How can I support my clients who have remote court appearances?

If supporting women as they prepare for and attend court is an important part of your job, here are some suggestions to assist you help them prepare for and attend virtual/remote court proceedings.

Ahead of time

• Assist your client find out how her court appearance is going to take place. Will it be by telephone or videoconference? If by telephone, what is the number she has to call? If by videoconference, what platform is being used?
• Does she have whatever technology she needs for the court appearance? If not, can you advocate for a different kind of remote hearing?
• Make sure she and you know the telephone number/have the link to the remote appearance.
• Ask your client if she would like you to be present for her court appearance.
• If she says yes and has a lawyer, connect with the lawyer’s office to find out how you can be connected to the hearing
• If she says yes but does not have a lawyer, check with your court to find out how you can be connected
• Assist your client to prepare for court the same way she would in-person:
• Make sure all her paperwork is complete and properly filed
• Review with her what the court will be dealing with at this appearance and what the possible outcomes are
• Encourage her to arrange child care and time away from work just as if she were going to court in person
• Clarify what role she wants you to play
• Talk to her about self-care measures she can put in place for before, during and after the court appearance
• Talk with your client about special plans she may want to make for her remote court date:
• Discuss whether she can have another support person available to her in addition to you
• Share our remote court appearances checklist (LINK) with her and discuss safety planning and best practices
• Test the technology you plan to use in the location you will be for the hearing, if you will be attending it with your client
• If the hearing is taking place by videoconference, make sure the name that appears on the screen is yours and not a colleague’s or family member’s
• Set up a time to debrief with your client as soon as possible after the hearing is over

Day of court

• If you will be attending court with your client, make your own arrangements to be set up in a safe, private space where you will be free from interruptions
• If the hearing is by videoconference, dress professionally and make sure there are no inappropriate images behind you that can be seen by others
• If you are taking notes, have that set up before court starts
• If you think you might need them, make sure you have copies of your client’s court documents within reach
• Arrange to connect with your client before the time of her hearing, just as you would spend time in the courthouse waiting area with her. Review what will happen, make sure that she is set up safely and privately and has her court documents at hand
• If she has another support person with her (either in-person or remotely) check to see that that person is in place
• If the two of you plan to communicate privately during the hearing, make sure you have whatever system you are using (text messaging, email, etc.) ready to go
• Ask your client if she has any last-minute questions
• Make sure all devices you will be using are fully charged and/or plugged in to a power source
• If the court hearing is by teleconference, use a landline if you have one
• If the hearing is by videoconference, log in 15 minutes early

During the hearing

• Your role during the hearing is the same as if it were taking place in person: to support your client in whatever ways she has asked of you
• Do not speak unless the judge or one of the lawyers directly asks you to
• Be polite and do not demonstrate frustration or anger by facial expressions/eye rolling or other body language
• Be respectful to everyone at the hearing
• Do not eat or drink during the hearing
• If you have to leave the hearing for any reason, let your client know and leave and re-enter quietly
• Follow any instructions provided by the judge
• If you are asked to speak, do so slowly and clearly
• Do not use speakerphone if the hearing is by videoconference
• Mute your microphone when you are not speaking

After the hearing

• Make sure you have disconnected all your devices from whatever system was being used for the hearing
• Review and organize your notes and send them to your client
• Debrief with your client, making sure she is clear about any required actions on her part and checking in with her about self-care
• Set up your next regular appointment with your client
• Debrief with your team/supervisor at your next regular meeting
• Make time for your own self-care