Attachment 13 - Glossary of Terms.pdf

Glossary of Terms & Status Definitions

Web-Based Jury Management System Requirements

Version 1.0

Attachment 13

Contents Overview

Users and Roles Stakeholders

Terms Accused Attendance Audit Reports Available Report Badge Bioform Checked In Checked Out Confirmation of Attendance:

Court Location:

Create Panel:

Create Pool:

Current Status Defer Disqualified Empanelment Event Excuse/Excused

FTA

History Records Juror Juror ID Number Juror Sub-Voucher Jury Jury List Mass Update Mileage Next Appearance Date Non-Responded One-Step (1-Step) Court Outstanding Attendance Panel Panel Member Participant (Juror)

Participant Number Participant (Juror) Record Permanently Disqualified Petit Jury Pool Pool Member Pool Record Prospective Juror Qualified List Qualified Wheel Questionnaire Randomness Responded Return Date Return Juror Returned Panel Sequence Number Snapshots Source List Status Summons Two-Step (2-Step) Court Unconfirmed Attendance Voir Dire

Participant Status Definitions

Property of the Administrative Office of the U.S. Courts Attachment 7 1

Overview

The terms described in this document are common throughout the Jury Management System, as well as the participant statuses used. In addition, participant statuses reflect changes to the participant’s record when database updates occur.

These terms and statuses are part of the overall business functions of the system.

Users and Roles

Jury Administrators, Jury Clerks, and other jury-related user roles

Stakeholders

JMS users

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Terms

The following is a list of terms that are frequently used in the Jury Management System (JMS):

Accused

This term refers to the party (or parties) for whom a voir dire panel is selected. In the JMS, a unique data constraint is applied when the term Accused is used in the event management function. Specifically, pool members that served on a voir dire panel for an event where an Accused is entered will not be available for selection on a subsequent panel for an event that involves the same accused party.

Attendance

This term comprises of several terms, which are outlined below:

• Attendance Date – The date assigned to pool members, panel members and jurors. It is the date the JMS uses to verify attendance and FTAs (failure to appear) when attendance and confirmations are performed. The attend date is the same as the report date (static) when a pool is created unless the pool is created “on call”. In this case, the next report date would be all zeros and the next report date is assigned later.

• Change Attendance Date – This process is where the next report date is updated (next attendance date) for pool or panel members as well as jurors on an event.

• Daily Attendance – This function is completed from the attendance module and is the entry of participants into the JMS (via handheld scanners, barcode readers, or manual entry). It also involves the subsequent tracking of these participants from daily attendance throughout the day.

• Scanning Attendance – This term refers to the use of barcode readers or handheld scanners to record the daily attendance of participants.

• Confirm Daily Attendance - Attendance is confirmed the day following or at the end of the day the person was in attendance. This process saves attendances to a permanent record and an audit report is generated.

• Jury Attendance – Jury attendance is conducted when a jury is empaneled and any subsequent days that the jurors are to report to the court. It is for jurors only and attends and confirms attendances in the same function.

Audit Reports

The JMS generates reports following confirmation of attendance or payment transactions. The court has a hard copy record of attendance and payment activities when the audit reports are printed. The three audit reports are:

• Pool/Panel Attendance Audit = P Audit

• Jury Attendance = J Audit

• Financial/Attendance Audit = F Audit

Available Report

A list of qualified participants available for service that may or may not have responded.

Badge

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A paper card or label that contains a bar code of the person’s nine-digit participant number and should be affixed to attending participants. The badge expedites the processing of jurors via a bar code reader.

Bioform

This term is a data entry screen that captures significant biographical and demographical information pertaining to participants. Typically, bioform information is given to the judge or the attorney during the voir dire process for each of the selected panel members.

Checked In

This term is synonymous with “in attendance”. After a juror has been scanned into attendance, the JMS automatically timestamps the attendance record for that day with the check in time.

Checked Out

This term is the time that a juror is timestamped as “out” or dismissed from further service for that day. The checkout time can be individually fixed to one record at a time (using a barcode reader) or applied to all records (during confirmation of attendance) as a default time out.

Confirmation of Attendance:

This is a process where court staff mark daily pool and panel attendance records as permanent and is the second part of the attendance process for 2-Step courts. Confirmation of attendance is necessary to initiate the payment process. Unlike pool and panel members, participants that have been empaneled as jurors are attended and confirmed in 1-Step using the jury attendance function.

Court Location:

All pertinent information for each court’s physical location within a jurisdiction is contained in the court location table. Each court is assigned a 3-digit code that is used throughout the JMS.

Create Panel:

This function is a process where court staff randomly select a certain number of participants from the available attended pool members for service on a new voir dire panel.

Create Pool:

This function is a process that randomly selects records from the source/master file for inclusion on a new pool of prospective jurors.

Current Status

The JMS tracks participants throughout the system by assigning one of the following statuses:

• Pool – A person randomly selected from the source file as a prospective juror.

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• Excused – A person granted exemption from this jury service and is eligible for another jury service in the future.

• Deferred – A person’s original summons date has been or will be deferred to the next jury service term.

• Disqualified – A person who is ineligible for served based on criteria set by the court, such as a convicted felon.

• Undeliverable – A person’s summons form was returned to the court by mail, marked as undeliverable.

• Responded – A person who has confirmed availability for jury service on the specified return date.

• Panel – A person who is currently serving on a voir dire panel.

• Juror – A person who is a sworn juror for a specific trial or grand jury trial.

Defer

Deferring or postponing a participant is rescheduling the participant’s reporting date outside the original term of service.

Disqualified

An individual that may be temporarily or permanently disqualified from jury duty. Valid disqualification reasons include, but are not limited to the following:

• Not a U. S. citizen

• Less than 18 years of age

• Not a resident of the jurisdiction

• Having a felony record and civil rights have not been restored.

• Not being able to read, speak or understand English.

Empanelment

This process is the method of entering voir dire results, (i.e., challenged, not used, etc.) into the JMS including those selected as jurors and alternates. All panel members from the trial/event who were not chosen as seated jurors or alternates will automatically be returned to the pool and can be selected again for another trial/event.

Event

This term is synonymous with “trial” or “grand jury trial”. Each event is assigned a unique identifier in the system.

Excuse/Excused

Granting a person’s request for a long-term exemption from jury duty is excusing that person from service. Valid excuse reasons are discretionary and could include reasons such as having a small child, being self-employed, or being ill. Participant records marked as excused are exempt from further pool selection until the court’s previous jury service exception is expired. A panel member is not considered excused if they are released early from jury service on a given day. They must be checked out to prevent the system from selecting them for another panel.

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FTA

This term stands for “failure to appear” and refers to participants who have not responded to their summons or attended on their assigned court date.

History Records

History records must be recorded and maintained for each jury participant, indicating all actions taken in the system for the participant, such as a name/address change. The system history records the old information as well as the new information. The history also includes entries for qualification questionnaire sent, participant responded, assigned to jury pool, attended, assigned to panel, not selected for jury, checked-out for the day, etc.

Juror

A juror is an individual that has been empaneled on a petit or grand jury.

Juror ID Number

A juror ID number is a permanent number that is unique across district courts in the judiciary and is non-repeatable. It is the vendor’s responsibility to determine a process that assigns unique numbers during the master wheel loading process. The number shall be numeric and include court ID and wheel identifiers. A list of disbursement codes by district court will be given to the Contractor upon contract award. It can be used as unique district court identifier.

Juror Sub-Voucher

This term breaks down juror payments by date, attendance fee, mileage reimbursement, parking, transportation, subsistence, and miscellaneous.

Jury

A jury is a term that refers to the entire selection of empaneled jurors for an event.

Jury List

This is a report that lists the individuals seated on a specific jury.

Mass Update

This is the mass processing of records in the JMS by scanning barcodes on questionnaires and summons. Records that are responded/qualified, undeliverable, and excused or disqualified can also be mass entered in the system.

Mileage

Mileage is a fee that is paid by the court on a per mile basis. The per mile rate is a system parameter.

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Next Appearance Date

This term is synonymous with the next reporting date. The next appearance date is the date that a prospective juror is next scheduled to attend. A prospective juror’s next appearance date is the date that the JMS calculates the expected appearances versus the actual number of attendances. Upon confirmation, pool members scheduled, but failed to appear, receive an FTA (failure to appear) and it is recorded in their participant record. For terms of service greater than one day/one trial, updating the pool members next appearance date is required.

Non-Responded

This is a term used to indicate individuals on a pool who have not responded to their questionnaire or summons.

One-Step (1-Step) Court

This is a court that creates a pool of jurors and mails both questionnaires and summons at the same time to each of the pool members. This process determines pool members who are eligible to be drawn onto voir dire panels.

Outstanding Attendance

This term indicates jurors that have not been paid. This report is run to identify jurors that have not been paid.

Panel

This term is an appointed number of participants randomly selected for voir dire from available pool members or from specific pools. A pool member must be in attendance to be eligible for selection on a voir dire panel.

Panel Member

This term refers to participants presently serving on a voir dire panel.

Participant (Juror)

This term refers to an individual record in a master wheel.

Participant Number

This term refers to a permanent number that is unique across district courts in the judiciary and non-repeatable. It is the Contractor’s responsibility to determine a process that assigns unique numbers during the master wheel loading process. The number shall be numeric and include court ID and wheel identifiers.

Participant (Juror) Record

This term refers to a record which contains various, pertinent information regarding the

Attachment 7 7 participant, such as their next reporting date, status, current pool number, biographic and demographic information, etc.

Permanently Disqualified

This term refers to a status given to a person who is permanently disqualified from jury service for reasons such as death.

Petit Jury

This term refers to persons selected and empaneled at a district court to determine the facts of a case and decide the issue pursuant to the direction of the court on points of law.

Pool

This term describes a group of randomly selected potential jurors. This group of potential jurors is summoned to jury service, for a specific day or “on call”. They are randomly selected onto a voir dire panel upon arrival at the court and after being scanned into attendance. 1-Step courts select pool members from the master wheel, and 2-Step courts select pool members from the qualified wheel. A pool can be designated regular, special (e.g., grand jury, death penalty, etc.), or “on call” (no specific reporting date).

Pool Member

This term defines a person who is randomly selected from the master wheel (1-Step) or from a qualified wheel (2-Step) onto a pool and is eligible to be selected for a voir dire panel.

Pool Record

This term is synonymous with participant record. Although a person may serve in several pools throughout their service life, they can have only one active pool record at any given time.

Prospective Juror

This term defines a person who is a pool or panel member.

Qualified List

This term defines a 1-Step term that indicates all participants in the master wheel who are eligible to be selected for questionnaire/summons mailing. 1-Step courts assume a participant is eligible to serve until proven otherwise.

Qualified Wheel

This term defines a group of participants who have been qualified through responding to the mailed questionnaire in a 2-Step court. Qualified participants are eligible for selection on a pool.

Questionnaire

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This term refers to a form that participants must complete to determine eligibility for service. The system shall support qualification questionnaires, as well as summons and qualification supplemental questionnaires, in both paper and online.

Randomness

At specific stages in the jury selection process prospective jurors must be selected by a random method that is demonstrably random for potential jury challenges. The Contractor is responsible to implement true randomness during the selection process and possibly defend it in a court of law. The following processes require random selection:

1. Selecting participants to mail qualification questionnaires (2-Step) or questionnaire and summons (1-Step).

2. Selecting participants for reporting jury pool (2-Step).

3. Creating panel for voir dire.

4. Any substitution or replacement functions by zip code.

The process of selecting names from the source list(s) to create the master jury wheel also must be random. However, this contract does not include wheel building. Refer to 28 USC 1863(b)(4).

Responded

This status indicates that a prospective juror has replied to his summons or qualification questionnaire.

Return Date

This term defines the original summons return date for a pool and is static.

Return Juror

This term refers to when jurors are returned from an event/jury, they are returned to the pool and are available to be selected for a new voir dire panel.

Returned Panel

This term refers to when members are returned from a panel, they are returned to a pool and are available for further voir dire selection.

Sequence Number

This term refers to a four-digit number that indicates the order the juror was randomly selected from the master wheel for the pool. This number is also known as a “juror number”.

Snapshots

Snapshots represent a jury participant’s questionnaire or juror information form (2-Step) in a printer-friendly format that is populated with juror information obtained by either scanning the form submitted by the juror or entered by the juror through the Online Public Access Website.

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Source List

This term defines a list that consists of voter’s registration lists, driver’s license records, or other resident lists obtained from the Secretary of State or some other government agency within the district court’s state.

Status

At a minimum, the following participant statuses should be available:

• Pool – A person randomly selected from the qualified list or qualified wheel as a prospective juror.

• Excused – A person is eligible for jury service, but excused (permanently or temporarily), and is eligible for service in the future.

• Deferred – A person’s original summons date has been or will be deferred to another time.

• Disqualified – A person is ineligible to serve.

• Undeliverable – A person’s qualification questionnaire or summons was returned as undeliverable by the U.S. Post Office.

• Responded – A person has confirmed availability for service on the specified return date.

• Panel – A person is currently serving on a voir dire panel.

• Juror – A person is a sworn juror for a specific trial or grand jury.

Summons

This term refers to a legal document requiring attendance or response for proposed attendance for jury service.

Two-Step (2-Step) Court

This term refers to a court that will qualify participants first and then create pools from the qualified jurors. Questionnaires are sent to a randomly selected number of jurors in the first step. Those participants who are qualified based on the answers to the questionnaires may then be eligible for selection on a pool, which is the second step.

Unconfirmed Attendance

Jurors are checked in when they arrive at the courthouse but to start the payment process their attendance in confirmed by day and division. This is done to prevent payment to a juror that was not in attendance or that was not qualified to serve. It is a verification step.

Voir Dire

This term refers to the examination made of prospective jurors in court to determine their qualifications to serve in a case. Its purpose is to determine their qualification to serve including questions of competence and bias, and to elicit information about the jurors which is needed by the parties and their attorneys for the informal exercise of peremptory challenges.

Participant Status Definitions

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The following describes participant statuses used throughout the JMS.

Status Code

Description

0 In master wheel – never accessed 1 Selected from master wheel for questionnaire mailing (2-

Step only) 2 Questionnaire issued (2-Step only) 5 Qualified 7 Summoned (both 1-Step and 2-Step) 86 Not in the District 91 Undeliverable as addressed 92 Replaced non-responded 93 Replaced undeliverable 94 Excused by court 95 Moved out of District 96 Questionnaire sent to Judge for review 98 Duplicate record 99 Deceased

Disqualifications (Codes 21 to 27)

Code

Description

21 Not a citizen 22 Not 18 years old 23 Not a resident in District for one year 24 Unable to read, speak, and understand English 25 Felony charges pending 26 Convicted of felony, civil rights not restored 27 Physical or mental disability

Excused or Exempt (Codes 30 to 99)

Code

Description

30 Exempt – Official use only 41 Exempt – Employed full time: Active Military 42 Exempt – Employed full time: Fire or Police (non-Federal) 43 Exempt – Employed full time: Public Official 31 Excused – Over 70 years old (age defined in system) 32 Excused – Served on grand or petit jury within last 2 years 33 Excused – Volunteer safety personnel 34 Excused – Care of child or infirm adult 35 Excused – Essential to job 36 Excused – Attorney 37 Excused – Physician 38 Excused – Dentist 39 Excused – Registered nurse

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40 Excused – Clergy 41 Excused – Active Military 42 Excused – Fire or police 43 Excused – Fulltime public official 45 Excused – Too great a distance 46 Excused – Teacher 47 Excused – Student 48 Excused – Travels extensively 49 Excused – General hardship 50 Excused – No transportation 51 Excused – Pharmacist 52 Excused – Profession occupation (defined by local court) 30 Exempt – Official use only 41 Exempt – Employed full time: Active Military 42 Exempt – Employed full time: Fire or Police (non-Federal) 43 Exempt – Employed full time: Public Official 31 Excused – Over 70 years old (age defined in system) 32 Excused – Served on grand or petit jury within last 2 years 33 Excused – Volunteer safety personnel 34 Excused – Care of child or infirm adult 35 Excused – Essential to job 36 Excused – Attorney 37 Excused – Physician 38 Excused – Dentist 39 Excused – Registered nurse 40 Excused – Clergy 41 Excused – Active Military 42 Excused – Fire or police 43 Excused – Fulltime public official 45 Excused – Too great a distance 46 Excused – Teacher 47 Excused – Student 48 Excused – Travels extensively 49 Excused – General hardship 50 Excused – No transportation 51 Excused – Pharmacist 52 Excused – Profession occupation (defined by local court)

Participant Status Definitions