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WEBINAR- FILE REVIEW Civil case subtypes:

Incapacitated Conservator, Guardian, Both; Hospitalization;

Relief from Disability cases

August 1, 2013

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Remember that using your speaker phone may create an echo on the line. Please feel free to send questions using the chat feature at any time during

the webinar.

Dial-In Number: 1-888-713-3067Code: 2089477418

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Facilitator- Janica Bisharat

Purpose: 2012 NARIP Grant

Improve the completeness, automation and transmittal of specific records to state and federal systems.

Internal Guardian/Conservator case file audit: Make sure the cases which should be open/pending are at

that status. Make sure that the appropriate next steps are pursued

PURPOSE:


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Hon. Michael Dennard

Introduction:


* 6 to mute lineHon. Michael Dennard

Civil Case Subtypes- Incapacitated:

Incapacitated Conservator - IC Incapacitated Guardian - IG Incapacitated Both – IB Remember: to also collect the $25.00 fee for the

Certification process- and give the petitioner the receipt and the “Order to Complete Training”.

When certification is received- set hearing. Remember to enter the named conservator or

guardian as an “Other Party”.

CURRENT PRACTICE REVIEW:


* 6 to mute lineJulie Cottrell

Enter the date of appointment and check the box for

conservator/guardian or both. (this activates the firearm restriction banner that will be found in the party history tab)

Click the report history to activate the mandatory dates. (this activates report due dates for delinquency processing)

Be certain that the conservator or guardian receives the “Order Regarding Duty to Report” and the blank report forms appropriate.

The case remains open as long as there is a ward/conservator or guardian relationship.


Julie Cottrell Dial-In Number: 1-888-713-3067Code: 2089477418

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*Use the Conservator report delinquency process

to keep track of these cases. (for both conservator and guardian reports required)

**Use the follow up and tracking instructions that Nanci will outline later in the webinar for “next steps”.

To close a case final reports and accountings and an order to close the case needs to be maintained in the file.


Julie Cottrell Dial-In Number: 1-888-713-3067Code: 2089477418

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Delinquency reports and follow up processing should be done at least once per month.


Julie Cottrell

County Procedure – Refer to handout

SharePoint – Our vision is to have 100% of counties scanning to SharePoint.

Reviews received by the county clerk are to be given to the judge and the presiding judge will determine any further action.

CONSERVATOR REPORTING:


* 6 to mute lineTammy Brown

Online Guardianship/Conservatorship

Training Locating a missing guardian/conservator/ward Reporting Requirements

Initial 90 Day Inventory (Conservator) 30 Day Care Plan (Guardian) Annual Accounting (Conservator) Annual Status Report (Guardian)

If Questions on Guardianship/Conservatorship Processes: Nanci Thaemert 947-7458; [email protected]

CERTIFICATION, CASE PROCESS PRACTICE AND SUPPORT:


* 6 to mute lineNanci Thaemert

Relief from Disability Cases – Case Subtype: RD

Title 66-356 Relief from Firearms Disabilities

Petition Filing “Who, Where, When”

Clerk Processes Understanding Automated Reporting

Out of County Dispositions Petition Granted/Denied

Rene Nelson



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Mental Hospitalization Cases- Case Subtype: HO

Importance of Accurate Personal Identifiers Obtaining the data

Imposing a Firearms Restriction Specific Criteria Requirements

Dispositions Hospitalization/Involuntary Commitment (Mental Illness) Cases

Dispositions Entered in Error Importance of Proper Correction

Rene Nelson



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Questions & Answers:

Relating to current practice issues previously presented.

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ISTARS Data Entry Review-grant cases back to 1993:

Patty Dube’

It is important for Deputy Clerks to capture in ISTARS the correct disposition and certain details on the subjects of HO, IC, IG, IB, & RD cases to transfer an accurate record to the FBI on both historical and current cases.

When reviewing older cases many instances may require the disposition be added or updated for reporting purposes. (Note: The firearms reporting requirement was not in place 20 years ago. Clerks would not have entered this data previous to the new requirements, and some of the current data fields/options did not exist at that time.) For this reason each case must undergo a “hands on” review and clean-up effort.

FILE REVIEW PROCESS:1 of 4

Patty Dube‘Dial-In Number: 1-888-713-3067

Code: 2089477418 * 6 to mute line

ACTION by Clerk if restriction/relief is missing

(use the original disposition/judgment date):

1) Conservator/Guardian cases – to trigger firearm reporting if a conservator and/or guardian was appointed, mark and date the appointment checkbox located on the civil front screen under the appointed Other Party tab. 2) Hospitalization cases – to trigger the firearm reporting if the subject was involuntarily committed or hospitalized, select a newer but similar disposition or judgment from the ISTARS disposition drop-down options. In some cases disposition may never have been done; please do the dispositional data entry if missing.

File Review Process 2 of 4

Patty Dube‘ Dial-In Number: 1-888-713-3067Code: 2089477418

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3) Relief cases – enter a disposition that triggers relief

from a firearm restriction if the petition for relief was granted. ISTARS automated process should complete all but one remaining step. Return to the case where the restriction originated (HO, IC, IG or IB case) to manually complete the relief date field under the subject tab on the civil case screen. Now both cases show relief under the dispositions and subject’s firearm status tab.

Subject’s SSN, DOB, Hair Color, Eye Color, Height, & Weight are needed on cases reporting a firearm restriction/relief. The SSN & DOB are critical for accurate reporting to the FBI (the other identification fields are important).

File Review Process3 of 4


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In summary, on every case you will do the following:

Make an ROA Entry of CORE on each case you examine and determine to be complete. (Compliance Review- (NARIP) Grant - Positive ID Data)

Enter the Subject identification details if they’re missing ONLY if the disposition is one that qualifies to report a firearm restriction or relief.

Correct ISTARS data on hair, eyes, height and weight ONLY if the disposition is one that qualifies to report a firearm restriction or relief.

Add or update the Disposition to one that reports a firearm restriction and/or relief IF the disposition on file qualifies for such.

Make sure guardian/conservator cases have the appointment and date fields completed on the appointed Other Party tab.

Return guardian/conservator cases to pending status unless the subject is deceased or there is an order dismissing, or transferring the case.

Apply Rule 32 language to guardian/conservator cases if not already there. Set aside reactivated conservator/guardian cases needing follow up on

delinquent reports for processing by assigned staff during regular working hours (not compensated as part of the grant project but necessary work to be done).

File Review Process4 of 4


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Guardianship/Conservatorship Case File Process

Review: Case should be open if there is no order closing Follow delinquency process if no report in previous

year: Send out past due notice Send out second notice if no response Set status hearing and let judge decide how to proceed

Can’t find the guardian or ward: First contact attorney Contact party locater for updated contact information

FILE REVIEW PROCESS:

Nanci Thaemert Dial-In Number: 1-888-713-3067Code: 2089477418

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Questions & Answers:Relating to all previous discussion.

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Process

A county contact person for the grant project should be assigned. Please forward the contact information to [email protected]

Forms will be forwarded immediately following the webinar to your assigned contact person (time sheet; payroll forms; grant details; etc.)

Each county’s Cases by Date Reports listing cases to be audited should be run after the webinar, using the dates of 1/1/1993 through 7/31/2013. Copies of these reports should be sent to [email protected]

Helpful Tools Optional Action Tables and other forms have been developed to assist

clerks working on the grant project and supervisors monitoring the work/project. These forms will be reviewed at the webinar and sent by separate email from the mandatory forms that need immediate attention.

PROJECT ADMINISTRATION:


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mailto:[email protected]

The following payroll forms must be returned to the

HR Office by August 5, 2013:

I-9 (please attach appropriate documentation from list) Direct Deposit Form (with voided check) W-4

Please return the forms either by email to [email protected], fax to 947-7463, or by mail to P. O. Box 83720, Boise, Idaho 83720-0101.

Payroll Forms

Peggy Dougherty Dial-In Number: 1-888-713-3067Code: 2089477418

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mailto:[email protected]

The Supreme Court is paid monthly. In order

to be paid in accordance with our payroll deadlines, your timesheets must be turned in by the due date listed on the payroll schedule.

If your timesheet is not received timely, you will not receive a paycheck and any hours worked will be paid on the next regular payroll.

Timesheets & Payroll

Peggy Dougherty Dial-In Number: 1-888-713-3067Code: 2089477418

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Thank You!

Your participation and assistance in this important review process is appreciated!


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