How To Guides - NYC Engage

NYC Engage


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Accessing Remote Meetings

NYC uses video conference tools such as Zoom and WebEx to host public meetings remotely. Follow the steps below to access remote meetings using these tools online or by phone.

How to Join a Remote Meeting from Your Computer, Tablet or Smartphone

Details for upcoming remote public meetings will include a link you can click on to join the meeting using a video conference tool (for example, Zoom).

You may be directed to a registration form—once your registration is confirmed, you will receive the link via email.

After clicking the link, a video conference page will open.

Common video conference tools such as Zoom and WebEx will give you the option to join directly from your web browser (for example, Internet Explorer) or from an app. If you want to use the app but don’t already have it, you will be prompted to download it.

Note: If you do not see or hear the meeting right away, it may be because the meeting has not started yet.

Don’t plan on speaking during the meeting? The meeting details may also include a link to simply watch a live video in your web browser, without the need for video conference tools.

How to Dial into a Meeting from Any Phone

You do not need a computer to participate in a remote meeting. You can dial in from any phone.

Details for upcoming remote public meetings will include a phone number to call in to the meeting.

For those who wish to speak, there may be a separate phone number to register and receive instructions.

I'm Looking for Accessibility Options

Requesting Interpretation for an Upcoming Meeting

If you would like to receive sign language interpretation during a remote meeting, please contact the agency that is hosting the meeting at least five business days before the meeting.

Details for upcoming remote public meetings will include contact information for the host agency.

Do You Use a Screen Reader?

You can participate in remote public meetings without viewing a screen.

The common video conference tools used by NYC agencies for remote public meetings are compatible with screen readers.

You can also dial-in to remote meetings to participate by phone.

Keyboard Shortcuts for Remote Meeting Tools

You can navigate common video conference tools using keyboard shortcuts. Below are shortcut guides for two of those tools: Zoom and WebEx.

Details for any upcoming remote public meeting will indicate whether the meeting is happening in Zoom, WebEx or another video conference tool. If you have further questions, contact the agency that is hosting the meeting.

Visit Zoom’s keyboard shortcuts guide

Visit WebEx’s keyboard shortcuts guide

Accessing Closed Captions During Remote Meetings

Common video conference tools allow for closed captioning during remote public meetings. Below are guidelines to access closed captions in Zoom and WebEx if the feature is available. Please contact the host agency ahead of ti/pme to determine whether closed-captioning will be available.

Details for any upcoming remote public meeting will indicate whether the meeting is happening in Zoom, WebEx or another video conference tool. If you have further questions, contact the agency that is hosting the meeting.

How to Access Closed Captions in Zoom:
If closed captions are available for a meeting you a re attending, you will see a notification. Click on the “Closed Caption” button on the bottom of your Zoom screen to view the closed caption.

If you a re using Zoom on a mobile device, follow these instructions to turn on captions. Closed captions will automatically appear on your mobile device if they are available for a meeting.

How to Access Closed Captions in WebEx:
If closed captions are available for a meeting you are attending, you can view them by clicking the CC icon (lower left corner on a computer, upper right corner on a mobile device).

Learn more from WebEx.

I Use a Language Other Than English

How to Request Language Interpretation for an Upcoming Meeting

For real-time interpretation services, please submit a request to the agency hosting the meeting at least five business days before the meeting. Interpretation services will be provided based on available resources.

Details for upcoming remote public meetings will include contact information for the host agency. This includes requests for sign language interpretation. Read more about accessibility options here.

Can I Testify or Submit Written Comments in a Language Other Than English?

Yes. If an interpreter is not immediately available, your submission will be translated after the meeting.

Preparing for a Successful Remote Meeting

Charge your device before or during the meeting, so that you don’t lose power before the meeting ends.

Update your web browser (for example, Internet Explorer) to the latest version.

If you would like to speak during a meeting, confirm that your device has a working microphone. If it doesn’t or you’re not sure, you can dial in to a meeting from your phone.

Note that remote public meetings will be recorded for transparency. If you are speaking during the meeting, your voice will be included in the recording.

Some meetings will provide the opportunity to speak with your computer, tablet or smartphone camera enabled, in which case your image would also be recorded. You will have the option to turn your camera off if you do not want to be seen in the meeting or recording.

Still have questions? Contact us.