How to Organise an Academic Conference: resources

The fully booked Research Hive and Doctoral School event 'How to Organise an Academic conference' on April 18th was a great success.

Speakers included experienced conference organisers from the schools of Education and Social Work, Media Film and Music and the Sussex Cultural Studies Research Centre. Sarah Robins-Hobden also spoke about the Researcher Led Initiative Fund (RLI), a pot of funding for research events that all the conference organisers had successfully secured.  After an introduction that gave an overview of the conference organising timeline, researchers spoke in detail about their experiences and what they had learned, and Sarah concluded with advice about RLI applications, leaving time for Q&A at the end.

Feedback forms were distributed at the end of the session and feedback was overwhelmingly positive. When asked ‘what did you find most useful in this session’ comments included: ‘hearing from people who have experienced organising a conference’; ‘practical advice on funding and personal stories about past experiences’; ‘everything was useful’; ‘practical suggestions’; ‘explanation of timelines and when to be organising what’; ‘it was fantastic’. The majority of the forms had no suggestions for improvement but two people asked for more detail on finance: specifically budgeting and budget codes. This feedback will be taken into account for future events.

If you missed the workshop, or you would like more information about how to organise a conference, numerous resources including notes and PowerPoints for the session were have now been made available online for Sussex researchers here. If you have any further questions please get in touch with us at researchhive@sussex.ac.uk.

Hive Dates for Your Diary -- May 2013

Wellbeing Walk

Sixteen Doctoral Researchers met up on campus and walked over to Stanmer Park last Friday afternoon (3rd May).  It was a beautiful day for a gentle ramble over the fields and through the woods and the conversation flowed.  Some of the party ended up in Falmer Bar, while the others lingered at the sumptuous Stanmer House and enjoyed drinks in the early summer sun -- the perfect end to a busy week!

Shut Up and Write!

The Shut Up and Write! series has proved very popular and beneficial for researchers this academic year.  We are holding one final event on Tuesday May 14th at 3pm in the Library Cafe.  If you have never tried it before and like the idea of an informal, supportive writing session, if you've been experiencing writing blocks or just fancy a change of location, then come along and try it.  It will also be a valuable opportunity for those who have been attending regularly to get together once more, and, with any luck, it will continue.

Viva Survivors

'Viva Survivors' -- Tuesday, 21st May, 1pm-2.30pm in the Research Hive (Library top floor)

Hear stories and tips from researchers who have recently taken their Viva examinations and survived to tell the tale!  This informal, peer-led workshop will allow you to find out what the Viva is really like, share your concerns, and discuss how to prepare, what questions to expect, and how to defend your thesis.  Ideal for PhD students who are early on in their research and want to know what to expect, and for those who are preparing to face the Viva in the next year and want some practical tips and techniques to take away.

Just email us at researchhive@sussex.ac.uk to let us know that you intend to come along, and we'll see you there.

Evaluation Activities

We would love to hear your views about the Hive and its activities.  We will be running focus groups on Tuesday, 28th May, 1pm-3pm; Thursday, 30th May, 1pm-3pm and 5.30pm-7.30pm in the Library Meeting Room.  You would be very welcome to come along -- refreshments will be provided!  The focus groups will help us to capture experiences of the Hive and its events, find out what we're doing well and how we could improve our work and contribute to a positive researcher experience.  It will be an opportunity to share thoughts, views and experiences in a friendly, informal, confidential setting.  To take part, email the Research Hive at researchhive@sussex.ac.uk or chat with one of the Hive Scholars.  Let us know which session would be the most convenient and we'll send more details.  

We look forward to hearing from you!

Also please look out for our survey which will soon be launched on the Sussex Research Hive facebook, email, Twitter and blog!  There will be £25 Amazon vouchers to be won!

End-of-Year Picnic and Games

This year's Research Hive Scholars invite you to partake in their end-of-year celebration and get-together, which will take the form of a picnic and games afternoon at Stanmer Park just across Stony Mere Way on Thursday, June 13th.  Researchers will meet in the courtyard outside Sussex House at 12pm -- food, games, and Pimms will be provided!  There will be a range of non-compulsory activities, such as football, rounders, giant Jenga and giant Connect Four, so don't worry if you're not the sporty type -- just lie back and enjoy the company, Pimms, and sunshine (we hope)!

 
If you would like to come along, please email us at researchhive@sussex.ac.uk so we have an idea of numbers and can keep you posted.

Research Hive Scholar Role

It's coming up to that time of year when the Research Hive team will be looking to recruit three new Scholars for the next academic year, 2013-2014.  Information will be coming up soon, but, in the meantime, if you would like to chat to one of the Hive Scholars about what the role entails and their experiences, you can email us at researchhive@sussex.ac.uk, chat to Frank, Charlotte or Rachel when we are on duty in the Hive, or catch us at the Doctoral School end-of-year barbecue on 23rd May.

   

Viva Survivors

Tuesday 21st May 1pm-2.30pm in the Research Hive

Hear from researchers who have recently taken their Viva examinations and survived to tell the tale. This informal peer led workshop will allow you to find out what the Viva is really like, share your concerns and discuss how to prepare, what questions to expect and how to defend your thesis. Ideal for PhD students who are early on in their research and want to know what to expect, and for those who are preparing to face the Viva in the next year and want some practical tips and techniques to take away.
Just email us at researchhive@sussex.ac.uk to let us know that you intend to come along, and we'll see you there.

Researcher Wellbeing Walk Next Friday, 3 May!

On the heels of the successful Wellbeing Walk organised by the Doctoral School in March comes another opportunity to enjoy an afternoon away from work by stretching your legs and enjoying the beautiful South Downs in the springtime with fellow researchers! 

All doctoral researchers are invited to join the Hive Scholars for a leisurely stroll through Stanmer Park on Friday, 3 May.  We know all too well how difficult it can be to set aside time to not only enjoy the fresh spring air and beautiful Sussex countryside, but to look after your own health and allow your mind to escape the endless stream of research questions that can consume your day.  Why not take this opportunity to physically remove yourself from your research, the library, the lab, and -- yes -- even the Hive (!), to look after your wellbeing and meet other Sussex researchers?

Meet at 3.30pm in the courtyard of Falmer House and be prepared for a lovely afternoon with friendly colleagues.  We'll make our way around Stanmer Park and see where the afternoon takes us.  Bring your camera or sketchbook to document the natural beauty we'll encounter!  And, of course, our afternoon will conclude with a pub social where we can share our favourite pictures and stories from our day.  No need to book -- simply join us!

For more information, feel free to contact the Scholars at researchhive@sussex.ac.uk .

Postgraduate Researcher Experience Survey (PRES)

During our time so far as Hive Scholars, we have heard a lot from researchers about their experiences, both good and bad. As we all know, sometimes as researchers we can feel fairly isolated, and feel like problems we are having are just our problems. But it seems to us that there are a lot of common issues that researchers face. Sometimes these can be dealt with through better peer support networks, or gaining skills by attending workshops in time management and dealing with stress for example. But there are some issues that are more to do with the structures of how the university works: they are issues that the university could help improve.

The Postgraduate Research Experience Survey is now open. The survey is your chance to tell the university about your experience of your research degree. This is the only national survey of postgraduate research students, meaning it will compare the experience of Sussex researchers on a national level (like the National Student Survey (NSS) for undergraduates). This means that university are going to take it very seriously, especially if there is a high volume of responses. This is the best way to get your voice heard and effect changes that will improve researcher experience in the future. Your responses are anonymous so you can be totally honest.
So please fill out the survey in as much detail as possible. As a thank you for your time, the university is offering everyone who completes the survey a £5 food voucher to spend on campus.

Researcher Wellbeing Tips

There are multiple factors which can affect a researcher's wellbeing.  Sometimes researchers are not quite prepared for the level of work or independence expected of them and, for those students who have been academically successful through the undergraduate and taught postgraduate level, this can come as a shock and impact upon their confidence.  From being a 'big fish' in a small pond, they may find themselves 'small fish' once again and at the bottom of a new academic ladder where the newfound lack of status can hurt.  

The lack of structure compared with what they are used to can feel bewildering, and some doctoral researchers can float around not being quite sure what to do with themselves to begin with.  

Learning to navigate the supervisory relationship can take time -- supervision can be a very mysterious, complex process with researchers left wondering what is expected of them.  Supervisors come in all shapes and sizes with a range of approaches, and, if you are lucky enough to get one who answers emails promptly, gives you a regular slot, and gives helpful feedback and advice, then you have hit gold!  On the whole, doctoral researchers need to learn the art of managing their supervisor -- chasing them, setting up meetings, setting the agenda, and being very specific about what they need.  

For science researchers working in labs, relationships with their teams and professors can be difficult, whereas, for humanities researchers, the experience can be quite isolating and lonely.  In the worst case scenarios, doctoral researchers can be in danger or becoming socially isolated, which can have a detrimental impact on their mental wellbeing.  And then there are physical consequences of hunching over books or a computer screen all day, not getting enough exercise or daylight, and, in some cases, forgetting to eat properly and keep hydrated.  

Not forgetting the emotional ups and downs, especially when your thesis is very personal to you, when you are doing fieldwork and hearing difficult stories and / or just feeling that your research is a reflection of who you are and your abilities and worth.  If the research is not going well, you might feel this is a direct reflection on you and it can make you feel very low.  When you invest so much into doctoral research in terms of money, time and effort, there are occasions when you might end up wondering if it is all worth it.

Leading up to the Researcher Wellbeing Week (2013) at the University of Sussex, the Hive scholars collected tips from doctoral researchers about how they manage their wellbeing.  Some of these were practical; for example, to help with project and time management -- 'familiarise yourself with referencing software in the early days of your PhD,' planning, prioritizing essential tasks and working 'on individual pieces of the total project, otherwise it's overwhelming.'  Many of them recommended incorporating relaxation into the daily routine to avoid burnout, making sure you 'have something to look forward to every day,' get involved in fun activities in order to 'come back to it fresh' and to enjoy occasional treats such as a massage.

Exercise was a very popular way of managing both physical and mental wellbeing with researchers getting involved in a variety of activities, such as zumba, martial arts, team sports, going to the gym, running, yoga, and swimming (exercise can be very effective in reducing stress).  Ensuring you balance study and other responsibilities with social time is essential for researcher wellbeing, and so researchers advocated making time for family and friends and having a life outside research.  

It is equally important to get to know other researchers and feel part of the researcher community, as peers can provide a lot of support, advice, survival tips and share similar experiences.  It can also enhance the learning process to keep talking your thesis through and share ideas, so 'hibernating' was identified as a common pitfall.  

Maintaining a sense of perspective about your research is important, and it was suggested that you should 'draw the line between you and your thesis.  The thesis is something you make, not something you are.'  Another suggestion was 'Don't respect the thesis too much -- just do it!'  Above all, researchers should heed the advice of 'Be kind to yourself!' and 'Don't judge yourself too harshly!'  It is a great achievement to be accepted to do a thesis -- it does require a huge amount of motivation, positivity, and a proactive approach to make it through, and it's not for everyone, but there is much to gain in sticking with it.  Just remember you're not on your own; many other researchers will be having or will have had similar experiences, and there are lots of opportunities to get together and sources of support at the university. 

Links:

Doctoral School

Student Life

Sussex Sport

Students' Union

Article on wellbeing and and research student   

Upcoming Hive Events

The Hive Scholars have been busy organising our schedule of events for researchers and we've got lots to fit in before the end of the academic year! Below are some dates for your diaries - do comment below or get in touch via email if you want more information.

Shut Up and Write - April 9th, 3.00pm, Library Cafe

Continuing our successful series of shut up and write sessions - helping you get writing done and beat procrastination through positive peer pressure.

How to Organise an Academic Conference - April 18th, 11am, Fulton 202

Organising research events is a great addition to an academic CV, but it can seem time consuming and stressful. In this workshop a panel of experienced Sussex conference organisers will answer your questions, and share their knowledge and tips for every stage of the process: from assembling your team, to devising your concept, promotion, time management, practicalities, and more. There will also be advice on how to put together a successful application for the Doctoral School Researcher Led Initiative fund. Refreshments provided. Booking essential - book here.

Researcher wellbeing walk - May 3rd, meet in Falmer courtyard at 3.00pm

Following the success of the first wellbeing walk in Stanmer Park, the hive scholars are organising a second excursion. A chance to get away from your computer, meet other researchers, and see the beautiful landscape on our doorstep, in (hopefully) warmer spring weather. The walk will, of course, conclude in the pub.

Viva Survivors - May 21st, Research Hive, time TBC

A chance to hear from scholars from a range of disciplines who recently took their PhD Viva exam and lived to tell the tale. Discuss tips and strategies for preparation and handling questions.

A finally, we are planning an end of year picnic and games afternoon in June. In addition we will be seeking your feedback on the Hive 2012-13, so keep your eyes peeled for more details.