General Conference FAQ's 

  • When will the virtual conference be held and using what online platform?
  • The 32nd Annual Undergraduate Research, Scholarship & Creative Activities Conference will now be held on Wednesday, April 28th through Saturday, May 1st using an online platform with Q&A capabilities (specific details will be provided to student presenters ). The online platform is essentially a website where all the student presentations will be uploaded as pre-recorded videos and the audience (faculty and other students) will login for viewing and Q&A feedback during the two days of the conference. Using the online platform and virtual conference also allows us the opportunity to have a contest with prizes for students who watch video presentations and ask questions to the presenters as part of the virtual platform.  
  • How do I get started making my video presentation for the virtual conference?
  • We will be providing a checklist and list of resources, tips and examples on how you can create video presentations for the virtual conference. We will have more examples of video research presentations made by our Undergraduate Research Ambassadors available on our website soon!
  • How will I submit my video presentation and when is the deadline to do so?
  • For all presentation types (oral and poster), video presentations will be able to be uploaded as any video file type. The URC has compiled a list of resources, tips and examples on how you can create video presentations. The specific upload link and details will be emailed to all presenters. Presenters should currently plan for the deadline to upload all video presentations to be Monday, April 27th, 2020 by 11:59 pm. Any changes to the deadline will be communicated directly to presenters. Although the conference is scheduled for April 28th - May 1, we are asking students to submit their video presentations earlier to ensure sufficient time to upload and solve any technical issues encountered before the conference dates.    
  • What will the format of the video presentation be if I had originally signed up to do a poster presentation? How long should these video presentations be?
  • The recommended length for your video presentation is 5-12 minutes (no more than 15 minutes!) and there are several different formats that you can choose from to present your research. You can either make your poster to present in a video (e.g. Zoom) or create a series of PowerPoint slides and record yourself as you describe your research project. Here is a great example of a poster presentation (on Youtube) recorded using Zoom. For the video recording, there are many acceptable methods and programs (e.g. Zoom, Kaltura/Aggie Video, and WeVideo), as well as options for voice-over and screen recordings in Powerpoint or QuickPlay for Mac. It is entirely up to each student to choose what kind of video presentation they prefer to make. The URC has compiled a list of resources, tips and examples on how you can create video presentations and how to make effective research posters. Please check out these resources to get inspired. We will also be posting more examples on the URC websites.
  • I have yet to attend a mandatory prep session. Will online mandatory prep sessions be offered and if so, what are the dates?
  • Yes, we will upload a mandatory prep session video on our URC website and also provide more details for creating and uploading video presentations for the virtual conference. You will be asked to complete a short survey to confirm that you have watched the online prep session and still ask any questions you have regarding the conference. We will be hosting several Zoom Q&A sessions to address student questions (dates/times TBD) and will send out an email to all presenters to announce when these Zoom Q&A sessions will be held. We also recommend that students who had previously attended the in-person prep session may want to take a look at the online prep session video as well as we included new information pertaining to the change of our conference platform and conference logistics. 
  • Will the virtual conference be interactive and allow presenters to engage with the audience? 
  • Yes, the virtual conference will feature an interactive Q&A so the “audience” (faculty moderators and other students) will be able to comment and ask questions for each student video presentation. This is one of the great features of the platform we will be using.  You will also have the opportunity and will be encouraged to reply to the questions asked by the audience during the two day viewing period of the virtual conference.  Using the virtual platform, we will also use this opportunity to create contests and have prizes to promote engagement, such as prizes for the students that ask the most questions.  More info coming soon! 
  • Who will have access to the virtual conference? 
  • All Faculty sponsors, faculty moderators, program coordinators and student presenters will automatically be sent a link to login and access the virtual conference. All other faculty and students will be invited to register for the virtual conference to login as “audience” to watch the video presentations, make comments and ask questions. Only people who register and login will be able to access the video presentations, make comments and ask questions. We understand that implementing a login requirement limits the participation of the greater Davis community which was always welcomed at our in-person conference; however, the virtual conference requires some modifications.
  • How long will my video presentations and the virtual conference be accessible for?
  • The virtual conference with Q&A (and contests to promote engagement online) will only be accessible for two days (48 hrs) from May 7-8; however, video presentations will still be viewable by registered presenters and audience after this time but without Q&A capabilities.  Presenters will also have access before May 7 to load their video presentations. Presenters can still also access and download presentations, comments and questions after May 8th
  • What are the benefits of doing a video presentation and participating in the virtual conference? 
  • The benefits of participating in the virtual conference are many of the same as participating in a traditional, in-person conference. Despite the change in the conference platform and using a video presentation format to share your research, you will still have the opportunity to learn useful presentation skills by preparing and talking about your project in a recorded video presentation. The video format also gives you the chance to edit your presentation multiple times and develop your communication skills. In addition, using the Q&A capabilities, you will be able to engage with the audience (faculty moderators and other students) about your research and receive their feedback. You can also save your video presentations and share them on your social media profiles (Instagram, Twitter, LinkedIn) to showcase your research work or use them to submit for opportunities like the Research Rockstar Undergrad Slam Video Competition. We understand that a virtual conference will not offer all the benefits that a traditional, in-person conference does, but we encourage you to look at this as an opportunity to try something new. All participants will also receive a certificate (mailed to you or given as a PDF) recognizing their participation in the conference.
  • Can I still list the virtual conference on my resume and how would I do this? 
  • Yes, you can mention your participation in the virtual conference on your resume. Our 31st Annual Undergraduate Research, Scholarship & Creative Activities Conference is still a conference where you presented your research despite it being held virtually. You would still list the title of the conference, dates of the conference, and title of your presentation. You can indicate “virtual” or “video presentation” as the presentation format.
  • Is there any difference between an oral and a poster presentation now that we are all making video presentations? 
  • No, there are technically no differences between an oral and a poster presentation now that all presentations will be uploaded as video presentations and there will not be designated poster or oral sessions. Any presenter can choose to make a PowerPoint presentation of their research project and use it to present even if they had originally registered to present a poster. If you had originally signed up to present with a poster, you can now choose to either make your poster to present in a video (e.g. Zoom) or create a series of PowerPoint slides and record yourself as you describe your research. You can also use a hybrid presentation format using any video format and file type, but please keep video presentations between 5-12 minutes in length.
  • What will the format for the video presentation be if I had originally signed up to do a poster presentation?
  • The format for the video presentation can remain the same as you would have previously used.  You can still make use a poster and record a screen share where you are presenting or talking about your research. For this format, we recommend using a PDF of your poster and recording in Zoom.  If you had originally signed up to present with a poster, you can now choose to either make your poster to present in a video (e.g. Zoom) or create a series of PowerPoint slides and record yourself as you describe your research. You can also use a hybrid presentation format using any video format and file type, but please keep video presentations between 5-12 minutes in length.
  • What will the format for the video presentation be if I had originally signed up to do an oral presentation?
  • The format for the video presentation can remain the same as you would have previously used, but you also have flexibility to incorporate video of yourself as part of the presentation or other hybrid formats. You will make a PowerPoint presentation and record yourself giving your oral presentation and you will be able to upload your presentation as any video file type. The URC has compiled a list of resources, tips and examples on how you can create video presentations.  Please keep video presentations between 5-12 minutes.
  • What will the format for the video presentation be if I had originally signed up to do a group presentation? Can only one of us from the team make the video presentation or do we all need to be included?
  • Technology enables us to now easily connect and share information with one another so we encourage you to still work as a team to all create your various portions/recordings of the video and sync them into a single video to include all team members. Alternatively, you can record one single video with Zoom so that each person contributes to part of the presentation. Here is one example of a team presentation on Zoom. Once you have made your video, then only one member from the team will upload that single final video onto our virtual conference platform once we email out the details on how to do so. Videos can be uploaded as any video file type but please keep video presentations between 5-12 minutes.
  • If I signed up to do a poster presentation can I switch to do an oral presentation with powerpoint slides instead? 
  • Yes, you can use any format now. You will be able to upload your presentation as any video file type. The URC has compiled a list of resources, tips and examples on how you can create video presentations.  Please keep all video presentations between 5-12 minutes.
  • Do I still need to make a poster if I choose to switch formats and present using PowerPoint slides?
  • No, you do not need to make a poster if you are not planning to use it for your video presentation. We encourage you to use your time in preparing your PowerPoint presentation.  Please keep video presentations between 5-12 minutes. The URC has compiled a list of resources, tips and examples on how you can create video presentations. 
  • Can I still print a poster if I already have my poster made and choose to present using my poster for my video presentation?
  • Due to the suspension of campus operations for non-essential activities, the URC office is currently closed and thus we are unable to print paper copies of posters. We recommend you to continue to make your poster as you normally would. Then you can open it up as a PDF on your computer and record yourself as you talk through it like you would for a live poster presentation. Here is one example. Even if you do not get to print your poster now, you can print one in the future for other conferences.
  • Does the poster need to be 36x48 inches in size since it will no longer be printed?
  • We encourage you to keep with the poster requirements as previously suggested so you can reuse your poster for future conference presentations if needed. The 36x48 inches is a very standard poster size that is acceptable at most conferences; however, we want to allow maximum flexibility to our students during this time, so you may use whatever materials you need in order to best communicate your research in your video presentation. You can also have a hybrid presentation between a PDF of your poster and PowerPoint slides. Please keep video presentations between 5-12 minutes.
  • Now that the conference is virtual, can I present on more than one project?
  • No. We appreciate your enthusiasm for research, but we still have the same guidelines and you cannot present on more than one project even though our conference is being held virtually this year. We will only accommodate the video presentation for the research project matching the abstract that you submitted during conference registration. The reason for this is because we have already gone through the process of reviewing and approving abstracts for all student presentations and thus will not be able to accept abstracts for any new projects. We encourage you to present on your other project at our 32nd Annual URC Conference in Spring 2021 or at other research conferences. 
  • Will any element of the virtual conference be live? Can I do live presentations on my research projects?
  • No, all student video presentations should be pre-recorded and uploaded onto the online platform for our virtual conference, which can accommodate any video file type. However, you can consider having a live practice presentation with your research group, family, and/or friends on Zoom. 
  • Can I still present my research if I have not completed my project due to the suspension of activity on campus?  
  • Yes, you can still present on your research project even if it is not completed yet. You might need to change the style of your presentation and dedicate more time talking about the introduction/background and methods if your project is still a work-in-progress. Please consult with your faculty sponsor if you have any concerns or questions related to the status of your project and how best to present the details for our virtual conference. Often, presenting on a project that is still a work-in-progress gives you the opportunity to think critically about your research at an early stage and allows for you to receive great feedback!
  • If my project is in-progress, do I have to finish my project before I participate in the virtual Conference?
  • No, You are not expected or required to continue working on your project if you decide to participate in our virtual conference. We do recommend you to discuss with your faculty sponsor and identify online activities that you can do to continue making progress on your project. You can also check out our compiled list of various online resources that can help you continue to think critically about your research, learn techniques, and engage in professional development.
  • Can I go back to my lab and continue working on my project? 
  • No, the Chancellor has suspended campus operations for non-essential activities. We encourage you to talk directly with your faculty mentor about how you can continue to work on your project remotely. We also encourage you to check out our compiled list of various online resources that can help you continue to think critically about your research, learn new techniques, and engage in professional development during this shelter-in-place until you can return back to your lab. 
  • Do I need to consult with my faculty sponsor before I decide how I would like to present my research?
  • A: Yes, we always encourage you to discuss any decisions you make about your participation in our virtual conference as well as how you plan to make your video presentation for the conference with your faculty sponsor. We recommend that you get the approval of your faculty sponsor before you submit your video presentation by 11:59 pm on Monday, April 27th, 2020 so starting a conversation now/early with your faculty sponsor is very much recommended.  The video presentations and virtual conference is only accessible to members of UC Davis who register and login.
  • Is there any research info that I should not disclose in my video presentation for the virtual conference?
  • You should not disclose any personally identifying information about yourself (e.g. your birth date). It is also not recommended to include research data that is classified higher than protection level P2. Researchers and contributors should avoid including any research data classified at protection level P3 or P4. Also, researchers should assess whether providing content in their presentation is compatible with any grant, contract, or regulatory constraints that may exist for your particular research effort. Please check with your Faculty mentor/PI if you have any contract or regulatory constraints related to your research (for example, funding and research related to the Department of Defense).
  • Will my abstract still be published in the abstract book even if I decide to no longer participate in the virtual conference? 
  • Yes, all originally accepted abstracts will still be published in the abstract book unless you specifically withdraw and request that your abstract to not be included.  You can choose to have your abstract included in the 2020 abstract book even if you decide to no longer participate in the virtual conference. If you prefer to not publish your abstract, you must contact us by April 15, 2020 at urc@ucdavis.edu with the subject line: Abstract Withdrawal for 2020 URC Conference to ensure that we remove your abstract from our abstract book. 
  • Will I be able to withdraw my participation at a later date even if I initially responded in the survey that I would like to participate in the virtual conference?
  • Yes, you can withdraw your decision to participate in the virtual conference at any time. We understand that we are currently in an evolving situation and would like to offer maximum flexibility to all our student presenters. If you prefer to not publish your abstract, you must contact us by April 15, 2020 at urc@ucdavis.edu with the subject line: Presentation Withdrawal for 2020 URC Conference if you would like to withdraw your abstract. 
  • Will I still be receiving certificates for presenting in the virtual conference? 
  • Yes, every student who participates in the virtual conference will still receive a certificate recognizing their participation in the conference. Certificates will be mailed or given as a PDF.
  • Will participation in the virtual conference still meet the participation requirement from courses and other campus programs such as the Honors Program? 
  • Yes, we expect that it does; however, this is a specific question that pertains to individual programs. We encourage you to talk to your class professor or program advisor to confirm with them if they will still count your participation in our virtual conference towards fulfilling the requirements for your particular course and/or program.  
  • Will I be provided any resources (camera, recorders, visual aids) to make my video presentation if I do not have access to such resources?
  • Due to the shelter-in-place, we are unfortunately unable to provide any physical resources to help you make your video presentations, but we have compiled a list of resources and tips on how you can create video presentations using just your handy-dandy laptop. Many cellular phones and smartphones are also an excellent alternative that you can use to record your presentation. You can also use voice-over and screen recordings in Powerpoint or QuickPlay for Mac so that you do not need to have a video camera to make your presentation.
  • What if I have additional questions?
  • We will be hosting several Zoom Q&A sessions (dates/times TBD) during the next few weeks to address student questions related to the conference. We will send out an email to all presenters to announce when these Zoom Q&A sessions will be held.