19 T.W. Alexander Drive P.O.Box 14006 Research Triangle Park, NC 27709-4006 Tel: 919.685.9350 Fax: 919.685.9360 info@samsi.info

Working Group Web Master Info

Web Master Responsibilities

How to Schedule WebEx Meetings

How To Host WebEx Meeting

Web Master Responsiblities

RESPONSIBILITIES

1. Working Group Meetings

• Send announcement (use WebEx announcement) 48 hours before meeting to working group alias
• Arrive 5 minutes early: set up, warm up or check equipment, WebEx connections
• End 10 minutes before the hour to allow next working group to set up

2. Working Group Web Pages

• Web pages ARE the SAMSI archive of working group activities
• Set up using SAMSI template – current information first, then chronologically back
• Update by COB the day following each working group meeting
• Send information to SAAG by COB the day following each working group meeting
• Working Group access – no password required:

i. Plan/preparation for next upcoming meeting
ii. Meeting summaries (*prepared by Working Group Scribe)
iii. Presentation slides (links from presentation titles)
iv. Reference list (bibliographic style), index to password-protected file

• Password-protected files for Working Group

i. Copyrighted materials
ii. Working drafts of participants’ research

3. WebEx Tasks

• Set up WebEx training 1 week before first meeting – see Sue McDonald
• Schedule working group meeting at least 48 hours in advance

i. Schedule use of room with Sue McDonald (or release room if not needed)
ii. WebEx will send automated announcement of meeting
iii. Meetings can be scheduled several weeks ahead – but changes to schedule require rescheduling the entire set of meetings

4. Back-up Web Master

• DESIGNATE a back-up web master for your working group (give name to Sue McDonald)
• ALERT back-up web master AND Sue McDonald at least 48 hours in advance of a planned absence
• ALERT Sue McDonald and back-up web master about emergency, unplanned absence ASAP

5. Resources and/or Assistance

• Web Pages: ask Sue McDonald
• WebEx: ask Sue McDonald (or James Thomas)

How to Schedule a WebEx Meeting

1. https://samsi.webex.com
2. Click on host a meeting
3. Click on schedule a meeting
4. Username: (choose any one of these…caps matter):

Sue
Donna
Margaret
Nicole

5. Password: (Suesamsi, Donnasamsi, Margaretsamsi, Nicolesamsi)
6. Topic: Working Group Meeting
7. Password: You decide…using the first part of the email alias might be a good idea ie. adv-risk
8. Confirm password
9. Specify date, time, and duration of meeting
10. Attendees: use working group email alias and/or individual email addresses separated by a comma or semi-colon
11. Audio options: enter the teleconference number 919-685-9338, pass code, and/or other instructions for the meeting
12. Click Start Now
13. Click OK
14. Then Log Out

How To Host A WebEx Meeting

1. https://samsi.webex.com
2. Click on host a meeting
3. Click on my meeting
4. Username: (choose any one of these…caps matter):

Sue
Donna
Margaret
Nicole

5. Password: (Suesamsi, Donnasamsi, Margaretsamsi, Nicolesamsi)
6. Click respective meeting name
7. Click “Start Now”
8. Dial the conference phone number on the touch pad 919-685-9338
9. Click “Ok”
10. Click on share at top of the computer screen
11. Choose Presentation or Document
12. To END the meeting, click on “File”
13. Then End meeting
14. Then Yes
15. Then Close
16. Finally, Log out

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This page updated on October 16, 2007 2:03 PM