Municipal Clerk Manual – Courts with JIS - Chapter 2 - Pre-Trial/Trial Procedures: Case Initiation

Clerk Handbooks

Municipal Clerk Manual – Courts with JIS

		Section/Rule:	2.1
Subject:	Chapter 2 - Pre-Trial/Trial Procedures	Publication / Adopted Date:	September 1995
Topic:	Case Initiation	Revised / Effective Date:	June 2017

Municipal Clerk Manual
Courts with JIS
Chapter 2 - Pre-Trial/Trial Procedures

2.1 - CASE INITIATION

References
Statutes: N/A
Supreme Court Rules: 37.34 and 37.35
Court Operating Rules: 4.04, 4.08, 4.09 and 4.14
Publication Date: September 1995
Revised: June 2017

INTRODUCTION

When a new case is initiated in JIS, it is assigned a case type.The case type describes the category of judicial proceeding requested. The following chart lists the JIS case type assigned to each judicial proceeding.

Category & Case Type Description	Case Type Code
Cnty Ordn - Alchl&Drg Rel Traf	O1
County Ordinance - Parking	O2
Muni-Alcohol & Drug Rel Traf	O3
Muni- Parking Violation	O4
Municipal Ordinance - Traffic	O5
Municipal Ordinance - Other	O6
County Ordinance - Traffic	O7
County Ordinance - Other	O8

FILING PROCEDURES (Supreme Court Rules 37.34, and 37.35)

Municipal traffic and ordinance violations are filed and prosecuted by information and supported by a violation notice pursuant to the Supreme Court Rule (SCR). The information shall be in writing, signed by the prosecutor, and filed in the court having jurisdiction. An information may be the signed Uniform Citation or its own document

CASE NUMBERING (Court Operating Rule 4.04)

Cases filed by Uniform Citation will use the nine digit Uniform Citation number as the case number. If the arresting agency submits tickets with more than nine digits contact the OSCA Help Desk at (888) 541-4894. If cases are filed by a method other than Uniform Citation (information, summons, etc) case numbers will be assigned by JIS.

INDEXING (COR 4.09 and 4.14)

Case and Judgment Index Records shall be maintained for all municipal cases.

The case and judgment index shall include; full name of the defendant, case number, date the case was filed, date of disposition, case disposition information, and a summary of the sentencing order.

CLERK'S DUTIES/PROCEDURES

REMINDER: For courts using the Document Management System (DMS), while on the appropriate docket code, access the Document Management Window to attach the document(s). (See Document Management System (DMS): Procedures: DMS Link to Scan from Work Station or Procedures: Scan and Then Link to the DMS in GOLD.)

Courts Accepting Paper Filings

INITIATE MUNICIPAL CASE

1. CVAQMVI – Custom Quick Citation Entry (See Procedures: Municipal Case Processing in GOLD.)

1.1 Enter case information for the Uniform Citation/Information from the prosecutor.

1.2 Click on Set Defaults in the navigation pane of the form to initiate multiple Uniform Citation cases with common information, if necessary.

Note

: The Ordinance Violation statewide charge codes must be used in order for the information to be reported correctly to the Department of Revenue (DOR) and the Missouri State Highway Patrol (MSHP).

1.3 Enter appropriate information such as, Accident/DWIBAC Indicator, Commercial Drivers’ License (CDL), Commercial Motor Vehicle Indicator, Hazard Material Indicator, Offense Cycle Number (OCN)

(See Uniform Citation Site-Defined Information in GOLD.)

Site Defined Fields (COASITE)

Note

: All information provided on the Uniform Citation should be entered in JIS at case initiation; however, the following information is required for electronic traffic reporting.

Uniform Citation Number

§ Agency ORI

§ Charge Location (Upon/At or Near)

§ Defendant’s Name

§ Defendant’s Date of Birth, Social Security Number, Driver’s License Number & State (at least one of the three is required)

§ Defendant’s Gender

§ Clocked Speed & Posted Speed (for speeding violations)

§ Charge Code

Contact the Prosecuting Attorney if required information was not provided when the case was filed with the court. The filing should be returned to the prosecutor to acquire the missing or incorrect information and be resubmitted to the court for initiation. The case should not be initiated without all required information, including the prosecutor’s signature.

1.4 Print backer sheet and attach citation.

1.5 File Uniform Citations alphabetically by defendant last name and court date.

Courts Accepting eFiled Documents

Note: Multiple submissions for a single case may be pending in the case import queue. If one of the pending submissions is for a new case that has not yet been accepted and a later filed submission (e.g., a motion) is selected to process, one of two alert messages will be received. If the initial submission has not yet been accepted to create the case, the message will read, “You must process the initial filing on this case.” If there are multiple subsequent (non-initiating) submissions to be processed for a single case, the message will read, “There are multiple records associated to this filing. Do you want to see all related records?” Respond either by choosing “Yes,” to display all filings or “No” to process only this filing.

1. CWICTCQ – Custom Case Import (See Procedures; Electronic Case Import: Case Import Queue (CWICTCQ) in GOLD)

1.1 Query the import queue for the new case

1.2 Enter the appropriate 2-character JIS location code

1.3 Enter Filing Type Code: EF New Case

1.4 Highlight the record and click on view documents in the navigation pane.

Note:

If you are not already logged in to Case.net, you will be prompted to log on using your network username and password.

1.5 View citation and check for any filings errors. If filing errors exist follow local court practice for holding submissions or contact supervisor for review. If no filing errors exist, access

CWACTRI

by double clicking on selected record or by clicking on Details in the navigation pane of

CWICTCQ

2. CWACTRI – Party Tab (See Procedures: Electronic Case Import; Case Import CWACTRI in GOLD)

Note:

Save

must be performed following each step below:

2.1 Review and accept Parties in Party Tab.

Note:

Check to see if parties have an existing ID in JIS. If there is no existing ID, a new ID will be created.

2.2 Review case description and party type in upper block of

CWACTRI

. Save and accept (this will open the docket tab.)

3. CWACTRI – DOCKET TAB (See Procedures: Electronic Case Import; Case Import CWACTRI in GOLD)

3.1 Review docket code and information on the Docket Tab

AUTT – Uniform Traffic Ticket Filed

AINFO – Information Filed

3.2 Enter into docket text any relevant details regarding the filing

3.3 Save changes.

4. CWACTDE – Judge Assignment/Event Scheduling (See Procedures: Electronic Case Import: Case Import Event in Gold)

4.1 Schedule hearing according to local court practice

Use the event code SCTR for Traffic Hearing and SCHR for Ordinance Violation Hearing

4.2 Add text in the note to filer field if necessary.

5. CWACTDE – Complete Submission (See Procedures: Electronic Case Import: Case Import Event in Gold)

5.1 If any selection is made in the navigation pane you must select the Red Door icon to go back to

CWACTDE

before your submission is successfully completed.

Note:

Once case processing is completed, save and select the Red Door Icon to exit

CWACTDE

at which point the case number will pop up in a notification box stating the case has been accepted.

FORMS

Backer Sheet