Open Day: Info for UCC Students and Staff

Some browsers cache stale style sheets which might confuse the layout. Please force a deep reload before reading (Firefox: shift+reload).

TL;DR - The Gist

Due to Covid-19 restrictions the Open Day will take place online in form of a virtual event. Everything is controlled from this website under the menu Open Day.

The Open Day will take place on April 14. Students from the BSc CS and BA DHIT degree programs will present their projects.

Each student will present their project by the following three parts:

  1. A written abstract. This is equivalent to the written abstracts which we used to gather in the printed booklets in the years before Covid.
  2. A short video. Not longer than 5 minutes.
  3. A Conference with MS Teams. This takes place only on the day itself and only during two dedicated time slots, one in the morning and one in the afternoon. Each project student will be assigned their own individual Teams room.

Please find further technical information on each of these parts below. There might be additional instructions issued by the administrators of the academic degree programs.


Timeline

Phase 1 - Preparation and Testing

This phase starts as soon as you can read this page. Students can upload and view their videos and their abstracts. Please note:

  • To upload go to Open Day -> Setup Presentation.
  • To view go to Open Day -> View Presentation.
  • Uploaded content remains private throughout Phase 1. Only the uploader themselves and very few technical staff can view this and only for the purpose of testing! In fact, it will be of great help if there are as many and as early uploads as possible! I encourage all students to upload some sample abstract and video. Lorem ipsum type of content is perfectly suitable for both abstract and video.
  • The presentation can be modified any time throughout Phase 1. The abstracts can be edited online and the video be replaced by a newer version..

Phase 2 - Content Freeze and Publication

The pre-Covid equivalent of this phase was the printing and distribution of the paper booklet. For our current virtual format this means that:

  • Abstracts and videos cannot be modified further.
  • All abstracts and videos are made public. Interested parties (that includes students!) can browse the presentations and earmark those where they want to meet the student during the interactive sessions.

Phase 2 will begin one week before the event i.e. on April 7.

Phase 3 - The Actual Open Day

The students will be available in their individual MS Teams rooms. There will be a morning session for examiners and other UCC academics and an afternoon session for everybody who has an invitation. The idea is to create a lively and relaxed atmosphere, as close as possible to a our old Open Days. For example, any attendee will be able to enter any Teams chat room without having to "wait in a lobby" or facing similar barriers. There will, of course, be technical measures in place to prevent zoom bombing and similar pranks.

There are also two "virtual town hall" meeting places, the common MS Teams room and the DHIT MS Teams room.

Timetable BSc CS

  • 10:15am - 10:25am - Welcome address - Common MS Teams room
  • 10:30am - 1pm - Morning session for students and lecturers - All individual MS Teams rooms
  • 1pm - 2pm - Break
  • 2pm - 4pm - Afternoon session for students and guests - All individual MS Teams rooms
  • 4pm - 5pm - Don't go away! Social gathering with some surprises! - Common MS Teams room

Timetable BA DHIT

  • 10:15am - 10:25am - Welcome address - Common MS Teams room
  • 10:30am - 1pm - Morning session for students and lecturers - All individual MS Teams rooms
  • 1pm - 2pm - Break
  • 2pm - 3:30pm - Afternoon session for students and guests - All individual MS Teams rooms
  • 3:30 - 4pm - Closing speech by Head of DHIT - DHIT MS Teams room (not Common MS Teams room)

Tests, Dry Runs etc

Watch this section for updates!

I will make a first "Phase 3 test" in the middle of the Easter Break. You do not have to attend but you are very welcome to!

Time: Thu April 8, 3pm-5pm. So by the above definitions, the system will be in Phase 3 during that time 🤓.


Detailed Guide for Project Students

The Concept of the Open Day

Attendance is a mandatory part of your project module. However, the Open Day is not an examination, your presentation is not a marked deliverable and your performance will not be formally assessed.

Instead, the Open Day gives you a golden opportunity to impress those you speak to with the quality of your own work and that of your classmates. You owe it to yourself and to your fellow students to make an effort to create a favourable impression. You should also bear in mind that the Second Reader of your project will certainly use the opportunity to speak to you in considerable detail to get a sense of what you have accomplished.

Requirements

You must have a student account on https://project.cs.ucc.ie/ and it must be linked as the undertaking student to a project. The project must have a supervisor and a second reader, both of which must have lecturer accounts.

It is very important that your student number is correctly entered at My Account->Account Details. Otherwise, certain features will simply not work. Also, please make sure to select the checkbox of your degree program.

The Video

It is advisable to have some (possibly very sketchy) version of your video ready before you begin to write your abstract because the upload interface will reject incomplete presentations without video.

Furthermore:

  • The runtime should be approximately 5 minutes.
  • Please make sure that your video has the common 16:9 aspect ratio. This is usually the default for recording apps.
  • Videos must be uploaded to https://media.heanet.ie/ which is accessible to all UCC students (so I am told!). Other hosting services will be rejected.
  • The presentation upload interface will ask you for your video URL. To find this URL from https://media.heanet.ie/, go to My Media, click on your video file and then select Share->Public Link to Your Video.
  • Other heanet video URLs will be rejected (the appropriate frame embedding code will be generated automatically).
  • Your video must be publicly viewable. You can check this at the heanet video page by clicking on the Access control tab. Restrict viewing to... must be set to Public.
  • Tip: Recorded Powerpoint presentations are probably the easiest option but they can easily look fairly dull. A presentation video always looks much nicer when you can be seen whenever you talk. I recommend screen recording software such as OBS Studio or similar and including a webcam frame into your scene.

The Abstract

The abstract should provide a crisp, succinct summary of the project. It should indicate clearly what the objective of the project was and sketch what was achieved. It should be accessible to as wide a readership as possible and should try to enthuse the reader to learn more about the project.

The abstract must be entered in Markdown syntax which is something you will grasp in less than 5 minutes (PDF, MS Office etc are not suitable for online presentations since these document formats are tied to hardcoded output media, e.g. a fixed paper geometry).

Please stick to the following rules:

  • Begin straight away with your first section of main content. Headers for author, project title, supervisor etc will be automatically generated wherever appropriate. Thus, do not repeat your project title in your first headline, otherwise it would appear twice (especially in the printed booklet).
  • Do not use top-level headlines. In other words, your main level headlines must start with ## but not with a single #. Top level headlines will be used for the above mentioned automatically inserted lines like title. This is important for the generation of a printable booklet.
  • At the bottom of your abstract, add a line with a few keywords and another with a few relevant technologies, each of which separated by empty lines, e.g.:
**Keywords:** word1, word2, word3

**Technologies:** term1, term2, term3

This will nicely render like this:

Keywords: word1, word2, word3

Technologies: term1, term2, term3

  • The abstract must have between 750 and 1200 characters (150-200 words). You may find these sample texts with given word count helpful as well as this word and character counter.
  • If you want to include images, then you must store them somewhere externally. The markdown extension for image scaling is not implemented so you need to scale the images yourself.

For those who are interested: this help text is also written in markdown and the same CSS will be applied to your content. We use the famous github markdown stylesheet with very few minor modifications.

MS Teams Conference

We might do a dry run at some stage later on. I assume that all of you are familiar with MS Teams as it is used as a delivery tool for many lectures and labs.

Optional

I encourage you to update your personal introduction on FDAT (My Account->Personal Introduction). That's also done in Markdown and it will be linked to your presentation.


Guide for Examiners and Other UCC Attendees

Not much at this stage. As written above, the web interface for browsing presentations will be open in Phase 2. There are filter options which help you to find the projects you are supervising and those where you are second reader.

If you want to earmark any other project you are interested in then use the star (bookmark) option which is also available outside the Open Day pages (from the single project views).