INFORMATION SHEET

VIDEOCONFERENCE HEARING

The Board currently schedules all hearings to convene by either teleconference or videoconference. Videoconference hearings are conducted using Zoom.

Where a hearing is scheduled to convene by teleconference and both parties wish to convene by videoconference instead, a mutual request may be made in writing to the Board no later than one business day before the scheduled hearing. Similarly, where a hearing is scheduled to convene by videoconference and both parties wish to convene by teleconference instead, a mutual request may be made in writing to the Board no later than one business day before the scheduled hearing. The Board will make best efforts to accommodate mutual requests to change the format of the hearing from teleconference to videoconference and vice versa where possible. If a request is not made mutually the Board will not convert the hearing and the party may raise the issue before the panel at the hearing.

A member or panel of the Board may direct that a matter proceeds by a particular format, either teleconference or videoconference, on its own motion or on a motion by a party. These issues may be determined adjudicatively at a case conference or at hearing.

As of February 2022, a number of facilities are conducting the majority of hearings by way of videoconference as the default. The Board plans to continue to increase the use of videoconference for hearings as resources allow.

All CCB Policy Guidelines and the Consent and Capacity Board Rules of Practice apply in video hearings.

The following is provided to facilitate a fair and smooth hearing process.

TECHNOLOGY

To participate in a Zoom hearing, you need a Zoom application, reliable high-speed internet, a device (computer, laptop, tablet, mobile phone) connected to high-speed internet, a built-in camera, speakers, and microphone (or add- ons) and sufficient bandwidth.

When the case is scheduled, prepare, and test your equipment in advance of the hearing and ensure your environment is prepared, for example, proximity to a modem, choosing a professional environment and a quiet location with minimal distractions.

DOCUMENTATION

Documentation for the hearing will be provided in the usual course in accordance with CCB practice and CCB Policy Guideline 4. Every effort should be made to ensure the relevance of the documentation.

As a general rule, screen sharing of documents will not be permitted.

BEFORE THE HEARING

Videoconference hearings are scheduled during the Board’s ordinary sitting times with a two-hour time slot.

In advance of the hearing, participants and panel members will be provided with a link to access the Zoom hearing, the meeting ID and password and telephone numbers for participants who will not be able to join by videoconference. Dress code should be professional for participants.

DURING THE HEARING

Participants will join the hearing by clicking on the link provided. Alternatively, the Zoom application can be opened, and the participant press the “join” or “join a meeting” button and enter the ID number and the password. Participants shall label themselves with their full name and role in the hearing.

The Zoom meeting will be open to participants a few minutes in advance of the hearing time. Participants will first be placed in to a “waiting room” and then admitted, when the hearing commences.

During the hearing only the parties and panel will appear on video, with exceptions, such as the use of an interpreter. Witnesses may appear during their testimony. All other observers should turn video function off.

Participants are asked to place themselves on mute, when not speaking, to reduce background noise.

Recording the hearing and taking screen shots and pictures of the hearing will NOT be permitted. Hearings will be recorded by a court reporter in the usual course.

If a participant leaves during the hearing, due to technical problems or otherwise, efforts will be made to resolve the matter. Exchanging phone numbers at the outset of the meeting may assist with this.

Breakout rooms will be available for private discussions.

These guidelines are intended to run a smooth hearing, but panel members may choose to modify some of these guidelines to suit the specific matter they are addressing. The Board’s videoconference hearings are intended to be consistent with the principles of natural justice and procedural fairness.

USING ZOOM

For more information on using Zoom please visit the Zoom support website:

https://support.zoom.us/hc/en-us

Some Zoom resources you may find helpful include:

Joining a Zoom meeting – Zoom Support

Testing audio before Zoom Meetings – Zoom Support

Testing your video – Zoom Support

Changing your Virtual Background image – Zoom Support

Participant controls in a meeting – Zoom Support