COURT CLERK CLASSES FOR JUDGES (SEI, CDR/TSLED Reporting, WebDVS and E-Justice Portal)

Transcription

1 COURT CLERK CLASSES FOR JUDGES (SEI, CDR/TSLED Reporting, WebDVS and E-Justice Portal) 2014 New York State Magistrates Association Conference Syracuse, New York

2 SEi Electronic Reporting September 23, 2014 Marty Maloney, SEi Topics of Discussion DMV Downloading etickets Reporting to DMV CDR reduced # of counts 1

3 etickets Must have a DMVTRAN folder on your C: drive, this is where the eticket and edisposition electronic files are written If you don t have DMVTRAN or don t know if you have it, call SEi or OCA for help. Downloading etickets OCA website can be accessed directly from The CourtRoom Program, also Legacy & e- Justice Portal 2

4 OCA Homepage Importing the tickets If you do not see the Read eticket option, exit out of the CourtRoom Program and go back in. If you still don t see it, give SEi a call. 3

5 Print etickets Printed e-ticket 4

6 Printed eticket - Felony Reprint an eticket 5

7 Edit DMV Info To Edit the DMV Info screen from Case Information Modify Case->Case Modification->Edit DMV Data Or <Ctrl> D Most other screens have a DMV tab or button Reporting to DMV What can be reported to DMV Dispositions (D) Scofflaws & Scofflaw Lifts Don t forget to reset timer, if lifting scoff for a reschedule (S) Case Transfers (UT 18s) (T) Duplicate Dispositions (UT 20s) (U) Suspension Pending Prosecution 1192 & 1193 only (P) 6

8 Transfer to another court UT-20 7

9 Suspension Pending Prosecution Validate DMV info Validate DMV record to check for errors 8

10 Create DMV file Create DMV File CDRs If you are new to doing CDRs in The CourtRoom Program, be sure you have entered your court s ORI number and a range of CDR serial numbers into the program. Get a list of CDR numbers by calling If necessary, you can get some numbers from Sei to hold you over 9

11 Enter Numbers into CourtRoom Program Enter CDR numbers by clicking UTILITY->Edit databases-court Information Click the CDR Numbers tab Enter the first number on the list Enter the 2 nd number on the list Enter Court CDR # and ORI #, if necessary CDRs (Criminal Disposition 540 Reports) When The CourtRoom Program thinks a case needs a CDR, the CDR button displays on the Case Information Screen 10

12 Case with multiple counts Reporting reduced counts on CDR 11

13 Create file Create file to submit THANK YOU 790 Canning Parkway- Suite 1 Victor, NY (Phone) [email protected] (Fax) [email protected] 12

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15 9/10/2014 OCA CDR WEBSITE 9/10/2014 The Welcome Page displays the last time records were transmitted to both OCA and TSLED 9/10/2014 1

16 9/10/2014 Upload CDR 540 -If upload is done prior to 4:45 pm, records will process and be sent to DCJS after 6 pm on that same day. -If upload is done after 4:45pm, records will process up until 11 pm on the same day but won t be sent to DCJS until after 6pm on the next day. -It s a good idea to overlap transmission days. 540 Error Report -If upload is done prior to 11:00 pm, records will process and errors will be posted to the error report within 2 hours. -Once correction is transmitted, error with come off error report within 2 hours. -The report is cumulative. Errors do not come off the report unless the error is fixed and uploaded again. Cases Transmitted -When records are uploaded, they will appear immediately on the calendar for that day. Click on the # of records for that day and a list of docket # s will display. Use this to keep a history of cases uploaded and to verify that specific cases were uploaded. Review CDR 540 -View the data uploaded by entering the serial # and Run Report. This will display the date(s) the record was uploaded. If you click on the serial #, it will display a copy of the CDR 540 form. CDR -This tab provides a link to the CDR group. 9/10/2014 ACD Cases for Sealing -This report will display all dockets/cases with ACD dispositions that were uploaded and are now eligible to be sealed (deem dismiss date has passed). -Seal the docket with seal and upload. Do not change the disposition code of ACD55 or ACD56. -If the docket contains both PG and ACD charges, the docket will need to be split in order to seal properly. -ACD cases come off the report within 2 hours of uploading the seal as long as there are no errors. Marihuana Cases for Sealing -This report will display all dockets that were uploaded with a PG to PL and three years has passed since the crime date. -Seal the docket/case and upload. -Marihuana cases come off the report within 2 hours of uploading the seal as long as there are no errors. Potential Cases for Sealing -This report will display dockets that are attached to a sealed arrest. This happens when there is another docket reported with a seal on the same arrest. -Before sealing, seal order must be requested and sent from the sealing court. -Cases resent with the seal section come off the report within 2 hours of uploading as long as there are no errors. 9/10/2014 2

17 9/10/2014 Upload TSLED -If upload is done prior to 4:45 pm, records will process and be sent to TSLED after 6 pm on that same day. -If upload is done after 4:45pm, records will process until 11 pm on the same day but won t be sent to TSLED until after 6pm on the next day. Review TSLED -If you want to view the data uploaded, enter the Ticket # and Run Report. This will display the date(s) the record was uploaded. If you click on the ticket #, it will display the TSLED data. TSLED Error Report -If upload is done prior to 4:45 pm, records will process and TSLED will return errors the next day. -The report is cumulative. Errors do not come off the report unless the error is fixed and uploaded again. Cases Transmitted -When records are uploaded, they will appear immediately on the calendar for that day. Click on the # of records for that day and a list of ticket # s will display. Use this to keep a history of tickets uploaded and to verify that specific tickets were uploaded. 9/10/2014 # of New Tickets -New tickets will display. -Click on # of tickets to get a list of ticket # s. -Click on Create Download File (XML) and save file. Make sure that the tickets are saving in the correct location. Search for Ticket -This allows the court to search for a specific ticket # to see if it s on the Website. -Enter ticket # (make sure cap lock is one) and click run report. -Click on the ticket # and the ticket will display. -If there is a supporting deposition, it will appear on the right. Click to display. Traffic Tickets for Your Court -This allows the court to run a calendar for a specific month. -The calendar displays the # of tickets that have an appearance for that day. -Click on the # of tickets on any given day and a list will display. Update as Received -This allows the court to remove tickets from Q (waiting to download) status. -Once the Remove Old Tickets from Download button is clicked, the tickets will be updated to P (updated as received) status and removed with 2 hours. 9/10/2014 3

18 9/10/2014 Opens Arrests, OA Counts/OA w/warrants/oa w/o Warrants/Docketed/No Warrants/Not finished/oa HGJ/TRAN/Corrected by Date -These reports are for the Open Arrests. -Once the case is finished and transmitted, it will come off the report within 2 hours as long as there are no errors. -Open Arrest Nothing has been Received and the arrest remains open; OA Counts - # of open arrests with and without warrants -OA W/Warrant - # of docketed cases that are pending because of an open warrant; OA/w/o Warrant - # of cases (some dockets/some not docketed) that are open but have no open warrants; Docketed/No Warrants/Not Finished Something was reported but not disposed.; OA HGJ/TRAN Cases transferred into the court but no disposition reported; Corrected by date Report will display # of cases correct during a specific month. Rejected by DCJS -This report will display errors returned by DCJS. -Error codes of less than 100 and higher than 299 do not need to be addressed. -Error codes of more than 100 and less than 300 need to be addressed. Current 1/1/2000 Present -This report will display arrests where the court was listed as the expected court of arraignment by the arresting agency. -The report is updated every 45 minutes on the hour. -Once a docket/case matches the arrest, it will come off the report within 2 hours. Current HGJ/TRANS -This report will display any dockets/cases transferred from another court. -Updates to report run on the weekend only. Current Cases Finished w/o CJTN -This report will display any dockets/cases that were uploaded without a CJTN and or NYSID #. -This report also includes Violation of Probation transfer cases. Even if the court submits the case with the CJTN #, the case will still post on this report. -Cases on this report will come off within 2 hours of the court uploading it with the CJTN/NYSID #. -If CJTN #/NYSID are not available or for VOP-T cases, manual removal can be done. Current Pending Cases -This report will display cases pending and the last reported action. -Updates to report run on the weekend only. DIR Cases -This report will display arrests where the arresting agency indicated a Domestic Incident filing in the past 90 days. -Arrests come off the report in 90 days. YO Cases -This report contains any arrests for a specific time period where the defendant is a Potential Youthful Offender. -Arrests come off the report in 90 days. 9/10/2014 4

19 9/10/2014 Charges -This tab provides a charge dictionary for all sections of law that are in the DCJS charge dictionary. -The list includes effective date, repeal date and if the charge is fingerprintable Y/N. Courts -This tab provides a court dictionary all criminal courts in NYS. -The list includes the court s ORI # and criminal court code. 9/10/2014 PT Section 180 -This tab provides a report of felony arrests that are over one year old and do not have any action. -DCJS provides a report 3 times a years. -The report is not updated until the new report is received and posted. Log On to DCJS -This tab provides a link to the DCJS public page. DCJS -This tab provides a link to DCJS Customer Contact Center. Rejected By DCJS -This allows the court to run a calendar to see if any dockets/cases were rejected by DCJS. These are docket/cases that passed the OCA edits but DCJS had a problem processing. -Error codes 1 99 and are considered non-fatal and required no action. -Error codes are considered fatal and will require action. 9/10/2014 5

20 9/10/2014 Log On to OSC -This tab provides a link to the Justice Court Fund site to submit monthly financial reports. OSC -This tab provides a link to OSC for assistance. 9/10/2014 Town & Village Resource Center -This tab provides a link to the Resource Center. 9/10/2014 6

21 9/10/2014 # of New Arrests -This report will show any new arrests. -This report is updated every day and arrests are removed in 60 days. Update as Received -This will allow the court to update the arrests. 9/10/2014 OCA s GroupWise -This tab provides a link to the OCA Groupwise sign in page. 9/10/2014 7

22 9/10/2014 CONTACT OCA S CDR UNIT FAX # Questions on CDR Reporting Questions on Error Reports Questions on Dispositions Questions on rapsheets/missing dispositions Questions on e-tickets Questions on training Questions on CDR/TSLED and Web/DVS website Questions on accessing websites The CDR Staff: Christine, Ed, Heather, Maureen, Karen and Tina are here to assist you. 9/10/2014 8

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24 Traffic Safety Law Enforcement & Disposition TSLED 2014 Advanced Court Clerk Training VPASS - Updates Important Announcements Magistrates Manual TSLED Monthly Reports 1

25 Important Announcements Magistrate s Manual 2

26 VPASS Applications Menu Series Memo s2014 M6 4/22/14 Magistrates Manual Series Memo s 2013 M18-10/24/13 VTL Alcohol Related Offenses M17-10/21/13 - CMV Operators Cell/Electronic M14-9/19/13 - Move Over Law M11-7/18 - Surcharge Increase -Parking M9-7/3 - Fine Increase Cell/Electronic M5 Reporting Convictions 96 Hours 3

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30 Cases Pending 60 Days Reports CM-02/CM-02.1 Scofflaw eligible reports for both NYS and out of state drivers have been updated to exclude violations that cannot be scofflawed VTL Parking Violations Local Law Violations Series Memo Want to be notified when new Series Memos are posted to the web? Send your request via to 7

31 REFUSALS Defendants refusing to submit to the breathalyzer are eligible for a Pending Prosecution Suspension ONLY: if they have been convicted of a VTL 1192 within the past 5 years OR they are charged with a felony under Article 120 or 125 of the NYS Penal Law. If they meet one or both of the criteria, they are eligible only for a hard suspension (box 1) Refusals cont d Officer completes Report of Refusal to Submit to Chemical Test (form AA-134) and keeps green copy; gives white and pink copies to court After arraignment, court keeps pink copy of AA- 134 Send the white copy of AA-134 with a copy of the Notice of Temporary Suspension and Notice of Hearing (form AA-137) to Safety Hearing within 48 hours of arraignment. 8

32 TSLED Error Reports Reports are cumulative When a transaction is on the error report, the conviction may not be on file, the scofflaw can t be added or cleared until the error is corrected and retransmitted TSLED Error Reports Scofflaw Errors Bad Value is: NOT ELIGIBLE FOR SCOFF - 60 DAYS HAVE NOT ELAPSED Solution is: Use TSLED Ticket Search, see what court date is listed, transaction date MUST be more than 60 days after this date. If date in TSLED incorrect, call TSLED. 9

33 TSLED Error Report Scofflaw Errors Bad Value is: CANNOT SCOFF FOR VIOLATION Solution is: attempting to scoff for parking, call TSLED to purge from report Bad Value is: CANNOT SCOFF LAWTYPE Solution is: Village, Town, City and Highway Laws cannot be scofflawed Bad Value is: DISPOSITION NOT ON FILE SEND DISPOSITION AND RESUB Solution is: must have pled guilty/fine not collected disposition on file BEFORE scofflaw for TSLED Error Report Disposition Errors Bad Value is: UT-20 REQUIRED TO AMEND THE EXISTING DISPOSITION Solution is: disposition on file is different than the disposition being sent. Use TSLED Ticket Search to review record for disposition, if disposition on file is incorrect due to a clerical error, change your report type from D=disposition to U=UT20 and retransmit. 10

34 TSLED Error Report Disposition Errors Bad Value is: SENTENCE NOT ALLOWED FOR A DISMISSAL Solution is: Check disposition code, is it correct as dismissed or covered by: YES remove sentence info (money;jail) NO correct disposition code TSLED Error Report Disposition/Scofflaw Errors Bad Value is: MOTORIST DATE OF BIRTH DOES NOT MATCH TSLED RECORD MOTORIST FIRST NAME DOES NOT MATCH TSLED RECORD MOTORIST LAST NAME DOES NOT MATCH TSLED RECORD MOTORIST SEX CODE DOES NOT MATCH TSLED RECORD Solution is: Double check your entries; use TSLED Ticket Search make correction(s), retransmit HINT: if you receive all of the above errors for one disposition transaction, it is usually an indication of a duplicate TraCS ticket. Use TSLED Ticket Search to check. If duplicate TraCS ticket, change report type from D to U reason code 9, retransmit 11

35 TSLED Error Report Disposition/Scofflaw Errors Bad Value is: DOB DOES NOT MATCH LICENSE RECORD DRIVERS FIRST NAME DOES NOT MATCH LICENSE RECORD DRIVERS LAST NAME DOES NOT MATCH LICENSE RECORD DRIVERS SEX CODE DOES NOT MATCH LICENSE RECORD Solution is: Double check your entries; search license record for correct information Thank you TSLED contacts: vpass issues scanned documents forms COURTS ONLY Public 12

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37 HON. JONAH TRIEBWASSER Town and Village of Red Hook Justice 7467 South Broadway Red Hook, New York (845) Admitted to the New York Bar, Supreme Court of the United States, United States Court of Appeals, United States District Court, United States Court of International Trade and United States Tax Court. GOVERNMENTAL AND LEGAL EXPERIENCE: Town and Village of Red Hook: Town and Village Justice - Preside over criminal and civil cases. Perform weddings. Administer courts and supervise court staff. (April Present) City Court of Poughkeepsie, New York : Acting City Court Judge - Preside over criminal and civil cases. (August 2010 to Present) New York State Department of Environmental Conservation: Deputy Regional Attorney (Retired) - Trial attorney prosecuting civil and criminal proceedings involving violations of the Environmental Conservation Law and the applicable regulations. Assisted in supervision of four attorneys (March 1989 September 2005) Vassar College - Poughkeepsie, New York: Adjunct Lecturer - Teaching an undergraduate level course in Environmental Law. (January Present) Marist College - Poughkeepsie, New York: Adjunct Professor and Lecturer - Teaching an undergraduate level course in Criminal Law. (September Present) New York State Department of Labor: Administrative Law Judge (Unemployment Insurance Referee) - Reviewed and analyzed records and files for cases on appeal and prepared summaries of appellate cases. Drafted decisions for the New York Unemployment Insurance Appeal Board. (September March 1989) New York City Department of Law, Office of the Corporation Counsel: Assistant Corporation Counsel - Trial and appellate counsel to the City of New York in the area of tax certiorari and eminent domain proceedings as well as other civil litigation matters. (June August 1988)

38 WGHQ - NBC Radio Affiliate in Kingston, New York: Host of "Point of Law," a weekly radio discussion program on various topics of law. (November, September, 1986) Winner of 1986 New York State Bar Association Media Awards Certificate of Merit. Appellate Division, Mental Health Information Service: Staff Attorney - Presented cases before administrative tribunals and courts representing patients in New York State facilities at mental health hearings. (August, June, 1981) Robinson, Silverman, Pearce, Aronsohn, Sand & Berman: Litigation Intern - Participated in the Special Training Program for Students Attending Law Schools in the Southern District of New York under the direction of Chief Judge David N. Edelstein. Assisted in the preparation of civil cases for trial. (October April 1979) New York County District Attorney's Office: Legal Intern (Trial Preparation) - Assisted in the preparation of criminal felony cases for trial. Performed pretrial investigations. Prepared cases and interviewed witnesses for Trials Bureau. Researched legal issues for Appeals Bureau. (Summer, 1977) Office of the Special State Prosecutor: Special Investigator - Investigated corruption cases in the New York City criminal justice system. Assisted attorneys in the investigation and preparation of grand jury presentations and felony trials. (May, June, 1976) LEGAL EDUCATION: New York Law School: J.D (Graduated in top quarter of class) Joseph Solomon Scholar at the University of Bologna, Italy, Faculty of Law. Studied comparative labor law and federalism. (Summer, 1978) NYLS Activities and Honors: EQUITAS, student newspaper, Editor-in-Chief; Henry B. Rothblatt Criminal Advocacy Writing Award; New York Law Journal Award for Outstanding Journalistic Contribution; Phi Delta Phi Legal Fraternity, Dwight Inn, Historian and Sergeant at Arms, Law School Graduate of the Year Award, School Service and Spirit Award, Province I Graduate of the Year (New York Metropolitan Area); Listed in Who's Who in American Colleges and Universities

39 PUBLICATIONS: Author of Student Study Guide and Teachers Manual for Samaha on Criminal Law, West/ Wadsworth Publishing, 5 th, 6 th and 7 th editions. Author of "Supreme Court Briefs" column, Law Enforcement News, City University of New York. ( ) Author of book reviews in the American Bar Association Journal, November 1981; July, 1982; November, 1982; June, 1983; January, Editor of The Advocate, official publication of the Dutchess County Bar Association. ( ) "Entering the LEXIS System," Student Lawyer Magazine, American Bar Association October, UNDERGRADUATE EDUCATION: John Jay College of Criminal Justice: B.S. - Criminal Justice, 1972 A.A. - Police Science, 1971 Activities and Honors: The LEX, student newspaper, Editor-in-Chief; Listed in Who's Who in American Colleges and Universities; Panelist on WHN Radio (1050 AM) series, "The Police and Higher Education"; Faculty Distinguished Service Award; Announcer on college radio station PROFESSIONAL ASSOCIATIONS AND ACTIVITIES: American Bar Association (Past Vice-Chairman, Young Lawyers Government Lawyers Committee) New York State Bar Association (Fellow of the New York Bar Foundation; Past-Member of the House of Delegates; Past-Chairman, Membership Committee, Past-Member Media Awards Committee; Past-Member of the CLE Committee; Lecturer at CLE Seminars on Environmental Law) Ulster County Bar Association (Past President; Past Secretary; Past-Member of the Board of Directors) Dutchess County Bar Association (President-Elect)

40 New York State Magistrates Association (Director) Dutchess County Magistrates Association (Past-President) Served as a Real Property Tax Proceedings Hearing Officer, Referee, Receiver and Arbitrator for the Supreme Court of the State of New York Listed in Who's Who in American Law (5th edition, 1987; 6th edition, 1989)