Virtual Platform and Technology Requirements

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Virtual Platform
Technical Specifications
DCS Testing Sessions
Logging in for Sessions
Virtual Meeting Security Guidelines

Virtual Platform

Defense Collaboration Services, or DCS, is a web-based collaboration tool provided by the Defense Information Systems Agency (DISA). It meets DoD security requirements for presentation and discussion of ITAR- restricted material, and has DoD-wide approvals and authorizations for configuration and use. The tool allows for both online participation using a link to access the visual interface, or dial-in participation using a phone line to listen to presentation delivery. Dial-in participation should be used only as a last resort. During JANNAF virtual sessions, live Q&A will be facilitated as time permits; guidance will be provided during each session.

Technical Specifications

Performance of the DCS platform can be negatively impacted by an individualís WiFi connection, security settings on their computer or network, organization IT policies, and more. For this reason, ERG has developed a detailed list of steps to optimize your experience during the virtual JANNAF meeting. You are strongly urged to review and follow the technical guidance as far in advance of the meetingís start date as possible to ensure that your computer, network, and organizational IT policies will allow for your seamless participation. This is important for all participants, but especially for those who have not used DCS previously. There is no need to wait until your registration is complete to review and implement these guidelines.

DCS Test Sessions

To help participants identify technical issues and become familiar with the DCS platform, DCS Testing Sessions will be hosted by JHU WSE Energetics Research Group staff at the following dates and times:

Date

Test Session 1

Test Session 2

Tuesday, 18 May 2021

10:00 -11:30 a.m. EST

2:00 - 3:30 p.m. EST

Thursday, 20 May 2021

10:00 -11:30 a.m. EST

2:00 - 3:30 p.m. EST

Monday, 24 May 2021

10:00 -11:30 a.m. EST

2:00 - 3:30 p.m. EST

Tuesday, 25 May 2021

10:00 -11:30 a.m. EST

2:00 - 3:30 p.m. EST

Wednesday, 2 June 2021

10:00 -11:30 a.m. EST

2:00 - 3:30 p.m. EST

Thursday, 3 June 2021

10:00 -11:30 a.m. EST

2:00 - 3:30 p.m. EST


All participants are strongly urged to join one of these DCS test sessions to verify the ability to log in and join the session, that your audio settings are correct, and that you are able to identify any issues early enough for your local IT staff to provide support. Neither ERG nor DISA Global Agency Support are able to assist with issues specific to your computer, network, or organization IT policies. These matters must be addressed by the user with their local IT support.

Each testing session is 1.5 hours long but you may join at any point during the indicated time range. This should take roughly 10 to 15 minutes of your time and is well worth it.

Links to all testing sessions will be provided once you have completed your online Meeting Registration Form. After submitting this online form, your confirmation email will include instructions for obtaining the testing session access information in the secure location where it will be stored. Portal account log-in is required. Registration will open in early April. You are strongly encouraged to register early to ensure access to the DCS testing sessions. Last-minute registration for this virtual meeting has definite drawbacks, including a likely delay to your access to the meeting links and dial-in information.

Logging in for Sessions

Attendees are asked to log in a minimum of 30 minutes prior to the start of each session you plan to attend, whether you choose to participate using the DCS website or via phone. This will allow the hosts of each session to confirm the identity of each attendee before allowing admission into the virtual meeting room.

The link to each dayís sessions as well as the unique dial-in number for those who need it will be made available on the morning of those sessions only to attendees who have completed the online Meeting Registration Form. This information will be stored in the "2021 June JANNAF Meeting - ALL ATTENDEES" Small Team on the JANNAF website.

IMPORTANT Information about Dial-in Participation:

Although DCS does offer a dial-in option if you are not able to join via the DCS web-interface, dial-in participation should be used only as a last resort.

We encourage all registrants to take all necessary steps, as early as possible, to ensure that your computer and your organization's IT policies are set up to support online participation in the JANNAF meeting. Resources and guidelines have been provided on this page (see Technology Links, left side of the page).

If all efforts to participate online fail, the dial-in information will be provided to registered attendees each morning in the "2021 June JANNAF Meeting - ALL ATTENDEES" Small Team on the JANNAF website. Presentation files for that day's sessions will be posted in the same location each morning for download by call-in participants so that they can follow along as presenters are giving their talks.

To ensure that only qualified individuals are able to participate by phone, please be aware that when completing the online Registration Form, you will be asked to provide the phone number you will use if you need to dial-in for sessions. You'll also be asked to provide the caller ID information that displays for that phone. When you join a JANNAF session in DCS by phone, if the phone number and/or Caller ID information does not match any information on the registration list for the meeting, your call will be disconnected by ERG staff. If this happens to you, please be sure to send an email message to the email address provided for the session at the top of that sessions's details page. Provide your name, the phone number you're using, and what you believe your caller ID is.

If you will be calling in for sessions and the phone you plan to use has a caller ID that is not unique (such as a company name or a city), using this phone is more likely to result in your call being disconnected by ERG staff because they are unable to verify your identity. If you were planning to use a work phone (land line or mobile) that displays a caller ID common for all of your organization's phones, we strongly recommend that you use a personal phone instead to minimize the likelihood of being disconnected repeatedly from DCS by ERG staff.

It is the responsibility of the attendee to notify ERG if the phone number or caller ID they are using differs from the information provided on the online Registration Form.

Virtual Meeting Security Guidelines

As a registered attendee of this ITAR restricted meeting, you have a personal responsibility to help protect the data exchanged at this event. This includes managing your electronic devices (phones, computers, cameras, tablets, etc.), as well as your conversations and use of the DCS chat feature responsibly. Aside from security concerns, prudent and responsible use of these devices extends basic courtesy to other attendees and speakers.

This virtual meeting has been structured for individual participation and the use of conference rooms or any other shared facility is strictly prohibited.

Please follow these basic guides at this meeting:

  • Use headphones when listening via computer to limit the potential for presentation eavesdropping
  • Be aware of your surroundings. Be sure you are in a private location while participating in the meeting.
  • Absolutely no personal videotaping, recording, or screenshots will be permitted at any time.
  • Virtual participation is for registered meeting attendees only. DO NOT share meeting links dial-in information.
  • If you choose to participate via telephone and download presentation slides from the JANNAF Secure Portal, it is your responsibility to handle the files appropriately as dictated by each presentationís Distribution Statement. These files are intended only for use during their respective presentations at this meeting, and additional distribution is not permitted.
  • Additional guidelines will be provided to you after registration.

Questions

Virtual platform and technology requirements

Bruce Dennett at bdennett@jhu.edu or (443) 718-5003, ext. 214

Attendee, Presenter, and Session Chair Participation Guidelines

Shelley Cohen at scohen@jhu.edu or (410) 992-7302, ext. 215
Gabrielle Delisle-Ballard at gdelisle@erg.jhu.edu or (410) 992-7300, ext. 208