UBC Graduate and Postdoctoral Studies

Theresa Rogers and Brianne Howard

GR A D U A T E A N D P OS T D OC T OR A L S T U D IE S

OC T OB E R 23RD , 2020 .

Supporting excellent supervisory relationships

UBC Graduate and Postdoctoral Studies

Plan for SessionLand acknowledgement

Pedagogies and practices of effective supervisory relationships, communities

Maintaining scholarly communities

Managing student programs

Addressing conflicts, issues and concerns (cases)

UBC Graduate and Postdoctoral Studies

Poll – what are you most concerned about in relation to your graduate students? (choose one)

1) Communication and Expectations

2) Managing student programs (esp. in Covid-19 context

3) Providing a sense of community (esp. in Covid-19 context)

4) Addressing conflicts, issues, concerns (cases)

5) Other – please post in specifics in chat

UBC Graduate and Postdoctoral Studies

UBC Graduate and Postdoctoral Studies

Poll – what best describes your time here at UBC? (select one)

1) I am in my first 1-3 years as a professor (at UBC or anywhere)

2) I am new to UBC but have been a professor elsewhere

3) I have been a professor at UBC for 4-6 years

4) I have been a professor at UBC for 7 or more years

5) I am graduate program advisor/associate dean

6) None of the above

UBC Graduate and Postdoctoral Studies

• What do you remember about your own supervisors/advisors that you appreciated?

• What were some things you would have liked to improve the relationship?

UBC Graduate and Postdoctoral Studies

Some responses

q I liked my supervisor’s open door policy, I always felt welcome to discuss unformed ideas and this was a space where I moved forward my thinking on my topic

q Approachability and opennessq I appreciate that my supervisor introduced me to other scholars in the

field.q As an Indigenous graduate student and now an Indigenous professor, the

most profound impact was that my supervisors had an understanding about Indigenous peoples and contexts and my Indigenous identity and I was not invisible to them as an Indigenous person (I had co-supervisors in my PhD).

q I appreciated having a supervisory team (2 co-supervisors), not only a single person from whom I go could go to seek feedback. We had a very productive working relationship. As a pre-tenure faculty member I find I'm encouraged to supervise students as a primary supervisor. Although students are supported by committees, I find this is a more hands-off role and I really miss the 'team' element of supervision.

UBC Graduate and Postdoctoral Studies

Supervision/Mentoring

Surveys (e.g. CGPSS, 2016) suggest most UBC students (about 85%) are satisfied with the

supervision they receive, but many would like more meaningful interactions and in some cases more

time with their supervisors.

In the Covid-19 context, maintaining these interactions take on an even more important role

UBC Graduate and Postdoctoral Studies

The pedagogy and practices of

supervision

Pedagogy (vs. training) is more focused on the teaching/mentoring aspects of supervision —

Mentoring focuses on the human relationships, forms of teaching and learning, commitments, and resources that support graduate students’ intellectual and ethical development as scholars and in their academic

and professional pursuits

Advising/Supervising focuses on the practices/activities, requirements, and attainment of satisfactory progress through the steps needed to

achieve a graduate degree

UBC Graduate and Postdoctoral Studies 10

UBC PRINCIPLES OF EXCELLENT SUPERVISION

GUIDING ASSUMPTIONSSupervision:• is a process of interactive, reciprocal, intellectual, and ethical

dialogue;• involves engagement with a community or communities of

scholars • supports the development of professional judgment and learning

to create, transform, and share knowledge;• changes within and across units and disciplines, which are

constantly evolving and shifting; and• ideally inspires lifelong learning and commitment to the public

good.

UBC Graduate and Postdoctoral Studies 11

UBC’S SEVEN PRINCIPLES OF EXCELLENT SUPERVISION

1. Students’ learning benefits from individualized supervisory approaches

2. Student learning develops with both dialogue and guidance

3. Students’ multifaceted growth as scholars is supported by supervisors

4. Students learn from role models

5. Communication is key to teaching and learning and relationship-building

6. Scholarly and other communities are central to students’ development

7. Reflection makes one a better supervisor

UBC Graduate and Postdoctoral Studies

Recruiting/Selecting Graduate Students

Recruit the most qualified students *Be visible (e.g. web, conferences, collaborations, etc.) https://faculty-staff.grad.ubc.ca/recruitment/researcher-profiles

Make information available – e.g. outcome data**, contact with current and former students: https://faculty-staff.grad.ubc.ca/2016-phd-career-outcome-survey**

Provide clarity about funding Interviews (see https://www.grad.ubc.ca/faculty-staff/information-supervisors/building-effective-graduate-student-supervisor-relationship

Vetting committees and procedures to consider fit, preparation, academic background, strong/appropriate/available supervisors and committees

*See Graduate and Postdoctoral Studies recruitment tool:https://faculty-staff.grad.ubc.ca/graduate-recruitment-initiative

UBC Graduate and Postdoctoral Studies

Deciding to take a student

Do I have the time, resources and knowledge to supervise this student?

Does this student have adequate academic background and experience to be successful?

Are the student’s goals and expectations consistent with expected outcomes?

Will I be able to work with well with this student? Do we have compatible communication styles? How might I address any personal, cultural or structural challenges this student may face?

Are there adequate programmatic resources to support this student in terms of colleagues who can serve on a committee and opportunities to participate in research, teaching, extracurricular activities, and engagement in a community of scholars?

https://www.grad.ubc.ca/faculty-staff/information-supervisors/building-effective-graduate-student-supervisor-relationship

UBC Graduate and Postdoctoral Studies 14

COMMUNICATION AND EXPECTATIONS (COVID-19 CONTEXT)

SEE ALSO: HTTPS://WWW.GRAD.UBC.CA/FACULTY-STAFF/INFORMATION-SUPERVISORS/SUPERVISION-DURING-COVID-19

AND: EXPECTATIONS DOCUMENT

• Consider what issues both you and your students might be facing in terms of geographic location, any added responsibilities/factors (e.g. child care) in work environment, on line courses, etc. that may influence work environment, communication, and wellbeing (see article on differential impacts of Covid-19 on productivity).

• Decide on mutually workable timelines/schedules for one to one and collaborative meetings, noting anticipated breaks, absences, and vacation times, etc. Set up virtual collaborative spaces and follow up with emails (as with f2f meetings). Consider scheduling regular individual check-ins.

• Discuss how academic progress may be continued, including reaching m milestones (comps, proposals, theses). If some aspect of your student’s program cannot continue, what other progress can be made? *

UBC Graduate and Postdoctoral Studies 15

COMMUNICATION AND EXPECTATIONS (COVID-19 CONTEXT)

• Address funding issues (fellowships, scholarships, research and teaching appointments) in current context, as well as equipment/internet needs related to communication, research and academic progress. Students can find additional information on awards, loans and tuition on this FAQ;and: https://students.ubc.ca

• Research continuity (e.g. new forms of fieldwork, new lab guidelines, See VPRI office) practica, clinics, etc.

• Discuss issues related to research curtailment; be creative with alternate processes/procedures. What adjustments need to be made -- research timelines, general approaches to proposed studies, ethics concerns and applications, methods of gathering data, etc. (Most up-to-date information on UBC research responses to COVID-19, VPRI website).

• Co-create new or alternate projects that might be undertaken in this context that support ongoing academic progress. See also webinar on pivoting and pausing research.

UBC Graduate and Postdoctoral Studies 16

*ALTERNATIVE FORMS OF ACADEMIC PROGRESS

Broadening scholarly outputs – Journal club, concept paper, designing new research approaches, presenting at online journal clubs and conferences, knowledge translation and scientific reflection

Public Scholars Initiative - expanding research to contribute to public good –engaging with multiple sectors; diversifying PhD pathways through broadening scholarship. (Examples: “Citizen Science” – Sharing mass collections of raw data; Community engagement in climate change; How spending money on others improves health)

Career exploration and planning e.g., Non-academic advancement and development

Grants and fellowship applications

Advancing teaching skills (CTLT)/ professional development activities (GPS)

WHAT ELSE? Other ideas and approaches?

UBC Graduate and Postdoctoral Studies

Create/maintain vibrant scholarly communities

• Be attentive to EDI differential effects of Covid-19

• Consider developing cohorts (particularly in this context)

• Peer advisors/peer mentoring programs; Peer and faculty led writing groups and retreats, journal clubs, social interactions

• Graduate research conferences; (continue) engagements with other sectors/researchers, mentors and opportunities

• Scholarly community programming, e.g. seminars on academic and professional skills and strategies (selecting publishing outlets, writing effective conference proposals, etc.)

UBC Graduate and Postdoctoral Studies

• Small grant programs for graduate student travel/virtual conferences and for research projects

• Posting student research profiles and accomplishments

• Engage in high level innovations VPRI/G+PS (e.g. research clusters, PSI/reimagining PhD/Public Humanities Hub, etc. )

• Professional Development and Career Programming

UBC Graduate and Postdoctoral Studies

The Graduate Game Plan: https://www.grad.ubc.ca/current-students/professional-development/graduate-game-plan

Resources for Supervisors:https://www.grad.ubc.ca/faculty-staff/information-supervisors

UBC Graduate and Postdoctoral Studies

EXAMPLES OF POTENTIAL FOR CONFLICT

Supervisor expectations

Critical approach to the review of literature

Good research skills and citation practices

High levels of autonomy and well-developed analytical and writing skills

Confidence with data collection and presentation

Authorship is dependant

Student expectations

Inappropriate to criticize experts & speak out or offer ideas

Using inference and paraphrasing what ‘experts’ say without citations

Supervisors will teach research skills & English expression/edit

Guidance will be initiated by supervisors

Authorship is assumed

UBC Graduate and Postdoctoral Studies

SETTING BOUNDARIES AS A SUPERVISOR:

• Know your role (work boundaries, responsibilities)

• Understand the policies/procedures guiding your work

• Identify potential areas where boundaries may be challenged (availability, level of support, role(s), flexibility)

• Reinforce what you can and cannot do

• Be prepared to affirm your limits and where others can help

UBC Graduate and Postdoctoral Studies

Case discussion(Not audio-taped)

UBC Graduate and Postdoctoral Studies

SOME TIPS FOR EFFECTIVE PROBLEM RESOLUTION

• Acknowledge power differential, EDI aspects

• Best to solve problems as close to source as possible

• Consult early, involve a neutral party as needed

• Document all interactions, timelines, and requests, especially decisions

• Keep core principles in mind: fairness, academic progress and success, academic integrity, respect for privacy, respectful environments, equity

• Know the policies in your program/unit, graduate school/ university

• Ask yourself, “if I had to reveal and defend all my actions to a panel of faculty and students or others, what would I do?”

UBC Graduate and Postdoctoral Studies 24

Student

Graduate Advisor

Department Head/Associate Dean

G+PS

Supervisor orSupervisory Committee

Ombuds Office

Equity and Inclusion

Graduate Student Society Advocates

Centre for Accessibility

International Student Advising

G+PS

Where students might seek support for supervision questions/concerns

UBC Graduate and Postdoctoral Studies

SUPPORTING GRADUATE STUDENT MENTAL HEALTH AND WELLBEING

Graduate student relationships with faculty members are regarded by students as the most important aspect of their graduate education. Good student-supervisor relationships are also associated with higher completion rates and faster times to completion. However, from surveys we know that the breakdown of a student-supervisor relationship has one of the biggest impacts on a student’s mental health and wellbeing during the course of their degree.

à What do you do when you notice a student you are supervising is struggling and could use some support?

UBC Graduate and Postdoctoral Studies

SUPPORTING STUDENTS IN DISTRESS: HOW CAN FACULTY/SUPERVISORS BE PREPAREDSupervisors can play a central role in identifying and connecting students to support resources and services by:

• Noticing and recognizing signs of distress. (see something)

• Engaging with a student in a supportive way that maintains boundaries appropriate for your role. (say something)

• Connecting a student to appropriate resources (be aware of resources available). Ensuring appropriate faculty/staff are aware of a situation when someone is experiencing distress, i.e. Grad Advisor or Grad Staff. (do something)

• What do you do if a student says “don’t tell anyone?”

UBC Graduate and Postdoctoral Studies 27

CHANGES TO HEALTH AND WELLBEING RESOURCES:

NEW FINDING HEALTH SUPPORTThis is a new tool that walks students through the services specific to them based on their location and type of help they are looking for.

UPDATED HEALTH LANDING PAGERevised landing page related to health and wellbeing resources for all UBC students.

REVISED GREEN FOLDERUpdated information including how to support students remotely and outside of BC and Canada.

*EARLY ALERT: Faculty, staff and TA’s can identify their concerns about students sooner and in a more coordinated way.

UBC Graduate and Postdoctoral Studies 28

HEALTH AND WELLBEING RESOURCES:

Student Health ServiceAccessible within British ColumbiaBook an appointment online or in-person with a doctor or medical professional for help with your health concerns.

Counselling ServicesAccessible within British ColumbiaLearn about services Counselling Services offers to UBC students, including online options, wellness advising, and more.

UBC Student Assistance Program by AspiriaAccessible anywhere in the worldReceive free, 24/7 personal counselling and life coaching, offered in many languages through phone, video-counselling, or e-counselling.

Virtual Group CounsellingAccessible within British ColumbiaJoin a virtual group and share your health and wellbeing concerns in an encouraging and supportive environment.

Nurse on CampusAccessible within UBC Vancouver campusVisit a registered nurse during drop-in hours for confidential, free, and in-person support.

MedimapAccessible within British ColumbiaSee available walk-in clinics and wait times, and book an appointment before visiting the location

First Nations and Inuit Hope for Wellness HelplineAccessible within CanadaIf you are an indigenous student, get immediate mental health counselling or crisis intervention by phone or chat counselling at any time.

Here2TalkAccessible anywhere in the worldGet started with free, 24/7 single-session counselling by phone or online chat for all UBC students

Wellness Together CanadaAccessible anywhere in the worldComplete a free mental health online assessment and connect to online wellness resources or get counselling if you’re a Canadian by phone, text, or video.

UBC Graduate and Postdoctoral Studies 29

OTHER WELLBEING RESOURCESWellness Centre OnlineAccessible within British ColumbiaConnect with Wellness Navigators and Peers to learn about health-related resources available to you and get access to tips and strategies to support your wellbeing.

UBC RECAccessible within British ColumbiaExplore virtual and in-person fitness and recreation experiences available at UBC for students.

Therapy Assistance Online (TAO)Accessible anywhere in the worldManage your well-being with tools for stress, relationship problems, substance use, and more. Register with a UBC email, which you can set up for free.

UBC Life BlogAccessible anywhere in the worldRead tips and resources from students on staying healthy and active.

Get active at homeAccessible anywhere in the worldDrop in to virtual fitness classes, see tips for exercises, and more, from UBC Recreation.

MindHealth BCAccessible in British ColumbiaTake an online assessment and find resources to support your mental health.

UBC Graduate and Postdoctoral Studies 30

FACULTY SUPPORT AND PROFESSIONAL DEVELOPMENT: EQUITY, DIVERSITY AND INCLUSION,

AND INDIGENOUS SUPPORTS

Inclusion Action Plan: https://equity.ubc.ca/about/inclusion-action-plan/

Equity and Inclusion Office:Informative Resources, Knowledge and Skills Development +Conflict Management https://equity.ubc.ca/

Centre for Teaching, Learning and Technology – Indigenous Initiatives:https://indigenousinitiatives.ctlt.ubc.ca/about/staff-contact/

Mentoring Indigenous Graduate Student Forum:https://www.grad.ubc.ca/about-us/initiatives-plans-reports/forum-mentoring-indigenous-graduate-students

Supporting Aboriginal Graduate Enhancement (SAGE): https://indigenous.educ.ubc.ca/sage-home/

UBC Graduate and Postdoctoral Studies 31

LANGUAGE, WRITING AND PROFESSIONAL DEVELOPMENT

English Language Institute• www.eli.ubc.ca

Centre for Writing and Scholarly Communication• https://writing.library.ubc.ca/

Research Commons• https://guides.library.ubc.ca/library_research_commons

Centre for Teaching, Learning and Technology• www.ctlt.ubc.ca

Graduate Pathways to Success• www.grad.ubc.ca/current-students/graduate-pathways-success

Centre for Student Involvement and Careers• www.students.ubc.ca/career

MITACS Skill Training & Entrepreneurship Program:• www.mitacs.ca

UBC Graduate and Postdoctoral Studies

Closing Questions and Discussion