Special Instructions for Forms and Meetings impacted by COVID-19 Quarantine

• Completing and submitting defense and graduation paperwork

  Information can be found here.

• Completing and submitting other academic forms

  Information can be found here.

• 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
  
  
  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:
  
  

  Carolyn Agurcia-Parker

  Elisabeth Lindheim
  
  Amanda Williamson
  
  Karen Weinberg
  
  
  
  

• Instructions for holding Advisory Committee Meetings via Webex

  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
  
  Please follow the steps below:
  
  After the meeting, the Advisor will summarize the committee’s recommendations and complete Part A as well as the evaluation section of the Report of Advisory Committee form. The student will complete Part B of the report form.
  
  The student will email the completed pre- and post-committee meeting forms to [email protected] and copy all members of the committee (including any members that did not attend). In the email, the student will ask each committee member to confirm their agreement with the report by sending a reply-all email stating "OK" or "I approve".
  
  Questions? Contact the Senior Associate Dean of Graduate Education.

• Instructions for holding Candidacy Exams via Webex

  Tips for Holding a Candidacy Exam 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.
  
  Prior to the exam, the student should make a list of the participants' contact information (names, email addresses and phone numbers) including the student and share it with all members of the committee. Keep it handy on the day of the exam in case participants do not join the meeting (a reminder may be needed).
  
  All participants, but especially the student and Examining Committee Chair, 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 exam 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). The 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 exam, the student’s Exam Committee Chair (or another committee member who may be more familiar with WebEx) will schedule the meeting from the WebEx website and invite participants. The Chair (or experienced committee member) will “host” the exam.  It is also possible for the student to do the work of scheduling the meeting (which makes the student the host) and later change the role of the Chair to host. To do so, just right click on the name of the Chair in the list of participants, choose "Change Role" and change to "Host".  Roles may be switched during the 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 the participants that when they are not speaking, they need to mute their mics and videos to lessen distractions (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.
  
  At a candidacy exam, it is very common for the committee to ask the student to write or draw something on the board to answer a question. The best and easiest way to do this would be to set up the computer in a conference room with a whiteboard behind the student. Alternatively, the student could use a large drawing pad and hold it up to the camera. It is also possible to draw with the mouse on a blank slide using the annotate function that appears in PowerPoint when sharing.
  
  At the end of the private portion of the exam when the student would normally be asked to leave the room, the student will exit the meeting. When the committee is ready for the student to rejoin the meeting, the Examining Committee chair will text the student.
  
  Results Forms
  
  Please follow the steps below:
  
  Before the exam, the student will type the preliminary required information into the fillable-PDF results and evaluation forms and send the forms to the Chair.
  
  After the exam, the Chair will complete then email the result and evaluation forms to [email protected] and copy all members of the Examining Committee and the student. In the email, each committee member will be asked to confirm their agreement with the candidacy exam result by sending a reply-all email stating "OK" or "I approve".

  
  Questions? Contact the Senior Associate Dean of Graduate Education.

• Instructions for holding Thesis Defenses via Webex/Zoom

  Tips for Holding a Thesis Defense via Webex/Zoom

  All participants, but especially the student and Advisor, should feel comfortable using Webex/Zoom. Please use these links if you need tutorials/refreshers on how to use Webex or Zoom.

  If a student is logging-in remotely to hold a defense, a stable high-speed internet connection must be accessible. Otherwise, the student might want to consider coming to campus or connecting from a location with reliable internet. It is also important to make sure the student has a dependable computer to use during the defense. Loaner computers are available for checkout at GSBS. Please email [email protected] if one is needed.

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

  It’s best if a member of your committee serves as the host on the Webex/Zoom session – that will allow you to log off and the committee to meet privately to make a decision about your defense exam near the end.  A committee member can text you to return to the meeting.  The student’s Advisor (or another committee member) could schedule the video conference meeting, and send the meeting link to the participants. The Advisor (or committee member) will log on to Webex/Zoom and serve as the “host”.  It is also possible for the student to do the work of scheduling the meeting (which makes the student the host) and later change the role of the Advisor to host. To do so, just right click on the name of the Advisor in the list of participants, choose "Change Role" and change to "Host".  Roles may be switched during the meeting. 

  Occasionally an unwanted person will log onto a meeting and cause a disruption.  It’s important that the host is familiar with how to mute or remove individual participants in case this occurs.   Here are some links on making your Webex or Zoom meetings more secure.

  Committee members and attendees (other than the defending student) 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 (the 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.

  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 a white board at the student's back in case it is needed. Alternatively, the student could (1) have a large pad of blank paper to write on and hold up to the camera or (2) use a tablet (iPad) device to log in to the (Webex/Zoom) meeting and use this device to write on and share its electronic Whiteboard feature with participants. 

  If there is no live audience, consider using headphones to reduce any potential background noise or audio feedback. Student should remind all participants at the beginning of the defense to mute all mics until someone needs to speak. This lessens the distraction for other attendees.

  It is advisable that the student repeats questions posted through chat to create a more engaging presentation and ensure all participants are aware of the posed questions. It is also important to note that there is often a lag time in sound when using video conference, so be attentive and give attendees time to respond to help avoid speaking over meeting participants.
  
  

  Specific Tips for Holding a Hybrid Thesis Defense via Webex/Zoom

  If a defense is to be held in a hybrid format, where attendees can be in-person and remote at the same time, then all participants should abide by the COVID-related safety rules and regulations set forth by the institution where the defense will be held.

  Hybrid defenses can present unique challenges that might affect the student’s capacity to effectively defend their theses or dissertations. Hybrid defenses should be scheduled in rooms equipped with the appropriate technology. All GSBS rooms can handle hybrid meeting formats. Please visit our Classroom Calendar page to view room availability and to reserve a room. If you need help in reserving any of these rooms, please feel free to reach out to Lily D’Agostino for reservations.

  At least one week prior to your defense date, inquire about and test the AV technology available in your intended classroom (microphones, projector, audio, cameras), and do a test run by having others (students, advisor, committee members, or a GSBS IT staff member) help in testing both the classroom experience and that of a remote attendant. Please contact the GSBS IT team ([email protected]) if you need help in the testing.

  When in hybrid setting, you want to be inclusive of all the participants. Therefore, you should present slides in presenter mode for in-person attendees while sharing the presentation screen through Webex/Zoom for online participants.  

  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.

  If student is planning to physically be in a classroom and intends to use the whiteboard or a chalkboard, the student should make sure it will be visible to your remote participants by having the in-class camera focused on that platform. Alternatively, you can consider using a drawing tablet and electronically project what you write to all class participants both in-person and remote.

  
  Additional Tips on Defense Format
  
  Students may invite colleagues, friends and family to attend the seminar portion of their defense either in person, in case of hybrid mode, or by sending them a link to the meeting. The meeting info should also be sent to Joy Lademora and submitted through this link at least 10 days prior to the defense so that it can be posted in the GSBS Essential.
  
  For the private, student- and committee-only portion of the defense, the Advisor will ask any outside participants to exit the meeting.
  
  At the end of the private portion of the defense when the student would usually be asked to leave the room, the student will exit the Webex/Zoom meeting or physically exit the room (if applicable). When the committee is ready for the student to rejoin the meeting, the Advisor will text/call the student.

  
  IT Assistance

  The GSBS IT support (Michael Valladolid and Michael Orlando) have volunteered to help students set up their defense meetings in hybrid or remote only modes. They are also willing to join the student's Webex/Zoom defense about 10-15 minutes before it begins to make sure that all is well. They will remain for about 5-10 minutes once the defense starts to make sure that things are going smoothly. To request IT help, please email [email protected]. For emergency technical concerns that require immediate attention, please contact the GSBS Front Desk at 713-500-9850.
  
  
  Forms for the Defense

  Before the defense, the student will type the preliminary required information into the fillable-PDF results and evaluation forms and send them to the Advisor. The required forms may be found on our Forms page (above this section).
  
  At the defense, the Advisor will complete the results and evaluation forms.
  
  After the defense, the Advisor will email the result and evaluation forms to [email protected] and copy all members of the committee who attended the defense (including the substitute, if one was needed) and the student. In the email, each committee member will be asked to confirm their agreement of the defense result by sending a reply-all email stating "OK" or "I approve".
  
  Questions? Contact the Senior Associate Dean of Graduate Education, Dr. Natalie Sirisaengtaksin or Dr. Wassim Chehab.

  
  Tips from students who previously defended using Webex/Zoom:

  • Coordinate with your PI, the host of your meeting. Assist him/her to become familiar with the online platform, if needed.
  • Send reminder emails with bullet points of instructions to all committee members prior to the meeting.
  • Set up two Webex/Zoom meetings: one for “PUBLIC”, the other for “PRIVATE” session.
  • Practice sharing your slides on Webex/Zoom. If you share your slides in “Presentation mode”, you are not able to see your “notes” on your PPT.
  • Just to prepare for a sudden home internet outage, have “Hotspot” setup on your phone. You can use your cellular devices as a backup.
  • Not being able to see anybody will feel weird. Just pause ever so often to ask “Is everything good?”.
  • After presenting for an hour, when I was finished and there was a gap of silence…at that moment I wondered whether my Webex/Zoom had stopped working half way through and I was just basically talking to myself for 1 hour! Thankfully, that was not the case!
  • If your PC has an echo, you can use headphones.
  • Keep track of time. If your PPT is too long, just cut it. Focus more on “messages” rather than “technicalities” since it is a “public seminar” for general audiences.