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HAAG Faculty Relations Initiative: Weekly Faculty Report Procedure

This version reflects a refined, narrowly scoped procedure focused specifically on a step-by-step weekly faculty report process based on instructor feedback.

Author: Erwin Estevez
Initiative Area: Faculty Relations / Communication

Problem Statement

Faculty visibility into project progress across HAAG teams is inconsistent. Some teams provide updates informally, but there is no standard weekly reporting procedure that ensures faculty consistently receive clear information on project status, progress, blockers, and publication or deliverable progress.

This can make it harder for faculty to stay aligned with the work being done and to identify issues early enough to provide guidance.

Initiative Goal

Create a very narrow, repeatable, step-by-step procedure for how the Computational Advisor prepares and submits a weekly project report to faculty.

The goal is to improve:

  • Consistency of faculty updates
  • Clarity of project status communication
  • Visibility into blockers and deliverables
  • Faculty awareness of research progress over time

Scope

This procedure focuses only on one recurring task:

The Computational Advisor submits a weekly report to faculty.

It does not cover broader onboarding, escalation systems, or general communication policy.

Weekly Faculty Report Procedure

Step 1: Review Researcher Progress Inputs

At the end of each week, the Computational Advisor reviews researcher updates, notes, or meeting discussions.

Focus on:

  • Work completed
  • Current work in progress
  • Blockers
  • Changes in direction

Step 2: Identify Key Weekly Updates

Select the most important updates for faculty visibility:

  • Major progress
  • Technical or research developments
  • Blockers impacting progress
  • Decisions or input needed

Step 3: Record Publication / Deliverable Status

Include relevant deliverable progress:

  • Paper status (idea, draft, submission, etc.)
  • Experiment progress
  • Dataset readiness
  • Milestones

Step 4: Draft the Weekly Report

Create a concise, structured report using the standard template (below).

Step 5: Review for Clarity

Ensure the report is:

  • Clear and concise
  • Focused on important updates
  • Appropriate for faculty review

Manager may assist if needed, but the Computational Advisor owns the report.

Step 6: Submit to Faculty

Send the report once per week via:

  • Slack (preferred), or
  • Email

Maintain a consistent cadence.

Step 7: Track Submission

Record submission in a simple tracker:

Week Report Sent (Y/N) On Time (Y/N) Notes

Weekly Report Template

A reusable template is available here: /templates/haag-weekly-faculty-report-template.md

The following template should be used for each weekly submission:

Weekly Project Report – [Project Name]

Week: [Insert Week / Date Range]
Prepared by: [Computational Advisor Name]

1. Project Status

  • Brief overall status (on track / at risk / delayed)

2. Progress This Week

  • [Key accomplishment 1]
  • [Key accomplishment 2]
  • [Key accomplishment 3]

3. Current Goals / Next Steps

  • [Next step 1]
  • [Next step 2]

4. Blockers / Risks

  • [Blocker 1]
  • [Blocker 2]

5. Publication / Deliverable Status

  • Paper: [idea / draft / submission / revision]
  • Experiments: [status]
  • Dataset: [status]
  • Milestones: [status]

Metrics for Evaluation (KPIs)

  • % of weekly reports sent
  • % of reports sent on time
  • Faculty feedback on clarity
  • Reduction in unclear project status
  • Consistency of deliverable tracking

Pilot Implementation

This procedure will be piloted within active HAAG teams during the semester to evaluate improvements in communication consistency and faculty visibility.

Expected Outcomes

  • More consistent faculty awareness
  • Clearer communication of progress
  • Better visibility into blockers and deliverables
  • A repeatable reporting process

Intended Audience

  • Computational Advisors
  • Faculty Advisors
  • Managers / PMs

Weekly Report Flow

flowchart TD

A[Review Researcher Updates] --> B[Identify Key Updates]
B --> C[Add Publication / Deliverable Status]
C --> D[Draft Report Using Template]
D --> E[Review for Clarity]
E --> F[Submit to Faculty]
F --> G[Track Submission]
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