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Admissions

Online Examination Q&A [ Master’s Program ]

<About Webex Meetings>

Q1. How is the online examination conducted?

A. It is conducted using Cisco Webex Meetings (hereafter referred to as “Webex Meetings”).

Q2. What is Webex Meetings?

A. It is a video conferencing software available on devices such as PC, etc.
Please download and install the app on your device in advance.

(PC) Go to https://www.webex.com/downloads.html and go down to “Our previous app, Meetings”, then download and install it.
(Tablet, smartphone, etc.)
Android OS: Search “Webex Meetings” on Google Play and install.
iOS: Search “Webex Meetings” on App Store and install.

Q3. Which version of Webex Meetings should I use – the app or the web browser?

A. You must use the app – some functions of Webex Meetings, such as content sharing of your presentation material, are limited from the web browser. You must download and install the app in advance.

Q4. Do I need to update the Webex Meetings app?

A. Yes, you must update the app to the latest version in order to avoid potential problems. You just click the gear icon in the upper corner of the desktop app or the menu bar and select “Check for Updates”.

<About PC and network environment>

Q5. Which device should I use – PC or smartphone?

A. We recommend PC considering the content sharing of your presentation material. In the case that you need to use a smartphone because your PC is too old to supply the stable network connection and images, please set it that incoming calls and notifications will never interrupt the examination.
Also you need to secure power supply during the examination to avoid a power failure or poor performance on PC, etc.

Q6. What is the required equipment for taking the online examination?

A. You need a webcam and a microphone for the online examination. You can use a built-in webcam and mic on your PC, however, you are highly advised to use a headset in order to reduce background noise. Please note that you must prepare all the necessary equipment such as PC, etc. for the online examination yourself.

Q7. What is the reason for using a headset?

A. Built-in speakers on PC, etc. pick up background noise and cause an echo. This could disrupt conversations. It is ideal that you use a headset, and you may also use earphones or headphones instead of built-in speakers. This will also reduce the chances of audio-related problems. Then, swinging the cord and changing the distance between the mic and your mouth while using earphones with a mic could affect audio quality. Please make sure to keep the mic close to your mouth or keep the constant distance.

Q8. What are the required network environment for taking the online examination?

A. A stable connection speed of at least 2 Mbps is desirable for constant video and audio communication during the online examination. Throughout the online examination, as the total amount of data could exceed 1 GB, please check your mobile phone contract and maximum data allowance. Since the stable connection is very important for the online examination, please use a wired network if possible. Please note that you must prepare the internet connection for the online examination yourself. Also, the examinees must pay for the cost for data traffic for the online examination. The online examination requires considerable processing power of your device and communication. If you are not confident about the PC performance or network environment, please consider using a well-equipped meeting room or prepare another suitable PC.

Q9. Am I allowed to use multiple monitors?

A. No, you are not allowed to use multiple monitors because when you use them, you will be frequently looking away from the webcam and we should check your surroundings every time you do so.

Q10. How close to or far from the webcam should I sit?

A. It depends on the webcam you use, but it is ideal that about half of the screen shows your face facing the camera. If you sit too far away, we will not be able to see your facial expressions. If you sit too close and all we can see is your face, we cannot check your examination workspace and it affects the smooth conduct of the examination.

About the examination

Q11. Are there any changes to the selection method of the examination?

A. The time allowed for an oral presentation and Q&A remain the same and the selection method is not changed. However, the method of sharing your presentation material is changed, as you need to show it by using content sharing of Webex Meetings. Also, when you are asked to write your answers during Q&A, you will use a sheet of paper prepared by yourself, show it to the webcam and explain it.

Q12. Is there a specified format for a presentation material?

A. Your presentation material must be prepared in still images in file formats such as PPT, PDF or Word (There is no page limit. It is recommended to use horizontally long sheets of paper. (i.e. long sides of a sheet come to the top and bottom.)), and will be shown by content sharing on Webex Meetings. You are not allowed to present moving images including animations in your presentation material.

Q13. Is there anything I should be aware of during my presentation?

A. The content sharing shares the screen that your PC shows. If you use PPT, please display it in full screen in order not to show the notes or the presenter view. You are not allowed to use the note function of PPT. If you need the presentation script, please prepare a printed copy of it.

Q14. Are there any requirements for the font size or colors used in the presentation material?

A. No. There is no requirements for the font size or colors. However, you should avoid using small text or light colors as they are hard to see. You should use text in a readable font size and easily recognizable colors.

Q15. Do I need to print out my presentation material?

A. Yes. You must have a printed copy of your presentation material (printed on one side of white papers which both sides are blank). In the case of content sharing problems, we will ask you to show it to the webcam.

Q16. Are there any requirements for pens and paper I can use during Q&A?

A. Please prepare a few sheets of A4-sized blank paper (about 5 pages) with no ruled lines. Also, please use black or blue felt tip pens (excluding highlighters) so your writing is bold, big and easily readable. During the registration, we will ask you if you have them or not. Please prepare them at hand.

Q17. Could I see a printed copy of my presentation script during Q&A?

A. No, you cannot see it. After your presentation, we will ask you to put it into the envelope which we send to you with the Examination Admission Card.

Q18. How do I share the content to show my presentation material during my presentation?

A. Please read the manual below thoroughly beforehand.
https://help.webex.com/en-us/5ddww5/Share-Content-in-Cisco-Webex-Meetings-and-Cisco-Webex-Events
If you are a macOS user, make sure to access System Preferences > Security & Privacy > Privacy Tab > Screen Recording and allow the Webex Meetings app to control other apps. Please refer to the manual sent with the Examination Admission Card for more details.

Q19. What is a good place to take the online examination?

A. You must take the examination in a place with no one else around. You will be asked to show your examination workspace with your webcam in order to prevent any academic misconduct during the registration (You may be asked to do the same as required even during the examination.) You must make sure that no personal item is visible on your screen during the examination. Also, you must switch off the background blur and virtual background functions. If these rules are not followed, it will be deemed inappropriate to conduct the examination and your examination may be canceled or regarded as absent.

Q20. How do I show the examination workspace if I use the desktop PC with a built-in webcam?

A. Please hold up the desktop PC and show your surroundings. If it is quite difficult to move, you must prepare another webcam.

Q21. Is there anything I should be aware of during the online examination?

A. You should keep the constant distance between the mic and your mouth for keeping the same volume of your voice. Also, please note that you may need to speak louder in the online examination than when speaking in person, beginning words of your talk may be lost due to a time lag when changing the function of speaker and mic. You are advised to try not to make any unnecessary body movements for stable video communication and speak slowly to avoid voice distortion in order to reduce system load on your device. You should also be aware that a lag in page flipping and cursor movement may also occur.

<About the connection test>

Q22. Do I have a chance to take a connection test on Webex Meetings prior to my examination?

A. You can test a video meeting on the Webex Meetings website below.
Test meeting: https://www.webex.com/test-meeting.html
We recommend that you have the test meeting in advance and check your network environment, device and equipment.
We are planning to have a connection test with each applicant about a few days before the examination. Details on the connection test will be enclosed with the Examination Admission Card which will be sent to you from us. Please prepare a stable network environment by the day of your connection test.

Q23. What will I do during the connection test?

A. During the connection test, we check the user’s setting, sound and camera, and as a registration rehearsal, we check your examination workspace and around your hands by using your webcam, operating the function of content sharing, and a pen and blank paper for Q&A in order to conduct the online examination smoothly.
Thus, a place and network environment for the connection test should be the same as an actual online examination.

Q24. What should I do if I am not available for the designated date and time of the connection test?

A. Please contact the Admissions Section explaining the reason. We will do our best to re-schedule your test. Please note that this connection test is not an examination and it does not affect your examination result in any way whether or not you take the test. However, you could be held responsible for any problems that occur during your examination such as connection errors and disadvantage you. Therefore, if you are not taking the connection test with JAIST, you must prepare well by yourself. Also, you must contact the Admissions Section in advance if you are not taking the test.

About the day of the examination

Q25. What item am I allowed to have on my desk during my examination?

A. Please put away all the items that you do not need for the examination for the purpose of preventing academic misconduct. Specifically, you are allowed to have the following items on your desk.
1. PC, etc. connected to Webex Meetings
2.
Examination Admission Card and instruction materials related to the examination we sent
3. A printed copy of your presentation material
4. A printed copy of your presentation script (if necessary)
5. An envelope for enclosing your presentation script
  ※We send it to you with the examination admission card.
6. A pen and blank paper for Q&A
Please organize your desk before connecting as you will be asked to put away any item that is not listed above during your registration.

Q26. What could I do with PC, etc. on the desk which I do not use for the online examination?

A. Please put them away. Or turn off PC or monitors, if it is quite difficult to move.

Q27. Could I use a tablet or a smartphone as a timer?

A. No, you are allowed to have only one PC, etc. connected to Webex Meetings on the desk. You must put away other tablets or smartphones from the desk since those devices can be used for other purposes. You are allowed to use your watch, however, please note that you must follow our direction since we manage the time for the examination.

Q28. When should I connect to Webex Meetings on the day of my examination?

A. Information on what time you should log in is sent to you along with the Examination Admission Card. You must connect to Webex Meetings at the designated registration time and date on the day of the examination. If you cannot connect to it at the designated time, please contact the Admissions Section at the emergency number immediately.

Q29. Is there anything I should be aware of when operating my PC during my examination?

A. For the purpose of preventing academic misconduct, please operate it only when you need to share content, stop sharing content and flip pages (excluding the necessary operations in case of an audio or video problem.)

Q30. Could I use the function of laser pointer of PPT during my presentation?

A. Yes, you can use the function of laser pointer as well as mouse pointer, however, do not move quickly and frequently as movements of pointer cause the delay.

Q31. Where should I look at during Q&A?

A. You should look at your webcam. We may confirm the situation, if you look away from the screen frequently. When you use the movable webcam, please set it on your monitor or around it in order not to move your eyes widely.

Q32. What should I do if the examiners cannot hear my voice or I cannot hear their voice very well?

A. First, please reconnect your headset, check the setting and the audio volume. If it does not solve the problem, please report to the examiners.

Q33. What should I do in case of a connection problem, such as losing the connection on Webex Meetings during the examination?

A. First, please try to reconnect. If the connection itself fails, please contact the Admissions Section at the emergency number immediately. You will then receive instructions from a member of staff. We will also contact you at the contact number in your application form as necessary. Please follow our instructions over the phone.

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