MAD encourages thesis supervisors who feel comfortable to host the defences on their own. For those that feel they still need support, MAD can assist in this regard.
For the purpose of this document, we will refer to comprehensive exam and thesis defence as "defence".
Install Cisco Webex app
- On https://uwaterloo.webex.com/, sign in and click on "Downloads" on the left-pane.
- Click on "Download" and save the installation file (.dmg for macOS and .msi for Windows 10).
- Once downloaded, locate the file in your "Downloads" folder and double-click on the "webexapp" (.dmg for macOS and .msi for Windows 10).
- Follow the instructions on the installation wizard to install the app on your computer.
- Open the "Cisco Webex Meetings" app and enter your UWaterloo email address then click "Next".
- It will ask "Which Webex site do you want to use?" Enter: uwaterloo.webex.com
- Click "Next".
- Re-enter your WatIAM credentials and click "Next".
Webex interface, roles and functions
Click on the image to enlarge.
The following are roles within Webex:
- Host: The supervisor
- Cohost:
- Presenter: The candidate (i.e. student) defending the thesis
- Attendee: The chair, committee members, external examiner, and guests
Here's a couple of basic functions you may need for defence:
- How to share your screen (for presenter only)
- How to "Move to Lobby" and "Admit" (for host only) - remember to take the presenter ball from the candidate before you move them to the lobby
Configure your Webex preferences
Note: This instruction is for supervisor who is hosting a Webex meeting for the first time. If you have configured your Webex preferences once before, skip to the next section.
- Go to https://uwaterloo.webex.com/, sign in and click on "Preferences" on the left-pane.
- On the "General" tab, set to the following:
- Scroll down and "Save".
- On the "Audio and Video" tab, set to the following:
- Scroll down and "Save".
- On the "Scheduling" tab, set to the following:
- Scroll down and "Save".
Create the Webex meeting
You should set up a total of two Webex meetings for each defence: one for testing and another for the actual defence. The test meeting should occur a few days prior to the defence in order to provide time to resolve any technical issues.
- Go to https://uwaterloo.webex.com/ and sign in.
- Click on "Schedule".
- Ensure the "Meeting type" field is set to "Webex Meetings Pro 1000" and enter the appropriate meeting topic and password.
- For the "Date and time", enter the date and time of the defence (be sure to check "am" or "pm"), and set the duration. It is recommended to set the meeting to 30 minutes longer than normal as the defence may run overtime.
- On the "Attendees" field, enter the email addresses of the candidate, chair, and committee members.
- You can also assign someone as a cohost in case of technical issues. To do so, click on the human icon next to the person's name.
- Click on "Show advanced options".
- Under "Audio connection options", ensure that they are set to the following:
- Under "Scheduling options", ensure that they are set to the following:
- Click on the "Schedule" button to email out the calendar invites.
- If you have guests attending the defence, you can forward the email from Webex with the subject line "(Forward to others) Webex meeting invitation".
- To schedule a test meeting, repeat steps 1 to 10 but with with the date scheduled a few days prior to the defence, and 15 or 30 minutes in duration.
