Standard operating procedures

Conference calls

For each upcoming call:

1 to 2 weeks prior:

• Update the 2014-2015 Itana Program, which is automatically included on the ITANA home page.
• Update the Conference Call Details page with the next call date and time, which is automatically included on the ITANA home page.

The week before:

• Call Leader:  Send out the agenda about 1 week before and ask for additional items
• Call Leader:  Send out the finalized agenda with dial-in and webinar information 1 to 2 days prior to the call
• Call Leader:  Update the agenda in Adobe Connect and clear the chat fields, discussion notes, et al
• Call Leader:  Do other set up in Adobe Connect as needed

Day of the call:

• Call Leader:  At least 15 minutes prior to the call, log into Adobe Connect and un-block guest access
• Call Leader:  Switch Adobe Connect to the Call Start screen 
• Call Leader:  Dial in to the bridge 5 minutes earlier, great people and announce that we will do roll-call at the start of the call
• Scribe/Call Leader:  During Call:  grab a screen shot of the attendees list
• Scribe/Call Leader:  At end of call:  copy any notes, links et al and send them out to the Scribe / Steering Committee
• Call Leader:  Turn on "Block Guest Access" at end of call.

Screen2Screen sessions

Planning the Screen2Screen:

Communication and Outreach:

Test Content and Technology:

Host:

Face2Face planning

Planning the Face2Face:

• Establish a Face2Face planning team
• Determine outcomes and goals (what should attendees leave with) for the Face2Face

Communication and Outreach:

Once a site is determined:

• Pass on the Host Check List to the meeting host