Zoom Webinar for defense at KTH

Registration is made using a form which can be found under ”Licentiatseminarium, disputation“ in the form archives:

intra.kth.se/administration/blanketter/forskning-forskarutbildning 

For more information about thesis defense view link:

intra.kth.se/en/forskning/forskarstudier/avhandling-disputation-och-examen-1.680207

Basic requirements:

• As to the core of the defense, respondent, opponent, grading committee and chairperson must be able to communicate with each other 2-way including picture and sound.
• When it comes to audiences, they should be able to see and hear the thesis defense. They should also be able to ask, at least via chat function.
• Thesis defense should also be public. The audience must also be given the opportunity to attend physically, in addition to the opportunity to participate remotely, as some of the audience may lack computer / computer experience.

In order to enable the thesis defense process in the current situation, KTH has developed a solution where thesis defenses can be carried out completely remotely. This solution is based on the Zoom webinar, which enables the meeting organizer to have complete control over the distance meeting and how the thesis defense should be carried out, for example:

•  the respondent, the opponent, the grading committee and the chair actively participate as a "panel"
•  audience can see and hear but cannot send video and sound (to avoid the risk of disruption)
• The audience is given the opportunity to ask questions either via the chat function or in Q&A format

Here is a workflow and instructions on how to proceed.

NOTE! In the past you were required to order a webinar licens. That is no longer needed. The standard functions for KTH employees now includes webinars for up to 500 attendees. In the future you will no longer need to order the license for a defence if the attendees do not exceed 500.

You will still need to inform us if you want technical support in the room before the defence.

If, according to KTH's recommendations, you want to use Zoom webinars for a defense and need assistance or if the number of participants exceeds 500, then the person organizing the meeting needs to contact it-support@kth.se via an email/issue.

NOTE! The respondent should not be the organizer of the Zoom webinar.
 

1. The organizer of the meeting sends an e-mail to it-support@kth.se informing us about the defense.
   You will need to specify the date and time and what room you have booked and the respondents name
2. If any of the committee or audience should attend from a room at KTH, a suitable room with video equipment must be booked through KTH's local booking. A list of suitable premises can be found here: intra.kth.se/en/it/kth-videoconferencing/video-conf/rooms-with-videoconf/boka-rum-med-videokonferens-1.800139
3. The organizer also needs to set up a separate Zoom meeting (Note: not Zoom webinar) only for the opponent, the grading committee and the chair, where the audience is excluded. This zoom meeting need to be booked by another person, tentatively from the grading committee. That is because of the limitation in the system which doesn’t allow the same person to book two meeting at the same time 

You can find instructions for how to set up a Zoom meeting here:

intra.kth.se/en/it/kth-videoconferencing/zoom/bjud-in-till-zoom-mo/bjud-in-till-zoom-mote-1.826070

KTH IT-Support helps with instructions, tips and advice, with the start of the Zoom webinar meeting itself, as well as with support in the physical room if wanted.

If support is needed during the actual defense, contact KTH IT Support immediately on 08-790 6600. KTH IT-Support handles these types of cases with the highest priority.

It is essential that the webinar is set up in advance and posted in good time in accordance with current regulations.

To set up a Zoom webinar meeting for a public defense :