DCAL Meetings

DCAL Core Internal Meetings descriptions

DCAL Invited Speakers

Wherever possible, suggestions for Invited Speakers should be put forward to the appropriate Research Department (e.g. Experimental Psychology, Linguistics, Institute of Cognitive Neuroscience). This can help maximise exposure of DCAL interests across UCL.

In cases where a potential Invited Speaker does not fit into any of the above areas and/or where timing or other constraints do not allow a Department presentation, then this person could be a potential DCAL Invited Speaker. Suggestions for DCAL Invited Speakers should be put forward to the DCAL Management Committee (see DCAL Meetings pages for current dates), along with name of DCAL host, budget (travel from Europe only, accommodation, dinner, communication support) and suggested dates.

DCAL Science Meetings

Each month the Science Meeting Chair will arrange one to three presentations for the meeting. BSL/English interpreters are provided at all DCAL Science Meetings. The aim of DCAL Science Meetings is to disseminate and discuss current or planned DCAL research, and the research of existing or possible DCAL collaborators. Priority will be given to research by DCAL staff and students (see also DCAL Invited Speakers above for information about possible external speakers). Chairs should ensure that each presenter clearly addresses the following points in their presentation:

• What is the research question?
• Why is it important?
• How did you address the question (or how will you)?
• What were the results (or what are the expected results)?
• Relate these back to the research question
• Outline any problems or limitations relating to methodology or results
• What is the take home message for the audience?
• Flag up issues that you wish to raise for audience feedback or discussion. Carefully think about what you want from the audience and how to achieve this considering the varied backgrounds of DCAL researchers (psychology, linguistics, neuroscience).
• Presentations should be accessible to researchers across these disciplines.
• Do not assume that terminology or methods will always be understood. Make sure you explain these for a cross-disciplinary audience.

Planning your presentation:

• Use a minimum of font size 28 on your slides
• Email your slides in advance to the interpreting team
• Pause to allow people to read slides and remember that many of your colleagues will be watching the BSL/English interpreter at the same time
• In order to facilitate clear and concise dialogue in these meetings, presentations should last no more than 25 minutes each. Chairs will decide on one of these two options depending on how many topics will be covered:
• Option 1: Three presenters/topics with each one giving a 20 minute presentation with up to 10 minutes Q&A for each presenter
• Option 2: One or two presenters/topics with each one giving a 25 minute presentation with up to 20 minutes Q&A for each presenter. If there is only one presenter/topic, then the meeting will finish early.
• There will be a 5 minute break approximately half way through the meeting.

Note about choosing a Science Meeting or Invited Speaker. If you’re not sure whether the person you have in mind would be a better fit for an Invited Speaker or a Science Meeting, consider the status/seniority of the presenter, the likely size of audience (DCAL science meetings are held in the DCAL library), the type of presented work (whether planned or finished), and the time allowed for the presentation (Science Meeting presentations are 20-25 minutes; Invited Speakers can have up to one hour).

DCAL Management Meetings

Location: DCAL Library
Day: Thursdays
Duration: 2 hours
Frequency: Bi-Monthly
Chair: DCAL Director
Attendees: Velia Cardin, Kearsy Cormier, Fiona Kyle, Mairéad MacSweeney, Manjula Patrick, Bencie Woll. Plus a minute taker (usually the Centre Secretary)
Structure: These meetings are for management to report back from sub-committee meetings, and includes a director’s report. Any other issues relevant to management can be raised under AOB.

DCAL All Staff Meetings

Location: DCAL Library
Day: Thursdays
Time: 12pm – 1.30pm
Frequency: Termly 
Chair: DCAL Director
Attendees: Includes all current research and professional services staff.
Structure: Relevant information from the Management Meetings is fed back and discussed. There is also an opportunity for all staff to contribute under the AOB section.

CORE INTERNAL MEETINGS 2025

DCAL Science Meeting Rota 2025
Day: Thursdays
Time: 10am – 11:30am
Location: DCAL Library
Frequency: Monthly

DCAL All Staff Meetings 2025
Day: Thursdays
Time: 11:00am – 1pm (12pm Lunch)
Location: DCAL Library
Frequency: Termly

DCAL PR & Engagement Meetings 2025
Day: Thursdays
Time: 10am – 11am
Location: DCAL Library
Frequency: Bi-Monthly

DCAL Management Meetings 2025
Day: Thursdays
Time: 10am – 12pm
Location: DCAL Library
Frequency: Bi-Monthly

DCAL Communication Meetings 2025
Day: Thursdays
Time: 2pm to 3pm
Location: DCAL Library
Frequency: Quarterly

Journal Club
Day: Thursdays
Time: 1pm – 2pm
Location: DCAL Library
Frequency: Bi-Monthly

EDI Discussion Forum
Day: Thursdays
Time: 1pm – 2pm
Location: DCAL Library
Frequency: Bi-Monthly

GUIDANCE FOR CHAIRS

These guidelines are explained at every meeting. This helps to both remind our DCAL colleagues and inform any external visitors who are new to DCAL. Note that there are slightly different guidelines for online meetings (see below or insert link to DCAL guidelines for remote meetings here).

Seating Arrangements: This will change depending on whether it is a small group meeting around the tables or a formal presentation set up. It will also change depending on whether you are conducting the meeting in BSL or in spoken English.

Table Meeting Layout: For meetings chaired in BSL, the Chair, BSL interpreters and Deaf colleagues will all need to be able to see each other. Interpreters are ideally placed opposite Deaf participants and so they can also see the Chair. If hearing people are seated in the optimum seats, it is appropriate to ask them to move. Hearing colleagues who cannot access BSL should be reminded to sit within earshot of the interpreters.

Audience Meeting Layout: Chairs should clarify with interpreters where they will stand prior to starting the meeting, and confirm they are ready prior to starting the meeting. Chairs should ensure that colleagues who ask a question should come to the front of the room, regardless of whether they are deaf or hearing, and should ensure they stand apart from the interpreter, i.e. so they are not blocking the view of the interpreter.

One language policy: Chair should remind participants to stick to one language for the duration of the meeting. Switching languages makes it difficult for interpreters to anticipate which language they will be working in moment-to-moment. Overall this practice ensures better access for our Deaf colleagues and enables our interpreters to anticipate which language they need to provide based on who is contributing.

Turn-taking: Remind participants to raise their hand if they wish to make a contribution. This not only keeps the meeting under control but enables all deaf and hearing participants to identify who is contributing. Remember that deaf signers watching an interpreter will not be able to observe who is taking over a discourse turn, and it becomes difficult to understand who is saying what. For our interpreters, a controlled meeting is also a less stressful one to interpret. All staff need to work together to improve this aspect of communication at DCAL.

Presentation pace: In meetings with presentations, the Chair should ensure the presenter pauses to allow people to read slides. Chair must remind the presenter throughout if they do not do this.

Rest breaks at appropriate times: If a meeting goes on for more than one hour, a short break should be given at intervals of around 40 minutes. If a meeting has only one interpreter it is important to build rest breaks into the agenda, to avoid repetitive strain injury to the interpreter, and to allow for cognitive recovery for all participants. Please do not continue conversation relating to the meeting during a break: this is disrespectful to participants who cannot access the other language. With regards to Science Meetings, five minute eye-breaks should be given after each presentation. A longer break should be issued halfway through the meeting.

Additional Support for Interpreters

If the topic is likely to be more challenging than usual for interpreters, the presenter should also check in advance with the interpreters about whether/how additional support may be provided. This may involve, for example, asking interpreters if they would be willing to receive softly-spoken verbal support from the presenter’s colleague during the presentation. Note this challenge is more apparent when interpreting from BSL into spoken English, but challenges in both language directions are possible. Please remember all interpreters are different, and will have different preferences about how additional support can work. It is important to raise these possibilities in advance, and liaise with interpreters as per any other collegial relationship.

Please see 3. on preparation for interpreters and the chair’s responsibilities.

Remote working guidelines

Please see the following guidelines on conducting remote meetings with or without interpreters:

Remote working guidelines | UCL Deafness Cognition and Language Research Centre

DCAL Invited Speaker Rota 2024-2026

Link: Preparation for working with interpreters