Host an online phd defense

You can use MS Teams or AAU Zoom, if you need to host an online PhD defense.

Click here to see a comparison between the two platforms

Creating an online PhD defense

The secretary at your institute will send out a meeting invitation to all participants at least two days before the defense, where the online setup will be tested to make sure that there are no errors that could interfere with the actual PhD defense.
If anyone wishes to observe the PhD defense, they will need to contact the secretary who will send them an invite by email. This is also stated in the PhD defense announcement.
The secretary will create a meeting if the committee wishes to meet before the defense.
The secretary will create a meeting for the actual PhD defense and send out the invitation to all participants. It is possible to use the same meeting invitation during the technical test.
Before the start of the defense, a breakout room is created (a private room), where the committee can vote during the defense.

Things you need to be aware of during a hybrid PhD defense

A hybrid defense is largely the same as an online defense in its structure. There is however a couple of things to be aware of when the defense includes a physical location with primary participants.

IMPORTANT: We strongly recommend that you use a room which is equipped for online teaching. However, a room with a video conference system will work as well.

Instructions for AAU rooms with a video conference system

First, the video conference system needs to call the virtual meeting:

In MS Teams you will need to make the call via the touch panel in the room. Press manual dial to meeting ID (you can find the meeting ID in the invite you received by email).
In AAU Zoom you will also need to make the call via the touch panel in the room. Instead, press via address list to AAU Zoom. Afterwards you will need to type in the meeting ID and password via the touch panel.
Please note: Always log into a Zoom meeting on a computer first, before logging on via the video conference system.

Click here to see instructions on how to launch a PhD defense from a video conference system

Instructions for rooms without a video conference system, with computer + built in camera, or USB-webcam

You will need to log on to the virtual meeting from the computer connected to the webcam.

Different scenarios

It is crucial to differentiate between which meeting roles are present online and which are present physically. It plays a role in whether camera placement and sound quality is sufficient.

Read more about the different scenarios below:

For AAU classrooms/auditoriums with a video conference system

The Ph.D. defense happens in front of the blackboard, and online participants can be seen on screens in the back of the room. This is the best placement for dialogue.
EVERYONE who might need to be heard uses the microphone in the room – these are typically mounted from the ceiling. In auditoriums any speaking participants can use the wireless headsets or handheld microphones, and Catchbox microphones (which are microphones that can be tossed to people in the audience), if necessary.
If any primary participants are also present physically you will need to decide whether they should be shown on camera or not. There is only one active camera connected to the video conference system, and it is not suitable to move it during the defense. That means that the best solution is for the primary participants to move into the cameras view when they are speaking. Another alternative (albeit less desirable) is to connect to the meeting from a computer to use the webcam.
BEWARE: Turn off the computer microphone and use the microphone in the room instead and remember to turn off the speakers as well. Speaker view (automatic focus on the one speaking) will not be working.

For AAU meeting rooms with a video conference system

Because there is only one screen in a meeting room it would be a good idea to place the camera in front of the screen pointing in the direction of the PhD student. If done like this, it will look like you are actually speaking to the people on the screen, because it will look like you are looking directly at them.
Please note: If you are presenting your screen, you will not be able to see online participants.
EVERYONE that need to be heard in the room will be using the microphone in the room – which is typically a microphone mounted on the ceiling or a table microphone.
If any primary participants are also present physically you will need to decide whether they should be shown on camera or not. There is only one active camera connected to the video conference system, and it is not suitable to move it during the defense. That means that the best solution is for the primary participants to move into the cameras view when they are speaking. Another alternative (albeit less desirable) is to connect to the meeting from a computer to use the webcam.
BEWARE: Turn off the computer microphone and use the microphone in the room instead and remember to turn off the speakers as well. Speaker view (automatic focus on the one speaking) will not be working.

For rooms without a video conference system - using a computer with built in camera or USB connected webcam

Please note that this setup should only be used as a last resort.

The PhD defense will take place behind your own computer screen, and the online participants will also be seen on your own screen. The sound will be connected to other speakers in the room so any physical participants/audience will be able to hear the full conversation.
Anyone in the room who needs to be heard will have to move into the range of the computer's microphone to speak.

It is important to consider the following!

Plan the placement of the camera in regards of who will have to be seen in a test BEFORE the actual PhD defense.
Speakers and microphones on any other computers connected to the meeting in the room must be turned off. Otherwise, you will be able to hear feedback/a loud noise, and/or an echo in the speakers. If participants need to speak they must do so via the microphone in the room (typically a microphone mounted on the ceiling – or in auditoriums a wireless microphone)
In rooms with a video conference system, the option Picture in Picture must be turned ON (done via the touch panel), so you will be able to see your physical placement via the camera.

Creating an online PhD defense

Things you need to be aware of during a hybrid PhD defense

Instructions for AAU rooms with a video conference system

Instructions for rooms without a video conference system, with computer + built in camera, or USB-webcam

Different scenarios

For AAU classrooms/auditoriums with a video conference system

For AAU meeting rooms with a video conference system

For rooms without a video conference system - using a computer with built in camera or USB connected webcam

It is important to consider the following!

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