MD Anderson Cancer Center UTHealth
Graduate School of Biomedical Sciences

General Guide for Using WebEx

Familiarize yourself with WebEx:

GSBS website info

Short video on WebEx

Create an account by accessing your institutional site:

UTHealth

MDACC

Use either Chrome or Firefox, sign in and follow the onscreen prompts. Allow WebEx to use your webcam and mic when prompted. You may be asked to install a small WebEx application.

Customize your profile – upload your photo.

Practice by attending a meeting with someone who knows about WebEx. The following GSBS staff will be happy to practice with you – just write to one of them to set up a time to practice:

Brenda Gaughan

Kelly Moore 

Elisabeth Lindheim

Amanda Williamson

Carolyn Agurcia-Parker

Karen Weinberg


Tips for Attending an Advisory Committee Meeting via WebEx

If you are working remotely, make sure that you have a stable high-speed internet connection.

Mute your mics and video until you need to speak to lessen the distraction for other participants.

The student should make a list of the contact information (names, email addresses and phone numbers) for all committee members and the student prior to the meeting.  Keep it handy on the day of the meeting in case participants do not join the meeting (a reminder may be needed).

All participants, but especially the student and Advisor, should feel comfortable using WebEx.  Practice with each other (or one of the GSBS staff members listed above) before the meeting.

Ideally, all participants should have a brief online meeting before the actual meeting to ensure that connections can be made, speakers can be heard, and the PowerPoint can be shared.

Individuals who do not have access to a computer may choose to attend by calling the toll-free number and entering the code associated with the meeting invitation (this info will be included in the meeting calendar invitation). Slides should be sent to them beforehand so that they can follow along during the meeting.

Meeting Format

Once the date and time are set for the meeting, the student’s Advisor (or another committee member who may be more familiar with WebEx) will schedule the meeting from the WebEx website and invite participants. The Advisor (or experienced committee member) will “host” the committee meeting.

To maximize safety, no participants in the meeting should be in the same room.

At the start of the meeting, the host should remind all participants to mute their mics and videos to lessen distractions when they are not speaking (this is important!).

When it is time for the student to present, WebEx allows the student to easily share the slide presentation. Important: To be heard clearly, the student must present the slides while sitting in front of the computer, not while standing next to a live slide presentation that is some distance from the computer. It is best to share all slides with attendees through the WebEx app.

The student should have a surface available to draw or write something on in case the committee asks them to do so just like they often do in a live meeting. The best advice is to set up in a conference room with the whiteboard at the student's back in case they need to use it. Alternatively, the student could bring a large pad of blank paper to write on and hold up to the camera.

For the portion(s) of the meeting in which the student would normally leave the room (e.g., at the end of the meeting), the student will exit the meeting. When the committee is ready for the student to rejoin the meeting, the Advisor will text the student. 


Forms for the Meeting

For now, signatures of committee members are not required.  Instead, please follow the steps below:

Before the meeting, the student will type the required preliminary information into the fillable-PDF report and evaluation forms and send them to the Advisor.

After the meeting, the Advisor will indicate on the form whether each individual member attended the meeting, summarize the committee’s recommendations and complete the evaluation form. The student will complete his/her portion of the form.

The student will submit the pre- and post-committee meeting forms to gsbs.reports@uth.tmc.edu and copy all members of the committee (including any members that did not attend). In the email, please ask each committee member to confirm their agreement with the report by sending a reply-all email stating "OK".
 

Questions? Contact Dr. Bill Mattox or Brenda Gaughan