HEARING AND SUBMISSION PROTOCOL

This protocol outlines the standards and procedures for submitting documents and conducting virtual hearings across all dispute resolution processes managed through the Jupitice platform. Whether parties are engaged in arbitration, mediation, negotiation, or hybrid forms of online dispute resolution (ODR), this document ensures clarity, efficiency, fairness, and a consistent digital experience for all participants.

This protocol applies to all cases administered by Jupitice, regardless of the specific rules or process selected by the parties. It may be adapted by agreement of the parties or direction of the neutral(s) (arbitrator, mediator, or facilitator) to fit the nature and needs of a particular dispute.

3.1 Format and Method

All documents must be submitted electronically through the Jupitice platform. This includes case filings, responses, evidence, witness statements, expert reports, and any additional supporting documents.

• Preferred format: Searchable PDFs
• Documents are automatically time-stamped and securely stored
• Platform access is restricted to authorized participants only

3.2 Deadlines and Acknowledgements

Submissions are considered received once they are uploaded to the platform and acknowledged. All timeframes will follow the agreed jurisdiction or default to Indian Standard Time (IST) if not specified.

Prior to the main session or hearing, a virtual planning meeting may be scheduled to:

• Define key issues and objectives
• Finalize the format and schedule
• Confirm roles (including experts, interpreters, advisors)
• Address accessibility and logistical concerns (e.g., time zones, device compatibility)

This applies whether the session is an evidentiary hearing, a mediation discussion, or a facilitated negotiation.

5.1 Access and Participation

All hearings and sessions take place on the Jupitice secure video platform. Parties, counsel, witnesses, and neutrals must:

• Log in with verified credentials.
• Undergo a proper authentication process, which includes uploading or presenting identification documents as per a prescribed checklist (e.g., government-issued ID, authority letter, or notice of appearance).
• If authentication is incomplete or documents are missing, the participant will be held in a virtual waiting area until verification is completed by the case manager or tribunal.
• Ensure stable internet connectivity and a distraction-free environment.

5.2 Presentation of Information

Participants may share documents, visuals, or exhibits using:

• Screen sharing
• Pre-uploaded indexed folders
• Interactive whiteboarding or annotation tools (as enabled)

Where applicable, parties should refer clearly to documents being discussed to ensure clarity and proper recording.

5.3 Witness and Party Conduct

Witnesses or participants must appear alone unless prior consent has been granted. The neutral or case manager may request a quick scan of the room to ensure compliance.

Sessions may be recorded or transcribed for reference, depending on the type of proceeding and party agreement.

• Mediation and negotiation sessions will not be recorded unless all parties agree to preserve confidentiality.
• In arbitration, transcripts and recordings may form part of the official record.

Neutrals may request or allow parties to submit additional documents after a hearing or session (e.g., closing arguments, clarifications, settlement proposals). These submissions must follow the same filing process as outlined in Section 3.

Jupitice provides real-time technical assistance during all scheduled sessions and while uploading documents. If a participant faces unexpected technical issues (e.g., disconnection or device failure), the session may be paused or rescheduled at the neutral's discretion.

The neutral(s) presiding over the process, be it an arbitrator, mediator, has full discretion to adjust procedures to suit the nature of the dispute, provided it aligns with principles of fairness, efficiency, and due process.

All parties and their representatives are expected to comply with this protocol. Any misconduct, non-compliance, or disruption may result in appropriate measures being taken by the neutral, including rescheduling or exclusion from proceedings.

• All documents, discussions, and recordings are treated as confidential.
• Platform security ensures end-to-end encryption and controlled access.
• Parties must not record, distribute, or disclose information outside the bounds of the agreed-upon rules or legal requirements.