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Organising the proposal seminar online This document is intended to guide the set-up of an online seminar using functionality of the platforms Microsoft Teams and Zoom for this space. Schools may have their own processes that will need to be reviewed in relation to the steps outlined here, and information in this document can be adapted to suit the specific needs of each school. HDR students will need to complete the written proposal as they would normally do, in consultation with their supervisors. Each school has a specific process for organising the candidacy proposal presentation, so this same process will be followed in terms of organising reviewers, choosing a time and date for the presentation etc. The difference comes in when students are presenting online, as they will not be in the same physical space as the reviewers, supervisors, or any other attendees. Technology requirements All those involved in the seminar should have access to • A computer in a quiet space • Reliable internet connection • A headset with an attached microphone • Working webcam To avoid any interruptions, it is recommended that all participants apart from the presenter, have their microphones muted at the start. If there is a question that the reviewer or any other participant would like to ask, they will need to indicate first using the platform chat (Teams) or ‘Raise hand’ (Zoom) function. When called on to speak, it is recommended that they turn their microphones on for asking the question, then mute them again. To avoid issues due to limited bandwidth, it is recommended that while the student is presenting, all others have their webcams switched off (unless required). Moderation It is recommended that there be a moderator for an online proposal seminar, who will monitor incoming comments and questions. The moderator should be someone from within the school – this may be one of the supervisors, the chair of the research centre, or other appointed nominee. The moderator will need to: • Monitor incoming participants to the seminar and minimise interruptions: They will need to check the waiting room (if enabled) and advise incoming participants to mute their microphones and turn off their video screens if need be. This will allow for the student to focus fully on the presentation. • Aid in the flow of questions: This is particularly important for the reviewers, as they will need to indicate that they are wanting to ask a question – this can be done via the chat mechanism in Teams, or ‘raising a hand’ in Zoom. The moderator will need to ensure that all questions are asked, and control the flow of questions from reviewers and answers from the student. The moderator will handle questions from any other audience participants similarly.

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Page 1: Preparing for the proposal seminar online...candidacy proposal presentation, so this same process will be followed in terms of organising reviewers, choosing a time and date for the

OrganisingtheproposalseminaronlineThisdocumentisintendedtoguidetheset-upofanonlineseminarusingfunctionalityoftheplatformsMicrosoftTeamsandZoomforthisspace.Schoolsmayhavetheirownprocessesthatwillneedtobereviewedinrelationtothestepsoutlinedhere,andinformationinthisdocumentcanbeadaptedtosuitthespecificneedsofeachschool.HDRstudentswillneedtocompletethewrittenproposalastheywouldnormallydo,inconsultationwiththeirsupervisors.Eachschoolhasaspecificprocessfororganisingthecandidacyproposalpresentation,sothissameprocesswillbefollowedintermsoforganisingreviewers,choosingatimeanddateforthepresentationetc.Thedifferencecomesinwhenstudentsarepresentingonline,astheywillnotbeinthesamephysicalspaceasthereviewers,supervisors,oranyotherattendees.TechnologyrequirementsAllthoseinvolvedintheseminarshouldhaveaccessto

• Acomputerinaquietspace• Reliableinternetconnection• Aheadsetwithanattachedmicrophone• Workingwebcam

Toavoidanyinterruptions,itisrecommendedthatallparticipantsapartfromthepresenter,havetheirmicrophonesmutedatthestart.Ifthereisaquestionthattherevieweroranyotherparticipantwouldliketoask,theywillneedtoindicatefirstusingtheplatformchat(Teams)or‘Raisehand’(Zoom)function.Whencalledontospeak,itisrecommendedthattheyturntheirmicrophonesonforaskingthequestion,thenmutethemagain.Toavoidissuesduetolimitedbandwidth,itisrecommendedthatwhilethestudentispresenting,allothershavetheirwebcamsswitchedoff(unlessrequired).ModerationItisrecommendedthattherebeamoderatorforanonlineproposalseminar,whowillmonitorincomingcommentsandquestions.Themoderatorshouldbesomeonefromwithintheschool–thismaybeoneofthesupervisors,thechairoftheresearchcentre,orotherappointednominee.Themoderatorwillneedto:

• Monitorincomingparticipantstotheseminarandminimiseinterruptions:Theywillneedtocheckthewaitingroom(ifenabled)andadviseincomingparticipantstomutetheirmicrophonesandturnofftheirvideoscreensifneedbe.Thiswillallowforthestudenttofocusfullyonthepresentation.

• Aidintheflowofquestions:Thisisparticularlyimportantforthereviewers,astheywillneedtoindicatethattheyarewantingtoaskaquestion–thiscanbedoneviathechatmechanisminTeams,or‘raisingahand’inZoom.Themoderatorwillneedtoensurethatallquestionsareasked,andcontroltheflowofquestionsfromreviewersandanswersfromthestudent.Themoderatorwillhandlequestionsfromanyotheraudienceparticipantssimilarly.

Page 2: Preparing for the proposal seminar online...candidacy proposal presentation, so this same process will be followed in terms of organising reviewers, choosing a time and date for the

UsingTeamsfortheproposalseminar(ThisoptionisrecommendedwhenthereviewersareinternaltoECU)Whentheseminardateandtimeisagreedon,therelevantresearchsupportstaffintheschoolcansetupaTeamsMeeting.GototheCalendarviewinTeams,andclickon‘+NewMeeting’.Inthemeetingdetailsscreen,addinthedetailsasforastandardmeetingrequest.

Thekeypeopletobeincludedarethestudent,reviewersandsupervisors.Ifthisisgoingtobeanopenforumwithotherpeoplepresent,thelinkcanbeforwardedtothem.Itisadvisabletohavearegistrationprocedurethatwillensurethelinkissentoutsecurelytointerestedattendees.Reviewerswillbesenttheproposaldocumentseparately,asperschoolprocess.Ifthereareanyotherattachmentsthatneedtobedistributedtoattendees,itisadvisabletosendtheseviaaseparateemail.Thestudents,reviewersandsupervisors,aswellasanycoordinatingstaff,shouldtestthelinkbeforehandtocheckthatitworks,andthestudentinparticularshouldtestthattheycansharetheirscreenappropriately,andthattheycantalkwithoutthesoundbeingdistorted.

Page 3: Preparing for the proposal seminar online...candidacy proposal presentation, so this same process will be followed in terms of organising reviewers, choosing a time and date for the

Screensharing:Thestudentwillneedtosharetheirscreentoshowanyslides/materialthatneedstobepresented.Theywillneedtohavetheirslidesopen(notnecessarilyinslideshowmode).AnyoneinanactiveTeamscallcansharetheirscreenbyusingthe‘Sharebutton’(arectanglewithanarrowfacingup).

Thisshouldopenapanelthathasthumbnailsofthevariousoptions,includingsharingonlythescreenofaparticularapplication,ortheentiredesktop.

ItisrecommendedtochoosethePresentationwindowundertheWindowsheading,asthismeansanyotherprogramsthatareopenonthecomputerwillnotbeseenbyothersintheTeamscall.Whenthescreenisshared,thecontentseenbyotherparticipantswillbeindicatedbyaredoutlinearoundthesharedwindow.Oncethisisvisible,thestudentcanpresenttheslidesastheywoulddoinanypresentation.

Page 4: Preparing for the proposal seminar online...candidacy proposal presentation, so this same process will be followed in terms of organising reviewers, choosing a time and date for the

UsingZoomfortheproposalseminar(Thisoptionisrecommendedwhenthereisatleastoneexternalreviewer)Whentheseminardateandtimeisagreedon,therelevantresearchsupportstaffintheschoolcansetupaZoommeeting.ThiscanbedoneeitherviaOutlookortheZoomonlineinterface.Outlook:SetupanewmeetinginOutlook.Therewillbeanoptionto‘AddZoomMeeting’inthemeetingdetailsarea.

IfZoomisnotalreadyopen,therewillbeaprompttolaunchit.Allowfortheprogramtolaunchinitsownwindow,andsigninusingtheSingleSignOn(SSO)option.Whenpromptedforthedomain,makesureitissettoecu.zoom.usanduseADSlogindetailsintheweb-browserpage(thatshouldautomaticallyopen–ifitdoesnot,checkifapop-upblockerisinuse).Onceyouhaveloggedin,navigatebacktotheZoomapp,whichshouldnowallowformeetingstobescheduled.

WithintheZoominterface,clickon‘Schedule’(thecalendaricon).Thiswillprovideanumberofoptionsforasession.Itisrecommendedtochecktheoptionsonthispage–

Page 5: Preparing for the proposal seminar online...candidacy proposal presentation, so this same process will be followed in terms of organising reviewers, choosing a time and date for the

however,itwillneedtobeaddedagaininoutlook.Clickon‘Schedule’toreturntoOutlookandaddtheinformationinthedialogboxprovided.Itwillpopulatethemeetingrequestandallowtheactivelinktobesenttoallparticipants.ZoomWebInterface:Gotothewebsitehttp://ecu.zoom.usandclickon‘SignIn’.LogintothesystemusinganADSusernameandpassword.Thesitewillopentheaccountpage.Onthemainmenu,clickon‘Meetings’,then‘ScheduleaNewMeeting’.Therewillbealistofoptionsforthemeetingonthepage.Choosetherelevantoptionsandsavethem.Thiswillproduceasummaryandanoptiontosendviaoutlook,whichcanthenbesentouttoparticipants.

Somepointstonote:

• Itisrecommendedtohaveapasswordforthemeeting.Thiswillpreventunexpectedpeoplefromjoiningthemeeting.Thepasswordcanbesentouttoallregisteredparticipantsalongwiththelink.

• TheParticipantsvideoshouldbeoffbydefault,toavoidbandwidthissues.• AudiocanbesetuptoTelephoneandcomputer(incasethereisanexternalparty

thatdoesnothaveaccesstoacomputer).However,ensurethatyousettheDialincountrytoAustralia(settoUSbydefault).

• Ifyouenableawaitingroom,peoplewillnotbeabletocomeintothemeetingunlesstheyareapprovedbyahost.

• Muteparticipantsonentrytoavoidinterruptionstothepresentationifsomeonelogsintothemeetingafterthesessionhasbegun

• Ifnecessary,thesessioncanberecorded.• Makethestudentanalternativehost(ifpossible)toallowthemmorecontrolover

theseminarsession.

Page 6: Preparing for the proposal seminar online...candidacy proposal presentation, so this same process will be followed in terms of organising reviewers, choosing a time and date for the

Screensharing:Thestudentwillneedtosharetheirscreentoshowanyslides/materialthatneedstobepresented.Zoomallowsforparticipantstosharetheirscreens.Theycanalsobevisibleonlineatthesametime,sothisisusefulforthosescenarioswhereitisimportanttoseethepresenterorspeaker.Thisisdonebyclickingthe‘Sharescreen’buttononthebottompanel.

Choosethescreenthatistobevisible.Itisrecommendedforthestudenttochoosethepresentationwindowonly,butifthereareotherapplicationsthatwillneedtobeshownduringtheseminar,thestudentcanchoosedesktopinstead(thiswillshowthestudent’sentirescreen).

Whenthescreenisshared,thecontentseenbyotherparticipantswillbeindicatedbyagreenoutlinearoundthesharedwindow.Oncethisisvisible,thestudentcanpresenttheslidesastheywoulddoinanypresentation.Thecontrolsfortheprogramatthetoppfthesharedscreenwillalsoallowforthepresentertoannotatethedocumentifrequired.

Page 7: Preparing for the proposal seminar online...candidacy proposal presentation, so this same process will be followed in terms of organising reviewers, choosing a time and date for the

AccessingonlineresourcesforpresentationsTherearearangeoftrainingresourcesthatareavailableforstudentsviatheGRSProgramsBlackboardsite.Ofparticularrelevancetotheproposalseminararethesessionsoncommunicatingresearch.Itishighlyrecommendedtoaccessthefollowingworkshops:

• PresentingyourResearchatConferencesandSymposia• VisualisingyourResearchandDesigningEffectivePosters(thesectionondesigning

powerpointslides)Thereisalsoinformationonresearchcommunicationinvariouscontexts,includingpresenting,intheworkshopCommunicatingtoDifferentAudiences.InformationabouttheproposalitselfisincludedintheGraduateResearchInductionProgram(GRIP)andworkshopsonwritingresearchproposals.TheHDRCommunicationAdvisersarealsoavailableforone-to-onevirtualappointments.Theycanchecksomeoftheorallanguagethestudentisusingforthepresentation,andgiveadviceonthelanguageusedinthewrittenproposalandtheslides.SOARAmbassadorsTominimisetheriskoftechnicalmalfunctions,itisrecommendedthatthepresentingstudentpracticeusingthechosenplatformbeforethepresentationdate.Theymaychoosetopracticewiththeirsupervisors,butcanalsoutilisetheSOARCentreambassadorsanddoarun-throughofthepresentationwiththem.SOARappointmentsareavailablevirtuallyandcanbebookedat:https://intranet.ecu.edu.au/research/for-research-students/soar-centre/book-an-appointment


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