Difference between revisions of "Recommendations for digital PhD examinations"

(2. Schedule the PhD examinations as a Zoom meeting)
 
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Please also read the information on [https://www.uib.no/en/foremployees/134629/public-defence-and-trial-lecture-during-coronavirus-outbreak Public defence and trial lecture during the Coronavirus outbreak].
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* '''UiB's rules and regulations for public defences and trial lectures during the corona situation''' are found on the page [https://www.uib.no/en/foremployees/134629/public-defence-and-trial-lecture-during-corona-situation Public defence and trial lecture during the corona situation].
 +
* '''This page contains technical recommendations and instructions to supplement the rules and regulations.
 +
* '''The technical solution recommended by UiB is Zoom Webinar''' which we find to be best suited and most secure. The solution and its use are described in more detail below. Please note that eg. Teams or Zoom Meeting should not be used for digital PhD examinations.
  
'''We recommend using Teams for  for digital PhD examinations.''' Teams has user-friendly functionality to meet the needs. Zoom may altso be used. If participants are not familiar with Teams or Zoom, Skype for Business can be used as an alternative.
 
  
 +
== Requirements for participants' equipment etc. (candidate, administrator, opponents) ==
  
== Requirements for participants' equipment etc. (candidate, administrator, opponents) ==
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* We recommend the use of USB cameras and headsets with microphone (or good conference speakers with microphone). Built-in speakers and microphone should only be used as a last resort. USB cameras can give a better angle and view of the speaker than a build-in camera. If you by necessity need to use a built-in camera, try testing different placements for the best angle, view and lighting.
* We recommend the use of a separate USB cameras and headsets with microphone (or good conference speakers with microphone). Built-in speakers and microphone should only be used as a last resort.
+
For procurment of a USB cameras and headsets, see [https://it.uib.no/en/Procurement_of_headset_and_webcamera | Procurement of headset and webcamera]
* Participants should consider placement in relation to light and noise sources.
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* Participants should consider placement in relation to light and noise sources for the best lighting and sound quality.
 
* The technical set-up and communication between participants should be tested in advance in same system that will be used during the presentation and examination. We recommend calling and conducting a technical test in advance, using the same tools and procedure as in the examination itself.
 
* The technical set-up and communication between participants should be tested in advance in same system that will be used during the presentation and examination. We recommend calling and conducting a technical test in advance, using the same tools and procedure as in the examination itself.
 
* The IT department can assist with technical support, loan equipment, etc.; see below.
 
* The IT department can assist with technical support, loan equipment, etc.; see below.
  
  
== PhD examinations with Teams ==
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==Zoom Webinar for digital doctoral exams ==
===1. Call the doctoral exam as a Teams meeting.===
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This is done from the Outlook calendar by selecting "New Teams Meeting" on the ribbon. Include all participants (candidate, opponents, administrator, ...) as mandatory participants. <br>
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The faculties / departments have their own set of Webinar licenses that they have at their disposal. In addition, BRITA has 6 licenses, which can be used if own licenses is in use (several simultaneous webinars). The Zoom Webinar is recommended for conducting digital doctoral exams. This is recommended rather than the usual Zoom or Team meeting, partly because of the risk of so-called '' '' Zoom bombing '' ''. Briefly explained, Zoom bombing is when one or more spectators deliberately want to "disturb"/spoil a meeting, for example, by saying or doing inappropriate things in front of the camera, or possibly sharing inappropriate content. In a "Zoom Webinar" meeting, "regular" attendees only have access to audio/video, question and answer (Q&A), chat and the ability to "raise your hand".
[[File: 01teamsmøte.png | 400px]]
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 +
 
 +
== Book a Zoom Webinar ==
 +
 
 +
To book a Zoom Webinar for a digital doctoral exam (disputation or trial lecture), contact those who have a webinar license at your own faculty / department, preferably no later than one week in advance. Here is a link to [https://it.uib.no/Zoom_Webinar_-_Hvordan_opprette how to create a webinar if you have a license] (norwegian).
 +
 
 +
Here you need to include the following:
 +
 
 +
* '''Which doctoral exams is taking place.''' We need title, date and time (start and end). You might link to the uib page if it has been posted here: [https://www.uib.no/nye-doktorgrader uib.no/nye-doktorgrader].
 +
 
 +
* '''Name and email for Co-host''',  that is, people with extended rights. Co-host can among other things throw out participants, shut down chat etc. IT support (relevant IT assistants) during the doctoral degree will also be added as Co-host.
 +
* '''Name and e-mail of panelists.'''
 +
Panelists will typically be:
 +
* the candidate
 +
* opponents
 +
* non-co-host organizer
 +
* others who will say or show something during the doctoral exams
 +
 
 +
Panelists have access to the camera and microphone, and can also share screen or "window". In addition, they also have access to read and answer '''chat''' and '''Q&A''' (questions) submitted by participants.
  
===2. Change the settings for the meeting.===
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With this information, the IT department will be able to set up a '''Zoom Webinar'''-meeting for the doctoral degree. The person who creates the webinar (from the IT department) will be given the status of '''Host'''.
After sending the Teams meeting, open the meeting again and do the following: <br>
 
[[File: 02teamsmøte.png | 500px]]
 
* Hold down CTRL while clicking "Meeting Options" to bring up the meeting's settings.
 
* In the meeting's settings, select "Who can bypass the lobby?" If you select "Everyone" here, anyone can join the meeting. If you choose other options, one of the participants in the meeting must "let in" external participants. Please make sure to do this during the meeting. <br>
 
You also choose who can present at the meeting. The ones you choose here are given the "Presenter" role. This also includes some other rights, including to eject other participants and to mute their microphones. ([https://support.office.com/en-us/article/roles-in-a-teams-meeting-c16fa7d0-1666-4dde-8686-0a0bfe16e019?ui=en-US&rs=en-US&ad=US See detailed description of the roles' rights.]) It may therefore be advisable to limit the number of presenters. <br>
 
Remember to click "Save": <br>
 
[[File: 03teamsmøte.png | 400px]]
 
* Right-click the text "Join Microsoft Teams Meeting" and select "Copy Hyperlink". You will then have copied the link that is needed to attend the meeting. This should be inserted into the announcement of the examination:
 
[[File: 04teamsmøte.png | 300px]]
 
* The link you copied from the meeting invitation is very long! Before inserting it into the announcement, you may want to replace it with an abbreviated link, which can be made at [https://tinyurl.com/ tinyurl.com]. <br> <br>
 
* Anyone using the link will bring up the meeting in their browser (or Teams application if they have that installed). There is no requirement that they have a UiB account or a Microsoft Office 365 account. Thus, the examination is completely open. (If this is not desirable, de-select "all" on the "Who can bypass the lobby?" Setting, then the meeting administrator must "let in" those who want to participate.
 
  
===3. Conduct the PHD examination using Teams===
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'''"Co-host" and panelists will receive an e-mail with the link and information they will need to join'''.
* At the start of the meeting, the audience should be informed about some rules of conduct, especially that they mute their microphones to avoid noise, and that questions ex auditorio (where applicable) can be typed in the meeting's chat.
 
* During the meeting, the meeting administrator (who has called for the meeting) should keep an eye on the controls in Teams. Please familiarize yourself with the controls in the menu (see image).
 
[[File: teams-møtekontroller-en.png | 600px]]
 
* If you have chosen that only yourself or selected participants can present, you may change this during the meeting. You can give other participants access to present by "promoting" them from "Attendee" to "Presenter". Open the list of meeting participants, right-click on the attendee and select the status.
 
[[File:teams-møteroller.png | 200px]] <br>
 
"Presenters" may present (view images from their machine), and mute the microphones of other meeting participants.
 
* It will be useful to have the chat window open so that you can see if questions are posted, etc.
 
* It can also be useful to see the list of meeting participants. This will show whether that the audience has muted their microphones. If there is noise from one of the meeting participants' microphones, the administrator can right-click on this and choose to mute the microphone in question.
 
  
== PhD examinations with Zoom==
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In the reported request, we will also '''provide a link to share with all the other participants who wish to follow the doctoral examination'''. This is the link that is to be shared publicly on [https://www.uib.no/nye-doktorgrader uib.no/nye-doktorgrader]
=== 1. preparations ===
 
All participants should have the Zoom program installed. See the tutorial [https://mitt.uib.no/courses/25566/pages/first-time-users-of-zoom First time user of Zoom] a. If there are problems with installation, viewers can participate through a regular browser, but this offers less functionality than the Zoom program.
 
  
=== 2. Schedule the PhD examinations as a Zoom meeting ===
 
* Schedule a Zoom meeting, from the Zoom application or from Outlook Calendar. (We do not schedule from Mitt UiB since the examination is not related to a teaching subject.) <br>
 
See the settings highlighted in the image below! <br>
 
[[File:DisputasZoom1.png | 400px]]
 
  
* Send the candidate and opponents an invitation via Outlook or by sending them the sharing link, which you find by clicking on the meeting invitation from Zoom or from Outlook. <br>
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== How to conduct the digital doctoral examination ==
[[File: MuntligZoom2.png | 400px]]
 
  
* Insert the sharing link for the Zoom meeting into the announcement of the doctoral degree. Anyone who has this link can join the meeting. NB! Participants should be encouraged to log in with their full name!
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The co-host or panelist accesses the link they received via email when the webinar was created. If "Practice Mode" is set, you will receive the following message (at the top) when you enter the meeting:
  
=== 3. Conduct the PHD examination using Zoom ===
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[[image:pricticemode.jpg]]
* The administrator of the meeting must "let in" participants entering the meeting waiting room: <br>
 
[[File: MuntligZoom4.png | 200px]]
 
* The audience should be informed at start-up of some rules, especially that they keep their microphones muted to avoid noise on the line, and that questions ex auditorio (where applicable) can be asked in the meeting's chat or by "raise hand".
 
* During the meeting, the meeting organizer (administrator who has scheduled the meeting) should keep an eye on the Zoom controls.
 
* The meeting organizer can give others access to share their screen if desired (eg for a presentation).
 
* It will be useful to have the chat window up so you can see if questions come in, etc.
 
  
== PhD examinations with Skype for Business ==
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With this feature, you will be able to talk and test things out before the meeting begins (Press "Broadcast" when you want to make the webinar available to the public).
If it is not possible to conduct the meeting in Teams, Skype for Business may be used as an alternative. The main difference is that this meeting cannot be open. Those who wish to participate as members of the audience must therefore notify the meeting administrator, who must add them to the meeting.
 
# Invite all participants (candidate, opponents, leader, ...) to a Skype meeting. This is done through the calendar in Outlook. [https://support.office.com/nb-no/article/video-planlegge-et-skype-for-business-m%c3%b8te-69a3716c-7eaf-42fe-907e-4b63ce13565d?ui=nb-NO&rs = en-NO & ad = NO See Video Guide].
 
# Announce that those who to participate as members of the audience, must notify the administrator by email. The administrator must add those who sign up to the meeting notice.
 
  
Otherwise, the procedure is as for Teams meeting above, though the meeting controls are slightly different.
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'''The participants (atendee) will receive this message until the host or co-host press "Broadcast":'''
  
 +
[[File:ZoomWebinarVenter.jpg]]
  
== Stream PhD examinations on an open channel on YouTube ==
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'''If you want to close the chat-option, Host or Co-Host must do this manually while the meeting is active.'''
An open Teams meeting as described above should be appropriate to hold a digital doctoral examination with public access.
 
  
If for some reason it is desirable to stream the meeting on YouTube, this may be possible. This requires more preparation and technical support, and must therefore be agreed in good time. Contact [https://hjelp.uib.no UiBhjelp] to make an appointment.
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[[File:ZoomWebinarStengeChat.jpg]]
  
If you do choose to share the defence as a video after it has been held, you may need permission from participating parties, first and foremost the candidate, head of public defence and committee. [https://www.uib.no/en/photocon Please see more information here on consent]. It is always important to let participants know how the defence will be made public - including streaming - and to ensure that all participants understand how this works.
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'''The host or Co-Host can remove participants if needed:'''
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 +
Click '''"Participants"''' - Click '''"More"''' to the right of the participant you want to remove - Select '''"Remove'''"
 +
 
 +
[[File:ZoomWebinarRemoveUser.jpg]]
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 +
Question '''"ex auditorio'''" may be asked by using the '''Q&A'''-function. The questions can be seen by '''Host, Co-hoster and panelists'''. We recommend that one of the hosts (Host or Co-host) takes care of these questions. If there are any inappropriate questions, these can be ignored ('''Dismiss'''). When it is time for questions, the host can read these to the candidate. Click on the "Answer live" or "Type Answer" button depending on how the question is to be answered. When the question is answered, it ends up in the "Answered" group.
 +
 
 +
[[File:ZoomWebinarQAAnswer.jpg]]
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 +
It is also possible to give a participant (attendee) the opportunity to use the microphone ('''"Allow to talk"''') and he/she can ask the question to the candidate directly. It is also possible to turn the participant into a panelist ('''"Promote to panelist'''") if a participant also needs to use a webcam or share something. This will provide better communication between the candidate and the participant, but also pose a great risk of sabotage, since you never know who the participant really is.
 +
 
 +
[[File:600px-ZoomWebinarAllowToTalkmm.jpg]]
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In case of technical interruptions, recording of the stream may be appropriate. If you are a "Host" or a "Co-host" you have your own '''"Record'''"- button for this. (Assuming you use the "Zoom" software and not the web edition)
 +
 
 +
 
 +
== The different panels for each participant type: ==
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 +
Below you can see how the different panels vary for each participant type:
 +
 
 +
'''Host''' or '''Co-host'''
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 +
[[File:ZoomWebinarHost.jpg]]
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 +
(The Co-Host will see '''"Leave Webinar'''" instead of '''"End Meeting'''".) If a Host leaves the meeting, He/she must provide the "Host"- role to one of the other Co- host to not end the webinar for everyone. You must use the '''Zoom software''' to record (This feature is not available in the web edition)
 +
 
 +
'''Panelist'''
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 +
[[File:ZoomWebinarPanelist.jpg]]
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 +
'''Attendee'''
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 +
[[File:ZoomWebinarAtendee.jpg]]
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 +
 
 +
 
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'''NOTE !: The view for the audience (attendee) is controlled by how the host has the view on his/her PC.'''
 +
 
 +
 
 +
 
 +
== Summary ==
 +
 
 +
In short, the Zoom Webinar is similar to the usual Zoom meeting for '''co-host''' and '''panelists'''. The main difference is that '''"Breakout Room'''" is not available in a Zoom Webinar meeting. Here you have to consider whether you want to set up a separate meeting (Zoom or Teams) where you can discuss the candidate's doctorate privately. When leaving a meeting as a host, you must be aware that you also have the opportunity to end the meeting. You should not do this if you do not want to close the meeting for all the other participants as well. To not end meeting for all, select "Leave Meeting" instead of "End Meeting for All". You must then pass the "Host" role to another "Co-host".
  
  
 
== Help ==
 
== Help ==
 +
 
If you have any questions or technical problems, or would like to order a technical review or assistance in conducting a doctoral examination, please contact the IT service desk BRITA via [https://hjelp.uib.no UiBhjelp] or telephone 55 58 47 00.
 
If you have any questions or technical problems, or would like to order a technical review or assistance in conducting a doctoral examination, please contact the IT service desk BRITA via [https://hjelp.uib.no UiBhjelp] or telephone 55 58 47 00.
  
 +
See also:
 +
* [[Digital_meetings_with_Zoom|Digital meetings with Zoom]]
 +
* [[Digital_meetings_with_Teams|Digital meetings with Teams]]
 +
* [[Corona|Korona: recommendations for using digital meeting and interaction solutions]]
 +
* [https://www.uib.no/en/foremployees/134629/public-defence-and-trial-lecture-during-coronavirus-outbreak Public defence and trial lecture during the Coronavirus outbreak]
 +
* [[Teams|The main page about Teams]]
 
{{Important
 
{{Important
 
|hdr=This page will be updated regularly.|msg=If you have comments or things you would like to see on this page, please tell us by using the Feedback button on the top of this page!}}
 
|hdr=This page will be updated regularly.|msg=If you have comments or things you would like to see on this page, please tell us by using the Feedback button on the top of this page!}}
  
 
[[no:Anbefalinger_for_digitale_doktorgradsprøver]]
 
[[no:Anbefalinger_for_digitale_doktorgradsprøver]]

Latest revision as of 11:41, 27 October 2020

  • UiB's rules and regulations for public defences and trial lectures during the corona situation are found on the page Public defence and trial lecture during the corona situation.
  • This page contains technical recommendations and instructions to supplement the rules and regulations.
  • The technical solution recommended by UiB is Zoom Webinar which we find to be best suited and most secure. The solution and its use are described in more detail below. Please note that eg. Teams or Zoom Meeting should not be used for digital PhD examinations.


Requirements for participants' equipment etc. (candidate, administrator, opponents)

  • We recommend the use of USB cameras and headsets with microphone (or good conference speakers with microphone). Built-in speakers and microphone should only be used as a last resort. USB cameras can give a better angle and view of the speaker than a build-in camera. If you by necessity need to use a built-in camera, try testing different placements for the best angle, view and lighting.

For procurment of a USB cameras and headsets, see | Procurement of headset and webcamera

  • Participants should consider placement in relation to light and noise sources for the best lighting and sound quality.
  • The technical set-up and communication between participants should be tested in advance in same system that will be used during the presentation and examination. We recommend calling and conducting a technical test in advance, using the same tools and procedure as in the examination itself.
  • The IT department can assist with technical support, loan equipment, etc.; see below.


Zoom Webinar for digital doctoral exams

The faculties / departments have their own set of Webinar licenses that they have at their disposal. In addition, BRITA has 6 licenses, which can be used if own licenses is in use (several simultaneous webinars). The Zoom Webinar is recommended for conducting digital doctoral exams. This is recommended rather than the usual Zoom or Team meeting, partly because of the risk of so-called Zoom bombing . Briefly explained, Zoom bombing is when one or more spectators deliberately want to "disturb"/spoil a meeting, for example, by saying or doing inappropriate things in front of the camera, or possibly sharing inappropriate content. In a "Zoom Webinar" meeting, "regular" attendees only have access to audio/video, question and answer (Q&A), chat and the ability to "raise your hand".


Book a Zoom Webinar

To book a Zoom Webinar for a digital doctoral exam (disputation or trial lecture), contact those who have a webinar license at your own faculty / department, preferably no later than one week in advance. Here is a link to how to create a webinar if you have a license (norwegian).

Here you need to include the following:

  • Which doctoral exams is taking place. We need title, date and time (start and end). You might link to the uib page if it has been posted here: uib.no/nye-doktorgrader.
  • Name and email for Co-host, that is, people with extended rights. Co-host can among other things throw out participants, shut down chat etc. IT support (relevant IT assistants) during the doctoral degree will also be added as Co-host.
  • Name and e-mail of panelists.

Panelists will typically be:

  • the candidate
  • opponents
  • non-co-host organizer
  • others who will say or show something during the doctoral exams

Panelists have access to the camera and microphone, and can also share screen or "window". In addition, they also have access to read and answer chat and Q&A (questions) submitted by participants.

With this information, the IT department will be able to set up a Zoom Webinar-meeting for the doctoral degree. The person who creates the webinar (from the IT department) will be given the status of Host.

"Co-host" and panelists will receive an e-mail with the link and information they will need to join.

In the reported request, we will also provide a link to share with all the other participants who wish to follow the doctoral examination. This is the link that is to be shared publicly on uib.no/nye-doktorgrader


How to conduct the digital doctoral examination

The co-host or panelist accesses the link they received via email when the webinar was created. If "Practice Mode" is set, you will receive the following message (at the top) when you enter the meeting:

Pricticemode.jpg

With this feature, you will be able to talk and test things out before the meeting begins (Press "Broadcast" when you want to make the webinar available to the public).

The participants (atendee) will receive this message until the host or co-host press "Broadcast":

ZoomWebinarVenter.jpg

If you want to close the chat-option, Host or Co-Host must do this manually while the meeting is active.

ZoomWebinarStengeChat.jpg

The host or Co-Host can remove participants if needed:

Click "Participants" - Click "More" to the right of the participant you want to remove - Select "Remove"

ZoomWebinarRemoveUser.jpg

Question "ex auditorio" may be asked by using the Q&A-function. The questions can be seen by Host, Co-hoster and panelists. We recommend that one of the hosts (Host or Co-host) takes care of these questions. If there are any inappropriate questions, these can be ignored (Dismiss). When it is time for questions, the host can read these to the candidate. Click on the "Answer live" or "Type Answer" button depending on how the question is to be answered. When the question is answered, it ends up in the "Answered" group.

ZoomWebinarQAAnswer.jpg

It is also possible to give a participant (attendee) the opportunity to use the microphone ("Allow to talk") and he/she can ask the question to the candidate directly. It is also possible to turn the participant into a panelist ("Promote to panelist") if a participant also needs to use a webcam or share something. This will provide better communication between the candidate and the participant, but also pose a great risk of sabotage, since you never know who the participant really is.

600px-ZoomWebinarAllowToTalkmm.jpg

In case of technical interruptions, recording of the stream may be appropriate. If you are a "Host" or a "Co-host" you have your own "Record"- button for this. (Assuming you use the "Zoom" software and not the web edition)


The different panels for each participant type:

Below you can see how the different panels vary for each participant type:

Host or Co-host

ZoomWebinarHost.jpg

(The Co-Host will see "Leave Webinar" instead of "End Meeting".) If a Host leaves the meeting, He/she must provide the "Host"- role to one of the other Co- host to not end the webinar for everyone. You must use the Zoom software to record (This feature is not available in the web edition)

Panelist

ZoomWebinarPanelist.jpg

Attendee

ZoomWebinarAtendee.jpg


NOTE !: The view for the audience (attendee) is controlled by how the host has the view on his/her PC.


Summary

In short, the Zoom Webinar is similar to the usual Zoom meeting for co-host and panelists. The main difference is that "Breakout Room" is not available in a Zoom Webinar meeting. Here you have to consider whether you want to set up a separate meeting (Zoom or Teams) where you can discuss the candidate's doctorate privately. When leaving a meeting as a host, you must be aware that you also have the opportunity to end the meeting. You should not do this if you do not want to close the meeting for all the other participants as well. To not end meeting for all, select "Leave Meeting" instead of "End Meeting for All". You must then pass the "Host" role to another "Co-host".


Help

If you have any questions or technical problems, or would like to order a technical review or assistance in conducting a doctoral examination, please contact the IT service desk BRITA via UiBhjelp or telephone 55 58 47 00.

See also:

This page will be updated regularly. If you have comments or things you would like to see on this page, please tell us by using the Feedback button on the top of this page!