Virtual Hearings

Virtual hearings allow parties to participate remotely. This section provides information on technology requirements, how to access a virtual hearing, and tips to help ensure a smooth experience. Be sure to review all sections to ensure appropriate planning time.

Please note: A virtual hearing is also known as a video hearing.

Rules for virtual hearings are set forth in Commission Rule 2.4 in the Rules of the Commission.

Preparing for a Virtual Hearing

Ready Your Device

  • Test your device and network at least 48 hours prior and again at least 10-15 minutes prior to the hearing.
  • Ensure your device is fully charged or plugged in.
  • Close unnecessary applications.
  • Disable sleep/standby mode.
  • Position yourself in a quiet, well-lit area.
  • Have your video and microphone ready before joining.
  • Join the hearing 5-10 minutes early.
  • Use wired Ethernet when possible.
  • If using Wi-Fi, stay close to the router and minimize other devices’ usage.

File Your Exhibits

  • Pre-filing of exhibits and medical records designations are mandatory and must be filed no later than seven (7)
    calendar days prior to the scheduled hearing.
  • Pre-filing of exhibits and medical records designations can be sent via U.S. mail, fax, or uploaded via WebFile to a claim prior to a hearing using the Upload Documents/Forms feature. Details and instructions can be found in the WebFile Guide on the WebFile page for each corresponding user role.

Invite Witnesses, if Needed

  • Emailing the hearing notice, invite or link of the virtual hearing to the witness will allow them access to the hearing.
  • Failure to supply a witness with the link/invite will not be grounds for a continuance.
  • Any document about which a witness will testify must be sent to the witness prior to the hearing. Failure to supply a witness with the relevant documents may result in exclusion of the witness’s testimony regarding those documents.
  • Witnesses must state prior to their testimony that they shall not receive any assistance from any source while testifying.

Recognize Recording Restrictions

  • Recording the hearing is prohibited unless prior authorization is granted by the Deputy Commissioner.
  • The Commission’s recording of the hearing is the sole official record of the hearing.

Observe Best Practices

  • A virtual hearing is a formal judicial proceeding, and all parties should dress in a professional manner.
  • All attendees must participate from a quiet location free of distractions.

Joining a Virtual Hearing

Virtual hearings are held via Webex and require a personal hearing link to join. You should receive a link in one of the following ways: an email with a calendar invite containing a personal Webex hearing link, an email from Webex with the direct link included, or a WebFile notification. The link can also be found in a Hearing Notice you should receive via U.S. mail.

  • From a calendar/email invitation, click the green “Join Meeting” button in your email or calendar invitation.
  • Using a paper Hearing Notice, type the link exactly as shown into your browser to join the session. If you have WebFile access, you may also click the hearing link within your WebFile hearing notice. This will take you directly to the Webex session.
  • If you cannot access the hearing notice via invitation link or using the paper Hearing Notice, or if you have trouble trying to access the meeting using the link, please contact the Deputy Commissioner’s office in one of the following ways:

Support is available Monday through Friday, 8:30 a.m. - 4:45 p.m.

Webex System Requirements

Webex System Requirements
  • View the Webex System Requirements page.

How do I know if Webex will work on my computer or mobile device?

  • You can run a Webex test meeting. Enter your name and email, then click Join.

Do I need the Webex app on my mobile device?

  • Yes. Install from Apple App Store or Google Play.

Do I need a Webex account to participate?

  • No. An account is not required to join a VWC hearing. If you don’t have an account, you will join the hearing as a guest.

Webex Resources

Help with Virtual Hearings

If you have problems accessing your virtual hearing, you can contact VWC in one of the following ways:

Support is available Monday through Friday, 8:30 a.m. - 4:45 p.m.