September 25, 2018

Chief Justice Directive 85-25 Amended to Update Procedures for Filing Oaths of Office

The Colorado State Judicial Branch released an updated version of CJD 85-25, “Oaths of Office for Judges and Magistrates,” dated August 2018. The CJD was amended to reflect changes adopted in HB 18-1138, “Concerning Standardizing Public Official Oaths of Office, and, in Connection Therewith, Providing a Uniform Oath Text and Establishing Requirements for Taking, Subscribing, Administering, and Filing Public Oaths of Office.”

The amendments to the CJD indicate that county court judges must file their oaths of office with the county clerk and recorder of their respective counties, as required by the Colorado Constitution, as well as with the Secretary of State.

For the full text of CJD 85-25, click here. For all of the Colorado Supreme Court’s Chief Justice Directives, click here.

Income Eligibility Guidelines Updated; Several CJDs Affected

On Thursday, February 22, 2018, the Colorado State Judicial Branch released revisions to the Income Eligibility Guidelines. Several Chief Justice Directives were affected by these revisions:

  • CJD 98-01 – “Costs for Indigent Persons in Civil Matters”
  • CJD 04-04 – “Appointment of State-Funded Counsel in Criminal Cases and for Contempt of Court”
  • CJD 04-05 – “Appointment and Payment Procedures for Court-appointed Counsel, Guardians ad litem, Child and Family Investigators, and Court Visitors paid by the Judicial Department in proceedings under Titles 12, 13, 14, 15, 19 (special respondents in dependency and neglect only), 22, 25.5, and 27, C.R.S.”
  • CJD 04-06 – “Court Appointments Through the Office of the Child’s Representative”
  • CJD 14-01 – “Appointment of State-Funded Counsel in Juvenile Delinquency Cases”
  • CJD 16-02 – “Court Appointments Through the Office of Respondent Parents’ Counsel”

All of the Colorado Supreme Court’s Chief Justice Directives can be accessed here.

CJD 16-02 Regarding Office of Respondent Parents’ Counsel Amended by Colorado Supreme Court

On Tuesday, June 13, 2017, the Colorado State Judicial Branch announced amendments to CJD 16-02, “Court Appointments Through the Office of Respondent Parents’ Counsel.” The changes include minor additions and changes to various sections, as well as:

  • Giving ORPC the authority to select attorneys for specific cases upon notice to the court;
  • Prohibiting the same attorney from representing multiple parents in the same case;
  • Clarifying the appellate appointment policy;
  • Removing billing policies from the CJD that were contained in the ORPC billing policies;
  • Allowing Judges and Magistrates to appoint RPC prior to the filing of a petition for good cause; and
  • Clarifying appointment protocols.

The changes to CJD 16-02 were adopted June 13, 2017, and are effective July 1, 2017. For the full text of CJD 16-02, click here. For all of the Colorado Supreme Court’s Chief Justice Directives, click here.

Chief Justice Directives Regarding Oaths of Office and Sensitive Records Amended

The Colorado State Judicial Branch released updates to two of the Colorado Supreme Court Chief Justice Directives.

Chief Justice 85-25, “Oaths of Office for Judges and Magistrates,” was amended effective April 7, 2017. The changes to CJD 85-25 amended outdated language, added language regarding magistrates, and specified that the of oaths of magistrates are on file with the district administrator.

CJD 16-03, “Retention, Transmission, and Viewing of Sensitive Records,” was also amended effective April 7, 2017. CJD 16-03 was amended to change “designation of record” to “certificate of filing of record” in § 2.01(b) in order to more accurately reflect the location in which the appeals clerks insert language in bold that tells the appellate court Sensitive Records exist in the trial record but are not being transmitted as part of the record.

Click here for CJD 85-25, click here for CJD 16-03, and click here for all the Colorado Supreme Court Chief Justice Directives.

CJD 05-03 Dealing with Court Reporters and Recording Services Amended

On Thursday, March 16, 2017, the Colorado State Judicial Branch announced that Chief Justice Directive 05-03, “Management Plan for Court Reporting and Recording Services,” was amended by the Colorado Supreme Court, effective March 14, 2017.

The changes to CJD 05-03 update § V.B.3.a, which addresses state-paid transcripts. The changes clarify that the Office of the Child’s Representative and its attorneys are each entitled to state-paid transcripts, as well as the Office of the Alternative Defense and its attorneys. The changes also add the Office of Respondent Parents’ Counsel to the list of offices entitled to state-paid transcripts.

For the entirety of CJD 05-03, click here. For all of the Colorado Supreme Court’s Chief Justice Directives, click here.

Income Eligibility Guidelines Amended in Several Chief Justice Directives

On Wednesday, February 22, 2017, the Colorado State Judicial Branch released updates to several Chief Justice Directives to reflect changes in the income eligibilitly guidelines. The amended Chief Justice Directives are listed here:

  • CJD 16-02, “Court Appointments Through the Office of Respondent Parents’ Counsel,” Attachment B amended.
  • CJD 14-01, “Appointment of State-Funded Counsel in Juvenile Delinquency Cases,” Attachment B amended.
  • CJD 04-06, “Court Appointments Through the Office of the Child’s Representative,” Attachment A amended.
  • CJD 04-05, “Appointment and Payment Procedures for Court-appointed Counsel, Guardians ad litem, Child and Family Investigators, and Court Visitors paid by the Judicial Department in proceedings under Titles 12, 13, 14, 15, 19 (special respondents in dependency and neglect only), 22, 25.5, and 27, C.R.S.,” Attachment A amended.
  • CJD 04-04, “Appointment of State-Funded Counsel in Criminal Cases and For Contempt of Court,” Attachment B amended.

For all of the Colorado Supreme Court’s Chief Justice Directives, click here.

CJD 05-01, “Directive Concerning Access to Court Records,” Amended by Colorado Supreme Court

On Tuesday, October 18, 2016, the Colorado Supreme Court adopted changes to Chief Justice Directive 05-01, “Directive Concerning Access to Court Records.” The changes to this Chief Justice Directive were proposed by the Public Access Committee, and they replace previous public access policies. The changes include clarification of wording that was causing confusion, a mandate that court records involving a child victim be redacted before being released to the public, inclusion of applications for public defenders, court-appointed counsel, or guardians ad litem as not accessible to the public, and changes to Appendix C for consistency purposes. The full Chief Justice Directive is available here.

CJD 16-03 Added Regarding Retention, Viewing, and Transmission of Sensitive Records

On Friday, September 30, 2016, the Colorado State Judicial Branch announced the adoption of a new Chief Justice Directive. CJD 16-03, “Retention, Transmission, and Viewing of Sensitive Records,” was adopted on September 22, 2016.

This directive sets forth the judicial department’s policy governing the retention, transmission, and viewing of sexually exploitative material, visual depictions involving the use of a minor engaging in sexually explicit conduct, and child pornography, collectively a “sensitive record.”  Among other things, the CJD prohibits anyone from uploading a sensitive record into an electronic case file, uploading or downloading a sensitive record onto an electronic device connected to the Judicial Department’s network, or using a Judicial Department computer or other electronic device to view or display a sensitive record.  The CJD is applicable to the courts, court personnel, a party, an attorney for a party, or any other person.

To read the Chief Justice Directive, click here.

Chief Justice Directive 95-01 Regarding Authority of Chief Judges Amended

On Friday, August 26, 2016, the Colorado State Judicial Branch released an amended version of Chief Justice Directive 95-01, “Authority and Responsibility of Chief Judges,” effective August 24, 2016. The changes to the Chief Justice Directive were minor; section 3 of the Directive was amended to clarify the Chief Justice’s authority to designate a presiding county court judge in each county with more than one county court judge. Click here to read the directive; click here for all of the Colorado Supreme Court’s Chief Justice Directives.

CJD 16-02 and CJD 04-05 Regarding Court Appointed Counsel Amended Effective July 1, 2016

On Thursday, July 7, 2016, the Colorado State Judicial Branch announced the amendments of two Chief Justice Directives, both effective July 1, 2016. Chief Justice Directive 16-02, “Court Appointments Through the Office of Respondent Parents’ Counsel,” was amended to include an income eligibility guideline chart as Attachment B for parents who request appointment of respondent parents’ counsel based on indigency. The amendments to CJD 16-02 also include guidelines on the procedures for determination of indigency, and criteria for establishing indigency.

CJD 04-05, “Appointment and Payment Procedures for Court-appointed Counsel, Guardians ad litem, Child and Family Investigators, and Court Visitors paid by the Judicial Department in proceedings under Titles 12, 13, 14, 15, 19 (special respondents in dependency and neglect only), 22, 25.5, and 27, C.R.S.,” was amended to incorporate changes to the structure of the Office of Respondent Parents’ Counsel. On July 1, 2016, pursuant to legislation, the Office of Respondent Parents’ Counsel (ORPC) assumed responsibility for the contracts and payment for the attorneys with whom the ORPC contracts.  The State Court Administrator’s Office no longer has authority over RPC appointments. The revisions to the directive address payment procedures and remove provisions that dealt with policy and procedural matters related to respondent parent representation. Additionally, non-substantive formatting and organizational changes were made to the Directive.

For all of the Colorado Supreme Court’s Chief Justice Directives, click here.

CJDs Regarding Wiretapping and Access to Court Records Amended

Two of the Colorado Supreme Court’s Chief Justice Directives were amended last week. CJD 85-02, regarding wiretap reports, was updated on March 31, 2016, to include the location of the electronic wiretap form on the United States Court website, provide updated information for submission to the U.S. courts, and to clarify that all applications and extensions are to be reported whether granted or denied.

CJD 05-01, regarding access to court records, was revised on April 1, 2016, based on the review of a subcommittee of Public Access Committee members. The revisions to CJD 05-01 were substantial. A summary of the most substantial changes is reprinted here:

Section 3.00: General Provisions
• Section 3.00 was expanded to include additional definitions of common terms used in this policy.
• Section 3.01 defines the Department’s Case Management System (CMS) as all Department information systems designed to capture, monitor, and track court and probation content.
• Section 3.02 defines the role of the State Court Administrator, Clerks of Court, and Chief Probation Officers as custodians of court records. This Section also states that Clerks of Court are responsible for assigning document or case security levels.
• Section 3.03 provides the definition of “court record” for purposes of this policy. Section 3.03(a)(2) was added to clarify that any records related to a defendant or probationer that are created, collected, received, and maintained by a probation department are court records.

Section 4.40: Access to Aggregate and Compiled Data from Court Records
• Section 4.40(a)(2)(ii) was added to allow (but not require) requests for compiled or aggregate data specific to one judicial district to be submitted to, prepared by, and released from that judicial district. Data requests specific to one judicial district may also be submitted to, prepared by, and released from SCAO.
• Section 4.40(a)(4) was added to clarify that all reports generated from the Department’s CMS constitute compiled or aggregate data. If a request is made to release these reports outside of the Department, all provisions of CJD 05-01 must be met. This includes all reports created through COGNOS, and management reports generated through ICON/Eclipse/JPOD, etc.
• Section 4.40(f)(4) was added to recognize the need of interagency teams/Best Practice Teams to share information within the team that includes personally identifiable data, and to require the use of a Memorandum of Understanding regarding the protection and use of data.

Section 4.60: Court Records Excluded from Public Access
• Section 4.60(b)(7) was amended to add Probate protected proceedings case types to those case classes/types that are not accessible to the public unless the court orders otherwise.
• Section 4.60(d) was amended to alphabetically list records that are not accessible to the public without a court order.
• Additional records were added to the list, including: (1) Audio/Video recordings collected, received, and maintained by the Court; (7) Domestic Relations Memoranda of Understanding, and Qualified Domestic Relations Orders; (19) Medical marijuana registry application or card; (20) Motion for Informa Pauperis; and (21) National Crime Information Center (NCIC) or Colorado Crime Information Center (CCIC) printed reports.
• Criminal history records checks were removed from this list.
• Section 4.60(e)(6) was amended to clarify that Social Security Numbers (SSNs), including partial SSNs, are to be redacted from pleadings or documents prior to being released.
• Section 4.60(e)(7) was added and requires that tax identification numbers be redacted from pleadings or documents prior to being released.

Section 5.00: Accessing Court Records
• Section 5.00 was amended to align more closely with the requirements outlined in P.A.I.R.R. 2 (Public Access to Administrative Records of the Judicial Branch) regarding the procedure to access records.
• Section 5.00(d) was amended to clarify that if court records cannot be provided upon request, the custodian will provide court records within three business days. If, due to extenuating circumstances, the custodian cannot provide records within three business days, the custodian may have an additional seven business days to respond.
• Sections 5.00 (d)(1-5) provides definitions of the extenuating circumstances under which the custodian may provide court records within the seven business day extension.

Addendum C: Data Request for Purposes or Research, Including Personally Identifiable Data, Pursuant to Section 4.40(f) was created to be used with researchers that request compiled data that includes personally identifiable data components.

Although e-filing specifications are not defined in CJD 05-01, this policy does address “court records subject to remote access” (Section 4.20). As a result, the Public Access Committee also approved case information for Probate trust and estate case types to be opened via remote access in ICCES. ITS requires sufficient time to make necessary updates to ICCES, therefore, this change will occur on or before 9/1/2016. For probate trust and estate cases filed prior to 9/1/16, the security level of public documents filed in these cases will be “protected”; after 9/1/16, only certain public documents (to be specified by the Clerks of Court) will be auto-protected.

For all of the Colorado Supreme Court’s Chief Justice Directives, click here.

New CJD 16-01 Repeals and Replaces CJD 04-03

Effective January 1, 2016, the Chief Justice Nancy Rice of the Colorado Supreme Court adopted Chief Justice Directive 16-01, “Establishment of Statewide Probation Priorities,” to replace and repeal CJD 04-03. The Chief Justice Directive updates priority lists for offender supervision for investigation, supervision, and probation performance review. The goal of the new priorities is to maximize public safety by directing offender supervision resources to the highest risk offenders.

Click here to read CJD 16-01. Click here for all of the Colorado Supreme Court Chief Justice Directives.