Video conferencing, including video arraignment and virtual proceedings, have become essential to conducting effective and efficient court proceedings. In 2020, more than 7,000 virtual court proceedings were held in the state of Tennessee and that trend is expected to continue even as gains are made in fighting the coronavirus pandemic.
Zoom
Zoom For Judges And Judicial Staff
The AOC has Zoom licenses available for state court judges and staff. To access a license, please email: videoconference@tncourts.gov and we will set you up. You should be using a paid account if you are hosting court proceedings.
The AOC also has a limited amount of licenses available for county general sessions and juvenile judges. Please email videoconference@tncourts.gov to inquire about a license if you are a general sessions or juvenile judge.
Below are resources to assist you in navigating Zoom:
Zoom for Government Basic How-To Guide
Guide To Using Virtual Backgrounds
Zoom For Government Transition - March 2021 - IMPORTANT
The AOC will be upgrading ALL of its Zoom accounts to Zoom For Government on March 31, 2021 in order to provide enhanced security and privacy for court proceedings. If you received your Zoom license through the AOC, your account will be upgraded to Zoom for Government on March 31, 2021. You MUST switch your account over to a Zoom for Gov account and restart your account before March 31. The switch is NOT optional. While Zoom will look and feel the essentially the same, the infrastructure for Zoom For Government is different. To transition, you will essentially be starting a new Zoom account, which means you need to adjust all of your default settings again, re-upload any virtual backgrounds or pictures, download any records, and re-schedule meetings that are set to take place after March 31. You will have access to both your old commercial account and new government account through March 31.
To start your Zoom For Government account, click on Activate Now in the email sent from Zoom on March 12, 2021.
Zoom Transition Step-By-Step Guide
FAQs About the Transition - including how to transition
Enabling Zoomgov.com In the Zoom Desktop Client
Enabling ZoomGov on the Zoom Mobile App
Video Instructions On How To Transition
Appellate Oral Arguments on Zoom
The Tennessee Supreme Court, Court of Appeals, and Court of Criminal Appeals are holding virtual oral arguments via Zoom. If you are an attorney and are scheduled to argue during a virtual oral argument, questions related to scheduling and process should be directed toward the Appellate Court Clerk's Office. Please note that we always offer an "attorney test" several days before your argument and strongly encourage you to attend so we can address any microphone, video, or bandwidth issues prior to your oral argument. In addition, the Appellate Court Clerk has developed a video and posted other resources on the oral argument page.
Oral arguments are livestreamed and archived by court on our YouTube Channels: TNCourts and TNCourts2
Zoom for Language Interpretation
Zoom can be utilized to provide language interpretation during virtual proceedings.
Other Video Conferencing Platforms
There are other video conferencing platforms besides Zoom, including MicroSoft Teams, WebEx, GoTo Meetings, Skype and Google Hangouts. Many State of Tennessee agencies, including TDOC, utilize Microsoft Teams. If you have a meeting or proceeding scheduled using a different platform, the equipment you use for Zoom should work fine as should the free version of the platform. Just click on the meeting link you received a little early to ensure you have time to make any adjustments to your audio or video settings in the new platform. For example, the first time you click on a meeting link in Microsoft Teams, you may need to adjust your Audio Settings so the program is using the correct speaker and microphone in the meeting. If you have questions, please contact the AOC Help Desk at:
Video Arraignments & Conferences in Criminal Cases
Currently, 82 Tennessee counties report having at least some capability to hold video arraignments and 13 counties have no video arraignment capabilities. The Office of Criminal Justice Programs launched a new grant program for video arraignment and conferencing in March 2021. The deadline for this grant is April 23, 2021, and it allows counties to purchase new video arraignment equipment, upgrade and expand current systems, and improve broadband. More information is available here: https://www.tn.gov/finance/office-of-criminal-justice-programs/ocjp/fa-ocjp-grants/fa-ocjp-grantapp.html. Click on CESF Video Arraignment Grant.
In addition, the executive branch will be launching a $200 million program designed to assist counties in improving broadband capabilities, which is essential to video conferencing and arraignments. Both of these programs are using CARES funding and will have short application periods and project deadlines. If your county needs video arraignment, needs to upgrade its video arraignment system, or needs to improved broadband, please start working with county officials, including the sheriff and local jail administrator, to access your needs.
If you have a regular need to hold video conferences and arraignments with TDOC facilities and are not able to do so, we understand there are ongoing issues and concerns. Please contact Barbara Peck at barbara.peck@tncourts.gov if you are encountering problems or if you are having a great experience and would like to share tips with other judges.
Livestreaming
If you need to livestream proceedings from Zoom or from your court video conferencing system, the AOC may be able to help. In general, livestreaming is used in high-profile cases to provide the general public and media access to the proceedings. Livestreaming needs to be well thought out and planned in advance. For general questions on livestreaming, please contact Nick Morgan at nick.morgan@tncourts.gov
Virtual Conferences and Meetings
Many CLE opportunities and judicial meetings are taking place virtually. You should be able to plan and host meetings through your AOC Zoom account. Do not use a free Zoom account to host a committee meeting or educational opportunity. If you have a general question about Zoom, please contact videoconference@tncourts.gov. If you are planning a large meeting or educational opportunity, please contact either John Crawford (specific to TJC or conference work) at john.crawford@tncourts.gov .