/
Self-host a defence on Zoom

Self-host a defence on Zoom

Owned by MT
Last updated: Dec 22, 2021
6 min read

Please log on to the Zoom app with your WatIAM credentials.

It is important to do a test meeting a few days prior to the defence to address any technical issues that may arise. Also, please review and implement the tips to ensure the defence will run smoothly.

You can watch a video walkthrough of Zoom, or the Zoom how-to video tutorials.

You only have to set up Zoom once on your computer. If you have previously set it up, skip to the next section.

  1. Go to: https://uwaterloo.zoom.us/download

  2. Download the "Zoom Client for Meetings" installer.

     

  3. Run the installer and follow the instructions in the installation wizard.

  4. Once you have installed Zoom, open the app.

     

  5. Click on "Sign In".

     

  6. Click on "SSO".

     

  7. Enter "uwaterloo" and click "Continue". It will open your browser.

     

  8. On the browser, log in with your WatIAM credentials and complete the Duo 2FA.

  9. When prompted, check the option to allow future Zoom meeting links to automatically open in the Zoom app. This is optional, and you can proceed without setting it up.

     

  1. Go to: https://uwaterloo.zoom.us/

  2. Click on "Sign in".

     

  3. Click on "Schedule a Meeting".

     

  4. Enter the "Topic", "When" and "Duration" of the defence. To avoid confusion, ensure the "Time Zone" is set to "Eastern Time".

     

  5. Scroll down the window and set the following:

     

  6. Optionally, on the "Alternative Hosts" field you can assign committee members and/or the chair as co-host by entering their UWaterloo email addresses (always use their WatIAM username followed by "@uwaterloo.ca", not their friendly email address). This is useful in case you encounter technical issues, so the co-host can help troubleshoot or start/continue the meeting without you. You can also assign someone a co-host role during the meeting. Do not assign the co-host role to the candidate, as you can not move a co-host into the waiting room.

     

  7. Click on "Save".

     

The following instructions is a continuation from the previous section. Alternatively, you can just share the meeting link in an email (“Copy Invitation”). If the chair has not been named yet, you can invite the chair later by adding the chair to the Outlook event or just by emailing the meeting link.

  1. After clicking on "Save" in the previous step, click on "Outlook Calendar (.ics)".

     

  2. The .ics file should automatically open on your Outlook. If not, right-click on the .ics file, "Open With", and select "Microsoft Outlook".

  3. Add the candidate, committee members, and chair. If this is a PhD defence, please also add the ENV Graduate Studies Administrator (Shoshannah Holdom - sholdom@uwaterloo.ca) so she has the meeting link.

     

  4. Optionally, set the "Request Responses" so you know whether the candidate, committee members, and chair have accepted the event invite.

  5. Click on "Send".

 

  1. On the Zoom app, click on "Meetings" tab and then "Start". Alternatively, open the meeting link on your browser and it should ask you to open the meeting on the Zoom app.

     

  2. Select "Automatically join audio by computer when joining a meeting", then click on "Join with Computer Audio". Once you set up this option, you will automatically skip this step in your future Zoom meeting. This is optional, and you can proceed without setting it up.

     

  1. Familiarize yourself with the interface:

     

  2. Instruct the candidate to share their PowerPoint by clicking on the "Share Screen", select the PowerPoint, and "Share". Alternatively, select the first one on the top left (e.g., "Desktop 1" or "Screen").

     

  3. Before the deliberation, ask all the guests to leave the meeting. You can remove any remaining guests by going to the "Participants" pane, move your cursor over their name, click on "More", and then "Remove".

     

  4. To move the candidate to the waiting room, move your cursor over their name, click on "More", and then "Put in Waiting Room". While in the waiting room, the candidate can not see or hear the main meeting. You can now begin the deliberation.

     

  5. After a decision has been made, you can "Admit" the candidate back into the main meeting.

     

  1. Please log in to the Zoom app as per instructions above. This is important to eliminate a variety of issues, such as not seeing the meeting on the Zoom app, not being the host when you are supposed to, and not being able to move the candidate to the waiting room.

  2. If the candidate is using a Mac and unable to share their screen, they may need to go to their "System Preferences", "Security & Privacy", "Privacy" tab, and allow screen recording for Zoom.

  3. If the presentation has audio and/or video clip, then select the "Share sound" and "Optimize for video clip" options after clicking on "Share Screen". If prompted to install the Zoom audio driver, please do so.

     

  4. If you are not able to put the candidate to the waiting room, be sure to remove any roles they may have (e.g., co-host, presenter, etc.).

  5. You can assign co-host role to a committee member or the chair who is familiar with Zoom to troubleshoot the issue. You can do so by moving your cursor over their name, click on "More", and then "Make Co-host".

  6. Consult the Zoom Help Center or email env-help@uwaterloo.ca.

 

Related content

If you have technical issues, Please submit a request to the ETIS Jira Queue. If you need help after hours or on the weekends, contact IST Service Desk.