Attachment 9 - Scanning Technology Functions.pdf

Scanning Technology Functions

Web-Based Jury Management System Requirements

Version 1.0

Attachment 9

Contents Overview

Users and Roles Stakeholders

Scanning Functions Configuration and Set Up

Scan Form Preparation Juror Qualification Questionnaires Summons Supplemental Questionnaires Ad Hoc Documents

Scan Form Processing Scanner Workstation Scanning Documents

Data Capture Juror Qualification Questionnaires Summons (Juror Information Forms – JIF)

Data Upload Scanner Workstation Upload Review Qualification Review Qualification Review – List Qualified with Remarks Qualified with Remarks – List Image Viewer Optional Status Review

View Scanned Images Print Images Scanned Images Pending Status

Additional Requirements Management Screens Message Prompt

Property of the Administrative Office of the U.S. Courts Attachment 9 1

Overview

Scanning technology performs Optical Character Recognition (OCR) and Optical Mark Recognition (OMR) of juror qualification questionnaire, summons, and supplemental forms, as well as ad hoc documents. When the forms or documents are processed, the web-based JMS database is updated with the scanned data.

The actual scanners and scanner operating system will be purchased by a GSA contract or another Government-wide vehicle for software maintenance, hotline, and depot repair. However, the scanning application interface that resides on the scanner workstation for processing forms and uploading document images and data to the server file system is customized for each application software using the scanner. In this case, that is web-based

JMS.

The vendor is responsible for coordinating between the scanner vendor and the Government and developing and supporting a customized scanning application that resides on the scanner workstation specific to their jury software that can process forms and upload data and images for forms represented in Attachment 21: Court Forms Used by District Courts. This document details all the functions the Contractor’s scanning solution software must provide.

This also includes coordinating between the scanner vendor and the Government for any form modifications. When there are changes to the forms which require associated changes in the software a firm-fixed price task will be negotiated with the Contractor.

The following scanning business functions are required.

Users and Roles

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

Stakeholders

JMS users

Attachment 9 2

Scanning Functions

The scanner itself as well as the scanning software must be set up and configured before documents can be scanned.

Configuration and Set Up

In order for the user to use the scanning technology properly, instructions must be provided to configure the web-based JMS, scanner client, and scanner.

The current scanner being utilized by courts is the Scantron iNSIGHT 4ES, but the Contractor may propose another scanner.

Scan Form Preparation

The following forms and documents (refer to Attachment 21: Current Forms Used by District Courts) can be scanned, and the data uploaded to JMS via the upload process:

• Questionnaires

• Summons

• Supplemental Questionnaires (optional)

• Ad Hoc Documents

The first step in scan form processing is to print the required data on the scan forms.

Juror Qualification Questionnaires

Several forms are available for courts to use for sending juror qualification questionnaires to jurors. The questions and other information on the forms mimic the screens on the Online Public Access Website.

The following data is extracted from the JMS database and is printed on the pre-formatted juror qualification questionnaire forms:

Field Format/Notes Example Name Printed 1

(one) time on form

DISTRICT OF NEBRASKA

Court Name Printed 1 (one) time on form

Robert V. Denney Federal Bldg

Court Address 1 Printed 1 (one) time on form

100 Centennial Mall North

Court Address 2 Printed 1 (one) time on form

Room 593

Attachment 9 3

Court City, State, Zip Printed 1 (one) time on form

State is abbreviated Zip does not include +4 at the end of first 5 digits

Lincoln, NE 68508

Participant Barcode Printed 1 (one) time on form Code 39 Links to participant’s participant number

Participant Number Printed 1 (one) time on form 9 digits

123456789

QR Code Links to court’s Online Public Access Website

Participant Name First MI Last All uppercase

JANE D DOE

Participant’s Address All uppercase 123 MAIN STREET Participant’s City, State, Zip Printed 1

(one) time on form All uppercase

State is abbreviated Zip includes +4 at the end of first 5 digits (optional)

Garland, NE 68360

OR

Garland, NE 68360-9311

County/Parish/Borough/District/Ward where you live

Uppercase DOUGLAS

USPS Barcode Optional Online Public Access Website Login

URL

https://ecf.ned.uscourts.gov/ejuror/ TransportRoom?servlet=login

OR

https://ejuror2.uscourts.gov/ejuror-dcd/TransportRoom?servlet=login

Attachment 9 4

NOTE: Question 14 - The Grounds for Excuse questions are defined in the Scanner Questionnaire Codes table in JMS. Up to ten (10) Excuse questions may be defined.

Summons

The following data is retrieved from the JMS database and is printed on the summons forms:

Field Format/Notes Example District Name All uppercase DISTRICT OF NEBRASKA Court Name Printed 2 (two) times on form Robert V. Denney Federal Bldg Court Address 1 Printed 2 (two) times on form 100 Centennial Mall North Court Address 2 Printed 2 (two) times on form Room 593 Court City, State, Zip Printed 2 (two) times on form

State is abbreviated Zip does not include +4 at the end of first 5 digits

Lincoln, NE 68508

Participant Barcode Printed 3 (three) times on form Code 39 Links to participant’s participant number

Participant Number Printed 3 (three) times on form 9 digits

123456789

QR Code Links to court’s Online Public Access webpage

Participant Name First MI Last

All uppercase

JANE D DOE

Participant’s Address All uppercase 123 MAIN STREET Participant’s City, State, Zip

Printed 1 (one) time on form All uppercase

State is abbreviated Zip includes +4 at the end of first 5 digits (optional)

Garland, NE 68360

OR

Garland, NE 68360-9311

USPS Barcode Optional Public Access Juror Website Login URL https://ecf.ned.uscourts.gov/ejuror/ TransportRoom?servlet=login

Report To: Room Data retrieved from Room Location Table

Room 545

Appearance Date Date participant must appear in the jury room/at court

Appearance Time Time participant must appear in the jury room/at court 12-hour format am/pm

8:00 am

Juror Number ##-#### 01-0070 Court Phone Number ###-###-#### 123-456-7890

Supplemental Questionnaires

If a court wishes to request some additional information for a specific reason, the court may opt

Attachment 9 5 to mail a supplemental questionnaire to a juror.

• Create supplemental questions and assign to pool.

Jurors are selected from the pool that have a specific status. In addition, the system shall enable the user to choose what fields to print on the supplemental questionnaire form by selecting Bioform records such as those as listed below:

• Last Name

• First Name

• Participant Number

• Participant’s Address

• Participant’s City, State, Zip

• Pool Number

• Pool Sequence Number

After a pool has been chosen and Bioform records have been selected, the system shall enable the user to create the supplemental questionnaire scan forms by performing the following actions:

• Create the .CSV output file.

• Mail Merge using Microsoft Word.

• Print forms.

Ad Hoc Documents

In the current JMS, no form setup is required, nor is data extracted from the system for ad hoc documents. One Button Scanning (OBS) allows for Optical Character Recognition (OCR), which enables the user to scan a document that is not pre-formatted and have that information attached to the juror’s record in the database.

Scan Form Processing

Once the scan forms have been returned to the court, the user typically processes them in “batches” or groups of like documents to simplify form processing.

Scanner Workstation

• User selects Scanner icon on desktop.

When the Scanner icon is chosen, the following window displays with the document type options:

• Juror Documents o Juror Qualification – “Juror Qualification Questionnaire” o Juror Summons o Supplemental Questionnaire

♦ Save Back Image (selected by default) o Ad-hoc Documents

♦ Save Top Image (selected by default)

NOTE: Before documents are scanned, the data folder and file path displayed in Configuration must be verified along with the settings for the form being scanned (settings are applicable to specific forms).

Attachment 9 6

Scanning Documents

This section will outline the following:

1. What can and cannot be read by the scanner.

2. The types of documents that can be scanned.

3. How each document type should be scanned.

4. The types of files that scanned documents should be saved as.

5. The nomenclature of each scanned document file type based on the type of document scanned.

Scanning Juror Qualification Questionnaire Documents

The user places documents face down and top edge first in the scanner hopper.

• An error message displays if documents are placed incorrectly in the scanner hopper.

Reading Marks

• Letters or marks in the red spectrum cannot be read by the scanner.

• Highlighted marks of any color other than pink are read as solid black.

• Pink highlighter on Scantron forms is read by the scanner as if no highlighting exists but is read as a solid black on ad hoc documents.

• Any mark in the oval is read, such as an X.

• Horizontal barcode is read.

o If the horizontal barcode cannot be read, the participant number is read.

o If neither the horizontal barcode nor the participant number can be read, a prompt should display requiring the user to have the system either ignore the form and continue without processing that questionnaire or enter the participant number and click OK.

o Clicking OK should process the record and the questionnaires should not need to be rescanned.

• When the scanner hopper is empty, after a few seconds a message should display. If there are more documents to scan the user should place them in the hopper and click Resume Scanning; otherwise, click Stop Scanning.

• If there are no more images to scan, the user should click Exit and the window should close.

• The scanner software generates a text file and batch number for the session and individual .tif image files for the questionnaire image. The naming format should be designed so that during upload the system knows that a batch contains qualification questionnaires, summons, supplemental question forms, or ad hoc documents.

NOTE: Since the scanner is both OCR and OMR capable, any stray marks on the scan forms will also be read.

Scanned Juror Qualification Questionnaire Output Files

The OBS scanning software captures the scanned data in two different file types:

• .txt (Text)

• .tif (Image)

Attachment 9 7

The output file names for juror qualification questionnaires are prefaced with the following letter code to determine the type of file scanned:

• q – Questionnaires

Text files for questionnaires follow this naming convention:

• Letter Code

• Scan Date Stamp (MMDDYYYY

• Scan Time Stamp (HHMMSS – 24-Hour Time)

• System Batch Number (9 digits)

• File Type (.txt)

Example of a questionnaire text file name:

• q_04152019_121413_888877661.txt

Image files for questionnaires follow this naming convention:

• Letter Code

• Participant Number (PPPPPPPPP; 9 digits)

• Scan Date Stamp (MMDDYYYY

• Scan Time Stamp (HHMMSS – 24-Hour Time)

• Document Sequence Number (system-generated; 6 digits) o These numbers start at 000000 for each batch.

• File Type (.tif)

Example of a questionnaire image file name:

• q_100567123_04152019_121413_600100.tif

Scanning Juror Information Form Documents

The user places only the bottom portion of the summons, face down, with the form number entering first in the scanner hopper.

• An error message displays if documents are placed incorrectly.

Scanned Juror Information Form Output Files

The output file names for juror information forms are prefaced with the following letter code to determine the type of file scanned:

• s – Summons

Text files for juror information forms follow this naming convention:

• Scan Date Stamp (MMDDYYYY

• Scan Time Stamp (HHMMSS – 24-Hour Time)

Attachment 9 8

Example of a juror information form text file name:

• s_04152019_121413_888877661.txt

Image files for juror information forms follow this naming convention:

• Participant Number (PPPPPPPPP; 9 digits)

• Scan Date Stamp (MMDDYYYY

• Scan Time Stamp (HHMMSS – 24-Hour Time)

• Document Sequence Number (system-generated; 6 digits)

NOTE: If a person has a status of pool or summoned, during upload the JMS should automatically update the status to responded.

Example of a juror information form image file name:

• s_100567123_04152019_121413_600100.tif

Scanning Supplemental Questionnaire Form Documents

• An error message displays if documents are placed incorrectly.

Scanned Supplemental Questionnaire Form Output Files

The output file names for supplemental questionnaires are prefaced with the following letter code to determine the type of file scanned:

• u – Supplemental Questionnaires

Text files for Supplemental Questionnaires follow this naming convention:

• Scan Date Stamp (MMDDYYYY

• Scan Time Stamp (HHMMSS – 24-Hour Time)

Example of a supplemental questionnaire text file name:

• u_04152019_121413_888877.txt

Image files for supplemental questionnaires follow this naming convention:

• Participant Number (PPPPPPPPP; 9 digits)

• Scan Date Stamp (MMDDYYYY

• Scan Time Stamp (HHMMSS – 24-Hour Time)

• Document Sequence Number (system-generated; 6 digits)

Attachment 9 9

Example of a supplemental questionnaire image file name:

• u_100567123_04152019_121413_000001.tif

Scanning Ad-Hoc Form Documents

• The system shall display an error message if documents are placed incorrectly.

• If the document is one-sided, the user shall select Save Only Top Image.

• If Save Only Top Image is unchecked, the scanner shall scan both sides of the document.

• The system shall display a window for the user to enter the participant number for the document assignment and the type of ad-hoc document being scanned.

Scanned Ad-Hoc Document Form Output Files

The output file names for Juror Information Forms are prefaced with the following letter code to determine the type of file scanned:

• a – Ad-Hoc Documents

Text files for ad-hoc documents follow this naming convention:

• Scan Date Stamp (MMDDYYYY

• Scan Time Stamp (HHMMSS – 24-Hour Time)

Example of an ad-hoc document text file name:

• a_04152019_121413_888877011.txt

Image files for ad-hoc documents follow this naming convention:

• Participant Number (PPPPPPPPP; 9 digits)

• Scan Date Stamp (MMDDYYYY

• Scan Time Stamp (HHMMSS – 24-Hour Time)

• Document Sequence Number (system-generated; 6 digits) o These numbers start at 000000 for each batch.

Example of an Ad-Hoc Document image file name:

• a_100567123_04152019_121413_123456789.tif

Attachment 9 10

The scanned data files reside on the scanner workstation machine until ready for upload to the JMS database.

Data Capture

Answers to questions on the forms are read by the scanner and are used to determine whether participants qualify for jury service.

Juror Qualification Questionnaires

The following questions and their answers determine the participant’s status in JMS:

NOTE: Refer to the Glossary of Terms for status code definitions.

FOR OFFICIAL USE

Jurors please do not write in this space.

Q X E D ANY

COMBO

Qualified Excused Exempt Disqualified Absolutely Rejected

Note: All juror qualification questions will be ignored except non-qualification questions (telephone numbers, 9, 10, 11, 12).

I agree to receiving text message notifications to the phone number above.

Text Message Question Table – Text Message

YES NO BOTH BLANK

Enters “Y” in Receives

Text? in Edit Part

Enters “N” in Receives

Text? in Edit Part

Leaves Receives

Text? in Edit Part blank

Leaves Receives

Text? in Edit Part blank

Q1. Citizen

• Q1: Are you a citizen of the United States?

Question 1 Table – Citizen

Qualified Disqualified Rejected for Review

Rejected for Review

Q2. Age

• Q2: Are you 18 years of age or older?

Question 2 Table – Age

Attachment 9 11

Qualified Disqualified Rejected for

Q3. Residence

• Q3a: Has your primary residence for the past year been in <state>?

• Q3b: Has your primary residence for the past year been in {county} of <state>?

Question 3 Table – Residence

Question 3a (In State)

Question 3b (In County)

2-STEP

Status

1-STEP

Status

Yes Yes Source Status 5 Pool Status 2

Yes No Source Status 5 for Review

Pool Status 2 For Review

Yes Blank Source Status 5 for Review

Pool Status 2 For Review

No Yes Source Status

Pool Status 6 Code Z

No No Source Status

Pool Status 6 Code Z

Blank Yes Source Status 5 Pool Status 2

Blank No Source Status

Pool Status 6 Code Z

Questions 3a vs. 3b Table – Residence

If… Question 3a

= YES

Question 3a

= NO

Question 3a

= BLANK

Question 3a

= MULTIPLE

Question 3b

= YES

Rejected for

Review

Question 3b

= NO

Rejected for

Review

Question 3b

= BLANK

Rejected for

Review Rejected for

Review Rejected for

Review

Question 3b

MULTIPLE

Rejected for Review

Rejected for Review

Rejected for Review

• If “No” to either question, see the notes to the right.

Question 3 – Residence.

• Name the other states or counties in which you lived during the last year and give dates.

Attachment 9 12 o Residence explanation text area

Q4. English Proficiency

• Q4a: Do you speak the English language?

• Q4b: Do you read, write, and understand the English language well enough to complete this form without help?

Questions 4a & 4b Table – English Proficiency Question YES NO BOTH BLANK 4a Qualified Disqualified Rejected for Review Rejected for Review

4b Qualified Disqualified Rejected for Review

Rejected for Review

• If it is necessary to explain your answers to either Question 4a or 4b, provide explanation in remarks to the right.

Question 4 – Language Remarks.

o Any marks in Language explanation text area = For Review

Question 4 – English Proficiency Rules

1. Any time there are remarks for Language, the questionnaire goes to Review no matter the answers to 4a and 4b

2. When there are no remarks for language and

• 4a and 4b are “Yes” = Qualified

• 4a and/or 4b are “No” = Disqualified

• 4a and 4b are Blank or Double bubbled = Rejected

Q5, 6, & 7. Criminal

• Q5: Are any criminal charges now pending against you for a violation of state or federal law punishable by imprisonment for more than one year (a felony)?

Question 5 Table – Criminal

Disqualified Qualified Rejected for

Review

• Q6: Have you ever been convicted of or sentenced for a state or federal crime punishable by imprisonment for more than one year (a felony)?

• Q7: Answer if your response to Question 6 is “Yes.” Have your rights to serve on a jury been restored or can you otherwise show that you are not disqualified from serving on a jury due to your conviction? (If “Yes,” explain in the notes to the right.)

Questions 6 & 7 Table – Criminal

Question 6 (Convicted)

Question 7 (Civil

Rights)

2-STEP

Status

1-STEP

Status

Attachment 9 13

Yes Yes Source Status 26 for Review

Pool Status 6 Code Z - for

Review

Yes No Source Status 26 Pool Status 6 Code Z

Yes Blank Source Status 26 Pool Status 6 Code Z

No Yes Source Status 5 Pool Status 2

No No Source Status 5 Pool Status 2

No Blank Source Status 5 Pool Status 2 No Multiple Source Status 5 Pool Status 2

Questions 6 vs. 7 Table – Criminal

If… Question 6

= YES

Question 6

= NO

Question 6

= BLANK

Question 6

= MULTIPLE

Question 7 = YES Rejected for

Review Rejected for

Review Question 7

= NO Rejected for Review

Rejected for Review

Question 7 = BLANK Rejected for

Review Rejected for

Review Question 7

MULTIPLE

Rejected for Review Rejected for

Review

Questions 5, 6, and 7 – Criminal Record.

A felony is a crime for which you could be sentenced to imprisonment for at least one year. If your answer to either Question 5 or 6 is “Yes,” please show below: (a) date(s) of the offense(s), (b) date(s) of the conviction(s) (or date(s) of pending charge(s)), (c) nature of the offense(s), (d) the sentence(s) imposed (if a conviction) and (e) the name(s) of the court(s).

One is subject to disqualification from jury service only for criminal offenses punishable by imprisonment for more than one year. It is the possible sentence, and not the actual sentence, which determines your eligibility to serve on the jury. If you have been convicted of a felony, but are still eligible to serve on a jury (either because your rights were restored, or because your rights were never lost) you should enter comments here to show that you are eligible to serve. If you need additional space, please use the REMARKS section on the front of this form. NOTE - Answer Question 7 only if your answer to Question 6 is “Yes.”

o Criminal Record explanation text area

NOTE: Automatic excuses trump all other auto disqualification/exemptions except for Question 6.

Attachment 9 14

NOTE: If Question 6 is marked “No”, the upload should ignore Question 7.

NOTE: If Question 6 is automatic or for review, it trumps any other disqualification/exemption request. For example, if the juror marks “Yes” to Question 4 and Question 6, then the result in JMS should be to disqualify for conviction either for review or auto depending on how Question 6 was answered.

NOTE: Answer Question 7 only if your answer to Question 5 or 6 is “Yes”.

Q8. Disability

• Q8: Do you have any physical or mental disability that would interfere with or prevent you from serving as a juror? (If “Yes”, see instructions to the right for Question 8.)

Question 8 Table – Disability

Disqualified Qualified Rejected for

Review

Question 8 – Your Health.

If you claim a mental or physical disability, please explain here. If you have a disability that would affect but not prevent your service as a juror, please advise. If you need additional space please use the REMARKS section on the front of this form.

o Health explanation text area

Q9: Hispanic

• Q9: Ethnicity: Are you Hispanic or Latino?

Question 9 Table – Hispanic

SINGLE OVAL BOTH BLANK

Yes or No Blank Blank

Q10: Race

• Q10: Please indicate your race by marking all that apply. (See notes to the right for Question 10.)

Question 10 Table – Race & Ethnicity

SINGLE OVAL ANY COMBO BLANK

Black/African American American Indian/Alaska

Native Native Hawaiian/Pacific

Islander Asian White

Other, Specify:

Multi-Race Unknown Race

Q11: Sex

Attachment 9 15

• Q11: Sex

Question 11 Table – Sex

SINGLE OVAL ANY COMBO BLANK

Male or Female Blank Blank

Question 9, 10, and 11 – Ethnicity, Race, and Sex.

Your answers to these questions are required solely to avoid discrimination in jury selection and have absolutely no bearing on your eligibility for jury service. By answering these questions, you help the federal court check and observe the jury selection process so that discrimination cannot occur. In this way, the federal court can fulfill the policy of the United States, which is to provide jurors who are randomly selected from a fair cross section of the community.

Q12. Occupation

List occupation and employer below.

• Q12a: Are you currently employed?

• Q12b: Are you a employed by the U.S. government? (This does not include U.S.

Postal Service employees.)

• Occupation

• Employer Name and Phone Number

Questions 12a & 12b – Occupation Question SINGLE OVAL ANY COMBO BLANK 12a Yes or No Blank Blank 12b Yes or No Blank Blank

Q13. Employment

Are you employed on a paid, full-time basis as an:

• Q13a: Elected public official of the United States, state, or local government or directly appointed by one elected to office.

• Q13b: Member of any non-federal government police or fire department.

• Q13c: Member of active service of the U.S. armed forces.

Questions 13a & 13b – Employment Question YES NO BOTH BLANK 13a Disqualified Qualified Rejected for

Review Rejected for

Review

13b Disqualified Qualified Rejected for Review

Rejected for Review

13c Disqualified Qualified Rejected for Review

Section 14. Grounds for Excuse

It is possible that you could be excused from jury service if one or more of the categories listed to the right applies to you. If any of the categories apply to you AND

Attachment 9 16 you wish to be excused as a result, fill in the Oval for the excuse(s) that apply. If you do not wish to be used, do not fill in any of the ovals to the right.

Question 14 – Grounds for Excuse.

If one of the categories listed below applies to you and you wish to be excused for that reason, fill in completely the oval for your category at Question 14. Please make sure you also give in the “Remarks” on the front of this form such information as may be requested within the excuse category. You may still be qualified to serve if the court determines upon review that you appear to be eligible for service. Other persons may be excused only by showing jury service would cause them undue hardship or extreme inconvenience.

NOTE: Questions and excuses shown below are for example purposes. Each question defined in the Scanner Questionnaire codes table is configured to the court’s specific needs.

Question 14 Table - Grounds For Requesting Excuse

Excuse (Examples)

Excuse Selected

Excuse Blank

(1) I am 70 or over, and I wish to be excused. Excused Qualified

(2) I have served as a juror in a court within the last two years. Excused Qualified

(3) I serve without compensation as a volunteer firefighter or member of a rescues squad or ambulance crew.

Excused Qualified

(4) I am a person having active care and custody of a child or children under ten years of age whose health and/or safety would be jeopardized by my absence for jury service.

Excused Qualified

(5) Dentist Excused Qualified

(6) I believe that jury duty would cause me undue hardship or extreme inconvenience. (Describe detailed information of hardship under Remarks on the reverse (front) side of form).

Excused Qualified

(7) Excused Qualified

(8) Qualified

(9) Qualified

(10) Qualified

If multiple excuses are selected for Question 14, the participant’s record will show a status of “For Review”.

Auto (Yes) or For Review (No) should be defined in the Scanner Code table in JMS.

NOTE: Automatic excuse should come before any other disqualified except Question 6 and Rejected for Review.

NOTE: A single excuse for review should display as Qualified for Review in the Qualification Review editor.

Attachment 9 17

• If Online Public Access Jury Management Qualification Review processing is enabled from the eJuror Configuration Parameters table, any questionnaire that is qualified appears on the Qualified Review screen. Since the records are marked for review, the juror is restricted from processing any further postponement/excusal/partial excusal requests until they are processed in the management screen.

NOTE: For a single excuse that is automatic, the person’s status should update to the source status code (2-Step) or pool status Excuse and excuse code (1-Step) associated with the selected question.

NOTE: A juror qualification questionnaire with multiple bubbled excuses is considered Qualified for Review when there are no disqualification requests.

NOTE: The status is updated to Disqualified, no review, when a juror qualification questionnaire has multiple bubbled excuses and a disqualification.

Section 15. Signature

Signature and Date

Sign and date this form. If another person completed this form, that person must indicate his or her name, and the reason why in the “Remarks” section on the front of this form.

I declare under penalty of perjury that all answers are true to the best of my knowledge and belief. (Sign and date below.)

Sign Here > {SIGNATURE}

Date {DATE}

Mandatory Questions

If certain questions are left blank or double-bubbled, they should be marked for review.

Mandatory questions should be marked as Rejected. Once marked as Rejected, all other juror qualification question answers should be ignored, and the image must be reviewed in the Questionnaire Review management screen.

NOTE: The Scantron Batch Report displays an “R” for any question marked as Rejected.

Mandatory questions left blank or double-bubbled should go to the Qualification Review editor as Rejected.

For 2-Step courts, the Source Status code 90 is used for Rejected Juror Qualification Questionnaires.

For 1-Step courts, the Disqualification code Y is used for Rejected Juror Qualification Questionnaires.

Attachment 9 18

Summons (Juror Information Forms – JIF)

The second portion of the summons form is the juror information form, also known as a JIF.

Jurors are instructed to return the JIF form within 5 (five) days. Information entered on the JIF is read by the scanner and the juror’s database record is updated accordingly.

NOTE: The following applies to Summons forms that do not begin with the letter “A”.

1. Last Name, First Name, MI

Mailing Address

• Street

• P.O. Box

• City

• State

• Zip

2. Phone

• Home (or Other*) o *If you have no home phone give phone no. of someone who can reach you.

• Work

3. How long have you lived in

• This county o Yrs.

o Mos.

• This state o Yrs.

o Mos.

4. County

5. Place of Birth

6. Marital Status

• Single

• Married

• Widowed

• Separated or Divorced

7. No. of children

8. Age

9. Are you employed?

• Yes

• No

10. Your Occupation or Business

11. Your Firm or Employer’s Name

12. Business Address or Employer’s Address

• Street

• City

• State

13. If retired, your occupation before retirement

14. Spouses’ Occupation (If spouse retired, occupation before retirement)

15. Are any charges now pending against you for a state or federal crime punishable by imprisonment for more than one year?

• Yes

Attachment 9 19

• No

16. Have you been convicted of a state or federal crime punishable by imprisonment for more than one year?

• Yes

• No

17. If “Yes”, were your rights restored?

• Yes (If “Yes”, insert proof that your civil rights were restored.)

• No

18. Do you have any physical or mental infirmity which would impair your capacity to serve as a juror?

• Yes (If answer is “Yes” and you seek an infirmity excuse please attach a letter or doctor’s statement.)

• No

19. Are you a salaried employee of the U.S. Government?

• Yes

• No

20. Estimated no. of miles one way from your home to courthouse to which you are summoned.

I declare under penalty of perjury that all answers are true to the best of my knowledge and belief.

SIGN HERE {SIGNATURE}

Data Upload

After forms are scanned, the system shall enable the user to upload the scanned data into the JMS database. The user uploads the data using the following process:

Scanner Workstation

• Select Data Upload.

• Browse to the scanned file location.

• Specify if scanned documents are ad hoc prior to the upload.

Upload Review

• The system shall enable the user to perform the following actions during the upload review process:

1. Access scanned batch and questionnaire batch reports (prints automatically).

A new batch sequence number should be added to the top left of the questionnaire batch report to filter scanned questionnaires if there are duplicate scantron batch numbers.

2. Re-print the scanned batch and questionnaire batch reports.

Select Re-Print Batch Summary.

Enter the batch number and batch sequence number.

• These numbers shall be found on the questionnaire batch report.

• Scans & Images > View Scanned Images > Image Type =

Questionnaire and date range when the images were scanned > View the Batch No. and Batch Seq number columns

Accept the entries and the report should be reprinted.

3. Access records that are marked for review using a qualification review editor

Attachment 9 20 either singularly or en masse.

4. Change the status (accept, deny, etc.) of a scanned record once it has been reviewed.

5. Print a reject report.

Qualification Review

The system shall put all juror qualification questionnaires that require review by the court in a qualification review editor for processing. Once a record is processed, the system shall remove it from the qualification review editor.

The system shall display a window with the following fields for 2-Step and 1-Step courts2-Step and 1-Step courts:

Questionnaire for Review 2-Step 1-Step

Universal Fields Part. No.

Last Name First Name # of Total Records Progress – 0% to 100%

Fields Fields Status (drop-down box) – lists all Source Statuses

Notes – any updates to this field will update the participant record’s Notes field

Pool No.

Status Excused Code Disq Code Perm Disqual Responded Disq Date Date Excused

Buttons Buttons Accept – to accept a request; status changed to the status in the Status field;

and the next record and image is shown.

NOTE: If the Status = REJECTED QUESTIONNAIRE, then the Accept button is not

Deny – to deny a request; status changed to Qualified, record is automatically processed, and the next record and image is shown.

Reprint Questionnaire – status changed to Questionnaire Issued and a questionnaire prints to the designated printer

Disqualify – to change the status of a record to Disqualified, the user must be able to:

(1) Select a reason code for the disqualification.

(2) Choose the date disqualified.

(3) Choose whether the person is permanently disqualified.

(4) Queue a letter/email to the

Disqualified letter table.

(5) Click Disqual to update the person’s status to Disqualified.

Excuse – to change the status of a record to Excused, the user must be able to:

(1) Select a reason code for the excusal.

(2) Choose the date excused.

(3) Queue a letter/email to the

Disqualified letter table.

Attachment 9 21

(4) Click Excuse to update the person’s status to Excused.

Partial Excuse – to partially excuse a juror, the user must be able to:

(1) Enter or delete the partial excusal dates.

Accept – to accept a request; status is processed to the status in the Status field and the next record and image automatically display.

Deny – to deny a request; status is updated to Responded, the record is automatically processed, and the next record and image automatically display

Universal Buttons Sort Reload First Record Previous Record Next Record Last Record Cancel – exit from the Qualification Review Editor without processing the remaining records Rejected Report – prints all questionnaires that have not been processed and were sent for review to the Questionnaire Review editor as a result of being rejected

The system shall enable the user to sort the report by:

• Part Image Participant Number.

• Voter’s First Name

• Voter’s Last Name

• Part Image Batch Number

• Compute 4

• Compute 1

The system shall enable the user to sort these variables by ascending or descending order.

The system shall enable the user to sort the images by:

• Image Type

• Scanned Time

• Upload Time

• Login

• Batch Number

• Batch Sequence Number

• Document ID

• Home Name

• File Path

• There are more in the Specify Sort Columns box.

Attachment 9 22

From the Source Data column, the system shall enable the user to select the source data to use for sorting and drag to the Columns pane. The system shall sort the source data in ascending order by default. The system shall enable the user to sort in descending order by unchecking the Ascending Order checkbox. To save these changes, the system shall enable the user to click OK.

• The system shall enable the user to click Reload to view an image again. The system shall display an image window and the first image should automatically display in the viewer.

Qualification Review – List

The system shall put all juror qualification questionnaires that require review by the court in a qualification review editor for processing. Instead of processing the entire batch of images, the user views and processes the images individually.

The system shall display, at a minimum the following information for the qualification review – list:

• Participant Number

• Image/File Type

• Last Name

• First Name

• Pool Sequence Number

• Pool Number

• Status

• Division

• Remarks

• For Review

• Scanned Time

• Upload Time

• Batch Number

• Document ID

• Login ID

• Paths where the image was saved.

• File Name

• Remarks (Y = remarks on the back of the image, N = no remarks)

• Image ID

The system shall enable the user to perform the following actions:

• Sort each column in the list.

• Refresh the screen to remove processed records from the list after the records have been reviewed.

• Close the editor without processing further records.

• View the total number of records on the list.

• Print or view a rejected report – prints all questionnaires that have not been processed and were sent for review to the questionnaire review editor as a result of being rejected.

• Select each line (representing one record) to open the questionnaire for review window

(refer to the Questionnaire for Review table) and process the record.

Attachment 9 23

Qualified with Remarks

Juror qualification questionnaires that are automatically qualified are not available for review.

The system shall enable the user to use the qualified with remarks editor to review qualified records that have remarks written on the questionnaire. Once the user processes a record, the system shall remove it from the qualified with remarks editor.

The system shall enable the user to process each record similar to the way records are processed under the qualification for review editor.

Qualified with Remarks – List

This list shall display persons who are qualified and have remarks. The system shall enable the user to perform the following actions:

• View the images individually using the list.

• Select multiple records or all records for processing at once without viewing the questionnaire. This is designed for 2-Step courts that do not need to review records qualified with remarks but would like to mark them as processed.

Image Viewer

The system shall enable the user to view the image as a single page or a two-page document.

• When the viewer is closed, the system should retain the page view that was selected so the next time the viewer is accessed, the viewer option defaults to the selection previously made.

• The same image must be loaded into the right pane. If the image contains at least two

(2) pages, the system automatically displays page two.

• Page one displays in the left pane and page two displays in the right pane.

• User must be able to manage the left and right panes individually.

• User must be able to navigate and edit the image viewer using the following buttons:

o Previous Image o Next Image o Page Count (i.e., Page: 1 of 2) o Annotation – Create an annotation on the image.

o Clear Annotation o Clear All Annotation o Keep Annotation o Rotate – Rotates the image.

o Fit To – This should remain the same for all images that appear during the review process.

o Zoom In – This should remain the same for all images that appear during the review process.

o Zoom Out – This should remain the same for all images that appear during the review process.

o Print – Prints the document that is currently being viewed.

o Close – Closes both viewers.

Optional Status Review

The system shall create and save an image for all documents scanned. The system shall

Attachment 9 24 enable the user to use the optional status review editor to view specific images that are not in the qualification review or qualified with remarks editors and perform the following actions:

• View Images for documents that are not reviewable by the qualification editor.

• Filter images by date range scanned.

• Filter images by status codes.

• Filter images by batch / batch sequence number.

• Filter images by division.

• Filter images uploaded by a specific user.

• View images by using a browser or in a list format.

• Process a record through optional status review which removes the image record from the system.

View Scanned Images

The system must save images for all documents scanned. The system shall enable the user to view the images as a group by using an editor. The view scanned images editor allows the court to view by image type a selection of these images either in a list or a browser format and does not allow for printing. The purpose of this editor is to allow the court to view en masse a selection of images.

The system shall enable the user to perform the following actions:

• Pick an image type from the list.

o Juror Information Form (JIF) o Other Documents (Ad-Hoc) o Questionnaires o Supplemental Questionnaires

• Select one of the following:

o By Date Range Scanned o By Wheel o By Pool o All

• Sort images by the following:

o Participant Number o Last Name o Pool Sequence o Pool

• Choose the output type:

o List – This displays records as a list and select one record at a time to display the image.

o Browser – This displays results one at a time; automatically displays the first image and user must be able to arrow through the images.

Reload – user must be able to view an image again if it has been closed.

Cancel – user must be able to close the window.

Print Images

Images created during scanning are uploaded from JMS and saved to the server. The user shall use the print images function to print uploaded images en masse.

Attachment 9 25

After images are uploaded, the system shall enable the user to print them as a group by performing the following actions:

• Select image type from a list.

o Juror Information Form (JIF) o Other Documents (Ad-Hoc) o Questionnaires o Supplemental Questionnaires

• Apply a filter to the images.

o Date Range Scanned o Pool

• Sort images prior to printing.

o Image Type o Scanned Time o Upload Time o Login o Batch Number o Batch Sequence Number o Document ID o Home Name o File Path o User must be able to sort each of these in ascending and descending order.

• Print to PDF or to a printer.

Scanned Images Pending Status

Scanned records that require qualification review do not update the participant’s edit source record or edit participant record with a pending status. In addition, history records do not indicate there is a pending review.

When the user selects a qualification questionnaire for review, the edit source record or the edit participant record displays the status in an orange color to indicate the status is pending. A history record is written to indicate the image needs review.

Additional Requirements

1. The system must automatically maximize the viewing window of a scanned image, so the form is fully viewable.

2. The system must allow the user to choose to scan a juror qualification questionnaire and the attachment (ad hoc document) together.

3. The system must enable the user to select and upload multiple text files at one time.

4. The system must remove the field for enter ad hoc document type from the screen at the data upload stage and adding it to the same screen when adding the participant number at the scanning stage.

5. The system must allow the scanner to flag a juror's address changes for review and updating.

6. The system must modify the juror qualification questionnaire and juror information form to include a checkbox for the juror to mark if he or she has an address change.

Management Screens Message Prompt

Attachment 9 26

Once a user logs into the system, the system shall show an unprocessed records window based on the number of unprocessed records within the user’s selected division.

The window shall be titled “Unprocessed Records” and include an OK button (in order for the user to exit out of the window)

The window shall include the following information:

Online Public Access Website Management Screens

Scans and Images Management Screens

Disqualifications #

Excusal #

Name/Address #

Partial Excusal #

Postponement

Qualified Review #

Qualified with Remarks #

Qualification #

Qualified with Remarks #

Total # Total #

Each “#” represents the total number of unprocessed records for each category.