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ZOOM Video, Telephonic and Hybrid Hearings

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Important Notice to Observers of Court Proceedings

An “Observer” is anyone who observes a court hearing who is not a named party, or counsel of record for a named party (including counsel's staff), in the case that is being heard, including but not limited to members of the press and members of the public. If a Notice of Hearing indicates that a hearing is accessible through Zoom, Observers may request a Zoom invitation using the instructions on this webpage. The Zoom invitation includes a telephone number that an Observer may use to listen to the proceeding. Although Zoom invitations also include a Zoom video link, Observers are limited to audio-only participation via telephone per the policy of the Judicial Conference of the United States (JCUS). Observers may also appear in person in a courtroom during a proceeding if a courtroom location is designated on the Notice of Hearing.

Before observing a live or virtual hearing, Observers must review Administrative Order 23-002 Concerning Photography, Video Recording, and/or Broadcasting.

 

Prohibition On Unofficial Recordings

Important: All persons are strictly prohibited from making any recording of court proceedings, whether by video, audio, "screenshot," or otherwise. Violation of this prohibition may result in the imposition of monetary and non-monetary sanctions. The Clerk of the Court maintains an audio recording of all proceedings, which recording constitutes the official record of those proceedings. Visit the Ordering Transcripts and Recordings page of this website for more information.

 

Terminology: Case Participants and Observers

  • Case Participants include people who have a defined, active role in the case that is subject to the hearing, such as parties (e.g., debtor, creditor, plaintiff, defendant, interested party), attorneys representing parties, the case trustee, witnesses, and student or supervising attorney pro bono clinic volunteers in the case who are affiliated with the Florida State University College of Law Bankruptcy Pro Bono Clinic (“Bankruptcy Pro Bono Clinic”).
  • Observers include people who are not Case Participants, such as members of the press, members of the public, and student Observers not associated with the Bankruptcy Pro Bono Clinic.

Case Participants and Observers are instructed to review Administrative Order 23-002 Concerning Photography, Video Recording, and/or Broadcasting.  No one may take interior photographs of, make any recordings in, or make any broadcasts from any Bankruptcy Court facilities in the Northern District of Florida or any virtual or telephonic proceedings of this Court without first obtaining written permission from the chief bankruptcy judge. In addition, Case Participants are instructed to review Administrative Order 21-001 Procedures for Video and Telephonic Hearings (“Virtual Hearings”).
 

Hearing Types Used By This Court

The United States Bankruptcy Court for the Northern District of Florida (FLNB) schedules hearings that may be attended in the following manner per instructions found in the hearing notice:

  • In Person – Case Participants physically appear in a courtroom. Observers may also physically appear in a courtroom at the discretion of the presiding judge for non-sealed matters. 
  • Hybrid – Case Participants may appear via video or audio-only through Zoom or physically appear in a courtroom. Observers may physically appear in the courtroom at the discretion of the presiding judge for non-sealed matters. In the alternative, for non-sealed non-trial proceedings that do not involve witness testimony (per JCUS policy), and at the discretion of the presiding judge, Observers may listen to the proceeding through Zoom (audio-only).
  • Zoom (Video and Telephonic) – Case Participants may appear via video or audio-only through Zoom. For non-sealed non-trial proceedings that do not involve witness testimony (per JCUS policy), and at the discretion of the presiding judge, Observers may listen through Zoom (audio-only). 
     

How to Appear Via Zoom Telephone (or Audio-Only)

Case Participants and Observers may appear at or observe, respectively, applicable court hearings via Zoom telephone by dialing the number listed in the Zoom hearing information email and entering the Meeting ID number. For Case Participants only, audio-only Zoom appearances may be conducted through the Zoom application with video disabled. Per JCUS and FLNB policy, Observers are only authorized to listen to eligible court proceedings remotely via Zoom telephone. Observation of a court proceeding via Zoom video is not authorized even if an Observer obtains a Zoom meeting invitation email that contains a video URL link.
 

Requirements for Hearing Participation Using Zoom Video (Case Participants)

IMPORTANT: Case Participants must review Administrative Order 21-001 before participating in a hearing through Zoom. This order sets forth procedures, including technical and decorum requirements, for successful virtual hearings. In addition, Case Participants must do the following:

  1. Register for the hearing using the Zoom Participant Request Form link below. An email containing Zoom connection information will be sent to you automatically.
  2. Notify any parties or clients appearing of attendance information and instructions.
  3. Dress appropriately, and plan to join Zoom from a quiet, well-lit, and non-mobile location.
  4. Be prepared to use earbuds or a headset during your hearing. In the alternative, use a good webcam, microphone, and speaker setup that promotes clear audio with no echo.
  5. Connect to Zoom at least 20 minutes prior to your scheduled hearing time.  Hearings must start in a timely manner. Therefore, connecting to Zoom less than 20 minutes prior to your hearing may result in you not being allowed to actively participate after the Judge takes the bench.
  6. Once connected, you will be placed in a virtual waiting room. Stay connected in the waiting room until you receive instructions from the host. Once contacted by the Host, state your name and, for attorneys, who you represent so that the host may admit you into the virtual hearing.
  7. Once admitted into the hearing:
    • Change your Zoom user name include your name, role, and who you represent (e.g., Mr. Jones – Dbt Cnsl);
    • Mute your microphone when not speaking;
    • Speak directly into the microphone when not muted;
    • Turn video on only when your case is called and during your hearing.

Remember that recording or streaming hearings with any device and in any manner is prohibited.

 

Requirements for Hearing Participation via Zoom Audio (Observers)

IMPORTANT: Observers may listen to virtual hearings by calling the Zoom telephone number in the Zoom registration email after reviewing  Administrative Order 23-002 Concerning Photography, Video Recording, and/or Broadcasting.  No one may make any recordings or broadcast any proceedings of this Court. Visit the Ordering Transcripts and Recordings page of this website to learn how to obtain a hearing recording or transcript.

In addition, Observers must do the following to listen to a virtual hearing:

  1. Register for the hearing using the Zoom Participant Request Form link below. An email containing Zoom connection information will be sent to you automatically.
  2. Connect to Zoom at least 20 minutes prior to the scheduled hearing time by calling the telephone number provided in the Zoom hearing invitation email.  (Per JCUS policy, observers will not be admitted into the virtual hearing by using the Zoom video link.) Hearings must start in a timely manner.  Therefore, connecting to Zoom less than 20 minutes prior to the start of your hearing time will result in you not being allowed to listen to the proceeding through Zoom.
  3. Once connected, you will be placed in a virtual waiting room. Stay connected in the waiting room until you receive instructions from the host. Remain muted by pressing *6 on your telephone unless court staff asks you to identify yourself or otherwise speak. Press *6 again to unmute your telephone.
  4. The host will ask you to state your name before admitting you into the hearing. Remain connected to Zoom until you are admitted in to the hearing. Ensure that your telephone is re-muted (dial *6) after you have spoken with the Zoom host.
     

Zoom Links and Meeting IDs

Separate Zoom meeting IDs are created for each courtroom Session. FLNB defines a Session as all hearings that are held on a specific day during a specific block of time (i.e., morning and afternoon).   A Session’s Zoom Meeting ID number must be included in the meeting link (URL), entered into the Zoom application, or provided to Zoom by telephone. 

 

Zoom Registration Through the Video Court Registration (VCReg) System

To participate in a Zoom hearing as a Case Participant or an Observer, a separate registration must be entered by the registrant for each applicable Session using FLNB’s Video Court Registration (VCreg) Zoom Participant Request Form, linked below. For example, if a registrant has cases in the morning and afternoon Sessions on the same day, a separate registration is required for each Session.

CM/ECF filer account holders may register for a morning or afternoon Session by entering the ECF/Pacer login name used for case filings in the space provided on the registration form.  A single registration will automatically register you for ALL cases in the selected Session (AM or PM). By using the login name, VCReg will locate the registrant’s email, name, cases, and representation for the hearing reports used by the courtroom deputy and the Judge.

Registrants without CM/ECF filing accounts should leave the Login Name field blank and manually enter the requested information for each case.

By completing the Zoom Participant Request Form (linked below) using either a CM/ECF login name or by manually entering name, email address, case number, representation, etc. the registrant will automatically be emailed the Zoom information required to connect to the meeting/hearing. The email will be sent to either the email address that was entered manually into the form or the primary email address associated with the CM/ECF login name.  

NOTE: Observers may only listen to live Zoom telephone audio for non-sealed non-trial proceedings that do not involve witness testimony. Receipt of a Zoom video link does not authorize an Observer to view a court proceeding remotely per JCUS policy.
 

Zoom Information Email Not Received

Once the Zoom Participant Request Form has been submitted, an email will be sent by VCReg to either the email address that was manually entered on the form or the primary email address associated with the CM/ECF login name. If no email arrives within 5 minutes of submitting the form, one of the following errors was encountered.

CM/ECF account holders:

  • Login name did not match any current user. Verify user name and try again or manually register.
  • The email address pulled from ECF (User’s Primary Email Address) is different than the email address being checked. Verify primary email address in CM/ECF.

Manual Registrants:

  • Email address entered was not valid. Try registering again.
     

Testing ZOOM Audio/Video with the Court

Testing is available as early as 30 minutes before and not later than 5 minutes prior to the start of the first hearing of the Session. Please be patient while you are in the Zoom waiting room as court staff may be testing with another Case Participant.

Important: Given the nature of virtual meeting technology, Court IT may only offer limited technical support if problems are encountered. 

 

Reaffirmation Assistance Program (RAP) Attorney Volunteers

RAP attorney volunteers must complete the Zoom Participant Request Form to receive an email containing the Zoom URL for the reaffirmation hearing. Please join the Zoom Session at least 20 minutes before the start of the hearing and enter your contact information into the chat box for the benefit of all participants. Thank you for your service!

 

ZOOM Participant Request Form

 

 

 

ZOOM References