Bailiff Training Session August 2020 Recommended Prep Download

Bailiff Training Session August 2020

Recommended Prep • Download Zoom and make an account (it’s free) • Read the Bailiff Checklist • Open Zoom and click around to get comfortable with the interface • Open the practice Google Drive and poke around to get familiar with the folder and what it contains • Open a ballot and take a look at it

Agenda • Role of the Bailiff • Getting in to Your Room • Bailiff’s Script/Checklist • Zoom Functions • Google Drive • Connectivity Issues

Role of the Bailiff • Ensure that Zoom courtroom is running smoothly • Help judges if they have technical questions on Zoom or Ballots • Help students who have connectivity problems • Let Tab Room know of any issues

General Bailiff Tasks • Check-in Students • Place into breakout rooms • Check-in Judges • Distribute ballot links • Start live stream • Wait for Tab to give all clear • Note round start time to calculate All-Loss • Round proceeds as normal (pretrial, openings, 1 st case-in-chief) • Mid-trial break • Place students in breakout rooms • Bring everyone back and trial continues • End of trial • Stop the live stream • Confirm ballots submitted by judges

Dress for Bailiffs • Nice looking clothes (casual ok) • Above sweat pants • Below suit • Don’t need to wear a suit, but you will be on camera at certain points during the round

Recommended Tech Setup • Laptop or desktop required • Tablet and phone do not have the needed features • Wired connection beats a wireless connection • Beware of other bandwidth usage on your network • Remember your background!

Communicating with Tab Room • We will use Slack • If you are already a member of the AMTA Slack account, you don’t need to do anything • If you are not, we will add you – keep an eye out for that email

Agenda • Role of the Bailiff • Getting in to Your Room • Bailiff’s Script/Checklist • Zoom Functions • Google Drive • Connectivity Issues

Your Courtroom • Two components: • Zoom Room • Google Drive Folder • Courtroom assignments will be sent to you ahead of time • If doing multiple rounds, new Zoom link for each round but same Courtroom Folder

Signing On • Tab Room staff must let you into the room • Then, you will be designated the “host” • It may take time for us to get to your room • Please click the link to your room 15 minutes before the student check-in time

Agenda • Role of the Bailiff • Getting in to your room • Bailiff’s Script/Checklist • Zoom Functions • Google Drive • Connectivity Issues

Bailiff and Presider Work Together • Bailiff and Presider will have scripts • Scripts help move the trial along • Bailiff will make announcements before and after trial • Presider will lead everything during trial

When in Doubt, Follow the Script • Lots of tasks to complete as Bailiff • The script acts as a checklist to guide you through the process • Recommend: have script separate • Either print it ahead of time; or • Having the script on a different phone or tablet

Tips for Managing the Round • If you have multiple screens, use them • Don’t panic – if you need more time, take it • If you have a problem and are not sure what to do, ask Tab for help via Slack • Make sure to communicate with Tab Room often • Use the chat function to communicate directly with the presider or competitors as necessary

Agenda • Role of the Bailiff • Getting in to your room • Bailiff’s Script/Checklist • Zoom Functions • Google Drive • Connectivity Issues

Audio and Video • Unless speaking, audio and video should be muted for all participants – including the bailiff • Except presiding judge – video always on, but sound muted unless ruling on objections/directing trial

Zoom - What We Tell Judges • Speaker View vs. Gallery View • Side-by-side mode • Especially important for live stream • Hide non-video participants

Changing Views

Side-by-side View

Hide Non-Video Participants Step 1

Hide Non-Video Participants • Hide all non-video participants Step 1 Step 2

Host Controls

Host Controls - Participants

Participant Controls • List of all participants • Allows you to: • • • Admit and remove people Mute audio Stop video Start a private chat Make someone a co-host

Admitting Participants

Muting Audio

Stopping Video

Re-starting Video

Designating Co-Host

Host vs. Co-Host • You will be the “Host” of the meeting • Only the Host can: • Make someone a co-host • Creating and managing breakout rooms • Start live streaming • The Host and the Co-host can: • • Mute participants (including video) Admit/remove participants Rename participants Record

Host Controls – Private Chat

Private Chat

Host Controls – Screen Share Settings

Host Controls – Screen Share Settings • Screen share is not something Bailiff will use • But, make sure the competitors can

Host Controls – Screen Share Settings

Host Controls – Breakout Rooms

Creating Breakout Rooms

Breakout Rooms Settings

Opening Breakout Rooms

Moving to Breakout Rooms

Communicating with Breakout Rooms

Host Controls – Live Stream

Live Stream Procedure • When round is ready to go, tell Tab and turn on live stream in the meeting • Tab will give you all clear to start the round • When you start the live stream, it is not live on You. Tube yet • Tab Room must start the actual broadcast

If the Live Stream Fails • We will allow spectators to enter the round if the live stream fails • However, spectators will ONLY be admitted if: • There is a break in the trial • The spectator’s name is in this format: “(Observer [team #]) [Name]” • Ex: (Observer 55) Missi Watt • Ex: (Observer 75) Brandon Harper

Agenda • Role of the Bailiff • Getting in to your room • Bailiff’s Script/Checklist • Zoom Functions • Google Drive • Connectivity Issues

Google Drive – Courtroom Folder • Has everything you will need for the round • • Ballots Rosters Link to Judge Assignments Link to Zoom room for Tab Room and other Courtrooms • Bailiff’s Script/Checklist

Google Drive – Courtroom Folder

Courtroom Folder – References Sheet

References Sheet

Judge Assignments

Courtroom Folder – References Sheet

Courtroom Folder – Ballots

Ballot Links List • Copy ballot links from this sheet when sending to judges through Zoom

Ballots • Look like traditional blue ballots, but they are online • 2 step process: • Filling it out – all yellow boxes must be completed • Submitting it – judges must follow the submit steps to complete the ballot

Agenda • Role of the Bailiff • Getting in to your room • Bailiff’s Script/Checklist • Zoom Functions • Google Drive and Ballots • Connectivity Issues

Loss of Connection – Competitor What students are supposed to do: 1. Try to reconnect to the meeting by clicking the link again 2. Send a message to the Bailiff and his/her team 3. If he/she still can’t connect: • Use Zoom app on phone; or • Use the dial-in info to call into the meeting on phone 4. When re-entering the meeting, make sure audio and video are muted • Especially if coming in by phone

Loss of Connection – Competitor • If the competitor re-enters by dialing in on their phone: • Make sure to mute the competitor ASAP • Re-name the competitor to their attorney or witness role so that judges know who they are

Loss of Connection – Judge • If a judge loses connection, find their contact info in the judge assignment sheet • Contact the judge via phone • If you are unable to reach the judge, let Tab Room know immediately • If you reach the judge, help them rejoin the meeting as best they can

Loss of Connection – You • First, wait about 1 minute • Then, try to re-enter the meeting via the link • If that does not work after 2 or 3 tries, contact Tab Room • We will have someone take over bailiff responsibilities until you are able to re-enter the room

Loss of Connection • Whenever someone must re-enter the room, remind them to MUTE their audio and video • If not, they may disturb the trial

Questions?