Holding hearings online requires a lot of preparation, but it doesn't have to be overwhelming. First, decide which videoconferencing platform you'll use. We recommend Zoom because the platform is easy to use and familiar to many people.

It also has excellent security features that allow you to control who can access your hearings. There are plenty of other platforms to choose from, including Google Meet. Use whichever platform you are comfortable with.

This guide will specifically address using Zoom to hold a We the People hearing, but the same principles apply to many platforms; the details will be different.

It's essential to get support from your school's administration early on, so that you can conduct hearings online. Your school or district may have a policy against using specific videoconferencing platforms, such as Zoom, which may require you to obtain a waiver. Your school's administration will also likely require parental consent.

Most important, however, is ensuring the safety of your students. You will need to show the administration that you will protect your children from Zoombombing, which is the intrusion of unwanted visitors into your meeting, who then cause various forms of mischief, including hate speech or the display of obscene materials. Children need to be protected from such behavior, but you can significantly reduce the risk of this happening by following the steps listed in Step 4, below.

We recommend that you adapt this template to address the issue of Zoombombing with your school's administration.

Although in-person simulated congressional hearings can be held on weekends or evenings to ensure that parents can attend, it is best to hold online hearings during the school day when students are typically expected to be available to participate in learning activities. This helps minimize disruption to the students' lives.

It is best not to allow parents to join the Zoom hearing. Many parents will not be known to you personally, making it difficult to determine whether they should be admitted to the hearing room. Be sure to coordinate the date and time of the hearing with your principal or school administration, as well as your volunteers. Invite your principal to attend, allowing them to see how valuable We the People is as a learning experience.

For most non-competitive We the People hearings involving just one class divided into six groups, you can set up just one Zoom meeting, which will last a total of three hours. Each unit's hearing lasts 30 minutes. The facilitator and judges will arrive at least 20 minutes before the first hearing begins to verify that the judges' computer equipment is working, specifically the audio and video.

The facilitator then places the judges in a breakout room, where they can speak privately without being seen or heard by the students. They will be readmitted once the actual hearing is ready to begin.

During the first 10 minutes of the 30-minute unit session, students will enter the waiting room, and you or your facilitator will admit them into the hearing room. Ensure you have students' cell phone numbers in case they do not arrive at the appropriate time.

During the second 10 minutes, the judges will ask the students the question. Students will deliver their prepared remarks, at which point the facilitator starts the timer. Students have 4 minutes to deliver their speeches. At the three-minute mark, the facilitator holds up a sign in front of their computer's camera that says "One Minute." After the four-minute period, the facilitator announces "Time" and holds up a "Time" sign, and the students finish speaking. The students then have 6 minutes to answer follow-up questions from the judges. The facilitator follows the same procedure for holding up the "One Minute" and "Time" signs.

During the final 10 minutes, the judges give students feedback on their performance. After that, the facilitator or teacher asks the students to exit the hearing room (that is, to leave the Zoom meeting). The facilitator then places the judges into a breakout room, where they compile their scores and prepare for the next batch of students to arrive.

Watch this video to see how an online simulated congressional hearing works.

You will need a facilitator and at least three judges to conduct an online We the People simulated congressional hearing for your class. Their roles are described here:

Facilitator

The facilitator has three jobs during the hearing: (1) to admit students and guests into the hearing from the waiting room, (2) to serve as the timer during the hearing (see this timer's video), and (3) to monitor the hearing to ensure that everyone behaves appropriately, removing people from the meeting in the unlikely event that this proves necessary. Facilitators need to be comfortable enough with Zoom and technology, in general, to help troubleshoot any issues themselves. You can also ask your facilitator to meet with each of the judges and check their computer's internet connection, as well as the clarity of the audio and video feed.

Judges

For a non-competitive hearing for just one class, using just one panel of three judges for the entire three-hour session is easiest. Another option is to recruit eighteen judges: three per unit; each panel of judges would enter the hearing room at a predetermined time. You will also need at least one backup judge standing by to replace a judge who has a not-easily-solved technical issue. You might enlist an additional volunteer to tally the scores at the end of the hearings.

Scoresheets

Judges can record scores on paper using this score sheet, but creating an electronic scoresheet using Google Forms or JotForm is best.

Frequent practice before your hearings is the single most important factor in ensuring the success of an online simulated congressional hearing. Make sure that your students have internet-connected devices that they can use. This doesn't have to be a computer; even a smartphone will work.

Students should practice their prepared speeches, as well as follow-up questions. Ask students to find a quiet room to practice in, but remember that not all students have access to a calm, private space. You will also need to ensure that the judges know what to do and that their computer equipment works before the competition. You should meet with them at least twice before the competition.

As mentioned previously, it is best not to invite parents to join the hearings; instead, plan to record them and share the links afterward. However, you might invite the principal or other guests, such as members of the school board or city council. Do not post the link or password on any public forum to ensure the event's security.

The big day has finally arrived, and you are prepared. As the teacher, you must ensure each group knows when to arrive in the hearing room. You must also ensure you have student phone numbers in case they do not arrive at the appropriate time. Each Zoom meeting has a phone number that participants can use to call in if they can't connect via video. Ensure the students and judges have this phone number and the meeting password.

Finally, prepare for something to go wrong. Inevitably, a student, judge, facilitator, or volunteer will have technical difficulties. If this problem persists, ask them to call the meeting phone number. Good luck!