Zoom Preparation Guide for Parents/Legal Representatives

• Use the Zoom Link Provided: Please use the Zoom link we send you. Keep it accessible and do not share it with others.
• Install Zoom in Advance: Download Zoom from https://zoom.us/download and make sure it is installed on your device (computer, tablet, or phone).
• Test Your Device: Ensure your device runs Zoom smoothly. Older or slower devices may experience audio or video issues.
• Update Zoom: Use the latest version of Zoom to avoid connection or feature issues.
• Check Your Internet Connection: A stable Wi-Fi or wired connection is essential. Confirm you have good signal strength.
• Use a Computer if Available: A laptop or desktop is preferred for better video and audio quality.
• Power Source: Make sure your device is fully charged or plugged in during the session.
• Display Your Name Clearly: Confirm that your Zoom display name reflects your and your child's names so we can identify you correctly.

• Test Your Microphone: Use Zoom's audio test feature to confirm that your microphone is working.
• Minimize Background Noise: Mute other devices and consider using headphones with a built-in microphone for clarity.
• Position the Microphone Correctly: Keep the microphone close enough to capture your voice clearly.

• Camera Must Be On Unless We Agree Otherwise in Advance: We need to be able to see you and your child throughout the session.
• Camera at Eye Level: Position the camera so that you and your child are looking straight ahead, not up or down.
• Sit at the Right Distance: Sit about 2–3 feet (arm's length) from the camera.
• Good Lighting: Avoid bright lights or windows behind you or your child.

• Private, Confidential Space: Choose a quiet room where you and your child can speak freely without being overheard.
• Minimize Distractions:
  • Clear away toys, books, and devices not needed for the session.
  • Ask siblings or other family members not to interrupt.
  • Keep pets out of the session area if possible.
  • Use a room with a door that can be closed.
• Close Other Apps & Tabs: Close all unnecessary programs to keep the connection stable.
• Comfort Items: Your child may have a small comfort object (e.g., stuffed animal or fidget) if it is not distracting.

Younger Children (12 and under)

• Explain what to expect in an age-appropriate way.
• Reassure them that we are here to help, not to judge or punish.
• Let them know it's okay to share feelings, even difficult ones.
• Make sure they are awake, dressed, and ready to participate.

Parents/Legal Representatives and Older Children (13+)

• Have a pen and paper ready for notes.
• Send in all paperwork (e.g., intake or consent forms) before the session.
• Prepare and bring any questions you'd like us to address.

• No Recording: Do not record any part of the session. This protects privacy and complies with ethical standards.
• Respect the Process: Treat the virtual session as you would an in-person appointment.
• Do Not Join While Driving: Sessions cannot occur in a car or moving vehicle for safety and quality-of-care reasons.
• Be On Time: Log in 5–10 minutes early to check audio and video. Contact us immediately using the agreed-upon backup method (typically our office phone number) if you experience issues.

Participation will vary depending on your child's age and the purpose of the visit.

Parents/Legal Representatives of Children

• Interview Session: Join most or all of the session to provide background information.
• Feedback Session: Join most or all of the session to review findings.

Older Children (13+)

• Participate in most or all of both the interview and feedback sessions to share input and hear results.

Younger Children (12 and under)

• Interview Session: Join part of the session to provide background information.
• Feedback Session: May join part of the session (per parent/legal representative consent) to hear results in an age-appropriate way.

Parent/Legal Representative Availability (When Not Present in the Room)

If your child is seen alone for part or all of the session:

• A parent/legal representative must remain nearby and reachable (e.g., in another room with phone access).
• Ensure your child knows how to reach you if needed.

Location Requirement

Before each session, parents/legal representatives must provide the current physical location for both themselves and their child. For older children (13+), the child must confirm their location directly.

Emergency & Backup Contact Information

• Provide a reachable emergency contact (name and phone number).
• Provide a backup phone number where you can be reached during the session.
• For older children (13+), ensure the child and parent/legal representative have a phone number and emergency contact available.

If Zoom Disconnects

Try to reconnect immediately. If reconnection fails, contact our office using the agreed-upon backup method (typically our office phone number).

• Behavioral, Emotional, or Communication Concerns: If your child has any challenges that may affect the session, please let us know beforehand. This allows us to plan for a safe and productive experience.
• Plan Transition Time After the Visit: Avoid scheduling stressful activities immediately after. Give your child 10–15 minutes to decompress.
• Mute When Not Speaking: If multiple people are attending (e.g., during a feedback session), please mute your microphone when others are speaking to reduce background noise.