; 15-20 minutes questionsExpect probing questions and criticism which will likely result in some revisions to draft report

Final reportDue at end of quarter

Deadline is FIRM; grade compromised if not metProvide high quality draft to advisor by the middle of the

quarter; expect multiple iterations


Deliverables

Spring Quarter, April 2007

200 word abstract and acknowledgements for program

Final Report Electronic & hard copy with original signature page to GPC

Strict formatting requirements detailed in guidelines

Brief 4 page summary of highlights with graphics

Electronic copy to GPC & several (50-100) hard copies for distribution

Must use header template on web

Poster (4x3 – 4x6)

Public Presentation


Public Presentation

Not the same as defense talk because different audience

Don’t “dumb down” but tailor it to a diverse audience more interested in substance and findings and less in details of

methods

We offer opportunity to videotaped practice session in advance

One presenter (recommended) not no more than two

All members seated up front as part of panel for questions

Everyone wears formal business dressHint: This does not = flipflops; Dr Suess ties, etc.

Approximately 25 minutes including 7 minutes for questions

Poster session & reception follows


What you need to start doing IMMEDIATELY

Educate yourself about your projectCollect papers and reports and read about your projectYou can’t get started and you can’t do a good job if you don’t

know the current state of knowledge

Don’t have good literature search skills?

Review Kendall document

http://www2.bren.ucsb.edu/%7Ekendall/finding_articles.htm

Contact our librarian, Janet Martorana (martoran@library)

She holds office hours every week here at Bren

She is REALLY good and helpful


What’s to be avoided?

Vague objectivesScope too broad… or too narrow

More often than not this thing gets too big Procrastination and/or uneven work distribution

Expect at least 12 hours/week of workDon’t waste spring quarter; BIG MISTAKE

No one in chargePoor understanding of “state of knowledge” Unfocused or biased recommendations


Use of Human Subjects

MUST follow very strict procedures and may need to obtain approval from

the human subjects committee if human subjects will be used in research

This even applies to CONDUCTING SURVEYS!!!

Please review the Office of Research site about this: http://www.research.ucsb.edu/compliance/index.sht

Process can take a bit of time so don't wait till the last minute to tackle

It's potentially a very big deal not to be in compliance


Cautions

The work belongs to ALL group membersEveryone must be listed as authors in all presentations and publications even if you’ve adapted it

Make sure references to others work/data/models are thoroughly referenced

There may be problems sharing datasets or products with outside clients because of licensing agreements; explore this well in advance with Jason

Sometimes the client does not like the results because it is not the answer they wanted

bren school of environmental science & management, ucsb group projects 2006 – 07 logistics

Documents

school of funding

ucsb group projects

ucsb meetings

ucsb money

ucsb registration

email group

unit slide

logistics slide