Graduate Student Handbook

APPENDIX C: GRADUATE REPRESENTATIVE HOSTING JOB CANDIDATES

1. Host the candidate luncheon with graduate students, typically held before or after the job talk. This means the rep must organize the catering for the breakfast reception or lunch. Assuming that the job talk takes place on Wednesday, the rep should touch base with the department secretary the Friday before to find out more about which vendors Rutgers will accept reimbursements. The interviewee (or those in contact with the interviewee) should be consulted to make sure that they do not have any allergies. The order should be called in to the department secretary (for 8-10 people) on the Monday before the talk, so that s/he can coordinate with the catering company to arrive at the appropriate time.

2. Encourage graduate students to attend both the job talk and the lunch by soliciting attendees of the lunch via email about one week and a few days before the actual job talk. We recommend securing 7-8 graduate students for participation, but ordering food for 10. Typically, a few additional students that did not email will join for the lunch.

3. Organize discussion during the job talk by asking graduate students to introduce themselves at the beginning of the lunch. This tends to involve 1-5 minute introductions from each student followed by a Q&A for the interviewee. While you may opt to be more involved in this process, let the interviewee specify what they want to know from each student. This can be a useful criterion by which graduate students judge each of the interviewees. Preparing some questions ahead of time is helpful, because awkward silences may happen more often than one might expect.

4. Obtain feedback on the candidates after the visit by (1) speaking with graduate students who attended the lunch, (2) reaching out to those who attended the talk, via email or in person, and (3) sending out a Qualtrics survey after each talk OR after all of the job talks have been completed. This structured survey data will improve the quantity and quality of feedback from a range of graduate students. The graduate student rep should be proactive in collecting student feedback, and quick to synthesize it after the last talk. The rep should also be proactive in finding out the date(s) that faculty will be making these decisions, so as to have this feedback fully prepared. Faculty typically need to make these job decisions quickly.

< Previous Section: Appendix B: Graduate Participation in Faculty Recruitment  |  Next Section: Appendix D: Resources >

APPENDIX D: RESOURCES

We try to keep the following list up to date, but changes do occur.  Please do some searching on your own, and ask the Graduate Director or Graduate Program Coordinator if you need assistance.  

Bias Reporting and Prevention:
http://studentaffairs.rutgers.edu/services-and-support/bias/

Career Center – Graduate Student Resources
Resume critiques, workshops, and other resources
Career Exploration and Success | Career Exploration and Success (rutgers.edu)  

Cultural Center Collaborative
Centers include: 1) Paul Robeson Cultural Center, 2) Center for Latino Arts & Culture, 3) Asian American Cultural Center, and 4) Center for Social Justice & LGBT Communities
http://culturalcollaborative.rutgers.edu/

Counseling, ADAP & Psychiatric Services (CAPS)
General Services, Consultations, and Other Appointments:
http://rhscaps.rutgers.edu/

Alcohol & Other Drug Assistance Program (ADAP)
Consultations, support groups, and individual counseling:
http://rhscaps.rutgers.edu/services/alcohol-and-other-drug-assistance-program-adap

Dining Services
Dining options, meal plan options, and hours of operation http://food.rutgers.edu/

Graduate Student Association (GSA)
gsa.rutgers.edu

Graduate Student Life Office
graduatestudentlife.rutgers.edu

Health Outreach, Promotion and Education (HOPE)
http://rhshope.rutgers.edu/

Information and Support for Undocumented Students
https://studentsupport.rutgers.edu/services/support-undocumented-students#:~:text=RICAP%20hosts%20community%20forums%2C%20informational,mary.hewey%40r utgers.edu  

International Student Services
Rutgers GLOBAL Center for Global Services
https://global.rutgers.edu/international-scholars-students/students

Office of Disability Services
Apply for services, accommodations, and assistive technology and see accessibility https://ods.rutgers.edu/

Office of Student Legal Services
Provides legal assistance for all students including advising, representation, and referrals http://rusls.rutgers.edu/about-us-2/

Office of the Ombudsperson
Confidential resources and support with any concerns related to Rutgers University http://ombuds.rutgers.edu/

Off-Campus Living and Community Partnerships
Rental information, living-related problem solving, spiritual resources, and food pantry
http://ruoffcampus.rutgers.edu/

Student Food Pantry
The Rutgers Student Food Pantry, a resource for all Rutgers students in need of food assistance, is located at 39 Union St (College Ave Campus).
Open Monday-Friday from 9AM-4PM
http://foodpantry.rutgers.edu/

Interfaith Prayer/Meditation Rooms: Located in every student center

Residence Life–Graduate Housing
Graduate student housing in the Rutgers Residence Halls
http://ruoncampus.rutgers.edu/graduate-student-housing/

Rutgers University Police Department (RUPD)
Emergency services, escorts across campus, and lost and found queries
http://rupd.rutgers.edu/

Technological Support
Office of Information Technology: electronic computing support
https://oit.rutgers.edu/

Information Technology Support: electronic communication/services support  
https://its.rutgers.edu/

Temporary Conditions
Temporary Conditions or Injury typically 8 weeks or less
temporaryconditions.rutgers.edu

Transportation, Parking Information, and Parking Passes
Rutgers Transportation (parking passes, buses and shuttles):
http://rudots.rutgers.edu/campusbuses.shtml

Rutgers Parking Pass Portal 
https://rudots.nupark.com/v2/Portal/Login?ReturnUrl=%2Fv2%2Fportal%3FreturnUrl%3D%2Fporta l%2F

Department of Transportation at Rutgers  
http://parktran.rutgers.edu/

New Brunswick Parking Authority http://www.njnbpa.org/

Recreation–Fitness and Wellness
Fitness centers and hours, spa services, and classes http://recreation.rutgers.edu/fitness-wellness/

Sexual Violence
Endsexualviolence.rutgers.eduClick here to access the program: https://studentsuccess.org/SP/rutgers

Student Health
Make a physical health appointment or a psychological wellness appointment (CAPS)
http://health.rutgers.edu/

Violence Prevention and Victim Assistance
Interpersonal Violence Services, including Counseling and reporting as Crime Victim.
http://vpva.rutgers.edu/Click here to access the program: https://studentsuccess.org/SP/rutgers

< Previous Section: Appendix C: Guidelines for Graduate Student Representative Hosting Job Candidates  |  Next Section Appendix E: Community and Equity Committee (CEC) >

APPENDIX B: GRADUATE PARTICIPATION IN FACULTY RECRUITMENT

Background

Recruitment of T/TT faculty is one of our most important and consequential duties as faculty members. We are potentially hiring a new colleague for a duration of thirty or more years. Any new hire must satisfy important criteria which include: (1) a strong track record and clear promise of achieving promotion with tenure; (2) the ability to strengthen the department core clusters and/or address new areas of specialization/growing areas within the discipline; (3) the ability to bridge multiple areas of specialization; (4) the ability to strengthen ties across SAS departments and schools; (5) the ability to strengthen and/or broaden course offerings and provide mentorship at the graduate level; (6) the needs of the undergraduate program, because tuition dollars support the vast majority of the SAS (and the department) budget; and (7) the ability to satisfy a number of constituencies, including the university administration, faculty, and students.

The hiring decision necessitates a long-term perspective regarding the department’s interests. The department’s by-laws, which comply with guidelines laid out by the SAS by-laws, state that each T/TT faculty member has voting rights on the hire of a new T/TT faculty member. NTT faculty, who are currently appointed on three-year contracts, and students, who are short-term members of the department, play an advisory role in the hiring process, but they do not have voting rights on positions outside of their track or rank. This voting structure is consistent with that found across American universities.

Nonetheless, graduate student perspectives on potential hires are valuable in faculty deliberations, and student involvement in our recruitment efforts is essential to a successful outcome. Moreover, the experience of serving as a search committee rep provides students with valuable insight into the academic job market. This document offers guidelines and expectations for both faculty and students about roles in the hiring process.

Student Involvement in Hiring Efforts

GUSS should select a graduate student to serve in an advisory capacity on the recruitment committee no later than August of the year in which they will serve. Typically, selection of the short list of candidates is complete by early October, with campus visits to follow later in the month. An official job offer to our top candidate is often made in November.

The GUSS student rep will have the following responsibilities:

1. Meet with the search committee chair to discuss expectations regarding the hiring process and timing of key events at the beginning of the semester. In particular, the chair and student rep should discuss and anticipate any periods that may be active and rushed (e.g. when faculty are making decisions about applications, interviews, and/or offers).
2. Meet with and/or survey other graduate students to identify graduate student priorities (e.g. substantive area; methodological expertise; diversity) in a new faculty hire. The student rep should share this information with the committee at an early date so that faculty committee members can keep these criteria in mind as they review applications.
3. Access and review the applications (minus letters of recommendation) via the online HR process.
4. Prior to the faculty deliberations selecting long/short lists of candidates, the graduate student rep should pass on any additional information on criteria important to graduate students in the hire. The rep is welcome to provide names of candidates whom s/he finds particularly appealing.
5. Encourage and secure graduate student involvement in the campus visits. This consists of: hosting the candidate luncheon with graduate students, typically held after the job talk; encouraging graduate students to attend both the job talk and the lunch; and obtaining feedback on the candidates after the visit. The student rep is encouraged to collect feedback on candidates as soon as possible after each visit and while impressions are fresh. Keep in mind that the faculty typically meet to make a hiring decision very shortly after the last candidate interview.
6. The graduate student rep usually provides a brief summary of graduate student reactions at the beginning of the faculty hiring meeting. This graduate student feedback is an essential piece of information used in faculty deliberations on hiring. Faculty do not require a formal ranking of graduate student preferences of candidates. Rather, the following feedback on job candidates is especially useful.

a. Number of students who attended talk and/or lunch
b. Composite feedback from graduate students who met the candidates in the following areas:

i. Graduate mentorship
ii. Filling gaps/needs in department from the graduate student perspective
iii. Graduate teaching
iv. Any other thoughts

c. Thoughts about the candidates from students who were unable to meet them.

7. The search chair will communicate with the graduate student rep once an offer has gone out, to let him/her know the outcome and answer any broad questions about the process.

< Previous Section: Appendix A: M.A.-Ph.D. Timeline  |  Next Section: Appendix C: Graduate Representative Hosting Job Candidates >

APPENDIX E: COMMUNITY AND EQUITY COMMITTEE (CEC)

The Community and Equity Committee (CEC) was first formed in 2019. It is comprised of two faculty members and two graduate students, all elected to two-year terms. The election cycle is staggered so that in one year, one new faculty representative and one new graduate student representative are elected. Faculty members and graduate students confidentially self-nominate themselves to the committee or nominate other faculty and/or graduate students whom they believe are most fit for the position. All nominated individuals have the option to accept or decline their nomination. All the accepted nominations are put to a vote through a secure online ballot, with faculty voting on faculty members and students voting on student members.

The primary functions of the CEC are (a) to provide confidential advice and guidance on university resources for department members who wish to deliberate about an experience at Rutgers, (b) to organize periodic department workshops dedicated to conversations regarding equity, diversity and inclusion, (c) to work with the department chair to organize periodic trainings designed to reduce bias in the classroom and workplace, and (d) to update and maintain the Diversity and Inclusion section of the department website. This committee receives a budget to organize workshops.

CEC Resources for Conflicts, Grievances and Restoration

The CEC’s goal is to build a department where all members feel safe, supported, valued, and able to carry out their work and their lives to the best of their abilities. As in any workplace or community, conflicts between people or grievances with others occur. When that happens, an individual or individuals might require assistance in addressing, remedying, or remediating the situation.

The following is meant only to guide decision making when conflict or grievances occur. It is not a substitute for professional counselling, professional mediation, or legal advice. Below, you’ll find resources for finding such services.

Departmental Resources:

1. Community and Equity Committee Members- Confidential* Discussion

CEC members are available for confidential discussions upon request. If the situation is very serious and CEC members cannot provide appropriate assistance, individuals should look to university-affiliated services. These offices have trained staff that may be better equipped to handle the situation (see below for a list of offices and services).

Discussions with a CEC member can serve to help the individual figure out the best course of action, whether that means taking no action, finding a way to address the issue with the person who they identify as creating the situation, asking for mediation, asking for remediation or restoration, or making use of other University resources. The meeting can be used to understand what restoration might look like for the individual. These meetings can also be used for any issues involving a CEC member.

The CEC member may take notes during the discussion but they will not be shared. Discussions are completely confidential (they will not be shared with anyone) unless *a) the individual would like the committee member to involve someone else at Rutgers, or *b) an individual raises an issue that falls into the domain where the committee members are mandated to report the issue to the University under Title IX (behaviors involving physical violence, stalking, or repeated harassment of a potentially criminal or pervasive nature).

For issues involving another department member, CEC members will discuss possible next steps including:

1. Communicating directly to the person against whom the individual has the complaint. The CEC member can discuss whether and how to best communicate with the person. Communication can involve different options (e.g. a face-to-face meeting, a phone call, an email, a conversation with the person). If the individual would like mediation, this could include informal processes within the department or using other university resources for mediation.
2. If a complaint can’t be resolved by communicating directly to the person against whom the individual has a complaint or if that option is not optimal, the individual can speak with department administrators. An undergraduate student can seek help from the Undergraduate Director, a graduate student can seek help from the Graduate Program Director, and a faculty member or staff can consult the Department Chair.
3. If complaints by an undergraduate or graduate student cannot be resolved by the relevant program director, the student can approach the Department Chair. If the complaint pertains to the Department Chair, the individual should be referred to the relevant Dean.

Note that: (1) A graduate student complaint would be handled by the School of Graduate Studies (SGS) Dean ; (2) an undergraduate complaint would be handled by the office of the Undergraduate (UG) Dean ; and (3) a faculty complaint would be handled by the School of Arts and Sciences (SAS) SBS Area Dean.

If the options provided above are not satisfactory or if an individual does not feel comfortable pursuing those options, they may seek out resources available from the university.

University-wide Resources:

1. Deans: SAS; School of Graduate Studies Dean
2. Office of the Ombudsperson for students
3. Title IX Office
4. Help from a Union: There are about 28 unions at Rutgers, representing faculty, instructional staff, student employees, and staff. For staff, see here for a list of collective agreements. For faculty, post-docs, and other instructional staff, see here for a list of contracts. For teaching assistants and graduate assistants, see here.
5. Violence Prevention and Victim Assistance
6. Office of Employment Equity
7. Mental health and counseling services:
   1. Graduate students: Rutgers offers counseling services for graduate students. For information on what the School of Graduate Studies offers for problem resolution, click here.
   2. Faculty and Staff: Rutgers offers employee counseling and health benefits may also cover mental health services.
   3. Undergraduates: Rutgers offers counseling and other services, as well as student health resources

*Former CEC Members Endia Hayes, Ashley Hollingshead, Amanda Kaplan, Eleanor LaPointe, Norah MacKendrick, Jess Poling, Hana Shepherd, and Arlene Stein made contributions to this document.

< Previous Section: Appendix D: Resources | Next Section Appendix F: Principles for Managing Difficult Conversations and Classroom Dialogue >