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Hybrid Defence

There are two types of hybrid defences. They both require the same information, but audience management makes the second type more complex.

1) The traditional type of hybrid defence is when the external examiner and up to one committee member connect via videoconference (Zoom). This is less complex for the department and defence Chair to facilitate.

2) The new type of hybrid defence is when the committee and audience are split between an in-person space and videoconference (Zoom). This is more complex for the department and defence Chair to facilitate. There tend to be issues with the online audience not being able to hear questions being asked, and audience management (the waiting room and chat) is something the Chair should be comfortable dealing with throughout the entire defence.

If you are requesting a hybrid defence, this must be made clear from the first email regarding your defence booking. Note that even if we receive all required information in a timely manner, we still may not be able to book the space, equipment, or people required to facilitate a hybrid defence. In that case, it will revert to being zoom only.

Students are always welcome to book space on campus for an online defence if they are concerned about their home internet. Please email goarch@sfu.ca to book the Small Meeting Room or TA Office.

Our first option will always be to book the Library Thesis Room (LIB 2020) for a hybrid defence, as the library has the technology and staff available to fully facilitate the defence.

Booking Information

Supervisor:

  • The Supervisor must provide a list of committee members and examiners attending via zoom, including the phone numbers and email addresses they can be reached at during the time of the defence.
Chair:
  • The Chair must provide the full Zoom invitation, not just the link. Please also include the full names of the Host and any Co-Hosts. (Note: The student cannot be a co-host of the meeting, or they will broadcast the waiting room sounds.)
  • The Chair will need a laptop to facilitate the Zoom session from the in-person event. We may be able to book a laptop at the Archaeology office. If the Chair is only able to participate online, a secondary in-person Chair may be required to facilitate the in-person discussion.
  • The Chair must be prepared to read questions the online committee members submitted in advance, in case there are any issues with technology during the defence.
Student:
  • Please be sure to email a copy of your presentation to your committee the night before the defence. If you do not want to email any examiners directly, your Supervisor can forward your presentation to your full committee, including examiners, if I am not available (ie: vacation, evening hours).

Defence Guidelines

Archaeology-hosted Defence:

  • If the student is presenting in person, with one or more committee members on Zoom, have one computer set up for the student, on which they are projecting their presentation in the physical space and are simultaneously logged into the Zoom meeting, sharing their screen. The microphone should be plugged into the student's computer.
  • Seat the committee members at the front of the room around the microphone, with one additional laptop controlled by the Chair/Zoom host (fully muted and with sound off). This laptop can be placed at the extremity of the row, facing the committee members and the student.
  • The Chair must inform everyone at the beginning of their preferred procedure for the hybrid defence. For example, how to raise their hand, if the participants video should be turned off when not speaking, if everyone is responsible for their own microphone or if someone else is in charge, etc. 
  • If there are issues with any technology, the Chair must suspend the defence until the issue has been fixed (the defence may restart, or may need to be rescheduled, depending on the nature of the issue), or if the Examining Committee has agreed, the Chair may continue and read questions that the online committee members submitted in advance.

Library-hosted Defence:

  • The student should book a practice session with the library prior to their defence. They will need their laptop for the presentation.
  • Please be there 20-30 minutes in advance.
  • The student will need to pick up the key for LIB 2020 from the check-out desk.
  • The library will be set up for the committee to sit near the front of the room, and the student will be set up with a podium to present from.
  • The Chair will need their own computer to monitor the Zoom chat and waiting room, and will need to keep the Zoom session/computer fully muted with sound off.
  • The Chair must inform everyone at the beginning of their preferred procedure for the hybrid defence. For example, how to raise their hand, if the participants video should be turned off when not speaking, if everyone is responsible for their own microphone or if someone else is in charge, etc. 
  • If there are issues with any technology, the Chair must suspend the defence until the issue has been fixed (the defence may restart, or may need to be rescheduled, depending on the nature of the issue), or if the Examining Committee has agreed, the Chair may continue and read questions that the online committee members submitted in advance.
  • The library has IT staff available in the next room in case of technological difficulties.
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