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Human Resources Management PDF

372 Pages·2016·1.77 MB·English
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Michigan Trial Court Administration Reference Guide State Court Administrative Office Table of Contents Management Overview 1-01 Michigan Court System .......... ... ............................................................................................. 1 A. Jurisdiction ....................................................................................................................... 1 B. Concurrent Jurisdiction .................................................................................................... 1 1-02 Judicial Power and Conduct ................................................................................................... 4 A. Authority .......................................................................................................................... 4 B. Conduct ............................................................................................................................ 4 C. Investigations ................................................................................................................... 4 D. Elections ........................................................................................................................... 5 1-03 Chief Judge Rule – MCR 8.110.............................................................................................. 6 A. Applicability ..................................................................................................................... 6 B. Chief Judge, Chief Judge Pro Tempore, and Presiding Judges of Divisions ................... 6 C. Duties and Powers of Chief Judge ................................................................................... 6 1-04 General Management Duties of Chief Judge .......................................................................... 7 A. General Responsibility ..................................................................................................... 7 B. Specific Duties ................................................................................................................. 7 1-05 Selected Chief Judge Resources ............................................................................................. 9 A. Online Resource Center ................................................................................................... 9 B. Administration .................................................................................................................. 9 C. Appointments and Vacancies ......................................................................................... 10 D. Reporting ........................................................................................................................ 10 E. Attorney General Representation ................................................................................... 10 F. Election Procedure Lawsuits .......................................................................................... 10 G. Jail Overcrowding .......................................................................................................... 11 1-06 Trial Court Administrators ................................................................................................... 12 A. Authority and Scope ....................................................................................................... 12 B. Function .......................................................................................................................... 12 C. Core Competencies ........................................................................................................ 12 1-07 Selected Trial Court Administrator Resources ..................................................................... 15 i Table of Contents A. Trial Court Administration and Operations ................................................................... 15 B. Best Practices ................................................................................................................. 16 C. Charts, Lists, and Other Guides ..................................................................................... 16 D. Reporting Requirements ................................................................................................. 17 1-08 Oversight of Friend of the Court Office ............................................................................... 18 A. Authority and Responsibility ......................................................................................... 18 B. Operations of Friend of the Court Office ....................................................................... 18 C. Local Policies, Administrative Orders, and Procedures ................................................. 19 1-09 Adopting Local Court Rules, Administrative Orders, and Plans ......................................... 20 A. Introduction .................................................................................................................... 20 B. Local Court Rules........................................................................................................... 20 C. Local Administrative Orders .......................................................................................... 21 D. Required Plans................................................................................................................ 21 E. Informing the Public....................................................................................................... 22 1-10 Court Relations – External and Internal ............................................................................... 23 B. Media Relations.............................................................................................................. 23 C. Internal Relations of the Court ....................................................................................... 24 D. Gender and Racial/Ethnic Issues, ADA, and LEP in the Courts ................................... 24 1-11 Jail Overcrowding................................................................................................................. 26 A. Chief Judge Responsibility ............................................................................................ 26 B. County Jail Population Management Plan ..................................................................... 26 1-12 Office Appointments and Filling Certain Vacancies ............................................................ 28 A. Circuit Judge .................................................................................................................. 28 B. District Judge.................................................................................................................. 31 C. Probate Judge ................................................................................................................. 31 1-13 Management Assistance ....................................................................................................... 34 A. Circuit Court Related ..................................................................................................... 34 B. District/Municipal Court Related ................................................................................... 34 C. Probate Court Related .................................................................................................... 34 ii Table of Contents D. Court Reporter and Recorder Related ............................................................................ 35 E. Problem-Solving Courts ................................................................................................. 35 1-14 Performance Measures ......................................................................................................... 36 A. Authority ........................................................................................................................ 36 B. Trial Court Requirements ............................................................................................... 36 C. Resources and Updates................................................................................................... 36 2-01 State Court Administrative Office ........................................................................................ 37 Administrative and Education Resources A. Functions ........................................................................................................................ 37 B. Management Assistance ................................................................................................. 38 C. Standing Advisory Committees ..................................................................................... 39 D. Manuals and Court Forms .............................................................................................. 42 E. Michigan Judicial Institute and Education ..................................................................... 42 2-02 SCAO-Approved Court Forms ............................................................................................. 43 A. Authority ........................................................................................................................ 43 B. Process for Developing and Revising SCAO-Approved Forms .................................... 43 C. Approval and Distribution .............................................................................................. 45 D. Modifying SCAO-Approved Forms............................................................................... 46 E. Standard Specifications and Design Criteria .................................................................. 47 2-03 Other Resources for Technical Assistance, Training, and Information .............................. 49 A. Institute for Court Management ..................................................................................... 49 B. Michigan Child Welfare Training Clearinghouse .......................................................... 50 C. Institute of Judicial Administration ................................................................................ 50 D. National Association for Court Management................................................................. 51 E. National Center for Juvenile Justice............................................................................... 52 F. National Center for State Courts .................................................................................... 53 G. National Conference of State Trial Judges ..................................................................... 54 H. National Council of Juvenile and Family Court Judges ................................................. 55 I. National Institute of Corrections Information Center .................................................... 56 iii Table of Contents J. National Institute of Justice/National Criminal Justice Reference Service.................... 57 K. The National Judicial College ........................................................................................ 58 L. National Juvenile Court Services Association ............................................................... 59 M. Other ............................................................................................................................... 60 3-01 Introduction .......................................................................................................................... 64 Case Management A. Caseflow Management ................................................................................................... 64 B. Case Assignment ............................................................................................................ 65 C. Alternative Dispute Resolution ...................................................................................... 65 D. Appointment of Counsel and Other Representatives ..................................................... 65 E. Jury Utilization and Management .................................................................................. 65 F. Case Management Information ...................................................................................... 66 G. Business Courts .............................................................................................................. 66 H. Other Case Management Tools ...................................................................................... 66 3-02 Case Assignment System...................................................................................................... 68 A. Authority ........................................................................................................................ 68 B. Case Assignment and Reassignment Systems ............................................................... 68 C. Visiting Judges ............................................................................................................... 68 3-03 Alternative Dispute Resolution (ADR) ................................................................................ 69 A. Court-Related Alternative Dispute Resolution .............................................................. 69 B. Noncourt Alternative Dispute Resolution ...................................................................... 71 C. ADR Information ........................................................................................................... 72 3-04 Appointment of Counsel and Representatives...................................................................... 73 A. Circuit Court ................................................................................................................... 73 B. District Court .................................................................................................................. 88 C. Probate Court.................................................................................................................. 92 3-05 Jury Management ................................................................................................................. 98 A. Introduction .................................................................................................................... 98 B. Operating Responsibilities ............................................................................................. 98 iv Table of Contents C. Authority ........................................................................................................................ 99 D. Transfer of Jury Board Duties to Trial Court ................................................................. 99 E. Scheduling Practices, Use of the Jury Pool, and Panel Size ........................................ 101 F. Orientation Program ..................................................................................................... 102 G. Jury Instructions ........................................................................................................... 102 H. Resources ..................................................................................................................... 102 3-06 Bail Bond and Pretrial Services .......................................................................................... 104 A. Authority ...................................................................................................................... 104 B. Types of Bond/Release................................................................................................. 104 C. Alternative Bond Documents ....................................................................................... 105 D. Forfeiture ...................................................................................................................... 105 E. Return of Bond ............................................................................................................. 106 F. Application of Bail Money to Payments of Fines and Costs ....................................... 106 G. Bond/Bail Pending Appeal ........................................................................................... 106 H. Bail Bondsman ............................................................................................................. 107 I. Third-Party Bonds ........................................................................................................ 107 J. Interest Bearing Account .............................................................................................. 107 K. SCAO-Approved Forms ............................................................................................... 107 3-07 Case Management Information Reports ............................................................................. 109 A. Introduction .................................................................................................................. 109 B. Required Reporting to the State Court Administrative Office ..................................... 110 3-08 Case Disposition Reports to State and Federal Agencies ................................................... 113 4-01 Introduction ........................................................................................................................ 116 Records Management A. Records Management Program .................................................................................... 116 B. Managing Case Files .................................................................................................... 117 C. Managing Other Court Records ................................................................................... 118 D. Managing Forms .......................................................................................................... 118 4-02 Records Kept By Courts ..................................................................................................... 119 v Table of Contents A. Court Records Defined ................................................................................................. 119 B. Filing ............................................................................................................................ 120 C. Case Records Kept by All Court Clerks ...................................................................... 121 D. Other Case Records ...................................................................................................... 123 E. Court Recordings, Log Notes, Jury Seating Charts, and Media .................................. 124 F. Other Court Records..................................................................................................... 124 4-03 Public Access to Court Case Records................................................................................. 125 A. Right of Public Inspection ............................................................................................ 125 B. Handling Inquiries Regarding Nonpublic Records ...................................................... 128 C. Authority for Restricting Access .................................................................................. 128 D. Freedom of Information Act ........................................................................................ 128 E. Providing Indigent Defendants with Case Records (applies to circuit courts only) .... 128 F. Sealed Records ............................................................................................................. 130 4-04 Record Retention and Disposal .......................................................................................... 131 A. Authority ...................................................................................................................... 131 B. Record Retention and Disposal Schedule .................................................................... 131 C. Record Reproduction.................................................................................................... 131 D. E-mail Retention .......................................................................................................... 132 E. Record Storage ............................................................................................................. 132 F. Disaster Prevention and Recovery ............................................................................... 133 G. Confidential Records Destruction ................................................................................ 133 H. Additional Information ................................................................................................. 133 Human Resources Management: 5-01 Chief Judge Responsibilities in Personnel Administration ................................................ 134 Part A - Administration A. Authority ...................................................................................................................... 134 B. Relationship with Judges and Court Staff .................................................................... 134 C. Local Intergovernmental Relations .............................................................................. 135 F. Contracting Work ......................................................................................................... 136 vi Table of Contents G. Court-Appointed Officers ............................................................................................ 136 H. Contacts ........................................................................................................................ 137 5-02 Personnel Matters Involving the Funding Unit .................................................................. 139 A. Mediation and Legal Action in Funding Disputes ....................................................... 139 B. Participation by Funding Unit in Negotiating Process ................................................. 140 C. Consistency with Funding Unit Personnel Policies ..................................................... 140 D. Collective Bargaining ................................................................................................... 141 E. Staffing Problem for Multi-Location Courts ................................................................ 141 5-03 Personnel and Labor Relations Law ................................................................................... 142 A. Equal Opportunity and Nondiscrimination – Federal Statutes..................................... 142 B. Equal Opportunity and Nondiscrimination – Michigan Statutes ................................. 144 C. General Labor Legislation ............................................................................................ 145 5-04 Determining Qualifications of Court Staff ......................................................................... 148 A. Source of Qualifications ............................................................................................... 148 B. Michigan Court Rules and Supreme Court Administrative Orders ............................. 148 C. Michigan Statutes ......................................................................................................... 148 D. Equal Employment Opportunity .................................................................................. 149 E. Administrative Order 1996-11 – Hiring of Relatives by Courts .................................. 149 F. Oath of Office............................................................................................................... 152 5-05 Ethics .................................................................................................................................. 153 A. Code of Judicial Conduct – Application to Judges and Staff ....................................... 153 B. Rules of Professional Conduct ..................................................................................... 153 C. Adopting a Code of Conduct ........................................................................................ 153 D. Model Code of Conduct for Juvenile Probation Officers ............................................ 153 5-06 Absences From the Court ................................................................................................... 154 A. Authority ...................................................................................................................... 154 B. Judicial Absences ......................................................................................................... 154 C. Court Holidays ............................................................................................................. 155 5-07 Liability Protection for the Court ....................................................................................... 157 vii Table of Contents A. Performance Bond Requirements................................................................................. 157 B. Legal Representation .................................................................................................... 158 C. Insurance Coverage or Indemnification ....................................................................... 160 D. Insurance for Community Service or Work Programs ................................................. 160 Human Resources Management: 5-08 Trial Court Administrator ................................................................................................... 162 Part B - Trial Court Positions and Other Related Offices A. Authority ...................................................................................................................... 162 B. Duties and Functions .................................................................................................... 162 5-09 Circuit Court Clerk (County Clerk) .................................................................................... 164 A. Authority ...................................................................................................................... 164 B. Appointment of Deputy Circuit Court Clerk (Deputy County Clerk) ......................... 164 C. Bonding of County Clerk ............................................................................................. 164 D. Filling Vacancy in County Clerk’s Office ................................................................... 165 E. Duties and Responsibilities .......................................................................................... 165 5-10 Circuit Court Probation/Parole ........................................................................................... 168 A. Probation ...................................................................................................................... 168 B. Parole ............................................................................................................................ 169 5-11 Friend of the Court Office .................................................................................................. 170 A. Function ........................................................................................................................ 170 B. Authority ...................................................................................................................... 170 C. Legal Assistance for the Friend of the Court Office .................................................... 171 D. Surety or Performance Bond Requirements ................................................................. 171 E. Duties and Responsibilities of the Friend of the Court Office ..................................... 172 F. Domestic Relations Referees ....................................................................................... 178 G. Annual Review of Friend of the Court Office.............................................................. 178 H. Grievances Against Friend of the Court ....................................................................... 178 5-12 District Court Clerk ............................................................................................................ 180 A. Authority ...................................................................................................................... 180 viii Table of Contents B. Appointment of Deputy Clerks .................................................................................... 180 C. Term of Office .............................................................................................................. 180 D. Bonding of Clerk .......................................................................................................... 180 E. Duties and Responsibilities .......................................................................................... 181 5-13 District Court Probation...................................................................................................... 183 A. Establishment of Probation Department ...................................................................... 183 B. Duties of Officer........................................................................................................... 183 5-14 District Court Magistrate .................................................................................................... 184 A. Authority ...................................................................................................................... 184 B. Appointment of Magistrate .......................................................................................... 184 C. Appointment of Deputy Clerk as Magistrate ............................................................... 185 D. Term of Office .............................................................................................................. 185 E. Reporting Requirement ................................................................................................ 185 F. Duties ........................................................................................................................... 185 G. Immunity ...................................................................................................................... 187 5-15 Law Clerks for Circuit and District Court .......................................................................... 188 A. Authority ...................................................................................................................... 188 B. Requirement for Employment ...................................................................................... 188 C. Compensation ............................................................................................................... 188 D. Period of Employment and Discharge ......................................................................... 188 E. Function ........................................................................................................................ 188 5-16 Probate Register .................................................................................................................. 189 A. Appointment ................................................................................................................. 189 B. Judicial Responsibility ................................................................................................. 189 C. Entry of Order Specifying Authority ........................................................................... 189 D. Other Authority ............................................................................................................ 190 E. Duties and Responsibilities .......................................................................................... 190 5-17 Public Guardian of Probate Court ...................................................................................... 192 A. Authority ...................................................................................................................... 192 B. Funding......................................................................................................................... 192 ix

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