Timeline (Remote Seminar through Zoom)

Beginning of previous semester

  1. [Admin] Identify dates
    1. Avoid Hosting Weekends, major conferences, Holidays, Finals Weeks, Last day of classes, Spring Break, Head of the Charles, other DMSE Events
    2. DO NOT schedule during Fall MRS Week
    3. Try to maintain time consistency: ie. First and third weeks of the month, etc.
  2. [Admin] Inform DMSE Administrative Leadership (Angelita, Magdalena, Jeff) so they avoid booking other events at those times
    1. Also: Add to TeamUp Events Calendar for this purpose
  3. [Faculty] Select individuals to invite as speakers
    1. Faculty who nominate speaker also volunteer as host for that speaker
    2. If the nominator is unable to host, they nominate an alternative host

Middle of previous semester

  1. [Faculty] Invite speakers to give a talk
    1. Ask for ranked choices on available dates, and absolute hard “can’t do it” dates
  2. [Admin] Collect speaker responses and establish the schedule
  3. [Admin] Once the schedule is established, send all speakers an email to explain logistics (timing, agenda, reimbursements, etc)
    1. Request title, abstract, and an image for publicity (300 dpi min; TIF or EPS)
    2. Request names of MIT researchers with whom the speaker would like to meet
    3. offer the day of seminar + 2 days following
    4. aim for 6 meetings, 30 minute meetings
    5. Include one student group meeting, 1 hour (solicit student suggestions)
  4. [Admin] Setup walkthrough Zoom meeting day before the seminar to review how Seminar will run

1-Month Prior to Seminar

  1. [Admin] Create Zoom Links for all Seminar events, following pre-established Zoom settings
    1. Zoom Settings found at https://mit.zoom.us/profile/setting

      1. Waiting Room: ON

      2. Only authenticated users can join meetings: OFF

      3. Only authenticated users can join meetings from Web client: OFF

      4. Participants video: OFF

      5. Mute participants upon entry: ON

      6. Chat: ON

      7. Chat (Prevent participants from saving chat): ON

      8. Private chat (Allow meeting participants to send a private 1:1 message to another participant): ON

      9. Display end-of-meeting experience feedback survey: OFF

      10. Screen sharing: CHECK "HOST ONLY"

      11. Remote control: OFF

      12. Nonverbal feedback: ON

      13. Meeting reactions: ON

      14. Allow participants to rename themselves: OFF

      15. Hide participant profile pictures in a meeting: ON

  2. [Admin] Poll faculty for meetings with the speaker; use speaker availability to create limited time slots. Use www.Doodle.com
    1. First send to requested faculty members. Give 1 week to respond.
    2. If requested faculty unavailable, invite rest of DMSE Faculty. Give 1 week.
    3. If still encountering scheduling gaps, invite Materials Community
  3. [Comm] Post event details, update as titles/abstracts are received
    1. MIT Events Calendar
    2. Dmse.mit.edu
    3. Facebook
    4. Twitter

No later than 2 weeks prior to Seminar

  1. [Admin] Send Run-through Zoom invitation to Speaker, Host, and Backup-Admin (currently Comm)
  2. [Comm] Design Poster/Slide to use during Seminar
    1. Use the Poster/Slide for emails and in digital display screens, online, etc.

No later than 1 week prior to Seminar

  1. [Admin] Finalize schedule and send to all participants
    1. If schedule still not full, contact Committee Chair for suggestions.

4 business days prior to Seminar

  1. [Comm] Send general email announcement to matseminars@mit.edu (bcc).

Day prior to Seminar

  1. [Admin] Review the seminar process with host + speaker

Morning of the Seminar

  1. [Comm] Send second general email announcement to matseminars@mit.edu (bcc).

 

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