State of Alaska, Department of Administration, Enterprise Technology Services

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ETS Audio Teleconference Services

INTRODUCING YOU TO AUDIO TELECONFERENCE SERVICES FOR THE STATE OF ALASKA

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ETS Welcomes You!

ETS offers teleconference service to State agencies.

The Bridge

Our Juneau bridge has 120 ports available. Meetings are not moderated and we recommend a maximum of 20 participants. Teleconferences are scheduled on a first come, first serve basis during state working hours. Conferences can be scheduled for evening, weekends or holidays, however, no technical assistance will be available during these times to intervene if assistance is needed. A minimum of three days advanced notice is recommended to ensure availability, although teleconferences can be set up immediately when unforeseen circumstances require fast response.

No special equipment is required. The teleconference bridge automatically adjusts the volume on each incoming line so that all meeting participants hear and are heard at a uniform level. This allows conversations to overlap naturally without clipping off a sentence when another person begins speaking. The system reacts only to a speaker's voice, eliminating background noise.

Scheduling A Call

the Help Center at 888-565-8680 statewide, (option 4) email your request to: soa.help.center@alaska.gov

Information Needed

  • Teleconference Date
  • Start Time
  • Estimated duration (hours)
  • Number of ports (Locations)
  • Requestor's contact name
  • Requestor's contact number
  • Requestor's email address
  • Name of meeting
  • Chairperson’s name
  • Chairperson’s contact number
  • Billing Hierarchy Code: lv1: lv2: lv3

Call Pricing

ETS FY13 rate for set up is a $35.00 flat fee.

Long distance charges are billed directly to the participants by their local telephone company. If your agency wishes to be billed for participant calls, please request an 800 number connection to your teleconference. To avoid additional costs; if an 800 number is utilized, participants who are on the state telephone network (Anchorage 269/334, Fairbanks 451/458/474, and Juneau 465) should dial the 465 # and not the 800 number. The 800 number is restricted to Alaska only.

Please Note: If you need to cancel the teleconference you must notify the Help Center prior to the scheduled conference start time to avoid the $35.00 set up fee. Only the Requestor or Chairperson is authorized to change or cancel the teleconference.

After ETS has scheduled your meeting your request will be documented in USD as a Service Order for tracking and billing purposes. We will email the participant dial in number (907-465-11##) to the requestor’s email address.

Requester Responsibilities

  • Provide the teleconference bridge number to participants and instruct all participating sites to dial-in to this number five minutes prior to the scheduled start of the teleconference.
  • Mail agenda and provide documents to participants.
  • Arranging conference facilities - a listing of rooms equipped for teleconferences is available in Outlook calendar.
  • Moderate the meeting.
  • Long-distance telephone costs from each participating site to Juneau are the responsibility of the requesting agency.

Use of state facilities for commercial use is prohibited.

Any unauthorized long distance charges resulting from this teleconference will be billed to the requesting agency.

Connecting To The Bridge

When its time for the meeting, dial the assigned 465- teleconference bridge number to connect to the teleconference. You will hear an announcement that indicates you are connected to the bridge. Participants already dialed in will also hear the announcement or tones. All conferees hear an announcement or tones when someone hangs up and exits the teleconference. The teleconference will automatically begin 15 minutes before the scheduled time for the meeting to begin and will automatically disconnect at the scheduled end of the meeting. Conferees will hear a "warning tone" five minutes before and one minute before the scheduled end of a meeting. Teleconferences can be extended beyond the scheduled end by contacting the ETS Help Center at 1-888-565-8680 statewide, (option 4). This same number can also be called if problems occur during the teleconference.

Moderator Preparation

Confirm the date, time and any special instructions. Call the chairperson, review the meeting plan, and assist with any needs/questions the requestor or chairperson may have prior to and during the meeting.

As the moderator you are crucial in setting the ?mood? of the teleconference. Be sure that you have discussed with the requestor/chairperson how they want to handle the meeting. For example, does the requestor want meeting tones disabled during the teleconference? Does the chairperson want you to introduce the meeting? Does the chairperson wish to poll sites prior to the meeting or should you? Are there any time limits, and who will enforce them?

Beginning The Teleconference

Log onto the bridge and join the meeting about 10 minutes prior to the scheduled start of the meeting. As participants dial in ask for their location, name, and agency affiliation.

During the time before the teleconference begins, update participants with any new information. Confirm the sites participating, and if possible, the people at each site. This assures participants that they are still connected to the teleconference. If the teleconference is delayed be sure to notify participants of the delay and estimated start time. Your announcements should always include the sponsor and the subject matter.

Teleconference Introduction Script

The following teleconference ?steward? routine may be used at the discretion of the Chairperson and/or Requestor. If attendance at the teleconference consists of veterans, there is usually no need to use this. Anything that does not seem appropriate for the individuals present may be dropped, or modified. You may also use your own discretion on whether to delay the speech if participants arrive late.

Introduction: Good morning/afternoon, and welcome. I’m your bridge moderator, (your name) and I’m here to help facilitate your meeting today. Our teleconference today is sponsored by the (Name of Department/Division), and will be chaired by (chairperson’s name). The subject of today’s meeting is (subject of meeting).

We encourage you to use your mute or privacy function when you are not speaking, and suggest that participants using a handset place a soft cloth over the handset when not speaking. This equipment is sensitive and can pick up side conversations and other background noises.

We suggest that when you speak, you state your name and location. Current attendance includes: (list names, locations, companies, for roll call) Does anyone have any questions?

Alternative Teleconferencing Option Through The Cisco IP Digital Telephone

Cisco IP phones allow for conference calls of up to 6 conferees. This feature is available as an alternative at no additional cost to state agencies on the state owned core network. One person dialing all of the other participants usually initiates this type of conference. Remember that a conference initiated in this way to external participants will drop if the Cisco IP phone exits the call. For more information consult your phone reference guide.

Other conference service options are available through the Legislative Affairs Agency, GCI, AT&T and others. Be sure to follow your internal procedures when requesting these services.