Practical arrangements
The responsibility for identifying and arranging a suitable remote location lies with the requesting party, not GTC Scotland. Any costs associated with the use of a video link, teleconferencing or the use of a suitable remote location must be met by the requesting party (or as otherwise agreed between the parties).
Video link
At our offices, the hearing suite is the only room which can be used for video link via Life Size. If this facility is required, this should be indicated by the requesting party in their application.
Video links can be prone to minor difficulties such as sound interference and low image quality. Also, on occasion, there may be a time delay between the sound and picture. These problems are normal with these types of technology and, unfortunately, are beyond our control.
Teleconference
We use a teleconference system accessible from any landline or mobile. It should be noted however that the use of teleconferencing is likely to be a less effective option than using video, especially when obtaining witness evidence.
Where teleconference is to be used, we will provide a number to dial and a pass code to enter in order to access the teleconference. We will meet the cost of the teleconference provided the remote participant or remote witness dials in from a landline or a mobile with ‘free’ minutes, but will not meet any costs associated with the remote location (for example, a room booking).
Documents
It must be identified in advance by the parties what documents a remote participant or remote witness requires access to and at what point they should have access to them. Where possible this will be agreed between the parties. If agreement is not possible, a panel will decide what documents should be provided and at what stage. The remote location must have the facility for documents to be transmitted during the course of the hearing if required (by email, for example).
Testing
Testing may be carried out by a servicing officer prior to an application being considered by a panel, where this is requested by a party. It is recommended that this test be carried out where there is any doubt as to the suitability of a remote participant or witness’ electronic device or internet connection. Where the application is being made last-minute due to unforeseen circumstances and where there has been no test carried out, the likelihood of issues being encountered is higher and this should be borne in mind by panels.
Link failures
If the video link/teleconference fails, or it is considered that the use of video link and teleconference is no longer appropriate taking into account the factors noted under the section ‘Considering an application’, the options available are to:
(a) use an alternative means of participation
(b) adjourn the hearing to a later date/time so that the issues can be resolved or a witness can attend in person
(c) exclude a witness’ evidence (only in exceptional circumstances)
Before a decision is reached, submissions should be heard from both parties (where applicable) and advice sought from the servicing officer and/or legal assessor as appropriate.
Recording remote hearings
The hearing will be formally recorded by the servicing officer using video link or teleconferencing platform used for the hearing, in accordance with Rule 1.7.9 of the Rules. We will keep an audio recording for 6 months after conclusion of the case, and it will then be destroyed in line with our Records Management Policy. The recording will not be made publicly available, but can be provided to the teacher on request. It is strictly prohibited for any other person to audio or video record, screen shot, photograph, copy or share our hearing proceedings.
The responsibility for identifying and arranging a suitable remote location lies with the requesting party, not GTC Scotland. Any costs associated with the use of a video link, teleconferencing or the use of a suitable remote location must be met by the requesting party (or as otherwise agreed between the parties).
Video link
At our offices, the hearing suite is the only room which can be used for video link via Life Size. If this facility is required, this should be indicated by the requesting party in their application.
Video links can be prone to minor difficulties such as sound interference and low image quality. Also, on occasion, there may be a time delay between the sound and picture. These problems are normal with these types of technology and, unfortunately, are beyond our control.
Teleconference
We use a teleconference system accessible from any landline or mobile. It should be noted however that the use of teleconferencing is likely to be a less effective option than using video, especially when obtaining witness evidence.
Where teleconference is to be used, we will provide a number to dial and a pass code to enter in order to access the teleconference. We will meet the cost of the teleconference provided the remote participant or remote witness dials in from a landline or a mobile with ‘free’ minutes, but will not meet any costs associated with the remote location (for example, a room booking).
Documents
It must be identified in advance by the parties what documents a remote participant or remote witness requires access to and at what point they should have access to them. Where possible this will be agreed between the parties. If agreement is not possible, a panel will decide what documents should be provided and at what stage. The remote location must have the facility for documents to be transmitted during the course of the hearing if required (by email, for example).
Testing
Testing may be carried out by a servicing officer prior to an application being considered by a panel, where this is requested by a party. It is recommended that this test be carried out where there is any doubt as to the suitability of a remote participant or witness’ electronic device or internet connection. Where the application is being made last-minute due to unforeseen circumstances and where there has been no test carried out, the likelihood of issues being encountered is higher and this should be borne in mind by panels.
Link failures
If the video link/teleconference fails, or it is considered that the use of video link and teleconference is no longer appropriate taking into account the factors noted under the section ‘Considering an application’, the options available are to:
(a) use an alternative means of participation
(b) adjourn the hearing to a later date/time so that the issues can be resolved or a witness can attend in person
(c) exclude a witness’ evidence (only in exceptional circumstances)
Before a decision is reached, submissions should be heard from both parties (where applicable) and advice sought from the servicing officer and/or legal assessor as appropriate.
Recording remote hearings
The hearing will be formally recorded by the servicing officer using video link or teleconferencing platform used for the hearing, in accordance with Rule 1.7.9 of the Rules. We will keep an audio recording for 6 months after conclusion of the case, and it will then be destroyed in line with our Records Management Policy. The recording will not be made publicly available, but can be provided to the teacher on request. It is strictly prohibited for any other person to audio or video record, screen shot, photograph, copy or share our hearing proceedings.
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