Zoom Webinar for defense at KTH
At KTH, dissertations and licentiate seminars takes place during the period 7 January - 15 June and 15 August - 20 December. Doctoral (PhD) students must register requests for public thesis defense to the school in question no later than five weeks prior. However, the schools may require that the application be made earlier.
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.
ATT! The respondent should not be the organizer of the Zoom webinar.
- The organizer of the meeting creates the webinar. Here are the instructions on how to set up a Zoom webinar:
To set up a Zoom webinar meeting for a public defense - 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.
We recommend using rooms that has a video conference system or a room with hybrid capabilities.
The folowing rooms have a video conferencing system:
F3 , kollegiesalen .
The folowing rooms have Hybrid capabilities (BYOD):
D1 , D2 , D3 , D31 , D37 , D41 , E32 , F2 , Q2 , U1 , U61 .
If you book another room without a video conference system or Hybrid function, you must complete the missing equipment yourself, e.g. webcams, etc.
You can check what equipment in available in the rooms here via KTH places
You can check the availability of the rooms here via KTH timedit - Inform KTH IT-Support about this in order to agree on the support needs in that room.
The organizer of the meeting sends an e-mail to it-support@kth.se informing us about the defense.
ATT: Specify the date and time and what room you have booked and the respondents name - 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
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.
ATT: 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.