Many Ph.D. programs, including the one I am in, require that annual reports be submitted by students so that "continuing" status evaluations can be conducted.  Consider doing this type of report even if your department does not currently require it to be done, read to the end of the post before you decide to skip recordkeeping.  The annual report process is time consuming and not near anyone's the "Top 10 Most Fun Things I Get to Do Every Year" list.  BUT it is a process that has much value for the student particularly since those of us that go on to become faulty or research scientists in industry will be required to go through a similar process every year. Plus as I often state here about my monthly advisory committee reports, it reminds me that even when I feel like I'm not moving forward I most likely are doing so anyway.

For new SLIS students, and those of you at other schools who do not have a required format for reports, you can find the required forms linked off the PhD forms page.  Note:  The SLIS forms are altered slightly on an almost annual basis and the change is usually announced about a month before they are due.  So don't assume that form you are using is the current one, always check in late April to make sure you are presenting the required information.

I did some editing on my forms so that information is presented in a complete and logical manner.  You can see my 2004-2005 report for an example. 

Why bother?  Well as I said earlier you will have go through a similar annual process as a faculty member, and then there is the tenure review.  All of the information you use in annual reports, well once you are a on a tenure-track, will be required for your tenure packet.  I have a distinct feeling it is much much easier to gather the info and summarize it periodically then it would be to try to gather it three or five or seven years into the process.  Your universities Guidelines for Tenure and Promotion Dossiers are undoubtedly online so you can get an idea of what is required; you can click the link for access to IU Bloomington's pages.

Ok so if I don't have you convinced you need to do annual reports at this point I never will, so I'm assuming you are with me from here forward.  Ok the rest of this is recordkeeping.  Obviously each one of you will need to find a system that works for you.  I've seen people use all types of systems from a single box into which everything is dropped for later sorting, to paper file systems, to computer files...guess which ones I use.  LOL

I have a multi-tier system that works for me, any long-term readers out there who haven't figured out I'm an organization freak bordering on OCD...well if you haven't you will know for sure now.  Well I'm not OCD, you should see my house...no order at all.  * sigh* 

I use UltraRecall (UR) for my future planning; any good Personal Information Manager (PIM) will do roughly the same thing.  (The graphic at the right is a screen shot of my set-up, you can click on it for a larger version.)  Within each calendar year division I  have subsections for each of the major areas of my academic life.

• Community Service
• Conferences
• Publishing
• Submissions
• Teaching

Each has subfolders that help me organize information in that category.  I should note that research work is not tracked in UltraRecall but in KnowledgeWorkshop (KW) because I like having the information separated and KW allows me some features that UR doesn't possess thought I would say UR is the superior program.

Why do both types of entries?  Well UltraRecall works well for future planning but it categorizes and does not order by date across sections.  FileMaker lets me order by date, or category, which I find very helpful when I produce my monthly reports.  Likewise FileMaker lets me work outside my set category structure so I can enter new things that occur without redesigning.  In essence I stick with these two systems because I see archiving and to do lists as different faces of the same process...oh and I like the graphical capabilities in UltraRecall and could care less about that for the archive in FileMaker.

Beyond this notation and archive system I have folders set-up to contain actual copies of what is applicable to this process.  I have a folder titled "2005 stuff" in my university email account so I can stuff email messages into it that relate to something in the UR or FileMaker records.  For example I have my thank you notes from reviewing in that file so I can print them out if needed.

Likewise I have a series of electronic folders in which I store files related to both annual progress report and tenure & promotion information, preparing for the future.  Many of the titles of these folders came from information provided at the last Future Faculty Fellows Workshop, lead by Jay Howard.  These folders are:

• Community Service
• Community Service related to Teaching
• Conferences
• Courses Taught
• CV
• Examples of Student Work
• Media Interviews
• Presentations, Research, Publication on Research
• Presentations, Research, Publication on Teaching
• Professional Development
• Professional Evaluations
• Professional Service Related to Research
• Professional Service Related to Teaching
• Reviewer
• Self Analysis
• Student Contact
• Student Evaluations
• Teaching Materials
• Workshops

Some of these folders have subfolders though in truth I am just beginning to use this system myself so I expect to customize it a lot over the next couple of years. I think there my be some duplication in the layout, at least for my purposes.  Plus I have to see how much of this system I actually use.

It seems like a lot of work to keep all of this information in a useable format, but it really isn't that hard.  The worst part is setting up your system, and training yourself to keep stuff, once that part is done maintaining the system and using it very easy.  Now I read an email and immediately think "Should I save this for the files?"  The same happens with hardcopies that cross my desk...if I think I may need them I scan them into the system for future use.  I keep very few hardcopies because I hate filing so things that need to be filed tend to sit forever in my "To be filed" box and are not easily accessible.  I usually scan...save...and add the paper to the recycling box.

Finally if you set your system, any system, up early it is much easier.  First you have fewer things to track so you can more easily train yourself to work the process.  Second it will be easier to tweak the system as you find better ways to make it all work for you.

So get to work and set-up your tracking system.  And remember save everything even your rejections/declinations and negative reviews.  All of it is important to establishing your track record.

Posted by prolurkr at August 20, 2005 11:36 AM

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