The Postdoc Experience Revisited

The University of Washington, along with many peer institutions, is working to integrate the recommendations for revisiting the postdoctoral experience made by the National Academies of Sciences in 2014. We will keep you posted on progress as we move forward, and we invite you — postdocs, leaders within your units, faculty champions — to advocate for and adopt these changes locally. The following are excerpts from the primary recommendations of the report:

1. Limited Period of Service: The committee endorses the recommended practice, put forward by the NIH, the NSF, and the National Postdoctoral Association in 2007, that postdoctoral research training is and should be a “temporary and defined period.” Postdoctoral appointments for a given researcher should total no more than 5 years in duration, barring extraordinary circumstances.

2. Title and Role: In many instances, positions currently occupied by postdoctoral researchers are more appropriately filled by permanent staff scientists (e.g., technicians, research assistant professors, staff scientists, laboratory managers). The title of “postdoctoral researcher” should be applied only to those people who are receiving advanced training in research. When the appointment period is completed, postdoctoral researchers should move on to a permanent position externally or be transitioned internally to a staff position with appropriate…salary.

3. Career Development: Host institutions and mentors should, beginning at the first year of graduate school, make graduate students aware of the wide variety of career paths available for Ph.D. recipients, and explain that postdoctoral positions are intended only for those seeking advanced research training. Career guidance should include, where feasible, the provision of internships and other practical experiences. The postdoctoral position should not be viewed by graduate students or principal investigators as the default step after the completion of doctoral training.

3.3 Mentors, in addition to providing guidance based on their own experience, should become familiar with and disseminate information about all forms of career development opportunities available either at the host institution or through their professional society.

4. Mentoring: Mentoring is an essential component of the postdoctoral experience and entails more than simply supervision. Mentoring should not be solely a responsibility of the principal investigator, although he or she should be actively engaged in mentoring. Host institutions should create provisions that encourage postdoctoral researchers to seek advice, either formally or informally, from multiple advisors, in addition to their immediate supervisor. Host institutions and funding agencies should take responsibility for ensuring the quality of mentoring through evaluation of, and training programs for, the mentors.

5. Data Collection: Current data on the postdoctoral population, in terms of demographics, career aspirations, and career outcomes are neither adequate nor timely. Every institution that employs postdoctoral researchers should collect data on the number of currently employed postdoctoral researchers and where they go after completion of their research training, and should make this information publicly available.

Writing in Graduate School: Making Sense of Feedback

Core Programs welcomes guest writers to our newsletters – UW students, staff, and faculty. Since it is the time of year where many of you are working hard on your writing, we invited Dr. Karen Rosenberg, UW alum and director of the UW Bothell Writing and Communication Center, to share some guidance with you.

Getting feedback on our writing is a key part of graduate school (and, for many of us, life well beyond). Sometimes that feedback is exactly what we need: it stretches our thinking; it confirms that the path we’re bushwhacking is gorgeous and useful; and it sharpens our tools as we continue the journey. When we get this feedback, we know how to course correct and how to forge our way ahead. Thank your professors and study what works about their feedback – hopefully we can use our intellect and spirit to support others down the line.

Sometimes the feedback on our writing isn’t great, but it isn’t terrible either. It doesn’t rock our world with its insights, but we’ve been muddling along all right for a while now and the feedback serves as a green light to keep going.

But sometimes–whether intentional or not–the feedback hurts. It takes the wind out of our sails. It makes us doubt ourselves. In one form or another, this has happened to many of us who have gone through graduate school (that is, jumped through all of the hoops we have jumped through to be in our current predicament of getting painful feedback on our writing). So we might as well talk about it.

First, remember that we are getting feedback on one piece of writing, not on us as writers (and certainly not as whole, beautiful, complex people). This sounds so utterly obvious, yet it bears a reminder every now and again. We are not our writing.

Second, in the UW Bothell Writing and Communication Center where I work, we repeat the mantra: writing is never done, it’s just due. So once we have tended to the sting of the fraught feedback, we can see if we can scavenge any useful bits from it, bits that enable us to revise our work…literally to see it again.

Before we get there, it helps to tend to the sting. I don’t know what it feels like for you (and often I haven’t known what is has felt like for me, because when I was in graduate school I sought to distance myself from my feelings in a misguided effort to become more ‘academic’). But during my 8 years directing the Writing and Communication Center, I’ve spent time thinking about what helps and hurts in responding to others’ writing. Here are some tips to tend to the sting and then use the feedback to move forward:

Read all of the feedback.
Identify what you’re feeling. Shame? Anger? Despair? Nothing? You don’t have to do anything with these feelings except acknowledge them and, if you can, sit with them. Over time, this can help us receive the feedback in a less personal way.
Step away for a while. Get some distance.
Find your people. Seek out friends, family, and colleagues who can help you get in touch with your voice, your gifts, and your most vital reasons for being in grad school.
Use your resources. Schedule a writing tutor appointment at the Bothell, Tacoma, or Seattle campus. And check out these online writing resources curated by the UWB Writing and Communication Center, UWT Teaching and Learning Center, and UWS Odegaard Writing and Research Center.
Return to the feedback. What’s useful about it? What productive questions does it open up? Make a list of questions to discuss with your professor.
Reject feedback that questions your right to be in academia. For example, Latinx student Tiffany Martinez writes about a professor who circled the word “hence” on her paper with the comment “this is not your word.” She rejects the feedback, describes the sting, and doesn’t let it derail her from academic path.
Talk to your professor and make sure you have a clear sense of your next steps – ones that feels authentic to your voice and your goals for being in graduate school.

Many thanks and gratitude to Dr. Karen Rosenberg for writing this edition of the Core Programs graduate student newsletter.

Professors on Pedestals

Is there a place on campus where I can learn how to address/talk to professors? I have been in the US for about six years now, but I am originally from a culture where one is supposed to show respect to people older than you. I therefore still cannot bring myself to address a professor by name (as my other fellow graduate students do), or write an email to them without putting in multiple “Thank you for your time!” and “Sorry to bother you…”.

When I read my own emails that I send out to professors, it’s cringeworthy, since I’m so deferential. It’s worse when the professors I address are just a couple of years older than me. I want to learn to get over this. My friend recently pointed out that calling someone “Prof. X”, and writing so many Thank Yous and Sorrys in email skews the power dynamic a bit too much, and that I should treat professors as colleagues if I want them to treat me as one.

How do I learn this? I hang out with a lot of American friends but somehow this is something I’m unable to learn. —Anonymous

Hi, there. In order to address your question, I reached out to several campus partners. I hope their multiple perspectives and experiences are helpful.

Ziyan Bai is a graduate student assistant with the Graduate School’s Core Programs and Office of Postdoctoral Affairs:

“In Winter 2016, I organized a workshop on “Communicating with Faculty” for international grad students. At the workshop, a panel of 3 faculty members and 4 advanced international graduate students from social science, science, engineering, and humanities shared commination tips and strategies including communicating in person or via email.

I also got this question many times during my 1-on-1 mentoring with new international grad students. This is not an uncommon situation. The bottom line: find a middle ground that students find comfortable with the degree of reverence they show in the email or talking in person. Usually international students find it uncomfortable if they try to “get rid of” their home culture in order to fit in. There is no universal standard in communication, so staying connected with home culture and being open to learn new culture at the same time is recommended.”

Note: Workshop will be offered again in Winter 2017. Details will be announced in the Graduate School Digest and on the Graduate School’s events calendar.

Era Schrepfer is the executive director of the Foundation for International Understanding Through Students (FIUTS), which offers a wealth of support and programs for international students at UW:

“We hear this question pretty frequently. I usually suggest visiting the professor during office hours and being totally honest about this with them directly. Just say, ‘I’m from XXX and in my country we are taught from an early age to treat teachers much more formally, so the culture in the classroom here is hard for me to get used to. I want to be successful in your class and for you to feel comfortable. What do you suggest to help me with this?’

Usually, they really don’t mind being treated more formally by international students, but it helps to start off the quarter with a conversation. Sometimes, it’s easier to feel comfortable with a professor when you know them a little bit on a personal level, and it’s meaningful to the professor as well. So ask them questions about themselves. Have they ever been to your country? How long have they been teaching? Where did they go to school? It’s helpful to find some common ground with them and see them as people just like you.

Power distance is one of the most challenging cultural elements! I know a lot of alumni who still struggle with it many years after coming to the US!”

Elloise Kim is the president of the Graduate and Professional Student Senate, and an international student herself:

“As someone who is from a similar culture, I totally understand why you are hesitant to freely communicate with people like faculty members. In my home culture, a respectful manner for people who are older or hold a higher position is obligatory. Yet, if people here can interpret your attitude not necessarily as carefulness but as cultural clumsiness, you may want to question for whom you insist to keep such manners.

I’d like to suggest to learn American cultural manners in the way you have learned English. In other words, think of it as a foreign language. Its syntax and phonetics would be very different from those of your original language. But, you have to learn and practice it in the way the language is spoken by native speakers. You do not become a totally different person while speaking English – rather, you are speaking another language still being yourself. Likewise, ways of communication need to be learned and adjusted. You can be very polite in a different way!”

Katie Malcolm is an instructional consultant for the Center for Teaching and Learning and specializes in working with international, multilingual and first-generation college teachers and students:

“This is a great question, and one that many grad students have. The resource ‘Communication Strategies for International Graduate Students‘ has some specific strategies for students about communicating with advisors.”

>>If you’d like the full manual, you can request a free copy. <<

Ask the Grad School Guide is an advice column for all y’all graduate and professional students. Real questions from real students, answered by real people. If the guide doesn’t know the answer, the guide will seek out experts all across campus to address the issue. (Please note: The guide 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 →

Making UW Your Own – #UWGradSuccess

Recently, two graduate students from Chemistry, Sarah Vorpahl and Nick Montoni, organized and led a day-long gathering focused on Strengthening STEM through Diversity. The meeting brought together leaders from UW student organizations, as well as faculty, staff, and community partners to collectively discuss issues of equity in STEM and to develop concrete strategies that will promote a climate of inclusivity for multiple underrepresented communities studying, researching, and working in STEM disciplines.

Core Programs attended and gathered several pearls of wisdom from the plenary speaker UW bioengineering faculty Wendy Thomas, and from the student leadership panel, with representatives from Women in Chemical Sciences, oSTEM, SACNAS, AISES, and the student union UAW 4121. We will be sharing highlights and insights, and working on larger institutional guidance, over the next several weeks as the ideas and opportunities identified at the event will contribute to a larger learning environment where all students can thrive at UW. Here is just a start:

Imposter syndrome. “Imposter syndrome” is familiar to many in Graduate School (and beyond): that feeling that you aren’t smart enough or that you might not have what it takes to succeed. Here’s the thing, you are not alone! Surrounded by smart people, many of us may feel we don’t fit in. Some advice has been to “fake it til you make it.” We agree and yet this should not be confused with “suck it up and deal.” That is, if there are things within your grad program or research group that seem odd to you – ask questions, talk to a peer or trusted colleague to check out your observations, seek allies to support you and who can also speak up and ask for changes. Asking for what you need to thrive is a big part of making your graduate experience your own and one in which you can shine. Shifting our academic culture and landscape to a place that encourages human connection and growth will take all of us–from interpersonal changes to institutional, structural level changes.

Develop a growth vs. fixed mindset. Fixed mindset is the belief that “some people just have what it takes,” while others will never have what it takes. It is the thinking that some individuals are automatically good at understanding concepts and theories in their discipline, writing, acquiring research funding, public speaking, and so forth. This is simply not true. Being a graduate student is about developing and honing your skills, knowledge-base, and competencies over time. It is a process. In this regard, we encourage you to shift towards a growth mindset. If you are experiencing a roadblock in graduate school, it is more than likely that a peer or faculty has experienced a similar challenge. If you are part of the 1-in-3 graduate students who are coping with issues related to mental health, utilize campus resources like the DRS. DRS staff can help you draft an accommodation plan that is personal, confidential, and can set you up for success. Graduate school is a marathon, not a sprint, so pace yourself and give yourself permission to grow.

Find a mentor. There are numerous reasons why you seek out mentors in graduate school. An advisor can give you research direction, but a mentor really invests in you. National guidelines are now pointing to building a mentor team for academic direction, career guidance, and personal support. Mentors can make the difference between surviving and thriving – seek them out and invest time to build your team. As keynote speaker Dr. Thomas shared, when she finally had a mentor who was equally excited to talk to her about her research results, as well her feelings about the research, she knew she could stay in academia.

We thank the student event organizers, student organizations, and the UW programs that signed on as co-sponsors, for their dedication and hard work in investing in making UW a better place for all of us! Keep it coming. #Together #DiversifySTEM #UWGradSuccess

Best Regards,

Kelly, Jaye, and Ziyan
Core Programs Team

Off-Campus Library Access

Why can’t I use the library website unless I’m on campus? — Anonymous

Sorry to hear you’re having trouble with this. In order to access the library from off-campus, you’ll have to use the Libraries off-campus proxy service. It sounds complicated, but it’s actually really simple. Instructions on their website will walk you through it.

Getting the Most Out of Your Postdoc

At the UW and the Office of Postdoctoral Affairs, we are committed to you getting the most out of your postdoc experience here. There are a few national policies and high-level recommendations that can be useful if you need leverage to ask for time from your faculty advisor, or to step out at take risks, or to start exploring career pathways. There are many more, which we highlight in our Postdoc Handbook. Just to get started, here are a few based on work from entities including the NIH, NSF, National Postdoctoral Association, and others.

National Definition of a Postdoc
- The NIH, NSF, and National Academies of Science have adopted a consistent definition. A postdoctoral fellow (postdoc) is “an individual who has received a doctoral degree and is engaged in a temporary and defined period of mentored advanced training to enhance the professional skills and research independence needed to pursue his or her chosen career path.”
Dual Role of Postdoc
- The federal Office of Management and Budget states that postdocs have a “dual role” as both an employee and a trainee entitled to reasonable release time for professional development while on federal research grants. Professional development can include travel to conferences, networking or informational interviews, attending workshops, volunteer or service opportunities, and teaching opportunities.
5 year term limits
- Based on federal recommendations, postdocs should be limited to a five year term limit across several employment titles. The focus here is for you to make the most of your time in your postdoc and then to launch into the job or career you are ready to have!
Annual reviews and IDP requirements
- Individual Development Plans (IDPs) are required for NIH supported postdocs and recommended along with annual evaluations for all postdocs as important mechanisms to encourage constructive feedback for postdocs, clarify responsibilities and expectations, record accomplishments and performance, and establish future goals for career growth and development.

Writing Productivity: Tips for Making the Most of Your Summer

From everything we read about writing productivity, protecting a 30-minute writing practice – daily – is what helps build momentum and make progress. It can also help to remember why you are writing and publishing – there can be a variety of reasons. What’s yours? My faculty advisor had encouraged me to think about contributing to the peer reviewed literature as joining a conversation. Thinking about writing as participating in key gatherings in the field helped motivate me, more so than simply thinking, “I have to publish so I get a job or get promoted,” though of course that is real too! Think for yourself: What impact do you want for your work? What goal do you want to reach?

Here’s a blog post that can give you some tips for getting started with that writing practice and making the most of the next 6-8 weeks of summer. It starts with “forgive yourself” for what you have or haven’t yet been able to do with your summer weeks until now.

The Academic Coaching and Writing site has summarized author Robert Boice’s work on Procrastination and Blocking. Boice is a psychologist and has studied junior faculty on their productivity (or lack thereof) and has developed a framework for the kinds of barriers you can encounter (or create for yourself) and strategies for overcoming them. His work is aimed at junior faculty – so you know these challenges of getting major writing projects done in the midst of a busy life don’t magically disappear once you get that first faculty position. It is lifelong learning – I know I love finding these resources for you because I continue to need them and rely on them myself.

Any of this sounds familiar? Boice describes procrastination as “opting for short-term relief through acts that are easy and immediately rewarding, while generally avoiding the thought (and the anxiety) of doing more difficult, delayable, important things” (p. xix). Blocking is “getting stuck at a difficult transition point . . . usually because of paralyzing anxiety and uncertainty, often because the task will be evaluated publicly or because the taskmaster is distasteful” (p. xix).

He goes on to give a number of strategies for overcoming, such as:

engage in free writing;
find an appropriate location, free from interruptions;
schedule writing time every day, not to exceed 90 minutes at a time, with regular breaks and a definite stopping point;
stick to a schedule with a system of contingency management, a reward contingent on meeting the day’s goals;
turn self-defeating statements into positive statements to reduce anxiety; and
learn to use feedback productively.

Find any of this useful? Check out the links for more. And happy writing! We are writing with you.

Additional Resources:

Originally posted on August 4, 2016.

Navigating Authorship Conflicts

There are clear guidelines outlining what “counts” as authorship. While all disciplines have their own nuances in culture, the International Committee of Journal Medical Editors (ICJME) provides a reasonable set of authorship criteria:

Substantial contributions to the conception or design of the work; or the acquisition, analysis, or interpretation of data for the work; AND
Drafting the work or revising it critically for important intellectual content; AND
Final approval of the version to be published; AND
Agreement to be accountable for all aspects of the work in ensuring that questions related to the accuracy or integrity of any part of the work are appropriately investigated and resolved.

Note the “and” in those statements. Other contributions can warrant acknowledgments but not rise to the level of authorship. So much can be at stake with authorship – it is our currency in academia and how we establish our contributions in many sectors. The NIH Collaboration Guide recommends negotiating authorship well in advance of writing, and documenting decisions (e.g. who will be first author, who will be a contributing author) in email at least.

However, we know that things may not always go as planned. People move, experiments don’t work out, reviewers ask for additional work, projects stall out, contributions shift.

When these challenges arise, we heard suggestions from a panel of senior faculty and Chuck Sloane and Emma Williams from the UW Office of the Ombuds. These tips include:

Speak up. If something feels unfair or not right, get curious. Call a meeting with your PI (or whomever is making the authorship decisions) and ask about what change or decision has occurred. Seek to understand first.
If you have a different understanding of fair contributions in a given paper, request a meeting with all the relevant people involved. Using the authorship guidelines or your prior publication agreement as a starting point, ask about changes that have occurred and propose an alternative solution. Justify your position by referencing guidelines, journal practices, potential negative outcomes (if you think there are some) of certain choices. It can help to have an open conversation with everyone regarding what’s at stake with a given publication and authorship choice.
Prepare for these conversations by seeking a safe conversation partner first. You can talk through your position with a trusted peer or senior colleague (or the Ombuds or UW Office of Postdoctoral Affairs) first. It will help you let out some frustration and gain a calmer perspective before you approach your co-authors. This preparation can also help you map out the best approach to the discussion, including time, place, who is involved, and what rationale makes the most sense for your position.

Recommended Resource: Who’s on first? Nature (2012)

Originally posted on July 7, 2016.

Exploring Career Paths: Strategic Steps Postdocs Can Take

In late May 2016, we have had the opportunity to hear from some exceptional speakers on campus who offered their perspective and insights to postdocs regarding exploration and preparation for careers that will be the best fit for YOU. We excerpted out the following top tips shared during these workshops from guests Kelly Sullivan of the Pacific Northwest National Labs, Linette Demers from Life Science Washington, Matt O’Donnell, Professor and Dean Emeritus in Engineering, Sumit Basu and Hrvoje Benko from Microsoft Research.

Prepare: “Career planning isn’t so much about planning. But it is about preparing.” Having a clear roadmap won’t always help you, as it may limit you to opportunities or serendipity when something unexpected arises. Instead, invest in preparing for a range of possibilities – diversify your skill sets, cultivate curiosity, and build your networks.
Assess your skills: What is academic research training you for? In part, academic research training is about asking important research questions, developing and pursuing methods to answer those questions, and using results to define outcomes and your next questions. You are also learning how to work in teams, how to deliver results, and a full range of transferable skills. Learn to talk about your skills and interests in broader more generalizable terms than perhaps your specific, immediate research project may suggest.
Assess your strengths, passion, work style: Talk with your mentor team, or those who have worked with you and know you, and ask: “what do you think I am uniquely good at?” “What do you see as my top contribution(s) to a team or project?” Use free assessments like those offered by Doug’s Guides to get a better sense of what kind of work environment will be the best fit for you.
Explore what is out there: Your research training alone is not career preparation, even for academic positions. You have to do something more proactive. Develop your “story” about who you are, what your passions are, and how you want to contribute. What opportunities exist? Ask people: I think your job sounds really interesting. How did you get here? Cultivate an opening question “I’m new to this industry/sector, can you tell me what you do?” Get involved with more than just building technical skills in your laboratory.
Understand impact: Learn what is valued and expected in each kind of organization and work setting. Ask: “what does success or impact look like here in this sector, in this organization”? And then ask yourself – is that metric of success and impact meaningful for me. Is this how I want to contribute, and where my strengths lie.
Gain experience: All the guests discussed the importance of getting out “there” and developing experience and exposure in other sectors, even for a short stint: giving a talk, participating in seminars/sessions that are open to others outside the organization, doing a short 4-12 week internship. These conversations and experiences will both help you decide what sector feels like a good fit for you, and will help distinguish you if you apply for a job in that sector.

Closing tips from speakers:

Do something you care about.
Summarize who you are without using your technical expertise as a crutch.
Let go of worrying about what you are going to “be” – focus more on problems you are passionate about. Follow your curiosity and passion.
Spend 5% of your time looking for a new job, even while happy in your current one.
Develop relationships. They will take you places and open doors, and make your career worthwhile.
Be kind, and humble. Be realistic about your limitations and acknowledge the contributions of others.

Power Skill of the Month: Pivot. Popularized in the start-up culture, “pivot” describes the ability to drop an unproductive direction or assess signs that suggest that the direction you are pursuing is not going to bear fruit. Having the ability to pivot to a new direction, release a direction that isn’t panning out, and move on with greater energy and opportunity is key regardless of what field or sector you may work in.

Originally posted on June 2, 2016.

Bad Teacher

Hello,

Older graduate student who has had a career already so have a little life experience. I took a class with a teacher who was incredibly condescending both to the undergraduates and the graduate students — I pushed back a bit on this but got nowhere. Unorganized, due dates and test dates were “fluid” (as in they kept changing) and homework did not get graded in time for tests. We did learn a lot about this person’s history and background though… I feel like I owe future students some sort of action or at least a heads-up. — What can I do?

Yikes, sounds horrible. I appreciate that you gave nothing away about the class or instructor. I trust that you filled out the class evaluation. This is probably the easiest yet most impactful thing you can do. Future students can look up class ratings in the Course Evaluation Catalog. And in addition to the instructor, department coordinators and administrators also see the evaluations.

You can also try a online rating site like Rate My Professor. Just be aware of the many biases of sites like this. I would also try taking your concerns to the GPA/GPC of your department. It’s important to create a written record of some type.

I reached out to the Office of Educational Assessment, which replied, “Students do have other places to turn; which is most effective probably depends on the type and severity of the unprofessionalism. Speaking with the department chair can get a note in the faculty personnel file, while talking with the UW Ombudsperson can address more significant breaches. The Ombud is also a great starting point to learn about other appropriate avenues of appeal.”

Hope that helps. Good luck!