Using Zoom and Virtual Courtroom Resource Center

(Last updated: 8/07/2020) 

Quick Section Links:

Recommendations on Using Zoom & Public Access for Court Proceedings

If you are not familiar with setup and basic use of Zoom, leverage the links, materials, and recorded webinars on this page to get started.

SCAO recommends courts have a designated court staff member join every meeting as Host, to control participants and manage the Zoom meeting space.

You should make setting changes for the default behavior of your Zoom meetings from the Zoom Web Portal (https://zoom.us/profile/setting) for your account.

Assuming you have a Host in every meeting, we recommend the following options:

Using Zoom to Record for the Court Reporter:

  • Enable Cloud Recording (we don’t recommend using the “Local recording” option);
  • From Meeting Settings under Email Notification enable “When a cloud recording is available”; the email account you use to login to Zoom will receive a notification when Zoom finishes processing the recording of a meeting, and that email will include a link that you can share with your Court Reporter to allow them access to the recording files;
  • Per revised Michigan Trial Court Standards for Courtroom Technology, courts should download and store a copy/backup of the recording using existing storage tools.
  • After the Host starts a meeting, the Host should select the Record option from the control bar to begin recording.

Public Access via Live Streaming – follow the instructions ***here*** to setup and enable YouTube Live Streaming from your Zoom meetings (initiated/controlled by a Host).

  • Once you’ve successfully created a YouTube account and live streaming channel, email virtualcourtsupport@courts.mi.gov the following details in order for SCAO to list your channel from the One Court of Justice website
    - Judge's Name
    - Judge's Court(s)
    - the email address used to login to youtube/google
    - the YouTube Live Stream Channel link (url)

  • Court Display now supports YouTube Channel ID. Courts can now link its Virtual Courtroom on its website, where visitors can access the court’s YouTube page. (JIS courts only)
  • Work with your current local court website administrator to post a link to your channel and a message regarding public availability of court proceedings via live streaming to your website;
  • Consider adding a "Do Not Record" watermark (link to example you can use) to your live stream using the instructions ***here*** (use the option "entire video").
  • YouTube automatically saves and makes available recordings of live streamed video; SCAO recommends that you manage these recordings appropriately after live streaming is completed (these recordings should not be considered an official court record). Please see our FAQ topic on this subject ***here***.
  • Youtube automatically enables a Live Chat feature when live streaming; your court should be aware of the settings to control or disable this feature, please see YouTube support on this topic ***here***.

Recent Zoom Webinars:

Zoom Updates and Additional Features, Presented 5/29

 

 

 

May 29 Webinar Slides

 

Demo Using Zoom Tools During Virtual Court Proceeding, Presented 4/24

 Using Virtual Courtrooms, more tools and Panelist discussion, Presented 4/10

 

SCAO Standards, Guidelines, and other Virtual Courtroom Resources:

https://courts.michigan.gov/News-Events/Pages/VCR.aspx

Slide and Example Content from April 10th Webinar:

Webinar Slides

April Maycock - Wayne County Probate Examples

Jim McGrail - D41B examples

Judge Paul Stutesman - How to use Zoom

Kent Probate Redacted Notice of Hearing


Virtual Courtroom Resources, Presented April 3rd

 Zoom Additional Features, Presented March 27th

Slide Content from April 3rd Webinar:

https://cdn2.hubspot.net/hubfs/434504/VirtualCourtResources/RecommendationsWebinar-v2.pdf 

 

 

 

 

 

Slide Content from March 27th Webinar:

https://cdn2.hubspot.net/hubfs/434504/Zoom%20Training-Additional%20Features.pdf 

Zoom Basics, Presented March 20th  
 

Slide Content from March 20th Webinar:

https://cdn2.hubspot.net/hubfs/434504/Zoom%20Basics%20For%20Court%20Use%203-20-20.pdf

 

 

 



General Zoom Web Conferencing Basics:

Schedule and Start (Host) a Meeting:

https://support.zoom.us/hc/en-us/articles/201362413-How-Do-I-Schedule-Meetings-

https://support.zoom.us/hc/en-us/articles/201362423-How-do-I-Start-or-Join-a-Scheduled-Meeting-as-the-Host-

Join a Meeting:

https://support.zoom.us/hc/en-us/articles/201362193

Giving Scheduling Permission to an Assistant:

https://support.zoom.us/hc/en-us/articles/201362803-Scheduling-privilege

Testing Audio and Video:

https://support.zoom.us/hc/en-us/articles/201362283-Testing-computer-or-device-audio

Audio Echo (Feedback):

https://support.zoom.us/hc/en-us/articles/202050538-Audio-Echo-In-A-Meeting

Using Waiting Room Features:

https://support.zoom.us/hc/en-us/articles/360022174112-Using-a-Waiting-Room-with-Zoom-Rooms 

Managing Breakout Rooms:

https://support.zoom.us/hc/en-us/articles/206476093-Getting-Started-with-Breakout-Rooms 

Sharing a Screen/Document through Zoom:

https://support.zoom.us/hc/en-us/articles/201362633-How-Do-I-Start-A-Screen-Share-Meeting-

Participant List Controls (Including Locking a Meeting):

https://support.zoom.us/hc/en-us/articles/115005759423#h_135deff0-a391-4162-861b-204c020febb3

Using Virtual Backgrounds link below; sample background mi_zoom:

https://support.zoom.us/hc/en-us/articles/210707503-Virtual-Background#h_bebf36a4-c1e9-4769-9d3c-e0d01457d341

Tips for Successful Virtual Court Proceedings

  • Dress in a soft solid color (like a black robe for judges). If a tie is worn, use a solid tie rather than one with a pattern.
  • When speaking, remember to look directly at the webcam, not at the screen.
  • Position the camera at your eye level or slightly above eye level.
  • Be mindful of what is behind you, choose a solid neutral wall if possible.
  • Check the lighting. Light from a window behind you might blind the camera, making the image look dark. Light above you in the center of a room might also cast shadows. Ideally, position a lamp, or sit facing a window, where light is directly on your face. Also be aware that your monitor casts light that can make you look blue.
  • Remind the participants to speak one at a time and to pause prior to speaking in case there is any audio/video lag.
  • Encourage the participants to mute themselves or mute them yourself when not speaking in order to avoid any potential background noise.
  • Only email the link to the Zoom meeting to those participating in the proceeding, encourage the public to view the proceeding on the court's YouTube channel.
  • Test your connection and setup with Zoom by testing your connection with a test meeting.

Polycom Info

How to Call from Polycom into a Zoom Meeting
Tips for Using the Polycom Remote

YouTube Best Practice Settings and Managing Live/Recorded Video

There are several default settings in YouTube that we recommend you adjust before live streaming. It is also recommended that you familiarize yourself with the controls for managing live/recorded video on your channel when a live stream has finished.

Settings for Non-Kid content

Click  Settings > Channel > Advanced settings and choose “No, set this channel as not made for kids.”  Then click Save.

Turn off Live Chat

  • Log into your Youtube's Dashboard:  https://www.youtube.com/live_dashboard
  • Scroll down and click on the gear near "Top Chat"
  • Uncheck "Enable Chat".  You can also block words by clicking on Community Settings.

 

Turn off Comments

  • Log into YouTube Studio with your court’s gmail account:   https://studio.youtube.com/channel
  • Click  Settings >Community > Defaults and disable comments under "Comments on your new videos" and "Comments on your Discussions tab".  Also, check off "Hold potentially inappropriate chat messages for review".  Then click Save.

Managing streamed recordings

    • From here you can set the visibility of live/recorded videos, download a local copy if you choose to save/backup a live stream, or remove a live/recorded video from your channel.

 

Getting Support for Virtual Courtrooms

If you have challenges with Zoom controls or YouTube live streaming, please consult online support for Zoom or YouTube before contacting SCAO.
If you are experiencing network or performance issues, please consult your local court/county IT resources.

For questions about Virtual Courtroom setup and guidelines, please email virtualcourtsupport@courts.mi.gov