How To Have A Successful Video Conference (Zoom) With The Court
Given the social distancing requirements of COVID-19, until further notice, your Conference or Motion with a Judge will be conducted by Zoom video conference. The log in details will be sent by the Court and will be emailed to you in advance of the Court date. If you are unsure about how to use Zoom, we can do a test run with you in advance of the Court date. So as to ensure a successful conference and not be openly reprimanded by the Judge, please conduct the following etiquette regarding your attendance at the video conference:
Arrive Early – Arrive at the meeting 15 minutes early, sign on and ensure that your internet, audio and video are all working. Be patient as it is possible that you may have to wait for your matter to start. The Court will admit you into the Conference or Motion when the Judge is ready for you.
Identify Yourself – When setting up Zoom for the first time, it will ask you to identify yourself. Please put in your first and last name only. The Judge will verbally greet you at the commencement of the Conference.
Only You Can Attend – You are not permitted to have any other person attend the Court hearing without permission of the Court. Some hearings are confidential and only the parties are permitted to attend. For others, such as Motions that are public hearings, the Court may allow visitors to attend. However, as the Judge cannot see who may be in the room with you during a video or audio call, please ensure that there are no other persons present who have not been identified to the Judge.
No Recording – It is a criminal offence to record a Court proceeding without permission of the Court. Therefore, you should not record any part of the attendance whether by audio or video.
Be Seen – Position yourself in front of a window, lamp or other light source and not behind it so as not to blind the camera or cast dark shadows in front of your face.
Be Heard or Not be Heard – Speak clearly and enunciate as you would in any business meeting when it is your turn to speak. Any noise that comes from your microphone will light up on your screen to identify that it came from you. However, if you are concerned about background noise, you may mute your microphone until it is your turn to speak.
Dress To Impress – As you can be clearly seen and heard on a video call, it is important to dress as you would for a normal business meeting. Although it is the top of your body that will be shown in the camera, dress appropriately on the bottom in case you should need to get up for any reason.
Be Discreet – Position the camera so it is at eye level and does not accentuate parts of your body that you do not intend it to. Please also be mindful of objects in your room that should be of a personal or distracting nature. Zoom has an option that allows you to blur your background or choose an alternate background. You should also ensure that you are in an environment that ensures that you will not be distracted by devices, others, children, animals, etc. Please avoid using your cellphone or other devices as it will be clear to those viewing you that you are distracted.
Avoid Movement – Position the camera on a solid and stable surface and avoid moving the camera during the entirety of the Conference. Please also stay as still as possible as even the slightest movement or the camera or your body is distracting to others who are watching the video. You will not be able to use the same device as your camera to access information, therefore, you should have another device available to view these documents or print the documents that you will need for Court.
Be Aware That The Camera Sees Everything – A video conference is not like an audio conference. The things you could get away with on an audio conference will not be acceptable on a video call. The camera will mostly show your face and this will be present for everyone to see. Therefore, the camera magnifies you and will see all of your facial expressions, movements, and hand gestures. Please also try to control your emotions. You should expect that the Judge will reprimand you if you are too expressive with your facial expressions
Turn Off Your Camera and Audio – Do not assume that you cannot be seen or heard until such time as you receive a message through Zoom that shows that the meeting has ended.