Recording of Hearings
The Appeals Commission electronically records all oral hearings,
unless otherwise directed by the Commission, using digital audio
recording technology.
Oral hearings consist of in-person hearings, teleconference hearings,
and combination hearings. Documentary hearings are not recorded
because no oral evidence or arguments are presented to the hearing
panel.
Recording proceedings at appeal hearings helps create a transparent
and accountable appeals system.
Below is a list of Frequently Asked Questions. If you do not find
your question in the list below, please contact the Appeals Commission.
- What exactly is recorded?
- May I record the hearing myself?
- What is a transcript?
- Are all recorded hearings transcribed?
- Who transcribes the audio recordings?
- Who pays for the transcripts?
- Who has a right to receive a transcript?
- What does "party" mean?
- When can I request a transcript?
- How do I request a transcript?
- What happens after I request a transcript?
- How long does it take to get a hearing transcribed?
- How are the recordings transcribed?
- What is the official record?
- Can I get a copy of the audio recording only?
- Am I informed before a hearing that the proceedings will be recorded?
- What should I expect at the hearing?
- What happens if the recording equipment malfunctions during a hearing?
1. What exactly is recorded?
The entire appeal hearing is recorded. An appeal hearing begins
with the hearing chair's opening remarks and ends with the closing
remarks with attending parties present. It does not include pre-
and post-caucus panel discussions, introduction of the parties,
panel recesses to caucus, or adjournments.
2. May I record the hearing myself?
No. In the interest of consistency and accuracy, parties and other
attendees at a hearing may not record the hearing themselves. If
a party would like a copy of the recording, he/she must apply to
the Appeals Commission in writing to request a transcript.
3. What is a transcript?
A transcript is a written account of the verbal interactions that
took place at a hearing. It is a certified, word-processed copy
of the electronic audio recording of an appeal hearing; a physical
record of the events that took place at a hearing.
4. Are all recorded hearings transcribed?
No. Recordings are transcribed only upon request.
5. Who transcribes the audio recordings?
All audio recordings of Appeals Commission hearings are transcribed
by a certified transcriptionist. Recordings must be transcribed
by an external, professional transcription service.
6. Who pays for the transcripts?
Whomever requests a transcript is responsible for all costs involved
in obtaining a transcript copy of a recorded proceeding, including
the cost of the Appeals Commission's copy of the transcript.
7. Who has a right to receive a transcript?
Appeals Commission hearings are not public hearings and, therefore,
only parties to the appeal are eligible to receive a copy of the
transcript of the hearing.
A request for transcript must be made to the Appeals Commission
in writing.
8. What does "party" mean?
A "party" is one of the following:
An appellant (or representative)
A respondent (or representative)
Any interested party, as granted party status by the Appeals Commission.
Any person who has not been granted party status by the Appeals
Commission does not have a right to receive a copy of the transcript
of the recorded proceedings.
9. When can I request a transcript?
A party to an appeal may request a copy of the transcript only
after a decision has been issued.
Please Note: When requesting a transcript, the party must agree
to allow the transcription company to forward a copy of the transcript
to the Appeals Commission, at the requesting party's expense.
10. How do I request a transcript?
A request for transcript to the Appeals Commission must be made
in writing.
The request must contain the following information:
- Applicant's full name, address, and telephone number
- Applicant's designation of any representative authorized
on their behalf, along with their address, and telephone number
- Applicant's signature
- Appellant's name
- Respondent's name
- Claim number
- Date of appeal hearing
- Name of transcription company
Click here for the
Request for Transcript Form.
11. What happens after I request a transcript?
The hearing coordinator copies the audio recording onto a compact
disc and forwards the CD to the transcription company selected
by the requesting party.
After delivering the original, certified copy of the transcript
to the requesting party, the transcription company couriers a
photocopy of the transcript and the CD audio recording back to
the hearing coordinator.
All transcription fees are handled directly with the transcription
company and the requesting party.
12. How long does it take to get a hearing transcribed?
The number of days it takes to complete a transcript, from the
date of receipt at the transcription company to the delivery date
to the requesting party, is known as "turnaround time."
The average turnaround time (regular rate) is 10 - 15 days. The
maximum turn-around time is usually no longer than 30 days. If
you need a transcript sooner, then you may have to pay a rush
rate fee. Check the policies of your chosen transcription service.
13. How are the recordings transcribed?
Audio recordings of Appeals Commission hearings are transcribed
verbatim. No omissions are allowed. This means that the transcriptionist
does not remove "um's" and "ah's" and "false
starts" of any of the speakers at the hearing.
14. What is the official record?
The audio record of a hearing that is stored in the Appeals Commission's
file server is the one, true and official record of the proceeding.
If there is a discrepancy between the audio version of the recorded
hearing and a typewritten transcript, the audio recording is considered
the official record.
15. Can I get a copy of the audio recording only?
No. The Appeals Commission distributes copies of audio recordings
to specified transcription companies only. External parties may
not receive a copy of the audio recording, unless specifically
directed by the Appeals Commission.
If a party to an appeal wants a copy of the recorded proceedings,
he/she must request a transcript.
16. Am I informed before a hearing that the proceedings
will be recorded?
Yes. The Appeals Commission informs parties that the appeal hearing
will be recorded before they come the hearing. An acknowledgement
letter, acknowledging receipt of the request for appeal, is sent
to all parties. This letter mentions that the appeal hearing will
be recorded. Also, a hearing notice is sent to parties prior to
a hearing. In addition to the hearing date, time and place, the
hearing letter explains that the proceedings will be recorded.
17. What should I expect at the hearing?
At the beginning of the hearing, the hearing chair will ask everyone
attending the hearing to introduce themselves and say their names.
This is called voice mapping. Voice mapping is done so that the
transcriptionist can become familiar with the different voices
involved in the hearing.
During the hearing, the appeals secretary will sit at the computer
terminal and monitor the recording equipment. He/she will also
enter log notes into the computer throughout the hearing. Log
notes are time-stamps for segments of audio recording, used for
quick and easy reference when playing back a recording.
18. What happens if the recording equipment malfunctions
during a hearing?
When there is a failure in the recording system, the proceedings
are adjourned until the failure is corrected. If a quick solution
cannot be found, then the hearing is moved to another hearing
room, if one is available.
If all else fails, and the hearing cannot continue being recorded,
the hearing chair asks the parties in attendance if they wish
to continue with the proceedings, unrecorded. If there is a difference
of opinion, then the hearing chair asks for arguments from the
parties as to why the hearing should or should not continue.
Ultimately, the hearing panel decides whether to adjourn the
proceedings until a later time or continue with the hearing unrecorded.
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