Closed klohman closed 4 years ago
Pending Items Documents that Automatically are Pending
Documents that clerk indicates is Pending
Who needs access to this info
Pending Report - Presentation of Information List of all pending documents
Case Detail
Resolving Pending Items
If Judge or ADC stamps Granted or Denied
If Judge or ADC issues order requesting something
If judge issues order that will change status
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
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.
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)
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.
OD / OCD
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.
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.)
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
3) Service
4) QC of Orders/Decisions; action/status column
High Level Internal Document - QC Process Document Creation
Docket QC
Adding Docket Entry Document Title (Filings and Proceedings)
Filed Date
PDF
Attachments
Complete Entry
Single Document - Multiple Docket Entries (HOLD - need priority from Jessica) *May need to add an order and apply it to multiple cases
Recording Actions (aka Action/Status column)
“Mini Orders” (Current process) (CONFIRM with Jessica- is this needed in the future)
Case Categories
5) Consolidated cases
Criteria for Consolidating Cases
High Level Process (Current)
Consolidated Cases UI
External Filings in Consolidated Cases
Court-Issued documents for Consolidated cases
QC Process for Consolidated Cases
Calendaring Consolidated Cases
Related Vs. Consolidated
Removing Consolidation
Closing Consolidated Cases Dispositive documents (Stipulated Decision, etc.)
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
Receiving the Opinion
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
judge’s name
Who is being ruled for: respondent/ petitioner/ rule 155 / other
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
Bench Opinions
Multiple Opinions
Opinion on Motion
Amending an Opinion
Changes to Case Status
7) Sealed documents/cases
Sealed Documents
Sealing a Document
Identifying a Sealed Document
Access to Sealed Document
Unlock/Unsealing Document
Redacted/ Unredacted Documents
Sealing a Case
Access to Sealed Cases
Sealing Info related to Petitioner Name
Calendaring a Sealed Case
**Consolidated Sealed Cases
Sealing Court-Issued Documents
E-fiing in a Sealed Case
Sealed Case Reporting
8) Appellate
Case Status = Closed
Docket QC
Notifying Appellate Court
E-filing with Appellate Court
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
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
No Fee Report
No Place of Trial report
Automatic Service report
Docket Clerk Tracking
Certified /Registered Mail FORM NOT REPORT
Sealed Report
Blocked Cases Report (the 9s)
Judge’s Monthly Report
Appellate report
Deadlines report
Other report upon request
Case Categories - Reporting