Bren School of Environmental Science & Management, UCSB Group Projects Class of 2009 Logistics.

Bren School of Environmental Science & Management, UCSB

Group Projects Class of 2009

Logistics


Information Sources

Group Project GuidelinesLocated in Services section of the Bren websiteUpdates to the Guidelines should be completed by Corlei by the

middle of Spring Qtr.

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

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

2nd year Presentations this Wed April 2nd, 3pm Double Tree Resort

Your 2nd year Peers


Administration

Group Project Committee (08-09)• Christina Tague, Group Project Chair• John Melack• Cathie Ramus• Corlei Prieto

Staff Group Project Coordinator Your first point of contact for all matters related to group

projects


Registration

You should be registered in 401A (Tague) for spr 08

If not, do this before end of week or you’ll need an approval code

401B (fall 08) & 401C (win 09)Multiple sections; register in the one with your

advisor


Meetings

Meet at least once/week

Students are responsible for scheduling meetings and securing meeting space (not advisors)

Bonsai Room & Visitor Center are designated group project meeting spacesVisitor Center available during business hours

Bonsai currently only available during business hours but will be available at all hours as soon as the electronic key pad is installed

Students reserve rooms for group project meetings in these spaces using Corp TimeInstructions http://www.bren.ucsb.edu/services/student/StudentSchedulingofRooms_000.htm

Designate a CT scheduler for the group


Meetings (cont.)

Be good peers…Check availability before schedulingNever schedule on top of an existing reservationAlways remove reservations if you won’t be using the room and remove it as soon as you know

Staff will not schedule group project meetings in other rooms unless it is a special stakeholder meeting (in this case send email to scheduling@bren)

Please use scheduling@bren to reserve any media (i.e. video projectors, conference phone etc) and do so reasonably well in advance


Money Matters

Each group gets $1,300 plus up to $200 for printing

Includes all costs including poster and briefs

Printing allocations made to individual group members

Can “buy” more printing

Appoint a financial manager (FM) by Thursday 4/10 and inform Mike Best (mbest@bren) via email (group nickname & 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 Fourqurean (connie) = purchasing

Frank Soares (fsoares) = 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 or funding promised by the client.

At the beginning of the project get funding commitments of clients firmed up (working with advisor and appropriate Bren School staff)

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 = 50%!!!!i.e. $100 yields only $50 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


Nicknames

BACIPS CATALINA COPPER TNC MPA MEXICO PIUTE

COFAN SEALEVEL DECKERS YARDI LIMONEIRA ANTELOPE ZURICH


Work Stations

One computer for each group in Commons

Computer assignment map in Services/Group Projects

Exception: TMP Deckers and Mexico will be in BH 2027 until we create more stations in Commons (although that probably won’t be during your time here)

Obtain keys from Frank Soares

Move-in date = April 25th


Computer Resources

Each group must appoint

Web Manager (IM)

Data Manager (DM)

Inform compute team (request@bren) by Thursday 4/10

Compute staff will hold a mandatory training meeting for DMs and IMs in the near future

Much to 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)


Grading

GradesLetter grade assigned for 401A by TagueIP (In Progress) grade at end 401BLetter grade assigned at end of 401C by advisorLetter grade replaces previous IP gradeB or better requiredSeparate grades

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

Written EvaluationAdvisor should provide one at the end of all fallDemand this!


Evaluation Criteria

401ATague will outline in her class

401B & CUnderstanding 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 degree

Signature and grade may be withheld until report is acceptable


Peer Evaluations

Peer EvaluationsS (08) submitted to Tague & faculty advisorF (08) & W (09) submitted to faculty advisorIf you don’t identify probs., they can’t be solved

These are taken into account in assigning grades


Faculty Evaluations

401A reviewed at the end of spring Advisor Evaluations

End of ProjectExtremely important that every group member

participates and provides thorough and informative feedback

Why not end of spr & fall?Past students recommended against this because many uncomfortable doing so mid-project and when it is difficult to be anonymous

Communicate serious mid-project advisor issues to Corlei, anonymously if need be


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

Involve advisor after thorough efforts by the group to solve problems

If serious unresolvable problems (this is rare), go to Corlei and/or John; they will involve group project committee if appropriateWritten documentation essential if administrative solution

ultimately required

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


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


Deliverables

See Group Project Guidelines for Specific Deadlines and Timelines


Spring 2008

Draft Project Proposal

Date provided by Tague

Final Project Proposal

Date provided by Tague but certainly before proposal review meeting

Any other deliverables required by Tague

Proposal Review Meeting

Before the end of the quarter

Peer Evaluations


Proposal Review

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

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

Meeting must include: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

Recommendation: summary memo


Fall 2008

Progress review meeting (mid-quarter)Report one group’s progress to your advisors, stakeholders, etc. Purpose is to obtain feedback intended to strengthen their

research agenda.Presentation should cover the following Clearly stated project objectives Importance of research Plan for executing research Expected results Progress so far

Written Progress Report (by end of quarter)NOT a revised version of the spring proposal!

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

Peer Evaluations (end of quarter)


Winter 2009

Project Defense

Middle of quarter

Research should be completed and preliminary recommendations and conclusions formulated

Scheduled by GPC; everyone invited to come

Two independent reviewers arranged to attend

20-25 minute presentation; 15-20 minutes questions

Critical evaluation of work must like a thesis defense.

Expect probing questions and criticism which will likely result in some revisions to draft report

Presentation should not be a glossy overview; it should focus on content, substance and methodology

Feedback should be considered in finalizing project


Winter 2008 (cont)

Final reportHigh quality draft due mid-quarter; expect multiple iterations

Due at end of quarter; deadline is FIRM

Electronic & hard copy with original signature page to GPC

Formatting requirements detailed in guidelines

Abstract and acknowledgements for presentation program

Brief

4 page summary of highlights with graphics

Template on web

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

Poster (4x3 – 4x6); lamination not required but recommended


Public Presentation

Date TBA; Group projects officially end winter quarter so it could be as early as the end of finals week; likely the first week of spring quarter

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

Opportunity to videotaped practice session in advance

One presenter (recommended); no more than two

All members seated up front as part of panel for questions

Everyone wears formal business dressHint: This does not = flip flops; Dr Seuss ties, etc.

Approximately 25 minutes including 7 minutes for questions

Poster session & reception follows


What you need to start doing IMMEDIATELY

READ the Group Project guidelinesSchedule meetingsDefine roles and email relevant partiesStart developing your group; learn about each other; do

something togetherEducate yourself about your project

Collect papers and reports and read about your project

You can’t get started and you can’t do a good job if you don’t know the current state of knowledge

Get clients funding commitments firmed up (working with advisor and appropriate Bren staff)


Helpful Resources

Writing skills

Writing Center (writing@bren)

Individual and group tutoring

Research skillsJanet Martorana (martoran@library)

Librarian assigned to Bren

Holds weekly office hours here at Bren


What’s to be avoided?

Vague objectives

Scope 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 work

Don’t waste spring quarter; BIG MISTAKE

No one in charge

Poor understanding of “state of knowledge”

Unfocused or biased recommendations

Poor/unprofessional interactions

Having group project become all or overly consuming and not taking advantage of all the other important learning opportunities at Bren


Cautions

The work belongs to ALL group members

Everyone 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.


Conclusion

This may or may not be extremely challenging (more likely may)

You may or may not have issues with group members, advisor of clients

This is one of the best preparations possible for your future career (ask any alum or employer)

You will face the same sorts of challenges (and harder) in your job; appreciate the opportunity to practice now

This is an educational experience—”a practice not a perfect”

Relish the process as well as the product

Bren School of Environmental Science & Management, UCSB Group Projects Class of 2009 Logistics.

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