Check list for a completely digital defence

(At least) 4 days before the defence

1. Get a webinar license for your unipersonal digital defence user (send an email to av-teknisk@usit.uio.no).
2. Find a colleague who can serve as a backup technician for this particular defence.

3 days before the defence

1. Set up the webinar and invite the panelists.
2. Send a link to the webinar to the ph.d. administration.
3. Edit the title and time to match the practice session (follow the instructions on the technician website). This must be done in the web interface and you have to be logged on with the unipersonal user.
4. Set up the private meeting for the committee and the chair of the defence (follow the instructions on the technician website). This meeting is set up using your personal user, and should be recurring, so that you only have to set up this one meeting that will be used multiple times.

2 days before the defence

1. Conduct the practice defence with the candidate, the committee and the chair of the defence.
2. Change the settings of the webinar to match with the next activity, either the trial lecture (if this is to be live, and not a recording) or the defence itself. 

1 day before

1. Relax, you have done everything you need for now :)

The day of the defence - the last 30 minutes before it starts

1. Start the webinar 30 minutes before the defence/trial lecture is supposed to start, to have a practice session with the panelists. 
2. Give the panelists the right to share a screen.
3. Check that sound and video works for everyone.
4. A few minutes before the defence should start, click on Broadcast.

During the defence

1. When the trial lecture is finished, check that the committee and the chair of the defence get into the private Zoom meeting. You do not need to stay with them, and they do not need to return to the webinar to announce their decision unless they really wish to do so. They can announce it at the beginning of the actual defence.
2. Update the time and title of the webinar to match with the defence itself.
3. Again, start it up 30 minutes before for a practice session, and click Broadcast when the defence should start.

During the defence - when the opponents are finished

1. If anyone raises a hand to ask a question, invite them to speak.
2. When all questions are answered, make the candidate a co-host.
3. Join the committee and the chair of the defence in the private meeting to make sure they get started, and return to the webinar.
4. Wait for the committee and the chair of the defence to return. You can now open up the chat function for attendees.
5. When the committee and the chair of the defence have returned and the chair of the defence has announced that the defence is completed, you can ask participants to raise their hand if they want to be promoted to panelists, and promote them. 
6. Give the role of host to the candidate or a supervisor.
7. You have done your job, and can leave the webinar whenever you want to.