The AAA-ICDR has already begun a phased-in approach to opening our case management offices, as cities and states have begun a phased-in approach to reopening businesses. As such, the AAA-ICDR is considering very carefully how we will reopen our hearing facilities. We take very seriously the matter of figuring out how to navigate in-person hearings in the current environment. We will be adhering to all of the recommendations of varying rules and protocols from local governments and health organizations.

TIMETABLE

The AAA-ICDR may be able to schedule in-person hearings in certain AAA-ICDR facilities depending on state and local guidelines as well as logistical considerations. In addition, AAA-ICDR has created a database of alternative hearing locations in a number of locales, which can be made available to parties. For additional information and assistance with scheduling an in-person (or video) hearing, please contact your regional AAA-ICDR office.

REQUIRED SAFETY PROTOCOLS AND PROCEDURES FOR ALL AAA-ICDR HEARING FACILITIES

Physical facilities

• As each hearing facility reopens, it will be cleansed thoroughly and disinfected utilizing Environmental Protection Agency-(EPA-) registered cleaning products
• Common areas, such as waiting areas, break rooms, and cafes maybe closed or limited to small numbers of individuals that can be present.
• All hearing rooms will be cleaned daily.
• Hand-sanitizing stations will be set up throughout the hearing facilities.

Social Distancing

The number of people allowed in daily and the number of cases in each hearing facility at one time will be limited.

A HYBRID APPROACH TO HEARINGS

We envision that many hearings will take a hybrid approach, where arbitrators, parties, representatives, and others will be present in person, while others participate remotely.

Arbitration
Virtual Hearing Guide for Arbitrators and Parties
Virtual Hearing Guide for Arbitrators and Parties Utilizing ZOOM
Order and Procedures for a Virtual Hearing via Videoconference

Mediation
Virtual Hearing Guide for Mediators and Parties
Order and Procedures for Mediation vis Videoconference
Agreement to Confidentiality, Privilege and Mediation Disclosure Statement

Video conferencing

Many of our facilities are outfitted with the latest video conferencing technology to make this experience as seamless as possible, including:

• Wireless content display
• Wireless content sharing
• Wireless Internet access
• VoIP audio conferencing room-based system / conference phone
• Gooseneck table-top microphones / ceiling microphones
• Low-profile ceiling speakers
• Room-based PC
• High-definition camera for video conferencing built for Zoom (hardware-agnostic integration that will work on any video conferencing platform)
• Wall-mounted commercial grade television and projection displays
• Crestron table-top room-integrated panel
• Clarus glassboard

CENTERS FOR DISEASE CONTROL AND PREVENTION (CDC) RECOMMENDATIONS

AAA-ICDR personnel will observe the CDC recommendations, and we ask that all visitors to hearing facilities do so as well. These are:

• Maintaining good social distance—about six feet, which is very important in preventing the spread of COVID-19
• Washing hands often with soap and water for at least 20 seconds; if soap and water are not available, using a hand sanitizer that contains at least 60% alcohol
• Covering mouth and nose with a cloth face covering when around others
• Staying home if sick