Workshops

Effective July 1, 2023
Last Update: April 15, 2024

In 2021, The University Seminars introduced The University Seminars Workshops. Workshops are formed around the in-depth study of an intellectual problem or task for a set period of time (one to three years), culminating in one or more scholarly works—e.g. a book, issue of a scholarly journal, website or online publication, conference, colloquium, or another scholarly meeting. The University Seminars goal is to help create and grow The University Seminars community of scholars by providing necessary support and financial and technical services for a set period of time. Workshop participants who wish to continue to meet after the end of the proposed period are invited to submit a proposal for an ongoing seminar.

There are no present calls for new workshop proposals. 

Contact [email protected] with any questions. 

Workshop Proposals

Scholars and experts in any field are eligible. Workshop proposals must include one Columbia University faculty member to serve as chair or co-chair. 

There are no present calls for new workshop proposals. 

Approved workshop proposals are awarded financial support for the operational costs of meetings, including physical or online meeting space, travel, and accommodations (within reason) for speakers, limited audio-visual support, as well as funds to pay a graduate student Rapporteur to take minutes and assist with the administration for a timeframe of one to three years. Additional funding (up to $10,000) will be earmarked at the outset for the terminal project, as per the proposed budget. Events and publications will be promoted on The University Seminars website and newsletter. Workshop participants who wish to continue to meet after the end of the proposed workshop period are invited to submit a proposal for an ongoing seminar.

  • Approved Workshops meet regularly (four to eight times per academic year) for one to three years.
     
  • Workshops have a clear objective and timeline to create a scholarly product, which is expected to be delivered by the end of the workshop, or in the case of a publication, to be under contract.
     
  • Workshop rapporteurs record the minutes from every meeting and submit them to The University Seminars office for inclusion in The University Seminars archive.
     
  • Upon conclusion, Workshops provide an outcome summary, including any supporting documents or resources to The University Seminars office for inclusion in the archive and our Annual Directory.

Workshop Guidelines

Workshop Chairs manage workshop groups and ensure the workshop is a productive, respectful, and engaging space for its participants. Workshops are formed around the in-depth study of an intellectual problem or task for a set period (one to three years), culminating in one or more scholarly works—e.g., a book, issue of an academic journal, website or online publication, conference, colloquium, or another scholarly meeting. 

  • Attending Chair Training. Newly approved Workshop Chairs should attend one of the Chair Training Sessions facilitated by the University Seminars office. Topics covered include technology, travel funding, meals, rapporteur hiring, event organization, recording policy, and publishing. Contact Pamela Guardia at [email protected] for more information.
     
  • Participation. Workshop Chair participation is voluntary and unpaid. Workshop Chairs are allotted funding for a complimentary meal per meeting. See Group Meals for more information about meals at meetings. 
     
  • Planning and Preparation. The Workshop Chair sets the calendar for the workshop (in consultation with the workshop group), coordinates with presenters and with the rapporteur, communicates with the University Seminars office, disseminates content, and defines the meeting format. 
     

    • Chairs may invite non-local speakers to present at meetings but this is not required. Travel funds for non-local guests must be secured in advance of the academic year, see Travel Funds for more information.

    • Chairs should review the Meeting Planning page for more information. Workshop Chairs plan four to eight meetings per academic year for up to three years.

  • Objective. Workshops have a clear objective and timeline to create a scholarly product, which is expected to be delivered by the end of the workshop, or in the case of a publication, to be under contract. 

  • Upon conclusion, Workshops provide an outcome summary, including any supporting documents or resources to The University Seminars office for inclusion in the archive and our Annual Directory.

  • Moderating: Workshops have a clear objective and timeline to create a scholarly product, which is expected to be delivered by the end of the workshop, or in the case of a publication, to be under contract. 
     
  • Privacy Policy: The privacy policy must be acknowledged and recorded for every meeting. (See Public Representation page for more information.) Minutes must be recorded and submitted to The University Seminars office for every workshop meeting. (See Minutes page for details.) 
     
  • Working with the Rapporteur: The Chair recruits the Workshop Rapporteur and ensures compliance with guidelines for the work to be performed by the Rapporteur (such as the number of hours worked, record keeping, coordination of announcements, and so on). The Chair may review the minutes prepared by the Rapporteur but may not provide extensive edits nor hold onto the minutes for longer than one week.
     
  • Updates. Any administrative or logistical updates (rapporteurs, chairs, schedules) should be communicated to The University Seminars office ([email protected]) in a timely manner.
     
  • End of Year Tasks: 
     
    • Submit Travel Fund Requests. See Travel Funds page for details.
       
    • Reappoint or Hire a Rapporteur. Section below for more details.
       
    • Submit New Academic Year Planning Form. At the end of each academic year, Workshop Chairs are invited to  submit a new Academic Year Planning Form to Pamela Guardia ([email protected]) and Gary Mayta ([email protected]). See Meeting Planning page for more information.
       
    • Respond to Directory edit requests. Chairs can view the latest directory at The University Seminars main website here.
  • The office can advertise open positions, but Workshop Chairs interview rapporteurs themselves. Once Chairs have selected a rapporteur candidate, Chairs must email University Seminars office the Rapporteur’s contact information to begin the on-boarding process as specified by Columbia University’s Human Resources department. Rapporteur candidates are considered officially hired once they receive HR approval. 
     
  • Rapporteurs are hired as part-time or multiple-job part-time student employees of The University Seminars. Chair may not promise terms of employment or payments to Rapporteurs directly. Any questions regarding payments or hourly limits should be submitted to Gesenia Alvarez-Lazauskas ([email protected]).
     

  • Workshop Chairs may not commit to a fixed stipend amount for rapporteur work.

  • Rapporteurs are student employees hired on a part-time hourly basis. Columbia University Casual Employment and NYS 195 forms are provided to all hired rapporteurs. Upon onboarding, rapporteurs are required to review the information on these forms, sign them, and return them to the University Seminars. For further details regarding rapporteur duties and hourly rates, please refer to the Rapporteurs page.

  • If more than 15 hours of rapporteur work is required per workshop meeting, we will need the Chair to request approval for the extra hours. 

  • Columbia University limits work hours for full-time Columbia University graduate students. Students may not work more than 20 hours per week in all CU positions. Some academic departments have additional limitations on work hours. Consult Gesenia Alvarez-Lazauskas ([email protected]) if you have any questions regarding rapporteur hours that extend beyond 5 hours per week. 

  • Please Note: Rapporteurs who also hold student officer appointments (teaching fellows and assistants, research assistants, preceptors, readers, etc.) must disclose their work with the University Seminars with their academic or CUIMC departments and are only allowed to work up to 5 hours per week. Some academic or CUIMC departments may request additional documentation, others may have further limitations on work hours. If you have any questions, contact Gesenia Alvarez-Lazauskas ([email protected]) for additional guidance.

  • For Other Special Workshop Related Projects: Chairs may ask their current workshop rapporteurs to work for a special workshop-related project. If the rapporteur is not available to work extra hours for a project, the Chair may hire a CU graduate student. Chair should contact the University Seminars office when selecting any new part-time/temporary assistance for special workshop-related projects.

Other Tasks

For ongoing Workshops, in April/May, Chairs will receive an email from The University Seminars office asking them to review their workshop's page in the Annual Directory of Seminars, Speakers, and Topics. Since this publication records the previous year's activity, this request goes out to the previous year's chairs who are asked to respond with corrections, regardless of their current status within the workshop.

Each fall, all Chairs are invited to The General Meeting. This is the only organized opportunity for all Chairs to meet and hear updates on The University Seminars policies and news.

  • The General Meeting may require voting on issues or nominations by Seminar Chairs. Workshop Chairs are not required to vote. 
     
  • Chairs are expected to attend or send another workshop group participant as proxy.
     
  • Only Chairs are invited; rapporteurs are not allowed to attend.
     
  • In advance of the meeting, Chairs are encouraged to email agenda items to The University Seminars office at [email protected].