A colloquium can be organized online using BlueJeans. Requesting a BlueJeans room for a digital colloquium can be done via the LISA Servicedesk. Please note that the servicedesk needs at least need 1 day to process the request. Once the request has been approved, you can share the room details with your assessor and guests.
You may want to set up two virtual rooms: the Graduation Room and the Committee Room. The Committee Room is a smaller session, and does not have to be in BlueJeans; it can also be a Canvas Conference, Skype video call or Microsoft Teams meeting.
The graduation room can be made accessible 24 hours before the colloquium. It is therefore possible to try out the system in advance and get familiar with the system.
Each participant connects to the Graduation Room via the link or the Meeting ID. They can connect using a smartphone or web browser. If you participate from the browser, you will have to allow BlueJeans permission to use the camera and the microphone. However, most attendees will be on mute so any accidental noises don't interrupt the colloquium.
During the colloquium it is possible for the graduate to share the computer screen, for example to show a slide or give a demo. Use the “Screen Share” option at the top of the video image. It is recommended to test this beforehand.
After the graduation presentation and the questions, the committee can gather in the Committee Room for deliberation (a second BlueJeans room or a video call in Skype / Microsoft Teams etc.). In the meantime, the graduate student and any audience can continue to use the Graduation Room.
Committee members must really close the Graduation Room (with the red “End Call” button at the top of the video image) before entering the Committee Room, otherwise their video and audio will remain accessible.
The graduate can be invited into the Committee Room, according to normal procedure. All committee members as well as the graduate then leave the Committee Room and reconnect with the Graduation Room, for final words and public congratulations.