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Date: 05/18/20 Revision: 02/23/23 Reviewed: 02/04/24 HILLSBOROUGH COUNTY SHERIFF’S OFFICE CHAD CHRONISTER , SHERIFF STANDARD OPERATING PROCEDURE Number: GEN 208.07 Page: 1 of 3 SUBJECT: VIDEO CONFERENCE PROCEDURES I. PURPOSE : The purpose of this standard operating procedure is to establish the operational procedures for utilizing video conference s and video conference software, as approved by the Sheriff’s Office . II. SCOPE : This procedure shall apply to Sheriff's Office personnel who utilize video conference s and video conference software in the performance of their official duties. III. DISCUSSION : As a result of the increased use of video conferencing by the Sheriff's Office and Florida Courts, including Courts in the Thirteenth Judicial Circuit, the Sheriff's Office has developed this policy outlining video conferences and the utilization of video conference software by Sheriff's Office employees in the course and scope of their official duties. IV. DEFINITIONS : A. Video Conference Software - A software , which has been approved by the Sheriff's Office , for employees to utilize during the performance of their official duties. B. Video Conference - An arranged gathering via video conference software which includes , but is not limited to, meetings, depositions, and official courtroom proceedings. C. Deposition - A sworn statement provided by personnel through official proceedings after receiving a subpoena in accordance with Sheriff's Office policy. D. Courtroom Procedure - A courtroom hearing in which a Sheriff's Office employee is subpoenae d to attend in accordance with Sheriff's Office policy. V. PROCEDURE : A. While in the performance of their official duties, personnel may participate in a video conference for an event which has been scheduled to occur by video conference or is otherwise unable to be conducted in person. * B. To participate in a video conference, personnel may only utilize Sheriff's Office owned equipment, such as their assigned laptop computer or issued cell phone (with approved video conference software) or a district /division office video conference workstation. C. Upon initial account activation, personnel will be responsible for activating and testing their assigned account by logging into the appropriate link and confirming their information for registration. D. Prior to the start of a video conference, personne l shall test their hardware/software (https://zoom.us/test ) and contact the Help Desk in order to resolve any technical issues. GEN 208.07 02/23 /23 Page 2 of 3 E. Personnel participating in a video conference shall conduct themselves in a professional manner at all times and shall comply with all standard operating procedures applicable to appearance inc luding , but not limited to, GEN SOP 117.02 (sworn) and GEN SOP 117.03 (civilian). F. Personnel participating in a video conference shall do so f rom a safe and appropriate location and shall not participate in a video conference while operating a motor vehicle or while engaged in any activity which may result in injury or harm to the employee or the public. G. Personnel participati ng in a video conference shall e nsure that no individual , who is not a Sheriff's Office employee or involved in the video conference , is visible in the background or has the ability to observ e or overhear the video conference. H. If the video conference occurs during an employee’s regularly scheduled day off and attendance is mandatory , the employee will be permitted to receive an additional 15 minutes of financial compensation prior to the start of the video con ference in order to confirm the equipment is working properly . 1. The employee will also receive financial compensation for the time that they participate in the video conference. * 2. In accordance with Sheriff's Office policy, an employee’s participation in a video conference during the employee’s off-duty hours will be considered as time worked. I. Once the video conference is complete, the employee shall confirm the program is closed and logged off . If necessary , the employee shall restart the electronic device to confirm that they are no longer participating in the conference. J. Sheriff's Office employees are reminded this procedure does not replace the procedures outlined in GEN SOP 118.07 re garding “Data Policy” or GEN SOP 208.06 regarding “Subpoena Procedures.” K. Depositions/Courtroom Proceedings: Personnel may participate in depositions or courtroom proceedings by video conference when subpoenaed to provide sworn testimony, with the approval of the participating parties. Typically, the party tha t served the subpoena to a Sheriff's Office employee will have the discr etion to determine the manner of conducting a deposition, whether in person, via phone, or by video conference. Additionally , procedures for video conference for depositions or courtroom proceedings include: 1. Sheriff's Office employees who are served with a subpoena for a video conference deposition or courtroom proceeding are responsible for complying with the terms of the subpoena and must speak with their supervisor regard ing any concerns prior to their appearance. 2. Employees must be prepared to give sworn testimony via video conference by reviewing all relevant reports and materials and having said documents available for reference, as they would in a non -video conference proceeding. 3. If requested and appropriate, personnel may utilize their Sheriff's Office issued email address to share documents and materials related