Instructions for an online defence of doctoral thesis

Instructions for an online defence of doctoral thesis (PDF)

The instruction concerns Triple Helix and Aula Biologica.

Preparations for an online defence of doctoral thesis

Chairperson and host

Make sure that a person can participate to chair and host the meeting in the online service chosen.

Technician on site

The Campus Services Office will always supply a technician onsite who will help you with the technology during the start of the meeting.

It is beneficial if you have checked out the room and the technology a couple of days before the meeting to make sure that all equipment is present and working properly.

Decide what online service is to be used

In Triple Helix, you have three online services available that are suitable for online defences of doctoral theses: Zoom, Teams and Starleaf. Browse through the list of functionalities to decide which service best suits you.

Functionalities in Zoom, Teams and Starleaf

Zoom Teams Starleaf
Hold an audio and video meeting x x x
Chat x x
Show a presentation/share a screen x x x
Share documents during a meeting x x
Manage participants during an ongoing meeting x x x
Allow active participation x x
Record meeting x x
Control who accesses the meeting x x
Maximum number of participants 300 350 100
Maximum number of streamed videos 49 49 25
Joining
Dial-in allowed x x

Book your defence of the doctoral thesis in two services

We recommend that you book the defence of your doctoral thesis through two of these services to make sure the meeting can be carried out even if one of the services for some reason malfunctions.

Book a meeting in Zoom, Manual

Book a meeting in Teams, Microsoft

Instruction video: Book a meeting in Teams

A StarLeaf meeting is booked when making the room booking through Infocenter.

Provide information about the defence of the doctoral thesis and share links

Wherever you publish information about your public defence of the doctoral thesis, you must also include the links to the meeting. This because defences of theses are public events that must be open to the public, even if they take place online.

You must state which online service, and hence link, is the primary service and which one is the backup to be used only if the first one fails.

Give your audience a few advices in your invitation

Everyone is not used to participating in online meetings. Therefore, it can be helpful to pass on some tips when you publish your invitation to the online defence of your doctoral thesis.

  1. Ask your participants to download the software necessary for participation in the meeting.
  2. Ask your participants to join the meeting through the assigned services no later than 10–15 minutes prior to the start of the defence so that everyone has time to check their internet connection and technology before the event starts.
  3. Ask participants to turn off their microphones and video when joining the meeting to minimize the risk of unintentional interference. The microphone can be activated later if they want to ask questions or interact in another way.
  4. Encourage participants to activate their video when they connect if the bandwidth allows it.

Preparations for the online defence of the doctoral thesis

Schedule an hour before the meeting to make sure that everything is working as intended in the virtual room you are in. Use a local area network, i.e. a network cable, instead of Wi-Fi.

Start the online defence of the doctoral thesis about 15 minutes before the set time so that the audience can join the Waiting Room and test their technology.

During the online defence of the doctoral thesis

It is beneficial if the meeting has one designated person to keep track of the participants during the meeting – a host. It has occurred that members of the audience have participated only to disrupt the meeting. There are measures to avoid this in the various services.

Waiting room

Zoom offers a waiting room and Teams offers a lobby where the audience can be placed while waiting for the public defence of the doctoral thesis to start. This is a recommended method in order to make sure technology will cope but also to keep track of who is allowed to join. As a host, you can manually allow participants to join the meeting one by one or let everyone in at once. You can also post a personal note to all participants in the waiting room containing for instance a description of the agenda for the defence of the thesis or guidelines for audience participation.

Set up a Zoom meeting

When booking your Zoom meeting, you get to chose whether to require a meeting password or not. You are not recommended to use a password, instead please use a waiting room. These settings are found under Advanced options. You can choose “Enable join before host”, which could be beneficial for people to test their technology in good time. If you have enabled a waiting room, participants will only get so far before they are admitted to the meeting.

You can also choose to mute participants upon entry. This is particularly beneficial for participants who may join late so they do not disturb the ongoing meeting.

Advanced options in Zoom

When someone has joined your waiting room and want to join, a pop-up box will appear at the bottom of the screen. You can choose to view the waiting room or let the participant join. To view the waiting room can be necessary if several people wish to join simultaneously. You can reach the waiting room via the icon labelled Participants.

Participants Zoom

Set up a Teams meeting

When you make your meeting booking in Teams with Outlook, you can change your meeting options by clicking the cogwheel symbol.

Change an already booked meeting’s settings

Go to your Outlook booking, double-click the calendar event to see details of the meeting. Below the link to join the meeting you will find a link labelled “Meeting options” (Mötesalternativ). Click the link.

You will be shown a view with further settings:

  • “Who can bypass the lobby?” (Vilka kan gå förbi lobbyn?) There are a few options.
  • Allowing dial-in users to bypass the lobby should always be set to “No”.
  • Notify the host when a dial-in user leaves the meeting – tick “Yes” if you want to hear a signal each time a participant leaves or joins the meeting.
  • Who can share their screen? A recommendation is to allow at least a chairperson or host to share their screen beside you. Choose by inviting people into the meeting and choose their names in the list. There are four options:
    • Everyone
    • Everyone in my organisation
    • Some individuals
    • Only me.
  • You can then choose whether the participants should be allowed to activate their microphone and camera, whether the chat should be activated and whether the participants can use reactions, for example raising their hands.
    Meeting alternatives in teams

When someone outside of the organisation wants to join the meeting, a pop-up box will appear at the bottom of the screen through which you can choose to show the lobby or admit a participant to join the meeting. Click view the lobby if several people wish to join simultaneously. You can reach the lobby via clicking the list of participants in the upper right corner.

Participants

Manage participants

In all three online services, Zoom, Teams and Starleaf, the host can manage participants. This means that the host can turn both microphones and videos off for participants who have not done so (if this disrupts the meeting). The host can also remove a participant if necessary. This option is found under Security in Zoom.

Depending on what setup you have for the online defence of the thesis, the host may need to keep an eye on the chat in case the audience wants to ask questions. Both Zoom and Teams also offers an option to raise your hand, or to contribute with reactions.

Any questions?

Please contact Servicedesk or Infocenter so we can help you with the online solutions.

Lägga till VPN på din iPhone

This guide assumes that you have a VPN account at Umeå University. If you do not have one, you can order it at https://administrationsverktyg.umu.se/Vpn

To install the client on a computer with iPhone (iOS) do the following:

  1. Download the Cisco AnyConnect app from AppStore on your iPhone.
  2. Open Cisco AnyConnect
  3. Click Connections
  4. Select Add VPN connection
  5. In the description field you can type UMU vpn
  6. Enter the server address vpn.umu.se
  7. Click Save to save your settings
  8. Activate VPN by dragging the button to the right (see picture)
  9. Log in with your Umu ID and password
  10. Clear

Installation of VPN client MacOS

This guide assumes that you have a VPN account at Umeå University. If you do not have one, you can order it at https://administrationsverktyg.umu.se/Vpn

To install the client on a computer with MacOS do the following:

Open a web browser and surf to https://vpn.umu.se

1. Log in with your login for your VPN-account (Umu-id or VPN-user).

2. The page verifies the operating system.  It can take a few minutes.
3. Click on the link Download for macOS to download the client to your computer.

4. Open the file you downloaded ((anyconnect-macosx-[version]-web-deploy-k0.dmg) and and start the installation by clicking on the installer vpn.pkg.

5. Finished!

Set up the client with the correct information

When the installation is finished you need to input the correct information.

1. Start the program. You can find it via /Applications/Cisco/Cisco AnyConnect Secure Mobility Client

2. Write in vpn.umu.se in the window that opens and then choose Connect.

4. If you receive a question regarding your login credentials, fill in your VPN-account (Umu-id or vpn-user) and click OK

5. Finished! When you are connected via VPN the picture will look like this

Order and cancellation of VPN account

Ordering and cancellation of a VPN account has to be via https://administrationsverktyg.umu.se/Vpn

  • To begin with, you may have to login with your umu-id and password
  • Choose organization if you work on multiple units
  • Accept the terms and click Order Account.
  • You will receive an email when the VPN account is ready to use.

When your VPN-account is activated and ready to use, it should look like the following picture:

Connect with a video conferencing system to Zoom

If you have Zoom installed on your computer and you are logged in with Umeå University login information.

Step 1.

Start a Zoom meeting with the Zoom program by clicking on ” New Meeting”

Steg 2.

Invite meeting attendees to the meeting by clicking on ”Invite”

Steg 3.

Click on the tab called ”Invite a room system”

Steg 4.

On your video conferencing equipment, enter the numbers that are left behind Dial: In this example: 109.105.112.236

Type in the Meeting ID that shows in your window.  In this example 484 1697760

Your particular video conferencing system may look different so that step is not described in this manual.

Invite participants who do not have a video conference

In addition to the video conference you have invited, it is also possible to invite participants to the meeting who may need to join their computer and Zoom.

To do this, click on Copy URL (marked in red on the left)

Then open an email program and email the link you just copied.

Inviting members to a team or channel in Teams

Note!  It is possible to invite both internatl and external members at the same time.

Inviting an internal member

  1. Find the team that members will be invited to.
  2. Choose the 3 dots to the right of the Team name and then choose  Add member.
  3. Search for and choose the persons name from the list and then click on Add.  If you wish to add more than one member at the same time, just keep typing in the names.
  4. When you have chosen your members you must give them rights and permissions.  Click on them individually and choose : Owner or Member.

Remember that all students are also in our system. To be sure that you invite the right person, use the Umu-id or email address.

Inviting external members

There are two ways in which to invite external members.  Alternative 1 is preferable.

Alternative 1:

  1. Choose the 3 dots to the right of the Team name and then choose  Add member.
  2. Choose ”Add member” .  Write in the persons email address in the window and then choose  Add.  The person will automatically be added as a ”Guest”. There is NO other option. 

Alternative 2:

  1. Choose the 3 dots to the right of the Team name.
  2. Choose ”Get link to team” > Send to the external person. 

 

Read more on the different types of permissions in Teams

Creating a channel in Teams

  1. Go in to the team you wish to create a channel in.
  2. Choose the 3 dots to the right of the name  Add channel
    Note that your Teams can look different, especially in colour and layout
  3. Choose a name and description for your channel. You can also choose if the channel should be available to all team members or only a few.
  4. Click on “Add”. you have now successfully added a channel to your team.

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