Dissertation Defense - Zoom Meetings Guide

The information provided below is intended to suit individuals that will be hosting a Dissertation. This is solely on a recommendation basis.

Before Event Tips

Come in 15/20mins earlier than your presentation to check your Zoom Settings
- Zoom chat on/off
- Security Settings - (Only host can present)
- “Share Screen” settings
  - Slide sharing test - going through your slide deck.
  - Ensure you have the correct settings prior to sharing the screen. (Share computer sound if applicable, Optimize Screen Share for Video Clip if applicable)
- Ensure the camera direction is focused on you (spotlight yourself to everyone.)
Attendee Settings
- Make sure you set “Mute upon entry” in the participant’s window under more
- Attendees are locked down and will see what the host allows them to see.
- If needed you can promote an attendee to a co-host and vice versa as much as you want.
  - You can not demote a predefined cohost to an attendee.

Basic Preventive Steps
- Provide the zoom phone number for the panelist or co-host if needed. This should be provided in the zoom invite at the bottom. (in case of audio/video issues)
- Ensure the panelist/presenter is either wired into their router at home or as close to the router as possible.
- Recommend panelists/presenters to use headphones if possible to ensure audio quality. Also, confirm it doesn’t rub against loose clothing.
Issues with zoom entrance
- Have them restart their zoom app and/or machine
- Have them attempt to log into another device (laptop, phone, tablet, etc.).
Audio/Video Issues during the event
- If video issues occur you can have the presenter turn off their camera so their connection becomes stable.
- In case their audio or video does not work Presenters/Panelist can call in with the zoom number provided above.
  - You can also use this option if they are not able to log into the Zoom app. (Note you can not spotlight the individual as they are speaking so you would need to ensure all other panelists or behind the scenes folks are muted and camera off.)

Zoombombing tips during the event
- We encourage presenters to turn on the “waiting room” for their meetings to make sure they know all attendees that are entering the zoom.
  - If an attendee has joined and is was not invited, you can remove them from the event. Once removed they can not rejoin so please use wisely.
  - You may also lock the meeting once the presentation has begun, that way no one can enter the room once the presentation begins
- Locking the meeting to confirm no enters. (Use this if a zoom bomber has attempted to enter. Recommended to use as worst-case scenario)
- Remove an Attendee - If a participant is causing a distraction and threat to the presentation you can remove the individual from the meeting. Once removed you can not bring them back into the meeting.
- Turning off Chat functionality - To reduce the risk of someone posting inappropriate information.