Workshops are held after the Plenary Session and throughout the day, except for the lunch period:
- How to Select, Apply to, and Prepare for Graduate School - 3 sessions
- GRE Preparation - 4 sessions
- Keys to Success and Survival in Graduate Schools - 3 sessions (some of the presenters/workshop leaders are graduate students)
- The Relation of the Master's to the Ph.D. degree - 1 session
- Financing Your Graduate Education - 2 sessions
- Workshop for the Social Sciences - 3 sessions
- Workshop for Physical Sciences and Mathematics - 2 sessions
- Workshop for Life Sciences - 2 sessions
- Workshop for the Humanities - 2 sessions
- Workshop for Education - 2 sessions
- Workshop for Engineering and Computer Science - 2 sessions
- National Competitive Fellowship Awards - 1 session
Those who work on the Program Subcommittee have extensive responsibilities:
- The most significant issue is determining who will be the keynote speaker. In the past, members of the Planning Committee have made suggestions. The objective is to ask someone who has earned the doctorate and who has made a contribution to his/her area of expertise. The Forum prefers to find a racial ethnic person who can serve as a role model for the students.
- Frequently when one person is asked, it can take several weeks to receive a response. If the first choice does not accept the invitation, it is necessary to move to a second or third choice. This process can be very time-consuming and frustrating.
- The keynote speaker is expected to give a 25-30 minute speech and then allow 10 minutes at the end for questions and answers.
- If the keynote speaker is traveling a significant distance, the Forum should plan for overnight accommodations and local transportation.
- The keynote speaker should be given detailed instructions on how to reach the hotel, the campus, a campus map, parking arrangements, the location of the plenary session, and the location of the hospitality suite. He/she should also be given the name of the person who will serve as host/hostess for the day.
- In the history of the Forum, no keynote speaker has been paid an honorarium for his/her participation.
- On the day of the event, a member of the Program Subcommittee is responsible for greeting the keynote speaker and staying with him/her until the Plenary Session is completed and he/she is ready to leave the event site.
- With the exception of the GRE Preparation Workshop, each workshop should have one moderator and at least two presenters.
- The presenter for the GRE Preparation Workshop is frequently someone from ETS, KAPLAN, or Princeton Review. This is subject to change every year.
- In the discipline-specific workshops, each presenter should represent a different discipline and, if possible, come from a different institution. However, this is not always possible.
- It is preferable to have male/female, racial ethnic, and public/private institution mix.
- Each moderator and workshop presenter should be sent detailed instructions on how to reach the campus and a campus map. A letter should also include information about parking, the location of the hospitality suite, and the location (building and room) of the workshop.
- The names, telephone numbers, and email addresses should be given to each workshop moderator and the presenters.
- After the Forum, a thank-you letter and evaluation form is sent to every workshop participant.
The Forum Program is prepared by the Program Subcommittee. At the present time, the program is typeset by California State University, Long Beach. It is important that the Program be proof-read by members of the Program Subcommittee to avoid errors in names, campus affiliation, and location of workshops.
In 2001, the format was changed to 8 ½" x 11" (17" x 11" format, folded in half, and double stapled). All of the expenses for publishing the Program were paid by advertisements.
The list of names, campus addresses, telephone numbers, and email addresses of past moderators and workshop presenters is maintained by UCOP and is available on an unlinked web site. This list forms the basis for asking individuals to participate in future Forums. In addition, the campus contact persons who attend the Forum Planning Meetings should provide the Program Subcommittee with names of new faculty/staff who might be interested in participating in the event.