best-practices_roles_final_clean_7-24-20

Best Practices by Role for AEJMC Virtual Conference The following information should be considered an addendum to information already provided for presenters, moderators, and discussants available on the AEJMC web site: https://www.aejmc.org/home/scholarship/paper-presenter-resources/ Please review the relevant information there first, and then review the information here for a virtual adaptation. See also the general guidance provided by AEJMC on using the vFairs platform and Zoom. As trainings and other information becomes available, we will update this document as needed. Because the virtual conference site will officially open on pre-conference day, August 5, we encourage everyone to log in that day with your credentials and have a look around to acquaint yourselves with the platform!

Presenter (Papers, Panels, Colloquia, Other) Preparation -First, if you have visual materials (including PPT) that you may be using for your presentation, you do not need to upload this to the conference web site. A few minutes prior to your session, simply open the PPT or other file from your own computer screen so that it is ready to go for screen-sharing when it is your turn to present. (The screen-sharing feature is located on the lower panel of your screen once inside the Zoom room.) Those of you who will be playing any audio or video as part of your presentation should also check audio levels and ensure your video/audio player is working fine.

-Be on Zoom early to test audio and video for yourself. (vFairs will allow everyone to enter 3 min. prior to each session, but no earlier, as the ongoing session needs to shut down first.) Ensure your moderator can hear and see you and then mute yourself until it is your appointed time to speak (button is in lower left corner of Zoom screen).

Here is the toolbar:

To Mute Yourself Click on the microphone icon in Zoom.

Unmuted (everyone can hear you).

Muted. No one can hear you.

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On PowerPoint and Screen-sharing If you are using a PowerPoint or other visuals (including video), you will need to use the Screen Share feature on the lower toolbar in Zoom. Have your PowerPoint file open before the session begins.

To Share a Screen (test before the session begins) 1. Click the Screen Share feature on the lower toolbar in Zoom. This screen will come up.

2. The possible windows you can share should appear. Your PPT, video, or other file will need to already be open on your computer). Select which of these windows you’d like to display and click it.

I click on my PowerPoint presentation to share it.

3. If the moderator on the other end confirms they can see the visual, then the Screen Share feature is working properly and you should be able to do so again at the needed time during your presentation. (You can unshare the screen by clicking the button again, until it is your time.)

Presenting -When it is your time to present during the session, unmute yourself. If you have a Power Point or other visual, screen share at that time as well, and advance slides from your computer as you normally would. When you are done presenting, turn off the screen share feature and mute yourself once again.

If and when you have a Q&A session, simply unmute yourself to answer any questions. Participants in the session will be able to ask questions verbally or through the “chat” feature.

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High Density Sessions High Density Sessions contain more papers than a traditional paper session. You should be prepared to talk about your research for a shortened amount of time. For the specific format/length, including whether or not to use PowerPoints or handouts, defer to your division or interest group’s instructions.

Scholar-to-Scholar (Poster Session) Paper Presenters Preparation -Like in-person scholar-to-scholar sessions, you will create a poster that highlights your research paper.

But, this year it will be a digital poster. You will have uploaded your poster file prior to the conference (by 7/20) to a special poster upload site. Then, on the day of your session, select your poster during the scheduled time and place to monitor the Q&A chat function assigned to your poster and respond to any questions. (There is no Zoom component for the poster session on vFairs. It is real-time, synchronous Q&A with your discussant and attendees.)

- You will need to have a digital version (PDF recommended) of your poster. Many people create their poster this way anyway (perhaps in PPT or PNG, and then convert to PDF), so with a virtual conference, you just don’t need to print it! (For details, see Scholar-to-Scholar section of the conference site: http://aejmc.org/events/sanfrancisco20/paper-call/ (Scroll down for poster session info.)

Additional resources for poster sessions can be found here: http://www.aejmc.org/home/2013/01/about-poster-sessions/ http://www.aejmc.org/home/wp-content/uploads/2013/01/posterboardexample.pdf The Virtual Session -Poster sessions are not formal research presentations. Rather, they are informal scholarly exchanges (like a science fair), where people can come by, look at your poster, and then engage in conversation with you about your paper. This year, it will all happen virtually. Discussants, as well as interested attendees, will open the poster file to view it during the poster session. Then, they may wish to engage in conversation or ask questions about it. As with a traditional poster session, the discussant will be stopping into your poster at some point during the session to discuss and comment on your paper. Be sure to be online for Q&A chat for the entire session.

Moderator Preparing for the Virtual Session -Be on Zoom 3 min. prior to the session to test audio and video for yourself. Ensure that all participants can connect and that there are no technical difficulties (please help resolve any issues). This will ensure you can begin the session on time. Have the program copy in front of you so that you can easily introduce session participants. Be aware that while you are the moderator and will be performing all of the typical duties, there is no official “Zoom host” in the vFairs session (you will not have any Zoom controls), so everyone will have screen-sharing and audio/video capabilities. Watch for any unprofessional behavior. (Note: AEJMC and vFairs staff will also be in the sessions to help watch for any issues, and will be able to remove anyone who is unprofessional.) You will need to keep time for the

4 individual speakers and give them the typical time cues, so that everyone stays on track. Please tell your participants to be watching for your cues (more below on this).

Welcoming and Logistics -At the appointed time, welcome everyone to the session. Before introductions of presenters (e.g., paper authors or panelists), provide a quick overview to attendees of Zoom logistics and etiquette.

Remind people to stay muted until the appointed Q&A time, point out the chat feature (lower toolbar of Zoom window) which will enable them to ask questions at the end of the session. You may also wish to point out the “reaction” feature on the toolbar which they can also use to raise their hand, provide a thumbs up or applause for speakers. (You may encourage attendees to use the chat box for questions and submit these when they think of them, as these can serve as the order of questions to be answered when the Q&A portion of the session starts. You can take the questions in the order they appear and just read them aloud for presenters to answer.)

Time Cues We recommend using the chat box feature on the Zoom toolbar for this purpose at “2 minutes left” and “1 minute left” with the speaker’s time. This will likely be more visible to them than you raising your hand or holding up a piece of paper in the small Zoom window. (However, this is an option if you’d like to try it.)

Q&A Monitor the chat box feature in Zoom for questions that come in. Use this as your starting point for questions to ask of presenters. (Attendees can stay muted this way, too.) In addition, watch for raised hand icons, as some people may ask this way as well (or even raise their physical hands in their video window).

Wrapping Things Up Once all speakers have gone and the Q&A portion is complete, thank everyone for their contributions and for attending. Then end the session on Zoom. (Be sure to end on time, as the next session needs to enter the Zoom room and get set up.)

Discussant As with other participant roles, try to be on Zoom early (3 min.) to test audio and video for yourself.

Ensure your moderator can hear and see you fine. Then mute your mic and keep it muted until it is your appointed time to speak. (Once done, please remute.) For general information about using Zoom, please see the Zoom tutorial link at the end of this document.

For traditional paper sessions, panels, and colloquia, once the other speakers have presented, the moderator will introduce you and you can share your comments. Be sure to unmute yourself first. Once you are done, you can remute. In the case of discussants at our Scholar-to-Scholar (poster) sessions, while this is still a real-time synchronous event, there is no Zoom/audiovisual component. Here you simply type your comments and/or questions for the author(s) into the Q&A feature assigned to each poster and engage in real-time conversation. You should have read their papers in advance and have prepared comments. This provides our authors the greatest benefit. (See also the online Paper Presenters link above for information on how to be an effective and valued discussant.)

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Committee Chairs, DIG Heads, Meeting Leaders Preparing for the virtual meeting -Try to be on Zoom 3 minutes before the session start time to test audio and video for yourself, as well as any screen sharing you plan to do (see explanation above on this). Then ensure others can connect and that there are no technical difficulties (please help resolve any issues). This will ensure you can begin the session on time. DIG meetings are open to all but be advised that committee and board meetings are not, so individual passwords will be required for entry. If you are using a PowerPoint or other visuals, test Screen Sharing as well (see above for info). You will need to use the Screen Share feature on the lower toolbar in Zoom. (Click this, which should then reveal the possible windows you want to share. Your PPT, video, or other file will need to already be open. Then, select which of these windows you’d like to share and click it. If someone on the other end confirms they can see the visual, then the Screen Share feature is working properly and you should be able to do so again at the needed time during your meeting.) If you plan to use the polling feature to do any voting in your meeting, be sure you have familiarized yourself with that process (and practice in advance, if possible). See Zoom tutorials for specifics on this. (Note that polling will be visible to all, so votes will not be private.) For large groups, you may wish to enable the Active Speaker view within Zoom.

Welcoming and Logistics -At the appointed time, welcome everyone to the meeting, introducing yourself. Before getting started, provide a quick explanation to attendees of Zoom logistics and etiquette. Remind people to stay muted until they need to speak, and to remute once they are done speaking. Point out the chat feature (lower toolbar of Zoom window) which is another way to ask questions without interrupting. You may also wish to point out the “reaction” feature on the toolbar which they can also use to raise their hand, provide a thumbs up or applause. (You may encourage attendees to use the chat box for questions and then monitor these as the meeting leader, addressing them at an appropriate time.) And again, feel free to use the polling tool for voting.

General Zoom Training Video Tutorials: https://support.zoom.us/hc/en-us/articles/206618765-Zoom-Video-Tutorials vFairs sessions are run in collaboration with Zoom. (Once you click “join” to enter a session, you will essentially be in a Zoom room.) While some people may be quite familiar with Zoom, others may not be. For information about using Zoom along with its various features, please see the Zoom tutorial URL above. Please note that you do not need to download any software to use Zoom for the conference, or set up any meetings. All of this functionality will be built into our vFairs conference platform. However, the tutorials will provide specific guidance on how to perform certain tasks like taking polls (for those running meetings), and will also give those less acquainted with Zoom and idea of what to expect once inside a conference session.

6 General Information for All -At any point if you have having technical difficulties with the platform, there is a technical assistance button at the top of the conference web site screen, which is Aejmc2020.vfairs.com . In addition, you may contact Amanda at amanda@aejmc.org .

-Info Booth. This feature on the lobby page of our conference site is where you will find our friendly AEJMC staff to help answer any questions you may have!

-Keep in mind that all breakout sessions are recorded and will be available to view for 90 days after the conference. A transcript will also be available to divisions following the conference.

-While the chat room is intended to be a place for private socializing and conversation, it is not 100% private because there will be a transcript of any chatroom activity provided to AEJMC. Therefore, if you don’t want it in a transcript, don’t say or type it!

-Be flexible and know that technology is not perfect, and neither will be our first virtual conference (although we hope it will be as close as possible)! Thank you in advance for your flexibility, understanding, and positive attitude in all things. That’s what will make for a great conference!

-Great article on how to get the most out of a virtual conference from the Chronicle of Higher Ed: https://www.chronicle.com/article/How-to-Make-the-Most-of-a/249171?cid=wcontentlist