Meeting Minutes (2020-2021)

Proposal for CoC ratification and creation of CoC representative position

Based on feedback from students, will change and adapt to needs of students as they arise.

Open discussion on proposed measures:

Thanks to all the students involved in the process of creation of this CoC.
Discussion regarding the CoC representative position
1. Are the annual reviews necessary?
  > Difficulty of being an annual organization with regular turnover. Position would ensure the task of CoC review is accomplished/does not fall through the cracks.
2. Could this position be absorbed by another position?
  1. Maybe, but needs to be appropriately paired with the CoC ratification.
  2. Options for other positions: Climate Committee (given relevancy) or Colloquium Representative (given their light load)
3. What is the purpose of working with the President and Vice President?
  > This was removed from the draft.
4. Need to make explicit responsibilities.
  > Agreed that the position should be responsible for logistics and decisions should be made collectively.
5. Clear list of responsibilities added to position descriptions.
  > Added to the draft.
6. Training should be required for this position.
  1. Galen asks for assistance in generating which trainings to require and where to find them.
  2. Will be added to the draft.
7. Motion to delay vote so collective feedback on position description could be gathered and vote can take place virtually.

Vote to be held next week ( 3/21/21) virtually via a survey; position description will get sent out as a Google doc for feedback.

Invited Speaker

Colloquium Representative Steve Cassidy will be setting up nominations and a vote for next year’s speaker. Keep an eye out for those emails.

Upcoming Elections

Emails will be going out soon to call for nominations for the upcoming BGSA election – needs to be checked.
Anyone can nominate themselves/another person. Putting together the final vote is done by the Treasurer.
For elections, it was noted that the Treasurer position comes with a lot of responsibilities, so in the future, we may need to rethink position descriptions.

Finance update

Success in fundraising despite COVID. Funds used for 2 awards for the URAP symposium, new undergraduate research grant, and the Olowo graduate award.
Stickers from the fundraising team – there will be prices for buying all/singles/threes.

Additional items

Check out the new departmental cookbook. Thank you Min Zhao!
Suggestion to update the international student manual. Claudia offered to help Min.
Epiphyte potting parties possibly upcoming in the greenhouse. Lindsey will reach out.
Update of student handbook – email Maria about suggestions to improve the graduate student handbook.

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BGSA Meeting, 12 October 2020

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Attendees:

Galen Cobb, Bethany Zumwalde, Min Zhao, Jessie Pelosi, Steven Cassidy, Natya Hans, Kasey Pham, Ryan St Laurent, Emilie-Kate Tavernier, Shelly Gaynor, Jimmy Peniston, Nerine Constant, Thomas Murphy, Ella Nicklin, Claudia Garnacia Diaz, Trey Polvadore, Arik Hartmann, David Sparks, Daniel Montalvo, Krista Koeller, Ashley Meade, Renato Bruno, George Glen, Lindsey Riibe, Maria Cortez, Lillian Hendrick, Lauren Whitehurst, Aditi Jayarajan

October 2020 BGSA Agenda (estimated duration 1.5 hours):

Department updates by Marta
Graduate Student COVID survey results
Announcements
Committee Updates

Marta (chair) presents departmental updates:

University admin committed to F2F teaching in Spring – as many sections as Last spring 2020. Only for undergraduate courses. 2010 and 2011 labs will be online by necessity- TA positions. Susan will send out survey for TA positions to students. Grad students need to follow ADA process if they want to be medically exempt (Oct 19th last date to apply).
International undergrad students – there is uncertainty with F2F instruction. Most classes will be Hy-Flex. International students may get first choice to pick courses.

Preliminary survey results:

46 responses in 12 days
Different grad students answered: range of students answered (1-5th) year responded. Lot of discomfort returning to campus.
Teaching:
- People were comfortable with online teaching. F2F teaching – uncomfortable.
- Additional resources: pedagogy courses needed by grad students – either online or seminars. Wanted trained faculty support and recognition for grad student work with regard to online teaching experience (increased work load).
- Top concerns: Mask enforcement, social distancing, adequate PPE
Research:
- Overall response for research skews towards somewhat comfortable .
- Specific concerns: future funding – referred to grants or departmental support, delay in graduation
- Top concerns: funding for future and delay in graduation (not specified whether grant or stipend funding)
- Help needed for physical resources – need computer monitors, resources for teaching and research
International students: research funding, I-20, visa renewal, etc.
Feedback:
- Want social distanced in-person socials (sign up or rotate).
- Mistrust for F2F and in person instruction, comments about student need for F2F and student educational needs.
- Need understanding from mentors and teaching faculty, colleagues and greater support from faculty side.
Marta’s comments:
- Chris McCarty – good resource for funding and international concern. GAU is effective.
- Suggested to K-12 students and undergrads – “pods” for students, aware of time taken to graduate may be longer and will be considering smaller cohort sizes.
- Explicit funding for one extra semester.
- Work from alt locations may be limited in spring – if it is not in Gainesville, may not approve many of these forms (tax liabilities and finances).After election, university will understand the situation better about finances.
Mentors not understanding how much time it takes of students time and energy, students working with faculty on a course – burden to shift online was left to students. Many courses were in person and there is a lot to transition online now – slide shows and presentations. Online communication with students take up a lot of time, need to accommodate students who are sick and more prepping for in person and online.
Survey indicates that graduation delays may be 1-3 semesters.

Next step actions: address in-person teaching, direct advocacy with GAU, letter writing with grad student signatures, coordinating with faculty to gain access to more pedagogy courses/seminars focused on remote and online teaching, requesting guarantees for future grad funding given expected delays, organizing socially distanced events in courtyard- need to coordinate, maybe joint with FMSA, suggestions- event to socialize ZooJoe and Botan-Tea
Be specific on what we want for pedagogy – for example a seminar/workshop.
Top concerns: In-person teaching (social distancing and mask enforcement), funding for the future, delays in graduation, technical equipment for working from home/virtual teaching, and international student support.

Announcements:

 Code of conduct and statement of value draft will be sent out for comment, need comments and feedback. Specifically for BGSA.
Ad-hoc Bylaws Committee to be established to write BGSA bylaws: Works closely with faculty and need 3-5 members.
- Volunteers needed (3-5 students)- email Galen ASAP (might be in addition to BGSA rep position)
-  2-year commitment, consistent with faculty ad department and will be approved by Dean.
- Rep can be a member from the grad student body

Committee Updates:

If an officer/committee is not listed, there are no current updates.

New URAP committee member appointment and confirmation

Claudia Garnica Diaz has volunteered to be on the URAP committee. Passed by majority vote, not opposed.

Update from Treasurer:

Funds/Accounts have been transferred, $491.68 transferred, $40 given to fundraising committee.
Working with fundraising representatives to brainstorm fundraising efforts.

Update from PR/Fundraising Committee :

Met with faculty, reviewing highlight profiles on international students written by aspiring science writer, Patrick Farrar.
Virtual fundraising – postcards, coloring books, prints, paintings.
Arik will be sending swag out to participants in the Welcome Social.
Important for URAP grants, etc.

Graduate Representative:

Met with Matthew Liebold – need to discuss how to proceed, will get feedback from students.
Looking into compiling companion document to Graduate Student Handbook .

IT Representative:

Full access to website, can update as needed.
Will be posting BGSA meeting minutes to website from now forward.

Greenhouse Representative (key updates bolded): 

New research greenhouse request form: Greenhouse Request Form (a check list of info to share w/ Greenhouse Committee when requesting space)
Research Greenhouse in disrepair at the moment!
- No irrigation, all plants in one of 4 rooms (impossible to move around).
- New irrigation system being installed, and tables rebuilt.
- Delay due to COVID. Scheduled for Spring 2020 semester, working on it now.
Fern Greenhouse being repaired (parking lot).
- Broken windows replaced, new irrigation system being installed, cooling fan back online!
- In process of adding tables, installing pond, and moving ferns back in
Cactus & Succulent Greenhouses (roof) are fine.
Succulent Greenhouse (parking lot) is fine, but crowded.
- More space once ferns transferred to Fern Greenhouse
Greenhouse manager (Jeff Hubbard) has been struggling with health issues since June.
If interested in helping to get greenhouses up and running, email Lindsey (la.riibe@ufl.edu)!
- May have a couple work parties to build tables, move plants, weed, etc.

Whitney Labs Representative:

Science by the Shore has been cancelled for this year.
Biology retreat being discussed by faculty. Faculty has been asked to volunteer for the retreat and we will hear back on next faculty meeting.

URAP Committee :

Developed a list of opportunities for undergraduate students for research across the university and externally .
Collected a list of research opportunities within the department by graduate students, post-docs, and faculty.
Updated the URAP website, and in the process of updating this with additional opportunities.

Mental Health Committee Representatives:

Continuing with biweekly meetings on Thursdays at 4 pm.

Retreat Representative:

Coordinating with the chair for retreat planning; waiting on formation of faculty committee.

Climate Committee Representatives:

Reached out to and will be meeting with faculty members of committee to review and follow up on last year’s departmental climate survey.

Further Comments:

Spring courses: Intro to Grad Studies will be held then.
Poll: Students want strategies for maximizing efficiency in online teaching, managing hybrid classrooms, online specific pedagogical practices, and some interest in general pedagogical techniques.
- Course format: majority preferred a departmental seminar. Other options were links to CTE training, graduate level course.

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BGSA Meeting, 27 August 2020

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Attendees:

Galen Cobb, Tyler Bowling, Alexandra Hernandez, Thomas Murphy, Bethany Zumwalde, Becca Key, Nerine Constant, Michelle Gaynor, Natya Hans, Jonathan Spoelhof, Zuania Colon- Pineiro, Lindsey Riibe, Lauren Whitehurst, Arik Hartman, Juliette Rubin, Jessie Pelosi, Katie Feerst, Adania Flemming, Annika Smith, Caludia Juliana Garnica, Jimmy Peniston, Kara Taylor, Kasey Pham, Martia Beatriz de Souza Cortez, Min Zhao, Ryan St. Laurent, Emilie Kate Tavernier, Jessica Whelpley, Ashley Meade, George Glen, Abby, Marta Wayne, Aditi Jayarajan

Welcome

Database:
https://bgsa.biology.ufl.edu/covid-19-resources/
Contingency plan – guest lectures, materials, advice on how to handle courses, contact information
Survey put together – 10 mins. Will be sent out in the next week or two

Marta:

Mask policy-masks required indoors and not outdoors. Stay 6 feet apart outdoors. N-95 respirators with vent are not acceptable. University and Dean’s office confirming this. If someone is not in compliance, talk to them. If they are in the classroom, enforce it-Student Conduct Code. Margaret Field’s-Dean’s Office, Marta Wayne, Pete-can contact them. Students should be informed about mask wearing policy and they will be asked to leave otherwise it will be cancelled. TA could offer a mask-disposable masks available in stockroom (from Pete). Cannot stockpile masks. Contingency plan- does the University have one, expectation is that it may go online. If something dramatic happens, it will move to online.
https://ufsa.ufl.edu/gatorcarekits/
Where will sick students be quarantined? If living in graduate student housing, speak to the mayors. Depends on the type of housing-international students living there. May be closing Maguire housing?
https://www.change.org/p/the-university-of-florida-division-of-student-affairs-stop-using-uf-residential-apartments-to-quarantine-covid-patients?recruiter=778461259&utm_source=share_petition&utm_medium=facebook&utm_campaign=share_petition&recruited_by_id=246520d0-9502-11e7-be3e-1b7f9468d058&utm_content=fht-24230899-en-us%3A2
Grad student funding: how will the pandemic affect students for future funding? Finish on time-may be hard, lack of access, etc. New faculty need grad students- to make labs functional, grad students are important for intellectual labor of university. Economy is not great- budget cuts maybe after the election. Vacant positions may not be filled-avoid layoffs. Success of students reflect on faculty, Marta is committed to helping. Trickle out spending, AI initiative is something positive to focus on. Cost neutral-hires are being switched.
https://news.ufl.edu/2020/07/nvidia-partnership/
Talk to advisors- personal and professional communication. Marta asked not to put high stakes exams during exam week. Talk about productivity goals with advisors. Contact Susan, Matthew or Marta for help
https://bgsa.biology.ufl.edu/bgsa-organisation/mental-health-awareness/
https://gatorcare.org/gatorgradcare/
https://shcc.ufl.edu/services/specialty-care/telehealth-2/
Share resources for the undergrads
https://redemption.talkspace.com/redemption/gatorcare
Do mental health training: QPR training, is it open to undergrads?
Grants: Ask for grant extensions, Travel Grants from student government, availability of approved travel grants, emergency funds?
Will be limiting marginalized students if fewer students are being accepted
Students expressed concerns over the use of the grad student common lounge.
Survey needed.

BGSA Officer Updates

Curriculum Rep-Stephanie Wheeler: no updates.
Graduate Rep– Maria Cortez: Matthew Leibold will be doing updates on handbook, Maria will volunteer to help. Climate survey, recommendations, clarity needed, assessment for grad students.
Writing and Reading Accountability group: Suggestion by Adania.
Space and Facilities Rep– Jonathan Spoelhof: Grad student lounge- 1 person at a time. Sign in sheet, occupied sign
GSC Rep-Lauren Whitehurst and Lilian Hendrick: no updates. Sept 2nd, virtual conferences, travel approved by Dean’s office
Colloquium Rep-Steven Cassidy: no updates.
IT Rep– Kasey Pham: needs to contact Lily
Public Relations and Fundraising Rep– Kasey and Arik Hartmann: Jeremy Lichstein- newsletter. Undergrad recognition. Gear and biology swag- creative ways to distribute it
Greenhouse Rep– Lindsey Riibe: Greenhouse manager, Jeff, health issues. Lindsey will help.
Whitney Lab Rep-David Sparks: 2 new incoming students.
Bartram Carr Woods Rep– Annika Smith: have an iNaturalist remote event, hands-on work socially distanced- invasive plant removal
URAP Committee-Jessie Pelosi, Adania Flemming, Shelly Gaynor: complied list for grants, opportunities for undergrads, can they use research for credit?
Awards Committee– Jimmy Peniston, George Glen, Annika Smith: no new changes
Welcoming Committee– Bethany Zumwalde, David Sparks, Emilie- Kate Tavernier: happening 9/28/2020, 5-6:30pm
Mental Health Committee-Jimmy Peniston, Lauren Whitehurst: Bi-weekly meetings. Talkspace is available: Virtual visits and can get chat/weekly video conferences, unlimited therapy?
International Rep-Min Zhao: host a virtual international potluck some time in November (after election), sharing cook books and food. Anyone is welcome, not just international students/faculty/staff. Thinking about a training session for tax filing for international students in February, new students are concerned and we may want to reach out to them. International Student Center: Gator Connect, can get in touch with students from a geographical region. https://connect.ufalumni.ufl.edu/network/gatorclubs/internationalclubs
Retreat Rep– Ryan St. Laurent: October 1st will email Marta
Climate Committee Grad Rep– Jimmy Peniston, Jessie Whelpley, Ellen Humbel: no updates
Treasurer– Aditi Jayarajan: Lindsey Riibe (former treasurer) handed over $491. 68 to Aditi. $40 is in the fundraising bank with Arik Hartmann.

Galen suggested having another meeting mid semester? Mid October?
URAP Committee: Are folks aware of past recipients and where one can find the grants online? Almost all are unaware and do not know who the past recipients were.

https://biology.ufl.edu/undergraduates/urap/

URAP UNDERGRADUATE RESEARCH GRANTS

The Biology Graduate Student Association (BGSA), which includes URAP, tries to fund up to two undergraduate research grants of $250 each annually. These grants are meant to provide support to undergraduates and can be applied to research expenses, fieldwork, or travel to conferences. All undergraduates conducting research in labs associated with the Department of Biology are welcome to apply. Preference will be given to projects that are not currently funded, but students with well-funded projects are encouraged to apply.

Applications are DUE by 5:00pm on Friday, May 1st 2020 and should be submitted to the URAP committee at urapsymposium@gmail.com.

The budget statement should only include a list of items that will be purchased with this grant money and a one-sentence justification.

For application instructions and materials, please download the Cover Letter and Instructions PDF file here.

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Biology Graduate Student Association