Differences

This shows you the differences between two versions of the page.

Link to this comparison view

Both sides previous revision Previous revision
Next revision
Previous revision
student_jobs [2015/09/01 01:43]
sedona [The Jobs:]
student_jobs [2023/09/01 17:09] (current)
jacobpilawa [The Jobs:]
Line 1: Line 1:
 =====Student Jobs===== =====Student Jobs=====
-All astronomy graduate students (and physics students working in the Astronomy Department) share in some of the various duties that keep the department going. ​ At the beginning of each semester the [[student_jobs#​reps|Faculty ​Rep]] holds a meeting of all of the graduate students and jobs are assigned (if you don't attend, you might not like the job you get).  ​+All astronomy graduate students (and physics students working in the Astronomy Department) share in some of the various duties that keep the department going. ​ At the beginning of each semester the [[student_jobs#​reps|Small Council ​Rep]] holds a meeting of all of the graduate students and jobs are assigned (if you don't attend, you might not like the job you get).  ​
  
 The rules regarding jobs are The rules regarding jobs are
Line 6: Line 6:
   * Students in their final year are presumed to be too busy writing to take a job (they have "​immunity"​)   * Students in their final year are presumed to be too busy writing to take a job (they have "​immunity"​)
   * First Year students get Colloquium Projectionist   * First Year students get Colloquium Projectionist
-  * Second year students get Colloquium Tea +  * <del>Second year students get Colloquium Tea</​del>​ 
-  * Students not in attendance at the jobs meeting may send an email request to the faculty rep, but students attending the meeting get first dibs on all jobs+  * Students not in attendance at the jobs meeting may send an email request to the organizer
  
-For reference, the previous year's job-holders are found here: [[student_jobs:​past_year|2014-15 Student Jobs List]] +For reference, the previous year's job-holders are found here: [[student_jobs:​past_year|2020-21 Student Jobs List]]
- +
-----+
  
 The job descriptions below should include: The job descriptions below should include:
Line 18: Line 16:
   * How many and which students should hold it   * How many and which students should hold it
  
 +Also note that the Chair requests that a rough summary of all grad-student-led events that need funds for the year be given to them in the Fall.
  
 =====The Jobs:===== =====The Jobs:=====
  
-===Talks & Teas=== +=== Reps === 
-  * [[student_jobs#​Colloquium_tea|Colloquium Tea]] (Fall) ​-- RyanZhang +  * [[student_jobs#​Small_Council_Rep|Small Council Reps]] -- Brian LorenzEmiko Gardiner 
-  * [[student_jobs#​Colloquium_Tea|Colloquium Tea]] (Spring) ​-- GoullaudZick, Genecov +  * [[student_jobs#​Department_Climate_Adviser|Department Climate + DEI Advisers]] -- Anna PusackEli Wiston 
-  * [[student_jobs#​Colloquium_Tea|Colloquium Tea]] (Funding) ​-- Utomo +  * [[student_jobs#​Graduate_Assembly_Delegate|Graduate Assembly Delegate]] -- Kenneth Lin 
-  * [[student_jobs#​projectionist|Colloquium Projectionist]] ​(Fall-- Albers, Gorthi +  * [[student_jobs#​Association_of_Graduate_Student_Employees_Steward_(Union_Rep)|UAW2865 ​(GSI/GSR UnionSteward/Organizer]] -- Kiran Eiden, Christian Bye 
-  * [[student_jobs#​projectionist|Colloquium Projectionist]] ​(Spring-- Krolewski, Medford +  * [[student_jobs#​Undergraduate_Liaison|Undergraduate Liaison]] -- Maude GullMassimo Pascale 
-  * [[student_jobs#​Tuesday_Tea|Tuesday Tea Czar/TAFT]] -- Barnes +  * BADGrads Slack Admins ​-- Sal Wanying Fu, Kiran EidenNatasha Abrams, Massimo Pascale, Emma Turtleboom, Emiko Gardiner 
-  * [[student_jobs#​Grad_Student_Post_Doc_Seminar_(GSPS)|Grad Student/​Postdoc Research Seminar (GSPS)]] -- Shivvers (F)Veale (S) + 
-  * [[student_jobs#​Grad_Student_Colloquium_Speaker_Meeting|Grad Student / Colloquium Speaker Meeting]] ​-- HarrisKern +=== Social Justice === 
-  * [[student_jobs#​Alternate_career_talk_series|Alternate career talk series]] ​-- Burleigh +  * Racial Justice Bookclub ​-- **//​Currently Open//** 
-  * [[student_jobs#​Thursday_lunch_help|Thursday lunch help]] ​-- Shivvers+  * Respect is Part of Research Rep; Facilitators ​-- Emily Ramey; //Maude Gull//, //Jamie Sullivan//
  
 ===Outreach & Services=== ===Outreach & Services===
-  * [[student_jobs#​Hosting_Admissions|Hosting]] -- Hirsch (lead)ChengRyanSuessZick +  * [[student_jobs#​Hosting_Admissions|Prospective Visit Planning]] -- Massimo PascaleJacob PilawaJackie BlaumHannah GulickKenneth Lin, Natalie LeBaron, Olivia Aspegren, Savannah Cary 
-  * [[student_jobs#​Mentoring_System_Master|Mentoring System ​Master]] -- HandE. LeePrice +  * [[student_jobs#​Ay375|Ay 375 GSIs]] -- Caleb Harada 
-  * [[student_jobs#​Public_Liaison|Public Liaisons]] -- Large events: ChengHirsch; Email/​general inquiry: Albersde KleerGenecov, HarrisKlionKrolewskiMedfordSuess, Zick +  * MPS Scholars Program -- Natasha Abrams, Nick Choksi, Kiran Eiden, Maude Gull 
-  * [[student_jobs#​Wiki_Master|Wiki Master]] ​-- Wang +  * [[student_jobs#​Mentoring_System_Master|Mentoring System ​Grandmentors]] -- Kiran Eiden 
-  * [[student_jobs#​Librarian|Librarian]] -- AliHarris +  * Graduate Student Mentors -- Aliza BeverageNick ChoksiNatasha Abrams 
-  * [[student_jobs#​Ay300|Ay300 (GSI position)]] ​-- +  * [[student_jobs#​Public_Liaison|Outreach Coordinator]] -- Tyler CoxNatasha AbramsEmily RameyEli Wiston 
 +  * Astro Night Coordinator -- Savannah CaryNatalie LeBaronDaniel BrethauerNatasha AbramsSergiy Vasylyev 
 +  * Wiki Wrangler ​-- Emiko Gardiner, Jacob Pilawa 
 +  * [[student_jobs#​SWPS_Rep|SWPS Rep]] -- Erika StrasburgerEmiko Gardiner 
 +  * Queer Grads Coordinator/​s ​-- Aliza Beverage, Caleb Harada, Kiran Eiden 
 +  * POWER Bay-Area Coordinators -- //Andrea Antoni//, //Emma Turtelboom//,​ Aliza Beverage, Natalie LeBaron, Anna Pusack, Emiko Gardiner, Olivia Aspegren
  
-===Reps=== +===Talks, Teas & get-Togethers=== 
-  * [[student_jobs#​Faculty_Rep|Faculty Rep]] -- Price +  * [[student_jobs#​projectionist|Colloquium Projectionist]] -- Olivia Aspegren, Katie Sharpe, Savannah Cary 
-  * [[student_jobs#​Graduate_Assembly_Delegate|Graduate Assembly Delegate]] -- Utomo (Alternate: Zick) +  * [[student_jobs#​Grad_Student_Post_Doc_Seminar_(GSPS)|Grad Student/​Postdoc Research Seminar (GSPS)]] -- Aliza Beverage, Massimo Pascale, Anna Pusack 
-  * [[student_jobs#​Association_of_Graduate_Student_Employees_Steward_(Union_Rep)|Association of Graduate Student Employees Steward ​(Union Rep)]] --  +  * Tuesday Afternoon Zoom Time Extravaganza ​(TAZTEor Tuesday Afternoon Food Time (TAFT) -- Daniel Brethauer 
-  * [[student_jobs#​SWPS_Rep|SWPS Rep]] -- Polin +  * [[student_jobs#​astronomy_career_development_seminar_astrocds|AstroCDS (Astronomy Career Development Seminar)]] -- **//​Currently Open//** 
-  ​[[student_jobs#​Undergraduate_Liaison|Undergraduate Liaison]] -- Hirsch, Shivvers, Zhang +  * Grad Snacks with Colloquium Speaker ​-- Natasha Abrams
-  * [[student_jobs#​Student_rep_for_faculty_searches|Student Rep for Faculty Searchs]] ​-- work to define role / Burleigh+
  
 ===Fun=== ===Fun===
-  * [[student_jobs#​Sierra_Conference|Sierra Conference]] -- HirschZhang+  * [[student_jobs#​T-shirts|T-shirts]] -- Anna Pusack 
-  * [[student_jobs#​Ski_Trip|Ski Trip]] -- FieldingGoldsteinRoth, Veale +  * Coming up with more (remote?) fun things-- **//​Currently Open//** 
-  * [[student_jobs#​Ski_Trip|T-shirts]] -- Shivvers (temp) +  * [[student_jobs#​Ski_Trip|Ski Trip]] -- Sergiy VasylyevNatalie LeBaronEmily Ramey 
-  * [[student_jobs#​Ski_Trip|Movie night]] -- HarrisWeissZhang +  * [[student_jobs#​Social Hour Coordinator|Social Hour Coordinator]] -- Aliza Beverage, Caleb Harada, Anna Pusack 
-  * [[student_jobs#​Cosmic_Gardener|Cosmic Gardener]] -- FieldingPresley, Schutz+  * [[student_jobs#​Sierra Conference|Sierra Conference]] -- Jackie Blaum 
 +  * Board Game Night -- Anna PusackDaniel BrethauerNatasha Abrams 
 +  * [[student_jobs#​Movie_Night_Overlord|Movie Night]] -- Daniel BrethauerEli Wiston 
 +  * Grad cabinet snacks -- Anna Pusack
  
  
-=====The Job Descriptions=====+===== Some Jobs that are On Hold=====
  
-====Colloquium Tea==== +Nothing currently ​in this section!
-The big job!  Colloquium Tea is a weekly event held in the lounge where the department gathers with the speaker and eats.  Being a Tea Slave involves a lot of work, including acquiring funds, shopping in the days before colloquium, preparing the colloquium tea, and cleaning up.  This job should be held by 3-4 second year students per semester, and at least one of them should own a car.  The student ​in charge of funding should visit this  ​[[student_jobs:​ASS|page]] detailing its complexities,​ its secrets, and the inner workings of ASS. +
  
-[*Also note that during years when the department is recruiting new faculty, there will likely be extra colloquia during the Spring semester. Thus extra people should hold the Tea job for semesters with job searches, if at all possible.*]+=====The Job Descriptions=====
  
 +**Note: currently out of date.**
 ====Projectionist==== ====Projectionist====
-The department projectionist makes sure that the weekly colloquium speakers can project their talks. ​ This involves getting and setting up the projector (if there isn't one already in the room where the talk is to be held), ensuring the speaker is setup with a microphone before the talk, maintaining the laser pointers, and asking the speaker at tea if there'​s anything they need. The projectionists should also bring an extra projector (and assorted equipment, if available) to colloquium. Finally, it is the responsibility of outgoing projectionists to train the incoming projectionists. This requires weekly work (just before colloquium) and is usually held by two first year students per semester.+The department projectionist makes sure that the weekly colloquium speakers can project their talks. ​ This involves getting and setting up the projector (if there isn't one already in the room where the talk is to be held), ensuring the speaker is setup with a microphone before the talk, maintaining the laser pointers, and asking the speaker at tea if there'​s anything they need. (Note: the laser pointer requires 1.5V alkaline batteries, NOT rechargeable batteries (they don't have enough voltage). ​ You can use the alkaline batteries in the bag). The projectionists should also bring an extra projector (and assorted equipment, if available) to colloquium. Finally, it is the responsibility of outgoing projectionists to train the incoming projectionists. This requires weekly work (just before colloquium) and is usually held by two first year students per semester.
  
 ====Hosting/​Admissions== ====Hosting/​Admissions==
Line 82: Line 88:
 Typically, an effort of this size also requires one person to be designated as being the master planner as well, in addition to any lower-level responsibilities. Typically, an effort of this size also requires one person to be designated as being the master planner as well, in addition to any lower-level responsibilities.
  
-====Tuesday Tea==== +====TAFT==== 
-Every Tuesday at 3:30 the department gathers ​for doughnuts ​in the lounge. ​ The Tuesday Tea Czar does NOT provide ​these doughnuts ​(perhaps excepting the first day of the semester). ​ The Czar merely wrangles OTHERS to do it and manages the [[taft|TAFT Robot]], who emails them the day before to remind them to do it.  One lucky student per semester gets this cushy job. +Every Tuesday at 3:30 the department gathers ​to eat baked goods in the lounge. ​ The TAFT Czar does NOT provide ​the food (perhaps excepting the first day of the semester). ​ The Czar merely wrangles OTHERS to do it and emails them the day before to remind them to do it [[taft|or has a robot do it]].  One lucky student per semester gets this cushy job. 
  
-====Thursday Lunch Help==== 
-Help with setting up 131 Campbell before Thursday lunch. Generally the partitions should be open, so this would just consist of helping turn chairs around or whatever other last minute preparations are necessary. 
  
 ====Grad Student/​Post Doc Seminar (GSPS)==== ====Grad Student/​Post Doc Seminar (GSPS)====
-Each week, we meet to hear about what the other grad students and postdocs ​in the department are doing.  The idea is to promote grad student/​postdoc communication,​ so we schedule one grad student and one postdoc talk each week.  This job involves reserving 544 for each semester (and look ahead to make sure profs aren't scheduling classes during that period in the future!), signing up people to give talks, sending reminder e-mails to the presenters and to students ​and postdocs ​at astro, maintaining [[graduate student postdoc seminar|the web page]] with the talk schedule, running the talks, ​and giving feedback to the speakers if they request it.  In the fall semesterwe hold an intro meeting where everyone can introduce themselves (especially those new to the department),​ preferably with snacks, and have everyone sign up for talks. ​ In the fall, it'​s ​good idea to sign people up for the whole fall semester plus January; then in January, sign people up for the rest of the spring (Also in the fall, try to get the email addresses of new postdocs to contact them as well, because they often have just arrived and aren't on the postdocs list yet but are interested in giving talks.) ​ People sometimes like to go out for beer afterwards as well.  (And you can invite undergrads to the seminars as well, if there'​s interest.)  Please see [[graduate student postdoc seminar|the GSPS web page]] for more description/​motivation of the seminar series.+Each week, traditionally on Friday afternoons, we host an hour-long seminar that's explicitly open to only graduate ​students and 
 +postdocs ​(including visiting students or postdocs), but is not open to any faculty.  The idea is to create a space where 
 +we students ​postdocs ​can come together ​and share ideaspractice presentations, and build community among ourselves 
 +without ​the stress / inhibitions / et cetera that comes along with the involvement ​of full professors. 
 +You can certainly ​invite undergrads to the seminars as well, if there'​s interest.
  
-====Student Rep for Faculty Searches==== +The long-standing tradition is to schedule one grad student and one postdoc to each give a short presentation with time  
-Based on the last faculty search (Spring 2015)it may be good to have student nominated/​designated by the other grads to serve as the student representative ​for the faculty search processCurrently ​(Fall 2015), the job holder's first responsibility is to figure ​out the scope of this job.+for questions after each.  The GSPS coordinator'​s job is to 
 +make sure we fill up the schedule of presentersmaintain [[graduate student postdoc seminar|the web page]] with the talk schedule, 
 +announce the seminar each week over the student and postdoc email lists and make sure attendance stays healthy, 
 +introduce the speakers each time, reserve the room, and be a host for the event.  
 +In the fall, it's a good idea to sign people up for the whole fall semester plus January; then in January, sign people up for the rest of the spring (Also in the falltry to get the email addresses of new postdocs to contact them as well, because they often have just arrived and aren't on the postdocs list yet but are interested in giving talks.) ​ People sometimes like to go out for beer afterwards, and in some past years there have been funds for 
 +beer and snacks. ​  ​Please see [[graduate student postdoc seminar|the GSPS web page]] for more description/​motivation ​of the seminar series.
  
  
Line 110: Line 123:
 The Mentor Master oversees the [[mentoring|mentor system]]; look at that page or the [[mentoring:​mastering|detailed list of duties]] for more details. ​ This job should be passed on in June rather than August. ​ In late June/early July, the Mentor Master asks students to volunteer to act as mentors to incoming students, then (with input from the previous year's prospective hosting committee) pairs volunteer mentors with mentees. ​ The Mentor Master holds a mentor/​mentee kickoff lunch for incoming students the day before the Graduate Division'​s orientation,​ and a similar lunch for second-year students a few weeks into the school-year. ​ Through the rest of the year, the Mentor Master'​s responsibility is to keep track of significant events in first- and second-year'​s schedules (e.g. upcoming 201 midterm, choosing next semester'​s classes), and send appropriately-timed reminders to the mentors to make arrangements to meet with their mentees. ​ The Mentor Master checks in with mentees at the end of each semester to make sure the pairing is working, and also acts as back-up mentor if a mentee needs "​menting"​ and their mentor is unavailable. The Mentor Master oversees the [[mentoring|mentor system]]; look at that page or the [[mentoring:​mastering|detailed list of duties]] for more details. ​ This job should be passed on in June rather than August. ​ In late June/early July, the Mentor Master asks students to volunteer to act as mentors to incoming students, then (with input from the previous year's prospective hosting committee) pairs volunteer mentors with mentees. ​ The Mentor Master holds a mentor/​mentee kickoff lunch for incoming students the day before the Graduate Division'​s orientation,​ and a similar lunch for second-year students a few weeks into the school-year. ​ Through the rest of the year, the Mentor Master'​s responsibility is to keep track of significant events in first- and second-year'​s schedules (e.g. upcoming 201 midterm, choosing next semester'​s classes), and send appropriately-timed reminders to the mentors to make arrangements to meet with their mentees. ​ The Mentor Master checks in with mentees at the end of each semester to make sure the pairing is working, and also acts as back-up mentor if a mentee needs "​menting"​ and their mentor is unavailable.
  
-====Public Liaison==== +====Outreach Coordinator====
-The de facto job of the public liaisons is two-fold. Firstly, the liaisons are contacted by whoever staffs the front desk of the department whenever a visitor calls (in person, by phone, or through e-mail) and asks to speak to an astronomer. This includes the media, grade school students, meteorite finders, curious callers from Sweden and, best of all, lunatics. The liaisons are given total authority to deal with these callers as the liaisons see fit.+
  
-The second task is to handle any requests from the small percent of faculty who know about the liaison position. Some of our more visible faculty get more requests for interviewsclass projects, and talks than they care to address, and some of these faculty will e-mail the liaisons ​to deal with these concernsThese can be dealt with by anything from a short phone conversation to an annual half-day field trip for a horde of 5<​sup>​th</​sup>​ graders.+The outreach coordinator'​s main job is to run and organize ​the two biggest public outreach events ​the department participates inBay Area Science Festival (at AT&T Park in San Francisco), and Cal Day (UC Berkeley campus). This involves handling the logistics with the actual event organizers, and gathering volunteers ​to helpNote, Astro Night is now so large it has it's own coordinator,​ but the Outreach Coordinators ​can also help with the Astro Night coordinator as needed.
  
-Often the liaisons ​are also involved in other Public Outreach ​on behalf ​of the Astro DeptThis includes being part of [[http://​scienceatcal.berkeley.edu|Science@Cal]]heading our department's Cal Day activitiesfinding people from our department ​to speak to amateur ​astronomy clubs in the area, etc. Basically the liaison are in charge of all public outreach aspects of the Department.+There are many other smaller outreach events throughout the year that the outreach coordinators organize, depending ​on availability and interest (of both the department and the public)Some examples include but are not limited to public talks at the Berkeley Public Libraryelementary school ​department ​visitsand talks to Bay Area astronomy clubs. ​
  
-Prospective undergrads and grads who visit the department ​may also get sent to the liaisons (though prospectives looking ​to go into the undergrad program should probably be forwarded to the [[student_jobs#​undergraduate_liaison|Undergrad Liaison]] ​and prospectives looking to go into the grad program should probably be forwarded to the [[student_jobs#​Hosting_Admissions|Hosting/​Admissions Reps]] according ​to which semester it is).+Anybody in the department ​can come up with outreach events beyond ​the regularly scheduled ones-- Astro Night began this way. The outreach coordinators are more than happy to help members of the department advertise ​and organize ​the outreach events they want to host.
  
-====Sierra Conference==== +//[NOTE: This position used to be Public Liaison. As of 2019 we no longer have the "Ask and Astronomer" ​page on the website so we generally don't receive these types of requests anymoreOld job description:​
-Every year, UCB Astronomy hosts a camping trip designed ​to "encourage collaboration ​and networking within the astronomy community in California." ​ As cliched as the wording is, it definitely strikes a chord: building a network and community ​of other left coast astronomers by enjoying the fun and beauty surrounding us.+
  
-Many many years ago, this job involved soliciting topics ​of interest from the astronomical community at largewrangling speakers from the various California universities and arranging their travelroom, and board, designing ​the speaking scheduleorganizing publicityreserving rooms, providing for projectors, transportation,​ name tags, and inter-talk foodand taking care of any other little things that might come up when organizing a conference In its current iteration, it is organizing a camping trip and inviting people from California schools for a more informal bonding experience.+The de facto job of the public liaisons is two-fold. Firstly, the liaisons are contacted by whoever staffs the front desk of the department whenever a visitor calls (in personby phoneor through e-mail) ​and asks to speak to an astronomer. This includes ​the mediagrade school studentsmeteorite finderscurious callers from Sweden ​and, best of all, lunaticsThe liaisons are given total authority to deal with these callers as the liaisons see fit.
  
-Sierra Conference ​is a job that takes little effort for most of the yearthen intense effort leading up to the event. ​ Traditionally held in the summerthe Sierra Conference has found a semi-permanent placing just before ​the start of classes, so that first years might enjoy the event This event works best if placed in convenient geographic location ​for both northern and southern California schools, and has better success recruiting other schools to join if it is.+The second task is to handle any requests from the small percent ​of faculty who know about the liaison position. Some of our more visible faculty get more requests for interviews, class projectsand talks than they care to addressand some of these faculty will e-mail the liaisons to deal with these concernsThese can be dealt with by anything from short phone conversation to an annual half-day field trip for a horde of 5<​sup>​th</​sup>​ graders.
  
-Below the link, you can get [[sierra_conf|the quick and easy guide to an awesome Sierra Conference]].+Often the liaisons are also involved in other Public Outreach on behalf of the Astro Dept. This includes being part of [[http://​scienceatcal.berkeley.edu|Science@Cal]], heading our department'​s Cal Day activities, finding people from our department to speak to amateur astronomy clubs in the area, etc. Basically the liaison are in charge of all public outreach aspects of the Department.
  
-Also there now exists ​the [[sierra_conference|Sierra Conference central page]], with info on current/​past/​planning stuff for sierra conferences. There is a link for this page off of the start page of the badgrads wiki.+Prospective undergrads and grads who visit the department may also get sent to the liaisons (though prospectives looking to go into the undergrad program should probably be forwarded to the [[student_jobs#​undergraduate_liaison|Undergrad Liaison]] and prospectives looking to go into the grad program should probably be forwarded to the [[student_jobs#​Hosting_Admissions|Hosting/​Admissions Reps]] according to which semester it is).]//
  
-====Department Picnic==== +====Social Hour Coordinator==== 
-Each fall the department has a picnic. ​ It involves grilling some foodlawn gamestug of war and just hanging around outside with colleaguesfriends ​and family.  ​The last few years its been at picnic spot in Tilden near the Little Farm sometime around ​the end of September or beginning of October.  ​The tasks involved ​are:  +Every week we have Astronomy & Physics social hour, typically on the 6th floor of Campbell Hallwhere we enjoy great weathercompany ​of fellow grad students, and inexpensive beverages.  ​As result, ​the astronomy social hour coordinator is a very important position. ​ As you may have noticed, Campbell Hall access is tightly regulated, so you are essential to ensuring that this event can occur on the best balcony on campus.  ​You are also responsible for procuring beverages and setting up and cleaning up social hour.  You will work closely with three physics social hour coordinators,​ as set-up requires multiple pairs of hands. ​ While it is nice if you have a carit is by no means a requirementas you only really need 1-2 cars among the 4 coordinators. ​ Traditionally this position is filled by first-year studentsas it provides a great opportunity to meet some of your fellow graduate students ​in the physics ​department. Another perk of the job: as social hour coordinator,​ you do not have to pay for your beverages.
-  * badgering people into attending  +
- +
-  * collecting money from people who will attend  +
- +
-  * buying supplies (watersoft drinksburgerschips, cookies, charcoal, condiments, ice, etc) +
- +
-  * assembling the lawn games (in 2005 we purchased boccie and croquet for the department+
- +
-  * coming up with new ideas for activities (water balloon toss has become quite popular) +
- +
-  * possibly getting prizes ​to hand out for people who win the activities +
- +
-  * staking out the picnic site the morning of the picnic +
- +
-  * running the grill +
- +
-  * getting tug-of-war rolling +
- +
-  * cleaning up+
  
 ====Ski Trip==== ====Ski Trip====
Line 162: Line 154:
   * organize rides   * organize rides
  
 +====Sierra Conference====
 +The Sierra Conference has a rich and storied history dating back to 1968. It began as a somewhat legitimate conference for California astro grads by California astro grads, featuring invited speakers, poster sessions, three course dinners, and live bears. Over the years it became more of a casual camping trip designed to "​encourage collaboration and networking within the astronomy community in California."​ As cliched as the wording is, it definitely strikes a chord: building a network and community of other left coast astronomers by enjoying the fun and beauty surrounding us. Unfortunately the event became only lightly attended and was abandoned in ~2015.
 +
 +Thankfully it was revived in the past year thanks to a grant from UCSC and a multi-campus team of organizers. The Sierra Conference has been restructured to serve specifically the UC astronomy graduate student community, featuring a more balanced mix of recreational and scientific activities. In addition, discussions on grad student life, department climate, and the UC astronomy community are held. Notes from the past conference can be found **here** (this will be a link eventually). The past conference had 12 attendees from 7 UC's but is looking to expand to ~30 attendees from all 8 UC's with astronomy departments. It is generally held near the end of the Summer just before the start of classes so that first years might attend as well. The Sierra Conference will most likely continue to take place in Sequoia National Park as it is conveniently located for both northern and southern UC's.
 +
 +At minimum, the UCB Sierra Conference coordinator will serve as the point person for the Sierra Conference at Berkeley. This entails advertising the event and planning the logistics of attending (i.e. arranging transportation,​ camping equipment, and food for the Berkeley contingent). However, it is preferred that UCB Sierra Conference coordinator also participate in the planning of the event which is done in collaboration with organizers at the other UC campuses (via Slack). This can include raising funds, scheduling and booking a campsite, designing an abstract booklet, leading discussions,​ and contributing to the longevity and long-term goals of the Sierra Conference. ​
 +
 +A separate, updated Sierra Conference wiki/​webpage in the works but here are some links to **old** Sierra Conference info.
 +Here is [[sierra_conf|the quick and easy guide to an awesome Sierra Conference]].
 +Also there now exists the [[sierra_conference|Sierra Conference central page]], with info on current/​past/​planning stuff for sierra conferences. There is a link for this page off of the start page of the badgrads wiki.
 +====T-shirts====
 +Our department has a glorious but inconsistent tradition of creating UC Berkeley Astronomy Department themed t-shirts and selling them.
 +Though this job is a good one and department schwag is awesome and fun,  the below job description should be considered
 +extremely flexible and open to each new volunteer'​s personal interpretation of the job.
 +The overall plan is that, once per year, the T-Shirt coordinator runs a design call (write up a design brief, get department input) for T-shirt designs. You then need to coordinate with Brandye, Brianna, Maria, and the UC branding team to find designs that fit the UC-mandated requirements. From there, run a competition in the department to decide on the new design. Brandye will then set up a shop for the winning design with approved vendors, and you just need to remind people to order and pick up shirts. ​
 ====Cosmic Gardener==== ====Cosmic Gardener====
 The cosmic gardener is in charge of the rooftop garden. ​ The primary responsibility is watering the plants every few days.  Watering only takes ten minutes, but since it happens multiple times a week, the job is actually quite time-consuming. ​ Longer-term responsibilities include occasional feeding and pruning of plants, and maybe someday harvesting a lemon. ​ For information on garden history and care of individual plants, visit the "[[the cosmic garden]]"​ page.  The gardener should have easy access to the roof; knowledge about what makes plants happy is a plus. The cosmic gardener is in charge of the rooftop garden. ​ The primary responsibility is watering the plants every few days.  Watering only takes ten minutes, but since it happens multiple times a week, the job is actually quite time-consuming. ​ Longer-term responsibilities include occasional feeding and pruning of plants, and maybe someday harvesting a lemon. ​ For information on garden history and care of individual plants, visit the "[[the cosmic garden]]"​ page.  The gardener should have easy access to the roof; knowledge about what makes plants happy is a plus.
Line 174: Line 181:
 For more information,​ see the [[http://​socrates.berkeley.edu/​~swps/​|SWPS webpage]]. For more information,​ see the [[http://​socrates.berkeley.edu/​~swps/​|SWPS webpage]].
  
-====Faculty ​Rep==== +====Small Council ​Rep====
-The faculty representative runs the grad student jobs meeting, attends faculty meetings (except closed meetings), and brings to the faculty any student concerns that come up.  Here is a to do list for the jobs meeting: +
-  * Get a list of the students who have offices in the department from Sandy. ​ Some people (particularly physics students) may not be on the "​students"​ mailing list.  To check, you can look at ///​adm/​users/​mail.students//​ which contains all of the e-mail addresses on the list.  Physics students are not exempt from jobs.                                                                                                                                            +
-  * Make sure the meeting is at a time that the first-years can make.  Invariably, a few older students won't be able to make it (you should ask for their job preferences in advance), but it's important that the first years are there to hear about the jobs, get introduced to the students, etc.                                                                                                              +
-  * Copy over the previous year's job-holders for reference -- that way everyone can easily reference this list when beginning job, when you've already changed the wiki for the new year. +
-  * Start the meeting with introductions around the room for the benefit of the first-years:​ name, year, adviser, etc.                                                                        +
-  * In the past, the first week of the semester (Mon-Wed, before Thurs tea) has been the best time.  If you can get people together in advance, more power to you.  If it's close to Thurs, you might want to give the second-years an advance reminder about tea.                                                                       +
-  * Ask the department chair if they want to give a short welcome/​announcements speech. ​                                                                                                 +
-  * Ask the department chair if any changes to the jobs are necessary. ​ Getting people to do more after they'​ve already been assigned jobs is difficult. ​                                                                                               +
-  * When you send an e-mail to schedule the meeting, it's a good idea to include a list of jobs and their current holders for people'​s reference, as well as a link to the Wiki.  Also, you can ask if any students think the list should be changed. ​                                                                                               +
-  * During the meeting, it's worked well to have the previous job holder describe the job that's up for consideration. +
-  * Remind new job holders to talk with the people who last had the jobs, to ensure important information is passed along!+
  
-  * It's nice to bring food.  In the past, reimbursement ​was possible                                          ​ +The small council ​was created in Fall 2015 by (the then-brand-new department chair) Eugene Chiang
-  * Once you have final jobs list, send it to "​everyone." ​    +The small council is group of people who work to keep lines of communication open between 
 +all of the different occupants of Campbell Hall.
  
-====Undergraduate Liaison==== ​ +Each major component of the department is represented by 
-The Undergraduate Liaison acts as an advisor and mentor to the undergraduate astronomy majorsespecially in helping them get involved with and complete research projects and apply to grad school ​Throughout ​the year, the Undergraduate Liaison should visit the undergrad ​labmake concerted effort to get to know the majors, and update and maintain ​the [[http://​astro.berkeley.edu/​research/​undergrad/​|Astronomy Undergraduate Research Resources (AURR)]] webpage. ​ A rough calendar of other major duties follows:+at least one person.  ​The group meets all together with the department chair more-or-less monthly 
 +to talk about department-wide issues, disseminate information, and share issues of concern. 
 +As of 2015/2016, in addition to the chair, the council included 
 +the faculty member responsible as the head grad student adviser, the faculty member responsible 
 +as the head undergrad ​student adviseran undergraduate major, 
 +post-doc, and someone from the administrative staff.
  
-  * Late August: Congratulations,​ you've just scored this position at the grad student jobs meeting!  ​The first things you need to do are send an email to astromajors@astro.berkeley.edu introducing yourselfvisit the undergrad lab to meet students, and sign up for the Office ​of Undergraduate Research newsletter ​[[http://​research.berkeley.edu/​listserver.html|here]].  This ~monthly newsletter will keep you informed of research info sessions and research program due dates, which you can pass on directly to the majors or use to update the AURR page+The responsibilities of the Small Council representative ​are to attend these meetingsto present ​the discussions from those 
 +meetings ​to the rest of the graduate ​students ​when they are relevant to the whole student body, and to  
 +act as a conduit ​of information and discussion between the students and the others at the small council meetings. 
 +This job replaces the [[student_jobs#​faculty_rep|Faculty Representative]] job.
  
-  * September: Email and/or hang up signs to remind ​the majors of the requirements to graduate with honors in astrophysics ​(see the bottom of the AURR [[http://​astro.berkeley.edu/​research/​undergrad/​courses.htm|Courses]] page) and to sign up for units of H195.  ​Email or talk to faculty to let them know of these requirements,​ too, for any undergraduates they are advising.+The Small Council representative is also tasked with running ​the yearly Fall Jobs meeting 
 +([[student_jobs#​faculty_representative|see the old Faculty Representative description for some advice on how to do that]])
 +It is a responsibility of the chair (and the head graduate advisor) ​to choose a student 
 +that will take on this role.  ​(It's not like the other graduate student jobs in this regard.)
  
-  * Early/Mid October: Hold an "​Applying to Grad School"​ night for the majors. ​ Get 3-4 first or second year grad students to serve as panelists, and start a discussion about the General GRE, Physics GRE, letters of rec, the essay, where to apply, etc.  Distribute copies of practice Physics GREs, which you can get from the previous Undergraduate Liaison. ​ Order pizzas for this event; the department will reimburse you.+====Department Climate Adviser====
  
-  * December: With Dexter Stewart, organize and hold an "​Applying for REUs" night for the majors. ​ Bring in majors who have already done an REU or other research project ​to talk about their experiences ​Point ​the students to the AURR webpage ​to find information about REUs and other research opportunities.+This involves meeting with the Climate Committee usually at least once a semester to stay up to date on how the department is in terms of accessibility,​ issues that may need addressing, and any new initiatives ​to coordinate or sponsorThe faculty liaison usually initializes ​the meeting times, but it is important for representatives from all department levels (UG, G, PD, faculty, and staff) ​to be involved ​and present.
  
-  * Early March: Contact Claudia Trujillo in physics ​(trujillo@physics.berkeley.eduto coordinate the Physics and Astronomy Undergraduate Poster Session. ​ Most of the work is done on their end, but it's good to touch base with them.  Meet with the Astronomy Department chairman to confirm the amount of the Astronomy Department Poster Prize (in the past it's been $200). ​ Email astromajors@astro.berkeley.edu to advertise the Poster Session and Poster Prize and encourage them to sign up.+====Faculty Search Rep (ad hoc)====
  
-  * April: Poster Session is held in LeConte. ​ Advertise with signs or email to get the department to attend the event and support our majors. ​ Ask 2-3 grad students or postdocs to serve as judges and decide which astronomy student wins the poster prize. ​ Notify Dexter and Sue of the poster prize winnerso they can print out certificate and cut the check. +When the department ​holds a search ​to hire new faculty, a graduate student is selected by the faculty to serve on the Search Committee.
-  +
-  * April: Email faculty@astro.berkeley.edu ​to rally professors to advertise for undergraduate researchers ​on the AURR [[http://​astro.berkeley.edu/​research/​undergrad/​professors.htm|Research with Berkeley Professors]] page.  Once the page has been updated, send an email to astromajors@astro.berkeley.edu to let them know the positions are available.+
  
-  * May: Ask the Astronomy Department chairman to include the Astronomy Poster Prize in the announcement of all prizes at the last colloquium. 
  
-  * MayHelp Astronomy ​Department chairman ​organize a "send-off" ​in the lounge ​for graduating ​students and their families, to be held the morning ​or afternoon ​of graduation.+====Undergraduate Liaison====  
 +The Undergraduate Liaison acts as an advisor and mentor to the undergraduate astronomy majors, especially in helping them get involved with and complete research projects and apply to grad school. ​ Throughout the year, the Undergraduate Liaison should visit the undergrad lab, make a concerted effort to get to know the majors, and update and maintain the [[http://​astro.berkeley.edu/​research/​undergrad/​|Astronomy ​Undergraduate Research Resources (AURR)]] webpage.  
 +The undergrad liaison should also work closely with Amber Banayat regarding events for undergrads; our responsibility lies more on informing undergrads about academic career paths, whereas Amber and the university are more in charge of industry career paths.  
 +In general, the undergrad liaison should stay on top of general undergrad/​grad student mentoring opportunities,​ for example, the monthly UAS-sponsored undergrad/​department lunches. 
 +A rough calendar of other major duties follows: 
 + 
 +  * Late August: Congratulations,​ you've just scored this position at the grad student jobs meeting! ​ The first things you need to do are send an email to astromajors@astro.berkeley.edu introducing yourself, visit the undergrad lab to meet students, and sign up for the Office of Undergraduate Research newsletter [[http://​research.berkeley.edu/​|here]]. ​ This ~monthly newsletter will keep you informed of research info sessions and research program due dates, which you can pass on directly to the majors or use to update the AURR page.  
 + 
 +  * September: Together with the undergraduate faculty advisor, ​organize a research symposium once or twice a year (good times are the beginnings of the semester, early September and late January). ​ Advertise to both the faculty and postdocs looking for undergraduate students. 
 + 
 +  * Early/Mid September: Hold an "Applying to Grad School" ​night for the majors. ​ Get 3-4 first or second year grad students to serve as panelists, and start a discussion about the General GRE, Physics GRE, letters of rec, the essay, where to apply, etc.  Distribute copies of practice Physics GREs, which you can get from the previous Undergraduate Liaison. ​ Order pizzas ​for this event; the department will reimburse you.  Make sure to inform the students ​in Astro 7A about this event; many of them are transfer students who haven'​t yet declared the major but will do so in the subsequent spring. ​ Also, it seems that holding the event earlier in the school year leads to better turnout. 
 + 
 +  * Fall or spring: Along with UAS, organize a GRE workshop for junior ​and senior undergrads. ​ This can cover the format of the teststudy tips, and a discussion on the evolving role of the GRE in grad applications. 
 + 
 +  * December: Organize and hold an "​Applying for REUs" night for the majors. ​ Bring in majors who have already done an REU or other research project ​to talk about their experiences. ​ Point the students to the AURR webpage to find information about REUs and other research opportunities. ​  It is also a good idea to bring an example CV and discuss how an academic CV should look. 
 + 
 +  * Late January: Together with the undergraduate faculty advisor, organize a research symposium once or twice a year (good times are the beginnings ​of the semester, early September and late January). ​ Generally, the beginnings of the fall/spring semester are better than the end of the spring, since many advisors may not be able to pay undergraduates,​ so the best strategy is to give course credit for research. ​ Advertise to both the faculty and postdocs looking for undergraduate students  
  
-  ​AugustParticipate in a panel at [[http://​socrates.berkeley.edu/​~swps/​LaunchDay/​|Launch Day]] to inform incoming and transfer ​students ​of research opportunities available ​to them.  ​+   SpringAmber Banayat will organize ​career ​panel. ​ This is mostly industry focused, but it may also benefit from having grad students ​and postdocs ​to allow undergrads to compare and contrast academic and non-academic careers.  ​The undergrad liaison should therefore recruit a grad student and postdoc to serve on the panel.
  
 ====Wiki Master==== ====Wiki Master====
-Formally the web mater, the wiki master is replacing the web master and is in charge of the BADGrads wiki. They should ​other bother others to keep the content of the wiki up to date. See the page on [[wiki administration]] for more information.+The Wiki Master ​is in charge of the BADGrads wiki. They should bother others to keep the content of the wiki up to date. See the page on [[wiki administration]] for more information. The most important task of the Wiki Master is to help make user accounts for people. DokuWiki knowledge is useful too, but not necessary. If something goes horribly wrong and the Wiki Master can't figure it out, Bill Boyd can assist.
 ====Librarian==== ====Librarian====
 The librarian is responsible for the books that were once housed in the reading room, and, while we are in HFA, are in the graduate lounge. This means keeping (or putting) the books in some semblance of order, so that people are able to find books when they need them. It also includes maintaining the catalog, and reminding people to return books that have been out for awhile. When the library is in good shape, this is a pretty easy job. When the move to HFA has thrown everything in to disarray, it is fairly time consuming. ​ The librarian is responsible for the books that were once housed in the reading room, and, while we are in HFA, are in the graduate lounge. This means keeping (or putting) the books in some semblance of order, so that people are able to find books when they need them. It also includes maintaining the catalog, and reminding people to return books that have been out for awhile. When the library is in good shape, this is a pretty easy job. When the move to HFA has thrown everything in to disarray, it is fairly time consuming. ​
  
 +**Needs updating: in New Campbell Hall the library is transforming into a reading room on the 5th floor.**
 ====Ay300==== ====Ay300====
 Ay300 / Ay375 is the pedagogy course for the department. It has been taught by graduate students for almost the last decade. The job holders are responsible for creating lectures, activities, and discussions that convey the fundamentals of how to be an astronomy GSI as determined by the University of California at Berkeley Graduate Council. This job is determined before the jobs meeting. It is the responsiblity of the current Ay300 instructors to find instructors for the next school year. This job receives as 12.5% GSI position if there are two instructors,​ and a 25% GSI position if you teach the course alone. ​ Ay300 / Ay375 is the pedagogy course for the department. It has been taught by graduate students for almost the last decade. The job holders are responsible for creating lectures, activities, and discussions that convey the fundamentals of how to be an astronomy GSI as determined by the University of California at Berkeley Graduate Council. This job is determined before the jobs meeting. It is the responsiblity of the current Ay300 instructors to find instructors for the next school year. This job receives as 12.5% GSI position if there are two instructors,​ and a 25% GSI position if you teach the course alone. ​
  
 +**2016: description needs updating.**
 ====Grad Student / Colloquium Speaker Meeting==== ====Grad Student / Colloquium Speaker Meeting====
 Each week, we meet with the colloquium speaker so students can have an informal opportunity to meet the speaker and ask questions about their research and career, or anything else on people'​s minds. Responsibilities of this job include: Each week, we meet with the colloquium speaker so students can have an informal opportunity to meet the speaker and ask questions about their research and career, or anything else on people'​s minds. Responsibilities of this job include:
Line 230: Line 254:
 This job requires small weekly tasks in addition to attending and leading the meeting for fall and spring semesters, and can be handled by 1-2 students. This job requires small weekly tasks in addition to attending and leading the meeting for fall and spring semesters, and can be handled by 1-2 students.
  
-====Journal Club==== 
-Once upon a time, journal club was attended by everyone in the department and was a wonderful venue for open discussion of different research topics. It allowed students, postdocs, and faculty to practice giving talks about subjects they were familiar with or even topics they previously knew nothing about. Or so we've heard. It hasn't quite worked out this way recently, with attendance falling off and a purpose that isn't completely clear to everyone. ​ 
  
-A new job for students ​(as of fall 2010), this will likely entail working with the faculty coordinators ​of journal club to define ​set of goals for the meeting ​and sharing them with the departmentsigning up studentspostdocsand faculty ​to give talks, and making sure the right dongles are available for the speakers.+====Astronomy Career Development Seminar ​(AstroCDS)==== 
 +This talk series increases ​the exposure ​of UCB Astronomy undergrads, grads, and postdocs ​to a variety ​of career opportunities outside academia (any job except R1 university Prof.). Two to three times per semester we invite a UCB alum, who did their PhD in astronomy, to tell us how they got from grad school to their current job. The talk is informal and very interactive. The speaker spends 15-20 min telling us about their path and the remaining 40 minutes is Q&A. Thanks to strong faculty supportespecially EugeneMariskaImke, we have funding ​to cater the event. We bring in food during the last 20 min so we can eat, mingle, and keep the time commitment to 1 hour!
  
-====Alternate Career Talk Series==== 
-The Astronomy Career Development Seminar (Astro-CDS) is a talk intended to offer guidance for graduate students and postdocs in Astronomy about non-academic career paths. ​ Recent astrophysics PhDs who now work outside academia are invited to come and share their experience and advice with current graduate students and postdocs. The speaker generally gives a 15-20 minute introduction of themselves, and then the floor will be opened for a general Q&A for the remaining 40 minutes. Afterwards, attendees are invited to join the speaker for dinner to continue the conversation. 
  
-The talks will happen at most every other month, as a monthly talk (during the last year) was too often for the limited attendance. Also the talks will now be advertised to astronomy faculty and probably physics grads/post docs. +====Movie Night Overlord==== 
-====Movie Night==== +Movie Night is a semi-monthly ​gathering ​with screenings of astronomy or space-themed ​films and free pizza, snacks, and soda. The primary responsibility of the Movie Night Overlord ​is to screen ​a movie every other week (usually in Campbell 131) and send an email to the Movie Night mailing list informing them of what movie is going to be screened. Also, posters are to be made and put up before each movie night, pizza and other food is to be ordered, and reimbursements submitted ​(food is funded by the department). Further, at the beginning of each semester, a semester movie schedule is be selected, a corresponding semester movie poster is to be created, and the budget ​for the semester is to be agreed upon with the department. 
-Movie Night is a weekly ​gathering ​where screenings of films and pizza is ordered for dinner. The primary responsibility of the student running ​Movie Night is to get a movie every week and send an email to the Movie Night mailing list informing them of what movie is going to be screened. Also, pizza is to be ordered ​every week (students pay for the pizzatypically ​by paying back the organizer ​after the pizza has been delivered).+ 
 +**(As of 2015/2016a couple of movie nights were organized ​by various department members throughout ​the year, going out to a movie as a group, or presenting them with the projector in room 131, or presenting them using the 9-panel display on the 3rd floor. However, the regular movie nights were retired ​after 2015/2016 and weren'​t revived until 2018/​2019.)** 
 + 
 + 
 +=====Retired Job Descriptions===== 
 +These jobs basically don't exist anymore. ​ Such is the way of the world. 
 +Their descriptions are kept below in case someone wishes to know more 
 +of what used to be, or is inspired to build something new from the rubble of the old. 
 + 
 + 
 +====Colloquium Tea==== 
 +The big job!  Colloquium Tea is a weekly event held in the lounge where the department gathers with the speaker and eats.  Colloquium involves a lot of work, including acquiring funds, shopping in the days before colloquium, preparing the colloquium tea, and cleaning up.  This job should be held by 3-4 second year students per semester, and at least one of them should own a car.  
 + 
 +[*Also note that during years when the department is recruiting new faculty, there will likely be extra colloquia during the Spring semester. Thus extra people should hold the Tea job for semesters with job searches, if at all possible.*] 
 + 
 + 
 +====Department Picnic==== 
 +Each fall the department ​has a picnic. ​ It involves grilling some food, lawn games, tug of war and just hanging around outside with colleagues, friends and family. ​ The last few years its been at a picnic spot in Tilden near the Little Farm sometime around the end of September or beginning of October. ​ The tasks involved are:  
 +  * badgering people into attending  
 + 
 +  * collecting money from people who will attend  
 + 
 +  * buying supplies (water, soft drinks, burgers, chips, cookies, charcoal, condiments, ice, etc) 
 + 
 +  * assembling the lawn games (in 2005 we purchased boccie and croquet for the department) 
 + 
 +  * coming up with new ideas for activities (water balloon toss has become quite popular) 
 + 
 +  * possibly getting prizes to hand out for people who win the activities 
 + 
 +  * staking out the picnic site the morning of the picnic 
 + 
 +  * running the grill 
 + 
 +  * getting tug-of-war rolling 
 + 
 +  * cleaning up 
 + 
 +**As of 2014/2015, the department picnic was fading away. In Spring 2016, the Prospective Visit Organizers/​hosts organized a picnic during the time when prospectives were visiting. In addition to the prospective picnic, beginning Fall 2018 this was reincarnated as a department "​welcome back" BBQ held in Campbell, after 1 min slides colloquium.** 
 + 
 + 
 +====Faculty Representative==== 
 + 
 +The faculty representative runs the grad student jobs meeting, attends faculty meetings (except closed meetings), and brings to the faculty any student concerns that come up.  Here is a to do list for the jobs meeting: 
 +  * Get a list of the students who have offices in the department from Sandy. ​ Some people (particularly physics students) may not be on the "​students"​ mailing list.  To check, you can look at ///​adm/​users/​mail.students//​ which contains all of the e-mail addresses on the list.  Physics students are not exempt from jobs.                                                                                                                                            
 +  * Make sure the meeting is at a time that the first-years can make.  Invariably, a few older students won't be able to make it (you should ask for their job preferences in advance), but it's important that the first years are there to hear about the jobs, get introduced to the students, etc.                                                                                                              
 +  * Copy over the previous year's job-holders for reference -- that way everyone can easily reference this list when beginning job, when you've already changed the wiki for the new year. 
 +  * Start the meeting with introductions around the room for the benefit of the first-years:​ name, year, adviser, etc.                                                                        
 +  * In the past, the first week of the semester (Mon-Wed, before Thurs tea) has been the best time.  If you can get people together in advance, more power to you.  If it's close to Thurs, you might want to give the second-years an advance reminder about tea.                                                                       
 +  * Ask the department chair if they want to give a short welcome/​announcements speech. ​                                                                                                 
 +  * Ask the department chair if any changes to the jobs are necessary. ​ Getting people to do more after they'​ve already been assigned jobs is difficult. ​                                                                                               
 +  * When you send an e-mail to schedule the meeting, it's a good idea to include a list of jobs and their current holders for people'​s reference, as well as a link to the Wiki.  Also, you can ask if any students think the list should be changed. ​                                                                                               
 +  * During the meeting, it's worked well to have the previous job holder describe the job that's up for consideration. 
 +  * Remind new job holders to talk with the people who last had the jobs, to ensure important information is passed along! 
 + 
 +  * It's nice to bring food.  In the past, reimbursement was possible. ​                                           
 +  * Once you have a final jobs list, send it to "​everyone." ​     
 + 
 +**In 2015/2016, the Faculty Rep job was transformed into the newly-defined Small Council Representative job.**