Scheduling

REMOTE LITIGATION ACADEMY™

Scheduling

Getting Started

In additional to the normal scheduling info, we will need to know:

  • whether the witness, court reporter, videographer, and/or interpreter will be remote.
  • the email address for witness, if applicable, and lawyer(s) attending on behalf of each party (we must notify all parties regardless of intent to appear via web). This information can be accomplished in your Notice
  • if witness is appearing via Web, do they have and can they operate webcam and internet speed.

Please confirm the witness has a device with webcam and high-speed internet. Phipps Reporting can provide remote setup kits for witnesses who do not have the required setup.

Notice of Taking Deposition

  • Request a connection link from scheduling@phippsreporting.com prior to drafting the notice.
    As soon as we receive the basic scheduling details, we’ll send you an acknowledgement that includes the Web link that can be added to the notice in lieu of a physical location address; however, we recommend not including Web link passwords. All parties on the notice are emailed the connection link, as well as the witness when the witness will be attending remote.
  • Send Phipps Reporting your Notice for Scheduling.
    Our Scheduling Team will reply with an Acknowledgment that includes the Web connection link. We will send out the connection info to all parties listed on the service list, including the witness where applicable.
  • Notices should include a complete service list with email addresses of all parties on the notice, including the witness/deponent if they are attending remote, unless represented and their lawyer will handle. Notices should also include “taken before a stenographic reporter.” 

Oath

  • If deponent is out of state, a Florida stenographer can only swear over Web with their consent so plan accordingly via advanced agreement or statements in your notice.
  • The stenographer must be able to see and hear the witness, as well as view a form of state-issued picture identification if the witness is not known to anyone in the proceeding.

Exhibits

Before the proceeding takes place: 

Please send potential exhibits to scheduling@phippsreporting.com and reference our job number in the email subject line so we’re able to send to the reporter in advance.

If reporter is appearing with witness and docs need to be printed, our staff will print the exhibits beforehand so that they’re ready before the deposition begins. Please allow enough time for logistical challenges and printing time.

Best Practice:  Send Bates stamped and/or premark exhibits is recommended.  If you need help with electronic stamping or marking, please reach out for assistance.

After the proceeding takes place:

Email all documents entered into the record to production@phippsreporting.com and reference our job number in the email subject line so we can send to reporter for official marking.

Note: When describing a new document that is to be entered into the record, please remember to be specific in your description so that it is easily identifiable without a sticker.

Video

  • The videographer can be present at a physical location with the witness or they can be remotely connected to the Zoom meeting. When a Zoom deposition is captured by a remote videographer who connects to the meeting, the video feed from the witness is pinned so that the video frame is of the witness only. Document display must also be captured in a way that allows for alteration should the exhibit not be admitted into evidence at trial.
  • If you would like to have a member of our video team be handle the presentation of your exhibits to all connected participants, please send all potential exhibits via email when you schedule this service.

Interpreters

  • Phipps Reporting interpreters can remotely join the remote proceedings if it’s not possible for them to be physically onsite with the witness.
  •  Please confirm end time with our Scheduling team so that we reserve the interpreter for the appropriate length of time.
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QUESTIONS? PLEASE DO NOT HESITATE TO CALL!

If calling afterhours, please press #5 to leave a message in our afterhours voicemail box. All afterhours messages matter.

  • Please note “Schedule Location” in the body of the email if you have chosen one of our locations.
  • Please note “Schedule Videographer” or “Schedule Interpreter,” stating the translation language, if you would like to use our services in that regard.
  • Please specify whether you will need any of the following special services:
    • Realtime
    • Immediate Draft
    • Daily Copy or Expedited Service
    • Web Conference
  • You WILL receive an acknowledgement form of your setting within 24 hours of your email. Please check it and verify all the data entered into our system is accurate.
  • The day before the setting, you will receive an additional confirmation.
  • If the setting is taking place the same day or the following business day, please send the email with the note “URGENT,” and please call our office to be sure the setting is acknowledged.

We’re here to HELP! Call 1-888-811-3408 for more information

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