Session Assistant - Washington Events

Washington is a state where in addition to a Court Reporter being required, specific language is required surrounding video recordings of remote proceedings. For events in this state you will attend to operate the video recording, assist the Court Reporter, and manage the technology and software processes.

NOTE: Following the conclusion of Washington based events you will receive an email requesting a signature affirming the validity and entirety of the video recording.

Reminder: The Court Reporter is who ultimately owns the event, allow them to answer any relevant questions. You are free to answer simple and direct questions - For more complex questions, direct the attendees to Customer Support at (213) 632-5374 or Depositions@filevine.com.

Responsibilities by Role

Session Assistant Responsibilities

Start the Zoom call 10 minutes early
Review the notice
Collect and confirm accurate spelling of attendee names and emails
Change your Zoom display name to “Filevine – Session Assistant”
Create Breakout Rooms
Reach out to Event Support if the Court Reporter has not shown 5 minutes prior to start of the event
Use the Intro Paragraph below to sync with the Court Reporter (you may need to provide them the notice through the Zoom chat feature)
Record attendance in the script
Read introduction to all attendees
Spotlight the witness when appropriate
If Requested Announce the Record (On camera)
Sit through the event (Off camera & muted is okay)
Take notes with general timestamps as normal
Mark the event outcome in the script
Log read/waive (if applicable)
Log any transcript orders
Close out the event

Court Reporter Responsibilities

Write the record
Identify attendees on the record
Handling exhibits
Performing readbacks
Swear in the witness
Confirm read/waive (if applicable)
Confirm any transcript or copy orders (if applicable)

Introductions

Intro Paragraph to the Court Reporter

"Hello,

I’m the Session Assistant here on behalf of Filevine. I’ll be managing the Zoom session and assisting with any relevant questions as needed.

I just wanted to confirm that you have everything you need. Additionally, Filevine has us ask if you would like me to announce when we go on and off the record to allow you to focus fully on preparing the record."

Intro to all Attendees

“Good morning/afternoon,

I am the Session Assistant on behalf of Filevine. I’ll be managing the Zoom session and operating the Video Recording. After the conclusion of this proceeding a Certificate of Accuracy will be available in accordance with Rule 30.”

If Requested - Announcing the Record

Initial Read on

"Is everyone present ready to go on the record?

Good afternoon. We are now on the record. Today is [Day of the Week], [Date & Year], and the time is [Time in the event’s time zone]. In this proceeding, the licensed Court Reporter owns the record and is solely responsible for producing the official transcript. I, the Filevine Session Assistant, am present to operate the video recording and provide technical and logistical support.

Court Reporter, you may proceed.”

Standard Read On/Off

"The time is now [time in events timezone] and we are on the record"

"The time is now [time in events timezone] and we are off the record"