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1. Webinar- File Review Civil case subtypes: Incapacitated Conservator, Guardian, Both; Hospitalization; Relief from Disability casesAugust 1, 2013 Please mute your phone to minimize the background noise. (*6 to mute and #6 to unmute) Please do not place your telephone on hold, as you may have hold music that will play in the background. 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: 1-888-713-3067 Code: 2089477418 * 6 to mute phone line

2. PURPOSE: • 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 Dial-In Number: 1-888-713-3067 Code: 2089477418 * 6 to mute line Janica Bisharat

3. Introduction: Hon. Michael Dennard Dial-In Number: 1-888-713-3067 Code: 2089477418 * 6 to mute line Hon. Michael Dennard

4. CURRENT PRACTICE REVIEW: • 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”. Julie Cottrell Dial-In Number: 1-888-713-3067 Code: 2089477418 * 6 to mute line

5. CURRENT PRACTICE REVIEW: • 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: 1-888-713-3067 Code: 2089477418 * 6 to mute line

6. CURRENT PRACTICE REVIEW: • *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: 1-888-713-3067 Code: 2089477418 * 6 to mute line

7. CURRENT PRACTICE REVIEW: • Delinquency reports and follow up processing should be done at least once per month. Julie Cottrell

8. CONSERVATOR REPORTING: • 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. Dial-In Number: 1-888-713-3067 Code: 2089477418 * 6 to mute line Tammy Brown

9. CERTIFICATION, CASE PROCESS PRACTICE AND SUPPORT: • 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; nthaemert@idcourts.net Dial-In Number: 1-888-713-3067 Code: 2089477418 * 6 to mute line NanciThaemert

10. CURRENT PRACTICE REVIEW: • 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 Dial-In Number: 1-888-713-3067 Code: 2089477418 * 6 to mute line

11. CURRENT PRACTICE REVIEW: • 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 Dial-In Number: 1-888-713-3067 Code: 2089477418 * 6 to mute line

12. Questions & Answers: Relating to current practice issues previously presented. #6 to unmute phone line * 6 to mute phone line

13. FILE REVIEW PROCESS:1 of 4 • 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. Patty Dube‘ Dial-In Number: 1-888-713-3067 Code: 2089477418 * 6 to mute line

14. File Review Process 2 of 4 • ACTIONby 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. Patty Dube‘ Dial-In Number: 1-888-713-3067 Code: 2089477418 * 6 to mute line

15. File Review Process3 of 4 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). Patty Dube‘ Dial-In Number: 1-888-713-3067 Code: 2089477418 * 6 to mute line

16. File Review Process4 of 4 • 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). Patty Dube‘ Dial-In Number: 1-888-713-3067 Code: 2089477418 * 6 to mute line

17. FILE REVIEW PROCESS: • 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 Nanci Thaemert Dial-In Number: 1-888-713-3067 Code: 2089477418 * 6 to mute line

18. Questions & Answers: Relating to all previous discussion. #6 to unmute phone line * 6 to mute line

19. PROJECT ADMINISTRATION: • Process • A county contact person for the grant project should be assigned. Please forward the contact information to pdube@idcourts.net • 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 pdube@idcourts.net • 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. Patty Dube‘ Dial-In Number: 1-888-713-3067 Code: 2089477418 * 6 to mute line

20. Payroll Forms • 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 hr@idcourts.net, fax to 947-7463, or by mail to P. O. Box 83720, Boise, Idaho 83720-0101. Peggy Dougherty Dial-In Number: 1-888-713-3067 Code: 2089477418 * 6 to mute line

21. Timesheets & Payroll • 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. Peggy Dougherty Dial-In Number: 1-888-713-3067 Code: 2089477418 * 6 to mute line

22. Thank You! Your participation and assistance in this important review process is appreciated! Dial-In Number: 1-888-713-3067 Code: 2089477418 * 6 to mute line