State of Texas Jury Management System. User Manual

Transcription

1 2014 State of Texas Jury Management System User Manual 1

2 Revision History Version Author Revision Date Comments 0.0 L. Ford 01/07/2016 Initial Version 2

3 Table of Contents 1. Overview System Requirements Login... 6 Username... 6 Password General Navigation Jury Wheel... 8 Jury Wheel Reconstitution... 8 Jury Wheel County Data Website (CDW) Jury Wheel Settings Maintain Juror Status Maintain Juror Status - Jury Wheel Search Maintain Juror Status - Update Juror Status Settings County Jury Settings Add Judges Maintain Judges Add Courts Maintain Courts Maintain Clerks Add Charities Maintain Charities Maintain Potential Jurors Jury Wheel Search View Potential Juror Update Potential Juror Jury Pool Add Jury Pool Maintain Jury Pool Manage Jury Pool Add Jurors to Pool Move Jurors to another Pool

4 Edit Pool Juror Return Jurors to Jury Wheel Reshuffle a Jury Pool Generate Summons Jury Management Reports Report Status Screen Jury Pool Status Report Available/Prospective Jurors Report Disqualified Jurors Report Exempted Jurors Report Juror Payment Report Jury Wheel Summary Updated Mailing Addresses Report Maintain Users Jury Management Batch Printing

5 1. Overview Along with the Voter Registration and Election Management Systems, ElectioNet Team contains a Jury Management System (JMS) module. Within the Jury Management System are the following components: Jury Wheel Settings Maintain Potential Jurors Jury Pools Maintain Users Batch Printing Reports 5

6 2. System Requirements Windows Operating Systems 7 or higher Redeveloped TEAM is fully supported on the following browsers: Internet Explorer: Version Firefox: Version Google Chrome: Version Minimum screen resolution 1280 x Login To log in to ElectioNet, enter your assigned user name and password for the redeveloped Jury Management system on the Login Screen (Figure 3.1) Click the Login button, or the Enter key from the keyboard. If this is your first time logging in, the system will prompt you to change your password. Figure 3.1 Login Screen Username Each user is assigned a specific username that distinguishes them in the system and defines the level of security access they have. Usernames are a maximum of 12 characters. Users are added and maintained by users with the JM Senior Clerk role. 6

7 Password Users must enter their username and password to access the system. A temporary password is assigned when the username is created. The user is prompted to update their password when they login for the first time. Passwords must be 8 to 20 characters and contain at least 3 of the four required values (alpha, numeric, capital letters, and special characters). Passwords expire in 90 days, at which time the user is prompted to enter a new password that is different from their previous password. 4. General Navigation Once the user has logged in successfully, they are brought to the Dashboard (Figure 4.1), with tabs across the top that allow the user to access the Jury Management system. Figure 4.1 Dashboard To access a menu item, simply hover over the tab until a menu displays, then click on the desired functionality link. (Figure 4.2) The system displays the desired screen. Figure 4.2 Menu Navigation You will be able to make any link a Quick Link short cut by checking the box in front of the link on the menu. Once the box is checked, the system will move that link to the 7

8 left side of the screen in the Quick Links section. You can now click the Quick Link to navigate to the desired screen. The steps to navigate to a screen, also known as Breadcrumbs, are displayed at the top of all screens. This will let you know at all times where you are in the system. Generally speaking, it is not necessary to close one screen before moving to another. You can select the new menu item, and the system will refresh the page and display the new screen. Buttons are provided on each screen that move the user forward or back in the process, save changes, or exit the screen without saving: Reset refreshes the page back to how it was when it was originally loaded. Previous returns the user to the last screen. Save or Update saves the information entered on the screen. 5. Jury Wheel One of the most often asked questions is, Where do jurors come from? In short, each year the Office of the Secretary of State merges the voter registration file, minus the exempted persons identified by the voter registrar, with the list of persons holding a Texas Driver s License, Personal Identification Card, or an Election Identification Certificate issued by the Department of Public Safety (DPS). The Secretary of State eliminates duplicate names, and makes a combined list, the Jury Wheel, available to each county. Jurors are then pulled from the jury wheel as needed. Jury Wheel Reconstitution The Office of the Secretary of State reconstitutes county jury wheels, typically on an annual basis. Once a year, the Secretary of State obtains a list of persons holding a Texas Driver s License, an Identification Card or an Election Identification Certificate issued by the Department of Public Safety (DPS). To create the jury wheel for a county, the Secretary of State merges the DPS list for that county with the voter registration file from that county, and then eliminates all possible duplicate names and persons with qualifying exemptions. The final list is made available to each county by December 31 st of each year, unless the District clerk has adopted a multi-year Plan under Section , Texas Government Code. This process is what is known as Reconstituting the Jury Wheel. 8

9 Exemptions Subchapter B of Chapter 62 of the Texas Government Code addresses juror qualifications, exemptions from service, and excuses. Among the exemptions from juror service is being over the age of 70 years as stated in Section (a)(1) of the Texas Government Code. Sections and of the Texas Government Code (printed below) contemplate that the voter registrar will maintain this information and provide the methods for a person to claim the over-70 exemption: 1. When notified to appear for jury service, by filling out the signed statement that is part of the summons document and returning it to the court clerk before date on which the person is summoned to appear. A person may also claim a permanent exemption on that ground by including in the statement filed with the clerk a declaration that the person desires the permanent exemption. Promptly after a statement claiming a permanent exemption on the basis of age is filed, the clerk of the court with whom it is filed shall have a copy delivered to the voter registrar of the county (a) & (c), (a) & (b)(2). 2. By filing a sworn statement with the sheriff, voter registrar, or district or county clerk of the county of the person's residence that sets forth the ground of and claims the exemption. The name of a person who claims an exemption by filing the sworn statement may not be placed in the jury wheel for the ensuing year (b). 3. By filing by mail or in person with the voter registrar a signed statement affirming the person s age and requesting a permanent exemption (b) (1). Even if a person claims an over-70 exemption, he or she may rescind it (e). The name of a person on the register of persons permanently exempt from jury service may not be placed in the jury wheel or otherwise used in preparing the record of names from which a jury is selected (d). Subsection (d) was part of the original enactment (1979) relating to exemption from jury service for the elderly: Note that Section (b) of the Texas Government Code, relating to reconstitution of the jury wheel, states that the names of persons listed on a register of persons exempt from jury service may not be placed in the jury wheel. This is repeated in Section (b)(2) of 9

10 the Texas Government Code relating to an electronic or mechanical jury wheel method of selection. Jury Wheel County Data Website (CDW) The Jury Management System has a County Data Website (CDW) separate from the CDW that counties access from the VR/EM ElectioNet system. It allows the user to import and export files needed for the Jury Management System. Navigation 1. Select Activities > Jury Management > JM County Data Website. 2. Select File Download, File Upload, or Download Support Files, to navigate to the corresponding screen. To Download Files 1. Select File Download from Activities > Jury Management > JM County Data Website. 2. The system will navigate to the File Download screen (Figure 5.1). Figure 5.1 File Download screen 3. The displayed grid will show if the file has been previously downloaded. 4. The File Description, File Size in Bytes, and the Date Created will display in the grid. 5. User can select the File to Receive by selecting the file which is displayed on the blue button. 6. The system will pop up the compressed folder or file to view and receive. To Upload Files 7. Select File Upload from Activities > Jury Management > JM County Data Website. 8. The system will navigate to the File Upload screen (Figure 5.2). 10

11 Figure 5.2 File Upload screen 9. Select the File Type from the dropdown list to select the file type to upload. 10. Select the Choose File button to browse through files to choose from and select the specific file to upload. 11. If the file already exists, the user will get a notification stating this. 12. To upload a file, the user selects the Upload button. 13. The system will display a confirmation message when completed, File Uploaded to CDW Successfully. To Download Support Files 14. Select Download Support Files from Activities > Jury Management > JM County Data Website. 15. The system will navigate to the Download Support Files screen (Figure 5.3). Figure 5.3 Download Support Files screen 16. Select the support file from the list displayed to select the import layout. 17. Download and save the file. 11

12 Jury Wheel Settings The Jury Wheel Settings screen allows the Voter Registrar to determine whether or not Voters with voter status of Suspense will be included in the Jury Wheel when the wheel is reconstituted. Navigation 1. Select Activities > Jury Management > Jury Wheel Settings. 2. The system will navigate to the Jury Wheel Settings screen (Figure 5.4). Figure 5.4 Jury Wheel Settings screen To exclude/include Suspense Voters from the voter file when the Jury Wheel is reconstituted. 1. To exclude voter with voter status of Suspense from the voter file when the Jury Wheel is reconstituted, confirm that the checkbox is checked and click the Save button. 2. A message will display, Are you sure you do NOT want to include voters in Suspense status in the jury wheel? Either choose to affirm the action or select Cancel. If you affirm the action, a confirmation message will display, Voters in Suspense status will NOT be included in the jury wheel. Select OK to close the pop-up. 3. To include voters with voter status of Suspense in the Jury Wheel when the wheel is reconstituted, uncheck the Exclude Voters with Status of Suspense checkbox and click the Save button. 4. A message will display, Are you sure you want to include voters in Suspense status in the jury wheel? Either choose to affirm the action or select Cancel to 12

13 cancel. If you affirm the action, a confirmation message will display, Voters in Suspense status will be included in the jury wheel. Select OK to close the pop-up. 6. Maintain Juror Status The Maintain Juror Status screens allow the voter registrar to search the county jury wheel for potential jurors and assign Permanent Exemptions and Temporary Exemptions to the juror. Registrars may update Exemptions from this screen, or import a file through the County Data Website. Maintain Juror Status - Jury Wheel Search Navigation: 1. User selects Activities > Jury Management > Maintain Juror Status. 2. The system navigates to the Maintain Juror Status - Jury Wheel Search screen (Figure 6.1). 3. User enters search criteria for the juror that needs to be updated. 4. System displays exact match or multiple potential matches on the Maintain Juror Status - Select Potential Juror screen (Figure 6.2.). 5. User selects a juror record to update. Figure 6.1 Maintain Juror Status - Jury Wheel Search screen To Search for a juror in the county jury wheel: 1. Enter any of the following single data fields or criteria combinations: Search using one of the following Identifiers: VUID only DPS ID only 13

14 Juror ID only OR Search using combinations of any of the following search criteria: Last name, or one or more letter(s) of last name with a wildcard (%) First Name, or one or more letter(s) of first name with a wildcard (%) DOB SSN (Full or last 4 digits) 2. Click the Search button on the screen. 3. If no match is found to the criteria entered in the county, a message displays, No potential jurors found in the jury wheel. 4. System will display the potential juror record(s) that match the user s search criteria on the Maintain Juror Status Select Potential Juror screen. Figure 6.2 Maintain Juror Status Select Potential Juror screen Maintain Juror Status - Update Juror Status From the Update Juror Status screen (Figure 6.3), the voter registrar can apply Permanent and Temporary Exemptions to a juror s record, as well as remove those exemptions. Navigation: 1. From the Maintain Juror Status - Select Potential Juror screen (Figure 6.2), select the radio button next to the juror to update. 2. Click the Update button. 3. System navigates to the Update Juror Status screen (Figure 6.3). 14

15 Figure 6.3 Update Juror Status screen To Apply or Remove Permanent and Temporary Exemptions 1. The screen will display the following information for the selected juror: Juror s Name Juror ID VUID, if juror is a voter DPS ID, if juror has a DPS record ID Type (from DPS) SSN (Full or last 4 digits) Voter status, if juror is a voter Gender Date of Birth Jury Wheel Mailing Address Jury Wheel Status Jury Wheel Status Reason Jury Wheel Status Expiration Date 2. To apply an exemption, select one of the following from the dropdown: Permanent Exemption Temporary Exemption 3. Once Temporary Exemption or Permanent Exemption is selected, an Exemption Reason dropdown is enabled. 4. The Exemption Reason dropdown will populate based on the Exemption type chosen: Permanent Exemption - Status Reasons available will be as follows: o Inability to comprehend or speak English o Judicial Excuse 15

16 o Mental or physical impairment o Over 70 Temporary Exemption- Status Reasons available will be as follows: o FPCA o Judicial Excuse o Inability to comprehend or speak English o Mental or physical impairment o Sworn Statement filed 5. Select the applicable status reason from the dropdown. 6. The Expiration Date will not be enabled for Permanent Exemptions. 7. The Expiration Date will be enabled for the following Temporary Exemptions: Judicial Excuse Inability to comprehend or speak English Mental or physical impairment. Enter a date into the date field or click the calendar icon to select a date. 8. The Expiration Date Field for FPCA will default to 12/31 of the current year and cannot be edited. 9. The Expiration Date Field for Sworn Statement Filed will default to one year from the date the exemption is applied and cannot be edited. 10. Permanent or Temporary Exemption may be removed by selecting the Remove Exemption checkbox and clicking the Update button. 11. When an Exemption is removed, and the juror is not in an active jury pool, then the Jury Wheel status is automatically updated to Selectable. 12. When an Exemption is removed, and the juror is in an active jury pool, the jury wheel status will be automatically updated to IJP (in jury pool) and the jury pool status will automatically be updated to Available. 13. Click the Update button to save the status update. A confirmation message will display, Information for potential juror has been successfully updated. Select OK to close the pop-up message. 7. Settings With the Settings screens in the Jury Management System, you can manage your jury wheel and jury pool settings; in addition, you can set up and maintain information for judges, courts, charities, and clerks. Settings will be retained when the jury wheel is reconstituted it will not be necessary to reenter the information for the new wheel. 16

17 County Jury Settings You can manage the following jury settings from the County Jury Settings screen: Navigation: Whether new registered voters will be added to the Jury Wheel The Appearance Daily Rate The Service Daily Rate The maximum number of shuffles for jury pools Whether to exclude voters with voter status of Cancelled from jury pools Whether to exclude voters with voter status of Suspense from jury pools 1. Select Activities > Jury Management > Settings > County Jury Settings. 2. System navigates to the County Jury Settings screen (Figure 7.1). Figure 7.1 County Jury Settings screen To Manage County Jury Settings: 1. The system displays three areas on the screen: Jury Wheel Settings Add New Voters to Wheel - checkbox Jury Pool Settings *Appearance Daily Rate *Service Daily Rate *Maximum Number of Shuffles (up to 9) Voter Statuses to Exclude from Jury Pools Exclude Voters with Status of Cancelled checkbox Exclude Voters with Status of Suspense checkbox 17

18 Jury Wheel Settings 2. A checkbox, Add New Voters to the Wheel, will allow you to indicate whether the system will add new voters to the wheel as new voters are added to the voter registration system after the point that the Jury Wheel was last reconstituted. 3. To indicate that when a new voter is added to the voter registration system, that voter should be added to the wheel, check the checkbox in this section. 4. To indicate that a new voter should NOT be added to the wheel, uncheck the checkbox. The Jury Wheel will retain the population that it had at the point of reconstitution. 5. To save changes made in this section, select the Save button. A confirmation message will display in a pop-up and you must either affirm the action or select Cancel to close the pop-up message. 6. A voter that transfers into the county is considered a new voter for the purposes of that county s jury wheel. 7. A voter that has a change to the VR record will not be considered a new voter for the purposes of that county s jury wheel. 8. The system will assign the juror a unique Juror ID number. Jury Pool Settings 9. The Appearance Daily Rate, Service Daily Rate, and Maximum Number of Shuffles are required fields. Daily Rates may be 0.00, but cannot be blank. 10. To set the appearance daily rate and service daily rate, delete all digits present and enter the amount in the daily rate fields. 11. Changes in daily rates are not applied to jurors in pools that have already been pulled by the county. 12. The appearance daily rate and service daily rate entered here apply to Grand Jurors and Petit Jurors. 13. To set the maximum number of shuffles, enter the value into the Maximum Number of Shuffles field. The value entered must be less than or equal to To save changes made in this section, select the Save button. A confirmation message will display. Select OK to close the pop-up message. 18

19 Voter Statuses to Exclude from Jury Pools Exclude/Include Cancelled Voters 15. Cancelled voters are not included in the initial jury wheel reconstitution; however, the voter status of voters in the wheel may change to Cancelled after the wheel has been reconstituted. 16. From this screen, you will determine whether voters who are part of the reconstituted jury wheel when their voter status changes to Cancelled will be included in jury pools. 17. To exclude jurors whose voter status changes to Cancelled, check the checkbox, Exclude Voters with Status of Cancelled. To include those voters in jury pools, uncheck the checkbox. 18. To save the selection made, click the Save button. A confirmation message will display in a pop-up. You must affirm the action or select Cancel to close the popup message. 19. If a juror is in the wheel, and the voter registration status is updated to Cancelled, the wheel status remains Selectable. However, if the county has elected to exclude Cancelled voters from jury pools, the juror will not be eligible for a jury pool and will not be pulled. Exclude/Include Suspense Voters 20. Suspense voters may or may not be included in the initial jury wheel reconstitution, depending on the Voter Registrar s selection on the Jury Wheel Settings screen. Regardless of the initial setting, the voter status of voters in the wheel may change to Suspense after the wheel has been reconstituted. 21. From this screen, you will determine whether voters who are part of the reconstituted jury wheel when their voter status changes to Suspense will be included in jury pools. 22. To exclude jurors from jury pools whose voter status changes to Suspense, check the checkbox, Exclude Voters with Status of Cancelled. To include those voters in jury pools, uncheck the checkbox. 23. To save the selection made, click the Save button. A confirmation message will display in a pop-up. You must affirm the action or select Cancel to close the popup message. 24. If a juror is in the wheel, and the voter registration status is updated to Suspense, the wheel status remains Selectable. However, if the county has elected to exclude Suspense voters from jury pools, the juror will not be eligible for a jury pool and will not be pulled. 25. If voters with a VR status of Cancelled or Suspense have been excluded from jury pools, and the voter registration status is updated to Cancelled or Suspense for a juror who is in a pool when the VR status is updated, then the juror will remain 19

20 in the pool with the current jury pool status. If the juror is returned to the wheel, the juror will not be eligible for future jury pools, unless there is a change in the voter status to make their status once again Active. 26. After user clicks the Save button, and has affirmed the actions displayed in the confirmation pop-up, a second pop-up message displays, County Jury Settings were successfully updated. Click OK to close the pop-up message. Add Judges Prior to adding a court, a user must first enter information for the judge(s) that will be assigned to the court. Navigation 1. Select Activities > Jury Management > Settings > Add Judges. 2. The Add Judges screen will be displayed (Figure 7.2). Figure 7.2 Add Judges screen To Add a Judge 1. Enter the following data (only the Last Name is required): Last Name First Name Middle Name Title Suffix 2. Select the Save button to save the information you have entered or select the Reset button to clear the fields without taking any action. 3. After selecting the Save button, a confirmation message will display, Judge <last name> has been added successfully. Click OK to close the pop-up. 20

21 4. Each county will have by default a value for judge with last name of VACANT, which may be used if a judicial seat is temporarily vacant when a court is created. Note: If a judge s last name is actually Vacant, the system will require at least first name, middle name, or suffix, to be entered to differentiate the default judge of VACANT from the judge with last name of Vacant. 5. The active Judge information for a county will be retained upon reconstitution so that it is configured and available; the judge will remain tied to a court, but will no longer be tied to a jury pool after reconstitution. Maintain Judges A user may delete a judge or edit a judge s information. Navigation 1. User selects Activities > Jury Management > Settings > Maintain Judges 2. The Maintain Judges screen will be displayed (Figure 7.3). 3. The Maintain Judges screen presents all judges that have been added in the county, along with any courts to which the judge(s) are assigned. 4. User may delete a judge or select the edit icon to navigate to the Update Judge screen. Figure 7.3 Maintain Judges screen 21

22 To Delete a Judge 1. A judge may be deleted even if the judge is assigned to a court. 2. A judge may not be deleted if the judge is assigned to a jury pool. If the delete option is selected for a judge assigned to a jury pool, a message will display, The judge is assigned to a jury pool and cannot be deleted. Select OK to close the pop-up. 3. To delete a judge, select the delete option next to the judge s name. A message will display, Are you sure you want to delete this judge? Affirm that the judge should be deleted or select Cancel to cancel action. If judge is deleted, a confirmation message displays, The judge was successfully deleted. Select OK to close the pop-up. To Edit a Judge s Information 1. A judge s information may be edited even if he or she is assigned to a court or jury pool. 2. To edit a judge s information, select the edit option next to the judge s name. The Update Judge screen will be displayed (Figure 7.4). Figure 7.4 Update Judge screen 3. The Update Judge screen will be populated with current information in the following editable fields: Last Name First Name Middle Name Title Suffix 4. Edit the judge s information by entering the new information. (Only the Last Name is required.) 22

23 5. Select the Update button to save the information, or select the Reset button to refresh the page back to how it was when it was originally loaded. 6. After selecting the Update button, a confirmation message will display, The judge s information has been successfully updated. User will select OK to close the pop-up. 7. The updated detail will be propagated to any currently assigned courts and jury pools so that the current information is printed on the summons. 8. Select the Previous button to return to the Maintain Judges screen. Add Courts A user adds a court by entering the required information and assigning a judge to the court. Navigation 1. Select Activities > Jury Management > Settings > Add Courts. 2. The Add Courts screen will be displayed (Figure 7.5). Figure 7.5 Add Courts screen 23

24 To Add a Court 1. Enter the following data: Court Name Description Address Line 1 Address Line 2 City State Zip Code Phone Juror Instructions Assign Judges to Court 2. At a minimum, the court s name and assignment of at least one judge is required when adding a court. 3. Judges that have been configured in the county will display in the Available Judges section. 4. In addition to judges added by the county user, each county will have by default a judge with last name of VACANT, which may be used if a judicial seat is temporarily vacant when a court is created. 5. To move a judge from the available list onto the assigned list, highlight the name and click the right arrow. 6. To move a judge from the assigned list onto the available list, highlight the name and click the left arrow. 7. A judge may be assigned to more than one court. 8. Multiple judges may be assigned to a court. 9. Select the Save button to save the information you have entered or select the Reset button to clear the fields without taking any action. 10. After selecting the Save button, a confirmation message will display, The Court has been successfully created. Click OK to close the pop-up. 11. The detail provided in the Add Court screen is printed on the jury summons unless the judge assigned is the default VACANT. In the case where the assigned judge is VACANT, the judge field on the jury summons will be blank. 12. The Juror Instructions will appear on the Jury Summons Letter. 13. The active Court information for a county will be retained upon reconstitution so that it is configured and available; the court will be tied to the judges but no longer be tied to the jury pools after reconstitution. 24

25 Maintain Courts A user may delete a Court or edit a Court s information. Navigation 1. User selects Activities > Jury Management > Settings > Maintain Courts 2. The Maintain Courts screen will be displayed (Figure 7.6). 3. The Maintain Courts Screen presents all Courts that have been added in the county. 4. User may delete a court or select the edit icon to navigate to the Update Court (Figure 7.7) screen. Figure 7.6 Maintain Courts screen To Delete a Court 1. A court can be deleted if a judge has been assigned to it. 2. A court may not be deleted if it has a Jury Pool assigned to it. If the delete option is selected, a message will display, This court has a jury pool assigned to it and cannot be deleted. Click OK to close the pop-up. 3. Select the delete option next to the court. A message will display, Are you sure you want to delete this court? Affirm that the court should be deleted or select Cancel to cancel action. If the court is deleted, a confirmation message displays, The court was successfully deleted. Click OK to close pop-up. To Edit a Court 1. A Court may be edited even if a judge or jury pool is assigned to it. 2. To edit a Court, select the edit option next to the Court. The Update Court screen will be displayed (Figure 7.7). 25

26 Figure 7.7 Update Court screen 3. The Update Court screen will be populated with current information in the following editable fields: Court Name Description Address Line 1 Address Line 2 City State Zip Code Phone Juror Instructions Assign Judges to Court 4. Edit the Court information by entering the new information. (Only the Court Name and at least one assigned judge is required.) 5. Select the Update button to save the information or select the Reset button to refresh the page back to how it was when it was originally loaded. 26

27 6. After selecting the Update button, a confirmation message will display, The court s information has been successfully updated. User will select OK to close the pop-up. 7. Select the Previous button to return to the Maintain Courts screen. 8. The information from the Update Court screen will carry over to the Jury Summons. Maintain Clerks A user may enter the Clerk of Court s information. The system will use name and the mailing address from this screen to populate any correspondence that requires the Clerk s address. Navigation 1. User selects Activities > Jury Management > Settings > Maintain Clerks 2. The Maintain Clerks screen will be displayed (Figure 7.8). 27

28 Figure 7.8 Maintain Clerks screen To Maintain Clerk s Information 1. Enter the following data: Title First Name Middle Name Last Name Suffix Telephone Physical Address Street Number Street Name Suite/Unit 28

29 Address Line 2 City State Zip Code Mailing Address Street Number Street Name/PO Box Suite/Unit Address Line 2 Mailing City Mailing State Zip Code 2. First name, last name, and address information is required. 3. Select the Save button to save the information you have entered, or select the Reset button to refresh the page back to how it was when it was originally loaded.. 4. After selecting the Save button, a confirmation message will display, The Clerk s information has been successfully updated. Click OK to close the pop-up. 5. The Clerk s information for a county will be retained and available upon reconstitution. Add Charities Add a charity by entering the required information. Navigation 1. Select Activities > Jury Management > Settings > Add Charities. 2. The Add Charities screen will be displayed (Figure 7.9). 29

30 Figure 7.9 Add Charities screen To Add a Charity 1. Enter the following data: Name of Charity Description Contact Name Address Line 1 Address Line 2 City State Zip Code Contact Phone Contact Fax Contact 2. At a minimum, the name of the charity is required. 3. Select the Save button to save the information you have entered or select the Reset button to clear the fields without taking any action. 4. After selecting the Save button, a confirmation message will display, The charity has been successfully added. Click OK to close the pop-up. 5. The charity information will be retained and available upon reconstitution of the jury wheel. 30

31 Maintain Charities A user may delete a Charity or edit a Charity s information. Navigation 1. User selects Activities > Jury Management > Settings > Maintain Charities 2. The Maintain Charities screen will be displayed (Figure 7.10). 3. The Maintain Charities Screen presents all charities that have been added in the county. 4. User may delete a charity or select the edit icon to navigate to the Update Charity screen (Figure 7.11). Figure 7.10 Maintain Charities screen To Delete a Charity 1. Select the delete option next to the charity. A message will display, Are you sure you want to delete this charity? Affirm that the charity should be deleted or select Cancel to cancel action. If the charity is deleted, a confirmation message displays, The charity was successfully deleted. Click OK to close pop-up. To Edit a Charity 2. To edit a Charity, select the edit option next to the Charity. The Update Charity screen will be displayed (Figure 7.11). 31

32 Figure 7.11 Update Charity screen 3. The Update Charity screen will be populated with the charity s current information in the following editable fields: Name of Charity Description Contact Name Address Line 1 Address Line 2 City State Zip Code Contact Phone Contact Fax Contact 4. Edit the Charity information by entering the new information. (At a minimum, the Name of Charity is required.) 5. Select the Update button to save the information or select the Reset button to refresh the page back to how it was when it was originally loaded. 6. After selecting the Update button, a confirmation message will display, The charity s information has been successfully updated. User will select OK to close the pop-up. 8. Maintain Potential Jurors The Maintain Potential Jurors screens allow the clerk to search the county jury wheel for potential jurors and edit a juror s information. 32

33 Jury Wheel Search Navigation: 1. User selects Activities > Jury Management > Maintain Potential Jurors > Jury Wheel Search. 2. User navigates to the Maintain Potential Jurors Jury Wheel Search screen (Figure 8.1). 3. User enters search criteria for the juror that needs to be updated. 4. System displays exact match or multiple potential matches on the Maintain Potential Jurors Select Potential Juror screen (Figure 8.2). 5. User selects a juror record to view. Figure 8.1 Maintain Potential Jurors Jury Wheel Search screen To search for a juror in the county jury wheel: 1. Enter any of the following single data fields or criteria combinations: Search using one of the following Identifiers: VUID only DPS ID Juror ID only OR Search using combinations of any of the following search criteria: Last name, or one or more letter(s) of last name with a wildcard (%) First Name, or one or more letter(s) of first name with a wildcard (%) DOB SSN (Full or last 4 digits) 2. Click the Search button on the screen or Enter from the keyboard. 33

34 3. If no match is found in the county to the criteria entered, a message displays, No potential jurors found in the jury wheel. 4. System will display the potential juror record(s) that match the user s search criteria on the Maintain Potential Juror Select Potential Juror screen (Figure 8.2). Figure 8.2 Maintain Potential Jurors Select Potential Juror screen 5. Select the radio button next to the juror record to be updated. 6. Click the View button to navigate to View Potential Juror screen. View Potential Juror The View Potential Juror screen displays information about a juror (Figure 8.3). From this screen, the clerk can navigate to Update Potential Juror screen (Figure 8.4) to edit a juror in the wheel or navigate to Edit Pool Juror screen (Figure 9.6) to edit the juror in a pool. 34

35 Figure 8.3 View Potential Juror screen To View Potential Juror: 1. The system will display the following information for the selected juror: Juror Information Juror Name Juror ID Jury Wheel Status Status Reason Status Expiration Date Gender Date of Birth Jury Wheel Mailing Address Number of Pools Juror for which juror has been pulled since last reconstitution. For each pool, the following information will display: Date/Time Court Judge To view Voter Registration Information, click the + next to Voter Information. If the juror is a voter, the following information will display: VUID Voter Status Gender from VR system Date of Birth from VR system VR Residential Address 35

36 Residential Address Effective Date VR Mailing Address Mailing Address Effective Date To view DPS Information, click the + next to DPS Information. If juror has a DPS record, the following information will display: ID Type DPS ID Gender from DPS record Date of Birth from DPS record DPS Residential Address DPS Mailing Address 2. To edit the juror s jury pool information if the juror is in a pool, select the Edit icon. The system will navigate to the Edit Pool Jurors screen. 3. If a juror is in multiple jury pools, the Edit icon will be enabled for the jury pool displayed that is the most recent pool for that juror. If a juror has been Returned to Wheel, the juror cannot be edited at the pool level, and the Edit be enabled. icon will not 4. To edit the juror s jury wheel information, select the Update button. The system will navigate to the Update Potential Juror screen. Update Potential Juror From the Update Potential Juror screen (Figure 8.4), the user can edit the selected juror s wheel status, related status reason and status expiration date, gender, DOB, and Jury Management mailing address. 36

37 Figure 8.4 Update Potential Juror screen To Edit a Juror in the Wheel: 1. The following information will display: Juror Information Name Juror ID VUID; this will be blank if not available 2. To view Voter Information, click the + next to Voter Information. If the juror is a voter, the following information will display: VUID Voter Status Gender from VR data Date of Birth from VR data VR Residence Address Effective Date Residence Address VR Mailing Address Effective Date Mailing Address 3. To view DPS Information, click the + next to DPS Information. If the juror has a DPS record, the following information will display: ID Type DPS ID Gender from DPS record Date of Birth from DPS record Residential Address from DPS file 37

38 Mailing Address from DPS file 4. Jury Wheel Status, Status Reason, and Status Expiration Date can be edited by making a selection in the following dropdowns: Jury Wheel Status Status Reason Status Expiration Date 5. The Wheel Status dropdown is populated with current information which the user can edit. Available statuses are: Disqualified Jury Summons Returned Permanently Exempt Postponed Selectable Temporarily Exempt 6. The Status Reason dropdown will be enabled for the following statuses: Disqualified Permanently Exempt Temporarily Exempt Select the applicable status reason from the dropdown. 7. The Expiration Date field will be enabled for the following Temporary Exemption reasons: Judicial Excuse Inability to comprehend or speak English Mental or physical impairment. Enter a date into the date field or click the calendar icon to select a date. 8. The Expiration Date for Temporary Exemption/FPCA will default to 12/31 of the current year and cannot be edited. 9. The Expiration Date for Temporary Exemption/Sworn Statement Filed will default to one year from the date the exemption is applied and cannot be edited. 10. The maximum time a juror can be postponed is 6 months. If Postponed is selected, an expiration date 6 months from the current date will prepopulate the field, but may be edited. 11. If an expiration date is entered for Postposed that is greater than 6 months from the current date, then a message will display, The maximum amount of time that a juror can be in postponed status is 6 months. Select OK to close the pop-up message. 12. The minimum amount of time between a juror s postponements is 12 months. If a juror has been postponed within the last year, the juror will not be eligible for 38

39 Postponed status. If Postponed is selected for a juror who was placed in Postponed status within the last year, then a message will display, This juror was placed in postponed status within the last year and is therefore ineligible to be place in postponed status. Select OK to close pop-up. 13. If Wheel Status/Status Reason is updated to Disqualified for Reason of Noncitizen, and the juror has a VUID that is matched with a VUID in that county s VR data, a task will be created on the dashboard for the Voter Registrar to generate a Notice of Proof of Citizenship. 14. If Wheel Status/Status Reason is updated to Disqualified for Reason of Non- Citizen, and the juror does not have a VUID, the juror s DOB and TDL/State ID will be used as matching criteria with that county s VR data (both DOB and TDL/State ID must match). If a match is found, a task will be created on the dashboard for the Voter Registrar to generate a Notice of Proof of Citizenship. 15. If Pool Status/Status Reason is updated to Disqualified/Non-county resident and the juror has a VUID that is matched with a VUID in that county s VR data, and the voter registration status is Active or Suspense, a task will be created on the dashboard for the Voter Registrar to generate a Notice of Address Confirmation. 16. If Pool Status is updated to Juror Summons Returned, and the juror has a VUID that is matched with a VUID in that county s VR data, and the voter registration status is Active or Suspense, a task will be created on the dashboard for the Voter Registrar to generate a Notice of Address Confirmation. 17. Edit the juror s information by entering the updates into the applicable fields. Note: These fields will be populated with current information from the juror s Jury Management record: Gender Date of Birth Jury Wheel Mailing Address 18. Select the Update button to save changes made. A confirmation message will display, Information for potential juror has been successfully updated. Select OK to close the pop-up message. 9. Jury Pool The Jury Pool screens allow the clerks to create a jury pool, add jurors to an existing pool, move jurors to another pool, update jury pool information, and update juror information for jurors in a pool. The clerk can also set days appeared, set days served, 39

40 return jurors to the wheel, reshuffle jurors, and print correspondence. The date/time and judge may be edited up until summonses have been generated for the jury pool. Add Jury Pool Navigation 1. Select Activities > Jury Management > Jury Pool > Add Jury Pool 2. System navigates to the Add Jury Pool screen (Figure 9.1). Figure 9.1 Add Jury Pool screen To Add a Jury Pool: 1. Select the Jury Type, Petit or Grand, from the Jury Type dropdown. 2. Once the Jury Type has been selected, the Jurors Currently Available field will populate. Jurors Currently Available is the number of jurors in the wheel who are currently eligible to be pulled for the Jury Pool. 3. Enter the date of the jury pool into the date field or click the calendar icon to select the date. The date must be greater than or equal to the current date. 4. Select the time using the Time dropdowns. 5. Select the Court from the Court dropdown, which displays all courts currently configured in the county. 6. Select the Judge assigned to the Jury Pool from the Judge dropdown, which displays the judges that have been assigned to the selected court. The selected judge s information will print on the summons. 7. If the judicial seat is currently vacant, assign VACANT to the Court from the Maintain Courts screen and select VACANT from the Judge dropdown. If VACANT is selected, the judge field on the summons will be blank. 40

41 8. Enter the Number of Jurors Requested. The Number of Jurors Requested must be less than or equal to the number of the Jurors Currently Available. 9. If the Number of Jurors Requested is greater than the Jurors Currently Available, a message will display, The number of Jurors Requested cannot be greater than the number of Jurors Currently Available. Select OK to close the pop-up message. 10. The Number of Jurors Requested cannot be equal to zero. If zero is entered, a message will display, The number of Jurors Requested cannot be zero. Select OK to close the pop-up message. 11. Once the information is entered, select the Save button to create the jury pool. Message displays, The jury pool has been successfully added. Select OK to close the pop-up message. 12. The Jury Pool will be assigned a unique ID. 13. The system will assign a juror position number to each juror in the pool. Maintain Jury Pool The Maintain Jury Pool screen (Figure 9.2) displays information for all configured jury pools in the county. From the Maintain Jury Pool screen, the clerk can delete a jury pool or select a jury pool and navigate to the Manage Jury Pool screen (Figure 9.3). Navigation 1. Select Activities > Jury Management > Jury Pool > Maintain Jury Pool 2. System navigates to the Maintain Jury Pool screen (Figure 9.2). 41

42 Figure 9.2 Maintain Jury Pool screen 1. All Jury Pools that have been created in the county since the last wheel reconstitution, with the exception of deleted jury pools, will be displayed on the Maintain Jury Pool screen, initially in descending order by Date/Time. 2. Ten jury pools will be displayed per page. Use the navigation and page # buttons at the bottom of the screen to navigate from screen to screen. 3. Use the double arrow feature at the top of each column to sort each column of the presentation. 4. To Delete a Jury Pool, click on the Delete icon. 5. A message will display, Are you sure you want to delete this jury pool? Either affirm that the jury pool should be deleted, or select Cancel to cancel the action. If the jury pool is deleted, a confirmation message will display, The jury was successfully deleted. Select OK to close the pop-up message. 6. A jury pool cannot be deleted until jurors with status of Available have been returned to the jury wheel. 7. If Delete is selected, and there are jurors with status of Available in the jury pool, a message will display, This jury pool cannot be deleted until Available jurors have been returned to the jury wheel. Select OK to close the pop-up message. Manage Jury Pool The Manage Jury Pool screen displays information for jurors in the selected jury pool. From the Manage Jury Pool screen, the clerk can set days appeared, set days served, edit juror information, add jurors, move jurors, return jurors to the wheel, reshuffle 42

43 jurors, and generate correspondence. The date/time and judge may be edited up until summonses have been generated for the jury pool. Navigation 1. Select Activities > Jury Management > Jury Pool > Maintain Jury Pool 2. System navigates to the Maintain Jury Pool screen (Figure 9.2). 3. From the Maintain Jury Pool screen, click the Manage button next to the jury to be edited. 4. The system navigates to the Manage Jury Pool screen (Figure 9.3), which displays information for the selected jury. Figure 9.3 Manage Jury Pool screen Managing the Jury Pool: 1. The Manage Jury Pool screen displays the following information for the selected jury pool: Jury Type Pool Number Date/Time Court Judge Number of Jurors Requested 2. The screen will display the following information, initially for each juror in the selected pool: 43

44 Juror Position # Juror Name Voter Yes/No VUID/DPS ID Pool Status Days Appeared Days Served 3. To filter the list of jurors by Pool Status, select a status from the Juror Pool Status dropdown, and click the Search button: 4. To reset the status dropdown to display all jurors, click the Reset button. 5. To edit the Date/Time, select the Edit icon next to the Date/Time. If no summonses have been generated for the jury pool, the Date/Time may be edited. Click the Save button to save the updated Date/Time. 6. To edit a judge from the pool, select the Edit icon next to the Judge. If no summonses have been generated for the jury pool, the Judge tied to the pool may be deleted or added, so long as the judge is assigned to the court. Click the Save button to save the updated Judge. 7. To set Days Appeared, enter the number of Days Appeared and select Set Days Appeared. The system will change the selected jurors statuses to Appeared and assign the number of Days Appeared.. 8. If the Set Days Appeared for all Jurors checkbox is checked, and the user selects Set Days Appeared, the system will set the days appeared to the number of days entered for all displayed jurors in the pool whose status is not DQ, PJE, PX, TX, or GJE at the time of selection 9. To set Days Served, enter the number of Days Served and select Set Days Served. The system will change the selected jurors statuses to SERVED (SVD) and assign the number of Days Served to all selected jurors. 10. If the Set Days Served for All Jurors check box is checked, and the user selects Set Days Served, the system will set the days served to the number of days entered for all jurors with a status of Appeared (APRD) in the pool and change the selected jurors statuses to Served (SVD). If the juror does not have a status of APRD, the status will not be changed to SVD. 11. To generate a Jury Excuse letter for jurors who appeared and/or served, select the jurors for whom a letter is requested. One or multiple jurors may be selected. Click the Jury Excuse button. Confirmation message will display, The Jury Excuse Letters are available on the Dashboard. Select OK to close the pop-up message. The correspondence will be available in the Jury Management Batch 44

45 12. To generate a Juror Payment Summary Statement, select the jurors for whom a letter is requested. One or multiple jurors may be selected. Click the Juror Payment button. Confirmation message will display, The Juror Payment Summary Statements are available on the Dashboard. Select OK to close the pop-up message. The correspondence will be available in the Jury Management Batch Print on the Dashboard. 13. To navigate to the following screens from the Manage Jury Pool screen, click the corresponding button: Add Jurors Move Jurors Edit Pool Juror Return Jurors Generate Summons Reshuffle Jurors Previous Screen Add Jurors to Pool Navigation: 1. From the Manage Jury Pool screen, user clicks the Add Jurors button. 2. System will navigate to the Add Jurors to Pool screen (Figure 9.4). Figure 9.4 Add Jurors to Pool screen To add jurors to an existing jury pool: 1. The Add Jurors screen will display the following information for the pool: Jury Type, Petit or Grand 45

46 Pool Number Date/Time Court Judge Number of Jurors in Pool Jurors Currently Available in Wheel 2. Enter the number of jurors to add. 3. The number of jurors to add must be less than or equal to value of Jurors Currently Available in Wheel. 4. Number of jurors to add cannot be zero. 5. Click the Add Jurors button and the system will add the number of jurors entered to the pool from the wheel. The jurors are added after the last juror in the current pool, and assigned a juror position number accordingly. 6. A message will display, confirming the number of jurors that have been successfully added to the jury pool. Select OK to close the pop-up message. Move Jurors to another Pool Navigation: 1. From the Manage Jury Pool screen, click the Move Jurors button. 2. System will navigate to the Move Jurors to Another Pool screen (Figure 9.5). Figure 9.5 Move Jurors to Another Pool screen 46

47 To move jurors to another jury pool: 1. The Move Jurors to Another Pool screen will display the following information for the pool: Jury Type, Petit or Grand Pool Number Date/Time Court Judge Jurors Currently Available in Pool 2. Jurors Currently Available in Pool displays the number of jurors in the pool with pool status of Available. 3. Enter the number of jurors to move. The number of jurors entered must be equal to or less than Jurors Currently Available in Pool. 4. Jurors can only move to same jury type, i.e., petit jurors can only move to another petit jury; grand jurors can only move to another grand jury. 5. From the Move Jurors to: dropdown, select the Jury Pool to which jurors will move. The dropdown will display jury pools in the county that have a date greater than the current date and that are the same type (Petit or Grand) as the selected jury. 6. The dropdown will display jury pools in descending date/time order. 7. Click the Move Jurors button. The system will move the desired number of jurors to the selected pool. 8. The jurors moved will be added in numerical order after the last juror number in the selected pool and renumbered accordingly. Jurors that stayed with the original jury pool and not moved will retain the original numbers. 9. A message will confirm the number of jurors that were successfully moved to the other jury pool. Select OK to close the pop-up message. Edit Pool Juror Navigation: 1. From the Manage Jury Pool screen, select the Edit icon next to the juror s name. 2. The system will navigate to the Edit Pool Juror screen (Figure 9.6) for the selected juror. 47

48 Figure 9.6 Edit Pool Juror screen To Edit a Juror in a Jury Pool: 1. If a juror has been Returned to Wheel, the juror cannot be edited at the pool level, and the Edit icon will not be enabled. 2. The Edit Pool Juror screen will display the following information for the selected jurors: Juror Name Juror ID VUID, if juror is a voter Voter Status, if juror is a voter DPS ID, if juror has a DPS record Pool Information 48

49 3. Jury Pool Status, Status Reason, and Status Expiration Date will be populated with current information and can be edited. 4. The Pool Status dropdown is populated with current information which the user can edit. Available statuses are: Absent Appeared Available Disqualified Excused Claimed Excuse (Grand Jury only) Jury Summons Returned Permanent Exemption Claimed Exemption (Petit Jury only) Postponed Served Temporary Exemption 5. The Status Reason dropdown will be enabled for the following statuses: Disqualified Claimed Excuse Permanent Exemption Claimed Exemption Temporary Exemption Select the applicable status reason from the dropdown. 6. The Excuse text box will be enabled if Excused is selected. Enter the excuse into the text box. 7. The Expiration Date field will be enabled for the following Temporary Exemptions: Judicial Excuse Inability to comprehend or speak English Mental or physical impairment. Enter a date into the date field or click the calendar icon to select a date. 8. The Expiration Date for Temporary Exemption/FPCA will default to 12/31 of the current year and cannot be edited. 9. The Expiration Date for Temporary Exemption/Sworn Statement Filed will default to one year from the date the exemption is applied and cannot be edited. 10. The maximum time a juror can be postponed is 6 months. If Postponed is selected, the expiration date will default to 6 months from the current date, and can be edited. 49

50 11. If an expiration date is entered for Postposed that is greater than 6 months from the current date, then a message will display, The maximum amount of time that a juror can be in postponed status is 6 months. Select OK to close the pop-up message. 12. The minimum amount time between a juror s postponements is 12 months. If a juror has been postponed within the last year, the juror will not be eligible for Postponed status. If Postponed is selected for a juror who was placed in Postponed status within the last year, then a message will display, This juror was placed in postponed status within the last year and is therefore ineligible to be place in postponed status. Select OK to close the pop-up message. 13. If Wheel Status/Status Reason is updated to Disqualified for Reason of Noncitizen, and the juror has a VUID that is matched with a VUID in that county s VR data, a task will be created on the dashboard for the Voter Registrar to generate a Notice of Proof of Citizenship. 14. If Wheel Status/Status Reason is updated to Disqualified for Reason of Non- Citizen, and the juror does not have a VUID, the juror s DOB and TDL/State ID will be used as matching criteria with that county s VR data (both DOB and TDL/State ID must match). If a match is found, a task will be created on the dashboard for the Voter Registrar to generate a Notice of Proof of Citizenship. 15. If Pool Status/Status Reason is updated to Disqualified/Non-county resident and the juror has a VUID that is matched with a VUID in that county s VR data, and the voter registration status is Active or Suspense, a task will be created on the dashboard for the Voter Registrar to generate a Notice of Address Confirmation. 16. If Pool Status is updated to Juror Summons Returned, and the juror has a VUID that is matched with a VUID in that county s VR data, and the voter registration status is Active or Suspense, a task will be created on the dashboard for the Voter Registrar to generate a Notice of Address Confirmation. 17. Days Appeared and Days Served can be edited by entering the number of days appeared or served. 18. Days Appeared can only be entered if the juror s status is appeared or served. 19. Days Served can only be entered if the juror s status is served. 20. The system will calculate the Payment amount using the Appearance Daily Rate and the Service Daily Rate entered in the County Jury Settings screen. 21. If the juror has elected to donate the pay to charity, check the Donate Pay to Charity checkbox. Then select the charity from the Charities dropdown. 50

51 22. If no charities have been configured in the county, the Donate Pay to Charity checkbox will be disabled. If the Donate Pay to Charity checkbox is checked, a Charity must be selected from the dropdown. 23. If the juror has been paid, check the Juror Paid checkbox and enter the date of payment. 24. The juror s mailing address may be edited by entering the information in the juror mailing address section. 25. After all information is entered, click the Update button to save edits to the juror s record. Return Jurors to Jury Wheel Navigation: 1. From the Manage Jury Pool screen, select the Return Jurors button. 2. The system will navigate to the Return Jurors to Jury Wheel screen (Figure 9.7). Figure 9.7 Return Jurors to Jury Wheel screen To Return Jurors to the Jury Wheel: 1. The Return Jurors to Jury Wheel screen displays the following information for the selected Jury Pool: Jury Type, Petit or Grand Pool Number Date/Time Court 51

52 Judge Jurors Currently Available in Pool 2. Choose one of the following reasons from the Reason for Return dropdown: Cancelled Defendant accepted a plea bargain Postponed Rescheduled Parties settled out of court Jury Completed 3. Select the Return Jurors button and the system will move jurors with pool status of Available in the selected jury pool to the jury wheel. 4. Jurors returned to the wheel will be selectable for future jury pools. 5. A message will display, confirming the number of jurors returned to the wheel. Select OK to close the pop-up message. Reshuffle a Jury Pool Navigation: 1. From the Manage Jury Pool screen, select the Reshuffle Jurors button. 2. The system will navigate to the Reshuffle Jury Pool screen (Figure 9.8). Figure 9.8 Reshuffle Jury Pool screen To Reshuffle the Jury Pool: 1. Select the Reshuffle button. 52

53 2. If the selected Jury Pool has been reshuffled the maximum number of reshuffles assigned in Settings, a message will display, This Jury Pool has been reshuffled the maximum number of times. Select OK to close the pop-up message. 3. If Jury Pool has not been reshuffled the maximum number of reshuffles assigned in Settings, a message will display, Are you sure you want to reshuffle the jury pool? Select Yes to reshuffle the jury pool, or select Cancel to cancel action. 4. If user selects Yes, the system will provide the jurors with a new number sequence. The position numbers will be assigned in a random fashion. 5. The system will drop jurors with pool status of Disqualified, Excused, Permanently Exempt, Temporarily Exempt, Petit Jury Exemption, Grand Jury Excuse, Juror Summons Returned or Postponed to the bottom of the numbering sequence so that the list starts with jurors with status of Available. 6. A message will display, The jury pool was shuffled successfully. Select OK to close the pop-up message. 7. Generate Summons Navigation: 1. From the Manage Jury Pool screen, select the Generate Summons button. 2. The system will navigate to the Generate Summons screen (Figure 9.9). 53

54 Figure 9.9 Generate Summons screen To Generate Summons: 1. The Generate Summons screen displays the following information for the Jury Pool: Jury Type, Petit or Grand Pool Number Date/Time Court Judge Number of Jurors Requested 2. The screen will display the following information, initially for each juror in the selected pool: Juror Position Number Juror Name Voter Yes/No VUID/DPS ID Pool Status 3. Select one or multiple jurors with the checkboxes beside the juror s name, or use the Select All checkbox to select all jurors. 4. Select Card or Letter from the dropdown. 5. If Card is selected, system will generate the Petit Jury summons card if the jury pool is a Petit Jury, or Grand Jury summons card if the jury pool is a Grand Jury. 54

55 6. If Letter is selected, system will generate the Petit Jury summons letter if the jury pool is a Petit Jury, or Grand Jury summons letter if the jury pool is a Grand Jury. 7. Once selections are made, click the Generate Summons button. 8. The summons(es) will be available for printing in the Jury Management Batch Print on the Dashboard. 9. A message will display, Summons correspondence is available on the Dashboard. Select OK to close the pop-up message. 10. Once the PDF has been generated from the Jury Management Batch Print, Summons Generated will display on individual juror screen. 10. Jury Management Reports Report Status Screen Navigation 1. Select Reports > Report Status. 2. The Reports Status screen is displayed (Figure 10.1). Figure 10.1 Report Status screen 1. Reports requested from Reports > Jury Management will be available from this screen. Reports will have one of the following statuses: Ready for Process, Processing, Completed, or Viewed. 2. To refresh the screen, either click the Refresh button or select Reports > Report Status. 3. If the report is in Completed or Viewed status, the Report ID will be blue. Once the report is complete, click on the blue Report ID to open the report. 4. The Reset button returns the screen to its default. 55

56 5. To delete a report, select the checkbox next to the Report ID and click the Delete button. Jury Pool Status Report The Jury Pool Status Report provides a list of jurors, from the selected jury pool, with jury pool status of one of the following: Absent, Appeared, Excused, Grand Jury Claimed Excuse, Petit Jury Claimed Exemption, or Served. In addition, a list of jurors who have been sent a summons can be generated from this screen. Navigation 1. Select Reports > Jury Management Reports > Jury Pool Status Report. 2. The Jury Pool Status Report criteria page is displayed. To Request a Jury Pool Status Report: 1. Select the jury pool from the Jury Pool dropdown, which will include all jury pools currently configured in the county. Only one jury pool can be selected at the time. 2. Select a pool status from the Pool Status dropdown. Only one pool status can be selected at the time. Note: If summoned is chosen, all jurors in the pool that have been sent a summons will be listed, regardless of their pool status. 3. The Restricted Data Display Option will default to Show. To generate the report without the juror s TDL/State ID, select the radio button next to Do Not Show. 4. Report types are PDF, Excel, and CSV. If no selection is made, the report type will default to PDF. 5. Click on Submit Request to request the report. 6. A confirmation message is displayed that the report was submitted successfully, and a Report ID # is assigned. Available/Prospective Jurors Report The Available/Prospective Jurors Report provides a list of jurors with the following statuses from the selected Jury Pool: ABS, APRD, AVL, DQ, EXC, POST, PX, RTRN, SVD, TX, PJE, or GJE. This list can be filtered to present a list of jurors with a pool status of Available. Navigation 56

57 1. Select Reports > Jury Management Reports > Available/Prospective Jurors. 2. The Available/Prospective Jurors Report criteria page is displayed. To Request an Available/Prospective Jurors Report: 1. Select the jury pool from the Jury Pool dropdown, which will include all jury pools currently configured in the county. Only one jury pool can be selected at the time. 2. Select either Available or Prospective from the dropdown. 3. The Restricted Data Display Option will default to Show. To generate the report without the juror s TDL/State ID, select the radio button next to Do Not Show. 4. The Display Mailing Address Option will default to checked. To generate the report without the mailing address, uncheck the checkbox next to Display Mailing Address. 5. Report types are PDF, Excel, and CSV. If no selection is made, the report type will default to PDF. 6. Click on Submit Request to request the report. 7. A confirmation message is displayed that the report was submitted successfully, and a Report ID # is assigned. Disqualified Jurors Report The Disqualified Jurors Report provides a list of jurors in the jury wheel with jury wheel status of Disqualified and the related Disqualified Reason. Navigation 1. Select Reports > Jury Management Reports > Disqualified Jurors. 2. The Disqualified Jurors Report criteria page is displayed. To Request a Disqualified Jurors Report: 1. Choose jury type from the Jury Type dropdown. Dropdown values are Petit Jury Grand Jury Petit and Grand 2. The Restricted Data Display Option will default to Show. To generate the report without the juror s TDL/State ID, select the radio button next to Do Not Show. 3. Report types are PDF, Excel, and CSV. If no selection is made, the report type will default to PDF. 4. Click on Submit Request to request the report. 57

58 5. A confirmation message is displayed that the report was submitted successfully, and a Report ID # is assigned. Exempted Jurors Report The Exempted Jurors Report provides a list of jurors in the jury wheel with jury wheel status of permanent exemption, temporary exemption, or both, the related reason, and the expiration date for the status of temporary exemption. Navigation 1. Select Reports > Jury Management Reports > Exempted Jurors. 2. The Exempted Jurors Report criteria page is displayed. To Request an Exempted Jurors Report: 1. Choose Exemption Type from the Exemption Type dropdown. Dropdown values are TX - Temporary PX - Permanent BOTH 2. The Restricted Data Display Option will default to Show. To generate the report without the juror s TDL/State ID, select the radio button next to Do Not Show. 3. Report types are PDF, Excel, and CSV. If no selection is made, the report type will default to PDF. 4. Click on Submit Request to request the report. 5. A confirmation message is displayed that the report was submitted successfully, and a Report ID # is assigned. Juror Payment Report The Juror Payment Report provides a list of jurors in a selected jury pool that have appeared, served, or both, and the amount of pay that each juror is due. The user can request that the report also display whether the juror has requested that the amount will be donated to a charity and the name of that charity. Navigation 1. Select Reports > Jury Management Reports > Juror Payment Report. 2. The Juror Payment Report criteria page is displayed. To Request a Juror Payment Report: 58

59 1. Select the jury pool from the Jury Pool dropdown, which will include all jury pools currently configured in the county. Only one jury pool can be selected at the time. 2. Choose the payment type to include in the report from the Juror/Charity dropdown. Dropdown values are Juror Payment Charity Payment Juror and Charity Payment 3. Report types are PDF, Excel, and CSV. If no selection is made, the report type will default to PDF. 4. Click on Submit Request to request the report. 5. A confirmation message is displayed that the report was submitted successfully, and a Report ID # is assigned. Jury Wheel Summary The Jury Wheel Summary provides a summary of the number of jurors in the county who are voters and the number of jurors who were in the DPS file, and the number of matched jurors. Navigation 1. Select Reports > Jury Management Reports > Jury Wheel Summary. 2. The Jury Wheel Summary criteria page is displayed. To Request a Jury Wheel Summary: 1. Report types are PDF, Excel, and CSV. If no selection is made, the report type will default to PDF. 2. Click on Submit Request to request the report. 3. A confirmation message is displayed that the report was submitted successfully, and a Report ID # is assigned. Updated Mailing Addresses Report The Updated Mailing Addresses Report provides a list of jurors whose Jury Management mailing addresses have been changed since reconstitution of the wheel. The report provides the previous mailing address, the current mailing address, and the date of change. Navigation 1. Select Reports > Jury Management Reports > Updated Mailing Addresses. 59

60 2. The Updated Mailing Addresses Report criteria page is displayed. To Request an Updated Mailing Addresses Report: 1. The Restricted Data Display Option will default to Show. To generate the report without the juror s TDL/State ID, select the radio button next to Do Not Show. 2. Report types are PDF, Excel, and CSV. If no selection is made, the report type will default to PDF. 3. Click on Submit Request to request the report. 4. A confirmation message is displayed that the report was submitted successfully, and a Report ID # is assigned. 11. Maintain Users The Maintain Users screen allows the Jury Management Senior Clerk to add users, edit user information, reset passwords, and delete users. Navigation 1. Select System > Maintain Users (Figure 11.1). 2. The system will display the Maintain Users screen (Figure 11.2). Figure 11.1 Maintain User navigation Figure 11.2 Maintain Users screen 60

61 3. The Maintain Users screen displays a list of all User ID s with Name, Status and Role (Figure 11.3). Figure 11.3 Maintain Users screen with user list 4. The system will allow only users with the JM Senior role to add and maintain users. To Maintain Users: Add a User: 1. Under Security Rights, enter Your Authorized Password. 2. Under User Information, select County User from the User Type drop down menu. 61

62 3. Enter Last Name 4. Enter First Name 5. Enter Middle Name - optional. 6. Enter Address - optional 7. Enter the name portion of the User Identifier. The system will automatically set the first three characters of the User Identifier to be the three-digit county code for your county. To complete the User Identifier, use the required naming convention: enter the first initial of the first name, and up to 11 letters of the last name of the user. For example, enter HSmith for Heather Smith. In Anderson County, Heather s Username will be 001HSmith. 8. If two users in the same county have the same first initial and last name, make some sort of differentiation. For example, a middle initial may be used, or one of the User Identifiers may end with number Select a role from the Role dropdown. 10. Click the Save button to add the user in the county. A message will ask you to confirm that you want to add the user. Select OK to add user or Cancel to cancel the action. 11. The System will display a confirmation message with the username and a temporary password. 12. When the user logs into the system for the first time with the new temporary password, the system will prompt them to change the temporary password. 13. Click Cancel to cancel the action with saving the information entered. Click the Reset button to restore the fields as they were when the page originally loaded. 12. User can check the box for Temporary User, this will mark the User ID as temporary user, and the End Date allows the user to set an end date of the temporary user s access (Figure 11.4) Figure 11.4 Assign Temporary User 62

63 Edit User 13. To edit the user s information, click on the edit icon in the Actions column. 14. Enter Your Authorized Password. 15. Enter the updated information into the name or address fields, or select a different role for the user. The User Identifier cannot be edited. 16. To Disable User click the checkbox. This will mark the User ID as disabled. 17. To reactivate the user, simply uncheck the disable box. 14. Once the user information has been modified, click the Update button. A message will ask you to confirm the edits. Click OK to continue, or Cancel to abandon the action. 18. A message will display confirming that the user information was successfully updated. Figure 11.5 Editing User Reset Password 15. To reset a user s password, click on the reset icon. 16. Enter Your Authorized Password, then click the Reset Password button. 17. A message will ask you to confirm the password reset. 18. System will display a confirmation message with the username and a temporary password. 19. When the user logs into the system with the new temporary password, the system will prompt them to change the temporary password. 63

64 Delete User 19. To delete a user, click on the delete icon. Enter your Authorized Password, then click the Delete User button. 20. A message will ask you to confirm the delete. Select OK to delete the user or Cancel to cancel the action. 21. The system will delete the selected User ID; once deleted the password is not reusable. 22. Note: Deleting a user does not delete his/her User ID from the audit tables. 12. Jury Management Batch Printing Navigation 1. Select Dashboard from the Main Menu. 2. The Dashboard Reminders screen will be displayed (Figure 12.1). Figure 12.1 Dashboard Reminders screen 1. Click on the Review button if there are any items in the Jury Management Batch to be printed. 2. The system will navigate to the JM Batch Printing Details screen. Note: On the JM Batch Printing Details screen (Figure 12.2), correspondence will be kept for 60 days. Correspondence can be printed whether it was previously printed or not. 64

65 Figure 12.2 Jury Management Batch Printing Details 3. Click on the Review Batch button to select a batch in the JM Batch Printing Details screen. 4. System will display the Jury Management Batch Print screen (Figure 12.3) with the list of correspondences generated on the selected day. Figure 12.3 Jury Management Batch Print screen 65

66 To Print Correspondence: 1. Select correspondences to print by selecting the checkbox next to the correspondence, or choose Select All to print all correspondences at once. 2. Click the Print button to print the selected correspondence. 3. To filter correspondence by the user who generated it, highlight the Username and click the Select button next to the Username dropdown box. 4. To filter correspondence by Type, highlight the correspondence type and click the Select button next to the Letter Type dropdown box. 5. To filter correspondence by Username, highlight the Username and click the Select button next to the Username dropdown box. 66