What do I do now?
July 2, 2013 6:23 PM   Subscribe

I arranged to apply for a summer research grant with a professor at my school. It's now one week before the application deadline and I haven't been able to reach him at all. It's almost certainly too late to write and review an application now, much less find a new supervisor. So is that it? Do I just drop the whole thing?

I met and talked to him a few months ago and everything was proceeding swimmingly - we'd nailed down a project, and agreed to take a break for exam period and work on the application afterwards. Exams happened, I did well on most of them, but I had one really bad day and there was one exam I did not do well on, and actually failed one of the essay questions, although my overall mark for the subject was acceptable. This is one possible reason I can think of for why he'd go silent on me, if he was keeping tabs on my marks. I emailed him two weeks ago reminding him about the project and received no response. Then I emailed him again last week (when our results came out) and ... nada. School started again this week, and since then I've been trying to find him, but he's never in his office. We actually saw each other yesterday and I even caught his eye, but I was in a group meeting, and when I tried to find him again later the blinds in his office were shut and it sounded like he was on the phone, and I had class so I couldn't wait around.

I just have the distinct feeling he's avoiding me. He was previously in regular contact, so the chance that he didn't receive my emails or was too busy to reply is small. I don't know if this is supposed to be his way of declining me as a student. He's a big name in his field and so I can understand if he didn't want to take me on because of grades (though I am so much better than that exam!!), but if so I would have preferred he took me aside and told me about it back when he made his decision, instead of stringing me out this far, because one week is not enough time now to find a new supervisor with a project I'm interested in.

At this point I'm just chasing him down because I feel I deserve an explanation. What could I have done better? I keep beating myself up thinking that I shouldn't have put all my eggs in one basket, or I should have pursued this more aggressively after exams, or I should be pushing more to try and find him now. I know I can't know his exact motivation until I actually talk to him, but is it a common thing for professors to just freeze out students like this? I mean, all he had to do was say no.

FWIW this is not a necessary part of my course, I just really like research and it would have been a great complement to the clinical component of the degree.
posted by cucumber patch to Human Relations (21 answers total)
 
He was previously in regular contact, so the chance that he didn't receive my emails or was too busy to reply is small.

This made me laugh bitterly in my mind. Lots of professors act flaky for no apparent reason all the time. I wouldn't read too much into his lack of reply. It could be anything, even a family emergency. Just create your own draft of the application by yourself, then stalk his office as much as possible until he shows up. Then tell him you've written an application for his research grant, and you'd like to set an appointment to review it before the deadline. Let him off the hook as much as possible for needing to put work of his own into this.
posted by cairdeas at 6:33 PM on July 2, 2013 [7 favorites]


I can't tell you what is going on, but I can tell you that it's very unlikely at a university in the United States that your grades would be shared with anyone. This may not be the case where you are. However, I would recommend sending another email with a request for a meeting, ideally with a list of all the times that you are available over the next couple of days. And drop by his office whenever you can.

I do want to reassure you that, if you are an undergraduate, this faculty member probably thinks of undergrad research proposals as something that can be banged out in an hour or three. I'm not saying that your instincts about him avoiding you are wrong, necessarily, but do balance that worry with the fact that he may well think this can be a last-minute task that can be put off at the end of a busy semester.
posted by amelioration at 6:33 PM on July 2, 2013 [2 favorites]


I suggest using the phone. I know it seems commonplace to use email to communicate, particularly with busy people who are in a position of leadership over you (who presumably you don't want to inconvenience), but please, call him. It is more likely he's just spacing out than that he is avoiding you, which isn't typical behavior for a mature adult.
posted by treehorn+bunny at 6:34 PM on July 2, 2013 [4 favorites]


Relax. It sounds like he's a busy guy and if he's actively avoiding you at all it's probably because he feels bad that you've been repeatedly triaged to the bottom of his to do list. Are you friendly with his department's administrative assistant(s)? If so, talking with them about the application process will probably get you the quickest response (and the prof's attention).
posted by nixxon at 6:34 PM on July 2, 2013


And I very much doubt that he knows about you failing an essay question, or would even care if he did know.
posted by treehorn+bunny at 6:35 PM on July 2, 2013 [4 favorites]


Academics often have ambitions that exceed their available time. The most likely explanation is that he just had too many things to do and that he kept having to put out other fires. Working with an undergraduate on a research project is often the lowest priority for a professor as it can be quite time-consuming and often does not further their own research or career goals. That doesn't excuse stringing you along like this, though.

I find it unlikely that he was checking up on your grades (who has the time for that?). I also doubt that anything about this was your fault or that you could have avoided it somehow.

This isn't an incredibly uncommon experience, especially with "big names." You might have dodged a bullet as he might have been hard to get in touch with during the project too.
posted by grouse at 6:35 PM on July 2, 2013


I should also add that I think the project is probably still on in his mind/to-do list. He just has to deal with the formalities which are not fun and so a lower priority for him. I bet you still get the gig in the end. Do as much of the application as you can on your own and he'll be thankful.
posted by nixxon at 6:38 PM on July 2, 2013


Is there a department secretary? I am a [well, not exactly] department secretary, and if a student came by and said that Dr. So-and-So was avoiding him and imperiling his funding, I would find Dr. So-and-So and make him sort the whole thing out. It is unlikely that this is about you or your grades. It's more likely that the researcher has had something else come up - either a really big opportunity or a really big setback - and he has decided that he's probably too busy for the project, or has just let himself Not Think About It. Many researchers can be hella avoidant about this stuff.

Check in with the department. Be polite, don't spill all the beans about your grades - but tell them that you and Dr. Whatzisname had agreed that he would be your summer mentor and he has dropped out of contact.

I mean really, it's probably not about your grades. Do you really think that every single student who gets to do a research project never, ever has anything but perfect grades? Again, I know for a fact that this isn't so.
posted by Frowner at 6:47 PM on July 2, 2013 [1 favorite]


Oh, also, keep trying on the research front - talk to other faculty, see if you can help out in a lab during the year, see what opportunities arise. In general, faculty (at least around here) absolutely adore students (undergrad or professional program) who want to add research to clinical training. You are a rare bird, even if Dr. Whosis is flaking out on you.
posted by Frowner at 6:49 PM on July 2, 2013 [1 favorite]


Maybe it's because of the exam (if he asked your teachers about you they could've told him). Maybe he changed his mind and doesn't feel like taking on an undergrad. Maybe he's in the middle of a grant application. Maybe he's going through a difficult time at home. It could be a billion different things, and if he's a big-time guy he's probably up to his ears in grant applications and projects. Whatever it is, this is the worst thing you can think:

At this point I'm just chasing him down because I feel I deserve an explanation.

No. No you do not. It would be polite for him to give you an explanation, but understand that first and foremost undergraduate research projects are a huge favor provided to the undergraduate which generally provide next to no benefit to the professor themselves. Especially for short summer projects. Even people who have extensive lab experience go through a period of adjustment when joining a new lab, even up to a couple months. Undergrads have virtually no lab experience and often need to be taught basic techniques so getting them to the point where they're functional, independent contributors takes even longer. Summer research is essentially code for "This kid's time will be up two weeks after he finally figures out how to properly pour agar plates." It is time-consuming and means overall less research is going to be done when they're around because someone always needs to be babysitting them. If this is during the summer that's especially frustrating because that's often when the most work gets done (at least at US universities).

Furthermore, if your professor is a big-name guy, then it means he has built a very results-focused lab environment where he wants work done, and he wants it done now. That means if he takes on undergrads, he's either got a system in place that minimizes their negative impact on the lab or he really wants to help the kid out.

I don't want to give you an idea that profs hate undergrads or something, like Frowner said, a lot of profs like taking on willing students. But it's not a favor to them. So dude, if you decide you "deserve an explanation" you are essentially telling the guy "I deserve to know why you aren't sacrificing lab time and resources to train me when I will be contributing nothing of value to your project and probably leaving at the end of the summer." It's tremendously entitled. Just drop the situation and move on with your life.

Also, don't lose hope. If undergrad research in your country is anything like undergrad research in the US, a week before is not too late to find a new supervisor. Low expectations of productivity means it can be easier for a willing professor to stick them into a lab, since anywhere you put them will count as "research" and you generally don't need to worry about providing a specialized project or getting massive amounts of funding for them.
posted by Anonymous at 7:02 PM on July 2, 2013


I am a lecturer/professor in Australia (where the OP is from) and I agree that here, too, it is highly unlikely that a professor would bother to track down or know an undergraduate student's grades. Not impossible, but quite unlikely. The far more likely possibility is that the professor is swamped by other things and either avoiding the OP out of guilt -- which is totally immature, but possible -- or still thinks there is time for this and doesn't perceive anything to be amiss. (An undergraduate research proposal can be banged out in a few hours, from a prof's POV).

And, yes, having been responsive at one point doesn't mean he won't be flaky at other points. Professors tend to get really swamped this time of year with grading and travel.

I would suggest that you keep trying to track him down in person - phone and physically visiting the office, including asking the secretaries when he'll be in. When you find him, don't aggressively question why he's avoiding you -- ask if he's still interested in the project, tell him you're worried about getting it in on time, and ask him for everything you need right then to get it in.
posted by forza at 7:06 PM on July 2, 2013 [3 favorites]


That also means do everything on the application that you can without him. When you manage to track him down, you only have to ask for what you desperately need (a signature? clarification on something? keep in mind that research proposals don't have to match the exact project that is done in all of its details - it is understood that things change as you get more of an idea what you're doing. So write up what your understanding is right now, and have that ready to give to him to sign).

At worst, it'll be wasted effort. Most likely, having done that will be the difference between getting something in (and impressing him at your proactivity) and running out of time to do it.
posted by forza at 7:11 PM on July 2, 2013


Yup, just keep bugging him. My graduate school advisor would rarely work on ANYTHING, even for her own grad students, until the very. last. minute.
posted by rockindata at 7:31 PM on July 2, 2013


IAAP, albeit NYP, and probably not a P in your field.

1) Don't beat yourself up! Many academics are flakier than a box of Kellogg's Corn Flakes!

2) If it's the beginning of term, then yes, he's swamped. However...

3) ...if he agreed to work with you, then he should be willing to either put up or speak up. Even if he doesn't "get" anything out of working with you, it's still basic professional courtesy to at least say, "I'm sorry, I can't follow through with this project." (And I do know graduate advisers who also left their students in the lurch; we weren't impressed, either.) He may just suffer from the notorious academic disease known as Excessive Procrastinationitis, which requires repeated applications of Heyprofrememberme Salve. If all else fails, then yes, ask the department secretary (not the chair) to provide additional doses of Dudeansweryouremail Pills.
posted by thomas j wise at 7:40 PM on July 2, 2013 [2 favorites]


This has nothing to do with you. He's just busy.

Camp out in his office or in the department until he shows up.
posted by 3491again at 7:49 PM on July 2, 2013


I second (and favourited) schrodinger's answer, particularly It would be polite for him to give you an explanation, but understand that first and foremost undergraduate research projects are a huge favor provided to the undergraduate which generally provide next to no benefit to the professor themselves. and If this is during the summer that's especially frustrating because that's often when the most work gets done; I'm in Canada, but summer is when things kick into high gear.

Try to contact him through his admin assistant... this is the person you need to go see in person. Be extremely polite, patient, and do exactly as they direct you; this may be the person answering 90% of the PI's emails, controlling the appointment book & lab calendar. They're also the one who prints out your documents and adds those red arrow post-its saying "SIGN HERE" so he can sign off on your project for the semester!

Make it easy on him to have a good interaction with you; instead of asking why he hasn't gotten back to you (because really, you aren't in a position to ask and he doesn't owe you an explanation), say you are still interested in working in his lab on the project you discussed and attach a copy of the proposal.
posted by variella at 7:54 PM on July 2, 2013 [1 favorite]


In addition to everything noted above, that it likely has very little to do with you, almost certainly nothing to do with your exam, and professional academics are frequently flakey, let me add the following:

Everyone knows academics are flakey, and they're not necessarily going to hold it against you on the deadline. Also, most academics feel really bad when they flake (experience, here), and would probably like to make it up to you if that's easy.

I've little experience with Australian universities in particular, but based on what I know about student research and funding bodies in US and UK unis, the deadlines are purely internal: The funding's already been applied for and received from whatever outside funding body, and the deadlines so whatever faculty have time to whatever meetings. If your application is a couple of days late, and you subtly make aware the staff to your difficulties, I'd be surprised if you got much flack or had it circular-filed.

Further, it's frequently the case that there's little pots of money here and there that can be used for things like undergraduate research assistants. This is definitely a 'make nice with the secretary thing,' they generally know all the details on this stuff.
posted by PMdixon at 9:05 PM on July 2, 2013


Call him, and leave a message with your number, wait outside his office, knock on the door if you think he's there, and if he's on the phone, he'll either to tell you to wait or come back in 30 minutes or whatever. This is worth skipping a lecture for.

You really have a long way to go before you have tried everything here, lecturers are insanely busy, and you are almost certainly not at the top of his priority list. Email will not get the job done.

PS this has absolutely nothing whatsoever to do with your grade/exam.
posted by smoke at 12:07 AM on July 3, 2013 [1 favorite]


Get everything done, even the part that "he's" supposed to write, if any, so that all he has to do is sign. If possible, make a couple of "original copies"--don't know if you're still on paper for some or all of it--so that any given copy of it can be turned in as-is. You sign, you get other people to sign, all we need is his signature now.

Leave a copy at his office under the door, copy in his department mailbox, copy in the lab, etc...and then politely call, email, and beg him to sign.

Let's say he's in Belize and you get hold of him...ask him if there's someone there who's "authorized to sign" for him (read: senior grad student who knows how to forge his signature).

Not personal. Nothing to do with you. Nothing at ALL to do with your grades. And a week is plenty of time. When I read this first, I thought the deadline had gone by a week AGO. Good luck!
posted by skbw at 6:31 AM on July 3, 2013 [1 favorite]


Something similar happened with me with graduate school applications. Literally one of my professors submitted a letter of recommendation like ten minutes before the midnight deadline, after having been radio silence for several weeks. I want to nth, put it together yourself, ask other (I assume graduate) students or attentive professors for help. I had a hell of a time with the IRB application for my dissertation, so I finally just asked another student for one that had already been approved, and followed her model. Perhaps you could do something similar with the summer research application? Give him something that is a complete draft for feedback, that involves as little on his end as possible. There are several breeds of professors at least in my program - some that will hold your hand, sometimes intrusively so, and a lot/especially big names, who expect you to fend for yourself and that their job is just to sign at the bottom. There is better advice above about pursuing contact. However, if he does finally get back to you, it'll probably be like the day before it's due, so you want to be as ready as possible. Plus, know that this is how it's going to be to work with him in the future, and certainly don't have him as a chair or anything that is crucial to your graduating.
posted by amileighs at 11:09 AM on July 3, 2013


Response by poster: Update: Thank you SO much guys! I did overreact and jump to conclusions there. I was excited about this project and got antsy when it felt like it was slipping away. He really was just super busy - I wrote up a draft of the proposal, managed to catch him in person, he's had a look at it and approved it and we're meeting again tomorrow. It looks like we should get the application in on time. None of this would have been possible without you smacking sense into me! I'm forever grateful. Cheers everyone :)
posted by cucumber patch at 8:15 AM on July 4, 2013 [3 favorites]


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