Apr 3 08 GC Meeting: Remote Participation in Formal Meetings
From Graduate Council Policies
Physical Presence of Committee Members at Meetings
January 25, 2001
New Policy:
It is generally expected that all members of graduate committees should be
physically present at all required graduate committee meetings (i.e. program
meetings, preliminary examinations, and final examinations). However, it is
permissible for one member to participate from a remote location when the
conditions listed below will be met as documented by the GCR. Appeals for
exceptions to this policy may be addressed to the Dean of the Graduate School.
a. Advance written agreement of the student first, and then all committee
members, has been obtained;
b. Any visual aids or other materials have been distributed in advance to the
remote member;
c. The remote member participates in the entire and complete conduct of the
meeting;
d. The major professor has accepted responsibility for the oversight of any
logistical arrangements necessary; and
e. Any costs associated with remote participation are not the responsibility of
the Graduate School, and must be arranged in advance.
From Graduate School Website
Remote Participation in Formal Meetings: It is generally expected that all of your committee
members or approved substitutes must be present for all meetings required by the Graduate
School (program meetings for doctoral students and MAIS students, preliminary exams for
doctoral students, and final oral exams for all students). If you have a special case in which a
committee member may need to participate remotely, you and your committee must assure that
all the conditions listed on the Remote Participation Form are met, and you must submit the form
to the Graduate School one week prior to the meeting.
•
Remote Participation Form [Word][Adobe]
http://oregonstate.edu/dept/grad_school/current/forms.html#remote
Perceived issues with current policy:
¾ Policy allows for only one remote participant.
¾ Petition procedures are cumbersome to student.
¾ Policy does not address remote participation of student.
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Prepared 3-27-08
Approval of Remote Committee Participation
Check one:
Program Meeting
Student Name (please print)
Oral Preliminary
Final Defense
ID #
Student Email Address
Graduate Council policy permits one member of a student’s committee to be
connected from a distant site for required committee meetings, but only if
several conditions are met. The conditions are:
a. Advance written agreement of the student first, and then all committee members, has been
obtained;
b. Any visual aids or other materials have been distributed in advance to the remote member;
c.
The remote member participates in the entire and complete conduct of the meeting;
d. The major professor has accepted responsibility for the oversight of any logistical
arrangements necessary; and
e. Any costs associated with remote participation are not the responsibility of the Graduate
School, and must be arranged in advance.
We, the undersigned, are aware that one member of this committee
will be participating remotely in this meeting and agree to this remote
participation. We do hereby verify that all of the above conditions have
been or will be met for the committee meeting checked above.
(Faxed signatures will be accepted.)
Student __________________________________________Date____________
Major Professor ____________________________________Date____________
Graduate Council Representative ______________________Date____________
Remote Committee Member __________________________Date____________
Committee Member_________________________________Date____________
Committee Member_________________________________Date____________
Committee Member_________________________________Date____________
Name of Department Underwriting Costs
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Prepared 3-27-08