5. Plan your hearing space
Question and answer
How do I prepare for my refugee hearing?Most refugee hearings are held remotely by videoconference over Microsoft Teams. You only get an in-person hearing if you ask for it and the RPD agrees or the Member decides the hearing will be in person.
The RPD sends you a Notice to Appear letter with important instructions for attending a virtual hearing.
It's important to plan so you're ready to participate in the videoconference on hearing day.
Plan your hearing space
To participate in the virtual hearing, you will need:
- a reliable computer, tablet, or other device with a camera and microphone
- a good internet connection
- access to Microsoft Teams
- a private space where you feel comfortable and can speak without being interrupted
- a phone nearby to use if there are technical issues
You're allowed to use a smartphone for your hearing, but it is not recommended because it has a small screen. It is best to use a tablet, laptop, or desktop computer with a large screen so that you can see everything well during the hearing.
Talk to your lawyer or licensed representative about what hearing space is best for you. You could do your hearing from your own home or a friend's home if you feel comfortable and have the privacy, space, and equipment that you need. Your lawyer or licensed representative might also have a private space and equipment at their office that you can use for your hearing.
Using the RPD’s office
If you do not have a proper space for your virtual hearing, you can ask the RPD to use their office. The RPD has private rooms and equipment that refugee claimants can use for their virtual hearings. You must ask the RPD registry office that your file is with at least 10 working days before your hearing. If you need to ask less than 10 working days in advance, you must:
- write to the appropriate registry
- explain why the request was not made on time and anything else that supports your request
- include any documents that support the reason your request is late
Witnesses
If you want any witnesses to give at your virtual hearing, make sure that they have the technology they need. If your witnesses do not have access to reliable computer equipment, they can participate by telephone.
Witnesses can also prepare a written statement that you or your lawyer or licensed representative can submit to the RPD before your hearing. Discuss about any potential witnesses with your lawyer or licensed representative.
Hearing link
If you have a lawyer or licensed representative, the RPD sends the hearing link to them by email a few days before the hearing and they send it to you. If you do not have a lawyer or licensed representative, the RPD sends you the link by email.
If you do not get the hearing link, check your Junk Mail folder, and ask the RPD.
On the day of the hearing, you need to click the link to enter the videoconference 15 minutes before the hearing starts.
Children
Refugee claimants under age 18 usually do not need to attend their hearing unless the Member requires it. But if they want to attend, they can.
If you have young children, it's usually a good idea to plan childcare during the hearing so you can focus.
What to bring
During the hearing, have these documents available nearby, but not in front of you:
- originals of documents you filed
- envelopes you got in by mail
- all documents that you filed or are related to your claim
- phone numbers for any witnesses who may be testifying by phone
Learn more
Get legal advice about your case. And talk to a lawyer or licensed representative about how to prepare for your hearing.
Our printable tipsheets can help you:
- prepare for your refugee hearing
- gather your evidence
- know what to do after your hearing
My Refugee Claim is a website with more information about preparing for your refugee hearing, in multiple languages. And you can watch the FCJ Refugee Centre's video about preparing for your refugee hearing.
You can also register for a free virtual Ready Tour session where an (IRB) staff member gives information about the hearing by Microsoft Teams.