Accessing the Thalamus Video Interview Platform (Virtual Interviews) - Thalamus Holistic Review

The Thalamus Video Chat provides an internal video platform that is integrated within Thalamus.  Program can setup specific itineraries that include video links for each itinerary session throughout the day.  This guide will provide you with the steps on how to access the Thalamus Virtual Video Chat and navigate within the virtual room.  Interviewers and programs users also have access to the Applicant Interview Panel and Drawer that provides a snapshot of each applicant within each room, and the ability to score and write notes on applicants directly from Thalamus Virtual Video.
 
We strongly encourage program users to test out the video chat system at anytime prior to their scheduled day.  Joining an interview room early at any time will not "break" or do anything wrong with the link.  It simply allows attendees to test out the system and feel more comfortable navigating the virtual platform on the actual day. 
 
Thalamus can support virtual interviews in two ways:
  • Thalamus Virtual Interview: The Thalamus video platform that allows interviewers expanded integration of the interview experience into the Thalamus Core. 
  • External Virtual Interview: links for virtual interviews through 3rd party interview platforms can be manually added into your itineraries. 

Before accessing the Virtual Interview Platform, an Itinerary and interview session must be created. Visit our Building Applicant Itineraries and Event Sessions guide for more information. 

Access Your Interview Day Itinerary

1. Log into Thalamus. 

2. Select the "Schedule" and then "My Schedule" to view the scheduled interview sessions. 

3. Navigate to the correct interview session by selecting the interview session on the left navigation menu or by using the arrows at the top of the page

4. If you are scheduled for multiple interview sessions on the same day, you will see multiple rows within the page.  The following is accessible within each row:

  1. Itinerary session information including name, time, and date
  2. Applicant information that will include Applicant Name, Medical School, AAMC ID and Email
  3. If a Thalamus virtual interview session has been scheduled, you will see the "Join Meeting" button.  Click "Join Meeting" to enter the virtual interview session. 
    If a 3rd party Video Chat Software (Zoom, Teams, or WebEx) is being used instead, the link will appear here and you will be taken to the appropriate 3rd party software site. 
  4. Program Users have the options to add notes and scores directly from this screen for that specific applicant.  If an Application document has been uploaded for the applicant, you will see "View PDF" to access the documents.

Note: The preferred browser for using the Thalamus Virtual Interview platform is Chrome. 

5. When program users click "Join Meeting" a new tab will open in the browser and they are immediately added into the session, provided their settings have already been saved locally for their browser. 
Note: if you are an interviewer, you may go directly to Access the Thalamus Video Chat Platform below (step 8).

6. Program Administrators/Coordinators/Directors will have access to the Thalamus Master View, showing your interview sessions listed in three tabs. For more information, visit Viewing and Managing the Master View

  • Active
  • Previous
  • Upcoming

Note: If you are unable to find the session you are looking for, selecting the "Upcoming" tab.

7. Once you have found the correct interview session, select the numerical link listed under the "Room Name" column or select the "Join" button to enter the Virtual Interview.

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Access the Thalamus Video Chat Platform

8. You will be taken to the Join Meeting page where you will be able to select and save the camera and microphone settings. From this screen, you can also select to Mirror your Video.  

9.  You must save your camera and microphone settings to join your first meeting. These settings will be saved locally on your device and browser, and the user will be able to join subsequent meetings without reselecting camera and microphone settings. Once your settings are saved, you may click the Join Meeting button.

Note: The camera and microphone settings are saved only locally. The settings will only be saved and automatically applied if meetings are joined from the same device and browser.

10. Once in the Virtual Interview room, you have access to the following features at the top of the screen:

  • Session Type: Provides the interview session type name to all attendees
  • Network Signal Status: This helps you identify if your signal strength is poor. If you are experiencing poor video or audio quality, you may have poor network signal strength. We recommend switching to another network with a strong signal. 
  • Participants: This allows you to see the list of participants currently in the room. It will be divided into to sections, Interviewers and Applicants
  • Chat: A public text chat box that you can use to chat publicly with other attendees.
  • Clicking on any of the following icons will open the applicant drawer to that particular section of the drawer:
    • Add a Score: Access Scorecards that allow you to take private notes and document scores for applicants in your video chat. This information can only be seen by you (and your Program Leadership).
    • Add a Note: that allows you to make a Quick Note on an applicant.
    • Interview Panel: provides you with a snapshot of each applicant attending the same session(s) as you are in.  The panel will provide you with a headshot (if applicable) and specific applicant information (chosen by Program Leadership).
  • Also in the applicant drawer you may:
    • Access to any documents uploaded for the applicant
    • Toggle through the applicants using the arrows at the top if there are multiple candidates attending the same session
    • Click on and drag the left perimeter of the drawer to increase and decrease the size of the drawer to up to 50 percent of your window.
      NOTE: By default, increasing the size of the drawer will decrease the size of the Participants' video.
  • User Profile: Selecting the drop-down arrow next to your photo in the upper right corner of your screen will allow you to edit your profile information such as preferred pronouns.

11. Along the bottom of the screen, you have access to the following features

  • View Meeting Details: Confirm which session you have joined, how much time is remaining in the room,  the video chat link, and the dial in number. 
  • Meeting Controls: Turn your microphone and video on and off, change the source of your audio or video through the settings module, or leave the video chat through the Hang Up button. 
    • Program users with the role of Program Director, Administrator, or Coordinator may choose to mute all participants in the room. 
    • If a program user has muted all participants, a banner will be present at the top of the screen that states “The presenter has chosen to mute all participants."
    • Participants have the ability to unmute themselves by clicking the "Microphone" icon at the bottom of the video screen or within in the Participants panel.
  • Share: Share your screen or an application through the share screen feature.
  • Change Layout: Choose from multiple attendee layout views based on your preference. These layout view changes apply only to you.
    • Dynamic - Displays attendees in a dynamic view based on the number of attendees in the video room. Also highlights the active speaker with a blue border around their video.
    • Spotlight - Highlights the active speaker in the main view, while minimizing other attendees. 
    • Presenter - Highlights the active speaker in the main view, while presenting the other attendees in a scrolling vertical bar on the right-hand side. 
    • Grid - Shows all attendees within the meeting in a grid format.
    • Filmstrip - Shows all attendees within a row mimicking a filmstrip, displaying the active speaker in the main view.

12. Once your Applicant or another Interviewer joins the room, you will see their video on your screen. As more participants join the room, the videos will resize to accommodate multiple users.

13. If there are no other users in the room, you will see a notification: "There is no one else currently in this room. Once another individual joins they will appear here." 

14. If you should accidentally leave the interview room before you have finished, you can return to the room via the steps used to previously access the room. 

15. When you are done with your interview, you MUST Select the phone "hang up" icon to end the meeting.
Note: The program coordinator or admin may use the virtual knock or notification message to inform that an interview is ending and/or over.

16. To move to your next interview, repeat the steps at the beginning of this guide.

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