Idaho Association of County Recorders and Clerks Supreme Court Update Sara Thomas, Administrative Director of the Courts Andrea Patterson, HR Director August 17, 2016

Agenda iCourt Project Update Access to Court Records Requests for Compiled Records 2016 Uniform Business Process Report CP Legislation Access to the Courts Language Access Services ADA Judicial Performance Evaluations

Project Update

Ada County Go-Live Go-Live Event: August 8, 2016 Case Manager Financial Manager Attorney Manager Supervision iCourt Portal File & Serve (for prosecutors) E-Court 22 judges live in 1st week! Mandatory E-Filing – All Cases October 3, 2016

What’s Next? 5 6 3 3 2 2 4 1 Pilot and Early Adopter ADA ADAMS BANNOCK BEAR LAKE BENEWAH BLAINE BOISE BONNER BONNEVILLE BOUNDARY BUTTE CAMAS CANYON CARIBOU CASSIA CLARK CLEARWATER CUSTER ELMORE FRANKLIN FREMONT GEM GOOD- ING IDAHO JEFFERSON JEROME KOOTENAI LATAH LEMHI LEWIS LINCOLN MADISON MINIDOKA NEZ PERCE ONEIDA OWYHEE PAYETTE POWER SHOSHONE TETON TWIN FALLS VALLEY WASH- INGTON BINGHAM Pilot and Early Adopter Build out statewide solution Pilot County: Twin Falls – June 22, 2015 Early Adopter: Ada County – August 8, 2016 Statewide Roll-Out (4 Events) Implementation Event #3 – April 3, 2017 Districts 4 & 5 Implementation Event #4 – Fall 2017 Implementation Event #5 – Spring 2018 Implementation Event #6 – Fall 2018 Electronic Filing Aggressively follows Case Manager go-live Goal: Mandatory e-filing 60 days after go-live 5 6 3 3 2 2 4 1

Preparing for Your Implementation Business Processes / Data Access Data Clean-Up Identify any “county specific” business processes that vary from other counties Document specific data access to ISTARS: Prosecuting Attorney Public Defender Sheriff’s Office Other non-court personnel users Document existing process for judge calendar management & judge wheels Document your case/document workflow Review and clean-up local offense codes Review ISTARS access and inactive users no longer employed Conduct party matching review and merge party records Remediate cases with negative balances Remediate citations more than 3 years old Clean-up warrants without a party Review warrant list older than 5 years Resolve outstanding warrants on closed cases Identify bonds that should be converted or exonerated

Preparing for Your Implementation Prepare for Your Implementation Event Financials Inform your courts that Odyssey is coming Think about who will be your key personnel Subject Matter Experts Change Agents Data conversion reviewers Realize that you will be helping Local court configuration Data conversion reviews (ISTARS > Odyssey) Complete purchasing and merchant agreements for on-line payments Apply for merchant IDs 6 months prior to go-live Remove check hold date for restitution Balance court trusts and restitution Setup new funds Budget for overtime

iCourt County Costs Personnel Training Overtime Extended hours during training Go-live weekend Post go-live Additional Personnel ISC does not believe Odyssey requires new, permanent staff Temporary contractors may be helpful for manual data entry or scanning ISC allocated $95K for travel, hotels and food for county personnel Counties will need to share costs to maximize training for all personnel Equipment ISC will provide majority of equipment needed for iCourt operations Counties may chose to add equipment for their needs

Access to Court Records Compiled Records Requests: Contact Information: ICAR 32 Rule 32(b)(10) defines compiled records No obligation for the elected clerk to compile records Direct requests to the Administrative Office of the Courts Taunya Jones, Senior Manager Court Management Division (208) 334-2850 tjones@idcourts.net

2016 Uniform Business Practices Report Report distributed via Court e-news Includes legislative and rule changes CP Legislation Requires courts to track for reporting purposes Events configured in ISTARS Events and hearing types configured in Odyssey

Access to the Courts Language Access Services Remote Interpreting ADA Sandra Barrios, Language Access Manager Provides coordination, interpreting, and other services for trial courts Remote Interpreting Legislature appropriated funds for equipment and direct services Project planning underway ADA ISC adopted ICAR 50 relating to services provided to people with disabilities Supreme Court Website: https://www.isc.idaho.gov/main/ADA ADA Accommodation Contacts TCAs for each district Statewide ADA Coordinator ADA Forms Consistent with the Mission of the Idaho Courts to provide access to justice through the timely, fair, and impairtial resolution of cases, the ADA, Title VI of the Civil Rights Act, and Article I, Section 18 of the Idaho Constitution’s requirement that the courts be open and accessible to every person, we have strengthened our court services relating to access to justice so that we can ensure that witnessess, parties, and other individuals can meaningfully participate in, and adequately communicate with the courts. We provide a variety of services to facilitate access to individuals who do not speak English or have disabilities—these services range from in-person interpreting, telephonic and video-remote interpreting, translations of written materials, bilingual staff services, and others. 2014 snapshot: 49 different languages requested. Top 3 are Spanish, Arabic, and ASL. On the ADA front, although physical access to the courts is part of our responsibilities under the ADA, as many of you may recall from last year’s training session, effective communication is the area where many complaints arise and the DOJ’s enforcement efforts are focused. Framework: policy declaration in the Rule, requests for accommodation

Judicial Performance Evaluations Through extensive participation, designed to enhance judicial excellence, education, and wellness throughout a judge’s service. A new survey will be sent to attorneys and court staff with a specific, behavioral focus to assist judges with self-improvement. Other overall changes: Judicial Participation Clerk’s Role Administration 1st bulllet: FY14 grant to strengthen judicial performance evaluations, including national experts in reviewing our current evaluation and process, developing a new survey, and recommending changes to the process. Focus groups to gain input of judges, attorneys, and court staff Broad categories: Legal Skills (attorneys only) Fairness & Impartial Decision-Making Listening & Communication Skills Case Management Skills Leadership & Teamwork Skills (court staff only) Some examples: How often did the judge provide an explanation for his or her decision? How often did the judge give all parties an equal opportunity to plead their case before rendering a decision? How often did the judge explain to layperson participants how proceedings would be conducted? How often did the judge make eye contact with a person as [S/HE] addressed him or her? How often did the judge use specialized legal terminology or jargon when speaking with laypersons? Overall changes 100% particiaption Old method; court staff will be invited to complete an anonymous feedback survey Administration of the evaluation program has shifted from the Idaho Judicial Council to the Administrative Director of the Courts’ Office.

Discussion