3me phd council Meeting dd. 6 September 2018 Time: 12. 30-13. 30 Location: dcsc meeting room B34 c-3-190 Nr 1-2018/2019

Pavlo is finalizing his PhD and, therefore, will not be a part of the council anymore. We now need new members from all departments except P&E, MTT and DCSC. Mascha will try to find new candidates and as well ask the department chairs for suggestions. She also asked the council members to ask around.

Regarding the MSE reflection tool, Eline and Mascha were quite surprised that they want to combine the assessment with the assessment of each PhDs promotor and share some information with that promotor from the assessment. The other council members agreed that this is something they would not like to participate in since sensitive information might be shared. Mascha said that she would make it clear to them that we will not participate until this link between the PhDs and promotors is decoupled. This system is now used in MSE and e.g. Konstantina had good experience of the system.
3. Approval of draft Minutes 10th FGS-PhD Council meeting dd. 7 June 2018

The following actions from the action list were fulfilled or removed:

- Try self-reflection tool from the MSE department

- Check if Lagerhuijs is available for afternoon drinks

- Talk to Pradeep about new meditation sessions next fall
Eline and Ankur wanted to know if it is a feasible option financially to go to Efteling like Hans suggested. Mascha said that if we end up doing something like that we might have to also organize something more serious like a company visit. Most of the council members agreed that a visit like that would most likely not encourage PhDs to interact with each other like the sports event. However, some other options like bowling or kayaking might be a good idea. Ankur asked what the budget is so that we can know better what is feasible. Mascha said that it is approximately 20-25 euros per person. Unless the council can get some sponsoring, however, that was quite troublesome in the past. Pieter thought that it should not be a problem to get sponsoring, while he was in the honours program for the masters and bachelor students it was quite easy. Vilborg pointed out that you need to promise the companies something and it’s easier with master students since most of them are looking for internships or jobs in the coming 1-2 years while most PhDs aren’t. Zongchen pointed out that most PhDs are likely up for paying a small contribution that can increase the budget.
The minutes were approved.
4. 3ME PhD Overview 3mE PhD council meeting and events 2018/2019

For the next two months Mascha is going to find another meeting room for the council meetings since the normal one is already booked. For the other meetings the meeting room should be the same as usual.

The first lunch meeting will be a social gathering.


5. Introduction 3mE PhD News Letter (update)

Ankur is in the organizing committee of the 100^th anniversary symposium of the fluid mechanics department. He has, therefore, been really busy lately and not had much time for the newsletter. The template is more or less ready, however, he would appreciate if someone else would take over. Eline said that she could take over and finalize the template. The aim is to send the first newsletter a week before the first lunch meeting or 20^th of September.

Konstantina asked what is the purpose of the newsletter, what are we aiming for? Ankur replied that the original idea was to have information about past and future events, conferences, results from the supervision survey etc. Konstantina thinks we should have something that will get more attention from the PhD student, some true stories from the faculty, like unworthy no go’s. Mascha said that we need to be really careful especially with stories about professors. The others agreed that it would be nice to have stories that could help PhDs with some problems. Pieter suggested if it goes well we can allow PhDs to send in anonymous stories. Eline suggested that we have an interview with Hans in the first newsletter. It was agreed that the council members should say yes or no to all stories before the newsletter goes out. Ankur suggested to have additional meeting on the 13^th of September to discuss further the prototype newsletter.
6. 3mE Survey Supervision 2018 (update)

Bart has gone through approximately half of the questions. He thinks it should be doable to finish it before the newsletter and to include a summary in the newsletter. They will aim to have it ready for the newsletter meeting on the 13^th of September. Mascha said that she would like to see the report before it is sent out.

The first lunch meeting will be a social gathering in Lagerhuijs. Bart suggested to get pizza or Eazie wok for the food. Ankur was not up for pizza again. Vilborg suggested sandwiches from Leo and that was decided. Bart said that he can ask them if they have vegan options else there will just be vegetarian options. Regarding drinks Bart said he could get some. Eline suggested to get from Leo, Jumbo or Makro. Ankur has a Makro card that could be borrowed and Zongchen has a car that could be used. Ankur, Bart and Zongchen will be in contact regarding the drinks.

No additional updates except for the survey.

No updates.

Nothing.
11. Closing: at 14:00