![]() ![]() Graduate School rules require that the dean’s representative be introduced. Give everyone on the committee and the student a chance to introduce themselves, just as you would in a live defense (this is also a final check that all the audio/visuals work).Let everyone know you will be in the virtual room at least 15 minutes before the scheduled start time and that you will check with each required participant to ensure that the audio and video are working effectively. Check in with the student and committee members before the defense begins.For more privacy and security information about Zoom visit /security. Please see this guide to Security Settings for Zoom Meetings from DIT. It is important to take security precautions before and during the defense to prevent intrusion. With the increased number of people using Zoom as a meeting and presentation platform, there are a number of emerging security concerns.In particular, determine how you will have the student “step out of the room.” This can be accomplished by having the committee all move to a breakout room then return to the main room when they are done with their discussion, or putting the student on “hold” during the discussion.While Graduate School policy does not allow for participation via phone, being able to reach participants by phone can help troubleshoot a solution. Be sure you have a back-up phone number for all required participants in case there is a problem with the technology.Consider offering a “test run” with your student to ensure that the technology works and that they are comfortable using it to present their findings and answer questions. #Uf zoom background how to#Be sure that you know how to allow the student to share slides and control the presentation. You should be the “host” of the meeting.Please do not leave this to the student, even if you are sure the student is more adept at technology than you are. At the time of the defense, you should be the point person for any technology difficulties. Advisors should consult with the student to select the video conferencing program (WebEx or Zoom) to be used, but advisors should create and share the invitation to join.What would be a positive nod in a face-to-face environment won’t come through as clearly in the online environment. Use headphones, if possible, to reduce any potential background noise.Be sure that the place you are sitting avoids glare, shadows, or an overly cluttered backdrop.Remember that there is often a little bit of lag time in sound on a video conference, so be particularly attentive to giving people time to respond and to not speak over people. ![]() The student defending has spent years in anticipation of this event. We are all tempted to do this in the online environment, but this is not a regular online meeting. For all participants (including “public” participants) We know that these are challenging times, and we hope that this guidance helps students and their committee members prepare for successful defenses. In addition to these policies, we offer some advice for all defense participants. The Graduate School has provided emergency policy for remote defenses. The University’s current guidelines instructing all employees to telework and avoid coming to campus directly impacts thesis and dissertation defenses. ![]()
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