manual
by
bjerke
—
last modified
2011-11-02 13:18
Polforsk's manual for keeping Ph.d courses
Manual for arranging Ph.d Courses
Polforsk Aug 12, 2011
6 months prior
- Announce course on Polforsk
- Circulate course on the various mailinglists
- Create registration webpage and keep track of the registrations regularly
Shortlist of
things to decide upon when announcing course on Polforsk.dk
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- The course title
- Start and end date
- The location of the course
(preferably with a room specified, but this can be added later)
- The course-responsible and the tutors
- A short description that addresses reasons for why the Phd
student should participate in this specific course
- A longer description that highlights the core
concepts of the course, what topics are covered, and how this course may
contribute to the Phd students ongoing research
- Paper deadline (3 weeks before the course) and format:
- A in-depth programme/timetable that accounts for the entire
duration of the course and includes time and dureation of:
- lessons
- discussions
- Ph.d students' paper presentations
- breaks, lunch, etc.
- List of litterature which include both the litterature for a compendia and the litterature that the participants have to acquire
by themselves.
- Costs (lunch, compendia and/or course-dinner)
- When and how the Phd student and apply/register for the
course, including a submission deadline for paper
- Size and type of paper (e.g. project description, draft of an article, draft of a chapter)
- Conditions for participation; ordinary participation /
presentation including paper submission and/or paper submission 8 weeks
after course completion
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4 months prior
- Ensure that both the litterature and programme are visible on http://polforsk.dk
- Find litterature for compendia
- Book rooms for the course and ensure that it is visible on http://polforsk.dk
Subscription deadline (8 weeks prior)
- At deadline: applicants are registered as either yes/no and keep
an eye on incoming registrations even after deadline
- Send email to the course-responsible about acceptance of
participants
- Send compendia to the printers
- Send email to accepted and refused applicants
Content of email to accepted applicants
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- Travel
guidance
- Paper deadline reminder
- Announcement of course-dinner on the first evening of the
course. Should also mention that participants need to reply whether
they plan to attend or not.
- Possibly a
revised programme
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7 weeks prior
- Send out invoice to participants
Paper deadline (3 weeks prior)
- Send copies of the papers to: course-responsible, tutors, and
participants
- Work out a timetable for the paper presentations
- Paper format:
- Please, observe concerning your paper:
- it should be in PDF-format,
- the file name should start with YOUR SURNAME and include the titel and number of pages.
- there should be NO BLANKS or special characters (parantheses, ö, æ, ø, å, é, etc) in the file name
- example: doe_john-politics_of_lazyness-12_pages.pdf
2 weeks prior
- Reservation of computers
- Make arrangements for internet-access for participants
A week prior
- Send email containing:
- Paper presentation timetable
- Course-dinner reminder and remind participant to reply if they
plan to attend the dinner
- Information about contact-person - cell phone no.
- Reserve table in the cantine
- Order table in a restaurant for the course-dinner. Agree on dead-line for changing the reservation.
1 working day before
- Pick-up computer
- Shop for: coffee, tea, milk, cookies and fruit
- Check with the cantine that reseveration is in order
- Check all the papers and give a copy to the course-responsible
either by email or by hand
- Print a copy of all the papers
During the first day of the course:
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- Dobble-check for participants attending the course dinner
- Inform participants about internet access
- Go with the participants to the cantine to ensure that
everything is in order
- Give cellphone number so participants can reach you if any
problems arise
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- Ensure that there is coffee, tea, milk, water, cookies and fruit
throughout the day
- Setup computer
- Lock room during the breaks and refill refreshments
- At the end of the day: pick-up computer, clean the room and lock
it
Within 1 week after the completion of the course
When invoice is paid and evaluation has been answered
- Make diplomas and send them to the participants
- Send evaluations to the responsible
