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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.
- No more than one site may be linked remotely. The student, committee chair, and Graduate Faculty Representative (doctoral examinations only) must all be together in the same room at an authorized campus location during the entire examination. 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.
- Master’s oral examinations of students enrolled in master’s programs taught wholly online do not require the student and committee chair to be present in the same room during the examination. The committee chair must inform the Graduate School of the arrangements for the video conferencing at least two weeks prior to the examination.
- 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, including any off-site committee members, 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.
Attendance Requirements: Campus-Based Graduate Programs
- Graduate students must be physically present for examinations.
- One member of the graduate student’s committee (including advisor) can be at a distance without petitioning. The student must be in agreement with this arrangement. Programs must insure that students are well advised about videoconference procedures and guidelines related to an examination, especially in the case where the advisor is not on campus.
- A petition to the Graduate School is required if a graduate program seeks to have more than one committee member at a distance. Approval by the Graduate School is required before the examination can proceed. The student must submit a Committee and Examination Petition form through GRADFORMS at least two weeks prior to the proposed date of the exam.
Attendance Requirements: Fully Online Graduate Programs
- Graduate students enrolled in a fully online graduate program can take examinations at a distance.
- All committee members, including the advisor, can be at a distance.
Attendance Requirements: Dual Degree Programs with International Institutions
- 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 Graduate Faculty Representative.