Haw. JEFS User Guide: jefs user guide first circuit

Circuit Court of the First Circuit

Judiciary Electronic Filing System

(JEFS) User Guide

Updated as of December 5, 2022

Circuit Court of the First Circuit, JEFS User Guide 2

Table of Contents

Glossary of Terms 3

Introduction 3

Getting Started and Registration 4

Mandatory Attorney efiling Requirement 4

Technical Requirements 4

Ho‘ohiki Data Freeze 5

JEFS Availability 5

Form of Documents 6

Filing Fees 6

Non-payment of Filing Fees 6

Civil Information and Additional Claims Information Sheets 6

PDF – Formatting, Bookmarks and the 10 MB limit 6

Documents Filed in Error 7

Importance of Docket Codes When Efiling Documents 7

Notice of Electronic Filing (NEF) 8

Signatures 8

Obtaining Hearing Dates for Motions 8

Ex Parte Motions 9

Courtesy Copies 9

Certified Copies of Court Documents 10

Submission of Proposed Orders, Decrees and Judgments 10

Subpoenas and Summons 11

Court Forms 11

Enhancements 11

Contact Information/Support 11

APPENDIX A: Division Emails for Hearing Dates 12

APPENDIX B: Docket Code Listing for Circuit Court Civil Cases 13

APPENDIX C: Probate Court Guidelines 16

APPENDIX D: Docket Code Listing For Probate Court Cases 18

APPENDIX E: Docket Code Listing For Land and Tax Cases 20

Circuit Court of the First Circuit, JEFS User Guide 3

Glossary of Terms RCCH Rules of the Circuit Courts, State of

Hawaiʻi.

efile Electronically file documents

through JEFS. “/s/” An electronic signature for efiled

documents by JEFS Users (e.g., “/s/

FAQ Frequently asked questions.

Jane Lawyer”).

HEFSR Hawaiʻi Electronic Filing and

Service Rules. Introduction

This guide contains general information and

Hoʻohiki To be replaced by JIMS, Hoʻohiki

technical guidelines for electronic filing in

is the Judiciary’s database of

limited civil case information the Judiciary’s Electronic Filing System

from court records filed in the (JEFS) for civil cases filed in the Circuit Court

circuit, family, and district courts of the First Circuit.

available to the public via the The guide was developed to provide JEFS

internet.

Users with a source for practical

HRCP Hawaiʻi Rules of Civil Procedure. information to ease the transition to JEFS.

It is provided for the convenience of JEFS

JEFS Judiciary Electronic Filing

System. Users and should not be relied upon as a

source of legal authority. Court filings are

JEFS User An individual with a valid JEFS subject to court rules and this guide is not a

login and password. substitute for the applicable court rules in

JIMS Judiciary Information any civil lawsuit.

Management System -- the case

If you are a self-represented JEFS User, this

management system developed

guide may help you navigate JEFS. The

by the Hawaiʻi Judiciary to

record information and guide is not legal advice. You should,

documents related to all cases whenever possible, conduct your own

filed in the courts in the State of research or seek the advice of an attorney if

Hawaiʻi. you are involved in any court case.

NEF Notice of Electronic Filing that is The Judiciary has more detailed information

generated automatically when a and materials available on its website to

document is filed electronically assist JEFS Users, including FAQs, a JEFS

through JEFS or JIMS. User Manual, and training videos. These

NOC Notice of Correction. materials can be located on the Judiciary’s

Civil JEFS Info Page located at

NOCD Notice of Court Date. https://www.courts.state.hi.us/civiljefsinfo.

PDF Adobe Portable Document We urge you to review these materials to

Format. ease the transition to electronic filing for

civil cases.

The guide will be updated periodically. JEFS

Users are encouraged to check the

Circuit Court of the First Circuit, JEFS User Guide 4

Judiciary’s website for the most current to: (1) approve and manage the attorney

version. JEFS Users associated with the firm; (2)

access all the documents for cases in which

Getting Started and Registration a member of the firm is a party; and (3) file

The Judiciary will launch electronic filing documents on behalf of an attorney. To

statewide for civil cases in the circuit courts arrange for a JEFS Organization role, the

on October 28, 2019, except for land court firm should send their request to:

and tax appeal cases which will launch on helpdesk.requests@courts.hawaii.gov.

November 18, 2019.1

Mandatory Attorney efiling

Attorneys will be required to electronically

file all documents relating to circuit court Requirement

civil cases through JEFS. Attorneys will be required to efile all

documents through JEFS effective October

To electronically file documents, attorneys 28, 2019. Attorneys are strongly

must register online through the Judiciary’s encouraged to register for JEFS and become

website. If you already have a JEFS User familiar with the system well before the

login and password for appellate or criminal launch date.

cases, you may use your existing JEFS

login/password to efile documents in civil Technical Requirements

cases and you do not need to re-register. The First Circuit makes the following

If you are not already a JEFS User, register technology equipment recommendations

online as follows: for JEFS. If you or your information

technology staff need more assistance,

1. Click “Efiling” from the Judiciary home please send an email to

page (https://www.courts.state.hi.us). helpdesk.requests@courts.hawaii.gov.

2. Click “Judiciary Electronic Filing and 1. A personal computer that can

Service System (JEFS) Login Page.” support the following software and

3. You will be directed to the JEFS login peripherals (Required).

page where you must click “Register for 2. Operating System: Windows 7 or

Access.” higher or Mac OS X or higher

(Required).

4. You then must submit the requested 3. An Internet connection and Web

information to obtain your login and Browser (Required): Chrome 44,

password. Firefox 43, IE11 or Safari 9

There is no registration fee for JEFS. (Recommended).

4. An Email address per JEFS User

Law firms may designate a JEFS (Required).

Organization Administrator who will be able

1

Efiling for district court civil cases begins on cases will launch at a later date to be

October 7, 2019. Family court (non-criminal) determined by the Judiciary.

Circuit Court of the First Circuit, JEFS User Guide 5

5. Monitor (Required) or two monitors • Information relating to court events,

(Recommended). A word processor such as minutes from court hearings

(Required)/Microsoft Word during the blackout period, will be

(Recommended). manually entered into JIMS by the court

6. Adobe Acrobat Reader (Required) for staff.

reviewing court documents and Adobe • It may take court staff some time to

Acrobat Standard or Pro DC for complete this work from the blackout

editing/converting documents period. Therefore, your patience is

(Recommended). greatly appreciated.

7. Scanner or Multi-Purpose

Scanner/Copier/Printer Once JIMS launches, information about civil

(Recommended) which may be cases filed in the circuit courts will no

necessary to image and convert paper longer be viewable online in Hoʻohiki.

documents to electronic PDF format.

JEFS Availability

Ho‘ohiki Data Freeze JEFS is available every day, including holidays

Approximately one week prior to the launch and weekends. The system is shut down for

of JEFS/JIMS, data entry into the Judiciary’s maintenance Monday through Saturday

existing case management system will be between midnight and 4 a.m. (HST). System

suspended and there will be a blackout maintainance is longer on Sundays, from

period to prepare for the transition and 12:00 a.m. – noon.

migration of data to JIMS. Consequently,

the data that will be viewable online in Efiling may slow down prior to system

Hoʻohiki will represent a last snapshot of maintenance at 12:00 a.m. This may relate

case information prior to the blackout to efiling volume, network, and other

period. technical variables outside of JEFS and could

During the blackout period one week prior cause the efiling submission to fail. To avoid

to launch, court documents may still be this problem, JEFS Users should provide

conventionally filed at the courthouse and sufficient time to address technical issues

hearing dates for motions can still be prior to filing deadlines.

obtained in the usual manner. Please note

that documents filed during the blackout If JEFS is unavailable due to technical

period, newly scheduled court dates, problems, JEFS Users should submit a paper

minutes from hearings, etc., will not be document to the appropriate court clerk for

viewable in Hoʻohiki. lodging. If JEFS is unavailable due to natural

or unforeseen circumstances that causes

After the launch of JIMS: closure of the courts, filing deadlines may be

• Court documents that have been extended by order of the Supreme Court as

conventionally filed at the courthouse has happened in the past. JEFS Users should

during the blackout period will be check the Judiciary website for special orders

docketed by court staff into JIMS.

Circuit Court of the First Circuit, JEFS User Guide 6

extending deadlines in the event of under/over payments, please contact these

unanticipated court closures. offices directly.

JEFS Users will be automatically logged out Non-payment of Filing Fees

of the system after 60 minutes of inactivity. If a court filing fee is not paid within 10 days

of efiling, the document will be stricken and

Form of Documents a complaint may be dismissed.

The first page of each efiled document must

have at least a 3-inch top margin or a 3- Civil Information and Additional

inch-by-3-inch space in the top right corner Claims Information Sheets

to accommodate the electronic JIMS filing Any initial civil complaint filed pursuant to

stamp. The bottom margin must be at least HRCP 3 must still be accompanied by a civil

an inch for the JIMS certification stamp. information sheet that is filed separately

from the complaint. Any affirmative

If you have any questions about the form of pleading filed after the initial complaint

efiled documents, please contact the Legal must also be accompanied by an additional

Documents Branch at (808)539-4300 before claims information sheet and must be

you efile any document. separately filed upon the filing of the

affirmative pleading. If a case is transferred

Filing Fees from district court to circuit court, the

Attorneys may pay filing fees by credit card plaintiff must file a civil information sheet

at the time of efiling by using the Hawaiʻi within 7 days after filing of the noticing of

Information Consortium (HIC) secure online docketing.

credit card system. There is no additional

fee for online payment by the Judiciary, Fillable civil information and additional

however, there is a 2.6% processing fee claims information sheets in PDF format will

assessed by HIC. available on the Judiciary’s website before

the JIMS launch.

Attorneys may also opt to “Pay Later” at the

courthouse or by mail. Payment must be

made in cash (in person only), check, PDF – Formatting, Bookmarks

cashier’s check or money order within 10

and the 10 MB limit

days of efiling. Checks should be made

JEFS accepts document files in PDF format

payable to “Clerk of the Court.”

only. PDF documents may be created in

several ways:

Under/over payments will be reviewed by

• In some versions of Microsoft Word,

court staff in the Legal Documents Branch

you may “save as” and select “PDF.” In

(539-4300) or Estate and Probate (539-other versions of Word, you may select

4399), as appropriate. If you have any “Adobe PDF” on the toolbar and then

questions about your fee assessment or select “Convert to PDF.”

Circuit Court of the First Circuit, JEFS User Guide 7

• In recent versions of WordPerfect, you In addition to a numbered index,

may select “publish to PDF” from the documents efiled with multiple sections

File menu. should have assigned PDF bookmarks.

• Most copy machines now include

software that allows you to scan the Documents Filed in Error

document to create a PDF document. An attorney who efiles a document in the

Please refer to the manufacturer wrong case, efiles an incorrect version of a

instructions. document, adds the wrong party to the

case, or files a document in error, should

JEFS will not accept PDF documents greater immediately call the Legal Documents

than 10MB. A message will pop up if the Branch for a new case, or the appropriate

document exceeds the page limit and JEFS civil division for an already existing case. Be

will not accept your document for filing. prepared to provide the Case ID, the docket

Content and formatting of the document number, the description of the erroneous

may impact the overall file size in PDF efiling, and the efiling date and time.

format. For example,

• Documents signed with a “/s/” will be In some instances, the clerk is not allowed

smaller in size than with an original or to change the entry without a court order.

inked signature. In such cases, the filing party will need to

• Documents comprised of text only will efile a motion to correct the record. The

be much smaller in file size than a clerk’s corrective action, if allowed, will

document that contains graphics or generate a Notice of Correction (NOC) that

color images. will be emailed to JEFS Users and sent by

• Resolution of scanned documents U.S. mail for non-JEFS Users.

should be set no less than 200 dpi (dots

per inch) and no greater than 300 dpi.

Lower resolution scans will not print Importance of Docket Codes

with sufficient quality and higher

resolution scans will considerably When Efiling Documents

increase file size. When efiling a document, it is of critical

importance that the filing party take great

Before efiling, JEFS Users should view the care to input the proper docket code that

file size and divide the document into corresponds to the document being filed.

separate PDF documents as needed. If the Therefore, each efiler must take the time to

JEFS User has Adobe Acrobat Professional, study and familiarize themselves with the

PDF files can also be “optimized” to reduce many docket codes that are available. See

file size. Appendix B, infra. Using a generic docket

code (e.g., MOT) instead of a specific docket

Documents should be scanned using optical code that was created for the specific

character recognition (OCR) when possible. document being filed (e.g., MR) could result

in the document being suspended in limbo

Circuit Court of the First Circuit, JEFS User Guide 8

without being directed to the correct

presiding judge.

Notice of Electronic Filing (NEF)

After a document is efiled, JIMS

automatically sends a Notice of Electronic

Filing (NEF) by email to parties on the case

who are registered JEFS Users. The NEF will

include the Case ID, Case Title, filing date

and time, filing parties, document name,

and a listing of the parties electronically

served and not electronically served. The

NEF is sent as follows:

• When attorneys and firm staff initiate a

new case in JEFS, the initiator will

receive the NEF. Case initiators must

remember to add themselves as a party

to the case to continue to receive all

future NEF’s after case initiation.

• When a JEFS User efiles a document in

an existing case.

• When court staff efiles a document

and/or makes a docket entry in a case.

• A Notice of Court Date (NOCD) will be

sent when a court event is scheduled by

court staff.

Please note that a separate NEF will not be

sent when a party is added to a case.

Signatures

JEFS Users shall sign documents by typing

his or her name in the space usually

reserved for a handwritten signature

preceded by “/s/” (e.g., “/s/ Jane Lawyer”).

2 Guidelines for probate court, including

information on obtaining hearing dates for

petitions, are set forth in Appendix C.

Obtaining Hearing Dates for

Motions

A filing party must obtain a hearing date

before efiling any hearing motion. Except

for cases filed in probate court2 and

foreclosure cases assigned to Judge

Castagnetti, the following process should be

followed in the Circuit Court of the First

Circuit to obtain a hearing date:

1. For scheduling purposes, you must first

send an email to the assigned court

civil division to request a hearing date.

The email must specify the case name

and number, the title of the motion to

be filed, and attach a PDF version of

the motion (preferably without exhibits

to reduce file size).

2. The assigned civil division will schedule

the event and generate a Notice of

Court Date (NOCD) in JIMS that will

include the date, time, place (division)

and type of event scheduled (e.g.,

Hearing on Motion).

3. JEFS Users will receive the NOCD and

corresponding NEF. The NOCD will

specify the parties that require

conventional service.

4. Upon receipt of the NOCD, the filing

party must then complete the Notice of

Hearing attached to the Motion with

the scheduled date, time, and location

of the hearing and will also note the

Circuit Court of the First Circuit, JEFS User Guide 9

date, time and judge assigned on the location of the hearing before filing a

first page of the motion as required by motion in JEFS. Also, court rules require the

Rule 7.2 of the Circuit Court Rules. hearing date, time and assigned judge must

also be included on the first page of the

5. Once the hearing date, time and filed motion.

location information are completed on

Please also see below information regarding

the Notice of Hearing attached to the

copies of motions for judges.

Motion and also on the first page of

the Motion, the filing party may then Ex Parte Motions

efile the motion. Attorneys should efile ex parte motions

together with the proposed order as one

6. The filing party must conventionally document entitled, “Ex Parte Motion for

serve self-represented parties who are ______________.”

not JEFS Users.

The process is as follows:

For foreclosure cases assigned to Judge

Castagnetti, the filing party shall follow the 1. The filing party shall efile the ex parte

same process set forth above, but must motion together with the proposed

request hearing dates via email from the order as one document. The document

legal documents branch, not from Judge shall be titled, “Ex Parte Motion for [fill-

Castagnetti’s division. Also, please only in].”

include the first page of the motion

containing the case name, case number, 2. The ex parte motion will be reviewed by

and title of the motion. the assigned judge and a separate order

will be efiled by court staff granting or

For probate cases assigned to Judge denying the ex parte motion.

Browning, please refer to Appendix C

(Probate Guidelines) and Appendix D

3. At the court’s discretion, attorneys may

(Docket Code Listing for Estate and Probate

be asked to efile the order granting an

Cases).

ex parte motion.

Email addresses for the civil divisions and Courtesy Copies

the legal documents branch in the Circuit Two courtesy copies of filed motions

Court of the First Circuit are set forth in (hearing, non-hearing, and ex parte

Appendix A. motions), responses or oppositions to

motions, replies and documents relating to

Please note that although a NOCD will be any motion (e.g., a joinder, statement of

issued by the Court, court rules require position, etc.) must be delivered to the

every hearing motion to include a Notice of chambers of the assigned judge promptly

Hearing. It is the filing party’s responsibility after filing. All exhibits attached to the

to fill in the assigned date, time and

Circuit Court of the First Circuit, JEFS User Guide 10

motion, opposition or response, or other decree, or judgment. The following docket

document must be tabbed. These codes should be used when filing proposed

requirements are set forth in RCCH Rule orders, etc.:

7.2(g)(6).

“NSUB” Notice of Submission

Certified Copies of Court

Documents “PROD” Proposed Order

Certified copies of court documents filed in

JEFS can be purchased from eCourt Kokua, “PDOC” Proposed Document

the website through which the public may

access court information online. An “PJDG” Proposed Judgment

electronic certification will appear in red on

the bottom on the first page of the The court will review and sign proposed

document. orders, decrees and judgments which will

be filed by court staff. Unless an order or

Alternatively, certified copies of court judgment requires a notice of entry,

documents may be purchased at the prevailing parties are required to

courthouse. Conventionally certified copies conventionally serve unrepresented parties

will contain the traditional embossed seal. who are not registered JEFS Users.

Submission of Proposed Orders,

For judgments or orders that require a

Decrees and Judgments notice of entry, the prevailing party should

Proposed orders, decrees and judgments also prepare and file the notice of entry

should be filed with a cover sheet as the with the proposed order and/or judgment,

first page (e.g., Plaintiff John Doe’s and deliver to the assigned judge fully-

Proposed Order Denying Motion to addressed, stamped envelopes for service

Dismiss). Please do not file proposed of non-JEFS Users and self-represented

orders, etc. unless you have first attempted parties. Please make sure to include a

to secure or have secured approval as to cover sheet with the envelopes specifying

form from all other parties as required by the case name, civil number, and docket

RCCH 23(a). number, filing date and title of the

proposed order or judgment.

If a proposed order, decree, or judgment is

not approved as to form within the time The court clerk shall serve the notice of

specified in RCCH 23(b) or is disputed, then entry on unrepresented parties who are not

you may file a Notice of Submission with JEFS Users as provided for in HRCP 5.

the proposed order, etc. as set forth in

RCCH 23(b). Objections to the form of a

proposed order should be filed within the

time specified in RCCH 23(b) along with the

objecting party’s counter-proposed order,

Circuit Court of the First Circuit, JEFS User Guide 11

Subpoenas and Summons Court Forms

Upon request, registered attorney JEFS First Circuit forms that were previously

Users may obtain signed and sealed available on the Judiciary internet website

electronic PDF subpoena and summons will be modified for JEFS/JIMS use and can

forms from the Legal Documents Branch at be accessed on the court forms webpage at

Circuit Court or from the civil divisions. The https://www.courts.state.hi.us/self-

PDF subpoena and summons forms will not help/courts/forms/oahu/circuit_court_forms.

be accessible on the Judiciary’s internet

website.

Enhancements

The Judiciary welcomes suggestions on how

Self-represented parties must fill out JEFS can be improved. Between October 7

subpoena and summons forms and present and November 29, 2019, attorneys can call

them to the Legal Documents Branch at the Statewide JIMS Civil help desk at

Circuit Court filing counter for a file stamp (808)534-6644 or email their suggestions to

and seal. helpdesk.requests@courts.hawaii.gov.

Suggestions after November 29, 2019 may

Once a subpoena and summons is served, be made to the Legal Documents Branch at

the return of service is either: (1) scanned (808) 539-4300.

and efiled by the JEFS User or (2)

Contact Information/Support

conventionally filed by the self-represented

General questions prior to the launch of

party at the Legal Documents Branch at

JIMS Civil can be directed to the Circuit

Circuit Court where it will be scanned and

Court Legal Documents Branch at 539-4300.

efiled into JIMS by the clerk.

Between October 28 and November 29,

2019, attorneys can call the First Circuit

With respect to HRCP 45(a) subpoenas,

Court JIMS Civil help desk at (808) 539-

Legal Documents staff will provide hard

4257.

copy, blank, signed and sealed subpoena

forms to attorneys and self-represented Individual civil circuit court divisions can be

parties who appear in person at the reached at their regular office phone

courthouse and request them from Legal numbers.

Documents.

Specific questions about the Court Annexed

Arbitration Program (534-6000), Estate and

Parties will be required to file the first page

Probate (539-4399), and Land and Tax (539-of the subpoena/summons form at issuance

4777) processes should be directed to those

and the second page after service.

offices.

Circuit Court of the First Circuit, JEFS User Guide 12

APPENDIX A: Division Emails for Hearing Dates

Division # Judge Email

4 John M. Tonaki 4thdivision.1cc@courts.hawaii.gov

6 Jeffrey P. Crabtree 6thdivision.1cc@courts.hawaii.gov

7 Dean E. Ochiai 7thdivision.1cc@courts.hawaii.gov

8 Kevin T. Morikone 1 8thdivision.1cc@courts.hawaii.gov

9 Lisa W. Cataldo 9thdivision.1cc@courts.hawaii.gov

10 James H. Ashford 10thdivision.1cc@courts.hawaii.gov

14 Gary W.B. Chang 14thdivision.1cc@courts.hawaii.gov

** For foreclosure cases assigned to Judge Castagnetti, please email all requests for a hearing date to

the Legal Documents Branch at LDB1Fore.1cc@courts.hawaii.gov.

1

Effective December 1, 2022, all civil cases previously assigned to the Honorable James C.

McWhinnie (who was temporarily assigned to the 21st Division upon the retirement of Judge Bert I.

Ayabe) shall be transferred and reassigned to the Honorable Kevin T. Morikone (8th division). Amended

Supplemental Order of Assignment, SCMF-11-0000100 (Nov. 30, 2022; Dkt No. 327).

Circuit Court of the First Circuit, JEFS User Guide 13

APPENDIX B: Docket Code Listing CD Certificate of Death

CERT Certificate

for Circuit Court Civil Cases CIS Civil Information Sheet

This is the entire list of the document filing CLA Claim

codes available in JEFS for Circuit Court Civil

CM Certificate of Mailing

Cases:

CMP Complaint

667 HRS 667-17 Affirmation CMPS Complaint and Summons

9INF Info Confidential Ntc - HCCR9 COA Change of Address

9INFC Info Confidential Doc - HCCR9 COATH Charge Under Oath

9LTR Confidential Letter - HCCR9 COMR Commissioner's Report

AAD Answer & Disclosure CONST Consent

AATS App Approv Transf Settl Rights CROA Certified Record on Appeal

AAW Affidavit of Attesting Witness CS Certificate of Service

ACA Acknowledgement of Authority CST Closing Statement

ACIS Additional Claims Info Sheet DEC Declaration

ACKRT Acknowledgment of Receipt DECAS Declaration Re: Attempt Svc

ADFC Affid/Dec Re: Atty Fees,Cost DEDE Deposition Desig of Depo of

AF Affidavit DEPO Deposition

AFF Affidavit Filed DFN Demand for Notice

AFOS Affidavit of Service DISC Disclosure of

AMJUD Amended Judgment DISCL Disclaimer

AMPET Amended Petition DISM Notice of Dismissal

ANCMP ANSWER TO COMPLAINT DJCGW Decla Jdg Cred Garnish Wages

ANH Amended Notice of Hearing DJT Demand for Jury Trial

ANSCL Answer; Addt'l Claims DOC Document

ANSW Answer DST Distribution St & Acct of Comm

AOM Affidavit of Mailing EFJ Exempl Foreign Judgment

AOP Affidavit of Publication EL Exhibit List

APJO Approval & Joinder EMOE Ex Parte Mot-Exam Judg Debtor

APP Application EOD Entry of Default

APR Approval EPIC Ex Parte-Iss out of state depo

AS Acknowledgment of Service EPP Ex Parte Petition

ATA Attorney Affirmation EPPRL Ex Parte Pet to Renew Letters

AWS Appear & Ack of Service EPSUM Ex Parte-serv by Cert Mail

BC Birth Certificate EPTRO Ex Parte Petition for TRO

BKSR Bankruptcy Status Rpt ERRAT Errata Re:

CAMD Complaint Amended ETD Ex Parte App-Depo Writ Interog

CCL Creditor's Claim EX28 Ex Parte Ext for Service

CCLAI Counterclaim EX29 Ex Parte Ext for Def Judgmnt

CCR Remanded from Circuit Court EXH Exhibit

CCWIL Cert Copy Last Will & Testamnt EXPM Ex Parte Motion

Circuit Court of the First Circuit, JEFS User Guide 14

EXPMP Ex Parte Motion/Petition NEJ Notice of Entry of Judgment

EXPTS Ex Parte - Ext for PTS NEJO Notice-Entry Judgment/Order

EXPUB Ex Parte - Svc by Publication NHM Non-Hearing Motion

EXREQ Request for Default by Clerk NLP Notice-Lis Pendens

FE Fee Exemption Form NOAT Notice-Appeal/Req Tr De Novo

FNW Final Naming of Witnesses NOH Notice of Hearing

FR Final Receipt NOPD Notice of Dismissal - Partial

FSO Free Standing Ord of Restituti NOR Notice-Resetting

IFP Request for In Forma Pauperis NPA Notice-Pendency of Action

IN Inventory NREMV Notice of Removal

JDG Judgment NSET Notice of Setting

JNEOJ Judgment & Not Entry of Judg NSUB Notice-Submission

JOIN Joinder NTCE Notice

JOW Joinder and waiver of Notice NTDEP Notice of Taking Deposition

LT Letter NTS Notice-Trial Setting

MCON Motion to Continue NTSC Notice-Trial Setting Conf

MD Motion to Dismiss NWDL Not W/drawal of Mtn Filed On

MDJ Mot-Default Judg/Summary Judg OBJ Objections

MEMO Memorandum OR Official Receipt

MEO Memorandum in Opposition OT Other

MEP Memorandum of Pretrial PDC4 Pet/Adm to Drug Court TIV

MER Memo in Reply/Response to PDC5 Pet/Adm to Drug Court TV

MES Memorandum in Support of PDOC Proposed Document

MIGS Ex Parte-Issue Garnishee Sumns PET Petition for

MOT Motion for PFOF Prop Find Facts, Cncl of Law

MPSJ Mot-Partial Summary Judgment PGF Pet-Det Good Faith Settlement

MQSH Motion to Quash PJI Proposed Jury Instructions

MR Motion for Reconsideration PMAIL Proof of Mailing

MSA Motion to Set Aside PORD Proposed Order

MSALE Mot-for Confirmation of Sale PPCR Petition-Post Convict Relief

MSJ Motion/Summary Judgment PRE Request to Exempt CAAP

MTAX Motion for Taxation of Costs PSERV Proof of Service by Mail

MTCD Motion to Compel Discovery PSTMT Position Statement

MTWC Mtn for Withdrawal/Sub of Cnsl PTCT Petiti-Amend Trans/Number

MVAC Motion to Vacate PTS Pre Trial Statement

NA Notice of Appeal RACR Rqst Access Court Record-HCCR

NAPP Notice-Appearance /Counsel RAFEE Request for Attorney Fees and

NBR Notice-Bankruptcy RAS Service-Return/Acknowledgement

NBR13 Not-Chapter 13 Bankruptcy Peti RAV Req for Audio-Video Recording

NDO Notice-Dismissal w/o Prejudice RE Return of Records/Exhibits

NDW Notice-Dismissal w/Prejudice REC Receipt

Circuit Court of the First Circuit, JEFS User Guide 15

RED Request-Entry Default

REDEF Request-Entry Default by Clerk

REPLY Reply

REQ Request

RESP Response

RG Release of Garnishee

RLIEN Release of Lien

RNPA Rel of Not of Penden of Action

ROS Return of Service

RPTS Responsive Pretrial Statement

RT Request for Transcript

SATIS Satisfaction

SCH Stipul-Continue He/Order

SCON Stip to Continue Case

SCROA Supp Cert Record on Appeal

SCST Settlement Conf Statement

SDT Subpoena Duces Tecum

SETTA Settlement Agreement

SFDW Stip Dism w/Prej all Cla & Pty

SFDWO Stip Dis w/oPrej all Cla & Pty

SJD Satisfaction-Judgment

SM Statement of Mailing

SM12 Statement of Mailing; Exh 1&2

SMAB Statement of Mailing; Exh A&B

ST Statement of

STDSM Stipulation to Dismiss

STIP Stipulation to

STR Status Report

SUB Subpoena

SUG Suggestion of Death

SUMM Summons

WDW Withdrawal

WDWE Req Wdwl of Exhs & Receipt

WEL Witness and Exhibit Lists

WL Witness List

WON Waiver-Notice

WRD Written Request for Disclosure

WSUB Withdrawal & Substi of Counsel

XCL Cross Claim

Circuit Court of the First Circuit, JEFS User Guide 16

APPENDIX C: Probate Court

Guidelines

Conventional Service Required

for Non-JEFS Users

Because only JEFS users assigned as parties

to a case receive NEFs, the petitioning,

applying, objecting, or prevailing party

must conventionally serve efiled

documents (including, e.g., statements and

letters efiled by the court) on individuals

entitled to service of process who are not

JEFS users or who have not consented to

electronic service.4

Submission of Wills

Decedents’ wills should be submitted in

accordance with RCCH Rule 2(g). Where a

presented will contains personal

information as defined by HCRR Rule 2.19,

the copy of the will submitted pursuant to

RCCH Rule 2(g)(1) should redact the

personal information.

Obtaining Hearing Dates for

Petitions

Shortly after the petition and supporting

documents are efiled, 2 file-marked copies

of the petition, along with the proposed

order setting date, time, and place of

hearing (OSTPH) shall be delivered to the

Estate & Probate Branch (EPB), which shall

set the hearing and efile the OSTPH. 2 file-marked copies of the petition and OSTPH

will subsequently be forwarded to the

chambers of the probate judge by EPB.

4 Postage prepaid, addressed envelopes

should also be submitted for documents

Hearing Petitions

Except for OSTPHs, 2 copies of all proposed

documents for judge’s signature (e.g.,

orders, judgments, stipulation and orders,

etc.) should be submitted in paper form to

the chambers of the probate judge.

Ex Parte Petitions

Note: Any ex parte petitions efiled directly

through JEFS contrary to the steps below

will be processed by the court without the

opportunity for correction.

In line with existing process, the unfiled

original of the ex parte petition, along with

any supporting or proposed documents,

should be submitted in paper form to EPB.

A list of interested parties in the Microsoft

Excel spreadsheet format described in the

JEFS User Manual should be submitted to

EstatesAndProbate.1CC@courts.hawaii.gov.

Should corrections be warranted, paper

submissions will be returned with a pink

sheet.

When ready for and prior to efiling, EPB will

contact the submitting party for requisite

filing fees.

Informal Applications

Shortly after the application and supporting

documents are efiled, a file-marked copy of

all efiled documents as well as the original

of all proposed documents (e.g., statements

of informal appointment of personal

representative, acknowledgments of

authority, letters of appointment, etc.)

should be submitted in paper form to EPB.

required to be conventionally served by the

clerk.

Circuit Court of the First Circuit, JEFS User Guide 17

Courtesy Copies

A party who has efiled a document

pertaining to a hearing, other than the

initiating petition itself, shall deliver 2 file-marked paper copies of the document to

the chambers of the probate judge in an

expeditious manner. All exhibits attached

to the document should be tabbed

appropriately.

Obtaining Updated Letters

Requests for updated letters should be

submitted to EPB in paper form and state:

• The name and contact information

of the requesting party;

• The case name and number; and

• The number of copies requested.

Applicable fees will be payable at the time

the request is presented.

Subpoenas

For uncontested cases or contested cases

retained by the probate court, subpoenas

proposed for issuance should not be efiled,

but instead submitted in paper form to EPB

as an original and 2 copies. The original and

1 certified copy of issued subpoenas will be

returned to the submitting party. Once a

subpoena is served and return of service is

completed, the subpoena should either be

(1) scanned and efiled by the JEFS User or

(2) conventionally filed by the self-represented party at EPB and subsequently

scanned and efiled into JIMS by the clerk.

For assigned contested cases, the

procedures described under the

“Subpoenas and Summons” section for civil

cases should be followed.

Circuit Court of the First Circuit, JEFS User Guide 18

APPENDIX D: Docket Code Listing DFN Demand for Notice

DISC Disclosure of

For Probate Court Cases DISCL Disclaimer

This is the entire list of the document filing DJT Demand for Jury Trial

codes available in JEFS for cases before the DOC Document

probate court:

EL Exhibit List

RA Document EMEPP Emergency Ex Parte Petition

9INF Info Confidential Ntc - HCCR9 EPFA Ex Parte Approval Final Accts

9INFC Info Confidential Doc - HCCR9 EPIC Ex Parte-Iss out of state depo

9LTR Confidential Letter - HCCR9 EPP Ex Parte Petition

AAD Answer & Disclosure EPPRL Ex Parte Pet to Renew Letters

AAW Affidavit of Attesting Witness EPSA ExParte Seal Settlem Agreement

ACA Acknowledgement of Authority ERRAT Errata Re:

ADFC Affid/Dec Re: Atty Fees,Cost ETD Ex Parte App-Depo Writ Interog

AFF Affidavit Filed EXH Exhibit

AIA App Inf Appt Pr (w/o will) EXPM Ex Parte Motion

AIAA App Iss of Acknow of Authority FLAG Flag Sheet

AIW App Inf Prob Will-Inf Appt PR FNW Final Naming of Witnesses

AMPET Amended Petition FR Final Receipt

ANH Amended Notice of Hearing IFP Request for In Forma Pauperis

AOA Acceptance of Appointment IN Inventory

AOP Affidavit of Publication IPI Informal Probate Info Sheet

APJO Approval & Joinder JDG Judgment

APP Application JOIN Joinder

APR Approval JOW Joinder and waiver of Notice

ARG Annual Rpt of Guardian LOA Letters of Administration

ARW Appr Req & Waiver of Notice LOCG Letters of Consvtrshp & Grdshp

BC Birth Certificate LOCON Letters of Conservatorship

BUDGT Budget LOG Letters of Guardianship

CCL Creditor's Claim LSA Letters Special Administration

CCWIL Cert Copy Last Will & Testamnt LT Letter

CD Certificate of Death LTEST Letters Testamentary

CNOTX Cert re:No Est & Trnsfr Tx Due MD Motion to Dismiss

COA Change of Address MEO Memorandum in Opposition

CONST Consent MER Memo in Reply/Response to

CS Certificate of Service MES Memorandum in Support of

CST Closing Statement MIGS Ex Parte-Issue Garnishee Sumns

CWILL Copy of Will MOT Motion for

DEC Declaration MR Motion for Reconsideration

DEDE Deposition Desig of Depo of MSJ Motion/Summary Judgment

DEPO Deposition NA Notice of Appeal

Circuit Court of the First Circuit, JEFS User Guide 19

NAPP Notice-Appearance /Counsel SIPR Stmnt Intest Informal Appt PR

NOH Notice of Hearing SIPW Stmnt Infml Prob Will/Appt PR

NOM Nomination SM Statement of Mailing

NPA Notice-Pendency of Action SM12 Statement of Mailing; Exh 1&2

NTCE Notice SMAB Statement of Mailing; Exh A&B

NTDEP Notice of Taking Deposition STIP Stipulation to

OBJ Objections SUB Subpoena

OR Official Receipt SUMM Summons

OT Other SUP Supplement

PACA Petn for Allowance of Claim TRS Trust Rgistration Statement

PACSG Petn-Appt Conservator&Guardian VEDTH Verification of Death

PAIA Petition - Adj Intest/Appt PR WDW Withdrawal

PASA Petition Appt of Sp Admin WDWE Req Wdwl of Exhs & Receipt

PAST Pet-Appt Successor Trustee WEL Witness and Exhibit Lists

PDH Petition - Determination Heirs WILL Will Deposit

PDOC Proposed Document WON Waiver-Notice

PET Petition for WSUB Withdrawal & Substi of Counsel

PJI Proposed Jury Instructions

PMAIL Proof of Mailing

PORD Proposed Order

PPW Petn-Probate Of/Representative

PSERV Proof of Service by Mail

PWC Petition Withdraw as Counsel

RACR Rqst Access Court Record-HCCR

RAS Service-Return/Acknowledgement

REC Receipt

RENUN Renunciation

REQ Request

RESP Response

REXAP Request to Excuse Appearance

RKK Report-Kokua Kanawai

RMSTR Report of Master

RNPA Rel of Not of Penden of Action

RT Request for Transcript

SCH Stipul-Continue He/Order

SCON Stip to Continue Case

SCROA Supp Cert Record on Appeal

SCST Settlement Conf Statement

SDT Subpoena Duces Tecum

SETTA Settlement Agreement

SIP Statement/Interested Person

Circuit Court of the First Circuit, JEFS User Guide 20

APPENDIX E: Docket Code Listing DEPO Deposition

DISCL Disclaimer

For Land and Tax Cases DISM Notice of Dismissal

This is the entire list of the document filing DJT Demand for Jury Trial

codes available in JEFS for Land and Tax Cases:

DOC Document

9INF Info Confidential Ntc - HCCR9 EFJ Exempl Foreign Judgment

9INFC Info Confidential Doc - HCCR9 EL Exhibit List

9LTR Confidential Letter - HCCR9 EOD Entry of Default

AAW Affidavit of Attesting Witness EPP Ex Parte Petition

ACA Acknowledgement of Authority EPPRL Ex Parte Pet to Renew Letters

ACKRT Acknowledgment of Receipt ETD Ex Parte App-Depo Writ Interog

AFF Affidavit Filed EX28 Ex Parte Ext for Service

AFOS Affidavit of Service EX29 Ex Parte Ext for Def Judgmnt

AMJUD Amended Judgment EXH Exhibit

AMPET Amended Petition EXPM Ex Parte Motion

ANCMP ANSWER TO COMPLAINT EXPMP Ex Parte Motion/Petition

ANH Amended Notice of Hearing EXPUB Ex Parte - Svc by Publication

ANSW Answer EXREQ Request for Default by Clerk

AOM Affidavit of Mailing FE Fee Exemption Form

AOP Affidavit of Publication FNW Final Naming of Witnesses

APJO Approval & Joinder IFP Request for In Forma Pauperis

APP Application JDG Judgment

AWS Appear & Ack of Service JNEOJ Judgment & Not Entry of Judg

BC Birth Certificate JOIN Joinder

BKSR Bankruptcy Status Rpt LCIS Land Crt Info Sheet

CAMD Complaint Amended LOA Letters of Administration

CCLAI Counterclaim LOCG Letters of Consvtrshp & Grdshp

CD Certificate of Death LOCON Letters of Conservatorship

CERT Certificate LOG Letters of Guardianship

CIT Citation LSA Letters Special Administration

CM Certificate of Mailing LT Letter

CMP Complaint LTEST Letters Testamentary

CMPS Complaint and Summons MCON Motion to Continue

CNOTX Cert re:No Est & Trnsfr Tx Due MD Motion to Dismiss

COA Change of Address MDJ Mot-Default Judg/Summary Judg

COMR Commissioner's Report MEMO Memorandum

CONST Consent MEO Memorandum in Opposition

CROA Certified Record on Appeal MEP Memorandum of Pretrial

CS Certificate of Service MER Memo in Reply/Response to

DEC Declaration MES Memorandum in Support of

DECRE Decree MEXP Motion to Expunge

Circuit Court of the First Circuit, JEFS User Guide 21

MOT Motion for RACR Rqst Access Court Record-HCCR

MPSJ Mot-Partial Summary Judgment RAFEE Request for Attorney Fees and

MQSH Motion to Quash RAS Service-Return/Acknowledgement

MR Motion for Reconsideration RAV Req for Audio-Video Recording

MSA Motion to Set Aside REC Receipt

MSJ Motion/Summary Judgment RED Request-Entry Default

MTAX Motion for Taxation of Costs REDEF Request-Entry Default by Clerk

MTCD Motion to Compel Discovery RENUN Renunciation

MTWC Mtn for Withdrawal/Sub of Cnsl REPLY Reply

MVAC Motion to Vacate REQ Request

NA Notice of Appeal RESP Response

NAPP Notice-Appearance /Counsel RLIEN Release of Lien

NBR Notice-Bankruptcy RNPA Rel of Not of Penden of Action

NBR13 Not-Chapter 13 Bankruptcy Peti ROS Return of Service

NDO Notice-Dismissal w/o Prejudice RT Request for Transcript

NDW Notice-Dismissal W/Prejudice SCH Stipul-Continue He/Order

NEJ Notice of Entry of Judgment SCON Stip to Continue Case

NEJO Notice-Entry Judgment/Order SCROA Supp Cert Record on Appeal

NHM Non-Hearing Motion SCST Settlement Conf Statement

NLP Notice-Lis Pendens SDT Subpoena Duces Tecum

NOH Notice of Hearing SETTA Settlement Agreement

NOR Notice-Resetting SFDW Stip Dism w/Prej all Cla & Pty

NPA Notice-Pendency of Action SFDWO Stip Dis w/oPrej all Cla & Pty

NSET Notice of Setting SJD Satisfaction-Judgment

NSUB Notice-Submission SJUDG Stipulated Judgment

NTCE Notice SM Statement of Mailing

NTDEP Notice of Taking Deposition SM12 Statement of Mailing; Exh 1&2

NTS Notice-Trial Setting SMAB Statement of Mailing; Exh A&B

NTSC Notice-Trial Setting Conf ST Statement of

NWDL Not W/drawal of Mtn Filed On STDSM Stipulation to Dismiss

OR Official Receipt STIP Stipulation to

OT Other SUB Subpoena

PDOC Proposed Document SUG Suggestion of Death

PET Petition for SUP Supplement

PFOF Prop Find Facts, Cncl of Law WDW Withdrawal

PMAIL Proof of Mailing WDWE Req Wdwl of Exhs & Receipt

PORD Proposed Order WEL Witness and Exhibit Lists

PRLTR Petition to Renew Letters WL Witness List

PSERV Proof of Service by Mail WSUB Withdrawal & Substi of Counsel

PTCT Petiti-Amend Trans/Number

RA Document