EVMS PA Program Virtual Interview Manual

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EVMS PA Program – Virtual Interview Manual

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ONE WEEK BEFORE INTERVIEW:

1. Be sure to double check that your Primary Phone number in CASPA is up to date. If it is not your preferred emergency contact, email Erin Suit at [email protected]

2. Access the “Practice/Tech Check Room” and test your camera and microphone using the instructions below. If using Google Chrome, be sure to check your settings afterwards to be sure that it will always “Allow” your camera and microphone for that site.

ONE DAY BEFORE INTERVIEW:

3. Fully charge your laptop or tablet and cellular phone.

4. Keep laptop or tablet and phone plugged in during interview. 5. Ensure access to Interview Schedule email.

6. Find appropriate interview space – quiet, closed room with light overhead or in front of you (avoid backlighting if possible).

These steps ensure interview can be completed even if the power goes out for some reason. They also ensure access to a hotspot for those with iPhone’s or enabled Android devices in case alternate internet access is needed.

50 MINUTES BEFORE INTERVIEW SESSION: 7. Access Interview Schedule email.

8. Attend Welcome Session by Dr. Dempsey.

9. Access Collaborate interview room to test microphone and camera.

The Admissions Team will be available to help with step 7 during the Welcome session if needed. 10 MINUTES BEFORE INTERVIEW:

10. Ensure maintained access to Interview Schedule email. 11. Water and bio break if needed.

AT TIME OF INTERVIEW: READY, SET…INTERVIEW!

12. Access Blackboard Collaborate link to enter virtual interview room.

a. If internet out, try connecting via HotSpot on phone (instructions below)

b. If the interviewer is ready, but you are not able to get into your room, they will call you at your Primary Phone Number listed on your CASPA Application (or updated number if you emailed an updated number). Please note, the number will come up as “Restricted” or “Unavailable”

c. If not connected to interviewer after 5 mins into interview time, call Erin at 757-550-4795.

d. It is recommended to stay in your interview space in between your 2 interviews to maintain connection. Should you stay in your interview space while waiting for the next interview, please mute your microphone and camera.

e. At the time for the next interview, turn your microphone and camera back on and wait until the interviewer is ready.

AFTER THE INTERVIEWS:

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CONNECT TO PERSONAL HOTSPOT WITH WI-FI, BLUETOOTH, OR USB

You can connect to a Personal Hotspot using Wi-Fi, Bluetooth, or USB. And with iOS 13, devices that are connected to a Personal Hotspot will stay connected, even if the screen is locked—so those devices will still get notifications and messages.

Here are some tips for using each method.

When you connect a device to your Personal Hotspot, the status bar turns blue and shows how many devices have joined. The number of devices that can join your Personal Hotspot at one time depends on your carrier and iPhone model. If other devices have joined your Personal Hotspot using Wi-Fi, you can use only cellular data to connect to the Internet from the host device.

USE THESE STEPS TO CONNECT: Wi-Fi

On the device that you want to connect to, go to Settings > Cellular > Personal Hotspot or Settings > Personal Hotspot and make sure that it's on. Then verify the Wi-Fi password and name of the phone. Stay on this screen until you’ve connected your other device to the Wi-Fi network.

On the device that you want to connect, go to Settings > Wi-Fi and look for your iPhone or iPad in the list. Then tap the Wi-Fi network to join. If asked, enter the password for your Personal Hotspot. Bluetooth

To make sure that your iPhone or iPad is discoverable, go to Settings > Bluetooth and stay on that screen. Then on your Mac or PC, follow the manufacturer directions to set up a Bluetooth

network connection. Learn more about using Personal Hotspot with Bluetooth.

Personal Hotspot supports Bluetooth connections with Mac, PC, and other third-party devices. To connect another iOS device, use Wi-Fi.

USB

Make sure that you have the latest version of iTunes on your Mac or PC. Then connect your iPhone or iPad to your computer with the

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Each applicant will receive an email with their own “Session Schedule” table containing the session’s schedule and the links for accessing each room for that session. An example of the “Session Schedule” table that will be sent is included below.

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Open the email with subject beginning with “EVMS PA Program Virtual Interviews”

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Simply click on the linked rooms in the Interview Schedule table, type in your name (Full First and Last name as listed on your CASPA Application) and allow Blackboard to access your mic and camera.

*Note, the below is for practice purposes only. Your personalized schedule and links will be emailed to you.

Thursday July 16, 2020 Morning Session

Group 1

Time Activity Room Link

8:30 AM Arrival & Welcome Program Director’s Room

9:10 AM Interview #1

Personal Interview Room.

10:10 AM Interview #2

10:40 AM Mentorship Committee Q&A Mentor’s Room

11:45 AM Wrap-Up Q&A and

Financial Aid Info Program Director’s Room

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Be interviewed! Remember to remain calm and be yourself.

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When the first interview is complete, mute your camera and microphone using the icons at the bottom of the screen, grab some water, take a bio break, and recoup for your next interview

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1. Click on the Blackboard Collaborate link

2. Be sure you received no errors

3. Un-mute your Camera and Microphone

4. You may also “test” both by Opening the Collaborate Panel in the lower right hand corner of the screen (purple icon)

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5. Click on the gear icon (“Settings”)

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6. Click “Set up your camera and microphone”

a) First you can test your microphone. Verify that the purple bar is moving as you speak. Click “Yes, Audio is working” if so. You can click “No” and it will take you through some trouble shooting.

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We have found that sometimes you have to allow Collaborate to access your Camera and Microphone from the settings within Google Chrome. Only perform these steps if you have already had difficulty accessing your camera with Blackboard Collaborate.

1. ACCESS GOOGLE CHROME SETTINGS

a) Click the “3 dots” menu icon in the upper right hand corner and select “Settings”

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2. SITE SETTINGS

a) Under “Permissions” select “Camera”

b) Find the listing for https://us.bbcollab.com:443 and unfold the menu

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RACTICES

1. TEST YOUR TECHNOLOGY

Test technology to ensure you’re set up for success. Check internet connectivity and confirm that the camera and microphone are working. If the picture is grainy or there’s a consistent echo, consider purchasing a mini webcam with a built-in microphone—be sure to purchase well ahead of time if you want to go this route. On the day of, test your equipment and internet connection again.

2. SET THE SCENE AND MINIMIZE DISTRACTIONS

While testing your technology, determine where to take the interview. Find a room with optimal lighting, preferably near a window, or a blank wall to guarantee you’re the focal point of the conversation. Whether you sit on your living room couch or in your home office, tidy up your surroundings. Once settled, eliminate all distractions. Turn off the TV, silence your cell phone, and close any nearby windows to muffle neighborhood traffic.

3. SIT DOWN PREPARED

Gather all needed interview information in advance. Try to avoid clicking around. Print out resources in advance if needed.

4. MONITOR YOUR BODY LANGUAGE

While a firm handshake isn’t possible virtually, a warm smile still is! Keep an upright and alert posture, smile, and keep the camera at eye level. Head nodding and even some gestures are still visible on camera, so use all the usual communication tricks you would with an in person interview in order to establish rapport.

5. DRESS THE PART

Dress as you would for an in-person interview. 6. MAKE A CONNECTION

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1) Have the person who is speaking, test their microphone using the “Test Camera and Microphone” instructions given in the Virtual Interviews Manual (through Collaborate)

2) Have them exit out of the Collaborate room and come back in

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4) If they are using a headset, check that your computer is using their headphones as their audio out. PC Instructions: Click on the speaker icon in the lower right hand corner (next to the time)

Above the volume control, check that it says “Headphones” (specific text may vary) If not, click the carrot next to where it says “Speakers”, highlight “Headphones” and select click “Headphones” 5) If all fails, use your phone as audio by clicking the “Gear” icon in Collaborate, and choosing “Use your

phone for audio” From there you will receive a personalized phone number to call with PIN that will link their audio with their login on Collaborate

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HAT IF YOUR CAMERA OR MICROPHONE IS NOT WORKING

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1) Be sure that they have unmuted their camera or microphone. They are both muted by default when entering a collaborate space.

Muted: Unmuted:

When your camera is unmuted you should see their preview screen in the lower left hand corner (it’s quite small).

When your microphone is unmuted, you should see that there’s a microphone icon next their name in the Attendees portion of the Collaborate Panel.

Preview Video:

Attendees Portion:

Purple Collaborate Panel Icon and the “Attendees” Icon

Muted (no microphone icon):

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2) Test your microphone using the “Test Camera and Microphone” instructions given in the Virtual Interviews Manual (through Collaborate)

3) During that test, be sure you have the correct camera or microphone selected (internal vs external) by looking at the dropdown menu (note, individual drop down menus will vary)

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All of the Personal Interview Rooms (assigned to the applicants) are timed for your session. They are open from 7:50 AM to 12:30 PM for the morning sessions and 11:50 AM to 4:30 PM for the afternoon sessions. If you are trying to access your rooms before they open up, this is why.

EVMS PA Program Virtual Interview Manual