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Guidelines for Video Conferencing Relating to Master's and Doctoral Examinations
Section B.1 of the Graduate School Handbook
Graduate programs must adhere to the following if a master’s oral examination, the oral portion of the doctoral candidacy examination, or the final oral examination involves video conferencing.
Facilities and Support Requirements
- At minimum, the video communications facilities must be such that the candidate and all members of the examination committee can see and hear one another during the entire examination.
- There must be adequate provision for the transmission of any text, graphics, photographs, or writing referred to or generated during the examination.
- The use of audio-only communications is not permitted.
- All participants should confirm in advance that the video communications facilities are satisfactory. The student must agree in writing in advance to the conduct of the examination by video communications. Immediately prior to the examination, the student may cancel the examination without prejudice if the facilities differ significantly from those previously inspected.
- Any technical support staff required to operate equipment is bound by university policy to observe strict confidentiality.
- The oral examination must be scheduled for a two-and-one-half-hour time period to allow for any delays resulting from video communications use.
- In the event of a technical failure, the advisor in consultation with the other committee members will decide whether to cancel the examination without prejudice to the student.
- In all cases, all members of the committee must record their vote on the Report on Final Examination form and Report on Final Document form as necessary. Both forms may be found at GRADFORMS.
- The advisor should, in advance, notify the student, committee members, and GFR (if applicable) of any materials that may be accessible to the student during the examination, especially if the examination is to be conducted remotely.
- Graduate students, committee members, and/or GFRs may be physically present for examinations.
- Programs must ensure that students are well advised about videoconference procedures and guidelines related to an examination.
- Students in dual degree programs with international institutions can defend remotely at the foreign institutions. However the student must register for 3 graduate credits at Ohio State during the semester of the candidacy exam, final defense, and graduation. If the student defends at the foreign institution, they will need to set up the video conference arrangements for the Ohio State committee members and the assigned GFR.