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VEOC New Conference Call Procedures

VEOC New Conference Call Procedures. Coordinator’s Briefing 2008. VIRGINIA DEPARTMENT OF EMERGENCY MANAGEMENT. VEOC Notification Structure for Conference Call Scheduling -Email/SWAN (StateWide Alerting Network) -Web Fax -VCIN (Virginia Criminal Information Network) -WEBEX.

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VEOC New Conference Call Procedures

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  1. VEOC New Conference Call Procedures Coordinator’s Briefing 2008

  2. VIRGINIA DEPARTMENT OF EMERGENCY MANAGEMENT • VEOC Notification Structure for Conference Call Scheduling -Email/SWAN (StateWide Alerting Network) -Web Fax -VCIN (Virginia Criminal Information Network) -WEBEX

  3. VIRGINIA DEPARTMENT OF EMERGENCY MANAGEMENT • Notification Message • Type/Nature of Call • Date and Start Time of Call • Conference Call Number and Conference Call Code • Agenda • Special Instructions

  4. VIRGINIA DEPARTMENT OF EMERGENCY MANAGEMENT • Conference Call Protocols • Use of Cellular Telephones Prohibited due to Potential Interference • Ensure Phones are Muted • Mute Call - *6 • Unmute Call - #6 • Do Not Place Phone on “Hold” • State Name and Locality represented when asking questions, providing information • Speak clearly, slowly and Do Not Use Profane Language

  5. VIRGINIA DEPARTMENT OF EMERGENCY MANAGEMENT • Intercall “Meeting Center/WebEx” was introduced to State Agencies in 2008 by VITA. • Meeting Center/WebEx has three roles that can be assigned to users: hosts, presenters and attendees. All roles help to facilitate conferences that are interactive and engaging by the following: -sending and receiving chat messages

  6. VIRGINIA DEPARTMENT OF EMERGENCY MANAGEMENT -obtaining feedback from local government by multiple choice or short answer polling -drawing free-hand using annotation tools and text on whiteboard -showing presentations and documents -sharing any live application, web browser or desktop -used with audio conference bridge (operator-assisted)

  7. VIRGINIA DEPARTMENT OF EMERGENCY MANAGEMENT • The next few slides will provide you a quick overview of how the invitation for the data conferencing will arrive in your e-mail account prior to the call.

  8. VIRGINIA DEPARTMENT OF EMERGENCY MANAGEMENT • Email Invitation received from VDEM for WebEx

  9. VIRGINIA DEPARTMENT OF EMERGENCY MANAGEMENT • Snapshot of WebEx home page

  10. VIRGINIA DEPARTMENT OF EMERGENCY MANAGEMENT • Present questions in confidence to Host or Presenter

  11. VIRGINIA DEPARTMENT OF EMERGENCY MANAGEMENT • State EOC can poll jurisdictions and set criteria when poll will close

  12. VIRGINIA DEPARTMENT OF EMERGENCY MANAGEMENT • In the event an Emergency Manager is not available to join a State WebEx, he or she can continue to dial into the audio bridge. Dial-in instructions will be provided via e-mail and the State will provide him/her an opportunity to ask questions prior to termination of the call.

  13. VIRGINIA DEPARTMENT OF EMERGENCY MANAGEMENT • Conference Call Minutes • Summary prepared after each call • Distributed to participants via email

  14. VIRGINIA DEPARTMENT OF EMERGENCY MANAGEMENT Questions? ________________ Thanks for your attention!

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