The responsibilities of the chair of the committee during a partially digital defence
The defence will still follow regular procedure as far as possible. In addition to your regular responsibilities during a defence, there are a few additional points that relate specifically to a partially digital defence.
- A partially digital defence is almost like a regular defence. The difference is that the opponents are not present in the room, but participate through Zoom. Everyone else who wish to take part need to be either physically present, or can watch the defence as it is streamed to the defence announcement website.
- Two days before the defence you must take part in a practice defence with the candidate, the opponents, the chair of the defence and the defence technician. This is to test all the technical equipment and to make sure everyone are familiar with the routines during the defence. This practice session will take place in the same room as the actual defence.
- If the candidate decides to conduct the trial lecture live with the opponents in Zoom, you must be present for this. When the trial lecture is finished it is important that you stay behind in the lecture room after everyone else has left, because the opponents need to determine if they found the trial lecture satisfactory.
- It is your responsibility to bring a laptop to the defence. This will be used for monitoring any questions from the digital audience, as well as for your private Zoom meeting with the rest of the committee at the end of the defence. If you do not have a laptop, you must coordinate with the defence technician to sort this out.
- Together with the candidate and the chair of the defence you can enter the room in procession as you would normally do during a defence, as well as exit in procession at the end.
- When the opponents have finished asking their questions, the chair of the defence will open up the floor to the audience, offering the chance to serve as an opponent ex auditorio. If anyone has sent in questions digitally during the defence (either in the Zoom chat or using a Nettskjema prepared for this purpose), you or the chair of the defence must read out these questions.
- When the defence is finished you will leave the room in procession with the candidate and the chair of the defence. Remember to bring the laptop! (This does not apply if your faculty normally does not hold such a meeting before finishing the defence).
- You and the chair of the defence will now meet privately with the opponents in Zoom, where you can discuss and decide on the fate of the candidate, and if you want, sort out any paper work. This will take place in a smaller room nearby that has been booked for this purpose. You must bring a laptop for this. When the meeting is finished, you can return to the defence room and announce, so that you can start up Zoom and join the meeting where the opponents are. As soon as you join the Zoom meeting, the technician will send you into a private breakout room. Once this private meeting is concluded, the opponents will return to the main Zoom room, and you can return to the lecture room together with the candidate and the chair of the defence. (This does not apply if your faculty normally does not hold such a meeting before finishing the defence).
- If technical issues occur that simply cannot be resolved right away, the chair of the defence will pause the defence until the issues can be solved. If it still cannot be solved, the defence will have to be cancelled and rescheduled.
- If you have any questions about digital defence, contact your faculty administration.