Instructions for Participating in a Videoconference Hearing

Overview

Pursuant to the First Amendment to Part 2 of Title 23 of the Official Compilation of Codes, Rules and Regulations of the State of New York (23 NYCRR §2.19), the Department of Financial Services (“DFS”, “Department”) is authorized to conduct adjudicatory hearings via videoconference. Instructions for participating in a Videoconference Hearing are included in the Citation/Notice of Hearing served on you; these instructions supplement the information provided in the Citation/Notice of Hearing. The Citation or Notice of Hearing includes the Event Number and Event Password for the Videoconference Hearing. To participate in a Videoconference Hearing you will need a computer or mobile device, as well as access to reliable high-speed Internet service.

If you object to having the hearing conducted via videoconference, you will have to provide a written notice of objection, which must be received at least five  business days prior to the date of the hearing, in accordance with 23 NYCRR §2.19. The notice of objection may be sent by first class or overnight mail to: Videoconference Coordinator, Office of General Counsel, New York State Department of Financial Services, One State Street, New York, NY 10004, or via email to: [email protected]. Please include an email address and telephone number where you may be reached. The hearing officer will determine whether the hearing will be held in person.

If you choose to participate in the Videoconference Hearing you must TEST your computer at least 48 HOURS BEFORE the hearing. Go to www.webex.com/test-meeting to conduct the test and verify audio and video capabilities. You must make sure you meet all system requirements and have all capabilities required as set forth below.

If you would like to introduce a document at the Videoconference Hearing, you must email the document at least 24 hours prior to the hearing, to [email protected]. Please include a brief description of each document (type of document; from whom to whom, if applicable; date; and number of pages) and identify each one alphabetically, e.g. Respondent’s/Applicant’s Exhibit A, Respondent’s/Applicant’s Exhibit B, etc. Include a cover page with each exhibit that contains only the party (Respondent, Applicant) and the identifying letter, e.g. Respondent’s Exhibit A, Applicant’s Exhibit B. Please include your Event Number in your email so the document(s) can be filed with the correct hearing.

You may also request disclosure of the evidence that the Department will introduce at the Videoconference Hearing by sending an email to [email protected]. Include in your request your name, the date of the hearing, and your Event Number.

How to Attend your Videoconference Hearing

To join the Videoconference Hearing, go to meetny.webex.com.

  • Enter Event Number when prompted to Enter Meeting Information, then click Join.
  • You will be prompted to enter your Name, Email, and Event Password.
  • Click “Join Now” button.
  • Follow the instructions that appear on your screen.

If you receive an email invitation, you may participate in the Videoconference Hearing by clicking on the “Join Event” button and will not have to go through meetny.webex.com.

Webex will open a new tab on your browser and the Webex application will launch. This is where the Videoconference Hearing will be conducted.

Once the application has loaded, you will have to connect audio and video.

To connect audio

  • select the method you prefer (call me, call using computer).
  • when you answer Webex calling your phone, or connect using your computer audio, you will then be able to hear the audio.
  • you must unmute your computer when you join since your microphone will be on mute.

Next you will have to connect your video.

  • locate the video Webex icon.
  • select camera icon or Start my video, if that option appears.
  • your Videoconference Hearing will begin.

To see all participants in full view, hover the mouse over the main participant and click on the box to expand to full screen. The large video will show the person speaking; all other participants will appear on the bottom of the screen.

To introduce a document as evidence at the Videoconference Hearing, the party introducing the document will request that the document be brought up on the screen. Only the cover page that identifies the exhibit will appear on the screen. To view the document, use the third button on the tool bar on the left side of your screen to scroll through the document.

When the Videoconference Hearing has concluded the Webex window will automatically close.

Once your Videoconference Hearing has completed, you may exit your browser.

System Requirements

To attend a Videoconference Hearing, you must:

  • have a computer with a web cam, mobile device, or video conference system
  • have a reliable, high-speed Internet connection (at least 1 to 1.5 megabits/second)
  • disable or delay the sleep/standby mode on your computer or mobile device. Sleep/standby mode can usually be found in the device settings.
  • Do NOT set your phone to "Do not disturb."

Browser Versions Supported:

  • Chrome Version 65 or newer
  • Firefox Version 52 or newer
  • Internet Explorer Version 11
  • Safari Version 10 or newer

Due to variations in internet speed and connectivity, users with poor internet connections may experience more frequent and/or extended wait times. A stable high-speed internet connection is recommended for the best user experience.

How to Test Your Computer or Mobile Device

TEST your computer at least 48 HOURS BEFORE the Videoconference Hearing. Go to www.webex.com/test-meeting.

  1. If you are using a mobile device, download the Cisco Webex mobile app prior to your hearing.
  2. If you are using a computer or a browser on your mobile device:
    • test your computer or mobile device at least 48 hours before your Videoconference Hearing date at: WebEx Test Meeting
    • download the “Cisco WebEx Meetings” application on your mobile device
    • make sure you are using an updated internet browser
    • you must have a camera or webcam
    • disable sleep/standby mode
    • ensure your phone is not set to “Do Not Disturb”

Contact

If you have technical problems accessing your Videoconference Hearing, contact:

DFS Hearing Support: 212-709-7777, or [email protected]

Hours:  9 a.m. to 5 p.m.