Welcome to the Judicial Council of California's Video Remote Interpreting Online Training. This training is designed to help California court interpreters provide video remote interpreting, or VRI. In this module, we will discuss what VRI is and how different courts around California may use VRI. We will also discuss how you can set up and prepare for your remote interpreting assignments. Let's get started. What is VRI? VRI stands for Video Remote Interpreting. That means the interpretation, either spoken or signed, is delivered remotely using a video and audio connection. VRI enables users to see and hear each other from any location. Before going into more detail on the different ways VRI can be used, let's look at why the courts may choose to use VRI. In January of 2015, the Judicial Council of California adopted a statewide language access plan called the Strategic Plan for Language Access in the California Courts. This plan aims to expand language access services for Limited English Proficient, or LEP, court users statewide. One of the ways to expand language access is by using technology. VRI is a tool that helps support the goals of this plan. With VRI, courts can provide LEP and Deaf and hard-of-hearing court users with access to certified and registered interpreters. There are many reasons courts may use VRI, such as when a certified or registered court interpreter is not available for on-site interpretation, when court operations require remote hearings, such as due to court closures or for the health and safety of participants, or when a party is unable to appear in person for a particular reason. This could be due to health reasons, or perhaps an LEP court user is in custody and needs an interpreter to provide remote interpretation. Additionally, VRI can be used for many different matters. These include juvenile hearings, mediations, probate, and civil matters. It can also be used for short, non-complex hearings, such as scheduling conferences or discovery disputes, in both criminal and civil courtrooms. In many situations, VRI can be an effective way to provide LEP court users with immediate access to a qualified interpreter. For more information on considerations for a VRI court event, see the supplemental resources provided with this video. So how do courts use VRI? In California, there are 58 superior courts, one for each county. Each court may use VRI a bit differently, so let's look at a few ways you might see VRI being used throughout the state. Courts may use VRI for fully remote hearings in which everyone, including the judge and attorneys, are appearing remotely through a videoconferencing platform. Courts may also use VRI when some court participants are appearing remotely and other participants are physically present in the courtroom. These are called hybrid hearings. Hybrid hearings can have a lot of different variations. For example, all parties may be in the physical courtroom, while the interpreter is working from a location outside of court. Or you, the interpreter, may be in the courtroom with the judge, and you are providing the interpretation to an LEP court user who is appearing remotely. Courts may even provide VRI from many places. For example, some courts may offer on-site workstations for you to use for connecting to a remote hearing. Or you may be asked to provide an interpretation via a videoconferencing platform while in the courtroom because the LEP court user is not in the courtroom. Additionally, some courts may have you provide the interpretation from your home by logging into their videoconferencing platform. Finally, VRI can be delivered using different setups. Some courts have a dedicated videoconferencing setup in the courtroom. These may include large screen monitors and hardwired speaker and microphone systems. Courts may also use different online videoconferencing platforms for VRI. Some common ones include Zoom, Cisco, Webex, Microsoft Teams, and Verizon BlueJeans. When using VRI, it is possible to interpret in all modes of interpretation, including consecutive interpretation, simultaneous interpretation, and site translation. However, the way you interpret using VRI may be different depending on the videoconferencing platform that the court uses and the court's process for VRI. This is especially true for simultaneous interpretation. For example, some platforms, like Zoom and Webex, have a built-in simultaneous interpretation feature, which courts may use. This simultaneous feature allows interpreters to use a designated channel to provide simultaneous interpretation to the LEP court user. This channel is similar to how interpreters may use interpreting equipment for simultaneous interpretation in the courtroom. If the court does not use this simultaneous feature, or if the videoconferencing platform does not have this feature, you may also use a separate phone line to simultaneously interpret to the LEP court user while still being on video in the platform. This setup is often referred to as dual-channel. Courts may use VRI but choose to use the consecutive mode, even with platforms that have the simultaneous feature. Courts can also use VRI to support site translation. For instance, interpreters may site translate a document that is shared on screen. As you can see, when it comes to VRI, there is no one-size-fits-all approach. For this reason, it is important to work directly with the court you will be interpreting for so that you have all the information about how they use VRI before your assignment. This takes us to our next topic, information to collect before the VRI event. When you get a VRI assignment, you will want to check with the court to find out information that will help you prepare. First, ask the court which videoconferencing platform they will be using for VRI. Make sure you have the platform application installed on your device and that you have downloaded and installed any updates. Be sure that you are familiar with the platform before accepting the assignment. If you are not, notify the court if you are not the right interpreter for the job. You may also want to practice with the platform before the hearing, even if you have used it before, in case any features have been updated. In addition, you will want to find out where you will be interpreting from. The court may want you to be on-site in the courtroom or at a remote location. Next, be sure that you have the correct links or meeting ID and passcode to connect to the hearing. If you've been scheduled for multiple hearings at the same court, verify whether each hearing has a unique link or if the same link should be used for all hearings scheduled that day. You may want to ask the court which mode of interpretation, consecutive or simultaneous, they prefer for the hearing. Don't make any assumptions based on the platform. As mentioned, some platforms have an interpretation feature that allows for simultaneous interpretation. However, some courts use this feature and some do not. The preferred mode of interpretation may also depend on how the LEP court user will be able to connect to the hearing. You may want to ask the court whether the event is fully remote or hybrid. If it is hybrid, ask which parties will be appearing in person and which ones will be appearing remotely. You will especially want to know how the LEP individual will be appearing and if they will be connecting to the platform. If some parties will be in the courtroom, you may want to know about the courtroom setup. For example, it can be helpful to know how the participants in the courtroom will be able to see you and if there will be independent microphones for all participants in the courtroom. Next, be sure to gather contact information for the court staff that can assist if you or the LEP court user experience any technical issues before or during the hearing. Also, ask the court if you will be interpreting with another interpreter as part of a team and, if so, how to contact them. This way, you can plan for various aspects of team interpreting, including how to communicate with each other during the VRI assignment. We will discuss communicating with team members when team interpreting or doing relay interpreting in the modules dedicated to specific platforms. You may want to find out how the court will share any court documents before and after the hearing. For instance, you may receive them via email, chat, screen share, or another way. This will help you prepare for any possible site translations. Finally, you may want to find out how to submit your daily activity log information. Check with the interpreter coordinator about any daily activity tracking and billing requirements. Let's move on to setting up your remote workstation. As mentioned before, courts may provide a workstation in the court for VRI or you could be requested to provide VRI from your home. Regardless of where you are, a proper workstation is essential. So let's look at the components of a good remote interpreting environment. If you are providing VRI from somewhere outside of the court, you will need a dedicated private space free of distractions. This might be a home office or a quiet area of your home. When choosing or setting up your workspace, keep in mind how much privacy your space provides. You should not interpret from a space where others can hear the hearing or your interpretation. This way, you can avoid any potential confidentiality risks. We'll discuss this further in the module, Professional Standards and Ethical Considerations for a VRI. Next, you will want to have good lighting. Good lighting improves your image on the screen and helps to reduce your eye strain and fatigue. A professional background is necessary for remote hearings. This can simply be the space behind you. Just be sure to remove any distracting or personal objects that you wouldn't want others to see. If the court allows it, you can also use virtual backgrounds, such as an office backdrop. Many virtual backgrounds are free and downloadable online. Use caution if choosing a pre-set virtual background from the video conferencing platform. Certain ones, like vacation scenes, would not be considered professional for court. Also, virtual backgrounds may not be possible if your computer does not have a strong enough processor. Note that some interpreters prefer to use the blur background effect that is available on some platforms. This feature blurs your background, and you will appear clear. Keep in mind, if you are an interpreter of American Sign Language, or ASL, this feature would not be desirable, as hand gestures can get blurred out as well. Lastly, your workspace should meet your needs to successfully provide VRI services on a regular basis. For this reason, be sure your workspace includes a sufficient work surface to review any documents and to take down notes. Other features, such as a comfortable chair, are also important for providing VRI regularly. In addition to preparing your workspace, if you are working outside of the court, you will need to set up and manage your equipment for VRI hearings. So, now let's go over the equipment and technology needs for VRI. First, you will need a computer, which may be a desktop or a laptop, to provide remote interpretation. Make sure that it has enough processing power to handle incoming and outgoing audio and video without freezing. It should also be powerful enough to run other applications at the same time if needed. Most newer model computers have sufficient processing power to handle these tasks. To check your computer's processing power, go to www.speedtest.net. Here you can run a quick diagnostic to find out your computer's upload and download speeds. Compare these against the bandwidth requirements for the videoconferencing platform you are using to make sure your computer meets the minimum requirements. These can typically be found online on the platform's support pages. While most computers should be sufficient for VRI, there are some devices you should avoid. If you will be using the simultaneous feature in Zoom or Cisco WebEx, you cannot use Chromebooks or computers running Linux. These devices lack some of the features needed for using the simultaneous function. Additionally, tablets and smartphones are not ideal for providing VRI. These devices depend on Wi-Fi rather than hard-wired internet connections and can lose signal. Next, be sure to download and install the latest version of any videoconferencing platforms you will be using to provide interpretation. While you can connect to most platforms via a web browser, downloading and installing them on your device will give you greater access to all their features. When installing the software, be sure to select the desktop client instead of just using a version that runs on your browser. This allows the platform to be launched and run locally from your computer. The browser version, on the other hand, is dependent on an internet connection or some sort of network to run properly. Also, be sure to regularly check for updates to the platform and install them as needed. Make sure to practice with any new updates before your interpreting event. In addition, you will need a strong and stable internet connection to help prevent you from getting disconnected from the hearing. It will also prevent the video from lagging or freezing. When it comes to the internet, a hard-wired ethernet connection is best. But if you must connect using Wi-Fi, make sure you are sitting close to the router. To help you hear all audio clearly, you should use a headset or headphones. There are various types of headphones, but some interpreters prefer shock-absorbing, noise-canceling headphones. These prevent acoustic shock and reduce distracting noises around them while they interpret. Similarly, you will need all participants to hear you clearly, so a dedicated microphone is a necessity. This may be a microphone built into the headset or an external microphone, such as a table mic. Keep in mind, while most computers have built-in speakers and microphones, these may not be adequate for interpretation. Listen to the following example. This is an example of audio using a built-in microphone, which produces average sound quality and has a higher likelihood of picking up background noises than a dedicated mic. This is an example of audio using a dedicated microphone, which produces clearer audio and has less likelihood of picking up background noises than the built-in microphone. If using an external microphone, select one that connects via USB rather than a 3.5mm jack. Platforms sometimes do not recognize mics when using a jack, so a USB connection will be more stable. When connecting to the videoconferencing platform, make sure that the correct microphone is selected under the Audio options. This way, you can ensure your computer is getting the audio from your dedicated microphone and not the built-in microphone. A camera is also needed to provide VRI. Most computers come with a built-in camera that is sufficient for VRI. However, you may set up an external webcam for your video if you prefer, or your computer does not have a camera built-in. You may also want to have a phone with earbuds handy as a secondary device. You may need to use it to call the court. Or you may need it to communicate with an interpreter colleague if providing team interpretation. As mentioned, depending on the videoconferencing platform, you may need a phone to support interpretation to the LEP court user. If calling the court user, be sure to dial star six seven before dialing their phone number to keep your phone number private. Besides the equipment and technology already mentioned, some interpreters prefer additional hardware and software to support remote interpretation, including Two computer monitors or larger screens so that they can clearly see all the participants in the remote hearing, as well as have a separate space to pull up court documents, resource materials for terminology, chat windows, or back-channel communication applications. A wireless keyboard to allow for more movement within a workspace while taking notes. Or a digital notebook for jotting down and then immediately destroying notes after a hearing to protect confidentiality. This additional equipment is completely optional and depends on your personal setup requirements. As a final point, you will want to make sure that any devices you use are fully charged and that you have a power source nearby or that the devices are plugged in. We hope this module has helped you learn some valuable information on what VRI is and how different courts around California may use VRI. We also hope it helped you learn what information to collect before a remote hearing, how to set up your remote workstation, and what equipment you will need for remote interpretation. For more information about VRI, be sure to view other modules in this series. These include Professional Standards and Ethical Considerations for a VRI, ASL Interpretation on VRI, Using Zoom for Court Interpretation, Using Cisco WebEx for Court Interpretation, and Using Dual-Channel Configurations for Simultaneous Court Interpretation. You can find links to guides and other helpful information in the accompanying resource document. Thank you.

Video Remote Interpreting

court interpreters

language access

videoconferencing platform

remote workstation