Instructions to the Parties for Video conference Hearings and mediations
The Canada Industrial Relations Board conducts video conference hearings and mediation using the Zoom platform.
Connecting to the video conference Hearing
The Board will send the participants an email containing the link and the password to the video conference one business day before the mediation or hearing. The parties or its representative are responsible for sending the link and the password to their respective witnesses or to anyone attending with them. The link and password are not to be shared with any other person. If a member of the general public wishes to attend a video conference hearing, they must contact the Board in writing to register and request an invitation and password.
Prior to the hearing, the participants can test their connection and setup with Zoom at this link: https://zoom.us/test.
The system requirements for using Zoom can be found at https://support.zoom.us/hc/en-us.
Participants should use a laptop, a computer, or a tablet equipped with a webcam and a microphone to connect to the mediation or hearing. It is preferable to be connected to a LAN line. If using Wi-Fi, participants should ensure proper bandwidth for video capacity. A secondary computer or tablet might be helpful to take notes or to access documents. Participants are asked to test their webcam and microphone prior to the video conference hearing. Using headphones can improve the quality of sound.
Participating in the video conference Hearing or mediation
We ask that the participants find a quiet and private room where background noise is minimal or non-existent, and where window shades are drawn to reduce glare. The background should be professional. Participants, including witnesses, should be dressed in proper attire.
Participants should have access to a telephone during the hearing in case an issue arises and should be prepared to proceed via teleconference should the video conference option fail, disconnect or lag.
If needed, the parties should have access to all the documents that were exchanged between them and filed with the Board, either on a separate computer, laptop, or tablet, or as paper copies.
The participants should ensure that all notifications and alarms on the computer and all other devices are turned off (cell phone, landline, keyboard, etc.).
Participants should keep their microphones muted and wait for the invitation from the mediator or chair of the hearing before speaking; it is important to speak clearly to ensure all communications are understood by all parties.
Participants are not permitted to create an audio or video recording of any parts of the mediation or hearing at any time. This includes, but is not limited to, taking screenshots, recording conversations, and/or using third-party software to record the proceeding.
The witnesses in the hearing proceedings must, for the duration of their testimony, ensure the following:
- They are alone in a room;
- They use their computer, laptop, or tablet for the purpose of the video conference hearing only; all other applications should be closed. No other devices or functions may be used to communicate with other individuals; and
- They have clean and unannotated copies of the documents that were filed prior to the hearing; they should look at those documents only when asked to do so during the hearing;
Any person may be asked to use the webcam to show the room where they are located or any of the documents they have with them.
Please note that Zoom is not recognized by the Government of Canada as a secure channel to discuss protected information. However, given that the Board’s proceedings are generally open and accessible to the public, combined with the implementation of all security features offered by Zoom, the risks associated with its use are minimal and no different than those in any other form of mediation or oral hearing.