3me phd council Meeting dd. 2 November 2017 Time: 12. 30-13. 30 Location: dcsc meeting room B34 c-3-190 Nr 3-2017/2018

MINUTES #03
Thursday, November 2, 2017
3mE PhD Council Meeting dd. 2 November 2017
Time: 12.30-13.30
Location: DCSC meeting room B34 C-3-190
Nr 3-2017/2018
Present:
Mascha Toppenberg (FGS)
Pieter Piscaer (DSCS)
Dave Weij (MTT)
Vilborg Guđjónsdóttir (P&E)
Pavlo Bazilinskyy (BME)
Ankur Kislaya (P&E)
Aytac Yilmaz (MSE)
Bart Doekemeijer (DSCS)
Eline Kolken (BME)
Konstantina Traka (MSE)
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Not present:
Zongchen Li (MTT)
Hans Hellendoorn (FGS)
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1. Opening: at 12:30
2. Announcements
This is the last meeting for Dave Weij, he is still looking for a replacement from MTT. George also sent the council members an email informing that he is resigning from the council. Good news is that there are 3 new members! Eline Kolken from BME, Konstantina Traka from MSE and Bart Doekemeijer from DSCS.
3. Approval of draft Minutes 2nd FGS-PhD Council meeting dd. 5 October 2017
The following actions from the action list were fulfilled:
- Write a report about Tata steel visit for website
- Discuss plan of rector to introduce scholarships for all PhD students with Hans
- Prepare a document with concerns regarding the scholarship idea
- Gather lunch meetings ideas
- Prepare pub quiz
The minutes were approved.
4. New members and new division of roles/duties
Lunch meetings: Eline, Bart and Aytac
Communication: Ankur and Pavlo
Secretary: Vilborg and Konstantina as a back-up
Chairman: Pieter
Surveys: Pieter and Bart
Inter PhD council: Pieter with Vilborg and Konstantina as back-ups
Pavlo suggested and volunteered to make a google docs form for people to sign-up for the lunch meetings. Ankur will then be responsible for the document. Mascha also mentioned that it is always possible to exchange roles if someone becomes bored or interested in another function.
5. Proposal changing 3me PhD mentorship
Mascha has at this moment around 120 mentors (all supervisor have to be a mentor as well), however not all PhD’s have mentors. Many that do have mentors are never invited for a meeting and in some instances PhD’s also don’t show up to scheduled meetings. The idea right now is to have a system similar to that one in Industrial design, they have fewer but more dedicated mentors. The idea right now is to have maximum 10 mentors that have volunteered so that no one is forced to be a mentor. If PhD’s want a meeting with a mentor then they will contact Mascha and she will schedule a meeting with one of those. Bart mentioned that it should be made certain that the step is not too high which could potentially discourage PhD’s from seeking out a meeting with a mentor. Mascha is going to send out the proposal soon and if there are any comments or suggestion the council members should let her know.
6. Events: Evaluation and upcoming events/lunch meetings
The Pub quiz went quite well however less people showed up than signed up, around 25 instead of almost 40. Dave emphasized that this could be improved by sending a reminder the same day to those that signed up. For the next lunch meeting Pavlo suggested to get his friend that has the Dutch record of the longest run to have a presentation. Vilborg mentioned that if he is not available she can contact Bluerise, a start-up from YES Delft. Aytac can also ask his supervisor, a tenure track person to present if both things do not work out. Konstantina suggested to do all three things. It was agreed that the other presentation could then be held at another lunch meetings.
Pavlo said that he could have the google drive account (instead of Dropbox) and a form ready that same day. Mascha will also make sure that the new members have access to the PhD council email and that the list of PhD’s will be sent to the account every month.
7. PhD Trajectory/Doctoral Education
Pieter and Bart will have a survey ready before the next council meeting.
8. (Inter) PhD council
Pieter announced that finally a meeting was scheduled. However, he could not be there since he was sick. In that meeting there should be one person from each faculty as well as 2 persons from Promood. Next time someone should be a representative form 3ME since now there are back-ups (Vilborg and Konstantina) if Pieter cannot make it.
9. Miscellaneous:
Nothing
10. Closing: at 13:30
Actions
Date
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Action
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Who
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Deadline
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08-09-16
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Find alumni in one’s department for company presentations.
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Everyone
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Ongoing
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06-04-17
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Check website and give feedback
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Everyone
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Ongoing
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07-09-17
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Task force group: Survey questions
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Pieter and Bart
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7-12-17
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02-11-17
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Order lunch for lunch meeting
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Bart, Eline, Aytac
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25-10-17
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02-11-17
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Prepare google docs document for lunch meetings sign-ups
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Pavlo
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30-11-17
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02-11-17
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Prepare PhD mentorship document
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Mascha
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7-12-17
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02-11-17
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Send list of possible lunch topics to Eline
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Vilborg
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Asap
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02-11-17
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Give new members access to the PhD council email
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Mascha
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7-12-17
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Topics for next meeting to be emailed to graduateschool-3me@tudelft.nl
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