• Technical Conference: 

    15 – 20 May 2022

  • Exhibition: 

    17 – 19 May 2022

Short Course Instructor Guidelines

This page contains helpful information to assist you in your role instructing a virtual short course.

As a reminder, you must register for the 2021 CLEO conference. Even if you do not plan to attend the technical sessions, a Virtual Exhibits Pass Plus is required. Register here.

On Friday, 7 May, you will receive an email message containing connection information and a personal Zoom web link. (The link will be unique to each instructor within a session and cannot be shared.) The email will come from cstech@osa.org. If you do not receive this email, check SPAM and/or contact cstech@osa.org.

Responsibilities

3 Days before the Conference – Zoom Planning

Perform these steps below to prepare both your computer and yourself for using Zoom. We recommend using a headset if possible to get the best quality audio for your presentation. If you do not have a headset, you can also call in from your mobile phone to Zoom.

  1. Download Zoom (link) to the computer you will be presenting from prior to the webinar.
  2. Go to https://zoom.us/test to test your audio and video.
  3. You should plan to appear on camera while teaching your course. You can find information on sharing your video on Zoom here.

15 Minutes before the Session Begins

Instructors should be focused on conducting the Short Course, which includes answering attendee questions. There will be a designated Room Monitor from CLEO Management who will assist with getting the Zoom session running, assist with any pre-course questions, and help confirm everything is working.

  1. Log in to Zoom at least 15 minutes before the session starts. Use the ‘Click Here to Join’ link contained in the email to join online.
  2. Have your Powerpoint, notes, applicable videos, etc. minimized on your computer, as it will assist you in running an effective course.
  3. Plan to incorporate a short break (10-15 minutes) since short courses are longer than technical sessions. CLEO Management will broadcast an intermission slide for the break’s duration.

Starting the Course

The course will be held in Meeting format, meaning all attendees’ cameras and microphones will be enabled.

  1. At the scheduled start time, the CLEO Management Room Monitor will admit all attendees in from the virtual waiting room and begin with brief housekeeping information, including explaining how they can “raise their hand” to ask questions, before handing the session over to you.
  2. You may kick off the session by saying a few remarks at the beginning of the session. Introduce yourself and your affiliation, along with the title of the course.
  3. It may be beneficial to request attendees turn on their cameras.
  4. At the end of the course, allow the CLEO Management Room Monitor to officially close out the session.

Helpful Zoom Hints

  1. Make sure you are in a quiet space for your session.
  2. Test your Zoom connection ahead of time, especially your audio and video, with either a colleague or the CLEO Management Room Monitor you are working with. Learn More
  3. Ensure your headset, microphone or speakerphone is near you. Learn More.
  4. Mute your Zoom session or phone when not speaking.
  5. Close other applications on your desktop or mute notifications (including your cell phone).
  6. As an instructor, you will be expected to use video during your session.  For the best video, avoid bright lights and windows behind you. Good light in front of you (on your face) will provide for a better image.
  7. Consider creating a “virtual” background to use if you don’t want to have your home or workplace behind you. Learn More