How to join a phone or video conference

We hold some hearings by phone or video conference. Our videos conferences use Zoom or Microsoft Teams.

Your notice of hearing, order or email from us will tell how to attend your hearing.

If we tell you to attend by phone conference and you want to change to a video conference, you can contact us to ask about changing.

Make sure to allow extra time for your hearing in case there are delays.

Use only one device

If multiple parties are joining your phone or video conference from the same room, use only one device to reduce noise, echo and feedback.

How to join a phone conference

You must call the VCAT Teleconference Centre

Your notice of hearing, order or email has instructions on how to join the phone conference. This will include the phone number to connect to the VCAT Teleconference Centre and your PIN.

Dial the VCAT Teleconference Centre phone number and follow the prompts to enter your PIN, followed by the ‘hash’ or ‘pound’ (#) key on your phone keypad.

You will enter a lobby, which serves as a 'virtual waiting room'. Allow some time for everyone taking part in your hearing to join. There may be other people in the lobby waiting for their own hearing to start. 

Wait in the lobby until we start your hearing.

Phone conference tips

Our tips to have a good phone conference experience:

  • Turn off background noise and distractions.
  • For safety reasons, do not attend a hearing whilst driving a vehicle.
  • Consider using headphones.
  • Use the mute function on your phone when you're not talking.
  • Be respectful and don't talk over others. You will be given an opportunity to present your case and be heard.
  • Be prepared. You must send copies of any documents you plan to use as evidence to us and all the parties in the case at least 3 business days before your hearing date.
  • If multiple parties are joining the phone conference from the same room, use only one phone to reduce noise, echo and feedback.

How to fix technical issues

If you called us

Hang up and dial the VCAT teleconference phone number again and follow the prompts to enter your PIN.

If we called you

There may be a line issue or an issue with your phone provider. The VCAT member will try and call you back. When we call you back it may come from a private or blocked number. If you don't receive a call back within five minutes, contact us.

 

What to expect in a phone conference

Phone conferences are conducted by a VCAT member. Some cases are heard by judicial members (our President or Vice Presidents) who are judges of the Supreme and County Courts.

Like our in person hearings, phone conferences have rules to follow. For example, you must call the VCAT member ‘Member’. They will tell you if you need to use another title, like Deputy President.

Sometimes the VCAT member may arrange for you to speak with the other parties before (and sometimes during) your phone conference.

More about hearing day

All VCAT hearings, including phone conferences, are recorded. Compulsory conferences and mediations are not recorded.

It’s an offence to record any part of a proceeding, including a hearing held by phone conference, without permission (Court Security Act 1980).

Request an audio CD or transcript after the hearing

 

Information for interpreters

We either:

  • email the VCAT Teleconference Centre phone number and pin code to your service provider for you to call us
  • call you via your service provider.

You must join your VCAT booking 10 minutes before the scheduled time of the hearing.

Identify yourself as an interpreter when the VCAT member or VCAT staff speaks to you. Provide your name and qualification.

How to join a Zoom video conference

You don’t need an account or app to join. You can join from your browser using your unique video conference link, meeting ID and password or phone number we gave you in your notice of hearing, order or email.

To join a video conference, you will need:

  • internet access
  • a computer, tablet or smart phone with speakers and a microphone.

For the best experience, we recommend using a computer or tablet.

Check if your device supports Zoom

 

Test audio and video in Zoom

Please ensure you have Zoom set up and working before your hearing.

Zoom uses different audio settings to other platforms, so it's important you test the sound in Zoom to make sure will be able to hear everything.

Find out how to test your audio in Zoom

 

Set a background on Zoom

The virtual background feature in Zoom allows you to display an image as your background during the video conference.

The feature may not work on all devices. It works best with a green screen and standard lighting, to allow Zoom to detect the difference between you and your background.

If you can’t use a virtual background, try and seat yourself in a room with wall behind you or an uncluttered space with standard lighting.

Find out how to upload a virtual background to your device on Zoom

 

Join the video conference with Zoom

You can download the Zoom Desktop Client or Mobile App

You may also join using your web browser. Find out how to join Zoom using your web browser

Make sure to:

  • join with your audio and video turned on
  • tell us who you are.

When you join a video conference, you should update your name in the pre-join screen so we know who you are.

You should to tell us in the following format:

  • Your first name and last name
  • The phonetic pronunciation of your name (optional)
  • Your preferred pronouns
  • The type of party your are, using an approved abbreviation.

For example, Sam Ndlovu [n-DLOH-voo] (she/her) - A1.

Our approved abbreviations include:

  • (A) (A1) (A2) Applicant/s
  • (R) (R1) (R2) Respondent/s
  • (IP) Interested Person - Guardianship matter
  • (O) Objector
  • (PRP or RP) Proposed Represented Person or Represented Person - Guardianship matter
  • (R) Renter
  • (RRP) Residential Rental Provider (RRP)
  • Real Estate Agent (REA)

 

How to speak on Zoom

To let the VCAT member or mediator know you want to speak:

  1. Move your cursor over the bottom of the Zoom meeting window to bring up the Zoom toolbar. Click on the 'Participants' button.

 

  1. Click the 'Raise Hand' button to let the VCAT member or mediator know you want to speak.

If you want to speak to the VCAT member or mediator from a breakout room, click the 'Ask for Help', button in the room you have been assigned to.

It is not appropriate to speak when the other party is speaking or when the VCAT Member is speaking. Raising your voice when speaking to other parties or the VCAT Member is not permitted. We will not tolerate threatening language or abuse towards other parties or VCAT members during a video conference hearing.

 

How to see everyone on Zoom

You can change the video layout so you can see everyone in the video conference.

Change the video layout on Zoom

 

How to share documents or your screen on Zoom

If the VCAT member or mediator gives you permission to share, move your cursor over the bottom of the Zoom meeting window to bring up the Zoom toolbar.

The 'Share Screen' or 'Chat' buttons in the toolbar allow you to share your screen and/or documents.

Find out more about document and screen sharing on Zoom

How to join a Microsoft Teams videoconference

You don’t need an account or app to join. You can join from your web browser using the unique video conference link we gave you in your notice of hearing, order or email.

To join a video conference, you will need:

  • internet access
  • a computer, tablet or smart phone with speakers and a microphone.

For the best experience, we recommend using a computer or tablet.

Check if your device supports Microsoft Teams

 

Test audio and video on Microsoft Teams

Before you join the video conference with Microsoft Teams, you will see a pre-join screen. You can use this screen to enable your microphone and camera.

If you're using headphones, you will be able to select them as your audio source from this screen.

 

Set a background on Microsoft Teams

Keep your background private during the video conference by blurring or changing your background with a virtual background.

You can do this from the pre-join screen using 'Background Filters' button.

If you can’t use a virtual background, try and seat yourself in a room with wall behind you or an uncluttered space with standard lighting.

 

Join the video conference with Microsoft Teams

  1. Find your unique video conference link.

Your notice of hearing contains your unique video conference link.

 

  1. Click the meeting link.

If you already have Microsoft Teams for work or personal use, it is strongly recommended that you first sign out. This allows you to change your displayed name in line with our requirements. In Microsoft Teams, sign out is available if you click on your profile image. 

If you have Microsoft Teams installed, select ‘Join on the Teams app’ or ‘Open Microsoft Teams’.

If you are joining using your web browser, a new tab or window in your web browser will open. Choose 'Continue on this browser'.

Your web browser will ask for permission to use your microphone and camera.

You must click 'Allow while visiting this site' or 'Allow this time' so we can see and hear you during the video conference.

 

  1. Tell us who you are

When you join a video conference, you should update your name in the pre-join screen so we know who you are.

You should to tell us in the following format:

  • Your title
  • Your first name and last name
  • The phonetic pronunciation of your name (optional)
  • Your preferred pronouns
  • The type of party your are, using an approved abbreviation.

For example, Miss Sam Ndlovu [n-DLOH-voo] (she/her) - A1.

Our approved abbreviations include:

  • (R) Renter
  • (RRP) Residential Rental Provider (RRP)
  • Real Estate Agent (REA)
  • (A) (A1) (A2) Applicant/s
  • (R) (R1) (R2) Respondent/s
  • (IP) Interested Person - Guardianship matter
  • (PRP or RP) Proposed Represented Person or Represented Person - Guardianship matter
  • (O) Objector

 

  1. Join the meeting by clicking the 'Join now' button.

 

How to speak on Microsoft Teams

To let the VCAT member or mediator know you want to speak, click on the 'Raise' button. The VCAT member or mediator will make sure your microphone is unmuted.

It is not appropriate to speak when the other party is speaking or when the VCAT Member is speaking. Raising your voice when speaking to other parties or the VCAT Member is not permitted. We will not tolerate threatening language or abuse towards other parties or VCAT members during a video conference hearing.

 

How to switch your camera and microphone on in Microsoft Teams

To switch your camera on or off, click the 'Camera' button. If the icon has a strike through it, it means it is off.

To switch your microphone on or off, click the 'Mic' button. If the icon has a strike through it, it means it is off.

 

How to share documents on your screen on Microsoft Teams

If the VCAT member or mediator gives you permission to share, you can use the 'Share Screen' button to share your screen and/or documents. It is located on the left of the 'Leave' button.

Click 'Stop sharing' to stop sharing your screen and return to the main video conference window again.

How to fix technical issues

If you can’t join

  1. Check your device and web browser settings.
  2. Check that all other programs that use the camera on your device are closed.
  3. Check that your audio and video are turned on.
  4. Restart your computer.
  5. Contact us for assistance.

 

If you lose your connection

  1. Check your internet connection.
  2. If you are using Wi Fi, try switching to ethernet connection instead (if available).
  3. Try to re-join using your unique video conference link.
  4. Restart your computer and re-join using your unique video conference link.

If none of the above steps work, contact us for assistance.

To assist us to reconnect you, advise the VCAT operator that you have been disconnected from your video conference hearing. Provide your VCAT reference number and name.

 

If you lose your audio and/or video

  1. Check that your audio and video are turned on.
  2. Check that all other programs that use your audio or video on your device are closed.
  3. Check your internet connection.
  4. If you are using Wi Fi, try switching to ethernet connection instead (if available).
  5. Check your device and web browser settings. For example, to adjust browser permissions, you can click the button that appears next to where you type a web address. In Google Chrome, this is a slider icon.

If none of the above steps work, contact us for assistance.

To assist us to reconnect you, advise the VCAT operator that you have been disconnected from your video conference hearing. Provide your VCAT reference number and name.

Video conference tips

Our tips to have a good video conference experience:

  • Turn off background noise and distractions.
  • Join with your audio and video turned on.
  • For safety reasons, do not attend a video conference whilst driving a vehicle.
  • Ensure that you have a stable internet connection.
  • Consider using headphones.
  • Mute your microphone when you are not speaking.
  • Do not eat or drink during your video conference. If you need to drink water, please mute your microphone.
  • Use a suitable virtual background.

What to expect in a video conference

Video conferences are conducted by a VCAT member or mediator. Some cases are heard by judicial members (our President or Vice Presidents) who are judges of the Supreme and County Courts.

Like our in person hearings, video conferences have rules to follow. For example, you must call the VCAT member ‘Member’. They will tell you if you need to use another title, like Deputy President.

If you’re not a party in a case but want to attend the video conference, contact us to ask for permission.

If you’re from the media and want to attend, contact our communications team for permission.

All steps are taken to prevent unauthorised access to video conferences.

 

What happens after you join a video conference

The VCAT member or mediator has ‘hosting rights’ that allow them to manage all aspects of the video conference. This includes:

  • permission for parties to send chat messages, share their screen and/or share documents
  • the option to move parties in and out of the waiting room or breakout rooms.

You are automatically placed into the ‘waiting room’. The waiting room is a ‘virtual lobby’ that all parties enter when they first join.

You need to wait for the VCAT clerk to give you access to enter the ‘virtual hearing room’.

When you have access to the virtual hearing room:

  1. The VCAT clerk tests your microphone and video and confirms your name and role in the case.
  2. The VCAT clerk conducts this process with all parties, including legal representatives, interpreters and witnesses.
  3. When all checks and testing are complete, the video conference is formally announced and starts in front of the VCAT member or mediator.

During your hearing, you will be asked to make a promise to tell the truth, this promise can be religious or non religious. The VCAT member will read out the promise and you will repeat it.

More about hearing day

 

Recordings

All VCAT hearings, including video conferences, are recorded. They are recorder with audio only. Compulsory conferences and mediations are not recorded.

It’s an offence to record any part of a proceeding, including a hearing held by video conference, without permission (Court Security Act 1980).

How to request an audio CD or transcript after the hearing

 

Breakout rooms

We may use the breakout room function to separate parties into smaller groups for private discussions, away from the virtual hearing room.

This often happens in compulsory conferences and mediations.

The VCAT member or mediator:

  • manages the breakout rooms
  • can move parties in between rooms
  • can join the room themselves if needed
  • can broadcast a message to all parties.

Parties can’t speak or send messages to other parties in separate rooms. Breakout room conversations are not recorded.

 

Information for interpreters

  • We email the unique video conference link to your service provider. Contact your provider if you don’t have these details.
  • You must join your VCAT booking 20 minutes before the start time.
  • You can join the video conference using the app or your web browser.
  • Join with your audio and video turned on.