Frequently Asked Questions

 

General Conference Information

If this is your first time attending a conference using Whova, check out this attendee user guide.  

How do I get to the sessions online?

  • Begin at the SWDE Conference website. https://training.ua.edu/swde/
  • Click the “ENTER CONFERENCE PORTAL” graphic. If needed, follow the onscreen prompts to log in.
  • Click Agenda to find the session.
  • Then, click the title of the session you are attending. (NOTE: Times listed in the conference portal are converted to your local time.)
  • Enter the virtual room by clicking “Join the stream.” This will open Zoom where the session will be conducted.

 

What do I need to know before I attend sessions?

  • You can attend all sessions easily from a computer, tablet, or mobile device. Easy access to chat and interactions with presenters is better on a computer.
  • Both the web and mobile apps include access to CE hours surveys, conference announcements, and connections to other conference attendees.
  • Sessions will be recorded and closed captioning will be enabled.

  

What is the video platform?

Zoom Meetings (not Zoom Webinars) will be used for all sessions. You will be able to see and hear from the other people attending the session.

 

Am I in the right session?

After you connect, click the green shield in the top left corner of the screen to see the name of the meeting.

 

What time zone are the sessions listed in?

All sessions will display in your local time zone in the conference portal. On the computer web app, you have the option to toggle between the event’s time zone (CDT) and your local time zone.

 

How can I quickly search for a specific session title, or presenter and add it to my agenda?

  1. Select Agenda.
  2. Click in the search bar at the top of the app.
  3. Type in session title, or presenter to quickly find a specific session.  You can also click on “Tracks & filters” to see a specific track or CE availability.
  4. Click on the session and select Add to My Agenda.

 

Where are the handouts for the sessions? 

We have placed any handouts we received from Presenters in the Session Handouts folder. Please note that not all Presenters have shared a handout.

 

Where do I find the slides from a session? 

We have placed any slide decks we received from Presenters in the Session Handouts folder as a PDF file. Please note that not all Presenters have shared their slide deck.

 

 I am having technical issues. How do I get help?

While we cannot troubleshoot every attendee’s personal computer or mobile device, we can share the most common solutions to issues that pop up in virtual events. If you are experiencing an issue, try the following:

  • Check your microphone and camera selections.
  • If you cannot hear the presenter, check the volume and speakers of your device.
  • Close applications that you’re not actively using on your computer.
  • Disconnect and reconnect to the meeting.
  • Reboot your computer or mobile device.
  • Reboot your router.

 

My credentials are missing from my name, how do I add them?  

You can update your profile. In the web app on the computer, click your name in the top, right corner and select My Profile. In the mobile app, click the picture icon in the top, left corner and select Edit My Profile under your name. Select the area you want to edit and click Submit or Save when done.

You can add your credentials with a comma after your last name (i.e. Smith could be Smith, PhD, LCSW).

Check out this video from Whova that reviews setting up your profile:  https://youtu.be/ZqW-cSmIQ10

 

What is the Community area in Whova all about and how do I use it?

Check out this video from Whova for an overview of the Community area:  https://youtu.be/0V0yc9H7jQU

 

How do I adjust my notifications with Whova?

Check out this video from Whova about controlling your notifications:  https://youtu.be/CR6z31u0Izc

 

Continuing Education Hours

How do attendees get Continuing Education hours?  Where are the Continuing Education surveys?

Continuing Education hours are offered for all sessions. Each session is labeled with how many Continuing Education hours are credited for attending. Continuing Education hours are not available for watching recorded sessions.

  1. Attend the full, live session.
  2. In the web or mobile app, click “Rate Session” (desktop) or “Session feedback” (mobile) below the session title, date, and time. Surveys will not be active until after the session begins.
  3. Complete all required fields and click Submit.

 

 

 

 

Surveys will be active and open for completion up to 1 week after the end of the conference. You will receive your certificate by email within 30 days after the end of the conference.

 

How can I check which sessions I completed and submitted the survey form for Continuing Education hours?

You cannot submit more than one Continuing Education form per session. If you already submitted a Continuing Education form for a session, when you click “Rate Session” (desktop) or “Session feedback” (mobile), you will see the completion confirmation message again.

You can also check by going under Surveys (mobile) or Resources>Surveys (desktop) and any surveys you already completed are indicated.

Recording and Closed Captioning

What sessions will be/were recorded? 

Except in unforeseen circumstances, all sessions will be/were recorded automatically in the cloud except for the guided meditation session and virtual networking sessions due to their informal and conversational nature.

When will the session recordings be available to registered attendees?

The recordings will be edited to remove the beginning set-up before sessions officially started and any extra time at the end. They will be posted and connected to the session in the conference portal one week after the end of the conference, replacing the link to the live session. Continuing Education Hours are not available for viewing recorded content.

How long will the recordings be available?

They will remain available to registered attendees of the SWDE 2025 conference for two months after the conclusion of the event.

Who do I contact for help?

 

Moderator and Presenter Info

Whova has developed a virtual speaker guide with many helpful tips and tricks.

 

What time do presenters and room monitors connect for their session(s)?

Connect into your Zoom meeting 15 minutes before the start time listed in the program to meet each other and get things set-up and tested for the presentation.

 

What are the steps for sharing a computer screen in Zoom?

  1. Click Share Screen
  2. Make sure the BASIC tab is selected.
  3. Select Screen or application.
  4. For video sharing, check Share sound and Optimize video clip.

 

How do I use Presenter view, but only show my slides with the audience when using a single-monitor?

1) In Zoom, click on Share Screen, then select the Advanced tab.

2) Then click Portion of Screen, and click the Share button.

3) A green box will appear. Whatever is in the green box is what your Zoom audience will see in the session room. Click and drag the bar at the top of the box to move it. Click and drag the sides/bottom/corners to resize it.

Zoom will remember the box size and location from session to session.

NOTE: Stop sharing before closing your slide show. If you don’t, when you close your slide show, whatever is inside that green box will appear to your Zoom audience.

Can I add poll questions to my session?

Yes! Polls can be added directly in Whova.   In your presenter portal you can add poll questions.  If you have difficulty, please email swde@ua.edu with the question, single choice answer or multiple choice answers, and choices for each poll question you would like added to your session and we will get them added in Whova.

What Zoom level access will presenters have during their presentation?

All presenters will be made co-hosts for the meeting room. Presenters (and Co-Presenters) will be able to manage as much of the session as they are comfortable and want.

Who can help a Presenter during sessions?

There will be a session moderator and a technical support person in email zoom meeting.

Can I give slide control to my co-presenters?

Yes! One person can share the slides and give their co-presenters the ability to move them forwards or backwards.

Check out this video for a brief overview: Slide Control for Zoom Meetings and Webinars

Check out this link for written directions + more information: Controlling slides shared by another participant