Instructions for Participating in a Videoconference Hearing
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 desktop or laptop computer and 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, 1 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.
Documents and Evidence
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 “call using computer”.
- when you 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.
To attend a Videoconference Hearing, you must:
- have a computer with a web cam
- 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. Sleep/standby mode can usually be found in the device settings.
- use a supported browser (Google Chrome, Mozilla Firefox, Apple Safari or Microsoft Edge) and version appropriate for your operating system. Webex is compatible with the last two major releases of these browsers.
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
- TEST your computer at least 48 HOURS BEFORE the Videoconference Hearing. Go to www.webex.com/test-meeting.
- make sure you are using an updated internet browser
- you must have a camera or webcam
- disable sleep/standby mode
If you have technical problems accessing your Videoconference Hearing, call DFS Hearing Support at (212) 709-7777 or email [email protected] (between the hours of 9:00 a.m. and 5:00 p.m. EST).