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Judge’s Visual Guide on Zoom, YouTube, and Conducting Hearings

3/2020

Hon. Jason A. Rossell

Kenosha County Circuit Court

This is written in Chronological Order of how to set up Zoom, then Youtube, then going live

Finally, at the end a how to hold a hearing.

BEFORE YOU START YOU NEED, a computer (state issued laptop, county laptop, or device with microphone and video camera) a cell phone that can get texts, and a piece of paper and pen

DISCLAIMER: PLEASE use the CourtNET site for more info and follow all directions from CCAP

http://courtnet.wicourts.gov/education/ccap/zoom.htm

If you have any questions please contact me at Jason.rossell@wicourts.gov or on Skype for Business pop up.

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TABLE OF CONTENTS

1. Setting Up Zoom

2. Setting Up Youtube

3. Scheduling a Hearing

4. Starting the hearing and going Live on Youtube

5. Holding the Hearing (Tips and Tricks)

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Setting Up Zoom

You should have gotten an email from ZOOM with a link to set up your code. If you didn’t get an invite, please email Matthew.kohl@wicourts.gov.

The invite email will look like this:

Click on the blue button. It will take you to Zoom

Username is your wicourts.gov email. Password (whatever you want) Just remember to write it down your JA or clerk will need it.

The next steps should be done on the computer you will use for zoom (NOT your bench computer) Also do not do it will logged in remotely to your desktop. Do it on the laptop desktop.

- Open zoom.us on a web browser and log in (It may already have you logged in from activating your account. If there is no “sign in spot but says my account then you are okay:

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Then click on host a meeting with video on.

This is the next screen click on open zoom

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It should start to download if not click on download and run zoom. A video meeting will start up (Disregard it for now). An app will open up with a link to sign in. Sign in using your username and password. Remember to click remember my password. That should bring you to this screen. You may then close the video screen that opened before.

At this point go back to zoom.us

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Click on my account (or sign in, or it’s a head and shoulders profile)

This is the page you will see. Click on Settings. Instead of listing everything, I will screen shot what it should look like. Click on grey/blue buttons to change them:

Here’s what you want it to look like:

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Then scroll down

Then scroll down

Then scroll down

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Then scroll down

Then scroll down

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Then scroll down

Then scroll down

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Then scroll down

Then scroll down

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Then scroll down until you get to waiting room. All the options until there should be turned off (Grey)

Then scroll down to this screen

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Facebook is normally checked, you can uncheck it. The email notifications are up to you but I turn them off.

Your zoom account is now set up.

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2. Setting up YouTube

Open a web browser and go to google. You may have to sign out of any account you may have. But get to where it just says sign in

Pick use another account

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Then hit create account

Pick account for myself then fill in the fields remember to write down the email and password for future use

Fill out this screen next. Use your WICourts email for recovery

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The next screen scroll down on the terms and hit I agree. You may need to use your phone to get a text code to register the account. Doesn’t happen all the time.

After saving it will then take you back to google.

Then go to YOUTUBE.com

If there’s a letter in the top right corner, click on it or if it says sign in then sign in with the account you just created. The letter will then appear. Click on it. and select create a channel

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Click get started

Use a custom name

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Create a descriptive title and hit create

Scroll down on the next page to the description of the channel and put in more details as such

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Scroll further down and hit save and continue.

On the next screen click on youtube studio

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Then click on “video” on right side of screen and “live” tab in the middle top of screen

Then click get started in blue middle of the screen

You will have to verify the account the screen will look like this

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Mark the text me the verification code. Put in your cell phone and when the text comes in put in the code from the text. It takes 24 hours after this to go live.

Congratulations your YouTube Account is Set up

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3. Scheduling a hearing

Two ways to do it. First I will show via the app (blue button, white camera) which is easiest. The second is via website. These are the instructions I gave the clerks in Kenosha. Feel free to use them for yourself or them.

Open the app

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Click on Schedule which will then look like this:

In Topic Put in the case number, caption title and type of hearing

In Start put in the date and time of the hearing. Unless you think it will go longer than an hour just leave it as that.

Meeting ID use Generate Automatically and Check Require meeting password

On Video put both host and participants as on

Audio Telephone and computer audio

Scroll down the screen and hit advanced options

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Make sure to check the first three boxes

Enable waiting room.

Enable Join before host

And Mute participants on entry.

After you hit schedule this is the screen you will get. Write down the Meeting id and password (if any)

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The suggestion is one meeting for morning and one for afternoon hearings.

After you schedule the judges calendar then log out. Click on the icon upper right side with judge’s initials then down by sign out.

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You can also schedule from Google Chrome:

Go to Zoom.us

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Click Sign In

Put in the Judges email and password

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Then click meetings on right side of the screen

Click Schedule a New Meeting

Fill out the forms just as above.

In Topic Put in the case number, caption title and type of hearing

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In Start put in the date and time of the hearing. Unless you think it will go longer than an hour just leave it as that.

Meeting ID use Generate Automatically and Check Require meeting password

On Video put both host and participants as on

Audio both Telephone and computer audio

Enable waiting room.

Enable Join before host

And Mute participants on entry.

After you hit schedule this is the screen you will get. Write down the Meeting id and password (if any)

You will notice a Join URL code on the bottom, if you want you can email this code to the attorneys by copying and pasting in an email.

You then can click meetings again on the left side to schedule another meeting

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When done click on the head and shoulders on the top right and click sign out.

Remember you can only schedule when the Judge is not on ZOOM conducting a hearing.

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4. Starting the hearing and going Live on YouTube

So make sure the microphone and video camera is working by this point. Call CCAP or tech friendly

judge if you are having problems. Set it up in the space you are holding the hearing

(Bench/Home/Wherever). Make sure to have it connected to power.

A few minutes before the hearing open the app (Blue box white camera) and click on start on the

meeting under the clock

The video should start and you want to click use computer audio.

You should then see a screen like this

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Click on More and then Live on YouTube. It will open a separate window in Windows explorer

Select your account associated with the court or log in

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Select your YouTube account

Change the title to your calendar and then hit go live

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This will be the screen after a short loading screen. Make sure to mute YouTube

Then click back on zoom app (Blue button white camera)

After you are done with the hearing go back to “more” on the bottom of zoom app where you clicked live on Youtube and it will say stop live feed. click that.

Close internet explorer where the YouTube was playing. (can’t erase using internet explorer sadly)

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Then open Google Chrome and go to yYouTube

Click on the circle on the YouTube screen is a K on the photo may be a different letter for you. Click on your channel

Then click on YouTube Studio (Blue button)

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Click on Videos on left side of screen then the live tab in the middle of the screen

Check the box next to the video. It will come up with options, Select Delete Forever

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When this comes up select delete forever.

You will need to do this after each session to prevent others from manipulating the videos. Remember the Supreme Court Rule states that the court reporters transcript is the official record of the proceeding so no need to worry about public records or any other violation.

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5 Holding the Hearing (Tips and Tricks)

A. The waiting room. When individuals Join your Zoom conference call you will receive the

notice below. You can Admit them or see the waiting room.

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If you click see waiting room it will open the manage Participants panel to the side. Then you can choose who to admit and who not to, if they have a later hearing. You can message them all if you want. After you have them in the hearing you can send them back to the meeting room.

More information on waiting rooms can be found on Courtnet or at this website

https://support.zoom.us/hc/en-us/articles/115000332726-Waiting-Room

B. Sharing the screen

This allows litigants and the court to share their computer screen. Useful in going through a plea form or for litigants to show exhibits to witnesses or the parties or the court.

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To Start hit the green button labeled share screen

Then Select a document or screen and hit share

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That will then share your screen as seen below to the other people in the zoom call as you can see the video remains up on the side. You can move it if you like. To stop yourself or others from sharing you just hit the red “stop share” button on the top.

C. Breakout rooms

Breakout rooms are very helpful when attorneys or litigants want to talk privately while on the conference. As you can see in the next screen the button for breakout groups is on the bottom next to record

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When you hit the button this will come up. Make sure to pick Manually so you can assign them. Hit create room

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Then Hit assign

The available participants will appear and check the box next to those who are going into a private conversation.

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You can’t hear what they are saying but you can message them. The host can join the breakout room but should make sure not to do so if it’s for privacy. You can close the room and bring them back but it takes 60 seconds so there’s a warning to the participants before you do it.

More information on breakout rooms can be found here

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

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D. Participant Control: You can manage the participants in your conference call by hitting the manage participants button on the bottom which brings up this window on the side.

If you hover over a name you will get the option to mute them or more. Under more you can stop their video, rename them, put them in the waiting room again, or remove them entirely.

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E Virtual Background.

You can change your background behind you if you want to not show your house. You should have a solid color (PREFERABLY A GREEN SCREEN) behind you to make it work best.

CCAP has created a background that would be appropriate for a court case. To use it you can go to Courtnet’s page and download it. If you are using this background on a computer not remoted into CCAP you can’t get there so you will have to save it and then move it. Or you can email me at Jason.rossell@wicourts.gov and I can email it to you. After you have saved it then begin this process Here is what the background looks like.

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By clicking on the arrow next to stop video you will get a menu, pick choose virtual background.

Then click on the plus symbol Just below the video.

After Clicking the plus button, select add image. Then find the image I sent to you.

After it loads it will be on the bottom of the choices like I have it. click on it.

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This is without a solid green background behind me. Not the best. You can turn it off by selecting

virtual background again and selecting none.