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- Remote Review Committee Meetings with Zoom
Due to the travel restrictions and on-site COVID-19 hygiene rules, the April 2022 Review Committee meetings will be organised remotely on 28 and 29 April 2022.
The tool that will be used for these meetings is Zoom.
Each meeting will be held by a host (person who schedules and starts the meeting) and a co-host. Committee members will receive an invitation e-mail with all the necessary information to join their meeting.
Zoom is free you do not have to create an account, or sign in, to use it.
If you do not have a good internet connection or a microphone on your computer, you can join your meeting by phone call (see below).
You will receive an invitation e-mail with all the necessary information to join your meeting.
With an internet connection
Note that the same meeting ID and password will be used for all the scheduled meetings during the days of the Review Committee meetings.
By phone call
When joining a meeting by phone call, you may be charged (price of a local call). If you are charged, you can send us a reimbursement claim with your phone invoice as expenditure proof of the amount charged.
There are multiple roles available for a meeting:
The chairperson will remain the chair of the meeting. The liaison should act as a moderator.
The User Office will schedule the meetings for each committee. In order to do this, each Committee Liaison must give the User Office staff scheduling privileges so they can schedule the meetings on behalf of the liaisons.
To give scheduling privileges:
In order to allow the Chairperson to host the meeting too, the Liaison has to add him/her as co-host at the beginning of the meeting:
To assign a co-host:
More information on assigning co-hosts in Zoom.
To pass host controls to another participant (as Chairperson once “co-host”, or Liaison):
Only use this option if you have to leave the meeting. Passing host controls will give all rights to the new host (the meeting will continue without you).
More information on passing host controls in Zoom.
You can share your whole screen or the current program you are using during the meeting.
More information on sharing screen options in Zoom.
Once the meeting has started, we suggest that members should turn off their microphone to avoid unnecessary background noise/echoing. Only the member who is talking should leave their microphone on.
Hosts and co-hosts can mute/unmute all members by clicking on Manage Participants and selecting Mute All.
Members who wish to talk can use:
Hosts and co-hosts can unmute the concerned member by clicking on the microphone next to their name in the Participants list.
We recommend that only one person (the liaison or chairperson) should manage who takes the floor, to avoid confusion during the meeting.
If there is a conflict of interest with a member of the committee, the host (liaison scientist) can use the Waiting Room function to "isolate" the user while reviewing the concerned proposals:
If the Chairperson and Liaison decide that recording the meeting would help them in the final documentation of the meeting reports and gradings, the liaison can do it from the interface of ZOOM:
Once the recording has been processed, the liaison will receive an email with a link to the recording that can be share with the Chairperson.
In order to make the meeting easy to follow, please follow the instructions given by your hosts (liaison and chairperson):
Raise your hand option:
Click Raise Hand in the Participants list (from the bottom meeting controls, select "Participants"- the Raise/Lower Hand option appears at the bottom of the participants list). The host will be notified.
Click Lower hand to lower if needed.
In-meeting chat:
Click Chat in the meeting controls to open the chat window. Type your message to indicate that you want to take the floor and send to everyone.
When a screen is shared, you can change the viewing settings to show the speaker (or members) and the shared screen side-by-side:
Audio test:
Video test:
Try:
If the problem persists you can contact the helpdesk for the remote meetings (see below).
In order to join the meeting by phone call, you will dial a local area number. Therefore you will pay the price of a local call even if you contact Grenoble via Zoom.
If your phone contract doesn’t include free local phone calls, a 6 hour meeting can become expensive. In that case please fill in a reimbursement claim with your phone bill and we will reimburse you.
If you encounter problems during the meeting, you can contact the helpdesk:
Phone: phone number can be found in your meeting invitation e-mail.
Available between 8 am and 5 pm on 27to 29 October 2021.