AuditionRoom Lead Adjudicator Training (January 2021) - Shared screen with speaker view
Carroll Dashiell here…not hearing any audio on my end.
Mr D—check the audio input/output
Carroll, check your computer AND Zoom sound
James, yes, Jerry will send out the slides
Still nothing. I’m going to log off and back on again.
Question: How do we set up the audition schedule and daily plan for everyone, faculty and students?
is it possible to get a phone number for support?
Krzysztof - that is done through the Acceptd Scheduling tools. Your Account Owner(s) should be able to assist or contact Acceptd’s Account Relations group.
Yes, telephone number would be ideal. Waiting for 3 days for a response is too long.
For AuditionRoom, our support team is monitoring support requests in real-time and response time is very fast. Typically within a few minutes.
Sounds good. Thanks, KB
Don’t see green buttons on screen
Don't see buttons
Deborah, they are lower down, see if you can scroll down
I can see them
It might be your window size
I see them!
Buttons are visible.
go to side by side or fit
We did not have access to any of these buttons during our auditions in November (all three were unable to be clicked). Is this a bug that is fixed now?
view options tab on top of your zoom screen, zoom ratio flyout menu, select "fit to window"
How do you admit auditions to Zoom? Unclear
are the auditions automatically recorded?
What happens if your auditions run longer than the scheduled time?
When you refer to us controlling zoom (i.e. admit), this is Zoom within Audition Room or separate zoom? Seem to be answering this now….
Once I “start auditions” will I ever need to go back and start them again….for example during a single day of auditions?
Olivia - Yes, we had a few instances of what you describe and that bug has been fixed!
Wonderful! Thank you, Steve!
Isaac - yes, automatically recorded.
John K. - There is a button not showing in Jerry’s example today to admit to Zoom.
can use “private chat” in Zoom
Can we log into two different devices to manage the clipboard?
Michael B - they can run up to 3 hours over before they are ended.
Where do you access that again please?
Mary Jane Parker
Can these notes be saved for future discussions
James B. - you won’t need to start them again, but if you leave Zoom, you can just join that again.
David - yes, chat features are enabled in Zoom.
Bianca H - You can login to two devices, yes.
Steve Roth, can you just review again how to access the messaging between adjudicators? Not the Direct Message function, the one Jerry described before that…?
thanks, Steve. It seems that the Acceptd chat features are more useful - so that’s great! thanks
zoom chat in audition is a recipe for disaster- using the audition room chat is safe from accidental exposure
Mary Jane - are you referring to this chat or something Jerry is presenting?
Peter K - yes, the Private Adjudicator Chat is available in the bottom right corner when in the clipboard view. Versus the individual messaging on the left.
Thanks, Steve. I figured that must be it, but had missed the info first time around.
the rating system is adjusted by our schools? 1-5, 1-10 or 1-100?
Where will the button be?
Can you talk about how the system uses Zoom? Do we have to have it installed on our device and updated there?
when the lead adjudicator has the option to move someone within a schedule - does it only give options to do that if there is a open spot?
So - after admitting them to the lobby, then comes admit to audition and then the button that connects to Zoom?
Mary Jane Parker
I was referring to the chat. We keep extensive notes since we don't make decisions about accepted or rejected until we see all students. So keeping notes for us is very important.
Once you click start meeting and join video (from Clipboard screen)….does it not take you directly to zoom?
What is the difference between Zoom and Audition Room?
Karen L - next to each applicant name in the clipboard.
Can I use two PC's simultaneously to run my auditions?
When student is dome with audition, do they go back to lobby or just leave?
Will Acceptd work as smoothly with Webex? My school does not support Zoom?
Susan N - yes, all users need to have Zoom installed.
Does advancing to the next candidate automatically invite them to the Zoom, or are they waiting in the Zoom lobby during this time?
Lead Adjudicator starts zoom once for a session, and all auditions in that session occur in the same zoom session
Clicking the End button is what activates the time countdown and the recording timestamp as well, correct?
Patti - yes, only for open slots or append to the end of the schedule.
Can I use my new iPad Pro in conjunction with my MacBook Pro if I need two screens? I’m using them now.
all auditionees are admitted to zoom meeting by lead adjudicator
Pamela P - yes, in summary. Note that the Lobby meeting and the audition meeting are separate.
Could you post that link in chat please?
Do you have to invite each student for group auditions as well or is there a group admit option?
Mary Jane - the notes area of the adjudication is the best place for that. The messaging in AuditionRoom is not kept.
Is there a way to practice this?
If something isn’t working on the day of audition, can we get help through chat or phone?
Can we invite guests in to view as adjudicators?
I am confused. When I start Zoom video, I still have to start Audition? They are not the same thing?
How soon will this recording be available and how will we access it?
When they are playing, how do we stop them, ask for another piece, tell them that we are out of time etc?
Is it possible to share the application with your fellow adjudicators or is that only available to the lead adjudicator?
where do the recorded audition go? How does one get access to them?
How do you run a test with no students to admit, etc.
Any special considerations for those who are using AuditionRoom to accommodate group interviews/auditions?
Mary Jane Parker
We are going to be having students upload work from the first part of their audition. Where will those things show up?
Tim Culver’s question above....
I am the administrator for my school and I havent been given instructions on how to set up the test run. How do I go about getting instructions on setting this up?
I have not been instructed on the “test run”, and I am the administrator. How can I get that info?
Same as Kevin - unaware of test run instructions.
How do we set up a test run?
When making a comment for an auditionee (such as tone/pitch) are you on the AuditionRoom tab or the Acceptd tab?
Same as Kevin and Deborah
Can you explain how "end" button works again? There's a countdown?
Instructions on how to do a test: https://acceptdaccountrelations.zendesk.com/hc/en-us/articles/360051654091-Conducting-an-AuditionRoom-Test
We want to have an awards presentation (in the lobby) at the end of our audition day. Do auditionees need another invitation link to rejoin the lobby at that time?
Are there suggestions to applicants on how to best produce a good sound in a live music audition?
Are they there on weekends?
If there is a delay and we need to skip over one auditionee temporarily can we do that, then come back and start their audition?
where do you find a link? I was told there is no way to get a link out of the system
If a student is late, how do you audition the next student on the list, then come back to the late student?
I want GA’s to look at the screen. Would admin have to put them in to system to see audition room?
GA’a to look at audition room info, I mean.
Can adjudicators and auditionees hide non-video participants and "spotlight" certain participants?
do the individual sessions get linked with the acceptd application?
To come back to the idea of stopping a student mid-audition to move on to another piece...is there a means to mute the student so we are able to get the student's attention? Trying to speak over their performance in Zoom could be very challenging.
what happens if you have an audition scheduled at 9 a.m. and then you don't have another audition until 10:30 - if the lead adjudicator leaves the session can the room be opened again?
Is it possible to pause the Zoom if you have a long break?
Is there a certain browser you recommend?
we are having students submit video recordings in advance of their live interviews through AuditionRoom. Is there a way that the adjudicators can view videos that have been submitted?
Mary Jane Parker
They will actually be spending time in the beginning of the audition doing activities at home, then sending them to us before their interview. Not sure if those materials would go to the place you suggested.
Whitney’s question re: adjudicators viewing audition videos
Can we go back into an applicant’s ratings page and enter notes after they’ve auditioned?
will notes on students’ audition remain there indefinitely if I want to look back in 4 years when the student might audition again?
With the group option will there be an option to pull up a list of students to make comments or will we have to access each individual application?
At one point the current version of zoom did not have stereo audio. Is stereo in the latest version?
Can you share links for optimizing sound here?
Is Skip on the 3 dots?
Is that lobby checklist, with instructions on zoom audio quality, there for all applicants, or does each school need to set up a specific checklist?
when you send the link to the recording will we also be given the transcript from chat?
do zoom audition videos automatically upload to the acceptd application info?
I see the Schedule with the list of students in your screen. Is that the list of students in the lobby room? On the audition day, will I be able to see who have arrived and who have not in the audition schedule, and pick one to enter audition room?
When the lead adjudicator leaves the room, the video will stop and restart when I come back?
That will become separate videos?
once again - sorry - messaging WITHIN Acceptd won’t be saved, so we should make notes in the students’ application, or is there a separate place inside of the Audition room?
Do applicants have access to our notes? If so, what portion of them and how do we know which ones will stay private just for adjudicators?
sound quality: https://support.getacceptd.com/hc/en-us/articles/360050818672-Best-Audio-Quality
Can you have dual leads?
Is this lobby checklist available to applicants before the audition or only during the audition?
does the adjudicator ratings shared with other adjudicators in the room.
Something that’s recommended is making your fellow adjudicators “co-hosts” when the Lead Adjudicator starts the Zoom meeting.
We would need 1 lead per room and will have 2 rooms happening simultaneously
does cohost have to be on acceptd?
Does the application link appear for ALL auditioning students, even if the institution uses another system for accepting application materials?
So the co-host on Zoom could take over starting auditions if needed?
Is the private chat feature in the Zoom settings (of Acceptd) available or is it always a open chat to everyone (including the auditionee)?
It seems like it may be easier for a non-lead adjudicator to not go through Acceptd/Audition Room and just get connected through the zoon link. any reason not to do that?
Can all adjudicators make notes in the application during the audition?
Are you considering at a later point of including the video portion to be directly part of the audition room (no opening of Zoom separately needed)?
Just to clarify- if we have 4 rooms simultaneously, we will need 4 leads?
Thank you Jerry and Steve
what happens if the lead adjudicator is not available on a certain day... how do you change lead adjudicators?
As the administrator for all simultaneous auditions, will I be able to get into any specific room to help if necessary?
Follow up on adjudicators notes. Those notes all become part of the applicant's file? Are they identified by who made the note?
Ann's question. Once in zoom, breakout rooms can be assigned by lead without needing new lead for each breakout room, correct?
Thank you very much!!
well done, guys, thank you!
Wonderful job - very helpful. Thank you!
Thanks Jerry and Steve!
Thank you, this is very helpful!
Thanks so much!
Thanks to all! Very good company in this call!