Notes for Spring/Summer 2020 - Due to the "Stay Home, Stay Healthy" order, we have arranged for some alternatives as follows:
- Students who are leaving the city and need to remove their personal belongings should email operations@cs to know when they plan to come in. They must follow safety measures- staying 6ft away from anybody else, washing hands when they enter and when the leave. Please follow the attestation instructions that Tracy sends out every day. If you still have access to Workday, then you'll need to attest there as well.
- Alternatively, we can pack up their belongings and mail to them at a later date. Email operations@cs with instructions to include a list of items, location of items, and mailing address.
- Hard keys for either building can be sent to the Allen School by postal mail or dropped by the Allen Center Front Desk Monday through Friday between 10am-2pm
- Contact support@cs for any questions about equipment (desktops, laptops, mobile devices, etc.,) such as needing to keep your computer running so you can remote in or continue your research. Support will be able to tell you your options and help make any moves that are needed.
- ▢ Email support@cs and ask them to check what items show up under your name. Give them the last day you will be here and tell them that you will no longer need your machine(s); Please cc grad-advisor@cs. This includes, but is not limited to, other departmentally-owned laptops and mobile devices, including equipment provided by your advisor. Return any noted equipment to CSE 207.
- ▢ Make sure you've gotten everything you need from the home directories associated with your computer accounts.
- ▢ Save what you need to save from the local disks of your machine. The Lab reclaims the machines of students on leave. Please see the Graduate Student Desk and Machine Policies. if you have any questions.
- ▢ If you are graduating, review the page for what happens to your school email and other digital accounts after graduation.
- ▢ Change your address as a student and as an employee. Your W-2 forms will be sent to the address you show under your employee tab.
- ▢ Settle your debt at the Bensonstore!
- ▢ Clean out your grad mailbox, be sure to setup forwarding with needed vendors
A large number of students leave the Allen School Ph.D. program every year, both via voluntary choice and via graduation with the degree they originally sought. At the point of leaving there is an opportunity for honest and candid feedback about their experiences at the school and thoughts for how the school could improve the program. The goal of conducting an “exit interview” would be to capture this feedback in a way that is more honest and personal than a digital survey. Exit interviews are conducted and scheduled by the Grad Advising Team. It is expected that a student will meet with one member of the team, not all members.
Note: For spring/summer 2020 all exit interviews will be over Zoom
What to Expect
The interviews are conducted in person if possible as part of the logistics for returning keys and clearing building spaces. The advisor will send the student a list of starter questions as the interview is scheduled to allow them to collect their thoughts. During the interview the advisor will be recording notes in a google form as the interview progresses and try to make the interview into a conversation.
If the student is unable to meet for an in-person interview, a phone/video call interview should be preferred to just having the student fill the form directly. Having the student reply only in writing is an option if needed or preferred by the student.
All students are offered the opportunity to provide additional written or verbal feedback at any point the interview as well.
Confidentiality and Data
The student’s individual response will be treated as a student record, and subject to protection under FERPA in a similar manner to the annual Review of Progress. If the student would prefer to contribute any piece of feedback anonymously, separate from their specific student record, they can say so at any time during the interview and that decision will be respected by the interviewer. Data requested to be anonymous will be collected in a separate document to prevent accidental inclusion. Students may also request to share data in confidence with their interviewer, which should not be recorded or reported unless required by law..
Answers to each question recorded by the interviewer will be made available for viewing and analysis within the grad advising team, and de-identified and aggregated themes across responses will be made available internally to faculty and students in an aggregate report. Students can opt out of this aggregation if desired, and their interview will be marked and stored separately to avoid accidental inclusion.
Actions and Analysis
Raw data not requested to be anonymous by the student, in the form of notes taken by the interviewer, will be available to the grad advising team to refer back to as a part of the student’s record. These individual records are private, but results will be made actionable to the wider Allen School community in two forms: direct interventions suggested by the advising team and an annual aggregate report posted to the Ph.D. Program Data, Statistics, & Reports page.
Direct interventions are actions taken by the advising team inspired by feedback and ideas given by students in the exit interview. Examples could be new training resources created, new initiatives for student support, or changes to update department policies given insights into how these policies are currently impacting students. The G5PAC, GSV, and other student groups could help share the burden of refining and implementing these interventions with the grad advising team and the faculty. These interventions should stand on their own, and must not rely on specific references to confidential student reports in their justification, although it can be mentioned if they were inspired by takeaways from the exit interview process in general.
The annual aggregate report complements any direct interventions, and is a way to share interview results while protecting individual student privacy. After graduation of each cohort (sometime in the summer), the advising team will create a brief takeaway report summarizing themes found across interview responses not requested to remain confidential. Aggregate statistics of the form (x% of students suggested) or (N students mentioned) can be reported as long as the percentages are sufficiently high to protect individual students. The inverse can also be reported (i.e. no students mentioned this interesting topic we thought would come up). The annual report will be archived internally and past reports will be made available to current students and faculty.