Dallas County Felony & Misdemeanor Courts User Stories ...€¦ · User Stories ID # Case Type and...

Dallas County Felony & Misdemeanor CourtsUser Stories

ID # Case Type and Other Info Name User Story

1.1.1 Misdemeanor: Financial ‐ Daily Processes

i. As a cashier, I pull the cashier screen for cash and checks while balancing amounts and update reconciliations of collections in the Case Management Systemii. As a cashier, I print credit card report CR007 from Document Directiii. As a cashier, I want to be able to run and print CRCO Preliminary Reports for grand total (1) Bond Forfeiture (1) Criminal Cases (a.k.a. Big Money)iv. As a cashier, I run and print CR‐98 Form – (1) Bond Forfeiture cash and check (1) Criminal Case cash and check for cost and finesv. As a cashier, I enter the total count by tender type (e.g., cash, check, credit card) in the Case Management System for Treasurer’s office receipt to accompany the deposit for the courier

1.1.2 Misdemeanor: Financial ‐ Receipt Process

i. As a cashier clerk, I need to be able to enter the following information into the Case Management System in order to generate a receipt: • Case Number • Defendant's Name • Payment amount without transaction fee • Printer ID • Cashier Code • Marker for transaction fee • Marker for Special Funds Over Pay • Amount of Over Pay • Paid By • Payment type • Check Numberii. Fines and Court Costs need to have pre‐assigned priority levels in the Case Management System. Payments will be applied to lower numbered priorities first and higher numbered priorities second. Within a priority level, there needs to be a formula employed by IT to assign monies to each cost associated with that caseiii. Transaction fee of $2 must be applied in the Case Management System for all case filings (e.g., Occupational Driver's License (ODL), Administrative License Revocation (ALR), Non‐Disclosures) • Payments of $4 or less do not incur a transaction fee when paying the balance of a caseiv. As a cashier clerk, overpayments must be receipted using the Case Management System

1.1.3 Misdemeanor: Financial ‐ Deposits

i. As a cashier clerk, I input deposits into the Case Management System using the following information: • Deposit type • Deposit purpose (e.g., Court costs and fines, Bond payments, Record Copies, Withdrawal Fees) • Deposit Date/Report Date • Deposit #

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1.1.4 Misdemeanor: Financial ‐ Overpaymentsi. When overpayments occur and there is not an alternate case to apply the excess to, the excess monies will need to be assigned to “Special Funds” (SF) (>$15) or “Clerk Fees” (<$14.99), depending on the amount

1.1.5 Misdemeanor: Financial ‐ Electronic Paymentsi. The Case Management System needs to be able to accept electronic payments via online credit card payments. These payments can be made in‐house with the cashier, or via the internet.

ii.As a cashier, I validate the credit card payment informa on that was routed to the Case Management System.1.1.6 Misdemeanor: Financial ‐ Disbursements i. As a cashier, I disburse and void checks using the Case Management System

1.1.7Misdemeanor: Financial ‐ Application of Hold/Overpayment

i. As records clerk, if I receive a payment through the mail and am unable to identify where the check processed, I will conduct research in the Case Management System.ii. As a cashier, if Records clerk finds the applicable case, the money order will be treated as a regular payment and I apply it in the Case Management Systemiii. As a cashier, if Records does not find the case, the money order will be treated as a regular payment and applied as a “Hold” until the case can be identified in the Case Management System

1.1.8Misdemeanor: Financial ‐ Returned Item Processing (Chargeback)

i. As a Court Clerk, I reapply the Fine and apply the applicable NSF fee to the defendant’s case in the Case Management System.ii. As a member of the Treasurer’s Office, I ensure the Returned Check Funds are taken from Fund 170 in the Case Management System, thereby creating a receivableNOTE : Fund 170 is the bank account set up exclusively so that funds can be taken out by the bank for bad checks, or dishonored payments. If a Department deposits a bad check, the money is taken from Fund 170 by the bank and the Treasurer’s Office will notify the Department to recover the money from the customer who gave us the dishonored payment. The Department will then have to payback Fund 170 from the money recovered from the customer.iii. As a Cashier Supervisor/Manager, when the customer/defendant brings in replacement payment to resolve the NSF, I apply the funds to an applicable court case via the Case Management System.iv. As a member of the Treasurer’s Office, if replacement payment is received from Special Funds, I apply it to Fund 170 in the Case Management Systemv. As a member of the Treasurer’s Office, I make corrections via a journal entry in the Case Management System if after 60 days have passed the customer/defendant still has not resolved the NSF and the DAs office notifies our office

1.1.9 Misdemeanor: Financial ‐ Cash Bond Process

i. As the treasurer, I deposit money via interface from jail system to the Case Management System for the amount of the bond setii. As a cash bond clerk, I will receive notification of the bond discharge and validate that money is available. • If the defendant indicates that the bond money is to be used to pay court costs, a transaction fee of $2 is added, and a cash bond order is prepared and signed by the judge. Monies will be dispersed to the payor, minus the administrative fee and minus the court cost. • If the defendant indicates that the bond money is not to be used to pay court costs, a cash bond order is prepared and signed by the judge. Monies will be dispersed to the payor, minus the administrative fee. • Note: There is a direct link/interface between Oracle and the Case Management System for Cash Bonds Paidiii. As a cashier clerk, I receive checks from the Treasurer’s Office and create receipts in the Case Management System

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1.1.10 Misdemeanor: Financial ‐ Adjust Receivables

i. As a court clerk, I will receive adjustments ordered by the judge based on certain events (e.g., Affidavit of Indigency, Waiving of Court Cost or Fine) and enter them into the Case Management System to produce a revised cost billii. As the Court Clerk, if I determine that the defendant has jail time or community service after conviction to be applied against amounts owed, I enter adjustments for the jail time based on direction from the judge and generate a revised Cost Bill from the Case Management Systemiii. As the Court Clerk, I make adjustments to jail time credit in the Case Management System that results in a new Bill of Cost and Payment Sheetiv. If a defendant has revoked probation and a probated fine needs to be restored, an additional cost may be assessed creating a new bill of cost and a new payment sheet. • If money is still owed, the judge will determine if a defendant goes back to collections.

1.1.11 Misdemeanor: Financial ‐ Refund Check Request

i. As a cashier, I receive a refund request (electronically) with the following information: name, case number, address, and amountii. As a cashier, I will submit the check request to the accounting and trust will all necessary documentsiii. As an accounting and trust clerk, I will consolidate all requests and create a file to submit to the Auditor’s office • If the information was incorrect, a notification is sent back to Accounting / Trust and the cashier and a resubmission can be completed • If the information was correct, the information is routed to the treasurer’s office to process and assign check numbersiv. As an accounting and trust clerk, I receive a list of check numbers and compare with original refund requests.v. As a cashier, the list of check numbers will be documented via the case management system

1.1.12Misdemeanor: Financial ‐ Escheat ‐ Payment to State Comptroller

i. Treasurer’s office submits a stale dated list of check to accounting and trust department.ii. Stale check list is received and validated for amounts that have been held and not dispersed for more than three years. • If check is greater than $250 due diligence letter is mailed to payeeiii. As a Cashier Supervisor, I need to be able to reverse check information in the Case Management System, returning the balance owed to the Case (Void/Stale Date the check & Escheat Date); comments are added to case management system and jail system is updatediv. As accounting and trust, I create a list of all potential escheat items and submit it to the auditor’s office.v. Auditor’s office prepares a check request file and submits to Treasurer’s office for payment

1.1.13Misdemeanor: Financial ‐ Assessments (Convictions Based)

i. As a Court Clerk, I add the costs (e.g., Warrants served after conviction, non‐disclosure fees, and revocations) to the Case Management Systemii. As a Court Clerk, I create the assessment at the time of adjudication in the Case Management System based on standard fees and additional instruction from the Judge and generate a bill of cost and payment sheetiii. As a Court Clerk, I will ask the defendant if they are paying in full or by payment plan • Payment plan – I enter a collection indicator in the Case Management System and stamp the assessment with Collections and send the defendant to the collections department • In full – I stamp the assessment with “cashier” and send defendant to cashier’s department

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1.1.14Misdemeanor: Financial ‐ Non‐Monetary Receipting

i. As the Court Clerk, I need to credit any time served prior to conviction at the time of judgment in the Case Management Systemii. As a court clerk, I need to credit any jail time served prior to conviction at the time of judgment in the Case Management System • A Bill of Cost / Notification of Cost indicates any credit giveniii. Note: Judge may give jailtime credit and / or credit time served for any arrest prior to conviction

1.1.15Misdemeanor: Financial ‐ Miscellaneous Receipting

i. As a Records Clerk, I will receive a request for recordsii. As a records clerk, I will conduct a preliminary search in the Document Management System to verify if records are available and the number of pages required to complete the customer’s record request • Once the customer has confirmed they want the documents and are willing to pay the necessary fees per page, the Records Clerk will create a work order receipt in the case management systemiii. As a Cashier, I will receive notice of the work order and the work order will include the following: • Amount Received • Cashier Code • Payee’s Last Name • Payment Method • Walk‐In • Check # (if District, not County) • Credit Authorization # (If payment made via CC or Debit Card) • Six Digit Work Order Receipt Numberiv. As a Records Clerk, I will receive notification that the request has been paid and the records search will be completed and provided to the requestor

1.1.16Misdemeanor: Financial ‐ Batch Receipting / Ecommerce

i. As a member of IT, run the import process to add payments and the automatic assessment of transaction fee to the case management system • System generates a report of payments applied and sends over to case management systemii. As a member of IT, report any payments not posted for exceptions • System generates a report and send over to case management systemiii. As a cashier, validate the exception listiv. As a cashier, I will process payments plus manual receipts into the daily cash drawer closeout reporting processv. All items validated on the exception list can result in manual receipts which are also included in the cash drawer closeout reporting process

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1.1.17Misdemeanor: Financial ‐ Cash Drawer Reconciliation

i. As a Cashier, I reconcile each of the payment tenders (i.e., checks, money orders, POS, cash) against the totals in the Case Management Systemii. As a Senior Cashier, once I have verified the report and adding machine tapes for count and accuracy, I must initial the Summary Report from the Case Management Systemiii. As a Cashier, after the Senior Cashier initials the report, I then need to be able to create CR‐98 Form from the Case Management System

1.2.1 Misdemeanor: Pre‐file ‐ Attorney Appointment

As a court coordinator, I need to be able to appoint an attorney to a case and create an order of appointment in the case record. The attorney should be notified via the TechShare Defense Portal; I should have visibility to the attorney’s acknowledgement confirming receipt of appointment. Upon confirmation of receipt of appointment, the case information (case, defendant information, location status (e.g., jail), bond status, court appointment) should be sent to the attorney. i. As a judge, I appoint second chair attorneys (for multiple case types), as needed

1.2.2 Misdemeanor: Pre‐file ‐ Attorney AppointmentAs a court coordinator, I update the case file with the defendant’s attorney if independently retained.Note: Retained attorneys can be added to unfiled cases.

1.2.3 Misdemeanor: Pre‐file ‐ Attorney AppointmentAs a clerk, when I receive case information after Magistration from the jail, if the defendant has been Magistrated and has a retained attorney, I will add the attorney name.

1.2.4 Misdemeanor: Pre‐file ‐ Attorney Appointment As a judge, I view the current lawyer and any previous lawyers on a case as well as a record of duration and current status for each.

1.2.5 Misdemeanor: Pre‐file ‐ Decline to ProsecuteAs a clerk, I will be notified by the Prosecutor's system of which cases have been declined to be prosecuted by the DA's office. The defense attorney will be notified as well.

1.2.6 Misdemeanor: Pre‐file ‐ Initial SettingAs a court coordinator, I receive the initial setting information for all Magistrated defendants (in jail or bonded) from Dallas County Jail and / or LEAs.

1.2.7 Misdemeanor: Pre‐File WarrantsAs a clerk, I catalog documents (e.g., search warrants, tracker warrants, out of state warrants, arrest warrants) generated prior to case filing. When the case is filed (i.e., assigned case number), I associate the documents with the filed case if requested (by judge, defense attorney, etc.).

1.2.8 Misdemeanor: Pre‐file ‐ Court Assignment

As a court coordinator, I receive court assignments via defined criteria through the Magistration process: i. Courts 1‐9 and Appeals 2 should be assigned via round robin process. ii. Courts 10 and 11 should be limited to assault / family violence cases and alternate case assignment. iii. Court of Appeals 1 should be assigned Class C appeals from lower courts, plus Class A and B if defendant has a pending case already in court. NOTE: Court of Appeals 1 cases originate from the lower courts.NOTE: Defendants that have multiple cases need to be assigned to the same court for all pending cases.NOTE: As a court coordinator, I should be prevented from disposing of a misdemeanor case if there is a pending felony.NOTE: Keep Round Robin separate for manual transfers.

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1.2.9 Misdemeanor: Pre‐file ‐ Examining TrialAs a court coordinator, when I receive an examining trial request form from an attorney (this includes all capital murder examining trials), I schedule the trial (within 5 days of receipt) and notify the defendant / attorney of the date. I assign these cases to specific Misdemeanor courts (1 and 2 alternating).

1.2.10 Misdemeanor: Pre‐file ‐ ArraignmentAs a clerk, I receive the arraignment information, including the financial questionnaire, risk assessment, and bond amount, and attach it to the case file in the case management system and notify the court coordinator.

1.2.11 Misdemeanor: Pre‐file ‐ Writ Release (Dry Writ)As a court coordinator, I need to be able to process a writ release if the case isn’t filed by the DA within 4 days of the defendant receiving an “aware date”. I document that the defendant is released per finding of fact. I will send a notification to the court clerk to issue an Original Capias (OC) warrant when/if the case if filed in the future.

1.2.12 Misdemeanor: Pre‐file ‐ Jail Docket (Jail Chain)

As a court coordinator, I generate a single jail docket documenting multiple defendants being brought from the jail for disposition proceedings related to filed cases (no felony charges pending). As a court coordinator, if the defendant is brought up for jail chain, however, no activity occurred, a notification to the Case management system needs to be noted. i. Jail docket includes: tank location, book in number, name, intake date, charge, attorney, any holds (e.g., INS, hospital)). ii. The system should send a notification to all pertinent parties electronically and via text

1.2.13 Misdemeanor: Pre‐file ‐ Bail Review Jail DocketAs a court coordinator, I generate a bail review jail docket for defendants who have been in custody for 48 hours whether or not a case has been filed. After bail hearing, I document the outcome in the case management system.

1.2.14 Misdemeanor: Pre‐file ‐ Docket As a court coordinator, I create different case type dockets based on specialty court or case status.

1.2.15 Misdemeanor: Pre‐file ‐ Jail Mail As a court coordinator, I will process any jail mail addressed to the judge or provide to the clerk and electronically link it to the original case file.

1.3.1 Misdemeanor: Case Initiation ‐ Case HistoryAs a public defender, prosecutor, judiciary, pro se defendant, and any other role supporting the court system, I need the ability to view case history (i.e., event register) including the dates of key activities and the number of settings and continuances for a specific case.

1.3.2Misdemeanor: Case Initiation ‐ Case Indicted as a Misdemeanor

As a county clerk, I receive notification and transfer request from a felony clerk when a case was indicted as a misdemeanor. I validate the defendant’s location, prioritize custody status, document receipt of the indictment, and the misdemeanor case in the case management system. After validating the case in the system, I notify the felony court so they can close out their case. Note: as a clerk, I need the ability to track the case across the organization.

1.3.3Misdemeanor: Case Initiation ‐ Filing of Misdemeanor Case

As a clerk, I will ensure notifications have been pushed to the court assigned once the misdemeanor case filed through the prosecutor system.NOTE: Clerk will need a list of filed cases from the prosecutor system.

1.3.4 Misdemeanor: Case Initiation ‐ Class C Appeals

As a clerk, I receive a batch of traffic ticket appeals from the JP courts system and / or surrounding LEAs. During review of the appeals, if there are individual appeals that are incomplete, I return the incomplete record to the originator (e.g., reverse workflow). For the “complete” records, I create a new case including the following criteria: original lower court case number, defendant driver’s license, and attorney name, etc. After the required information is recorded in the case management system, the cases are assigned to a future docket (based on availability) of up to 1,500 cases / appeals per docket.

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1.3.5 Misdemeanor: Case Initiation ‐ Class C Appeals As a court coordinator for Class C Appeals, I can set limits to the docket.

1.3.6Misdemeanor: Case Initiation ‐ Filing of Civil Related to Criminal Case

As a clerk, for an Administrative License Revocation (ALR), I receive and review the initial filings, create an assessment / bill of cost, and case is assigned to a specific County Criminal Court (currently: CCC9, Judge Hoffman). A notification is sent to the CCC9 Court Coordinator and Supervisor to ensure the case to be set for hearing.


As a clerk, for an Occupational Driver’s License (ODL) filing (including amended ODL filings), I receive and review the initial or amended filings (e‐filing or paper), create an assessment / bill of cost (if applicable), case‐relate the filing to criminal case (if a DWI), and case is assigned to a court (via court wheel).


As a bond forfeiture clerk, I will receive a notification from the court clerk that a NISI judgment has been issued. I will initiate the Bond Forfeiture (BF) case. (State vs. the Surety).


As a bond forfeiture clerk, if the surety files a Bond Forfeiture Bill of Review within two (2) years, I will initiate a new case. (Surety vs. the State).


As a clerk, Non‐Disclosure Case will be created at the filing of the Petition through E‐file. As a clerk, the NDC Case will need to be related to the criminal case and will be heard within the same court as the criminal case.

1.3.11 Misdemeanor: Case Initiation ‐ Reporting Each case type filing will be captured as data for Office of Court Administration (OCA) reporting activities.

1.4.1Misdemeanor: Court Processes ‐ Calendar Management

As a court coordinator, I manage the courtroom calendars (define the hours of operation, work week, holidays, etc.). i. As a court coordinator, I set limits to the docket for my individual court. ii. As a court coordinator, I manage multiple dockets on the calendars per court. iii. As a court manager, I manage multiple calendars for the court. iv. As a court manager, I manage visiting judges' calendars. v. As a court coordinator, I reassign events from one courtroom to another (e.g., case transfers between courts).

1.4.2Misdemeanor: Court Processes ‐ Motion and Orders Entries

Subpoena processAs a clerk, I generate state or defense subpoenas when I receive an electronic witness list from the DA system or attorney. After creating the subpoena, I assign it based on the witness’ address to a specific sheriff’s office or constable to be served. The document is sent to Sheriff's Office, Constable, DA or Defendant Attorney, as appropriate to be served. After the subpoena has been served, the system will be updated with the service attempts and / or document.

1.4.3Misdemeanor: Court Processes ‐ Motion and Orders Entries

Witness AttachmentIf a witness attachment (witness fails to appear in court) is submitted and granted by the Judge, as a clerk, I will electronically sign, apply court seal and update the case record. The form is sent to the DA’s office investigators to serve. The system will be updated with the service attempts and / or document.

1.4.4 Misdemeanor: Court Processes ‐ Warrants

As a clerk, I issue various warrants (see examples below) plus associated bond amounts (if applicable) and provide dispo to jail. The warrants are sent to the sheriff’s office to serve. After the warrant is served, I receive notice and update the case accordingly.(Example warrant types: e.g., insufficient bond, ATGOB (affidavit to go off bond), Article 17.16 (affidavit to surrender bond), bond forfeiture warrant, mandate warrant, bench warrant, Original Capias, CFP (Capias Pro Finum), Miscellaneous Capias)

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1.4.5 Misdemeanor: Court Processes ‐ WarrantsAs a clerk, I recall various warrants, notify the jail, and update the case accordingly.(Example warrant types: e.g., insufficient bond, ATGOB (affidavit to go off bond), Article 17.16 (affidavit to surrender bond), bond forfeiture warrant, mandate warrant, bench warrant, Original Capias, CFP (Capias Pro Finum), Miscellaneous Capias)

1.4.6Misdemeanor: Court Processes ‐ Warrants: ATGOB Hearing

As a court coordinator, after the ATGOB is filed, a hearing must be scheduled and a notification to the Court clerk to recall the warrant if issued. Surety, defendant and attorney are notified electronically. i. If Judge granted, surety is released and ATGOB is granted. Warrant is issued by Court Clerk. ii. If not, judge will allow surety to stay on bond or return the funds taken on bond back to defendant. iii. Court Clerk notifies the jail with a dispo of decision. NOTE: Judge’s decision will be reflected on the record.

1.4.7 Misdemeanor: Court Processes ‐ WarrantsAs a clerk, I will receive a Show Cause hearing list, forward to the judge for review, and upon approval will issue the capias pro finum warrant for balances over $25.

1.4.8Misdemeanor: Court Processes ‐ Docket Proceedings

Pass Slips (like continuance)As a court coordinator, I update the case record with any new docket proceedings ensuring that all parties are aware. (Would like the process to be automated to enhance collaboration when selecting new dates and to provide a record of number of postponements associated with a case.)

1.4.9 Misdemeanor: Court Processes ‐ Court TransfersAs a court coordinator, a notification is sent to the clerk’s office to generate both transfer (including for recusals) and receiving document orders. The transferring Judge will sign the order and it will be sent to the Receiving Court Judge which will sign Order of Receiving. Receiving clerks will document within the case management system.

1.4.10Misdemeanor: Court Processes ‐ Court Transfers: Recusal

When defense or State files for revocation and the Judge does not agree, a hearing is scheduled and the First Regional Admin judge (or his/her appointee) determines whether judge is recused. i. If recusal granted, First Regional Admin judge will re‐assign case and clerk will be notified of court to whom it should be transferred. ii. If recusal denied, it stays in that court of jurisdiction.

1.4.11Misdemeanor: Court Processes ‐ Court Transfers: Recusal

As a court coordinator, when I receive voluntary recusal from my judge, I will submit the order before the Admin Regional Judge who will reassign the case to another court and notify the clerks of the court. As a clerk, I will reassign the case. When the case is reassigned, the receiving court will acknowledge.

1.4.12Misdemeanor: Court Processes ‐ Personal Recognizance Bonds (PR Bonds)

As a clerk, after the judge grants a PR bond, I update the case management system and send notification (dispo) to jail of PR bond. i. Dispo to the jail will provide instruction that defendant posted PR within court AND/OR ii. To change warrant status immediately iii. Jail will update Bond status and send message to case management systemNote: this could happen pre‐trial or in court.

1.4.13Misdemeanor: Court Processes ‐ Changes in Bond in Court

As a clerk, I update the case management system when bonds are set and / or changed by the judge and then send a dispo to the jail.

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1.4.14 Misdemeanor: Court Processes ‐ DismissalsAs a clerk, I process case dismissals requested by the DA and approved (signed) by the Judge. I receive dismissals via e‐file or from the court and a notification is sent tot he sheriff's office. (No judgment is created because the case is dismissed.) i. As a court coordinator, I cancel future settings.

1.4.15Misdemeanor: Court Processes ‐ No‐Show (Failure to Appear ‐ FTA)

As a Court Coordinator, if the defendant is a no‐show or fails to appear in court by certificate of call process, I will direct the court clerk to initiate the bond forfeiture process.

1.4.16Misdemeanor: Court Processes ‐ No‐Show (Failure to Appear ‐ FTA)

As a clerk, I will issue the bond forfeiture warrant and NISI judgment.

1.4.17Misdemeanor: Court Processes ‐ Pleas / Dispositions

As a clerk, I will receive various pleas / disposition types and associated documentation electronically. Judgment is produced and kept for the record. (Example pleas and disposition types: dismissals, jail time plea, probation plea, revocation plea, class C plea, jury trial / trial by judge)


Time served / back timePre‐requisite: The Sheriff System passes along the back time to prosecutor system, Defense Portal, and Judicial portal, as well as case management system. This will assist the parties to submit the appropriate recommendation to the judge. i. As a court clerk, the final result of back time will be provided and documented with the system. 1. A Bill of Cost / Notification of Cost indicates any credit given. ii. Note: Judge may give jailtime credit and / or credit time served to reduce court costs and fines for any arrest prior to conviction. Not as part of the sentence. iii. As a judge, I capture the judgment information as I rule on the case.


As a clerk, a dispo is sent to the jail to update the jail system. Note: the dispo is assigned a next number. The next number sequence starts over each day.


As a bailiff, I place a thumbprint image on the judgment and conditions of probation provided by the probation department.


As a court coordinator, after the case is disposed and based on case status, all future criminal case hearings are removed.


As a clerk, I need the system to maintain a historical record of the charges even as it is modified by the court (enhancements and reductions).


As clerk, if a defendant is sentenced to unsupervised probation, I am notified at the proper time to close out the probation.


If a defendant is sentenced to probation, the probation department prepares the paperwork and sends it the clerk via case management system.


As a clerk, after disposition, I will discharge the bond, recall the warrant, and send a dispo to the jail (to update the jail system).

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As a clerk, I will prepare an assessment / bill of cost (based on offense) for the defendant and route to cashier or collection department as well as update case management system based on the following:

i.If the defendant chose to pay in full, will be directed to cashier. ii.If the defendant chose payment plan op on, will be directed to the collec on department.

Note: case management system will retain the bill of cost history.


As a clerk, after disposition, I create the DPS forms and save for the record.


As a QA clerk, I validate all disposition events for accuracy.


As a clerk, I will notify the judge if any corrections need to be made to the judgment which will be sent back electronically as a nunc pro tunc.


As a court clerk, if the court receives a request for research (e.g., claiming that back‐time credit is incorrect, correction of a deadly weapon, affirmative finding of family violence, correction on paragraphs), I will research the claim to determine if there was an error. If an error was made, I will create a Nunc Pro Tunc Order and submit it to the judge for approval.


As a court clerk, after I receive judicial approval, I update the case management / document management system(s) noting the Nunc Pro Tunc has been issued, and send a copy of the order, original judgment, and sentence to the defendant and the Board via certified mail. Note: System will resend disposition to DPS.


When a misdemeanor case is dismissed due to enhancement to a felony, the felony case is indicted and the bonding company must be notified of the indictment. At the indictment, a judge orders the initiation of the bond transfer from misdemeanor to felony to be conducted by the clerk.

1.4.33Misdemeanor: Court Processes ‐ Post‐conviction Activities

As a clerk, if an individual violates probation, a warrant is issued, and I update the case management system.


As a court coordinator, I schedule a court date with no judgment entered.


As a clerk, the system will maintain any probation history/activity via integration.


As a clerk, if the judge has ordered restitution to be collected prior to other balances (e.g., court costs), I will flag the case in the system to prohibit court costs and fine payments from being receipted until an update is received from the Probation system indicating restitution fees have been collected in full.

1.4.37 Misdemeanor: Court Processes ‐ Appeals As a clerk, if a defendant files a Notice of Appeal, I will create a docketing certificate and send dispo to jail.

1.4.38 Misdemeanor: Court Processes ‐ Appeals As an appeals clerk, I receive notification of the appeal and make a docket entry. (Note: This may or may not be a motion for a new trial.)

1.4.39 Misdemeanor: Court Processes ‐ Appeals As a clerk, upon judge granting an appeal bond, I will notify the jail via dispo of the appeal bond and the bond amount given by judge.Page 10 of 36



1.4.40 Misdemeanor: Court Processes ‐ AppealsAs an appeals clerk, I will process and organize the events and documentation to prepare for TAMES entry. i. As a clerk, I create an index (list of document being transmitted to the court of appeals).

1.4.41 Misdemeanor: Court Processes ‐ AppealsAs an appeals clerk, I will receive the response from the 5th district court of appeals. I will document the mandate or opinion which can reopen the criminal case. (Note: if case reopened, return to judgment process, schedule hearing)

1.4.42Misdemeanor: Court Processes ‐ Cash Bond Process

After the case has been disposed, the payor will request a cash bond refund from the cash bond clerk. i. Cash Bond refund can be directed by judge to discharge bond and begin refund process. NOTE: the case will continue to be pending and a new warrant will be issued.

1.4.43Misdemeanor: Court Processes ‐ Cash Bond Process

As a cash bond clerk, I will verify the bond status (i.e., NISI or discharged). i.As a cash bond clerk, if the bond is discharged, I will verify if funds are available and if they are, I will generate an order to return the cash bond

funds. I will obtain all necessary signatures and forward to the trial judge. After the trial judge approves, I process the refund and the file for Oracle entry and return cash bond order.

ii.If the bond is in NISI status, I will no fy the Surety to contact the bond forfeiture dept. iii.If the bond was processed into the wrong account, or the charge changed a er the bond was deposited, I will create a cash bond transfer

request form to have the money transferred to the correct account so that the release can be processed.

1.4.44 Misdemeanor: Court Processes ‐ Bond ForfeitureAs a bond forfeiture clerk, I will receive a notification from the court clerk that a NISI judgment has been issued. I will initiate the bond forfeiture case.

1.4.45 Misdemeanor: Court Processes ‐ Bond Forfeiture As a bond forfeiture clerk, I will bring over the bond document from the criminal case to the civil case.

1.4.46 Misdemeanor: Court Processes ‐ Bond Forfeiture As a bond forfeiture clerk, I will create a citation and record the return.

1.4.47 Misdemeanor: Court Processes ‐ Bond ForfeitureAs a bond forfeiture clerk, if the constable is unable to serve the citation, I contact the Civil DA to obtain a valid address and update the case management system. If it is still unable to be served, a citation is sent via certified mail. (An answer must be filed within two days of the date of service. If an answer is not filed within the required timeframe, a default judgment is processed.)

1.4.48 Misdemeanor: Court Processes ‐ Bond Forfeiture As a bond forfeiture clerk, if the citation is served, I will notate the system.

1.4.49 Misdemeanor: Court Processes ‐ Bond ForfeitureAs a bond forfeiture clerk, I will set the hearings 45 days from the hearing notices and ensure the docket is sent to surety and attorney on file for the bonding company and the civil DA.

1.4.50 Misdemeanor: Court Processes ‐ Bond Forfeiture As a bond forfeiture clerk, if a case is passed for continuance by the Civil DA, I will notate continuance and reset the hearing.

1.4.51 Misdemeanor: Court Processes ‐ Bond ForfeitureAs a bond forfeiture clerk, I will receive all necessary paperwork from the judge (e.g., NISI bond, magistrate findings, cost) and prepare the judgment ruling.

1.4.52 Misdemeanor: Court Processes ‐ Bond ForfeitureAs a bond forfeiture clerk, I will create a bill of cost / assessment after the judgment ruling has been signed.Note: The bill of cost will have a specified due date determined by the judge.

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1.4.53 Misdemeanor: Court Processes ‐ Bond Forfeiture As a bond forfeiture clerk, I receive a weekly report identifying all sureties that have missed their bond payment due date.

1.4.54 Misdemeanor: Court Processes ‐ Bond Forfeiture As a bond forfeiture clerk, if the surety does not pay the judgment within 30 days, it will be flagged for a cutoff list.

1.4.55 Misdemeanor: Court Processes ‐ Bond Forfeiture As a bond forfeiture clerk, if the surety does pay within 30 days, the BF case will be closed, and the bond will be discharged.

1.4.56 Misdemeanor: Court Processes ‐ Bond Forfeiture As a bond forfeiture clerk, weekly, I will prepare a cutoff list and notify the sheriff’s office to enforce within the jail management system.

1.4.57 Misdemeanor: Court Processes ‐ Bond Forfeiture As a bond forfeiture clerk, if the surety files a bill of review within two (2) years, I will initiate a new case.

1.4.58 Misdemeanor: Court Processes ‐ Bond ForfeitureAs a bond forfeiture clerk, if payment for a judgment is never received, I prepare an execution to compel payment. The execution is then sent to sheriff’s office to serve. If the surety is out‐of‐county, an abstract judgment is created and filed with the county clerk’s office. If the surety payment is made, the BF clerks will prepare a release of lien and disseminate, document the payment in the jail system, and discharge the bond.

1.4.59 Misdemeanor: Court Processes ‐ Set‐asides

As a court clerk, if a set‐aside motion is granted, I will make an entry and notify the bond forfeiture clerk. i.If the set‐aside mo on is submi ed within 30 days and granted the BF case (civil) will be closed. The criminal case will con nue. ii.If the set‐aside mo on is submi ed a er 30 days, the set‐aside mo on must be forwarded to the civil DA. His decision will determine if the

bond forfeiture case will be closed.

1.4.60 Misdemeanor: Court Processes ‐ Set‐asidesAs a court clerk, if the set‐aside motion is granted, the event added, and a notification is sent to Bond Forfeiture Clerk. i. As a court clerk, the system will notify to recall the warrant.

1.4.61 Misdemeanor: Court Processes ‐ Reporting Each case event will be captured as data for Office of Court Administration (OCA) reporting activities.

1.5.1 Misdemeanor: Class C Appeals ‐ Court Processes

As a clerk, I receive a batch of traffic ticket appeals from the JP courts system and / or surrounding LEAs. During review of the appeals, if there are individual appeals that are incomplete, I return the incomplete record to the originator (e.g., reverse workflow). For the “complete” records, I create a new case including the following criteria: original lower court case number, defendant driver’s license, and attorney name, etc. After the required information is recorded in the case management system, the cases are assigned to a future docket (based on availability) of up to 1,500 cases / appeals per docket.

1.5.2 Misdemeanor: Class C Appeals ‐ Court Processes As a court coordinator, I send hearing notices to all parties involved in the Class C Appeals process.

1.5.3 Misdemeanor: Class C Appeals ‐ Court Processes As a court clerk, I receive a recommendation from the DA based on the defendant’s driving record and I update the court record.

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1.5.4 Misdemeanor: Class C Appeals ‐ Court Processes

As a court clerk, I ensure plea forms are added to court record. i.If plea is a dismissal, DA creates dismissal, the judge signs the dismissal, it is added to the court record and the case is closed. ii.If deferred, I will create a special expense le er no ng that the defendant has 60 days to pay all court costs. iii.As a court clerk, if the defendant pays, I will create a deferral judgment and 30 days later a clerk will create an order dismissing deferral

judgment. The judge signs the deferral judgment and the case is closed. iv.If the defendant does not pay, a straight plea process begins where the defendant is ordered to pay a specified amount and par cipate in

services identified by the judge.

1.5.5 Misdemeanor: Class C Appeals ‐ Court ProcessesAs a court clerk, when the defendant pays or time is served, the clerk closes the case. If the case goes to trial, the court coordinator orders a court reporting and/or requests a jury. (A trial is then held, and the judgment is completed. If not guilty the court closes the case, if guilty, an assessment is created, and the collections process begins.)

1.5.6Misdemeanor: Class C Appeals ‐ Competency Cases

As a clerk, I will be notified of a competency evaluation order by the court coordinator. i.If the defendant is incompetent, the case will be transferred to the Competency Court. ii.If the defendant is competent, the case will con nue in the original court of jurisdic on.


As a clerk, I will document any information provided by the competency coordinator and court coordinator (e.g., competency evaluation, order of transfer, competency order, order of receiving, court hearings, treatment plans).• If the defendant is found competent, Court Coordinator notifies attorney and schedules next proceeding• If the defendant is found incompetent, Court Coordinator schedules competency hearing and sends a copy of evaluation report to defense attorney• As a clerk, I will mark any medical documentation (e.g., the psychological assessment, doctor communications, medical reports) as confidential, unless advised otherwise by the judge.Note: The medical documentation (e.g., psychological assessment, doctor communications, medical reports) must remain confidential. Note: On the event register, a generic notation should be made.Note: Access to files will be defined in user roles.


As a clerk, I will ensure I send dispo to jail if the defendant must be released or has no bond.


As a clerk, I will document any time the defendant has moved from hospital to jail.


As a clerk, I will issue a bench warrant if the defendant is required to return to court based on competency coordinator information.


As a clerk, I will record the judgment information prepared by the competency coordinator and prepare the packet of information to forward to the hospital.

1.5.12 Misdemeanor: Class C Appeals ‐ Reporting Each case event will be captured as data for Office of Court Administration (OCA) reporting activities.1.6.1 Misdemeanor: Non‐Disclosure Cases As a clerk, Non‐Disclosure Case will be created at the filing of the petition through E‐file.

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1.6.2 Misdemeanor: Non‐Disclosure Cases As a clerk, the NDC Case will need to be related to the criminal case and will be heard within the same court as the criminal case.

1.6.3 Misdemeanor: Non‐Disclosure CasesIf the NDC was filed and defendant is unable to pay, a waiver Fee request is submitted by the Attorney/Pro Se and send to the Judge for approval. i. If approved, as a clerk, I will create an assessment with note of inability to pay and proceed to notify the Court Coordinator a notification of the NDC Filed.

1.6.4 Misdemeanor: Non‐Disclosure Cases If the NDC was submitted via Pro Se, as a clerk, I will assess the fees and send notification to Cashier that defendant will need to pay.

1.6.5 Misdemeanor: Non‐Disclosure CasesAs a cashier, I will receive payment for the NDC Case, which is non‐refundable; giving a notification to the Court Coordinator that defendant has paid. i. As a Court Coordinator, I will provide a notification to the District Attorney to respond.

1.6.6 Misdemeanor: Non‐Disclosure CasesIf the District Attorney approves the non‐disclosure, an agreement letter is granted by the Judiciary, and as a clerk, I will capture the event with electronic documentation.

1.6.7 Misdemeanor: Non‐Disclosure CasesIf the District Attorney opposes, the Court Coordinator will be notified and will set a hearing for the judge to review. i. If judge grants the non‐disclosure, the clerk will capture the event with electronic documentation. ii. If judge denies, as a clerk, an event of denial is entered and NDC status is closed.

1.6.8 Misdemeanor: Non‐Disclosure Cases As a non‐disclosure clerk, notifications are sent to Records Department as well as to Department of Public Safety electronically.1.6.9 Misdemeanor: Non‐Disclosure Cases As a NDC Clerk, a list of current non‐disclosed cases is kept.1.6.10 Misdemeanor: Non‐Disclosure Cases As a NDC clerk, I will seal criminal case and documents. 1.6.11 Misdemeanor: Non‐Disclosure Cases As a clerk, I am restricted if I try to post additional entries after the case is non‐disclosed.1.7.1 Misdemeanor: Evidence As a court reporter, I will submit evidence during the life of a case over to the Evidence Registrar for the County Clerk.

1.7.2 Misdemeanor: EvidenceAs the Evidence Registrar, I enter evidence into the case management system. A record is kept of the chain of custody of the evidence via a check‐in/check‐out process. When evidence is eligible for destruction, I will be notified.

1.7.3 Misdemeanor: EvidenceAs a court clerk, I receive the pending final expunction order from the district clerk. Documents in the case are classified as confidential in the document management system.

1.8.1 Misdemeanor: ExpunctionAs the court clerk, I will receive a notification or reminder 30 days after a final expunction order is received, I will notify internal departments of removal.

1.8.2 Misdemeanor: ExpunctionAs a court clerk, I remove case information from the jail system, case management system, any minute books, and document management system. I send letters to involved parties (e.g., LEAs, attorneys, etc.) and a copy of the letter is retained for one year and then destroyed. (NOTE: Would like if after case is expunged, it would no longer be searchable, editable, etc. by any role.)

1.8.3 Misdemeanor: Expunction As a clerk, I am restricted if I try to post additional entries after the case has been expunged.1.9.1 Misdemeanor: Public Access As a public user, I will access certain information from the public view (e.g., Case and court information, subscriptions).1.9.2 Misdemeanor: Public Access As a clerk, I need to identify / flag information available for public view.

1.9.3 Misdemeanor: Public AccessAs a clerk, I need to hide certain information from public view (e.g., mental health / medical ‐ HIPAA, expunctions, victim information, non‐disclosures, identity theft).

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1.9.4 Misdemeanor: Public Access As a system administrator, I need to establish role‐based security to limit county employee access to certain information.1.10.1 Misdemeanor: Record Searches As a clerk, I will receive a record search submission form from any requestor.1.10.2 Misdemeanor: Record Searches As a cashier, I will process payment from requestor and provide a receipt.

1.10.3 Misdemeanor: Record SearchesAs a clerk, I will provide the record search that includes the defendant's name, date of birth, the case number, the court of jurisdiction, the offense, offense date, the disposition, and the disposition date. New records searches will only include criminal cases.

1.10.4 Misdemeanor: Record Searches As a clerk, if I am unable to find requested information, I will initiate a more extensive search via internal departments.

2.1.1 Felony: Financial ‐ General

i. As a cashier, I print out any and all credit card reports daily, from both the internet and Document Direct (reporting module). If there are any overages, negative transactions, or name mismatches the internet reports will not go in automatically. I wait 24 hours and check to make sure it is not in the Case Management System before putting them in the system.ii. As a cashier, I run and print the closeout reportiii. As a cashier, I run and print the CR‐98 Form

2.1.2 Felony: Financial ‐ ODL

i. As a cashier, I create the ODL and assign it a case # and court letter and enter defendants last, first and middle name into the Case Management Systemii. As a cashier I then enter the amount received, cashier code, payee’s name and payment type/information for that case to complete processing of payment for petition in the Case Management System

2.1.3 Felony: Financial ‐ Receive Receipt

As a cashier, I produce receipts for the following payments in the Case Management System:• Expunction Payments• Non‐Disclosure• Record Search/ Certified Copy and Transcript Payments• Contempt of Court and Mainframe Access Disk Fee• Bond Forfeiture Payments• Subpoenas• Fine and Court Cost• Protective Order Payments• Probation Checks

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2.1.4 Felony: Financial ‐ Search Criteria

As a cashier I want to be able obtain the receipt by entering the following or a combination of the following in the Case Management System:• Case # (when applicable)• Receipt #• Amount received• Cashier code• Payee’s first and last name• DOB• Date range• Method of payment (e.g., Walk‐in, mail)• Payment type (e.g., Cash or Check)• Payment Information (e.g., Check #, money order #, credit card authorization #)• Work order #• Certified Copies or Record Search or Warehouse Fee

2.1.5Felony: Financial ‐ Civil Cases ‐ ODL, Expunctions, Non‐Disclosures & Bond Forfeiture

i. As a Cashier, I initiate the ODL process by creating the case in the Case Management System and accepting payment. I need to be able to print a receipt and ensure the Case Management System is updatedii. As a Cashier, I accept expunction orders and payment and update the Case Management System. I print a receipt and ensure the Case Management System is updatediii. As a Cashier, I need to be able to treat non‐disclosure cases as regular payment receipting process and ensure the Case Management System is updated and print a receiptiv. As a trust department clerk, I enter payment request in the Samba Check Request process via Oracle for Bond Forfeitures which results in a check delivered to the Cashier and update the Case Management Systemv. As a trust department Clerk, if the Bond is NOT forfeited and will be used to pay costs and fines, I enter a payment request which triggers check request process (via Oracle) for the costs specified in the order, and the funds are applied to the defendant’s case.

2.1.6 Felony: Financial ‐ Refund Check Request

i. As a cashier, I record the check number issued on the case in the Case Management Systemii. As a Cashier, I determine if there is a credit balance for a defendant and/or their attorney in the Case Management System and have the defendant/attorney complete a Refund Request Form online or in person; I notify management of the requestiii. As Trust/Accounting/Collections (TAC), I verify in the Case Management System that the funds are in the Special Fund Account and then request a check to be issued the next dayiv. As TAC, I resubmit a corrected file for documentation in the Case Management System if the Auditor’s office notes the original information is not correctv. Ability to apply a refund request to another collections case

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2.1.7Felony: Financial ‐ Escheat ‐ Payment to the State Comptroller

i. As Accounting/Trust, I generate a list (Disbursement List Report) out of the Jail System and compare it against an in‐house spreadsheet and against Odysseyii. As the Processing Supervisor, I need to conduct research in the Case Management System and the Jail System in order to update the spreadsheet with case status

2.1.8 Felony: Financial ‐ Non‐Monetary Receipting

i. As the Court Clerk, I credit any time served prior to conviction at the time of judgment in the Case Management System• A Bill of Cost showing balance due is then generated from the Case Management System• If defendant can pay in full then the Payment Receipting process is initiatedii. As a member of the Collections Department, I set up the defendant on a payment plan in the Case Management System• As a member of the Collections Department, I modify the payment plan from dollars to hours if community service is required and enter it into the iPlow system.

2.1.9 Felony: Financial ‐ Adjust Receivables

i. As the Court Clerk, I generate a Bill of Cost and Payment Sheet from the Case Management System when the adjustments ordered by the judge are entered as part of the Judgement Creation ii. As a Court Clerk, I enter adjustments ordered by the judge based on certain events (e.g., Affidavit of Indigency, Waiving of Court Cost or Fine) into the Case Management System and as a result a Revised Cost Bill is generated from the systemiii. As the Court Clerk, if it is ordered that the defendant has jail time after conviction to be applied against amounts owed, I enter adjustments for the jail time based on direction from the judge and generate a Revised Bill of Cost from the Case Management Systemiv. As the Court Clerk, I adjust jail time credit in the Case Management System that results in a new Bill of Cost and Payment Sheet

2.1.10 Felony: Financial ‐ Cash Bond

i. When the cash bond is received, deposit is documented (in case management system), and money received is deposited to the appropriate accountii. The Jail system must send a nightly interface updating the custody status/location of the defendant from the Jail System to the Case Management Systemiii. As the Court Coordinator, I receive the Bond Out Report generated from the Jail Systemiv. As the Court Coordinator, I verify the defendant’s custody statusv. As the Processing Clerk, I need to verify with Trust that the money requested for refund is available by verifying the information against the Case Management System and Jail System that the bond is either discharged, the case is disposed or not in forfeiture status

2.1.11Felony: Financial ‐ TDC Inmate Garnishment (possible integration with TDCJ)

i. As the Court Clerk, I generate a Garnishment Notice via the Case Management System and include it in the Defendant’s Pen Packetii. As the Cashier, I deposit the money to the case in the Case Management System and generate a receipt number; cashier code is used to balance the till in the Case Management Systemiii. As the Cashier, I make corrections in the Case Management System to update the till balancesiv. As a Lead Cashier, after a certain case number is paid off, I issue stop payment order to TDCJ to stop garnishment on case

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2.1.12 Felony: Financial ‐ Payment Receipting Process

i. As a Court Clerk, for payment receipting I print a Bill of Cost and a Payment Sheet from the Case Management System and give them to the defendantii. As a Cashier, I enter the case number and amount being paid in full from the defendant in the Case Management System using the Payment Sheet from the Court Clerk and generate a receiptiii. Collections Office, if a defendant is unable to pay in full at that time they will go through a review and interview process with me and I will create a payment plan in iPlowiv. Collections Office, when a defendant comes in to make a payment, I print the Payment Plan Memorandum created from iPlow and give it to the defendant to make a payment and a receipt is created at that time (no payment is accepted without memorandum)

2.1.13 Felony: Financial ‐ Assessments (Conviction Based)

i. As a Court Clerk, I create the assessment at the time of the adjudication in the Case Management System • Bill of Cost and Payment Sheet generatedii. As a Court Clerk, I manually additional fees (e.g., warrant fee, jury fee, fine) in the Case Management System, which results in the revised cost bill being issued from the Case Management System (DNA fees are added behind the scenes)• Transaction fees are added in the receipting process for subsequent payments and the Time Payment fee is automatically added to case management system 31 days after the assessment if the assessment has not been paid.

2.1.14 Felony: Financial ‐ Miscellaneous Receipting

i. As a Records Clerk, I conduct a search in the Document Management System to verify if records are available and the number of pages required to complete the customer’s record request• Once the customer has confirmed they want the documents and are willing to pay the necessary fees, the Records Clerk will print a triplicate Records Work Order Receiptii. As a Clerk Cashier, I enter the information on the Work Order Receipt given to me by the customer into the Case Management System• Amount Received• Cashier Code• Payee’s Last Name• Payment Method• Walk‐In• Check # (if District, not County)• Credit Authorization # (If payment made via CC or Debit Card)• Six Digit Work Order Receipt Numberiii. As a Records Clerk, I search the Document Management System and print requested documents (e.g., Receipt) and present them to the customer

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2.1.15Felony: Financial ‐ Application of Hold/Overpayment

i. As the Billing Clerk, I need to receive payments and enter the following into the Case Management System and scan it into the Document Management System:• Date, name of the party, check/money order number, amount on the check, the check, envelopes, and logii. As the Cashier, once I receive the Payments Journal from the Billing Clerks, I need to verify the information on the Payment Journal against IPLOW and enter it into the Case Management Systemiii. As a Cashier, I need to be able to search in IPLOW and the Case Management System to determine where a payment should be applied if it is unknowniv. As a Billing Clerk, once I have completed my second verification of payment information, I need to be able to apply the payment either to the case noted or any other case that still has a balance in the Case Management System

2.1.16Felony: Financial ‐ Returned Item Processing (Chargeback)

i. As a member of the Trust/Accounting/Collection (TAC) Department, I need to be able to document in the Case Management System when I cut a check from the Special Fund to Fund 170 and send to the Treasurer to cover the NSF checkii. As a member of TAC, if a customer comes in to pay an NSF, I need to collect the payment and the NSF Fee and notify the Cashier Department and record this in the Case Management Systemiii. As a member of the Treasurer’s Office, I need to be able to document in the Case Management System when I deposit payment to Fund 170 and the NSF Fee to the NSF Fee Revenue Accountiv. As a member of the Treasurer’s Office, I need to be able to post a check payable to the Credit Card Chargeback Account to reimburse the Special Fund Disbursement 669 Account in the Case Management Systemv. As the Senior Cashier, I need to be able to retrieve the case in the Case Management System if the cashier has a chargeback, and then reverse the payment and transfer the money to Fund 503vi. As a Senior Cashier, I need to be able to note when overpayments are paid by check request mailed to the defendant or placed on another case in the Case Management Systemvii. As the Lead Cashier (District Clerk Cashier Supervisor/Mgr.), when I receive a check number from TAC I need to be able to post to the Special Fund Disbursement in the Case Management Systemviii. As the Accounting Supervisor, I need to be able to issue a Special Fund 503 check for Overpayments when Overpayments are received, which is completed in the Case Management System ix. As the Accounting Supervisor, I need to be able to verify money is in the SFA 503 and request a next day check issue in the Case Management System

2.1.17 Felony: Financial ‐ Batch Receipting / Ecommerce

i. As a member of IT, I need to be able to run the import process to add payments to the “system”ii. As a member of IT, I need the “system” to generate a report of payments appliediii. As a member of IT, I need the “system” to generate an exception report for payments not postediv. As a Cashier, I need to be able to research status of Capias Pro Fine which is the most common cause for the exception in the “system”

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2.1.18 Felony: Financial ‐ Cash Drawer Reconciliation

i. As a Cashier, I need to reconcile each of the four separate bundles (“Cash‐Court Costs & Fines”, “Checks, Credit/Debit/POS‐Court Costs & Fines”, “Cash‐Bond Forfeiture”, and “Checks, Credit/Debit/POS‐Bond Forfeiture”) against the totals in the Case Management Systemii. As a Senior Cashier, once I have verified the report and adding machine tapes for count and accuracy, I must initial the Summary Report from the Case Management Systemiii. As a Cashier, once the Senior Cashier initials the report, I then need to be able to create four separate Form 98’s (one for each four bundles) from the Case Management System

2.2.1 Felony: Divert Court

As a divert court manager, I receive a divert court referral from one of the following:• Magistrate during arraignment• Pretrial release, public defender’s office, and judges• Attorneys and Police Departments• DA’s office via arresting agency (case will be accepted and filed; will contact divert court for eligibility screening)

2.2.2 Felony: Divert CourtAs a Divert Court (pre‐adjudication felony drug court) manager, once I receive a Divert Court eligible case, I will review other charges and conduct a criminal history to identify any other charges.

2.2.3 Felony: Divert Court As a divert court clerk, if the Divert Court case is denied or the candidate declines to participate, I will flag the case as ineligible.

2.2.4 Felony: Divert CourtAs a divert court clerk, for any pre‐eligible candidate, I will schedule a court hearing and a complete psychological evaluation. Upon acceptance of a pre‐indicted candidate, I will change the case number to a “DC” number and flag the case indicating divert status; this will notify the jail system.

2.2.5 Felony: Divert CourtAs a divert court clerk, upon acceptance of a post‐indicted candidate, I will request the case be transferred from the court of jurisdiction and I will flag the case indicating a divert status.

2.2.6 Felony: Divert Court

As a divert court clerk, I need to be able to assess a fee to be paid in monthly installments over the life of the program (typically 12 to 18 months).• If a candidate completes the program, I will enter a disposition of “Pass”• If a candidate does not complete the program • a pre‐indictment case will be transferred back to the “F19” case number it came from • a post‐indictment case will be transferred back to the original court of jurisdiction with a disposition of “Fail”

2.2.7 Felony: Divert CourtAs a Divert Court manager, I need the ability to bring defendants to the court on a Jail Chain docket based on certain information (e.g., tank location, book in number, name, intake date, charge, attorney, any holds (e.g., INS, hospital)).

2.2.8 Felony: Divert Court As a Divert Court manager, I need the ability to send communications to the jail. 2.2.9 Felony: Divert Court As a Divert Court manager, I need the ability to issue warrants.

2.3.1Felony: Magistrate Process ‐ Affidavit to Surrender Bond (17.16)

As a magistrate clerk, I receive an affidavit to surrender bond (17.16). After I verify incarceration, the magistrate judge signs the affidavit, I discharge the bond and issue the warrant.

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2.3.2Felony: Magistrate Process ‐ Affidavit to Surrender Bond / Misdemeanor (17.16)

As a magistrate clerk, I receive an affidavit to surrender bond (17.16) after hours for a misdemeanor case. After I verify incarceration, the magistrate judge signs the affidavit, I discharge the bond and issue the warrant. i. This occurs only is case is filed. ii. If case if not filed, affidavit is submitted to the misdemeanor clerks.

2.4.1 Felony: Attorney Appointment

As a court coordinator, I assign a court‐appointed attorney through the indigency wheel, unless it is manually assigned (i.e., Capital murder / ad hoc cases), and have the system notify the attorney of the appointment. If I receive notification that the appointed attorney is unable to accept the case, I need to be able to run the random assignment process again. i. If it is a capital murder and the Public Defenders are not appointed, I need to be able to attach Judge's Good Cause for the appointment of another attorney. ii. As a judge, I appoint second chair attorneys (for multiple case types) and third chair attorneys (for capital murder), as needed

2.4.2 Felony: Attorney AppointmentAs a court coordinator, I update the case file with the defendant’s attorney if independently retained. Note: Retained attorneys can be added pre‐indictment as well as post‐indictment.

2.4.3 Felony: Attorney AppointmentAs a clerk, when I receive case information after Magistration from the jail, if the defendant has been Magistrated and has a retained attorney, I will add the attorney name.

2.4.4 Felony: Attorney AppointmentAs a judge of the court, I may assign a retained attorney, an ad hoc attorney, a writ master, special prosecutor, or attorney pro tem to a case within the court.

2.4.5 Felony: Attorney Appointment As a judge, I view the current lawyer and any previous lawyers on a case as well as a record of duration and current status for each.

2.5.1 Felony: Court Assignment

As a felony courts judge, I am assigned an even distribution of cases as the other judges of the fel ony courts via a round‐robin distribution. Note: The even distribution accounts for court transfers related to co‐defendants or other manual assignments (expunctions, juvenile transfers, etc.). As the felony courts presiding judge, I am assigned all capital murder cases until I determine they are ready to be assigned via the separate capital murder round robin assignment process.

2.6.1 Felony: ArraignmentAs a Magistrate clerk, I receive the arraignment information, including the financial questionnaire, risk assessment, and bond amount, and attach it to the case file in the case management system and notify the court coordinator.

2.7.1 Felony: Pre‐Indictment ‐ Secret Indictment As a criminal operation manager, I manage any secret indictment and ensure that the case is inaccessible until indictment.

2.7.2 Felony: Pre‐Indictment ProcessAs a clerk, I will be notified by the Prosecutor's system of which cases have been declined to be prosecuted by the DA's office. The defense attorney will be notified as well.

2.7.3 Felony: Pre‐Indictment Process ‐ WarrantsAs a clerk, I catalog documents (e.g., search warrants, tracker warrants, out of state warrants, arrest warrants) generated prior to case filing. When the case is filed (i.e., assigned case number), I associate the documents with the filed case if requested (by judge, defense attorney, etc.).

2.7.4Felony: Pre‐Indictment Process ‐ Pre‐File and Pre‐Indictment Writs (Update a Bond)

As a clerk, if during the bond hearing the bond is updated, I will adjust the bond on the writ case, reference the original case on the writ case, and send a dispo to the jail. Note: the update is also referenced on the criminal case number.

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2.8.1 Felony: Grand Jury Edits

As a clerk, I generate three (3) reports for internal use related to grand jury activity after a grand jury decision; the reports contain some of the following information: grand jury court, judge, grand jury foreman, date of indictment, defendant’s name, case number, offense, grand jury court minutes, and assigned trial court.• Manner and Time of Presentment ‐ a list of grand jury cases true billed for each side• Order of Transfer ‐ this is a list identifying cases being transferred from the grand jury court to the court of jurisdiction• Order of Receiving ‐ this is a list identifying cases received by the court of jurisdiction form the grand jury court• Note: each grand jury side produces all three reports• Note: Grand Jury Terms are quarterly with terms starting in January, April, July, and October

2.9.1 Felony: Indictment ProcessAs a clerk, when I receive presentments of indictment (including: defendant’s names, offenses, case numbers, and prosecutors) approved by the grand jury, I obtain approval from the judge.

2.9.2 Felony: Indictment Process

As a clerk, I will review each list of presentments per Grand Jury side (e.g., Grand Jury Side A, Grand Jury Side B) i. Grand Jury Judges rotate quarterly ii. Grand Jury presentments must be certified the day of reporting iii. Defense attorney is notified electronically of indictment


As a clerk, after the judge approves the presentments of indictment and the sheriff’s office provides defendant information including: defendant location at indictment (i.e., in jail, at large, bonded; if in jail, the jail location / tank location), I create the case in the case management system and upload paper indictments to document management system. NOTE: if the defendant has not yet been arrested or posted bond, the case should not be made public.


As a court coordinator, court clerk, and judge, I receive daily notification of all the cases assigned to the court from the Grand Jury including the following information:• Case number• Defendant name• Prosecutor• Defendant location• Indictment date• Offense• TRN• SID number• DOB• Sex• Race• If the case is drug related, the name of the drug is included.• If the case is weapon related, the type of weapon is included.Note: offense codes will coincide with DPS statutory laws

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2.9.5 Felony: Indictment ProcessAs a clerk, I prepare a spreadsheet that allows the courts to see the total number of cases received for the year split up by grand jury term. The spreadsheet also includes cases that were no billed and cases that were indicted as misdemeanors in order to see total volume. Data on the list includes defendant’s name, offense, case number, court, defendant’s location, and prosecutor.

2.9.6 Felony: Indictment ProcessWhen a misdemeanor case is dismissed due to enhancement to a felony, the felony case is indicted and the bonding company must be notified of the indictment. At the indictment, a judge orders the initiation of the bond transfer from misdemeanor to felony conducted by the clerk.

2.10.1 Felony: Jail WritsAs a clerk, I provide jail writs including a certified copy of the indictment (including stamp, date, signature, and seal) to by served by the Sheriff’s office to the defendant in jail. After the jail writ is served, I receive the executed writ including booking number (from the Jail system) and jail location and update the document management system.

2.11.1 Felony: Case Indicted as a Misdemeanor

As a clerk (of the district), if a case is indicted as a misdemeanor rather than a felony, notification is sent to the County Clerk’s attention. • As a clerk (of the county), I assign a case number and alert the district clerk’s office. • As a clerk (of the county), if the defendant is in jail, I create a jail dispo to re‐arraign the felony as a misdemeanor and confirm if the felony bond still holds for the misdemeanor charge.As a clerk (of the district), when I receive the misdemeanor case number and notification linking the bond to the misdemeanor case, I close out the felony case by issuing an order of transfer, an order of receiving, and a presentment of indictment.

2.12.1Felony: Reception of Indictment and Probable Cause Affidavit

As a clerk, I receive acknowledgement of Reception of Indictment and Probable Cause Affidavit from the attorney portal and document the case record.

2.13.1 Felony: Initial SettingAs a clerk, after a case is indicted, I issue a summons or capias to bring a defendant back to jail (if they are no longer in jail). When the defendant returns to jail, an initial setting is established and put on the court docket and applicable parties are notified.

2.14.1 Felony: Jail ChainAs a court coordinator, I generate a single list of in‐custody defendants, including whether they need to be in street clothes, that are required to be in court the following day. The document is sent to the Sheriff’s office.

2.15.1 Felony: BondAs a clerk, I generate a list of defendants on bond (including bond amount, case number, date bond was posted) and request the physical bond documentation from the Sheriff’s office. The bond is then uploaded to the document management system.

2.16.1 Felony: Court Processes ‐ DA Recusal

As a Court Coordinator, when I receive a signed Motion to Recuse from the DA, notification is sent to the judge who issues an order of appointment to appoint an attorney pro tem from another county's DA. Court Coordinator updates case management system with motion to recuse, order of appointment, defense attorney's name and county indicating pro tem status which will trigger a notification of appointment to the prosecutor or attorney pro tem.

2.16.2 Felony: Court Processes ‐ Contested Judge Recusal

When defense or State files for revocation and the Judge does not agree, a hearing is scheduled and the First Regional Admin judge (or his/her appointee) determines whether judge is recused. i. If recusal granted, First Regional Admin judge will re‐assign case and clerk will be notified of court to whom it should be transferred. ii. If recusal denied, it stays in that court of jurisdiction.

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2.16.3Felony: Court Processes ‐ Personal Recognizance (PR) Bonds

As a clerk, I input PR bonds, update the case management system with any bond conditions determined by the judge and send a dispo to the jail indicating that the bond is set and posted in court per the judge. Note: this could happen pre‐trial, magistrate court, or in court.

2.16.4 Felony: Court Processes ‐ Calendar Management

As a court coordinator, I manage the courtroom calendars (define the hours of operation, work week, holidays, etc.). i. As a court coordinator, I set limits to the docket for my individual court. ii. As a court coordinator, I manage multiple dockets on the calendars per court. iii. As a court coordinator, I manage multiple calendars per court. iv. As a court coordinator, I manage visiting judges' calendars. v. As a court coordinator, I reassign events from one courtroom to another (e.g., case transfers between courts).

2.16.5 Felony: Court Processes ‐ Changes in Bond

As a clerk, if the DA or Defense submits Motion / Order or makes a verbal request to judge to Set / Increase / Decrease bond and the judge grants the request, I receive the granted order and update case management system with bond amount and send new dispo (bond amount) to Jail; document management system is updated as well.• If the request is denied, I receive the denied order and update case management system and document management system.

2.16.6 Felony: Court Processes ‐ PleasAs a clerk, I process documentation for various pleas (e.g., Jury trials, TDCJ agreement pleas, and confinement time pleas – prison time / county jail time). When judgment is produced and kept for the record, I distribute the information to applicable recipients.

2.16.7 Felony: Court Processes ‐ Warrants

As a clerk, I issue various warrants (see examples below) plus associated bond amounts (if applicable) and provide dispo to jail. The warrants are sent to the sheriff’s office to serve. After the warrant is served, I receive notice and update the case management system and document management system accordingly. (Example warrant types: e.g., insufficient bond, ATGOB (affidavit to go off bond), bond forfeiture warrant, 17.16 (affidavit to surrender bond), mandate warrant, bench warrant, Original Capias, Miscellaneous Capias).

2.16.8Felony: Court Processes ‐ Warrants: ATGOB Hearing

As a court coordinator, after the ATGOB is filed, a hearing must be scheduled and a notification to the Court clerk to recall the warrant if issued. Surety, defendant and attorney are notified electronically. i. If Judge granted, surety is released and ATGOB is granted. Warrant is issued by Court Clerk. ii. If not, judge will allow surety to stay on bond or return the funds taken on bond back to defendant. iii. Court Clerk notifies the jail with a dispo of decision. NOTE: Judge’s decision will be reflected on the record.

2.16.9 Felony: Court Processes ‐ Warrants As a clerk, I recall various warrants, notify the jail, and update the case accordingly.

2.16.10Felony: Court Processes ‐ Competency (pre‐adjudication)

As a clerk, I will be notified of a competency evaluation and add the granted Order of Examination to the case record.

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As a court coordinator, I will email the Order of Examination to a psychologist who will evaluate the defendant and respond with an assessment. The returned assessment is provided to the court clerk to update the case and document management systems. • If the defendant is found competent, Court Coordinator notifies attorney and schedules next proceeding• If the defendant is found incompetent, Court Coordinator schedules competency hearing and sends a copy of evaluation report to defense attorney• As a clerk, I will mark any medical documentation (e.g., the psychological assessment, doctor communications, medical reports) as confidential, unless advised otherwise by the judge.Note: The medical documentation (e.g., psychological assessment, doctor communications, medical reports) must remain confidential. Note: On the event register, a generic notation should be made.Note: Access to files will be defined in user roles.


As a Magistrate court clerk, if the Judge orders defendant to inpatient or outpatient care during the competency hearing, I will enter the competency ruling into case management system and dispo is sent to jail (Note: Most of the competency hearings are presided over by Magistrate Judge; case is not transferred though)• If outpatient care, Mag Clerk/Court Clerk notifies Chief Staff Attorney of Judge's decision and the need to prepare a judgment for signature. After receiving approved judgment, Mag Clerk / Court Clerk notifies jail to release defendant into custody of proper authorities• If inpatient care, Mag Clerk/Court Clerk prepares judgment for review and approval by Judge (court of jurisdiction). After receiving approved judgment, court clerk updates case management / document management system(s), notifies the competency clerk to generate transport packet, and alerts the jail to hold defendant pending transfer to hospital. Competency clerk provides transport packet to jail and provides competency judgment to Competency Coordinator.


As a Court Coordinator, once I receive notification (evaluation and competency letter) from the hospital that the defendant has been found competent, I notify the court clerk to issue a bench warrant.


As the court clerk, when I receive a positive competency letter and evaluation issued by the hospital, I issue a bench warrant and update the case management / document management system(s).


As a court coordinator, when the defendant is in sheriff’s custody, I schedule a Competency Restoration hearing.


As a court clerk, when a judge restores competency, I generate a Competency Restoration Order to be signed by the judge and added to the case record when executed.

2.16.17Felony: Court Processes ‐ Competency (post‐adjudication)

As a court coordinator, I receive an extended stay letter from the hospital when a defendant is found incompetent and I notify the defendant's attorney that the hospital has extended the stay. Note: the competency coordinator receives the extended stay letter notification from the hospital too.

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As a court clerk, I am notified of the extended stay letter by the competency coordinator and defendant's attorney's office, I update the case management / document management system(s) and generate an Extended Stay Order to be approved by the judge. When I received the signed order, I update case record and notify the Competency Coordinator to communicate information to applicable parties (e.g., hospital).


As a Court Coordinator, when I receive notification (evaluation and competency letter) from the hospital that the defendant has been found competent, I notify the court clerk to issue a bench warrant.


As the court clerk, when I receive a positive competency letter and evaluation issued by the hospital, I issue a bench warrant and update the case management / document management system(s).


As a court coordinator, when the defendant is in sheriff’s custody, I schedule a Competency Restoration hearing.


As a court clerk, when a judge restores competency, I generate a Competency Restoration Order to be signed by the judge and added to the case record when executed. Note: if the judge does not restore competency, the judge orders a re‐evaluation ad the process starts over.

2.16.23 Felony: Court Processes ‐ Jail Mail As a court coordinator, I will process any jail mail addressed to the judge or provide to the clerk and electronically link it to the original case file.

2.16.24 Felony: Court Processes ‐ Court TransferAs a clerk, when I receive a notification of a court transfer (including judge recusal), I enter an order of transfer into the case management system. Note: the receiving court creates an order of receiving.

2.16.25 Felony: Court Processes ‐ Court TransferAs a court coordinator, when I receive voluntary recusal from my judge, I will submit the order before the Admin Regional Judge who will reassign the case to another court and notify the clerks of the court. As a clerk, I will reassign the case. When the case is reassigned, the receiving court will acknowledge.

2.16.26 Felony: Court Processes ‐ Change of Venue

As a clerk, when I receive an approved change of venue request (submitted by the defense attorney and approved by the judge), I update the case management system. Though the case information is sent to the new venue, the case remains open in the Dallas County case management system because the jurisdiction does not change; when the trial is complete, I receive court documents to update the case management / document management system(s). Note: the inverse is true for a case transferred to Dallas County.

2.16.27 Felony: Court Processes ‐ Pass SlipsAs a court coordinator, when I receive a court motion to reset the court date, I update the case management system with new docket proceedings and notify the clerk to upload the paperwork into the document management system. Note: would like this process to be electronic to enhance collaboration related to selecting new court dates and enable reporting related to the number of times a case has been postponed.

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2.16.28 Felony: Court Processes ‐ Subpoenas

As a clerk, I generate state or defense subpoenas (witness only or duces tecum) when I receive an electronic subpoena application from the DA system or attorney. After creating the subpoena, I assign it based on the witness’ address to a specific sheriff’s office or constable to be served. The document is sent to sheriff’s office or constable, as appropriate to be served. After the subpoena has been served, the system will be updated with the service attempts and / or document.• As a clerk, I also receive requests to issue exigent subpoenas (known as instanter subpoenas) that will be picked up by the investigator or DA or attorney. I need these requests to be flagged in the system.

2.16.29 Felony: Court Processes ‐ Witness AttachmentAs a clerk, when a witness fails to appear in court, I prepare a Witness Attachment form, sign it, apply the court seal, and update the case record. The form is sent to the DA’s office investigators to serve. The system will be updated with the service attempts and / or document.

2.16.30 Felony: Court Processes ‐ Failure to Appear As a court clerk, I initiate the bond forfeiture process or a certificate of call process if the defendant is a no‐show or fails to appear in court.

2.16.31 Felony: Court Processes ‐ Failure to AppearAs a court clerk, I will issue the bond forfeiture warrant and NISI judgment and obtain the judge’s approval. The approved bond forfeiture document, NISI judgement, and docket are updated in the case management system and the jails system.

2.16.32 Felony: Court Processes ‐ Failure to Appear As a bond forfeiture clerk, when I receive notice of a bond forfeiture, I create a new civil case in the case management system.

2.16.33 Felony: Court Processes ‐ Failure to Appear

As a court clerk, if a set‐aside motion is granted, I will make an entry and notify the bond forfeiture clerk.• If the set‐aside motion is submitted within 30 days and granted, the BF case (civil) will be closed. The criminal case will continue.• If the set‐aside motion is submitted after 30 days, the set‐aside motion must be forwarded to the civil DA. His decision will determine if the bond forfeiture case will be closed.

2.16.34 Felony: Court Processes ‐ Appeals

As a court clerk, when I receive notification that an appeal has been issued for the case, I create an appeal record in the case management system, scan the notice of appeal into the document management system, and notify the appeals clerk that an appeal has been created for this case. The appeals desk will take ownership of the process at this point. Note: this may or may not be a motion of new trial. • If defendant is unable to afford an attorney for the appeal, a pauper’s oath is submitted, and judge appoints an appellate attorney.

2.16.35 Felony: Court Processes ‐ Disposition As a clerk, I process various OCA judgements (10 types) and dismissals.

2.16.36 Felony: Court Processes ‐ DispositionAs a clerk, I receive notification when the DA dismisses a case, and I update the case management system to reflect the dismissal but do not enter a judgment.

2.16.37 Felony: Court Processes ‐ Disposition

As a clerk, when I receive sentencing paperwork signed by the DA, defendant, and defense attorney, I file stamp the documents which could include plea paperwork, Certificate of Thumbprint, motions / order, etc. After the hearing is held, I update the case management / document management system(s). When I enter the plea into the case management system, a dispo is sent to the jail to update the jail system, an assessment is created, and a judgment is entered (probation or pen time). Note: probation paperwork is prepared by the probation department.

2.16.38 Felony: Court Processes ‐ DispositionAs a clerk, a dispo is sent to the jail to update the jail system. Note: the dispo is assigned a next number. The next number sequence starts over each day.

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2.16.39 Felony: Court Processes ‐ Disposition As a clerk, after disposition, I discharge the bond (unless the bond is in forfeiture status).2.16.40 Felony: Court Processes ‐ Disposition As a clerk, after I receive the signed judgment (probation or otherwise), I update the document management system.

2.16.41 Felony: Court Processes ‐ DispositionAs a clerk, I capture a probation sentence and a sentence to TDCJ as a condition of probation. Note: Specific number of days in TDCJ can be a condition of probation.

2.16.42 Felony: Court Processes ‐ DispositionAs a clerk, if the judgment stipulates unsupervised probation, I prepare the conditions of probation paperwork and am responsible for closing out the probation when complete. Note: I need to be notified at the proper time to close out the probation.

2.16.43 Felony: Court Processes ‐ Bill of CostAs a clerk, I will prepare an assessment / bill of cost (based on offense and any fine associated with the judgment) for the defendant and route to collection department (iPlow integration) as well as update case management systemNote: case management system will retain the bill of cost history.

2.17.1 Felony: Writ of Habeas Corpus (11.07)As a writ clerk, when I receive a writ application (from attorney/pro se petitioner) I create a case with an ancillary case number and send a copy to the DA. Upon return of the signed Waiver of Service, a notification is sent to the Pro Se Petitioner, the Court Coordinator, and the judge.

2.17.2 Felony: Writ of Habeas Corpus (11.07)As a court clerk, when I receive the State’s Response (filed by the DA within 15 days of receiving the Waiver of Service), a notification will be sent to the writ clerk. I update the case record and notify the writ clerk of the filing. As a court coordinator, based on the state’s response, if needed, I will create an Order Designating Issues (ODI) or an Order of Non‐Controverted Issues (ONCI) and notify the writ clerk.

2.17.3 Felony: Writ of Habeas Corpus (11.07) As a writ clerk, when I am notified that an ODI or ONCI has been filed, I notify applicable parties.

2.17.4 Felony: Writ of Habeas Corpus (11.07)As a court clerk, when I receive a Finding of Fact that was granted by the judge, I update the case record and notify the writ clerk so that the writ clerk can distribute the Finding of Fact to applicable parties.

2.17.5 Felony: Writ of Habeas Corpus (11.07)As a writ clerk, I prepare the Clerk’s Record and send it to the Court of Criminal Appeals.• If no issues are found, (ONCI) Clerk will prepare and transmit record in 35 days• If ODI is filed, Clerk will prepare and transmit record on the 181st day

2.17.6 Felony: Writ of Habeas Corpus (11.07) As a writ clerk, when I receive the Opinion from the Court of Appeals, I will update the case record.

2.17.7 Felony: Writ of Habeas Corpus (11.07) As a court clerk, I verify that the Court of Appeals Opinion was added to the case record; I add the opinion myself if not already included.

2.17.8 Felony: Writ of Habeas Corpus (11.07)As a writ clerk, when I receive a Mandate from the Court of Criminal Appeals granting or denying the writ, I update the case accordingly. If granted, I notify the court clerk.

2.17.9 Felony: Writ of Habeas Corpus (11.07)As a court clerk, when I receive notice that the Court of Criminal Appeals has issued a Mandate granting or denying writ, I take steps as required by the mandate.

2.17.10 Felony: Writ of Habeas Corpus (11.07) As the writ clerk, I close the case after the mandate is issued. 2.18.1 Felony: Writs As a court coordinator, I need the ability to view pending / outstanding writs for my court.

2.19.1 Felony: Post‐Conviction Processes ‐ RestitutionAs a clerk, if the judge has ordered restitution to be collected prior to other balances (e.g., court costs), I will flag the case in the system to prohibit court costs and fine payments from being receipted until an update is received from the Probation system indicating restitution fees have been collected in full.

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2.19.2 Felony: Post‐Conviction Processes ‐ Nunc Pro TuncAs a court clerk, if the court receives a request for research (e.g., claiming that back‐time credit is incorrect, correction of a deadly weapon, affirmative finding of family violence, correction on paragraphs), I will research the claim to determine if there was an error. If an error was made, I will create a Nunc Pro Tunc Order and submit it to the judge for approval.

2.19.3 Felony: Post‐Conviction Processes ‐ Nunc Pro TuncAs a court clerk, if the court receives a letter and order requesting a correction from the Board of Pardons and Parole, I will not need to conduct research and I will present the order to the judge for approval.

2.19.4 Felony: Post‐Conviction Processes ‐ Nunc Pro TuncAs a court clerk, after I receive judicial approval, I update the case management / document management system(s) noting the Nunc Pro Tunc has been issued, and send a copy of the order, original judgment, and sentence to the defendant and the Board via certified mail. Note: System will resend disposition to DPS.

2.19.5Felony: Post‐Conviction Processes ‐ Shock Probation

As a clerk, when I receive notification of upcoming termination of shock probation (no more than 180 days), I issue a bench warrant to recall the defendant from TDCJ. Note: Would like a proper system reminder to start the process instead of the bench warrant.

2.19.6Felony: Post‐Conviction Processes ‐ Death Penalty Appeal

The system should generate an automatic appeal and writ process for death penalty conviction and distribute notifications to Office of Court Administration, Department of Public Safety, Death Council, and TDCJ.

2.19.7Felony: Post‐Conviction Processes ‐ Probation Violation

As a clerk, if an individual violates probation, a warrant is generated by the probation department, issued by the clerk's office, and the case is updated.


As a court coordinator, if a defendant violates probation, after a warrant is issued and defendant is in jail (on jail chain) or a bond is posted, I determine if defendant has an attorney (appoint one if needed, indigency determination). Then the first setting is established and case proceeds as normal.


As a clerk, I record and maintain this probation history/activity in the case management system.

2.19.10Felony: Post‐Conviction Processes ‐ Modified Charge

The system should maintain at the case level record of any changes that are modified via the court (e.g., felony changed to misdemeanor, misdemeanor changed to felony, felony to felony with offense or level/degree change).

2.19.11Felony: Post‐Conviction Processes ‐ Confinement Time

As a clerk, I generate a list at the end of each day documenting the needed movements of people with confinement time and send it to TDCJ. Note: would like to automate the creation and distribution of the list.

2.19.12Felony: Post‐Conviction Processes ‐ Death Warrants

As a staff attorney, I prepare paperwork for death warrants and distribute to the judge and district clerk for approval.

2.19.13Felony: Post‐Conviction Processes ‐ Death Warrants

As a clerk, after the death warrants are signed, I update the case management system with the death warrant date and order of execution. The death warrant is provided to the sheriff’s office to deliver to the TDCJ warden to serve the defendant. After the served paperwork is returned, whether or not the warrant was executed, the date and status are updated in the case management system; the document management system is updated as well. Note; if the Governor or the CCA issues a stay of execution, the process starts over.

2.19.14Felony: Post‐Conviction Processes ‐ Post‐Conviction Death Penalty Habeas Writ 11.071

As an appeal writ clerk, when an attorney or Pro Se defendant files a post‐conviction death penalty habeas writ (11.071), I receive the writ, create a writ case (civil case that is connected to the original capital case), which generates an event register entry, then I assign the case to the original trial court, and generate a “Waiver of Service” to be provided to the DA.

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As an appeal writ clerk, when the signed waiver is received, I generate a writ letter and disseminate the writ letter, waiver, and application to the defendant / defense attorney and court coordinator; I also update the document management system.


As a court clerk, when I receive notification of the “State’s Response” (from the DA) and the Findings of Fact (from Writ Master or Judge – signed by Judge), I update the case management / document management system(s) and notify the Appeals Writ Clerk who prepares and transcript, scans, and mails documents to the Court of Appeals in Austin.


As an appeals writ clerk, when I receive notification that the order is posted, I disseminate the requested information via supplemental transcript provided to Court of Appeals in Austin.


As an appeals writ clerk, when I receive the appellate decision and the mandate is received, I enter the mandate into the case management system and update the document management system. If the writ is granted, the case goes back to the court for additional proceedings, if necessary.

2.19.19Felony: Post‐Conviction Processes ‐ Civil Commitment (Transfer to Probate)

As a clerk, if I receive notice that the DA has issued a dismissal from a civil proceedings hearing, I send a dispo to the jail showing that the case has been dismissed by a civil proceeding and is being transferred to probate court, and update the case accordingly – no judgment will be created as the case was dismissed.

2.19.20Felony: Post‐Conviction Processes ‐ Civil Commitment (Transfer to Probate)

As a clerk, if I receive notice that the DA has issued a dismissal from a civil proceedings hearing, I recall any and all warrants for the case.

2.19.21Felony: Post‐Conviction Processes ‐ Civil Commitment

As a court clerk, when I receive a civil commitment petition via electronically from the DA or special prosecutor, I create a new civil case and file stamp the petition.


As a court coordinator, I am notified by the special prosecutor that a civil commitment petition has been filed and I schedule settings as needed.


As a court clerk, when I receive the Civil Citation from the DA, I sign and add the court seal to the document prior to returning the document to the DA of special prosecutor to be served. When I receive the served citation, I update the case management system.


As a court clerk, after the trial, I receive the signed judgment and Order of Commitment and update the case record. Note: flag should be set to notify the court clerk in two (2) years that biennial review is due.


As a court clerk, if the DA or defense attorney files a motion for a new trial, I update the case record and the motion is submitted to the judge for a ruling.• As a court clerk, if the motion for a new trial is denied by the judge, I update the case record.• As a court clerk, if the judge signs Order granting Motion for a New Trial, I update the case file and notification is sent to the court coordinator to schedule a setting.• Note: if a motion for a new trial is approved, an appeal can be filed through the regular process. • Note: Petitioner can request a re‐evaluation at any time that can result in a new trial – need to be able to apply multiple dispositions on these cases.

2.19.26Felony: Post‐Conviction Processes ‐ Bond Forfeiture, State vs. Surety

As a clerk, I will notify the bond forfeiture department of NISI and then verify the bond and signed NISI in document management system. As a clerk, if either document is missing, I will contact the court.

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As a bond forfeiture clerk, if the court has the necessary documentation, I will create a citation in the jails system, disseminate the information to the applicable parties (defendant, constable), and update the jail system and document management system.


As a bond forfeiture clerk, when I receive the executed citation back from the constable, I update the jail system and document management system.• As a bond forfeiture clerk, if the constable is unable to serve the citation, I will contact the Civil DA to obtain a valid address. If not served through the constable’s office, the citation is sent via certified mail.


As a bond forfeiture clerk, if I receive the answer within 20 days of the date of service (if the 20th day falls on a Monday, they have until the following Monday to file), I file mark the response and update the jail system and document management system. Currently, bond forfeiture clerks use a spreadsheet to track new bond forfeiture cases and bond forfeiture cases passed for review; the spreadsheet is also used to set a forfeiture docket and notate the jail system with a hearing date.


As a bond forfeiture clerk, if I do not receive the answer within the required timeframe, I will process a default judgment.


As a bond forfeiture clerk, I set cases for hearing (45 days from the hearing notice), prepare necessary hearing paperwork (e.g., NISI, bond, Magistrate’s filing), and prepare and send docket to surety, attorney on file for bonding company, and the Civil DA.


As a bond forfeiture clerk, following the hearing, I receive notification from the judge to prepare a judgment based on the ruling. The judgment is sent to court of jurisdiction for judge to review magistrate's finding, and sign or modify the judgment.


As a bond forfeiture clerk, if I receive a motion for continuance indicating that the Civil DA wants to pass the case, I will notate the continuance in the jail system and place case back on tracking spreadsheet to reset hearing.


As a bond forfeiture clerk, after I receive the signed judgment, I create an assessment that is sent to the surety and/or defendant through certified mail. Payment is due 30 days from the date the judge signed judgment, though the attorney could submit a motion for a new trial to stop / delay the cutoff process which would put the case back in queue for a hearing.


As a bond forfeiture clerk, if payment is made in 30 days, the BF case is closed, and I will notate jail system and discharge the bond.


As a bond forfeiture clerk, if payment is not made, I will create a cutoff list for the sheriff’s office to enforce in the Jail; cutoff list is signed off by management (cutoff prevents bond company from bonding anyone else out until they pay this case). After the surety makes payment, the surety must take the receipt to the sheriff’s office to be "reactivated" (as a viable bond issuer)• Surety has up to 2 years to file a "bill of review" (indicating that they did not agree with the judgment/assessment) which initiates the forfeiture process again (this time Surety vs. State)

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As a bond forfeiture clerk, if payment for a judgment is never received, I prepare an "execution" (to compel payment based on asset seizure) which is sent to sheriff’s office to serve; in addition, an abstract judgment is created for out‐of‐county surety only and filed with county clerk's office• As a bond forfeiture clerk, if the out of county surety pays, I will prepare a release of lien and disseminate, document the payment in the jail system, and discharge the bond• As a bond forfeiture clerk, if in county surety payment made, I will prepare a release of lien and disseminate, document the payment in the jail system, and discharge the bond

2.19.38Felony: Post‐Conviction Processes ‐ Cash Bond Releases / Returns

As a clerk, when a payor generates a cash bond request and presents a receipt, I will verify that the bond is in NISI status or has been discharged.


As a clerk, if the bond has been discharged, I will verify if the funds are available via trust department. If the funds are available, I will generate an order to return the cash bond form (including payor's address, amount of bond, how the case was disposed, sheriff receipt number, offense, sheriff's employee who receipted the money, etc.), note the admin fee on the form (5% of the bond, not to exceed $50), obtain the payor’s signature, and sign the form myself before sending it to the trial judge. After the trial judge signs the form to approve release of funds, the form is returned to the clerk and the trust department processes the refund and returns cash bond order back to the clerk to update the case documentation.


As a clerk, if the bond is in NISI status, I will notify surety that the bond cannot be refunded and that they should contact bond forfeiture department.


As a clerk, if the bond was processed into the wrong account, or the charge changed after the bond was deposited, I will create a cash bond transfer request form to have the money transferred to the correct account so that the release can be processed, if applicable

2.19.42Felony: Post‐Conviction Processes ‐ Occupational Driver's License (ODL)

As a court clerk, I am notified that a petitioner or attorney has filed an ODL application packet (including the Petition, proposed order granting the ODL, SR 22/Proof of Insurance, and Waiver of Service (if needed)) and payed the filing fee or filed an Affidavit of Indigency when the cashier creates a case and assigns the case to a court. Note: if there is a related criminal case, the case will be assigned to the same court.


As a court clerk, if after receiving the application packet form the attorney, the judge grants the ODL and signs the order, I update the case record to reflect approval and provide certified copies of the Order and Petition to the Petitioner.


As a court clerk, if after receiving the application packet form the attorney, the judge denies the ODL and returns the denied order, I update the case record to reflect denial and close the case.

2.19.45Felony: Post‐Conviction Processes ‐ District Juvenile Transfer

As a district court clerk, when I receive an email from Juvenile Probation indicating that a juvenile case has been identified as aging out and needs to be transferred to adult probation, I create a new felony case assigned the next case number, using the documents provided including: Order Transferring (signed judgment from Juvenile Probation), Juvenile Conditions of Probation, and finger prints. If not provided, I will contact the DA to determine the appropriate charge/NCIC for the adult case.


As a court clerk, when I receive the court assignment, create the first hearing.Page 32 of 36




As a court clerk, when I receive the sealed juvenile file, I send it and the other case files to adult probation who manages the case going forward. Note: Probation may reset the first hearing, but the defendant will be formally sentenced at the first hearing with conditions of probation and the Order Transferring / Judgment is signed by the judge.

2.19.48Felony: Post‐Conviction Processes ‐ Non‐Disclosures

As an expunction / non‐disclosure clerk, after a Non‐Disclosure Petition has been submitted and paid for, I receive notification from the cashier (in the form of a receipt, petition, and if applicable, pauper’s oath) and update the case record. If necessary, I request the original case from Records Department and add the non‐disclosure request to the file.


As an expunction / non‐disclosure clerk, I provide the case to the DA / court who reviews the case and submits an answer (agreement or opposition) which I use to update the case record.


As an expunction / non‐disclosure clerk, if the DA agrees to the non‐disclosure request, I receive files from the court clerk including the order granted by the judge. I add the order to the case record, mail a copy of the petition and certified non‐disclosure order to the attorney / pro se defendant, and note the attorney / pro se defendant notification in the case. I email the petition and certified non‐disclosure order to DPS, upon receiving email‐confirmation from DPS, I update the case record.


As an expunction / non‐disclosure clerk, when I receive notification of compliance (i.e., sealing of the records) from DPS, I verify the action via the DPS website, print compliance results, and seal the case. Note: Would like to be able to seal all documents related to a case at one time as well as flag non‐disclosure cases.


As an expunction / non‐disclosure clerk, if the DA opposes the non‐disclosure petition, I receive files from the court clerk including the order by the judge denying the petition. I add the order to the case record, mail a copy of the petition and certified copy of the order denying the non‐disclosure to the attorney / pro se defendant, and note the attorney / pro se defendant notification in the case. If a hearing is required, court coordinator schedules the hearing.

2.19.53Felony: Post‐Conviction Processes ‐ Evidence Intake

As a court reporter, I receive evidence presented to the court. First, I identify evidence associated with dismissed cases that should not be presented to the evidence registrar. Next, I create an inventory of the evidence received and deliver it, along with the evidence, to the evidence registrar.

2.19.54Felony: Post‐Conviction Processes ‐ Evidence Intake

As an evidence registrar, once I receive the evidence, I record it in the system, and review every case to determine a destruction date (1 year from disposition excluding cases on appeal). I then secure evidence in a room assigned to the court.

2.19.55Felony: Post‐Conviction Processes ‐ Evidence Request

As an evidence registrar employee, when I receive a signed order for evidence for DA, Judge, Court Reporter, or other party, I will check out the evidence to them within the system and check the evidence back in with them upon return.

2.19.56Felony: Post‐Conviction Processes ‐ Evidence Request

As an evidence registrar employee, I prepare a Motion to Dispose Evidence based on the system generated Destruction Report, which I review for accuracy. After receiving a judge's signature and providing a 90‐day notice to DA, I will begin the physical evidence destruction process and note make the associated updates in the system.

2.19.57 Felony: Post‐Conviction Processes ‐ Appeal BondAs a court clerk, when I receive notification from a judge of an appeal bond, I will add it to the case record, notify the sheriff of the bond amount and whether or not the bond was posted in court.

2.19.58Felony: Post‐Conviction Processes ‐ Appeal Process Initiation

As a court clerk, after a case is disposed, an attorney may file a Notice of Appeal (NOA) a Motion for New Trial (MNT), or both (either separately or together), I will add these documents to the case record and send to a court coordinator.

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As a court coordinator, once I receive the NOA/MNT, I will assign an attorney and send for Judicial review. If the judge grants the MNT, I will schedule the next setting, provide the MNT/NOA to the Court Clerk.


As a court clerk, once I receive a granted MNT, I will add the MNT/NOA to the case record and provide the NOA to the court report and notify the appeals desk.

2.19.61Felony: Post‐Conviction Processes ‐ Response from 5th District Court of Appeals

As an appeals clerk, I receive an Opinion from the 5th District Court of Appeals and add it to the case record.


As an appeals clerk, I receive a Mandate from the 5th District Court of Appeals and add it to the case record and send the Mandate to the court clerk.


As a court clerk, when I receive a Mandate from the appeals clerk from the 5th District Court of Appeals, I will modify the Judgement on the case and the enforced date on the case record, if needed. In addition, I will notify the court coordinator to schedule a hearing, if needed. Further, I will notify the court clerk to issue a warrant, if needed. Lastly, I will send a certified copy of the Mandate to TDCJ and jail, if needed.

2.19.64Felony: Post‐Conviction Processes ‐ Deceased Defendant

As a clerk, when I get a noticed that a defendant may be deceased, I will contact the court coordinator to verify the information.

2.19.65Felony: Post‐Conviction Processes ‐ Deceased Defendant

As a judge, if I receive an order of dismissal issued by the DA because the defendant is deceased, I sign the dismissal order. As a court clerk, when I receive the dismissal, I cancel future settings, update the case record noting deceased status and notify the sheriff's office.

2.19.66Felony: Post‐Conviction Processes ‐ Record Searches

As a records clerk, I receive a records search request form and review the form for legibility, and then create an invoice. Once I receive a paid receipt from the requestor, I will perform a search for the records, print the report, sign and seal the report, provide the report to the requestor, and review the report with the requestor for accuracy. Note: Reference Cashiering User Story for cashiering process.

2.19.67Felony: Post‐Conviction Processes ‐ Expunction (Identity Theft)

As an expunction clerk, when I receive identity theft documents from the cashier (petition, fingerprint card, "not me" letter), I will add the fingerprint card to the case record, send the petition and fingerprint card to DPS, and submit the petition for judicial review. If the judge grants the petition, an Order is created and signed. I am notified of the signed Order, which I will add to the case record and then print and certify for notification of agencies. I will them prepare and send a Waiver of Services (WoS) and a certified Order for the DA, PD, and DPD, which I will also add to the case record. I will also send a Certified Order to DPS and the Attorney/Pro Se Petitioner. I will receive, and add to the case record, an order of compliance from the appropriate agencies. I will partially expunge each case listed on the Order by redacting the name, adding the compliance to the case record, and finally expunge the expungement case. Note: For expunction cashiering, refer to User Story 2.1.3

2.19.68Felony: Post‐Conviction Processes ‐ Expunction (Petition)

As an expunction clerk, when I receive an Expunction Petition from the cashier, I will create an expunction file and send it to the respective courts. Note: For expunction cashiering, refer to User Story 2.1.3


As a court coordinator, when I receive an expunction file, a hearing will be requested by the parties and scheduled via standard process.

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As an expunction clerk, I will create a Waiver of Service (WoS) for DPS, DPD, PD, and the DA and route for signature, placing the signed file in the case record.


As an expunction clerk I will notify the agencies listed on the Expunction Petition that a petition has been filed and set for hearing.


As an expunction clerk, when I receive an Answer or Motion for Summary Judgement from the DA, I will add it to the case record.


As an expunction clerk, at the request of the DA office, I will prepare and mail a 10‐day letter to Defense Attorney/Pro Se Defendant and add the letter to the case record. I may also do this for a "final" 10‐day letter as requested by the DA office.


As an expunction clerk, once the Petition, Order, and Answer, are all received, I will collect them and submit for judicial review.


As the expunction clerk, if the judge agrees after review, he or she will sign the Order and I will add the signed Order to the case record and send notification to supervisor to remove the case(s) from public view. If Expunction is for an acquittal, I will send the petition and certified order to the DA, DPD, and PD. I will notify the appropriate agencies of "Notice of Order" letter in order to inform the attorney/petitioner that the order has been signed but will not be final for 30 days. After 30 days, the system will remind me to sign, date, and seal the Certificate of Finality and add it to the case record and notify appropriate agencies to expunge their records. DA, DPD, and PD will receive the Certificate of Finality and return a Waiver of Service, which I will add to the case record. At this time, my supervisor will obliterate all records.


As the expunction clerk, if the judge disagrees after review, a denial Order is created and signed. I will add the denial order to the case record and send the denial order to the proper agencies and parties.

2.20.1 Felony: Case HistoryAs a public defender, prosecutor, judiciary, pro se defendant, and any other role supporting the court system, I need the ability to view case history (i.e., event register) including the dates of key activities and the number of settings and continuances for a specific case.

2.21.1 Felony: Other Processes As a judge of the court, when I receive multiple documents pertaining to the same process requiring signature, I will sign them all at once.

2.21.2 Felony: Other Processes As a clerk, when I file mark documents, I set the file mark to the indictment date, not always to the date the paperwork is being processed.

2.21.3 Felony: Other Processes As a judge of the court, when I am away from my bench, I am able to delegate alternate signatures.3.1.1 Criminal: Reporting As a court clerk, I need the system to generate reports with certain case statuses.

3.1.2 Criminal: Reporting As a court clerk, I need the system to generate reports on dispositions, resets (applies to all docket types), by court, and, if applicable, by offense.

3.1.3 Criminal: Reporting As a court clerk, I need the system to provide real‐time reports weekly, monthly, and annual totals related to each type of offense.

3.1.4 Criminal: ReportingAs a court clerk, I need the system to provide real‐time reports weekly, monthly, and annual totals related to each type of offense based on date range.

3.1.5 Criminal: Reporting As a court clerk, I need the system to provide real‐time (based on a date range) data for any data entered into a data field.Page 35 of 36



3.1.6 Criminal: Reporting As a court coordinator, I need the system to be able to produce a report that categorizes the presiding settings by hearing type.

3.2.1 Criminal: Workflow As a judge, I have my decision recorded electronically and sent via workflow to the next appropriate person based on business rules.

3.3.1 Criminal: Workflow ‐ e‐file As a clerk, I accept subsequent documents filed and attached to the pertinent case.3.3.2 Criminal: Workflow ‐ e‐file As a clerk, I create a timeline for standard workflow and create an alert and escalations when not meeting the timeline.3.4.1 Criminal: Other Processes As a clerk, I am able to electronically date and timestamp at predefined points.3.4.2 Criminal: Other Processes As a clerk, I am able to electronically sign based on security role.

3.4.3 Criminal: Other Processes As a clerk, I am able to combine name files and merge the attributes (e.g., SID, TRN) between cases based on business rules and user intervention.

3.4.4 Criminal: Other Processes As a clerk, I am able to merge and unmerge party records.3.4.5 Criminal: Other Processes As a court clerk, I manage the case movement through final disposition, tracking the time between events.3.4.6 Criminal: Other Processes As a clerk, I input and update case information en masse (i.e., add one event to multiple cases or multiple events to a single case).3.4.7 Criminal: Other Processes As a clerk, I delete and void events and documents based on security rules.

3.4.8 Criminal: Other ProcessesAs a clerk, I have the ability to identify the various case status as they relate to the Office of Administration for Criminal Cases; as well as Civil Cases, Bond Statuses, Appeal Status, Writ Status and Warrant Statuses

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Date post:	25-Sep-2020
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