The First Interview and Beyond

1. The First Interview and Beyond How to survive as a Director of Studies A personal view Philip Best Senior DoS Physics & Astronomy

2. Finding the balance that works • Being a Director of Studies can be very demanding, and time-consuming • It can also be one of the most rewarding things that you do in your career. • You will need to find the balance that works for you. • You may well not optimise this in your first year, but the experience will set you up to get it right next year • You’ll get more efficient as you get more experienced

3. Get organised before Freshers’ week • Especially first time around, Freshers’ week will be a very busy time [depending on the number of students you’ll have, of course]. • The more that you can clear your diary of other things that week, the better. • If you are well-prepared in advance, it will all go more smoothly. • There are a number of things that you can do……

4. Get organised before Freshers’ week • Get familiar with University systems • EUCLID (and BOXI?) • Timetab • The DRPS • Learn about your own degree programmes • Compulsary courses in each year • Optional courses: advantages and disadvantages • Commonly-taken outside courses in pre-honours • Know what the role of a Director of Studies is • This induction course (Paul’s talk) • College webpages and TLA’s DoS handbook

5. Get organised before Freshers’ week • Assign yourself as DoS to your students in EUCLID • And if nobody else has, email them to let them know you are their new DoS • Also download photos and make a rogue’s gallery • Decide how you’ll organise the keeping of records: • paper filing • email directories, etc • Decide what (if any) limits you want to set on your availability to students • e.g. DoS surgery hours?

6. Preparing for the 1st interview • You’ll need an appointment system for arranging interviews in Freshers’ week, e.g. • sign-up sheet on your door • web-appointments, e.g. doodle (choice may depend on type of students you have) • Some interviews will be quite short (organised or non-communicative students), and others quite long (talkative, indecisive or problem students) • Set a timetable which will be efficient for your time, e.g. 15-20 min interview slots, with long gaps between every 4 or so, to allow catch-up.

7. Freshers’ week interview [Aside from formal academic / pastoral role] • Establish who you are • Freshers’ won’t really know… • Give the students a letter explaining the role of a DoS, and telling them how/when to contact you • Example available on College web site • Present the image you want to present • Set limits on expectations – you won’t solve everything • but you might help direct them to someone else who can

8. No-shows • Chase up students who don’t make appointments for Freshers’ week (contact info on EUCLID) • Email • If nothing by week 2, write letters / phone home • Remember that • Some Freshers simply don’t come (5-10%) – check EUCLID to see if they’ve matriculated. • Some advanced students don’t come back until week 1 • Know when to admit defeat

9. Keeping in Touch • You don’t need to “mother” students throughout the year, but retain some contact • see Freshers at the start of semester 2 • contact other students then to check all is OK • Email is your friend • helps keep more regular contact with students • deal with queries at your convenience, and when travelling • easy to keep records • Be encouraging: if they do well in exams, tell them so • Students really appreciate this. Some say they’re never told by anyone that they’re doing well

10. Throughout the year • Expect students to contact you about changes of outside course choices at the start of both terms • Expect plenty of contact regarding special circumstances around Dec and May exam periods • Be prepared for the reference season!

11. Lists and records • Email lists • set up a list of all your directees and each year group • (in future years) email them before Freshers’ week with information about meetings, their course choices, etc • Keep record of every contact • Or store emails where they can be found • Keep lists • Students who contacted you about special circumstances • Students who failed exams • Students with issues to be dealt with You think you’ll remember, but……

12. Mistakes • We all make them, so don’t panic • Fix it as soon as you spot it • Get help • other DoS’s • Teaching Organisation • College • Everyone wants the best for the student

13. Problem Students • 10% of students take 90% of your time • Keep an open mind • Try to get to the root cause! • Don’t assume you can (or should) solve everything • Don’t forget specialist services around the University • Key an eye on things and nip problems in the bud • Don’t act too soon – problems blow over or students change their mind • 90% of reward comes from 10% of students!

14. Students wanting to change/leave • There’ll always be some of these, often indecisive about what they actually want • If they want to change degree, they should talk with school they want to change to – you can give them advice but make them do the leg work • Ultimately they have to make their own decisions

15. Getting help • There’s lots of experience around – use it: • Teaching offices • Other DoSs (School Senior-DoS if you have one) • There’s also lots of info on the web • College web pages • TLA DoS handbook • School-level teaching pages • My own guide for Physics DoSs, including a large number of FAQs and how-to explanations: http://www.roe.ac.uk/~pnb/directors.html

16. The final word It’s important enough to be worth repeating: • Being a Director of Studies can be very demanding, and time-consuming • It can also be one of the most rewarding things that you do in your career. • You will need to find the balance that works for you.