Docket Deep Dives

[klohman]

This story is a place for research notes from our meetings with Rhonda. DOCKET RECAP

This story is a place for research notes from our meetings with Rhonda.

Top 10 Documents Logic

DEC DECISION ENTERED, JUDGE JONES. OAD ORDER AND DECISION ENTERED, JUDGE JONES. OD ORDER OF DISMISSAL ENTERED, JUDGE JONES. ODD ORDER OF DISMISSAL AND DECISION ENTERED, JUDGE JONES. OCD ORDER (CLOSING FOR DUPLICATION) SDEC STIPULATED DECISION ENTERED, JUDGE JONES.

• THESE EVENT CODES CHANGE THE CASE STATUS TO CLOSED.

• IF THE CASE IS SET FOR TRIAL, HEARING, PRETRIAL CONFERENCE OR FOR REPORT, A WARNING COMES UP “WARNING – “FOR TRIAL” IS SCHEDULED ON DATE. DO YOU WISH TO GIVE IT A DISPOSITION OF “STIPULATED DECISION” (EVENT TYPE USED TO CLOSE THE CASE)

  • They don’t actually need this - they never answer “no” to this prompt

• NEED PROMPT THAT STATES “DO YOU WISH TO ENTER DETERMINATION/Redetermination AMOUNTS?” (THIS PROMPT IS ONLY REQUIRED WHEN USING EVENT CODES DEC, OAD, ODD, SDEC.

  • This is the statistics - start being built during petition, Money amount and years
    • When they close they have to update this information- this prompt is so they don’t
  • DEC, OAD, ODD, SDEC only

OD / OCD

• Automatically changes the original determination (year and amount) to zeros
• Redetermination is automatically zeros

OAJ ORDER THAT CASE IS ASSIGNED TO JUDGE­­­­­­­­­­­­__. THE STATUS IS CHANGED TO ASSIGNED AND THE JUDGE'S NAME IS ADDED TO THE CASE STATUS. Already built

OJR ORDER THAT JURISDICTION IS RETAINED BY JUDGE ____. THE STATUS IS CHANGED TO JURISDICTION RETAINED AND THE JUDGE’S NAME IS ADDED TO THE CASE STATUS. Already built OSUB ORDER THAT THE CASE IS SUBMITTED TO JUDGE ____. THE STATUS IS CHANGED TO SUBMITTED AND THE JUDGE’S NAME IS ADDED TO THE CASE STATUS.

Opinion Codes OST5, mop5, sop5, tco5 (ones that end in 5) ORDER OF SERVICE OF TRANSCRIPT (BENCH OPINION). THE STATUS IS CHANGED TO RULE 155 AND THE JUDGE’S NAME IS ADDED TO THE CASE STATUS.

• Already a judges case, judges name will need to stay
• Rule 155 “judge name”
• Doesn’t matter what status the case was in previously- when this order is issued, case status changes to Rule 155 and is assigned to the judge (always the judge who is already assigned the case)

MOP5 MEMORANDUM OPINION, JUDGE __. (NEED DROP DOWN OF JUDGES NAMES) (THE CASE STATUS IS CHANGED TO RULE 155.) SOP5 SUMMARY OPINION, JUDGE _. (NEED DROP DOWN OF JUDGES NAMES) (THE CASE STATUS IS CHANGED TO RULE 155.) TCO5 T.C. OPINION, JUDGE __, (NEED DROP DOWN OF JUDGES NAMES) (THE CASE STATUS IS CHANGED TO RULE 155.)

• O5 - same logic as above - changes status Rule 155 and keeps the current assigned judge

OVD ORDER ANYTHING. THIS EVENT CODE IS USED TO VACATE A DECISION IN A CLOSED CASE. THE STATUS IS CHANGED TO WHATEVER IT WAS BEFORE THE CASE WAS CLOSED. EX: IF CASE WAS SUBMITTED TO JUDGE BUCH BEFORE IT WAS CLOSED, THEN THE CASE STATUS WILL GO BACK TO SUBMITTED.

• Case is closed by one of the dispositive documents- and decision is vacated

• Status goes back to previous status before it was closed

• If case is on trial session that is upcoming and then closed, docket manually adds the case back to the same trial session

• Docket goes to statistics page and removes the redetermination

• Only need to touch the original determination if case is dismissed and then decision is vacated and they need to “start over”

• When case is dismissed, determination goes to zero - and then they have to re-enter this information - sometimes the clerk forgets

• Would be good to prompt clerk

• More orders are vacated due to order of dismissal

• When order comes in and served for “vacate”, system message sent to docket clerk to inform they have “work” to do

2) Pending Tab/Report

General Requirements

• System must automatically flag all motions, applications, Order to Show Cause, Proposed Stipulated Decisions as pending Applications need to be flagged, in system now it was forgotten
• Docket clerk must be able to manually flag any document (externally filed or court-issued) as pending
• Docket clerks must be able to view all pending documents across all cases at any time
• All users must be able to view all pending documents in a single case
• User (judges and ADC) must be able to view only pending documents that are assigned to their section Ask Jessica, can judges adc have access to all?
• Pending document list should include Docket, Case name, Document Title, Filed Date, Case status
• Pending document list should be sorted by filled by date
• Docket clerks must be able to add due dates associated to specific documents** Do we need to link to deadlines
• Docket clerks must be able to indicate the action (Granted, Denied, Order) that resolves a pending document Action status to implement later
• Pending flag must be automatically removed when a pending document action is resolved Later story
• Docket clerk must be able to manually remove the pending flag on any pending document
• Case status should be automatically updated based on the action code entered (need full list of event codes that alter status) Additional notes in comments

3) Service

• DSP- needs ability to be automatically set/changed or manually set/changed by the docket clerk
• DSP- need ability to have multiple people listed as a DSP (ex: when one attorney withdraws and another is being entered, they may need to have multiple DSPs until motions are granted) When motion to withdraw as counsel, the won’t get served electronically but they need to be notified about what happened to the motion so docket has to print out documents before they take the attorney off
• Who is being served- Court issued- Every document in the case has to be served on all opposing parties unless otherwise directed. (Motion is filed by respondent but then the court acts on the motion. Then it's served on both. order of the court needs to be served on both.) Need the ability to serve any other document and select the service parties (if motion comes in and wasn’t served onto the other party) Need flexibility to put in whatever they need in service column - need ability to modify entry - could have two served dates (reservice) and only one party
• Notice of being served will be via Email
• If user filed by paper they can receive service via regular mail or certified mail (docket can determine)
  • Ability to print service documents and label
• Indicator of Certified Mail Service needs to display on the record not the document. It could go at the end of the docket entry. It has to be indicated somewhere. And visible for in house as well as external users
• Any document that's served by the outside party get a served stamp on the coversheet motion, application, any lodged document, any simultaneous document. They do not get served stamps put on them on the coversheet So motion/application - if granted or denied, currently a new entry is created (mini-order/ minute entry) and includes service stamp - the original PDF does not have the served stamp
  • like with the change of address
• The date of service goes on the docket record and who it was served on for an application, any lodged document, Simulateneous document does not get a served date on docket record when it is first e-filed
• Ability to block service from a simultaneous document.
• Ability to block full visability of a simutanious document until served
• Ability to put a future date of service on a document. Documents will not be sent out or display served until that date.
• For motions/applications stamp granted or denied- getting rid of stamps and Mini orders- they are just going to produce minute entry - docket needs

4) QC of Orders/Decisions; action/status column

High Level Internal Document - QC Process Document Creation

• Judge/ADC creates internal document
• Draft documents exist in the “Pending order” (= Draft Documents)
• Judge/ ADC sends message to Docket to QC the pending document
• All Court users have access to the draft documents from the case page

Docket QC

• Docket reads the entire text of the order for quality assurance
• If something is wrong with the document, they send a message to whoever created the order with a note of what to fix
• If the document is correct, docket adds it to the docket record and serve

Adding Docket Entry Document Title (Filings and Proceedings)

• They enter the document title with whatever is being ordered (from the text of the order document)
• The event code for 90% of Orders is the generic “O”

Filed Date

• This date is whatever date is on the order itself
• Could be a past date
• Only have served date? Or record date? - JESSICA ??

PDF

• Currently all documents are created in Word and copy pasted into the system
• Docket views the PDF in the system and links it to the docket entry - same as paper filings - drag and drop

Attachments

• Need the ability to indicate if any attachments are included with the document
• If attachments are included, this information [Attachment(s)] is added to the concatenated Document Title
• Sometimes they have attachments that go into the Correspondence file but are not added to the docket record

Complete Entry

• Docket adds the new docket entry in the system after they have read the order
• They currently have the ability to “unlink” an image from a docket entry and return the document to pending
• They would like to have the option to pull an entry back before it’s served

Single Document - Multiple Docket Entries (HOLD - need priority from Jessica) *May need to add an order and apply it to multiple cases

• This happens a few times a month

Recording Actions (aka Action/Status column)

• Need the list of action/ status codes - and what they mean (JESSICA??? Rhonda said she will provide list)
• Need the ability to record these actions:
  • Granted
  • Denied
  • Stricken - draws line through entry
  • Vacated - most of the when it’s vacated, the status changes - happens all the time
  • Withdrawn - they add the ORD and date in action column, and add Withdrawn on the filing and proceedings
  • Need a way to record actions but also keep the item as pending until all actions related to a document are resolved
  • Some actions will update case status - need a way to do this automatically

“Mini Orders” (Current process) (CONFIRM with Jessica- is this needed in the future)

• When a motion is resolved by stamping granted, the clerk adds “GRM” to the action column for the original document
• A new entry is automatically created that has “Granted [Document name]” Mini orders goes away issues a minute entry so docket can print Docket needs to be able to print something related to granted/denied - receipt? Something to print to send to parties

Case Categories

• Need a way to flag cases as specific categories
• Have to be able to track things, for example, tax shelters are given names and they use these names to search for these cases Court need to make a decision to see if need to carry over. Have category then groups Need a report to show specific category and group cases Active, Closed...

5) Consolidated cases

Criteria for Consolidating Cases

• Must have the same case procedure (Small or Regular)
• Must have the same requested place of trial
• Cannot include open, closed cases, or on appeal
• MUST BE AT ISSUE
• Docket “relates” cases even when they do not yet meet this criteria, while they wait for motions to be resolved

High Level Process (Current)

• Party files Motion to Consolidate
• Motion is added to docket record for all included cases
• Docket clerk checks “related” to associated all of the included cases
• If motion is denied, Docket removes the related flag in each case
• If motion is granted, Docket removes related flag and adds “Consolidated” flag

Consolidated Cases UI

• Docket has one screen for consolidated cases
• Service information for each party on each case
• Counsel information for all cases
• Has name, docket number for each case
• Lead Case is the case with lowest docket number
• Need to know lead because of the digits - clerk with the digit of the lead case gets all of the documents

External Filings in Consolidated Cases

• System currently alerts the filing party that this is a consolidated cases
• Filing party can select which cases they want to file the documents in

Court-Issued documents for Consolidated cases

• Internal user can select which cases they want to file the documents in, and filing goes into all cases

QC Process for Consolidated Cases

• When external document comes in and goes to multiple cases, it should only be in the Document QC once - they QC it ONCE - and the changes applies across all cases
• Lead case number determines the docket clerk who will handle all QC

Calendaring Consolidated Cases

• Notice of Trial - one notice is generated for group, includes all docket numbers within the group
• If they perform any action (add to session, block, white card) on one consolidated case for trial, it should apply to all cases
• Need the ability to remove an individual case (or select which of the consolidated cases they want to remove)
• On trial calendar, consolidated cases are grouped together in docket number order with indicator that says consolidated (or related)
• Individual case in a group can be set for hearing (does not always apply to all cases in group)

Related Vs. Consolidated

• Effectively related cases are treated the same as consolidated cases for external and court-issued filings
• Related cases are not “officially” consolidated and do not require an order to sever the attachment

Removing Consolidation

• Once a case is un-consolidated, it’s not currently indicated anywhere Need a docket entry with an order sever consolidation unless one case is appealed and the other not
• They have to read the docket to see that a case was consolidated
• Would like to see a shortcut to see that a case was consolidate
• Case History
• Docket numbers, maybe when the consolidation was severed
• They usually only need this when cases go on appeal , they can appeal one case and not the others
• Info can get lost in a long docket record

Closing Consolidated Cases Dispositive documents (Stipulated Decision, etc.)

• Current limitation/bug: If someone scans a decision to the lead case, it closes all cases, and that image goes into each case docket
• They can get a stack of decisions for consolidated cases - but they want only the applicable PDF to be visible in the appropriate case
• If only one case in a consolidated group is closed, they need to closing the cases seperatly unless on appeal. Will have to sever to close one and keep rest consolidated Consolidated cases have to have the same status - can all be closed with different dispositive documents, but all have to be done on the same day Judge can add a motion for 1 of consolidated cases to trial. Need ability to unlink a document, If changes made to an entry will need ability to apply changes to one doc and not all in consolidated case

Document can come in e-filed in all consolidated cases - judge issues order that recharacterizes the document as different doc types in different cases Need ability to change the docket entries individually even if the document came in as one Striking - if document comes in with two docket numbers - judge asks for it to be striken in one case Need ability to edit the docket entries General - need ability to apply docket entry changes across ALL cases or to treat them as individual

6) Opinions

High Level Process

• Docket receives final opinions from Reporter’s Office via the Section Document QC inbox - goes to clerk’s individual box based o digit
• Docket QCs opinion (right case, judge is right, decision line is right)
• They cannot send it back to the reporters office; any follow up is done offline (by phone, etc.)
• Docket records docket entry for opinion
• Service for opinions (and all documents) currently runs at 3pm
• Opinions are published on the public USTC website

Receiving the Opinion

• Day before, docket receives list of all opinions for the following day (offline process)
• Opinion comes into Individual Document QC Inbox, highlighted in red with title “Opinion” - sorted to top
• If no opinions are there, QC box displays message “There are no opinions today”
• Need to be high priority; currently they are time-dependent due to the automatic daily service
• If the clerk hasn’t done the QC and served, the reporter can pull it back (and docket doesn’t even know this has happened) - the reporter can correct things and then release it again when docket serves an opinion it will not show in docket record until 3pm

Opinions Tab *When opinion is received into Document QC, it is not on the docket record yet

• display on an Opinions Tab in the Case - some indicator that the opinion has not been served

• Info displayed

  • Type of opinion -
    • Memorandum opinion- MOP
    • Summary Opinion
  • TC Opinion -
  • Bench Opinion - this is an order not put with opinion

• judge’s name

• Who is being ruled for: respondent/ petitioner/ rule 155 / other

  • Usually the first three, but they need an other option for off the wall Checkbox - Court Reviewed (if multiple judges)

• This information may be already entered by the judge’s Chambers, or docket clerk may need to enter manually (is this only for bench opinions?)

• This information also feeds into the monthly Judge’s Report

Adding Docket Entry

• Enter docket entry information (same as court-issued documents)
• Option to select “automatic” to populate the entry from the opinion tab info (?)

Bench Opinions

• Reporter provides transcript from session to docket via the Messages Inbox - Order of Service of Transcript
• Docket QC’s the transcript and sends to Judge
• Judge creates Order of Service of Transcript (with transcript attached) and sends to docket to serve
• Docket clerk manually enters the opinion details in the Opinions Tab

Multiple Opinions

• Case can have multiple opinions
• Example: Case has 5 issues and judge tries them separately, there could be 5 opinions
• Need to be able to show multiple opinions in one case

Opinion on Motion

• Can have an opinion on a motion (not the entire case)
• Treated the same as case opinions

Amending an Opinion

• If it affects the decision line - they put on the amended opinion as docket but then they have to edit the Opinion screen

Changes to Case Status

• Several codes that will change the case status to Rule 155
  • MOP5
  • TCO5
  • SOP5
  • O5
• This status does not close the case
• Judge still have to enter a dispositive document before the case is closed

7) Sealed documents/cases

Sealed Documents

Sealing a Document

• Docket receives motion to seal one or more documents in a case
• Petition clerk also need ability to seal documents (from their petition QC)
• Docket Clerk locks the documents by checking a checkbox
• If motion is denied, docket clerk removes the lock on the document
• If motion is granted by Order
  • Docket adds the order granting the motion to the record
  • docket edits docket entry on document to include “Sealed” and add ORD mm/dd/yy to Action column
  • Docket adds “Sealed” stamp to center top of document coversheet
  • Serve the Order
• Need flexibility to lock/seal documents on individual basis
  • Supporting docs are not automatically sealed

Identifying a Sealed Document

• Locked documents (prior to motion being granted) and sealed documents show a lock icon on docket record
• Need to show indicator that document is locked wherever that document is visible (messages, QC, pending report, etc).
• Sealed document entry shows “Sealed” in docket entry
• Sealed document coversheet displayed Sealed stamp

Access to Sealed Document

• Internal users have full access to sealed documents - case services- all; chambers permission is up to judge
• Currently- external parties are blocked from being able to access sealed documents
  • 90% of the time, all parties can see everything - even if it’s sealed
  • 10% Need to allow authenticated parties to view documents
  • Document can be sealed from one party but not another (example, husband seals address so wife can’t find him, etc.)

Unlock/Unsealing Document

• If sealed officially, can only be unsealed via an Order
• Docket would uncheck the checkbox locking the document
• Remove the additional info (Sealed) from docket entry
• Remove sealed stamp from coversheet

Redacted/ Unredacted Documents

• They are not currently using the codes for “redacted” and “unredacted” because of the way it concatenated the docket entry
  • They need the “Redacted” “Unredacted” to be at the end of the title
• Unredacted document is filed - filed as “Unreacted” by the filing party (check with Rhonda)
  • Clerk adds entry - puts “Unredacted” in the additional info line
    • Lock the document
  • Send to judge to issue order to seal
• Redacted document is filed
  • Clerk adds new entry
    • New entry is noted as “Redacted” and stamped
  • Clerk adds “Unredacted” to the docket entry for the original document
    • Locks the document
    • If document is officially sealed, it will say Sealed and Unredacted in docket entry and stamped Sealed and Unredacted

Sealing a Case

• Party moves for case to be seal - files a motion
• Docket clerk locks the entire case
  • Need ability to do this at the case detail level
• Sealed case displays with an icon
  • Currently the icon is very small
  • Need to be able to see that the docket number is sealed regardless of where you are in the system

Access to Sealed Cases

• Public has no access to sealed case - will not show in search results at all
• Internal users still have complete access to the case
  • Case has indicator that the case is sealed
  • Individual documents within a sealed case can also be sealed
• External parties
  • Docket record is still accessible
  • Need to add permissions around access to petitioner information
    • Addresses
    • Petitioner Name
• Printable Docket Record for sealed cases should show “Sealed”

Sealing Info related to Petitioner Name

• Petitioner Name
  • When whistleblower case is sealed - and caption is changed to “Whistleblower” instead of petitioner, they need to replace the petitioner replace petitioner name with Whistleblower
  • They currently must do this manually - go into each instance and change the name
  • Changes to caption should auto change throughout 
Changes to coversheet - sometimes need to redact the cover sheet - black out names, etc
• Need to seal petitioner address - visible to internal users with indicator that this is sealed Need to be able to select who can see this info externally

Calendaring a Sealed Case

• Sealed cases generally are only added to special trial sessions
• Should indicate on the trial session case list that a case is sealed
• Need ability to hide/block sealed case info from trial sessions list
  • They send the trial session list to IRS and Court Reporter - need ability to hide/block sealed cases on this list Can show docket number

**Consolidated Sealed Cases

• All cases in a consolidated group must be sealed or none of them
• Individual documents sealed in one case will be sealed across all cases the document is filed in

Sealing Court-Issued Documents

• treated the same as other documents - can be either sealed or unsealed at document level by an order

E-fiing in a Sealed Case

• Currently all filings in sealed cases are done by paper
• Motion to File Under Seal
  • Secondary doc could be a previously filed document or a new document
  • treated as any other document

Sealed Case Reporting

• Report includes
  • Caption, name, docket number, case type
  • Active and closed cases Would like to have reporting option to view sealed documents

8) Appellate

Case Status = Closed

• Either party can file an appeal (DEC2 can e file notice of appeal)
• They have 90 days after decision has been made to do so
• External parties and docket need ability to file a document / add docket entry to a case regardless of status

Docket QC

• When notice come in goes to docket with event code depends on who sent in, Filing fee processed, and Served on both parties
• Docket issues Notice of Filing of Notice of Appeal
  • Currently use Word to create this notice, it’s not one of their templates in system
  • Notice of filing- auto populate clerk of court and address (need to select court, Circuit 1,etc.)
  • Type caption and docket number

Notifying Appellate Court

• Clerk scans appeal case package
  • Notice of Appeal
  • Docket Sheet
  • Notice of Filing of Notice of Appeal
• Current system emailing files to appellate
• They get a confirmation from the appellate court with the Appellate docket number and notice that is served on the tax court They modify the entry for notice of appeal - with COA #[new docket number] Scan the notice into correspondence file

E-filing with Appellate Court

• Docket downloads entire case docket record
• Goes to appellate court CMS and e-files the docket record (file size 32 mb zip files and requires record to be broken down)
• Docket receives receipt after e-filing - this goes into correspondence file
• Once sent to appellate court add note to screen - this is a Minute Entry

During Appellate Case

• Docket receives email notification, goes to courtLink to download document, and adds new entry to the USTC record (NEED TO ADD APPELLATE CODES to internal doc type list

• if it’s a judgement, opinion, memorandum, or mandate - they get scanned correspondent

• Mandate goes on to docket record

• Need ability to manually change status

• Petitioner can still file in USTC case during appeal in progress, update information. All new info gets added to docket record. Then supplement record in appeal court.

Nice to Haves

• template with letter head for different appellate court
• Ability to update Clerk of the Court and address for each court

9) Top 10 Document - logic

See Above

10) Reports

Reports - related to cases “not at issue”

• Could possibly combine these 3 reports to see cases that are not at issue and why

• Need to be able to click into case and from there create an order

• No answer reports- list of active cases that do not have an answer filed

  • Need ability to sort regular vs small
  • Use report to help IRS keep track of cases
  • Run at anytime

• No Fee Report

  • Cases where filing fee has not be paid or waived
  • Should include case as soon as petition is served

• No Place of Trial report

  • Petitions generates an order for this - Docket doesn’t use as much anymore

Automatic Service report

• Have never used
• Includes all documents that were e-filed and automatically served on parties
• May be useful if system goes down

Docket Clerk Tracking

• Need to know what has been processed, what orders have been served
• Section QC can be used for this purpose- need to be able to filter by user

Certified /Registered Mail FORM NOT REPORT

• Docket adds “C” or “R” in the “M” column in docket entry for certified/registered mail
  • They click on C- it take them to PDF Form for Post Office (PDF form filler)
  • Form is pre-populated with case info from system
• Certified listing from post office (confirmation of mail service)
• Registered if out of country

Sealed Report

• Active/ Closed
• Come up by caption, name docket number
• Used for statistics
• Right now is a pdf would be nice to link into case

Blocked Cases Report (the 9s)

• Implemented already - need to add ability to see all cases across all trial locations

Judge’s Monthly Report

• judge/ docket can run
• All or Filter by judges
  • Docket need to know if judge is unavailable….. Add a note to screen.
  • Docket uses all view to reassign cases when a judge leaves
• Includes case status - can be filtered by status
• Includes opinions - listed separately from cases
  • Shows how many bench opinions, regular opinions, etc.

Appellate report

• Beginning of month send out list of all appeals that have been served
• Sorted by service date
• Email to judges, contacts- inside report
• Outside parties- outside report
• Need to show all cases - whether open and closed
• Drive report by the event codes for Notice of Appeal
  • NOA
  • NOAD
  • NOAG
  • NOAP
  • NOAR
  • NXAP
  • NXAR
  • ANOA

Deadlines report

• Implementation works
• Need to add case status
• would like to be able to filter by assigned judge

Other report upon request

• Closed case report
  • How was closed (dropdown)
  • Date closed
• Motions/orders/anything filed report
  • Record live data

Case Categories - Reporting

• need reporting capabilities to track categories and groups
• abatement
• tax shelter Etc.
• Rhonda to provide list

[klohman]

Pending Tab/ Report

Pending Items Documents that Automatically are Pending

• All Motions
• All Applications
• Order to Show Cause
• Proposed Stipulated Decisions

Documents that clerk indicates is Pending

• Users need the ability to manually indicate that a document is “pending”

Who needs access to this info

• Docket clerks *ADC need access to general docket cases
• Judges need access to pending documents for their cases (Jurisdiction Retained, Assigned, Waiting for Decision)

Pending Report - Presentation of Information List of all pending documents

• Docket, Case name, Document Title, Filed Date, Case status (not there currently but need)
• If there is more than one pending document for a single case, they need to see that in this complete list (could display the total number of pending items, group documents by case, etc.)

Case Detail

• Display all pending documents for a case

Resolving Pending Items

If Judge or ADC stamps Granted or Denied

• Must enter a code into the Action/Status column on docket entry to remove the pending item
• Motion Granted (GRM) / Application Granted (GRA)
• Motion Denied (DNM) / Application Denied (DNA)
• Motion/Application Denied and Case Closed (GRD) - changes

If Judge or ADC issues order requesting something

• Enter Order (ORD) and date into Action/ Status column
• The issuance of the order resolves the original pending item and it no longer appears on the pending report
• if the order is requesting something additional, they addd whatever the order is requesting is added as a due date (currently entered on their Calendar screen)
• the new document (for example, Response) needs to be tracked

If judge issues order that will change status

• Enter code in action column
• OJR - changes status to Jurisdiction Retained
• OAJ - changes to assigned (to judge)
• OVD - Opens the case back up and the case status reverts to its previous status
• Case status is automatically updated and document is removed from pending report

Mini Order (may no longer be needed - ask Jessica) When motion is granted or denied, docket clerks are prompted if they want to generate a mini-order Mini-order is a copy of the document as a new docket entry for them to manipulate and serve

[alsmith1]

DSP: Designated service person. they are the lead service person on the case. Normally what happens is whoever is the first attorney to sign a petition becomes the service attorney. They are the lead council on the case. If they do not come in that way they can come in with an entry of appearance. Whoever is the first to file an entry of appearance becomes the DSP. Current system - have a check a box for a “s” indicator that shows that they are the Attorney of record. If it's not an attorney and its pro-se it goes by the pro-se people. If it is a husband and wife and they are at the same address then the first is listed in the caption whether its the husband or wife the “s” indicator goes next to the first person in the case. If they are at different addresses then we put the “s” indicator next to both.they can both have their own attorney also. Party screen Only the docket clerks can manually change the “s” indicator Modify that party screen to put the indicator wherever it needs to. So, if an attorney is withdrawing out of a case i need to move the indicator to next to the petitioner. Currently you can have more than one council in the case, and the lead council that receiving service today can file a designation for another council to receive service. We then have the opportunity to change the service indicator to the other attorney, and put them at the first spot. When an entry of appearance is filled, the way it is automated now is that an event code which is “EA” is used, it will automatically add that attorney to the case and list that attorney as the service person for the parties they select. The same for substitution of counsel. It will automatically take one attorney out and put the other attorney who filed the motion for substitution in place of the one that came out. yes you can have petitioners at 2 separate addresses, represented by different council, a participant represented by someone different, you could have 5-6 different service people on one case. Until the court acts on that motion we move the service indicator to the individual practitioner or petitioners however many there are. We need to make sure that everything in that case gets served. Then both the attorney and the petitioner or petiners all have the “s”. So we need the flexibility. Process is the same paper and electronic. Once i use one of the 2 event codes, yes i have to add it to the docket record because im doing it manually but as far as the party screen goes the system will automatically do it. a judge at any given time can issue an order and direct that all future correspondence to be served to the current DSP as well as the petitioner

Simultanious documents-
its one document. Simultaneous means together. The whole purpose of simultaneous is that the parties see all the docs at the same time. And they cant be viewed until all are there. If the parties have access to the case, they register, they have access they can see everything in the case except what is sealed right now and simultaneous. The only way they can see the simultaneous is when we put the saved date on them, and if it has a COS we put release in the action status which then makes it so both parties can see them. the simultaneous briefs, once i get that last one in the case, i go into each one of those, I modify each simultaneous brief, the docket entry and i will put the “b” for both, the “p” for petitioner or “r” for respondent whatever is required, and the service date on the docket entry. Then I go to the document on the cover sheet and add the stamps, and i'll do the to each one of those. Normally you have only 2 an opening of a brief by respondent and one by the petitioner. But if you have individual petitioners with different addresses, different attorneys, participants you can end up with numerous ones. So once we get them all we go in and modify the docket entry, put the b,p or r and the date and then we put the served date of service on the document

Service Service not tied of QC- for the items that come in as paper while im QCing if i have anything that i need to make service to i will do so right then and there unless simultaneous documents and COS. Every document in the case has to be served on all opposing parties. So its programmed today to automatically do that. They get an email. the only ones that are not automatically served are the simultaneous documents which in the list we gave you guys of all the documents, anything that says simultaneous or briefs or memorandums they are not automatically served. The docket clerk will serve once they have received them all. Because they have to be served simultaneously. So the program we currently have was set up to block service if they select the right codes. served stamp is also automated on the efile documents. So any document that's served by the outside party they all get a served stamp with the exception of any application, any lodged document, any simultaneous document. They do not get served stamp put on them on the actual covesheet of that document. The date goes on the docket record and who it was served on but the document will not reflect the served stamp. an application has to be acted on then it will get that first served stamp on the actual image of the document. Because there will be granted or denied stamp on it. Motion is filed by respondent but then the court acts on the motion. Then it's served on both. order of the court needs to be served on both.

The direction of briefs most of the time come from that sheet so we put the minutes on the docket entry then we go to the simultaneous screen and add due date and what's due if its simultaneous. This screen was made to see if these documents are viewable. Its kinda like a cheat screen, to help us make sure we serve these all at the same time. Its for each individual case. Viewable External users can see the entry they cant see the image. They cant see the document. Until marked as viewable. Predating Service Need ability to put a future date of service on a document. Documents will not be sent out or display served until that date. Printing print service and label right away. Mail Paper Petitioners only send out as certified mail. That's where we put the m column in the docket record. We mark what type of mail c for certified. If anyone gets certified by paper then it has to be certified mail. Needs to display on the record not the document. It could go at the end of the docket entry. It has to be indicated somewhere. And visible for inhouse as well as external users.