05 Sep 2024
PRE-HEARING PREPARATION
- What technology do I need for a virtual hearing?
- What is Electronic Presentation of Evidence ("EPE")?
- How does remote transcript work and what are the minimum setup?
- How does e-bundle work and what are the minimum setup?
ON THE DATE OF THE HEARING
- How do I deal with technical issues arising during a hearing?
- What should I do if I am disconnected or if my device "freezes" while the hearing is being conducted?
- My audio quality is good and can be heard by everyone but the court report says it is not good enough?
PRE-HEARING PREPARATION
Q: WHAT TECHNOLOGY DO I NEED FOR A VIRTUAL HEARING?
- Internet Connection – get a strong and reliable connection (use a hard-wired/ethernet cable).
- Web Camera - A standard VGA 640x480 pixels with 30fps Cam is enough for usual practice. A High-Definition Cam with 1920x1080 pixels or above has better quality images but will consume much higher bandwidth and CPU usage, therefore you have to be cautious about which camera you use base on your bandwidth and computer processing power.
- Visual - Dual monitors (or a single monitor and a laptop screen). This allows the virtual hearing to appear on one screen, while the other can be used for other purposes, such as viewing shared documents and/or transcripts.
If available, you may wish to consider an additional screen (for example, 3 screens) instead, one for viewing the participants, another for the purpose of viewing documents and a third monitor to view the transcript.
- Audio – Unless you are in a closed room by yourself, a good practice is to use headphones or earbuds to prevent distracting those around you. Use a quality USB headset c, a desktop conference speakerphone or a build-in mic/speaker on your laptop
For multiple participants in a single location, you may wish to consider a business-grade VC system. If this is unavailable, a desktop conference speakerphone can be used but subject to the number of participants and space in the room. It should have sufficient volume to be audible for all participants.
- Video-conferencing platform and telepresence – typically consist of the following categories of solutions:
- “IP-based” solutions, which usually utilize specific hardware which is typically found in large firms and hearings centres; and
- “Cloud-based” platforms such as Zoom, Blue Jeans, WebEx (Cisco); Microsoft Teams, or other proprietary high-end teleconference systems.
The chosen video-conferencing platform should be password-protected and all other security features of the platform should be utilized to ensure that the platform is secure.
Q WHAT IS ELECTRONIC PRESENTATION OF EVIDENCE (“EPE”)?
A: EPE allows for the simultaneous display of evidence to all participants in the proceeding, regardless of location. It is typically operated and managed by a third party that has access to the document bundles, but it can also be managed in certain situations by the parties themselves (ie, when dealing with complex exhibits or evidence requiring expertise to navigate).
Q: HOW DOES REMOTE TRANSCRIPT WORK AND WHAT ARE THE MINIMUM SETUP?
A: You should receive specific instructions from your service provider a day or two before the hearing. Most remote transcripts are usually browser base operated and you will receive a link from your provider. To view the transcript, one independent monitor/laptop is recommended.
Q: HOW DOES E-BUNDLE WORK AND WHAT ARE THE MINIMUM SETUP?
A: The e-bundle is the bundle agreed by the Tribunal and parties to be used at the hearing. The e-bundle is accessible electronically.
ON THE DAY OF THE HEARING
Q: HOW DO I DEAL WITH TECHNICAL ISSUES ARISING DURING A HEARING?
A: HKIAC will assign a hearing manager for each hearing. Individuals can contact HKIAC’s virtual hearing manager using the text chat on your video conference platform, WhatsApp, email or calling the hearing manager’s support number.
If your internet connection does not allow you to maintain a satisfactory connection to the virtual hearing, you may be able to participate in the hearing by phone. If you are an active participant in the hearing, you should ask the tribunal if they will permit you to participate in this way before doing so.
A: Should you be disconnected from the hearing, or your device ’freezes’, reboot your PC, reconnect to the virtual hearing immediately. If you cannot immediately reconnect to the hearing, you can choose to use the Audio dial-in number supply along with your dial-in details.
A: Court reporter has a higher standard of audio quality because they need to hear each word very clearly to increase the accuracy of the transcript. Try to speak louder, pause between sentences and avoid create noises such as paper flipping while speaking.
