Quick Reference Guide: Videoconference Hearings

OCALJ videoconference hearings are conducted using Zoom for Government. The setting of the hearing, 

including timing, is at the discretion of the Commission Judge. Procedural Rule 51, 29 C.F.R. § 2700.51. 

Virtual hearings will be conducted according to the Court’s rules in all respects, including the administration 

of oaths.

Preparing for Hearing: Parties and witnesses must have access to a computer, tablet, or mobile device with 

audio and video capabilities. All participants must have access to a strong internet connection or enough data 

to complete the hearing. Zoom requires bandwidth between 800 kbps to 3 Mbps. (Reference: System 

Requirements, https://support.zoom.us/hc/en-us/articles/201362023-System-requirements-for-WindowsmacOS-and-Linux#h_d278c327-e03d-4896-b19a-96a8f3c0c69c). Devices must have enough battery for the 

entire hearing and participants should have a charger within reach. It is recommended that devices remain 

plugged in. Participants should set up their equipment in a quiet area with minimal background noise. Parties 

should work with an IT professional prior to a videoconference hearing to ensure no known bandwidth, 

equipment, or software issues will impede the hearing. Zoom provides a test meeting environment where 

participants can familiarize themselves with Zoom and verify that equipment is functioning correctly. 

(Reference: Joining a Test Meeting, https://support.zoom.us/hc/en-us/articles/115002262083-Joining-a-TestMeeting). Participants should be flexible and have a back-up plan if unable to connect using their desired 

device. In some situations, participants may prefer to connect to the video using a computer or tablet while 

using a phone to connect to the audio feed.

Connecting to Zoom for Government: It is not necessary to create a Zoom account in order to participate. 

Prior to the hearing, the Court will send each party a link to join the video conference. All parties must be 

logged onto the Zoom meeting by the start time of the hearing, if not a few minutes prior to the start of the 

hearing to avoid connection issues. Participants may remain in the waiting room until the Judge begins the 

meeting. The waiting room serves as an additional layer of security by preventing unknown individuals from 

joining hearing. The waiting room may also be used to sequester witnesses. 

Party representatives should work with witnesses before hearing to ensure they understand how to connect to 

the videoconference. It is good practice for representatives to have witnesses available to testify with only 10 

minutes notice prior to joining the videoconference hearing.

The Virtual Courtroom: Participation in a virtual hearing is no less significant than participation in an inperson hearing. Parties and witnesses are expected to conduct themselves according to the Court’s standing 

rules in all respects. Parties and witnesses should dress and conduct themselves professionally and 

respectfully. Audio and video recording of this hearing is strictly prohibited. This hearing will be recorded by 

an official court reporter. Counsel should avoid interrupting each other or talking over each other, as this may 

affect the audio capabilities of Zoom. A party may use the “raise hand” feature or interject as they would at 

an in-person hearing in order to gain the Court’s attention. Participants should mute audio when not 

speaking.

During the hearing, the Judge may have an IT professional either on the videoconference or on standby. The 

IT professional would be available to troubleshoot issues and to ensure the hearing runs smoothly.

During the hearing, the Judge may send participants back to the waiting room so that she or he can confer 

with staff. The Judge may also send participants to separate breakout rooms to facilitate private 

conversations between representatives and parties or negotiations between parties. 

When taking a break and stepping away from the screen, participants should remember to “Stop Video” and 

“Mute” audio. Video and audio must be toggled back on when returning back to the Zoom videoconference.