Interviews, oral proceedings in examination and oral proceedings in opposition without simultaneous interpretation held by videoconference (VICO), will use Skype for Business.
For these cases, the EPO supports the following technologies:
No specific hardware is needed to join an SfB VICO.
The SfB browser plugin, which is available free of charge, is sufficient (see technical guidelines).
Please note that (standard) Skype cannot be used.
As of 14 September 2020, Zoom will be tested for oral proceedings in opposition held by VICO requiring simultaneous interpretation. Zoom will also be tested for some cases involving several opponents.
For these cases, the EPO supports the following technologies:
Please note that it is not possible to use the Zoom Web client.
You should normally be able to see all the participants.
All cameras should be switched on at the beginning of the VICO in order to allow for the identities of the participants to be checked. You may then wish to switch off your camera to reduce the bandwidth requirements and to switch it back on along with your microphone when you are given the floor by the chair.
To be able to use the Skype Web App, Zoom desktop client or Zoom mobile App for iOS or Android you should have at least 2Mbps of free up- and download bandwidth.
At the beginning of the oral proceedings, the chair will explain how to file submissions and will provide the email address to be used by all parties. The member of the division receiving the email will forward the email with its attachment to the other members. Please note that emails from external parties to the EPO pass through filters and can take a few minutes to arrive if they include attachments.
As in proceedings with physical presence, you should let the chair know if you need a break.
The division will put the meeting on hold, which will automatically mute the connection. Once the break is finished the division will resume the call.
No, the system will not be shut down, but people may leave the meeting and reconnect afterwards.
You do not need any special hardware to join an SfB VICO. The SfB browser plugin, which is available free of charge, is sufficient (see technical guidelines). Please make sure you use a good quality webcam, audio device and monitor. To be able to use the Skype Web App you should have at least 2Mbps of free up- and download bandwidth.
To join a Zoom VICO, please make sure to use a powerful computer running a recent Windows, or Macintosh operating system to prevent resource issues for the Zoom desktop client application. The same applies to your mobile device if you want to use Zoom mobile App for iOS or Android. You should also have at least 2Mbps of free up- and download bandwidth. A cabled network connection is preferable over a wireless connection. Please use a good quality webcam (HD 720p or above), preferably a PTZ (Pan-Tilt-Zoom) model. Please be advised that most built-in webcams do not deliver the required quality and flexibility. Please also use a high quality audio device (preferably a wired headset certified for Zoom or alternatively a speakerphone). Please make sure a good quality monitor/screen is used; the larger the screen the better the legibility. If you participate in the oral proceedings with several people you are advised to use at least a 42 inch (106 cm) screen. For more information see Getting started in the Zoom help center.
Prior to the oral proceedings applicants will be asked to provide a telephone number to be used during the VICO and in case technical issues arise.
The chair may also provide a telephone number for contacting the division at the beginning of the oral proceedings.
If the connection/reconnection fails, the division will contact the party concerned by phone. Alternatively, the party can send an email to the division or call them. Technical support will be on hand.
Where, notwithstanding all efforts of the participants, technical problems prevent the oral proceedings by videoconference from being conducted, a new summons to oral proceedings will be issued. As a rule, such new oral proceedings will be held by videoconference, unless there are serious reasons for not doing so.
The chair will decide how to conduct the oral proceedings but, in order to avoid background noise, the microphones of all participants other than the chair should normally be muted.
The parties and members of the division other than the chair will switch on their microphones/cameras when they are given the floor by the chair. Delays in activation of the microphone will be taken into account.
Please contact your national office direct. But please note that you don’t need any special hardware to join a VICO.
Should a videoconference not be possible at a specific location due to an unsuitable internet connection, you may travel to a location where there is a suitable internet connection. If this is not possible, it will be necessary to hold oral proceedings with physical presence.
We strongly recommend that you perform a test of the internet connection prior to the date of the oral proceedings, i.e. at least 10 working days in advance.
Users are strongly advised to perform a test call in good time prior to the date of the oral proceedings, i.e. at least 10 working days in advance. The EPO offers the possibility for test calls on Mondays to Fridays (except days on which the EPO filing offices are closed) from 13:00 to 16:00 hours CET. A test call can be arranged by contacting the EPO Serviceline on Mondays to Fridays (except days on which the EPO filing offices are closed) from 7:30 to 18:00 hours CET, by telephone +31703404444 or by e-mail firstname.lastname@example.org. EPO Serviceline will schedule a 30 minutes test session and send you an invitation with the connection details for the call.
The goals that need to be met in the test are:
See Article 2 of the Decision of the President of the EPO dated 13 May 2020 concerning the filing of documents during telephone consultations and during interviews and oral proceedings held by video-conference.
See Article 4 of the Decision of the President of the EPO dated 13 May 2020 concerning the filing of documents during telephone consultations and during interviews and oral proceedings held by video-conference.
Yes. Where there are serious reasons for not holding the oral proceedings as a videoconference, these can be given by either the examining division or the applicant. These reasons must foreseeably persist on the day of the oral proceedings.
Yes. The oral proceedings will be converted from a physical meeting to a videoconference provided that the examining division does not find serious reasons not to do so.
Article 116(1) EPC does not mention the location or form of oral proceedings. It therefore does not require oral proceedings to be held in the physical presence of the applicant before the division. Rather, the form of the oral proceedings must ensure that applicants can present their arguments orally and that the division can communicate to the applicant the grounds and evidence on which it intends to base its decision. These requirements are fulfilled in the case of oral proceedings held by VICO since the division and the applicant can communicate with each other simultaneously (T 2068/14, Reasons, 1.2.3).
For exceptional cases in which an applicant’s rights under Articles 113(1) and 116 EPC may be violated by the holding of oral proceedings by VICO (for example, if an applicant or representative has a hearing impediment which prevents them from participating in oral proceedings by VICO) the Notice from the European Patent Office dated 1 April 2020 concerning oral proceedings and interviews to be held by videoconference states that oral proceedings will be held on the premises of the EPO.
The holding of oral proceedings by VICO is not excluded under Article 116 EPC or any other provision of the EPC. Rather, as with other administrative measures concerning oral proceedings such as determining their location (T 1012/03, at 49), the form in which oral proceedings are held is left to the organisational powers of the President of the EPO under Article 10(2)(a) EPC. The powers of the President explicitly include measures which affect the procedural rights of applicants, such as defining that the right to oral proceedings is to be exercised by means of a VICO. It follows that Article 10(2)(a) EPC together with the Notice from the European Patent Office dated 1 April 2020 concerning oral proceedings and interviews to be held by videoconference provide a sufficient legal basis for the introduction of “VICO by default”.
Where an applicant has serious reasons for oral proceedings to be held in person, which foreseeably persists on the day of the oral proceedings, a request to that effect should be submitted as early as possible. Should the request not be allowed, the division will inform the parties that the oral proceedings will take place by videoconference and will provide a brief reasoning as to why the request cannot be granted. No appealable decision will be issued on the matter.
Requests for oral proceedings to be held by way of exception on the premises of the EPO should be filed as early as possible, preferably together with the request for oral proceedings. The granting of a request for oral proceedings to be held on the premises of the EPO will be at the discretion of the competent division. If the request is received after the summons to oral proceedings and cannot be allowed, the division will inform the applicant that the oral proceedings will take place by videoconference as set out in the summons and will provide a brief reasoning as to why the request cannot be granted. If the request is received before the summons has been issued, the reasons for the refusal will be given in the annex to the summons. In either case, no appealable decision will be issued on the matter. If a request for oral proceedings on the premises of the EPO is received after the summons to oral proceedings by videoconference has been issued and the request is allowed, the applicant will be informed that oral proceedings will be held on the premises of the EPO as requested. The date of the oral proceedings will remain unchanged.
Generally speaking, sweeping objections to the reliability of videoconferencing technology or the non-availability of videoconferencing equipment do not qualify as serious reasons for the proceedings to be held on EPO premises. Neither does the need to consider written evidence. If it really is not possible for a party to meet the technical requirements for participating in a videoconference with the EPO, a request for oral proceedings to be held by way of exception on the premises of the EPO should be filed as early as possible together with detailed reasons. The granting of requests for oral proceedings to be held on the premises of the EPO is at the discretion of the competent division.
The other party does not need to listen if it does not wish to listen. It is important to ensure that the other party had a chance to listen to what was said.
The pilot will explore the technical possibilities available for ensuring that the public is not able to interfere with the proceedings. As in oral proceedings with physical presence, ensuring the proper conduct of the oral proceedings is the task of the chair.
The division shares all documents with all parties. It is the responsibility of the chair to ensure that all parties are in possession of the latest version of the documents.
Connection details communicated to the EPO will be kept non-public.
The division will contact the party that has left the proceedings and attempt to reconnect. Should it not be possible to reconnect due to technical issues experienced by the party, the reasons for the technical failure will be shared with the other parties. Such situations will be dealt with on a case-by-case basis.
As in oral proceedings with physical presence, you should make the division aware of this.
The public can either observe the oral proceedings from a room on the premises of the EPO to which the oral proceedings are transmitted or request connection details from the EPO to participate in the VICO. This applies to VICOs held by Skype for Business or by Zoom.
We will run a pilot first to see how well the concept works. A proper assessment of the results will be made at the end of the pilot. The pilot will be closely monitored to ensure that all parties have the opportunity to present their case, as is currently the situation in oral proceedings with physical presence.
The EPC does not require the applicant/parties to the proceedings to be physically in one of the member states in order to participate in oral proceedings by VICO.
If individuals belonging to a party decide to connect from different locations, they should agree beforehand on means for confidential discussions.
See Decision of the President of the EPO dated 13 May 2020 concerning the filing of documents during telephone consultations and during interviews and oral proceedings held by videoconference.
During the first phase of the pilot project (April - August 2020) only straightforward cases with a single opponent and no interpretation were eligible for oral proceedings by VICO. As from 14 September 2020 oral proceedings by VICO can be arranged for cases involving multiple opponents and/or interpreting.
In general, at oral proceedings under Article 116 EPC only EPO employees are allowed to introduce any kind of sound recording device into the hearing room, see Notice of the Vice-Presidents Directorate-General 2 and 3 dated 25 February 1986, OJ EPO 1986, 63. The same applies to video-recordings, see point 8 of the Notice from the EPO dated 1 April 2020 concerning oral proceedings and interviews to be held by videoconference, which prohibits any recording or retransmission of image or sound recording. Both the parties and the public will be expected to abide by these rules. The prohibition implies that there is no lawful way to record the oral proceedings and as such no use may be made of any recording.
Yes. The pilot will only cover cases where all the parties agree to the oral proceedings being held as a VICO.