2023 Virtual Convention Instructions
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Only registered individuals will be able to access the Virtual Convention sessions (the "Join Session" button will only appear on the day of the session). You must register by October 17. There will be no late registration. Register here.
NOTE: Being able to log into the site doesn't necessarily indicate you're registered, as anyone with an account on our member site can log in. Only virtual convention registrants can see the "Join Zoom Meeting" button.
LOG IN BEFORE October 19 to test your access using the your ASEEES member site username and password. Your username is your primary email address that we have in our member database. ASEEES staff will not be able to provide temporary passwords in real time during the event. If you are having problems logging in, please submit the problem on the problem report form; the ASEEES staff will respond as quickly as possible.
NOTE: Make sure you have the latest versions of Zoom and the browser that you will use, especially Safari.
Time Zones: The program is in Eastern Time. The virtual convention will take place in EDT (daylight savings time). The in-person convention will take place in EST (eastern standard time). The program can be displayed in your local time zone by selecting your time zone preference. The first time that you log in, you will have the option to set your time zone. You can change it again by clicking on the highlighted button in the Navigation Menu. For time zones, see the World Time Zones Map.
Once logged in, you can browse the online program by using the Browse/Search features on the left of your screen, or the search bar at the top (using keywords or participant names).
We suggest that you create a virtual personal schedule for ease of use. See below for more information.
How to Join a Session
All Zoom links are embedded on the convention site and cannot be shared or sent out to participants separately. On the day of the session, "Join Zoom Meeting" button will appear on the session page. YOU WILL NOT RECEIVE INDIVIDUALIZED ZOOM ACCESS LINKS OR PASSCODES.
If this is your first year at the virtual convention, or you need a refresher, join a practice session on October 18.
In the program, find a session you want to join. ON THE DAY OF THE SESSION (and not before), the "JOIN ZOOM MEETING" button will appear on the session page. In the example below, the "JOIN ZOOM MEETING" button will appear in the highlighted area on the day of the session, under Online Resources.
Click on the "Join" button no earlier than 10 minutes before the start time, and you will be taken to Zoom session. If the session hasn't started yet, you will be placed in the waiting room. If the session is already under way, you will be placed directly into the Zoom session. As an attendee, you will be muted.
If you try to join too early, you will get this warning message on top of the screen.
Troubleshoot Tip: If you don't see the "Join" button on the day of the session, refresh the page and it should appear. Or click on "Main Menu" under the Navigation Menu to refresh the whole site. Or switch browsers - older versions of browsers, especially Safari, do not work well.
You can freely move about between sessions. Just leave the Zoom session, go back to convention program, and click the "Join Zoom Meeting" bottons for another session of your interest.
Create a Personal Schedule
The Personal Schedule feature allows you to create a list of all the virtual sessions you are interested in attending, with the "Join Zoom Meeting" buttons all in one place. This personal schedule will not sync with the Convention Mobile app, which is designed for the in-person convention.
If you're a participant in a session, that session will automatically be included in your personal schedule. To add a session to your personal schedule, locate the session in the online program; click on the calendar icon to the left of the session details to add it to your personal schedule.
After you have added sessions to your personal schedule, you will see a button in the left navigation bar on your home screen labelled "Personal Schedule." This will take you to your personal schedule page. Click the tab at the top labelled "Zoom Sessions in Your Personal Schedule." The "Join Zoom Meeting" links will appear 10 minutes before the scheduled start time where it now says, "This Zoom session has not begun yet."
You can save as many sessions as you like in a scheduled time slot. For example, you see below that there are 3 sessions from the 8am CST time slot in this sample personal schedule.
To create a personal schedule for the in-person convention, use the ASEEES app.
There are two ways to reach us for help during the Virtual Convention:
Submit your question to the problem report form.
Navigate to Drop-in Help Desk, staffed by ASEEES staff and open during the sessions to answer any questions and troubleshoot problems.
Instructions for Virtual Presentations
Find your session in the Online Program or in your Personal Schedule. The designated Session Manager (Zoom host) (and only the Session Manager) will start the Zoom meeting 10 minutes before the scheduled start time. As chair, presenter, or discussant, you should join a session 10 minutes before its start time by selecting “Join Zoom Meeting.”
While the audience is in the waiting room, the Session Manager (Zoom host) will:
Let you into the Zoom room and make you a co-host, which allows you to share your screen and be able to mute/unmute yourself;
Make sure your cameras and audio are working;
Confirm that you can find the “share my screen” button and have any PowerPoint or other presentation materials ready;
Remind you to close email, Teams etc.;
Remind you NOT to hit the record button;
Confirm that you want to be recorded and ask you if you would like to opt out;
Decide whether Chair or Discussant will moderate the chat Q&A.
If you have a PowerPoint or other media you are showing for your presentation, click “Share Screen” in the Zoom control panel at the bottom of the screen and select which screen or window you would like to share.
If you are showing a video or audio, make sure you click “Share Computer Sound.”
DO NOT click “Optimize full screen video clip” as it compromises the quality of the video.
Chair or Discussant Should Read the Questions in Chat
The chair or discussant should take on the responsibility of reading the questions and comments in the chat. Note: Session managers should not be asked to manage the Q&A. Many session managers are volunteers (undergrads, ASEEES staff, virtual convention platform staff) and/or are serving as session managers on panels/roundtables outside their areas of expertise.
Instructions on No Shows
While we have asked all participants to confirm participation and register, if a panel participant does not show, we recommend proceeding forward as best as possible.
Sessions will automatically end 5 minutes after the scheduled end time.
Session Recording Policy and Opt Out
ASEEES’s default policy is to record all sessions. However, if you do not wish to have your session recorded, please tell the Session Manager while in the waiting room/before the session begins.
If a presenter requests not to be recorded, the Session Manager can pause the recording while the presenter reads their paper and restart recording after their presentation.
We cannot edit recordings. If a session participant asks us to take down their recorded presentation after the Convention, we will take the entire session down.
All recorded sessions will be uploaded onto the convention site as soon as they become available from Zoom and will be available for viewing by the 2023 convention registrants until November 21, 2023.
The recording link is available on each Session Page.
We recommend that you schedule a practice for your session with your own Zoom account prior to the convention. We have scheduled two open Zoom rehearsals in the convention program for speakers who would like to practice their presentations or ask any questions:
Wed, October 18, at 10:00-11:00 AM EDT
Wed, October 18, at 2:00-3:00 PM EDT
This time is created as a drop in training or review process for virtual participants. A staff member will be available during this hour for your questions or to test your presentation. Convention sessions will be scheduled in a Zoom room with an embedded link which cannot be shared. During the Convention, a session manager will be assigned to each room. However, we encourage you to practice ahead of time if you have any concerns.
Please DO NOT reach out to the assigned Session Manager to help with any preparatory meetings.
There will be a Session Manager available to help with basic technical issues. Here's what else you can expect:
You can join a session after a session manager has started the session, no earlier than 10 minutes before the scheduled start time.
During the session you will be muted by default.
You can ask questions in chat.
If the audience size is small, the chair or the session manager may allow the audience to unmute and speak.
The sessions will end promptly on schedule.
Closed captioning is enabled for all the sessions. While the official language of the Convention presentations is English, we are offering auto-translated captions for the 2023 Virtual Convention.
Each person must turn on the Show Captions function in order to see the captions.
To turn on closed captions, click the Closed Caption button on your Zoom dashboard on the bottom of your screen ('Show Closed Captions'). If you don't see the Closed Captions button, click on the three dots to the right to see more Zoom functions.
The default captions are in English but each participant can individually set auto-translated captions to one of several available languages in Zoom (please note that not all languages are available).
To enabled translated captions, click the 'carrot' (^) in the Closed Caption button to show more options. Turn on "Translation" by toggling the button to the right.
In My Speaking Language, click the language that you will be speaking in during the session.
In My Caption Language, click the language that you would like to read in. If a participant speaks in another language, your captions will auto-translate to the language you have selected.
Please note that closed captioning is automated and may not be accurate.
Country Restrictions to Zoom: If you are joining the convention from certain countries that restrict access to Zoom, you may need to use a VPN.
Android Devices: Apparently, Zoom doesn't work well on some Android devices. We suggest that you do not use an Android device; if you must, please have the latest version of Zoom on your device.
ASEEES CODE OF CONDUCT POLICY & PROFESSIONAL, COLLEGIAL BEHAVIOR
The ASEEES Convention is convened for the purposes of professional development and scholarly and educational interchange in the spirit of free inquiry and free expression.
Please read our code of conduct policy.
Please be kind, respectful, and professional as we support and discuss our colleagues’ work.
If you encounter inappropriate behavior: please contact the session Chair via private chat.
The Chair may contact the participant who has spoken out of turn to ask them to rephrase their comment or reconsider their tone.
If a direct message does not solve the problem, the chair may warn the participant that the participant will be muted/removed.
If the Chair believes the reported behavior is so inappropriate that it requires immediate action, the chair may remove the participant displaying unprofessional behavior without first issuing a warning.
ASEEES is providing a trained ombuds during and for a short duration after the convention. The ombuds is available for free, and provides confidential consultation and advising about reporting a violation. The ombuds can be reached at firstname.lastname@example.org.
For registration, membership, and other convention-related questions, contact us.