How to order IT support for Ph.D. defenses  

If you wish to receive IT support from ITS during a PhD defense, you will have to place an order at least an entire week before the defense (preferably earlier that that). You can do need to create a case using the Serviceportal

Please make sure the following information is included in the case:  

• Choice of platform – AAU Zoom or MS Teams. If you want help to choose the best platform, please state so in the email.
• Date and time to test the setup – an ITS supporter needs to partake in a test if you wish for us to participate in the actual PhD defense (unless other arrangements have been made).
  PLEASE NOTE: We do NOT recommend doing a test on the same date as the PhD defense, otherwise there might not be enough time to troubleshoot possible problems occurring during the test.  
• Date and time for the PhD defense. 
• Room number – only in case of hybrid PhD defenses (REMEMBER to book a room for both the test and the actual defense).
• Names and email addresses on the participants along with their roles in the PhD defense (PhD student, censor, guidance counselor, moderator, etc.). 
• Name and email address on the person responsible for payments, who will receive an internal invoice in case of PhD defenses outside of ordinary opening hours or physical attendance by IT support.  

You will be contacted by a person from IT as soon as possible once the ticket has been created in our system. They will inform you on who will be supporting the PhD defense. You must send a meeting invitation on Outlook to the IT supporter for both the test and the actual PhD defense. 

Test

When testing, we will need to make sure that: 

• Everyone can connect to the meeting
• Everyone can be seen and heard in an acceptable quality
• Everyone can share their screen or content (only the people who might need to do so during the actual defense). If there is a need to show a video with sound during the defense, this will also need to be tested
• Any technical questions are answered so everyone feels secure in the use of IT during the actual PhD defense

Often it is decided right before the PhD defense whether the committee will need a meeting before the defense starts. If this is the case, it can often be resolved on the day by using a breakout room or a separate online meeting.

A typical test takes about 5 to 15 minutes to complete depending on the occurrence of any problems. If there are no problems the test will be very quick.  

Remember – with a test beforehand, the need for support during the actual PhD defense will be greatly minimised.  

During the defense 

We will make sure that the meeting is started correctly. 

During the defense, the arranging secretary oversees and manages all participants' capabilities, e.g., participants' options to mute and unmute, etc. Alternately, you can ask all participants to mute themselves and turn off their cameras and trust that this will stay enforced.  

The IT support will only support primary participants should they experience technical difficulties. Primary participants include PhD student, censor, guidance counselor, and moderator. 

We do not offer support for any spectators. If they experience technical difficulties, they are advised to log off and then reconnect to the online meeting. This often resolves any problems regarding sound/picture.