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Advice on an advisor

I am a second-year doctoral student, and have not been able to build a positive relationship with my advisor. My emails go unanswered and our meetings are infrequent, short, and brisk. I feel that this person is unhelpful and even detrimental to my progress. I have tried communicating my discomfort with this relationship to my advisor, yet nothing has changed. I am wondering, how do I know when it’s time to find a new advisor? And, if I decide to break up with my advisor, how can I do so amicably? – Sincerely, Unsupported   

This answer has been published after consultation with the Office of the Ombud. 

Hi Unsupported,

I’m so sorry you’ve been struggling with this. Having a strong advising relationship can play an important role in your success in grad school, so I hope you can find an advising situation that meets your needs.

For anyone starting off in an advising relationship or struggling to develop a constructive relationship with their advisor, I strongly recommend the Graduate School’s resources on “Managing Up.” Managing Up, in the context of an advising relationship, refers to actively and thoughtfully defining and shaping your relationship with your advisor. It may involve reflecting on your goals for the relationship, setting clear expectations about what you are looking for in the relationship, and setting the tone and agenda for your meetings with said person.

That being said, if you’ve already tried to address some of your concerns about feeling unsupported to your advisor and haven’t had any results, it may be time to seek a third-party intervention. The Office of the Ombud is a great place for you to explain your situation in full detail, and create a plan for how to proceed. This plan may or may not involve breaking up with your advisor. The Ombud service is confidential, so approaching this service will allow you discuss your situation in full detail, and to share the information with someone who has institutional knowledge and experience helping people navigate challenging situations.

No matter what happens with your current advisor, I strongly encourage you to start cultivating additional supports now. At the Graduate School, we advocate for students to develop “mentoring teams:” a network of support that may include advisors, PIs, professors from inside or outside your department, and more. A mentoring team can help you in personal, academic and professional goals, and can compensate for some of the deficiencies in your advising relationship.

Best of luck,

The Grad School Guru

Working with mentors to support your career goals!

We all have different mentors in our life. These people have our best interest in mind and are able to guide and support our professional and personal development. In your personal life, look for advisors who are compassionate, enthusiastic, generous, honest, insightful, selfless and wise. In your professional life, it is imperative to find mentors who are collaborative, intellectual, knowledgeable, accessible, and visionary. In both, it is important to have mentors who will challenge and support you in doing your best work and being your best self. For additional desirable mentor traits, see Cho et al. (2011) in which mentor nomination letters were analyzed for traits among those who supported the careers of junior faculty. And remember, look for multiple mentors — a single person cannot provide all of the support and encouragement you need! See Graduate School Mentor Memos on Building Your Mentoring Team and What a Good Mentor Does.

Once you identify your champions, build a thoughtful relationship to ensure that it is productive and continues to prioritize your long-term goals. In Mapping a Mentoring Roadmap and Developing a Supportive Network for Strategic Career Advancement, Montgomery (2017) outlines the steps necessary to support a productive mentor-mentee relationship. In addition, in Making the most of mentors: A guide for mentees, Zerzan et al. (2009) provide a very clear checklist to consider as you identify mentors and build your relationships. Briefly:

  1. Self Reflection: Before setting up a meeting with your mentor, figure out what you need in a mentor. What unique skills and experiences do they have that will benefit your career or personal goals? Do you need a team of mentors (hint: the answer is yes!)?
  2. Getting Started: Set an agenda with your interests in mind. How often should you formally meet? Be sure to set goals and follow-up with an emailed list of action items so that expectations are clear to both you an your mentor. For additional tips, see Managing Up.
  3. Maintenance: Be sure to sustain regular contact with your mentor. If you’ve agreed to future milestones, be sure to meet them or discuss more realistic goals if necessary.
  4. Moving Ahead: Your life will evolve. At some point, you will be less reliant on your current mentors and will need to identify more relevant advisors. Be open with you mentor, re-evaluate your relationship, and gracefully transition to your next phase. However, be sure to maintain a positive relationship, as your mentor already invested a great deal of effort in you. They will want to see you continue to be successful and you may find yourself relying on them in the future.

Above all else, keep all lines of communication open. You may have a great plan for your personal and professional development. However, if you and your mentor don’t communicate, then you won’t be working towards the same finish line.

 


References:

  • Cho, C. S. (2011). Defining the ideal qualities of mentorship: A qualitative analysis of the characteristics of outstanding mentors. The American Journal of Medicine, 124 (5), 453–458.
  • Montgomery, B. L. (2017). Mapping a mentoring roadmap and developing a supportive network for strategic career advancement. SAGE Open. 1–13.
  • Zerzan, J. T. (2009). Making the most of mentors: a guide for mentees. Academic Medicine, 84 (1), 140–144.

Meet the Winners of the Grad School’s Distinguished Thesis Award

Matthew Coates, Kate O'Neill. Jan WittenbecherThe Graduate School recognizes exceptional scholarship and research at the master’s and doctoral levels. These awards recognize a thesis and a dissertation in four categories: Biological Sciences, Humanities & Fine Arts, Mathematics, Physical Sciences & Engineering, and the Social Sciences. Meet the winners of this year’s Distinguished Thesis Award (awarded in three of the four categories).

[expand title = “Biological Sciences: Matthew Coates, master’s in public health in Global Health Metrics and Evaluation ’17, Department of Global Health”]

Matthew Coates, Biological Sciences

Thesis: Quantifying Selection Bias from Birth History Estimates of Child Mortality

Please summarize your thesis in lay-person’s terms: We underestimate how many children die in countries without good health data because we can’t ask deceased mothers if their children have died.

Post-thesis life: research associate, Harvard Medical School

What sparked your interest in this topic?

I was working at the Institute for Health Metrics and Evaluation at UW on estimating mortality rates around the world. A newer colleague asked me a question about a gap in the way child mortality rates are estimated, so I started looking into different approaches that the field had used to determine whether or not the data gap led to consequential differences in results.

You earned your master’s degree in Summer 2016. What are you working on now?

I earned my Master’s degree in August 2016. I started working as a Research Associate with the Program in Global Noncommunicable Disease and Social Change (PGNDSC) at Harvard Medical School in the fall of 2016. The PGNDSC houses the Secretariat for the Lancet Commission on Reframing Noncommunicable Diseases and Injuries for the Poorest Billion (Lancet NCDI Poverty Commission, http://www.ncdipoverty.org/). I support the Commission’s efforts by doing quantitative research relating to the burden of disease and intervention strategies for the poorest groups in low- and middle-income countries.

What do you see as the potential public impact of your research?

Child mortality is a key measure used to track progress in global health and development. Many methods used to estimate child mortality depend on mothers answering surveys about their children. Estimates are likely too low in populations with a high proportion of children who are orphans and in which the gap in survival between orphans and non-orphans is large because their mothers cannot be surveyed. Others have done work to account for this limitation in data and methods in populations affected by the HIV epidemic in Sub-Saharan Africa, and my thesis work tries to account for this limitation in the data by using another source of survival information (sibling questionnaires) from the same surveys. More research could be done to validate the approach I took. My hope would be that more can be done to assess the degree to which this challenge in estimating child mortality impacts estimates in other populations that could be affected (for example, in post-conflict settings).[/expand]

[expand title = “Social Sciences: Kate O’Neill, PhD student, Sociology”]

Kate O'Neill, Social Sciences

Thesis: “The Adolescent Empathy Paradox and Juvenile Offending: Why Sex Differences in Empathic Ability Can Explain the Gender Gap in Juvenile Offending Behavior”

Thesis, loled: Being a teenager is the worst and boys adapt by being jerks.

Post-thesis life: PhD student, Sociology 

How did you become interested in this topic?

Prior to graduate school I spent several years teaching an anger management class to men convicted of domestic violence and working with recently released violent and serious offenders. We did a lot of work on empathy building, but when I went to the literature to find out why I was surprised by how little there actually is on the topic. Furthermore, almost none of the literature I encountered discussed gender differences in empathy and offending in tandem. I saw an opportunity to fill a gap in existing literature and was lucky enough to have the data to do so.

What do you see as the potential public impact of your research?

In addition to further supporting empathy-enhancement rehabilitation programs (like anger management), I hope this research illustrates the danger of reifying gender roles. Specifically, when we reinforce the association between femininity and empathy we are blocking boys from accessing an emotional management and/or communication tool that deters crime.

What’s next for you? Are you building on the same research for your dissertation, or moving in a different direction?

For my PhD, I hope to explore how sex-segregated peer groups in adolescence predict crime across the life course. In layman’s terms, I want to know if having opposite sex friends when you’re a kid helps transmit norms and values that deter crime more so than exclusively having friends of the same sex. From my perspective, this is an extension of my MA work as I ultimately want to speak to gender differences in emotional development and their consequences for offending trajectories across people’s lives.

[/expand]

[expand title = “Mathematics, Physical Sciences and Engineering: Jan Wittenbecher, master’s in mechanical engineering, ’17, Department of Mechanical Engineering/MSME “]

Jan Wittenbecher

Thesis: Contributions to the Analysis and Design of Mechanical Systems for a Series Hybrid Chevrolet Camaro

Thesis, loled: Hybrid muscle cars would be great if anybody bought such a thing.

Post-thesis life: Emissions certification engineer, General Motors

What sparked your interest in this topic?

The desire to win the EcoCAR 3 competition – an automotive engineering competition sponsored by the Department of Energy and General Motors – and to prove the feasibility of a hybrid muscle car.

Describe the process of the EcoCAR 3 competition.

I was part of a UW team with more than 50 members, competing against 15 other schools. The goal of the four-year competition (2014-2018) is to convert a 2016 Camaro into a series hybrid and add other innovative technologies. This required removing the entire original powertrain (engine, transmission, etc.) and replacing it with a team developed architecture: a very challenging effort for a team of students doing this in their spare time. We had to develop our own mechanical, electrical and software components, source additional ones from suppliers and integrate everything to a working system.

How did your experience writing a thesis impact your career and your position now at GM?

EcoCAR was basically the platform for my thesis work. I wrote about the deep dive I did in three specific areas of mechanical design and analysis for the car (suspension design, engine efficiency analysis and gearbox component design). Writing this thesis had a great impact on my career in two different ways: I learned a lot about automotive technology and regulations which helps me at my job with GM as an emissions certification engineer. It also gave me a lot of exposure to the team’s GM mentor which ultimately lead to me getting a job offer from GM.

[/expand]

Engaging in Effective Conversations When the Stakes Are High

When you have important issues to discuss with faculty or colleagues, do you choose email? Text? Phone? Or do you schedule an in-person meeting?

It depends, right? How safe do you feel? How much detail needs to be conveyed and confirmed? Is it a small clarification or a bigger conceptual issue? Is there likely to be disagreement? As a society, we are having fewer and fewer in-person conversations and perhaps over-relying on electronics, opening ourselves up to further conflicts or misunderstandings, and perhaps missing an opportunity to practice professional dialogue.

As graduate students, you know that much of your success in your program is dependent upon the relationships that you build, and we appreciate that much can be at stake.
Generally speaking, in-person communication is key where you want to improve communication or build an ongoing relationship. Where there is a power dynamic, as there may be with your advisor, it can often feel intimidating or uncertain to engage in conversation, so we asked the UW Ombud Office for a few ideas to help get you started:

Tip 1.  Prior to the conversation, focus on your goals. Figure out what it is that you’d like to see happen. I encourage broad goals for many conversations. A goal as narrow as, “Convince my advisor to allow me to take my research in a specific direction” may not be as useful as, “Discuss a potential area of interest with my advisor, and determine opportunities for me to pursue that interest in the near term.”

Tip 2.  While in conversation, be mindful of unproductive behaviors from you or the other person. These can include passive behaviors like withdrawing from the conversation, masking your opinions or ideas, or avoiding sensitive subjects. These behaviors can also look more confrontational like controlling the conversation, labeling the other person, or verbally attacking them. If you or the other person is engaging in these behaviors, it’s time to pause and consider ways to move forward. Once you have identified the behavior, you have two basic choices: attempt to redirect the conversation in a more productive manner, or end the conversation and return to it at a future time (and see our past blogpost on preparing for conflicts).

Tip 3.  If you decide to stay in the conversation, S.A.I.L.Share that you are looking for a mutual goal, Ask them to share their goals, Invent a mutual goal, and Look for new strategies to achieve your goals. A mutual goal can also be broad, sometimes even as broad as “finish the research project”—and even that can be enough to get a conversation back on track.

Deciding to have an in-person conversation can sometimes be the hardest step, even harder than the conversation itself. The Ombud Office can be a confidential resource for making that decision, working through your preparation for a conversation, and to help you be successful in conversations to improve your relationships, communication, and long-term success – both in graduate school and beyond.

Exploration and Action: Keys to identifying your next steps

We often talk with postdocs about steps you can take to plan for your future. Before jumping into goal setting, investing time in assessment, reflection, and exploration can help assure your goals are aiming you in the right direction. We have promoted a few self-assessment tools in the past (myIDP and Doug’s Guides). A new tool from the Graduate Career Consortium (ImaginePhD) has enhanced capabilities and expanded “job families” that help you match your skills, values, and interests with a wider set of options.

Take time to invest in your future: Roughly five to 25 percent of your time (one to 10 hours) should be focused on your future. Whether you spend that time in self-assessment, sector exploration, informational interviews, grant writing, writing YOUR publications, or on your independent research, it is critical to your future success that you take a few hours each week to build and plan your career. This goes for brand new postdocs as well as those of you in your fifth year — it is never too late or too early to start.

Assess where you are: Set short term (three-month) and long term (three-year) goals. The new ImaginePhD website has a very helpful planning tool called “My Plan”. They have listed numerous potential goals for career, skills, funding, and personal development directions. You can drag and drop to give yourself actions to take each week,  month or year. It can be modified and updated. The best goals are SMART: specific, measurable, action-oriented, realistic, and time-sensitive. This means you have to revisit them regularly — ideally with a conversation partner, who can be a peer, your faculty advisor or a member of your mentoring team.

Make a plan: The tools mentioned above can help you take stock of where you are now, and this includes not only your skill sets and experiences, but also the nature of the work you enjoy and work environments where you find yourself thriving. Choose one or all of the tools to help you think about where you are — it can change from day to day — and then use this feedback to help you make an informed plan. You should consider additional skills or experiences you should gain during your postdoc and which sectors or kinds of roles you should be exploring for your next career phase.

While designed for people from humanities and social science backgrounds, the improved interface, expanded options, and tailored planning that is available through ImaginePhD makes it worthwhile for postdocs from all disciplines. Give it a try and then give us feedback. Let us know if it is working for you.

What’s a bike/walk/run commuter to do? (Showers, lockers, and other necessities)

I commute by bike and spend most of my day in a shared lab space. What are my options for showering and storing my stuff?

—Anonymous

This post was first published October 2015, it has been updated for relevancy. 

First of all, good on ya for biking! Don’t forget November is Bike in the Rain Month*! If you’re on Seattle campus, the best option is the IMA, which is free (because it’s included in the Service and Activities Fee) to all Seattle campus students. Bothell students have access to showers and lockers at the Fitness Center in Bothell, and Tacoma students have the UW Y Fitness Center. If your campus gym isn’t convenient for you, ask your building coordinator if there’s a shower in the building for use. For storage, again, check with your building coordinator if there are lockers you can use. Otherwise, a great resource is the Commuter Commons in the HUB, which has storage units and a changing room. (It’s sponsored by First Year Programs, but completely open to graduate students.) The HUB also rents out lockers in the basement. Happy riding!

*If you’re interested in finding a Bike in Rain Team of UW students, faculty, and staff (or creating your own), register here! You can log your bike trips, win prizes and find friendly competition to help you stay motivated to bike as the weather changes.

Ask the Grad School Guru is an advice column for all y’all graduate and professional students. Real questions from real students, answered by real people. If the guru doesn’t know the answer, the guru will seek out experts all across campus to address the issue. (Please note: The guru is not a medical doctor, therapist, lawyer or academic advisor, and all advice offered here is for informational purposes only.) Submit a question for the column →

ABDs, Better Together

On the road of the doctoral journey, there is a destination that graduate students aspire to get to but hope not to stay at too long. That destination is the ABD, or “All But Dissertation” phase. This stage can be one of the most challenging and isolating for doctoral students as there are no more formal deadlines and consistent contact with students or faculty no longer exists — unless there is a deliberate effort. With this in mind, I am excited about our new GSEE Dissertation Writing Group, the ABDs, which aims to counter the isolation experienced by doctoral students by providing support, resources, structure and accountability.

This autumn quarter, the ABDs began meeting weekly in two separate groups to write together and provide feedback for one another. It is incredibly rewarding to hear the students express appreciation for this opportunity and for them to share that they feel supported and productive. Another enjoyable part of the writing group is the large group quarterly meetings.  During these gatherings, guest speakers discuss poignant and relevant information about the trials and triumphs of dissertation writing and students share updates on their research progress and goals. During the ABD stage, doctoral students must generate and rely on an enormous amount of intrinsic motivation to complete their dissertation while juggling life outside of the academic world. It is critical for students to feel supported — I always look forward to my bi-weekly check-ins with both groups to make sure things are going well, to provide new resources and tips and to assess their needs. It has been a rewarding endeavor to walk with these students during this phase of their doctoral journey. All of us at GSEE are looking forward to celebrating their amazing research and success!

—Carolyn Jackson, GSEE’s Outreach & Recruitment Officer

Presenting Your Work To a Broad Audience

There are many transferable skills you can develop in graduate school that will prepare you for many types of careers. These may include the ability to synthesize complex information (studying, reading, and engaging in class discussions), manage a large project (a capstone, thesis, or dissertation), prioritize tasks (balancing your studies, work, and personal life), meet multiple deadlines, and work independently or in collaborative settings.

One transferable skill you may consider developing during your time at UW is presenting your research to an audience made up of individuals who are not necessarily experts in your research specialization or field of study. Below are tips for preparing and presenting your work for a broader audience.

Communicate your research to a broad audience. Maybe you’re developing a three-minute networking pitch or preparing for a non-academic job talk. Maybe you’re finally ready to discuss your research project or capstone with family, friends, or community groups. Interested in sharing the significance of your project with policy makers? No matter the setting, presenting your research in an accessible manner for different audiences can help you and your work have a broader impact.

Know your audience. As mentioned above, you may be speaking to a potential employer or a local community group. Do your research ahead of time to know what might resonate with your audience and understand why they might be invested in your work. And no matter the audience, it’s important to be mindful that you are not “talking down” to individuals you are presenting to. You are framing your work in terms — and perhaps stories or contexts — they care about.

Prepare content. Utilize a guide for preparing effective slides or visuals or get advice and support from the UW Research Commons Design Help Desk. Regardless of your chosen visual format, identify a powerful anecdote, a quotation, or a question that can capture your audience’s attention and is connected to the main point of your presentation. Less is more, so include two or three sub-points that connect to your research question or finding. Avoid including a lot of technical or academic jargon, as this may unintentionally lead to audience disengagement. Finally, consider closing with a question, anecdote or visual that ties everything together — and that again— will capture the audience’s attention.

Practice your talk. Schedule times to practice in front of peers outside of your department, loved ones, or even co-workers before your actual talk. Ask for feedback to learn if your audience can follow your story, if they feel engaged, and if they have a clear take-home message from your presentation.

Want practice in a low stakes, fun, and guided way? Submit a proposal Scholars’ Studio! Or, be an audience member at a Scholars’ Studio event this quarter or in winter and learn from your grad student peers!

Best,

Core Programs Team
#UWGradSuccess

Additional Resources

Career Advice for Beyond the End of The Road

If the path before you is clear, you’re probably on someone else’s.
– Joseph Campbell

 

Dr. Keith Micoli visited UW from NYU where he directs the postdoc office and has worked for a decade to support postdoc professional development. Dr. Micoli shared advice with UW postdocs at a workshop on October 16, and we share highlights with you here.  For anyone who has done any kind of endurance activity, you will recognize a theme within these tips, drawn from Dr. Micoli’s own science training career and long-distance hiking activities:

Lesson 1 – Commit to Your Goal

  • Knowing your goals will help you get through the inevitable tough moments, when you want to give up. You can’t hike 130 miles all at one shot. 
  • When something’s obviously not working, try something else.
  • If you don’t know your goal, it’s a lot harder to accomplish anything.

Lesson 2 – Know the Difference Between Need and Want

  • Rather than imagine what your faculty advisor is thinking about your path, talk about it; you may be surprised!
  • Set a date that you are NOT going to be a postdoc anymore; start working on your end goals NOW.
  • When identifying where you want to go next, think not just about the position or job title, but also your values and how they fit the organization’s culturemyIDP and Doug’s Guides can give you some insights to explore further.

Lesson 3 – Know What Success Will Require of You

  • What does it take to be a successful tenure-track faculty member? What does success look like in an alternative career?
  • Are you willing to pay the price to pursue a certain career? If you are not, you shouldn’t be doing it.
  • Use your postdoc time to develop your many transferable skills, such as writing, teaching, counseling, organization, situation analysis, independence, meeting deadlines, negotiations, enlisting help, communication skills, course development, setting goals, supervising, coordinate, editing, research design, listening, networking, time management, selling ideas, resourcefulness, attention to details, collaborating, giving feedback, data analysis, presentations, take risks, budgeting, decision-making, artistic/creative, conflict management delegating, facilitating discussion, interpersonal skills, prioritizing, giving feedback…and more.

Lesson 4 – Do Your Best with What You Have

  • Focus on things and places where you can have an impact, not on the things you can’t do.
  • Visualize the completion of a goal, and then go backwards to plan for a timeline and achievable sub-goals.
  • Sometimes you need to put in more resources to finish on time; sometimes you need to extend the deadline and to be realistic.

Lesson 5 – Be Realistic and Opportunistic

  • Why is your goal important, and why hasn’t it already been achieved?
  • What is the most direct way to achieve it?
  • What resources do you have, and what resources do you need?

Lesson 6 – Never Give Up

  • You don’t have the benefit of knowing where the finishing line is. Just keep going and never give up.

Navigating Licensing Options for a Thesis or Dissertation

Which license(s) should I use or create when publishing my doctoral dissertation?  – Anonymous 

This week’s answer is courtesy of Elizabeth Bedford, scholarly publishing outreach librarian, Electronic Theses and Dissertations

Congratulations on getting to the home stretch of your dissertation! As part of your degree requirements, you will be depositing your dissertation into ResearchWorks, UW’s online open repository, and it will be important for you to understand your license options through this process.

Some background: being able to access something online does not mean that readers can use it any way they’d like – US law gives copyright holders a set of exclusive rights over their works, which include distributing or adapting the material. Normally if a reader wants to make use of a work in one of the ways protected by copyright, they have to get explicit permission. But what if a copyright holder is fine with some uses, and wants to communicate that to potential users?

Licenses are the mechanism by which a copyright holder allows uses of their work, and traditionally they have been used for individual permissions. However, Creative Commons licenses work on a broad scale, allowing the copyright holder to let an audience know that they automatically give permission for certain uses under certain conditions. CC licenses make things clear and simple for both the copyright holder and the user, and have been proven legally sound, which is not something you get with a DIY license.

CC licenses can be very restrictive or completely permissive, with many shades in between. If you want something more restrictive than anything-goes CC0, you can choose one of the ‘BY’ licenses, which require others at minimum to credit your work. You’ll make decisions prohibiting or allowing combinations of three types of use: 1) commercial use; 2) adaptations; and 3) ‘viral’ licensing. This is a very personal decision, but there’s lots online about factors copyright holders should consider and why some copyright holders make the decisions they do.

You’ll notice that I’ve been careful to say ‘copyright holder’ rather than ‘author.’ For UW dissertations, the author always starts out as the copyright holder. But if you enter into negotiations with a publisher, be aware that sometimes publishers ask you to completely transfer your copyright to them. If that happens, you no longer have the right to make licensing choices over the work and the publisher gets the final say. So read the fine print of your publishing contracts!

My office is here to help with this, so if you have any questions, don’t hesitate to email us.