What to expect at a virtual Ontario LTB hearing.

Start with the Notice of Hearing.

The Notice of Hearing identifies the scheduled date, time and hearing format. It may include the Zoom link, telephone access information and directions about documents or participation. Read the entire notice and keep it available on the hearing date.

A virtual hearing may be attended by video or, where permitted, telephone. The format and instructions for the particular file should be confirmed from the current Notice of Hearing and any later direction from the LTB.

Test the technology before hearing day.

Use a reliable computer, tablet or phone with a working microphone, speaker and camera. Install or update Zoom if required, test the audio and video, and confirm that the device can remain powered for the hearing. A headset may improve sound and reduce background noise.

• Keep the Zoom link and telephone backup information accessible.
• Use a stable internet connection where possible.
• Know how to mute, unmute and turn the camera on or off.
• Close unnecessary programs and silence notifications.
• Have a charging cable and a backup method of joining.

Join early and expect a waiting period.

Tribunals Ontario advises participants to join at the time stated on the Notice of Hearing so technical or sign-in issues can be addressed. After connecting, participants may enter a waiting room and may not be admitted immediately.

Use a display name that allows LTB staff to identify you and the party you represent. Once admitted, follow the directions provided by the moderator, dispute resolution officer or member. Keep the microphone muted when not speaking.

Choose an appropriate location.

Attend from a quiet, private and well-lit space. Avoid driving, working or moving between public locations during the hearing. Position the camera so your face can be seen clearly and keep confidential documents out of view.

Tell the people around you that a legal proceeding is underway. Reduce interruptions and make appropriate arrangements for children, pets, deliveries and other foreseeable disruptions.

Keep the evidence easy to navigate.

Uploading evidence does not make it easy to use automatically. Maintain your own organized copy with an index and page numbers that correspond with the disclosed version. Open essential documents before the hearing and know where the relevant entries, photographs or communications are located.

Keep the application, notices, prior orders, chronology, witness list and requested remedies nearby. If the member asks for a page, respond with a clear document name and page reference.

Prepare witnesses and participants.

Confirm that every witness has the hearing information, a suitable device and the disclosed documents they may need. Witnesses should understand when to join and that they may have to wait. They should be available for questions from the other party and the member.

If an interpreter, accommodation or change in hearing format may be required, review the applicable Tribunals Ontario process and make the request as early as possible. Do not assume that arrangements will be made automatically.

Mediation or preliminary discussions may occur.

Depending on the proceeding and available resources, the parties may have an opportunity to discuss settlement or mediation. Consider the outcome you are seeking, the terms you could accept and the practical limits of any proposed agreement before the hearing date.

Settlement is voluntary. If no agreement is reached, the proceeding may continue to adjudication. Be prepared to present the case even where settlement discussions are expected.

During the hearing.

The member controls the hearing and determines the order of participation. Listen carefully, avoid speaking over another participant and answer the question being asked. Address the evidence rather than using the hearing to repeat every disagreement that occurred during the tenancy.

Keep notes of directions, undertakings and any issue that requires follow-up. If you do not hear or understand something, ask for clarification rather than guessing.

If a technical problem occurs.

Attempt to reconnect using the original link or the telephone information on the Notice of Hearing. Record what happened and the steps taken to return. If possible, use the contact instructions provided for the hearing. A technical interruption should be addressed promptly and factually.

Common preparation problems.

• Opening the Zoom link for the first time at the scheduled start time.
• Using a device with poor audio, low battery or no backup connection.
• Joining from a noisy, public or unsafe location.
• Searching through unlabelled evidence while the hearing is underway.
• Failing to confirm witness availability or access.
• Assuming that mediation will occur or will resolve the matter.
• Ignoring directions contained in the Notice of Hearing.

Discuss your matter