Criminal ICP User Guide_FINAL_REV 7
Criminal Operations: ShowCase ICP
Sharon R. Bock Clerk & Comptroller Palm Beach County
Operations Training
Criminal ICP Guide
Contents Revision Updates .......................................................................................................................................... 3 Overview ....................................................................................................................................................... 4 References ..................................................................................................................................................... 4 Definitions ..................................................................................................................................................... 4 Summary ....................................................................................................................................................... 4 I. Court Room Process ......................................................................................................................... 5 II. Docket Cover Page ........................................................................................................................... 6 III. Scheduling ......................................................................................................................................... 8 IV. Set Court Date ................................................................................................................................. 10 V. Insert Court Date ............................................................................................................................. 11 VI. Reassign Division ........................................................................................................................... 12 VII. Cancel a Court Date ........................................................................................................................ 12 VIII. Demand Speedy Trial ...................................................................................................................... 13 IX. Waiver of Speedy Trial ................................................................................................................... 13 X. Motions ........................................................................................................................................... 14 XI. Trial Notes ...................................................................................................................................... 14 XII. Attorney Update .............................................................................................................................. 15 XIII. Set a Bond ....................................................................................................................................... 18 XIV. Close a Bond ................................................................................................................................... 19 XV. Revoke a Bond ................................................................................................................................ 19 XVI. Forfeit a Surety Bond ...................................................................................................................... 21 XVII. Forfeit a Cash Bond ........................................................................................................................ 22 XVIII. Vacate a Forfeiture on a Cash Bond ............................................................................................... 24 XIX. Vacate a Forfeiture on a Surety Bond ............................................................................................. 26 XX. Issue a Warrant ............................................................................................................................... 28 XXI. Recall a Warrant ............................................................................................................................. 30 XXII. Order a D6 ....................................................................................................................................... 31
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Criminal ICP Guide
XXIII. D6 Events / D6 in Error .................................................................................................................. 31 XXIV. CCIS – D6 Clearance ...................................................................................................................... 32 XXV. Enter a Plea, Court Action, and/or Prosecutor Action .................................................................... 34 XXVI. Managing Fees in ICP ..................................................................................................................... 34 XXVII. Update Charges ....................................................................................................................... 36 XXVIII. Probation Status ...................................................................................................................... 39 XXIX. Plea with Sentencing and Probation ................................................................................................ 41 XXX. Process a Plea and Revoke .............................................................................................................. 44 XXXI. Process a Violation of Probation Case ............................................................................................ 46 XXXII. Process a PTI ........................................................................................................................... 47 XXXIII. Process a PTI with a Nolle Prosse ........................................................................................... 48 XXXIV. Process a Reopen .................................................................................................................... 49 XXXV. Control Printing ....................................................................................................................... 50 XXXVI. Pay Out Bond (POB) - Cash Bond .......................................................................................... 50 XXXVII. Partial Discharge of a Cash Bond ........................................................................................... 52 XXXVIII. Fulfillment & Mitigation of Sentence ................................................................................. 55 XXXIX. Deferred Sentence ................................................................................................................... 57 XL. Documents & Emailed Documents ................................................................................................. 62 XLI. Scan Process .................................................................................................................................... 64 XLII. Combined Validation - Document Redaction ................................................................................. 65 XLIII. Combined Validation – Rejecting Documents ................................................................................ 66 XLIV. Combined Validation – Suspending Documents ............................................................................ 66 XLV. Add a New Citation ........................................................................................................................ 67 XLVI. Warrant Sign Date Smart Docket .................................................................................................... 68 XLVII.Cash Bond Disbursement Request Report ...................................................................................... 69 XLVIII. Case Consolidation SmartDocket ........................................................................................... 72 Appendix A ................................................................................................................................................. 75 Endorsements .............................................................................................................................................. 77
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Criminal ICP Guide
Revision Updates
CF and EH
Created
CF 11/05/2014, HM 11/14/2014, EH 11/18/2014, CF 12/12/2014, CF12/15/2014
Additions
Deletions
CF 11/05/2014
Revisions
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Criminal ICP Guide
Criminal In Court Processing or Multi Case In Court Processing (MICP) provides a user the ability to update multiple criminal cases simultaneously, with different pleas, court actions, sentencing options, court dates, etc. There are many benefits that MICP offers a user. Some of those benefits are: Adequate assessment of Court Costs and Minimum/Mandatory Fines; Timely Case Updates; Reallocation of Resources just to name a few.
Overview
• ShowCase – Bonds User Guide • ShowCase – Criminal ICP Navigation • ShowCase – Cashier Guide
References
• CEF – Court Event Form • OAC – Order Assessing Coast • NOH - Notice of Hearing • FP Cards – Fingerprint Card • A.O. – Administrative Order • PSI – Pre Sentence Investigation
Definitions
The following topics will be covered, including, but not limited to: • Set Court Dates • Process Motions • Add Trial Notes • Process Bonds and Warrants • Order and Clear D6 • Navigate through CCIS • Update a Plea and Adjudication • Update Charges • Add and Remove Fees • Differentiate Court Documents
Summary
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Criminal ICP Guide
To begin the courtroom process, follow the steps listed below: A. Log onto the Courtroom PC using the log-in and password assigned for the courtroom. B. Double-click the ShowCase icon and log in using your Windows log-in credentials. The username will be in the following format: CLERK\First Initial, Last name C. Enter your active directory password. D. Click < Login > to populate the ShowCase welcome screen. E. Select < Calendar > from the quick access toolbar or select the appropriate option from the “ Tools ” menu to populate the calendar.
I. Court Room
Process
F. Select the Court Room from the “ Options ” menu to filter hearings scheduled for that room only. Additional options may be used to narrow your search and reduce the number of results displayed.
G. Select a session to display a list of cases scheduled. H. Scroll to the right to view additional case specific information.
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Criminal ICP Guide
I. Highlight the desired case to display case related information in the lower window pane. Click the case number hyperlink to review and/or add additional information to the case. Columns may be rearranged according to need by clicking and dragging the desired column.
Court Process (Cont.)
The Docket Cover Page must be completed before the court action can be updated. The Docket Cover Page contains fields relative to various court types. Complete only the fields required for County Criminal or Circuit Criminal. A. Click < Start Court > to display the session’s docket cover page and auto populate the “ Type of Hearing ”, “ Court Time ” and “ In Court ” fields. B. Use the drop down list in the “ Judge ” {Fig1-1} field to select the appropriate judge. If a judge is covering for another judge the “Sitting Judge” field should be updated with the covering judge’s name. The Judge field should remain as the judge on the case C. Click the < Deputy Clerk(s) > {Fig1-2} option and double-click to type the clerk’s last name first followed by the first name. Select the appropriate clerk and click < OK >.
II. Docket Cover Page
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Docket Cover Page (Cont.)
Fig. 1
3
1
2
D. Click the < Convened > {Fig1-3} option to start the session and record the start time. The Get Signature prompt appears. E. The judge of the session signs the signature pad. F. Click the < Accept > button.
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Criminal ICP Guide
During a court session, the judge or attorneys may request a case that is not on the docket to be brought before the court. There are various reasons for this, such as addressing an open warrant, resetting multiple cases for the same defendant together, addressing multiple cases cases an open case that defense request to be address together plea “package” deal; or the judge may be unable to hear the case for the day, so the clerk will have to reschedule all cases to a different date or even a different division. Follow these steps to schedule cases from the Docket Calendar: A. Add a case to the current Session. 1. Select a session to display a list of cases scheduled. 2. Click < Start Court > to display the session’s docket cover page. 3. Click the < Convened > option to start the session and record the start time. 4. Click the
III.Scheduling
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1. Select the Court Room from the “ Options ” menu to filter hearings scheduled for that room only. 2. Select a Date and/or a specific session. 3. Select one or more cases from the Docket Calendar by adding a checkmark in checking the box to the left number column.
Scheduling (Cont.)
4. Click the
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Criminal ICP Guide
In Court, a judge may order a hearing to be reset for various reasons. Also, the defense attorney or the State may request a hearing to be reset, but it will only be reset upon the judge’s order. The Court Event Types describe the hearing before the court. To set a new Court Date in ICP, follow the steps listed below: A. Click the
IV. Set Court Date
H. Court Date selected will display under Scheduled Court Dates. I. Edit court time by clicking on the
J. Enter the appropriate time. K. Enter Notes if necessary.
1. Click on the
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Criminal ICP Guide
N. Click the
Set Court Date (Cont.)
V. Insert Court Date
C. Select a Date from the dropdown menu. D. Select a Time from the dropdown menu. E. Select a Location from the dropdown menu. F. Select an Event Type from dropdown menu. G. Click the
H. Verify that the Court Dates Recap populates the added information. I. Enter Notes if necessary. Click on the Notes field to be highlighted for editing. J. Click the
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Criminal ICP Guide
Sometimes a case must be reassigned from one branch to another because a judge has the same defendant with a lower case number or due to attorney-judge conflict. Follow these steps to reassign a division: A. Click the
VI. Reassign Division
VII.Cancel a
Court Date
D. Check the box on the left of each case to select a specific court event to cancel. If you wish to select all, check the box on the main grid. E. Click
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Criminal ICP Guide
A defendant may demand the trial early and to complete it before violating the provisions contained in the 5th amendment, which limits the time an accused can be held for trail. In ICP, this action can be performed on the Court Dates Tab. When a defendant demands speedy trial, follow these steps:
VIII. Demand Speedy Trial
A. Click
D. To delete Demand Speedy Trial: 1. Select entry on Court Dates Recap. 2. Once entry is highlighted, press
Failure by the State to try the defendant before expiration of the Speedy Trial Date may result in c harges being dismissed and the defendant being released.
A defendant may waive the right to a speedy trial in order to prepare a stronger defense. In ICP, this action is performed on the Court Dates Tab. To waive speedy trial, follow these steps: A. Click
IX.Waiver of Speedy Trial
D. To delete Waive Speedy Trial: 3. Select entry on Court Dates Recap. 4. Once entry is highlighted, press
Speedy Date information will appear under the Defendants information in the Court Dates screen. If Speedy Trial was waived previously, the word Waived will appear next to the speedy trial due date.
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Criminal ICP Guide
A motion is a formal request made to a judge for an order or judgment. Motions are made in court for many purposes like: to continue (postpone) a trial to a later date or to get a modification of an order. Any motion either by defendant or attorney can be updated through the Motions Tab. To update a motion, follow these steps: A. Click on the
X. Motions
Any free text must be added prior to selecting a court ruling; otherwise, the comment will not populate in the Recap or print in the Court Event Form.
D. Select one of the following court ruling buttons: • Granted • Denied
• Granted In Part • Denied In Part • Court Reserves Ruling
• Not heard • Withdrawn E. Click
The Trial Notes button allows clerks to record testimony and evidence with the accurate time stamp. A docket entry will show on the CEF advising that trial notes are attached to this event. A separate document will be provided with trial notes and will docket to the case. Follow these steps to add trial notes:
XI. Trial Notes
A. Click on
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Criminal ICP Guide
When an attorney needs to be added to the case as one of the parties, we can use the Legal Pane on ICP to update this information. To add attorneys to the case, follow these steps: • State Attorney: an attorney that represents the State and will act as a prosecutor in any case. • Private Attorney: a person whose job is to guide and assist people in matters relating to the law. • Public Defender: a lawyer who is paid by the government to defend people who are accused of a crime and are unable to pay for a private lawyer. • Co-Counsel: an attorney who assists in or shares the responsibility of representing a client. A. Add an attorney to a case. 1. Enter attorney name in any of the attorney’s field.
XII.Attorney Update
2. Double click the attorney name in the attorney name table.
3. Click the
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Criminal ICP Guide
B. Remove an attorney from a case. When an attorney was added in error, or in the incorrect field. Also, if the attorney wishes to no longer represent the client by filing a Motion to Withdraw from the case which has to be accepted by the court. 1. Select the attorney field in the Main Grid. 2. Double click the field to make it editable. 3. Click the
Attorney Update (Cont.)
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Criminal ICP Guide
Attorney Update (Cont.)
• When the State Atty and PD Atty fields appears as “none”, only the generic State Attorney and Public Defender names should be updated. The actual names should be updated in Other Docketing. • When the case is initially accessed and the generic State Attorney and Public Defender names appear in the attorney fields, the actually name of the attorneys should be updated as an S/I attorney. • When the case is initially accessed and the actual name of the State Attorney and Public Defender appears in the field, no update is necessary unless a Stand In Attorney is present for that hearing.
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Criminal ICP Guide
A bond can be set per booking when a defendant is arrested by the Sherrif’s Office or before a judge who then decides the amount, terms and conditions. In order to set a bond in ICP, follow these steps: A. Click
XIII. Set a Bond
F. To Delete a New Bond, follow these steps: 1. Highlight Entry in the In Court Recap. 2. Press the
• Enter multiple bonds by entering commas and/or dashes in the Count field. i.e.: 1, 2-5. • Bond amount does not require dollar sign or commas to be entered, it will auto populate. • Use the Tab Key to move through the next field.
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Criminal ICP Guide
Every time a judge sets a new bond on a case, clerks should close the “open” preexinting set type bond. When a case is disposed in court and an open bond exist, the bond will automatically be discharged. To manually close a bond, follow these steps: A. Click the
XIV. Close a Bond
XV.Revoke a Bond
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Revoke a Bond (Cont.)
B. After Court process: 1. Click the Case Hyperlink in the Calendar. The case will open in ShowCase. Set types bonds are bonds that can be set by a judge or arrest warrant. Cash and surety bonds are considered posted bonds and should always remain open when processing a bond revocation.
2. Go to the Bonds Tab. 3. Highlight the bond that was revoked. 4. Double-click the Add Docket field in the Q&A grid.The Docket Entry screen will appear. 5. Enter in the Docket Code field the code REL RVK . 6. Click the OK button.
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Criminal ICP Guide
Failure to abide by the conditions of a bond could result in its forfeiture. Forfeiture will automatically close an open bond. Follow these steps to process a bond forfeiture in ICP: A. Click
XVI. Forfeit a Surety Bond
C. Click
F. To Delete a Bond Forfeiture in the session: 1. Highlight Bond Forfeiture from the In Court Recap. 2. Press < Delete> key.
NOTE: Case Events tab reflects events created relative to Surety Bond Forfeiture. Events should display a waiting status. Per F.S. 903.23 both the clerk’s office and the bond agent must fulfill certain requirements when a surety bond is forfeited.
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Criminal ICP Guide
Cash bonds are forfeited typically when the defendant fails to appear for a court hearing. Additionally failing to adhere to the conditions of a bond could result in its forfeiture. A. Click
XVII. Forfeit a Cash Bond
D. Click
F. To Delete a Bond Forfeiture in the session: 1. Highlight Bond Forfeiture from the In Court Recap. 2. Press < Delete> key. G. Cashier Forfeited Cash Bond: 1. When a cash bond is forfeited, the process is not complete until the forfeiture fee is added and cashiered. Select the “ Fees ” tab. 2. Click < Add > on the “ Fees ” sub tab. 3. Select “ Case Bond Forfeiture PB ” from the “ Add Fees ” list. 4. Change the effective date to reflect the date of the forfeiture and click < OK >. 5. Highlight “ Cash Bond Forfeiture PB ”.
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Criminal ICP Guide
6. Enter the forfeited cash bond amount (this should be the total amount of the cash bond) in the “ Override Amount ” column of the “ Bond Forfeiture ” field/row. 7. Press < Tab > to leave the field. The distribution of the forfeiture displays and the amount in the fees tab changes to reflect the bond amount plus any other fees previously on the case. 8. Select “ Cashier ”. If other fees are on the case, deselect those fees in the “ Case Details ” pane so that “ Cash Bond Forfeiture PB ” is the only fee selected. 9. Select “ POB ” from the “ Payment Type ” drop down. The bond amount defaults in the “ Amount ” field and the depositor displays in the “ Customer Info ” pane. 10. Select the appropriate bond number from the Bond Number dropdown menu. 11. Click < Print Receipt > to complete the receipt process. 12. Print the receipt if necessary and close the receipt/cashier screen. 13. Navigate to the “ Financial Ledger” sub tab from the “Fees” tab. 14. Select the CashBond option from the Ledger Types dropdown menu to confirm the ledger balance is zero and the Debit entry appears. When processing a cash bond forfeiture with a bond amount of $1.00, follow these steps: A. Add the Cash Bond Forfeiture fee B. Enter Bond Amount = $4.00 C. Override amount $3.00 to $0.00 D. Verify the bond balance is reflecting $1.00.
Forfeit a Cash Bond (Cont.)
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Criminal ICP Guide
The process where a bond has been forfeited, revoked, or reduced from its original amount, is known as vacating bond forfeiture. A forfeited bond can only be vacated by an order from the court. Follow these steps to process a bond reinstatement: A. Vacate a Forfeited Bond: 1. Click
XVIII. Vacate a
Forfeiture on a Cash Bond
8. Click
forfeiture fee removed. 1. Select the “ Fees ” tab. 2. Select the “ Receipts ” sub tab. 3. Highlight the receipt to be voided.
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Criminal ICP Guide
4. Select “ View ” to open the cashier screen with the receipt in a disbursed status. 5. Select “ Void ” and click < Yes > when asked to verify the void. 6. Click < OK > to change the receipt status to “ VOIDED ”. 7. Verify that the appropriate bond number from the Bond Number dropdown menu appears. 8. Select “ Print Receipt ” and print the receipt. 9. Close the Print Preview and Cashier screens. 10. Navigate to the “ Fees” tab and select the “ Fees ” sub tab. 11. Highlight “ Cash Bond Forfeiture PB ” 12. Click < Remove > and click < Yes > to confirm the deletion.
Vacate a Forfeiture on a Cash Bond (Cont.)
13. Notate the reason for the void on the voided receipt. Receipt must be given to balancing clerk. 14. Select the “ Notes ” tab and click < Insert >. 15. Enter the receipt # and reason for the void in the “ Note ” field on the Q&A grid. 16. Navigate to the “Bonds” tab and highlight the Cash Bond where the forfeiture has been vacated.
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Criminal ICP Guide
17. Double-click the Add Docket field in the Q&A grid.The Docket Entry screen will appear. 18. Enter in the Docket Code field the code 9000BD. 19. Click the OK button. A forfeited surety bond may only be vacated by an order from the court or if the bond agency surrenders the defendant within 60 days of the forfeiture. Vacating a forfeited surety bond relieves the bond agent of the requirement to pay the bond. If the forfeited surety bond was already paid, it would only be refunded if the bondsman motions the court and the court grants the refund. • If an order is received that vacates the forfeiture, check to see if the bond is in judgment. • If the bond is in judgment, the order should address the judgment. • Any orders that vacate the judgment must a have copy of the order emailed to Circuit Criminal Bonds Supervisor immediately. These orders require additional actions and must be processed timely. A. Vacate A Forfeited Surety Bond: 1. Click
Vacate a Forfeiture on a Cash Bond (Cont.)
XIX. Vacate a Forfeiture on a Surety Bond
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7. Click the
Vacate a Forfeitu re on a Surety Bond (Cont.)
2. Navigate to the “Bonds” tab and highlight the Cash Bond where the forfeiture has been vacated 3. Double-click the Add Docket field in the Q&A grid.The Docket Entry screen will appear. 4. Enter in the Docket Code field the code 9000BD. When a surety bond is forfeited, case events are created as a reminder of actions that are required on specific dates. When the forfeiture is vacated the associated case events are automatically removed . C. Process Order To Vacate Bond Judgment: 1. Retrieve the case is ShowCase. 2. Select the “ Dockets ” tab and Click < Insert >. 3. Enter the docket code for order to vacate judgment and press < Enter >. 4. Add any additional text in the “ Additional Text ” field. 5. Load the document in the scanner and click < Scan >. 6. Click the drop down arrow from the “ Tools ” option and select “ E-Record Document ”. A confirmation displays at the top of the document. When an order to vacate the bond judgment is filed, the order should include the case number. The order to vacate is to be docketed to the case. It is recorded and serves as the release of the judgment. In order to verify if a bond is in judgment, clerk will have to check the bond forfeiture date. If the forfeiture date is greater than 60 days, verify in the Dockets Tab if a judgment has been recorded.
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Criminal ICP Guide
A warrant is a writ issued by a judge authorizing an officer to make an arrest. A judge may issue a warrant in court for various reasons such as failure to appear for a court hearing or a failure to comply with terms and conditions of release. These are the types of warrants that can be issued to a defendant: • Alias Beanch Warrant Issued - second bench warrant issued on a defendant • Alias Capias Issued - second capias issued on a defendant • Arrest Warrant Issued - when an arrest warrant paper is received, this option will not print an arrest warrant • Bench Warrant - if a subject sets a court date, and then fails to show at scheduled court date a bench warrant will be issued • Bench Warrant Issued - when a bench warrant paper is received, this option will not print a bench warrant. • Capias Issued - when a capias document is received, this option will not print a warrant • Criminal Capias/Warrant - used in County Criminal, when a • Pluries Capias Issued - when a third or subsequent warrant is issued. • Street Violation Vop - warrant issued by an officer when defendant is commiting an illegal action while in probation • Summons - a written notification to be served on a person as a warning to appear in court at a day specified to answer to the court • Warrant Issued - when a warrant paper is received, this option will not print a warrant • Warrant Vop -warrant issued from Probation when defendants fails to abide by the terms and conditions of probation • Warrantless Arrest - when a defendat is remanded in Open Court without a warrant. If the officer reasonably believes that a crime has been committed in her or his presence, the officer may make a warrantless arrest of any person defendant fails to appear or when directed by the court • Direct File Capias/Warrant - used in County Criminal • Direct File Warrant - Used in Circuit Criminal • Order To Show Cause - For juvenile use only • Petition Of Vop - For juvenile only
XX. Issue a
Warrant
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Criminal ICP Guide
Issue a Warrant (Cont.)
From ICP, follow the steps below to issue a warrant: A. Click the
G. Enter the bond Type and Amount .
H. Click
J. Once all updates are completed, click the
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Criminal ICP Guide
A judge can order a warrant to be recall if defendant appears in court or if defendant has a reasonable reason to not appear in court. To Recall a Warrant in court, follow these steps:
XXI. Recall a Warrant
• Cases with an open warrant will be displayed in a red font. • A warrant can be attached to a different case number.
A. Highlight the case in the Calendar. B. Double-click or press
F. Click the
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Criminal ICP Guide
When a defendant fails to appear in court on a Civil Traffic Infraction with mandatory court or a Criminal Case ( CT and MM ) with Civil Traffic Infractions, according to F.S. 318.15 the clerk shall notify DHSMV of such failure. This action is done by issuing a D6 in ShowCase which will be later updated in CCIS. To Issue a D6 follow these steps: A. Click the
XXII. Order a D6
XXIII. D6
Events / D6 in Error
E. Verify that D6 Issue in Error is confirmed in the In Court Recap . F. Verify that the Dockets and Fees tab updated appropriately. G. After Court, navigate to
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