Participating in Remote Hearings - Zoom

• Test your device. 

  At least a day before your hearing, choose how you will join and test it out. If possible, test out a call with a friend or another hearing participant. If you’re using the computer app, test your device to make sure it's ready to use Zoom.

• Find the Zoom meeting link.

  Your hearing notice should provide you with the meeting ID number and password to join the meeting. Contact the court if you can't find it - you will need it to join.

• Find a quiet spot. 

  Make sure you are in a quiet, private location for the hearing. Reduce background noise. If you can't be alone, tell the court officer who the others with you are. If there is background noise, please make sure you mute yourself unless you need to speak.

• Make sure you have reliable internet or phone service.

  If you are using a computer, check that you have a good internet connection. If you are using a phone, make sure you have good phone service. If you are using a prepaid phone, make sure you have enough minutes. Check that your device is fully charged.

• Be early. 

  Join your hearing 10 minutes before the hearing starts. This gives you a cushion in case you run into technical issues.

• Use video if you can.

  Appearing on video allows others to see you and feels more like being in a courtroom. Set the camera at eye level and an arm’s length away. If you are using a phone, prop it up instead of holding it. Look at the camera, not the screen, when speaking. Try to sit in a well-lit room facing a window with no bright lights behind you or above you.

• Sound good.

  If possible, use headphones with a built-in microphone. This helps with the quality of the sound, and can prevent echoes and feedback. Avoid using a speakerphone. Pause before speaking in case there is an audio or video delay.

• If you want to appear in person.

  If your hearing is scheduled to be remote and you would like to appear in person instead, you must ask for permission in writing. Send your request to the court and the other party so they receive it at least three days before the hearing.

You can join a remote hearing using any of these devices:

• A computer (desktop or laptop) with a camera and reliable internet.
  • Download the Zoom app on your device. You can use a web browser and the Zoom website, but the app offers the best experience.
• A cell phone or tablet with a camera, reliable internet, and the Zoom workplace app
  • Download the free app from your phone’s app store.
• A landline or basic cell phone 
  • You will be connected by audio only. This means you won't be able to see other participants, and they will see you as a black square on the screen. 

There are multiple ways to join a Webex meeting.

1. Desktop App (Computer, laptop) | Desktop app instructions 
   • This is the recommended method. Download the app before your first hearing. Once the app is installed, you'll be able to use it for all future hearings. 
2. Browser using the Zoom website (Computer, laptop, Chromebook or any device with a browser) | Browser instructions 
   • If you can't download or install an app on your device, you can use a browser such as Chrome or Firefox.
   • Locate the meeting invite link from your email or calendar invitation.
   • Click the join link to join the meeting.
     On your web browser, a pop-up window will prompt you to open or download the application.
   • In the pop-up window, click Cancel.
   • At the bottom of the page, click join from your browser.
     You will be directed to a new page.
   • Click Allow to allow Zoom permission for your microphone and camera.
   • Sign in with your name to join the meeting.
   • (Optional) Select the Remember my name for future meetings check box.
   • Click Join.
3. iOS or Android App (Smartphone, tablet) | Android instructions   IOS instructions 
   • Join by using the Zoom workplace app. You will need to download the app prior to joining the first meeting. For all subsequent meetings, the app will already be installed.
4. Call In (Basic cell phone or landline) Call in instructions 
   • Join by calling 1-833 435 1820. Do not use a speakerphone. Be prepared to identify yourself because court staff will only see your phone number.

1.  Keep yourself muted.  Unmute when you need to speak, and mute when you are finished speaking.
   • Dial-in users should press *6 on your keypad to mute and unmute yourself. If your phone has a mute button, you can use that. 
   • Computer and app users should use the Mute/Unmute button on the screen.
2. Don't speak when others are speaking.
3. If you are using the desktop app, use the ‘grid view’ option (found in the top right of your screen) to view everyone at once.
4. If you have technical issues:
   • try the chat function to send a message to the meeting host. The chat may not be monitored. If you don't get a response within a few minutes, then 
   • call the court to let them know that you're having trouble joining the meeting, have been disconnected, or are having another technical problem.

Zoom Participant controls in a meeting  

If you don't have access to a computer, or if you need a wifi signal, these are some options.

Public computers may be available in:

• Vermont public libraries: Map | List
• Vermont Adult Learning Centers
• Vermont Career and Technical Education Centers
• Vermont Department of Labor Job Centers

Some public libraries lend tablets, laptops, and wifi hotspots. Check with your local library to see if they offer this service.

Places that may have wifi include:

• Vermont public libraries: Map | List
• Public WiFi Hotspots in Vermont
• State courthouses

Index

• I want to be on video, but my audio isn’t working
• I can't hear other participants, or they can't hear me
• I want to make sure my device works with Zoom?
• How do I mute and unmute myself if I’m joining by phone?
• How do I change my display name?
• What if someone didn’t receive or can’t find the hearing invitation?
• How do I adjust the view on my screen?
• I am on the phone and hear wait music
• I see ‘You can join the meeting after the host admits you’
• Chat function
• How can I have a private conversation with my attorney, client, or colleague?
• How do I share files in Zoom?
• Are Webex hearings recorded? 

I want to be on video, but my audio isn't working

There can be a variety of reasons your audio isn’t working, or not working well. For example, you may not have a working microphone on your computer, your microphone is not set as the default in a zoom meeting, or a spotty internet connection is affecting audio quality.

One solution is to join the hearing using either the Desktop app or Browser for video, and have Webex call your phone. You will still see all the participants on your screen, and they will hear you, but the audio will go through your phone instead of the computer.

• In the pop-up window before you join the meeting, click the left drop down menu for a list of options.
  
• Choose the Use phone for audio option, and type in your phone number.
  
• Your audio will be connected to the hearing.

I can't hear other participants, or they can't hear me

First, check that your volume is turned up and that you aren’t muted on your device.

After you've checked those, in the meeting select the small arrow next to audio in the bottom left of the app.

• The Speaker is how you hear others. If several options are listed in the drop-down menu, try another speaker on the list.
• The Microphone is how others hear you. If several options are listed in the drop-down menu, try another microphone in the list. 

If you are still not able to hear or be heard, send a private chat message to the hearing host.

I want to make sure my device works with Zoom

Test your device to make sure it’s ready for your hearing. If you are using the Zoom meeting application, you can test your device on the Zoom website.

You will asked to download the Zoom workplace app, you can decline this and join through browser as well . Then click Join. Test your speaker and microphone using the option provided at the bottom of the screen.

If you know someone with the Zoom app, you could ask them to set up a test meeting and practice connecting and testing the features with them.

How do I mute and unmute myself if I'm joining by phone?

Call-in users can press *6 on their keypad to mute and unmute themselves.

How do I change my display name?

1.  Open the Participants tab in the bottom center of your screen.

2.  Find your current name on the right hand side, hover over it and click the three dots on the right.

3.  Select rename.

4.  Type in your new display name. 

5.  Click Save.

What if someone didn't receive or can't find the hearing invitation?

You may forward the hearing invitation or send the meeting number to anyone you need to join the hearing. Double-check with the court if you aren’t sure if that person is allowed to attend.

You can also ask the host to send an invitation to a specific email, or call in a participant’s phone number. When the participant picks up and presses 1, they will be directly connected to the hearing.

How do I adjust the view on my screen?

You can only change the view on your screen if you have by the zoom application on phone or computer. At the top righthand of your screen there is a Layout button. This allows you to choose between Grid, speaker, and multi speaker views.

• Grid View allows you to see everyone at once. This is the recommended option.
• speaker shows the speaker in the largest window. Additional participants show in smaller windows above the speaker.
• multi speaker shows the  past few speakers in the larger window on the top. Additional participants show in smaller windows on the bottom

I am on the phone and hear wait music

If you hear wait music, it means you are in the waiting room or lobby of the hearing.

Please be patient. The hearing host knows you're waiting. You'll be brought into the hearing when the court is ready. 

I see ‘You can join the meeting after the host admits you’

This message means you have been temporarily placed in the waiting room or lobby by the hearing host. You will be admitted to the hearing at the Judge’s discretion.

Chat function

To use the chat function, click on the chat icon on the bottom of the zoom screen. The chat box will show up on the right.

You can only chat with people who have joined via computer or phone app. Select the blue paper/pencil icon in the upper right to start a new chat with a single/multiple participants. Once you do this the "new chat bubble" will appear where you can then select "to" and type in the name of the participant you wish to message separately. Or select the main chat to message everyone. (Note you cannot delete messages once sent. Some meetings may disable your ability to message everyone, other participants, or to be only able to message the meeting host )

How can I have a private conversation with my attorney, client, or colleague?

Some courts use breakout rooms. Breakout rooms allow participants to temporarily leave the hearing to join a smaller meeting.

You will receive a pop up window saying you are able to join a breakout session. You can accept or deny. When you leave the breakout session, navigate to the red icon that looks like a door. This returns you to the main hearing.

How do I share files in Zoom?

If your hearing is remote, you must send copies of your exhibits to the court and the other party, making sure they are received several days before the hearing. Check your hearing notice for the required number of days..  

If you have audio or video exhibits, you must provide a copy to the court and the other party via the courts digital evidence platform known as VDEP. You are responsible for figuring out how you will play the exhibit during the trial.  If your trial is remote, one option is to share your screen in Zoom. There are multiple ways to share in zoom. See the Sharing Content in Zoom for some options. These instructions are for the Zoom app on a computer. All other sharing methods will have limited functionality.

Are Zoom hearings recorded?

Zoom is audio recorded, just like in-person hearings. If the court decides to record the video as well, you will be notified during the hearing.

Guides:

Test your device to make sure it's ready for your hearing.

Sharing content in Zoom

How to join a zoom meeting  

Videos:

basic in meeting navigation by zoom

sharing in a meeting by zoom

• Contact the Information Center for remote hearing log-on information.
• If you are in the hearing, try the chat function to send a message to the meeting host. The chat may not be monitored. If you don’t get a response within a few minutes, call the court.
• If you can’t get into the hearing, or if you get disconnected during the hearing, call the court and let them know that you are having trouble.