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 1 st 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.