Appendix B

Guidelines for Video Conferencing Relating to Master's and Doctoral Examinations 


Graduate programs must adhere to the following guidelines if a master’s examination, the oral portion of the doctoral candidacy examination, or the final oral examination involves video conferencing.

  1. Prior approval of the Graduate School to conduct the examination using video conferencing is required. The student must submit a Committee and Examination form at least two weeks prior to the scheduled date of the exam.
  2. 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.
  3. There must be adequate provision for the transmission of any text, graphics, photographs, or writing referred to or generated during the examination.
  4. The use of audio-only communications is not permitted.
  5. 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 satisfy themselves 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.   
  6. Any technical support staff required to operate equipment is bound by university policy to observe strict confidentiality.
  7. 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.
  8. 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.
  9. 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.OSU.EDU.

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