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
5/4/2019

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
If the call is dropped by the moderator, everyone will be dropped off of the call and the moderator has to start a new conference (hence all participants rejoining the call)

6. Moderator Guidelines Controlling a Conference
Meeting moderators have two options for controlling their audio conferences
Use of the Web tool
Use of the telephone and DTMF signals
Moderators will log in via ICAM
ICAM requires two-factor authentication. Acceptable forms of authentication:
Personal Identity Verification (PIV) smart card
RSA SecurID token
Summary: Conference features are available through the telephone or through web tools.
Meeting moderators have two options for controlling their audio conferences
Use of the Web tool
Use of the telephone and DTMF signals
Moderators will log in via ICAM. ICAM requires two-factor authentication. Acceptable forms of authentication:
Personal Identity Verification (PIV) smart card
RSA SecurID token
Conference features are available through the telephone or
through web tools.

7. Moderator Guidelines Login – voicetelecon.nasa.gov
Once you type in voicetelecom.nasa.gov, it will take you through the proxy server and to Launchpad for authentication (it may take a few seconds). Click on “Smartcard Log In” and the next window will be “Select a certificate”
From there, you’ll eventually land on the Conference Control Center home page.

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

9. Moderator Guidelines Login – voicetelecon.nasa.gov
Once authentication is 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 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 Recommendations for 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
Following the completion of a conference, the moderator will receive an 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
Never send the moderator code to participants
Encrypted s 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 Example
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 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 Recommendations for 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
Conducting SBU Calls
Identify Joined Participants
Disconnect unidentified participants
Refrain from recording
Reviewing SBU Calls
Review ed Post-Conference List

19. ESD/NAMS Process
5/4/2019

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
The form allows you to add or delete an account
5/4/2019

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:

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