Clinician Updates

This page contains content of emails sent to clinicians to help them prepare for the 2021 TMEA Clinic/Convention. The following emails were sent to the majority of clinicians; however, some exceptions may exist, and if so, would have been communicated individually.

Clinician Update Emails Sent

February 2: Test Zoom and the Platform this week

January 26: Reminder about January 30 TEAMS meeting for speakers and moderators

January 6: Clinician and Moderator Training on January 30

December 18: Moderator Assignment, Clinician Best Practices, Recording Requirements

December 11: Clinic Format, Moderator Role, Next Email Topics, Who to Ask for Help

February 2, 2021

By now, you should have accessed the convention platform and completed your profile (when you update it, remember to scroll to the bottom and SAVE). The next step is essential for all clinicians and moderators to complete as soon as possible.

Using the computer and network you will use during the presentation, complete these two:

  • Go to the Convention site and if you haven’t yet, log in (or if Karen Cross sent you a link on Saturday, use it).
    • Confirm you can view your clinic record.
  • Someone on your clinic schedule a live Zoom meeting with everyone on the clinic (clinicians+moderator). Each person must use the computer and network you will use during the live presentation for this test meeting.
    • Confirm everyone can participate in Zoom.

Why This Is Necessary

  • Some networks, especially schools, prevent access to certain sites. You must be sure you can go to each of those as soon as possible.
  • Why Zoom? Even though you will begin your live presentation from the convention platform, not from Zoom, it will launch a Zoom pop-out window. By testing Zoom now, you can increase assurances that it will not fail when you go there from the platform for your live presentation.

ISSUES?

If either the convention platform won’t fully load, or if Zoom isn’t functional in these tests, immediately have your tech support unblock/whitelist these domains:

January 26, 2021

Clinician and Moderator Training: Saturday, January 30 (your email will have notified you whether you attend the training at 9 a.m. or 11 a.m. CST).

This Saturday, attend the online clinician and moderator training held via a TEAMS meeting, linked below. Learn how to complete your profile, upload your handouts, start your live session, and more.

Don’t have Microsoft TEAMS? That’s okay!

  • You don’t need a TEAMS account or the app to join the meeting.
  • When you click the meeting link, it will open in a browser (Chrome or Edge are supported).
  • Choose to Continue With This Browser or Join on the Web (not download the app)
January 6, 2021

Clinician and Moderator Training: Saturday, January 30 (your email will have notified you whether you attend the training at 9 a.m. or 11 a.m. CST).
Watch your Inbox for a registration link the week of January 30.

  • During this important training, you will learn how to:
  • Set up your profile in the online convention platform
  • Access your clinic session record in the platform
  • Upload handout files (PDF only) to your session record
  • Monitor chat and questions posted during its scheduled time
  • Start the live portion of your session first in a Green Room status, not visible (either the full session or the live Q&A segment)
  • Start broadcasting that live Zoom Webinar for attendees to join and for it to be recorded

JANUARY 11: By this date, you must upload your 25-30 minute clinic video on your Clinic Information Page (linked below).

CLINIC INFORMATION PAGE: Your clinic information page includes a link to all emailed updates, a facility to upload your video (tech specs and best practices), membership/registration status of each clinician, and more. Go to any Clinician Update email from TMEA to find a link to your page.

MEMBERSHIP/REGISTRATION REQUIREMENTS

  • Texas teachers/musicians MUST be current members of TMEA and must pay convention registration fees.
  • Out-of-state clinicians must pay out-of-state convention registration fees but are not required to become TMEA members.
    https://www.tmea.org/convention/registration/

A video recording of the training session will be available on your Session Information web page by mid-afternoon on January 30.

December 18, 2020

Topics: Moderator Assignment, Virtual Clinic Best Practices, Recording Technical Requirements

Clinic Information Page: Please open and bookmark your clinic information page (your Clinic Information Page link was included in the December 11 and December 18 emails from TMEA).

Clinician Graphics: Download this ZIP file and open it to extract approved graphics for your use in your clinic materials and promotions. Before using any graphic, read the Use of Graphics PDF.

Moderator: TMEA emailed your moderator yesterday (December 17) to notify them of their assignment to your clinic and their role. Connect now with your moderator and set up a plan to get their feedback as you work on your clinic delivery and recording. Also work with them to establish a set of questions they’ll ask you if you end up with available time for more delivery during your live Q&A session. (Your moderator’s name and email are on your December 18 email from TMEA)

Virtual Clinic Best Practices: Clinicians and moderators should review these best practices to ensure you have the best possible online presentation.

Recorded Video Requirements: For clinics with prerecorded presentations (most clinics), your recording is due January 11 (we’d love to get it earlier!). Read through the recording requirements, and as you’ll see on this webpage, if you (1) don’t have experience with other recording software, (2) don’t understand our requirements, or (3) do have multiple presenters on your clinic, use Zoom to complete your recording.

Clinician and Moderator Training: At the end of January, we will have a clinician and moderator training where you will learn how to set up your profile in the online convention platform, upload clinic handouts, start your live Q&A, and more.

Questions?
General questions: Email the TMEA Administrative Director
Technical or schedule questions: Email the TMEA Deputy Director

December 11, 2020

Topics: Clinic Format, Moderator Role, Next Email Topics, Who to Ask for Help

CLINIC FORMAT:

Clinics (45 minutes) will begin with a direct presentation recorded by the clinicians. That segment is immediately followed by the clinicians and moderator presenting in a live Q&A session. Understand that you will NEVER see attendees. (The Q&A time utilizes a Zoom Webinar, so only you and your moderator will be visible to you and your attendees.)

  1. Presentation: You and your fellow clinicians will record 25-30 minutes of presentation and submit that single video to TMEA by January 11 (much more on this to come–for now, identify which clinician will coordinate the group to record and submit that recording). At its scheduled time, your recorded presentation will play inside the convention online platform for attendees who have joined it. Attendees can post questions inside a chat window during that segment.
  2. Live Q&A: You and your moderator will be on a live Zoom Webinar (embedded in the convention platform) that attendees will join for the remainder of your 45 minutes. Clinicians will answer questions and be prepared to offer extended information on your topic if you still time available.

December 18: We will email you clinic recording best practices and technical specifications for the recording and submission.

MODERATOR:
Every clinic will have a moderator (we used to call them Presiders). Their first role it to help clinicians prepare to record (watch you, offer suggestions, etc.). Their second function is to monitor the clinic chat window, noting questions to ask during the Q&A. They will pose those questions to your presenters during that live segment.

December 18: We will email you your moderator’s name and email address.

WE’RE HERE TO HELP:
We realize you’ll have many questions now and in the future. Please reach out and we will help you.

QUESTIONS?
General questions: Email the TMEA Administrative Director
Technical or schedule questions: Email the TMEA Deputy Director

WANT TO SUBMIT A TEST VIDEO?
If you want feedback on your video or audio quality, we welcome you to submit a very short (less than 30 seconds) video in the same way that you’ll upload your clinic video. You’ll find a link from your Clinic Information Page on Dec. 18 if you wish to take advantage of this offer.

DECEMBER 18 EMAIL:
We will provide the following to you by December 18:
(1) Moderator name and email address (please connect with them soon after)
(2) Clinic recording best practices (physical environment, clothing, your position in-camera, etc.)
(3) Recording technical specifications (file type, size, how to submit, etc.)

TO COME:
Close to the convention dates, we will have a clinician and moderator training so you know how to set up your profile in the online convention platform, start your Q&A, and more.