October 2014

1. NASA Communication Service Office (CSO) Instant Meeting Voice Conferencing Service - Moderator Guideline Training(SBU, ESD/NAMS, NetPerform) October 2014

2. Moderator Guidelines Moderators are responsible for communicating with meeting participants regarding new audio conference phone numbers and passcodes. Copy/paste new phone number and participant passcode into your meeting invitation Remove old phone numbers and passcodes on existing meetings Sharing your leader code is not recommended

3. Moderators and Participants • A moderator is the person responsible for the usage of the Instant Meeting account • Minutes are traced back to the moderator • NASA doesn’t pay per account; its paid per usage • The participant is someone that has authorization to join a conference by the moderator

4. Moderator Guidelines The Instant Meeting audio conferencing system allows multiple access of the moderator passcode. Your conference can be entered by participants using your passcode. Risks • Someone could host conference meetings without the moderators knowledge • Two meetings can merge into one meeting • The moderator could lose control of the meeting because anyone using the passcode could potentially • Mute participant lines • Open sub-conferences • Record conferences • End the meeting

5. Moderator Guidelines Tips • If you have a sensitive or private meetings, use the Lock feature • If the call is dropped and the conference is locked, the participants cannot rejoin the conference • Moderators can have multiple conference rooms to accommodate a variety of meetings • Do not share your moderator passcode

6. Moderator GuidelinesControlling a Conference

7. Moderator GuidelinesLogin – voicetelecon.nasa.gov

8. Moderator GuidelinesLogin – voicetelecon.nasa.gov The “Select a certificate” window will appear Click “OK” Enter your PIV 6-8 digit PIN code Click “OK” Note: You may be required to enter your PIV PIN code if your session had expired

9. Moderator GuidelinesLogin – voicetelecon.nasa.gov Once authenticationis complete, meeting moderators will be able to access the Conference Control Center and utilize the web based tool

10. SBU Sensitive But Unclassified (SBU) is defined as “any information, the loss, misuse, or unauthorized access to or modification of which could adversely affect the national interest or the conduct of Federal programs” as referenced in Section 552a of Title 5, United States Code (the Privacy Act) • NASA has determined that official information and material of a SBU nature that does not contain national security information (and therefore cannot be classified) shall be protected against inappropriate access and disclosure by designating and handling such information as SBU • SBU classification is the host/moderator’s responsibility

11. SBU EXAMPLES The following list contain some examples of information that could be used to designate a conference as SBU. Consult NID-1600.55 for additional guidance. • Mission specific security plans • Emergency contingency or continuity of operation plans • NASA system inventories and enterprise architecture models • Threat assessments, system security plans, business impact analysis studies, and Certification and Accreditation data • Proprietary information of others provided to NASA • Export Administrative Regulations (EAR) and International Traffic and Arms Regulations (ITAR) • Personally Identifiable Information (PII) such as an individual’s education, medical and employment history, birth, SSN, etc.

12. Moderator Recommendationsfor SBU Calls Preparing for SBU Calls Conducting SBU Calls Reviewing SBU Calls

13. Preparing for SBU Calls • Recommended conference feature setup: • Enable Voice Identification • Helps ensure all participants (including moderators) receive an auditory alert when a new participant joins the conference. • Press *39 to enable entry tones or modify Conference Options • Enable Post-Conference Participation List Email • Following the completion of a conference, the moderator will receive an email with the phone numbers and duration of each joined participant.

14. Preparing for SBU Calls The following are recommendations: • Omit the conference code from the meeting or calendar invitation when inviting others to participate on a call • Send the participant code in a separate encrypted email • Never send the moderator code to participants • Encrypted emails containing the passcode should clearly state the SBU classification of the conference and conditions for joining the meeting • No SBU conference should be held in a public place or via speakerphone • No SBU conference should be held via cell phone • Landline phones are generally safe

15. Preparing for SBU Calls Encrypted EmailExample Dear participant, You have been invited to participate in a teleconference considered to be Sensitive But Unclassified (SBU). The guidelines for participating in this teleconference include the following: • Join the teleconference via landline phone only. • Avoid use of speakerphone while participating. • Avoid participation in a public place where the threat of eavesdropping exists. • Avoid participation via mobile device . Use the following participant code to join the teleconference: ########. Please handle this information for official use only and do not disseminate it without prior approval from the moderator. If you have received this communication in error, please notify the sender immediately by e-mail and delete the original message. Thank you for you cooperation. Moderator Name Moderator Organization/Project/Program

16. Conducting SBU Calls • Ensure only invited participants have joined the call by validating meeting participants • Moderators should use the following method to validate: • Verbally • Conduct a roll call at the beginning of the conference • Verify the identity of callers joining the conference late Tips • Reschedule the conference with alternate passcodes when unable to verify callers • If conducting several SBU calls, consider establishing a separate conference room

17. Conducting SBU Calls Recorded Conferences Recording SBU calls is not recommend; if recording is necessary, the Meeting Moderator must inform others on the call of the recording Click the record button in the Audio Controls window or press *22 to record Note - Recorded conferences are not encrypted and can be reviewed by NASA and Vendor Operation staff

18. Moderator Recommendationsfor SBU Calls Summary – moderators should follow these guidelines: • Preparing for SBU Calls • Enable Voice Identification • Enable Post-Conference Participation List • Provide participant code in separate, encrypted email • Conducting SBU Calls • Identify Joined Participants • Disconnect unidentified participants • Refrain from recording • Reviewing SBU Calls • Review E-mailed Post-Conference List

19. ESD/NAMS Process

20. ESD/NAMS Process • Complete the NAMS Request Form when modifying your Instant Meeting account • Step-by-step instructions are located on the training portal https://cso.nasa.gov/content/instant-meeting • The form allows you to add or delete an account

21. NetPerform NetPerform displays information in a dashboard format to monitor the service status and/or availability of the Instant Meeting service. Additional information on NetPerform is located on the CSO website: https://cso.nasa.gov/content/instant-meeting

22. Thank You Contact the Enterprise Service Desk (ESD) if you have questions or need additional support. ESD Helpdesk: 1-877-677-2123