RE11 Poster Coordinator Astrid Falkenberg Comments

Poster Judging:

E-mail from Mehmet Parlak (4/19/20):

“I attended the research expo and made it into semifinals, which is best 7 posters out of 250. However I cannot see my poster even in the honorable mention list. Would you put the semifinalists' posters at least to that list so we can get some result of our effort and this will make our professors glad as well.”

Dear Mehmet,

Congratulations on being selected into the semifinals for Research Expo. That is indeed an honor, and even though the judges had to make a difficult decision and chose another poster as finalist, I honor your efforts. Thank you very much for bringing this issue to my attention.

In the past, we have not chosen to display the names of the semifinalists for each department, which would amount to approximately 30 - 35 names, but we are always grateful for student feedback as we strive to continually improve the process. I will bring this up in a Research Expo committee meeting this week and discuss with the team. I can't promise that it will be implemented for this year, but I will definitely get back to you after the meeting.

Per my e-mail to dehelp from 4/26/10:

First, once we identify the semifinalists after Expo, we would provide youwith their names and poster numbers, so you could somehow "tag" or"identify" them in the database.

At the following site, the "post-Expo" site, where we list the posterwinners and a photo gallery, etc., is it possible to have another sectionright below the "Poster Winners", titled “Semifinalists", for instance,where people click and are directed to the same database as we have beenkeeping the abstracts but they can now see the list of semifinalists thathave been tagged as semifinalists from the whole list of posterregistrants? Does that make sense?

Actions:

Dehelp:

Per Cathy B., she is no longer in charge of RE website as of 4/26/10:

New web services manager, Kerry Knight

Victor Chen , ph: 4-5212 and/or Mimi with Phuong’s assistance to investigate how to address this.

Per Mimi, 4/26/10:

We should be able to add the semi-finalist feature for next year. Most probably wewould give you the ability to flag the semi-finalists yourself, and if any posterswere flagged then they would display below the winners.

Judging:

Remind Tatis to add this to judges' process that someone (judges volunteers?) needs to write down the semifinalists next year so we can flag them in the database.

Discuss for RE11 (left from RE09):

Abstracts:

DISCUSSION @ 2/23/09 MEETING: Per Denine, ok for the Poster Coordinator to make the downloaded excel sheet available to anyone who needs access to abstracts. Thus it’s ok for Jason to restrict access to anyone other than poster coordinator.

DECISION PER DH, 2/23/09: Make abstracts available to graduate students on graduate website in addition to the main Expo website without the requirement of students having to be officially registered for Research Expo. Thus, other staff members who need access to the abstracts before Expo can have access to them as well. Denine thinks that outsiders are unlikely to find their way to the graduate website and the abstracts.

Poster Registration and Registration for Breakout Sessions and Reception or?:

Some students, especially new ones don’t realize they need to sign up SEPARATELY for the breakout sessions.

  • Either clarify it better on the website or poster registration site that they have to sign up separately or
  • When they get the automated e-mail with confirmation of their poster registration, ask them to then go to the next page to sign up for the breakout sessions??? – Discuss with ???

Poster Uploads:

  • 68 posters were uploaded
  • Should provide an update on when they will be shown and where

Both Poster Registration and Poster Upload as pdf:

Phuong suggested we add the provision that students can reset their own passwords – check with dehelp BEFORE.

Poster Upload as pdf:

Let students know that they can upload revisions of their posters themselves, which automatically replace the current version of their posters.

Poster Exhibits for Viewing:

Post notice on graduate website or ? to let poster exhibitors know that they can view all abstracts at the following website after they’ve finished their revisions:

Withdrawn Posters:

RE10:

We noticed in 2010 that a couple of students withdrew:

a)After posters were numbered

b)After program was printed

It was difficult to add students on the wait list and assign them a poster number (i.e. 148A in ECE while a student in NanoEngineering had withdrawn) so the numbering did not get messed up, and still make room for them. We should maybe decide for next year how to do it beforehand, i.e. decide on a specific cut-off date for accepting students from the wait-list.

Withdrawn Posters and Exchanging them for Posters on Wait List:

  • Think about if there should be a cut-off, like once we’ve numbered the posters, we do NOT accept any more from the wait list.
  • It got too complicated in 2010 to add students once posters were numbered.
  • Poster data application system didn’t allow numbers like “148A”, with any letters added to avoid renumbering, or if we added “148.5”, all other poster numbers would have a decimal point added, i.e. “148.0”, unless a new program was written.
  • Per Cathy B’s e-mail (4/7/10, 1:06 p.m.), she found a way temporarily to add 148A to the main display, but needs to accommodate poster numbers with letters next year – address it earlier!

Message to Students with Withdrawn Posters at LAST MINUTE (from 2009):

When students withdraw at the last minute (i.e. 2 days before RE), let them know that they have taken another student’s spot on the wait list and copy their faculty advisor on the response, see below:

Dear Weiguang,

I'm sorry to hear that and wish you had been able to withdraw your poster at an earlier date, so we would have been able to allow another student on our wait list to be added in your place.

Since the programs have already been printed, it's too late to delete it from there, but we'll post a sign on the board reserved for your poster #173.

Please let me know if you will still be able to attend the luncheon and the breakout sessions, as you had registered for them. If so, you'll need to pick up your nametag during the poster sign-in on Wednesday between 4 and 8 p.m, as this is your ticket to be admitted to the luncheon.

Please let me know. If not, I'll delete your name.

Best Regards,

Astrid

Withdrawn Posters (from 2008):

  • If they withdraw early enough, we can renumber the posters.
  • If not, and we have already printed the abstracts and mailed the judges packages, we skip their poster number and the poster board.
  • We can print out on computer a sheet that reads “Poster Withdrawn” (or we can get some done prior to event from Imprints) - check into this earlier next year, as it may look more professional from Imprints and not wait till last minute as we never got the ones from Sign Shop.
  • How to list on the program?
  • Since people may get confused and think the entire poster list subsequent to the withdrawn poster is incorrectly numbered, Paul suggested the following:
  • My suggestion would be to note where the title is now blank to insert something like “(poster withdrawn)”.
  • Action: Please provide feedback on the “Poster Withdrawn” annotation in the program. Is this a good idea? Should we continue next year?
  • Per DH and others at meeting:YES.
  • Should we consider making signs for following year, or too costly?
  • If in budget, we can print some signs, otherwise continue using the printed versions – be sure to have some ready in time – don’t have any left from this year!

Nametags (from 2008):

Printing of Nametags:

Before Auntwanette prints nametags from the list generated by lunch registrations, check with her and ask her to also print a list of ALL student poster presenters and Co-Presenters, so everyone has a nametag, but annotate on the master poster presenter list and sign-in sheet which ones are NOT registered for the luncheon.

Truncated Student Names:

We have the same student this year with the very long name that got
truncated again. The "as" in "Matthias" does not show up in his name on
poster #151. I don't remember what you did last year to make it appear.
Could you please have a look at it?
Christopher Matthias Schmidt-Wetekam
Per Jason, his name is truncated in the campus data. He manually updated our copy of the data so his full name now appears.

Download Data from Application to Excel:

  • If it happens again that the download doesn’t go directly to Excel but to an Internet Site, then I have to associate it with Excel instead of Internet.
  • When I need to send the first e-mail to registered poster applicants to inform them that the site has been reopened for registered participants who have submitted posters untila certain time and they may make changes until then, send an e-mail to dehelp and attach last year’s spreadsheet located at:
  • T:\Development Shared\RR10\POSTER SESSION\Poster Presenter E-Mail Addresses – File Name: 2010 Poster Data_E-mails_2-23-10.xls – first tab (Original)
  • “As registration is now closed and my next step is to send an e-mail to all registered students and co-presenters, I’ll need to get access to the student data, i.e. e-mail addresses for both the lead students and all co-presenters (students 1 - ?), in an excel spreadsheet, so I can send an e-mail to them letting them know we’ll reopen access until a certain date. “

Poster Registration for Students with and without active PID#:

We just received a poster cancellation and invite you to register your poster if you would like to be included in Research Expo on _____.

I’m going to have to create an account for you and will need to add the following information for you. Please send it to me ASAP:

  1. Your PID#
  2. Your full name
  3. Your e-mail address
  4. Lab phone number
  5. Estimated graduation year
  6. Poster title
  7. Department (please also indicate if you are associated with a Research Institute and would like to attach the RI logo to your poster)
  8. Abstract (100-400 words)
  9. Primary advisor
  10. Name, e-mail address and anticipated graduation year of any Co-Presenters
  11. Links to any websites to be attached to poster registration
  12. Up to 3 files to be attached to your poster registration in the following format:
  13. MS Word, PDF, Video, or Image [GIF or JPG]

Please let me know if you are not interested in participating so I may contact the next student on the wait list.

OR, if student withdraws before we close access to poster registration:

Our webmaster will manually create the account and forward me the password, which I can change to one of your liking using the internal application.

After I have entered all the above information and created your account, you may access it at any time between now and Jan. 22nd to make changes, add a co-presenter and attach any files.

Poster Sign-In:

When preparing sign-in spreadsheets, how to separate lead and co-presenters by first and last name (and middle name):

  • Move Column to be selected to the end of the spreadsheet (so you have empty columns next to it)
  • Select the whole column
  • Click on “Data”
  • Text to Columns
  • Click on “Delimited”
  • Next
  • Click on “Space”
  • Next
  • Finish
  • Make sure to move the last names to the last name column and keep middle names in middle name columns etc.

A/V Equipment:

Student asked if it was ok to bring their own power cords after he asked if we could make an exception:

Dear Ramsin,

Please be sure to make the necessary arrangements with the people at the Price Center, if you are allowed to bring and hook up your own power supply cable.

We have arranged to be there from 9 - 11 a.m. on April 15th to have all poster exhibitors sign in and put up their posters during that time, as indicated on the graduate website and in my e-mails. If you want to come in at any other time, please make your own arrangements.

The day before RE:

Hi Ramsin,

I spoke with Chandra and Astrid. We agreed that due to the size of the Research Expo tomorrow we will have to require that all participants provide items that are battery operated only such as computers etc. It would be impossible for us to provide electricity throughout the room for participants and still remain within fire code etc. Please discuss with your professor and Astrid to ensure that your judging is not affected due to the fact that power cannot be provided.

Thanks,

Dan Maringer

Dan Maringer

Scheduling and Event Services Manager

University Centers

University of California San Diego

(858) 534-9433

S&E Library Award:

Criteria per Mary-Linn Bergstrom (4/12/10): “We present the 'Best Use of the Literature' awards based on the integration of literature citations within the poster, the use of references to support statements about the research, the number of citations included, and the variety of sources that are identified.”

OR:

In response to your question about the criteria used for selecting the 2 posters for the S&E Library Best Literature Review Awards, the librarian judges look for:

· Quantity of references to quality sources

· Variety of source types, i.e. articles, patents, conference papers, technical reports

· Use of literature citations throughout the poster

T:\Development Shared\RR10\POSTER SESSION/ DRAFT of RE11 Poster Coordinator Astrid Falkenberg Comments.doc

Revised: 10/13/18