Haw. JEFS User Guide: jefs user guide third circuit

Third Circuit Court

Judiciary Electronic Filing

System (JEFS) Guide

October 18, 2019

(updated September 2020, June 2021)

Judiciary Electronic Filing System (JEFS) Guide for Third Circuit, Circuit Court Users

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Table of Contents

Glossary of Terms......................................................................................................................................... 3

Introduction.................................................................................................................................................. 4

JIMS Civil Launch Dates................................................................................................................................ 4

Getting Started and Registration................................................................................................................. 5

Technology Requirements........................................................................................................................... 6

Ho‘ohiki......................................................................................................................................................... 6

JEFS Availability............................................................................................................................................ 7

Form of Documents...................................................................................................................................... 7

Filing Fees..................................................................................................................................................... 8

Non-payment of Filing Fees......................................................................................................................... 8

Civil Information and Additional Claims Information Sheets..................................................................... 8

PDF – Formatting, Bookmarks and the 10 MB limit.................................................................................... 9

Documents Filed in Error.............................................................................................................................. 9

Notice of Electronic Filing (NEF)................................................................................................................. 10

Signatures................................................................................................................................................... 10

Obtaining Hearing Dates............................................................................................................................ 10

Motions to Intervene................................................................................................................................. 11

Ex Parte Motions........................................................................................................................................ 11

Courtesy Copies.......................................................................................................................................... 12

Certified Copies of Court Documents........................................................................................................ 12

Submission of Proposed Orders, Decrees and Judgments........................................................................ 12

Subpoenas and Summons and Return of Service..................................................................................... 13

Court Forms................................................................................................................................................ 14

Contact Information/Support.................................................................................................................... 14

APPENDIX A: Statewide Location Codes for all Civil Cases....................................................................... 15

APPENDIX B: Docket Code Listing for Circuit and District Court Civil Cases............................................ 16

APPENDIX C: Probate Court Guidelines………………………………………………………………………………………………. 22

APPENDIX D: Probate Docket Codes …………………………………………………………………………………………………….24

Judiciary Electronic Filing System (JEFS) Guide for Third Circuit, Circuit Court Users

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Glossary of Terms

efile Electronically file documents through JEFS.

FAQ Frequently asked questions.

HEFSR Hawai’i Electronic Filing and Service Rules.

Hoʻohiki To be replaced by JIMS, Hoʻohiki is the Judiciary’s database of limited civil case

information from court records filed in the circuit, family, and district courts

available to the public via the internet.

HRCP Hawaiʻi Rules of Civil Procedure.

JEFS Judiciary Electronic Filing System.

JEFS User An individual with a valid JEFS login and password.

JIMS Judiciary Information Management System -- the case management system

developed by the Hawai’i Judiciary to record information and documents related to

all cases filed in the courts in the State of Hawai’i.

NEF Notice of electronic filing that is generated automatically when a document is filed

electronically through JEFS or JIMS.

NOC Notice of Correction.

NOCD Notice of Court Date.

PDF Adobe Portable Document Format.

RCCH Rules of the Circuit Courts, State of Hawai’i.

“/s/” A signature for efiled documents by JEFS Users (e.g., “/s/ Jane Lawyer”).

Judiciary Electronic Filing System (JEFS) Guide for Third Circuit, Circuit Court Users

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Introduction

This guide contains general information and technical guidelines for electronic filing in the

Judiciary’s Electronic Filing System (JEFS) for civil cases filed in the Circuit and District Courts of

the Third Circuit.

The guide was developed to provide JEFS Users with a source for practical information to ease

the transition to JEFS. It is provided for the convenience of JEFS Users and should not be relied

upon as a source of legal authority. Court filings are subject to court rules and this guide is not a

substitute for the applicable court rules in any civil lawsuit.

The Judiciary has more detailed information and materials available on its website to assist JEFS

Users, including FAQs and a JEFS User Manual. These materials can be located at

https://www.courts.state.hi.us/district-court-and-circuit-court-civil-court-cases-moving-to-jefs-

this-fall. There are also training videos online for new JEFS Users. We urge you to review these

materials to ease the transition to electronic filing for civil cases.

The guide will be updated periodically. JEFS Users are encouraged to check the Judiciary’s

website for the most current version.

JIMS Civil Launch Dates

The launch of JIMS Civil and start of attorney efiling in civil cases will begin on the following three

dates:

For District Court Civil Cases: October 7, 2019:

Case Types include:

• Civil TROs

• Ignition Interlock

• Regular Claims

• Small Claims

• Special Proceedings - Post-Conviction Relief

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For Circuit Court Civil Cases: October 28, 2019:

Case Types include:

• Circuit Court Civil

• Conservatorship & Guardianship

• Conservatorship Proceeding

• *Equity (all new cases will be filed as Trust cases)

• *Large Guardianship (all new cases will be filed as Conservatorship Proceeding cases)

• *Law (all new cases will be filed as Circuit Court Civil cases)

• Mechanic and Materialman's Lien

• Prisoner Rights

• Probate

• *Small Guardianship (all new cases will be filed as Conservatorship Proceeding cases)

• Special Proceeding

• Trust

*Documents associated to prior case types

will remain status quo

For Land and Tax Cases: November 18, 2019:

Case Types include:

• Land

• Tax Appeal

Getting Started and Registration

Attorneys will be required to electronically file all documents relating to Circuit and District Court

civil cases through JEFS.

To electronically file documents, attorneys must register online through the Judiciary’s website.

If you already have a JEFS User login and password for appellate or criminal cases, you may use

your existing JEFS login/password to efile documents in civil cases and you do not need to re-

register.

If you are not already a JEFS User, register online as follows:

1. Click “Efiling” from the Judiciary home page (https://www.courts.state.hi.us).

2. Click “Judiciary Electronic Filing and Service System (JEFS) Login Page.”

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3. You will be directed to the JEFS login page where you must click “Register for Access.”

4. You then must submit the requested information to obtain your login and password.

There is no registration fee for JEFS.

Law firms may designate a JEFS Organization Administrator who will be able to: (1) approve and

manage the attorney JEFS Users associated with the firm; (2) access all the documents for cases

in which a member of the firm is a party; and (3) file documents on behalf of an attorney. To

arrange for a JEFS Organization role, the firm should send their request to:

helpdesk.requests@courts.hawaii.gov

Technology Requirements

All Circuits makes the following technology equipment recommendations for attorneys who use

JEFS to view and efile documents. If you or your information technology staff need more

assistance, please contact helpdesk.requests@courts.hawaii.gov. A personal computer that can

support the following software and peripherals. (Required)

1. Operating System: Windows 7 or higher or Mac OS X or higher (Required).

2. An Internet connection and Web Browser (Required): Chrome 44, Firefox 43, IE11 or

Safari 9 (Recommended)

3. An Email address per JEFS User (Required)

4. Monitor (Required) or two monitors (Recommended). A word processor

(Required)/Microsoft Word (Recommended).

5. Adobe Acrobat Reader (Required) for reviewing court documents and Adobe Acrobat

Standard or Pro DC for editing/converting documents (Recommended)

6. Scanner or Multi-Purpose Scanner/Copier/Printer (Recommended) which may be

necessary to image and convert paper documents to electronic PDF format.

Ho‘ohiki

Approximately one week prior to the launch of JEFS/JIMS, data entry into the Judiciary’s existing

case management system will be suspended and there will be a blackout period to prepare for

the transition and migration of data to JIMS. Consequently, the data that will be viewable online

in Hoʻohiki will represent a last snapshot of case information prior to the blackout period.

During the blackout period one week prior to launch, court documents may still be filed at the

courthouse and hearing dates for motions can still be obtained in the usual manner. Please note

Judiciary Electronic Filing System (JEFS) Guide for Third Circuit, Circuit Court Users

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that documents filed during the blackout period, newly scheduled court dates, minutes from

hearings, etc., will not be viewable in Hoʻohiki.

After the launch of JIMS Civil:

• Court documents that have been conventionally filed at the courthouse during the

blackout period will be docketed by court staff into JIMS as PDF documents.

• Information relating to court events such as minutes from court hearings during the

blackout period, will be manually entered into JIMS by the court staff.

• It will take the court staff some time to complete this work from the blackout period.

Therefore, your patience is greatly appreciated.

Once JIMS launches, information about civil cases filed in the Circuit and District Courts will no

longer be viewable online in Hoʻohiki.

JEFS Availability

JEFS is available every day, including holidays and weekends. The system is shut down for

maintenance Monday through Saturday between midnight and 4 a.m. (HST). System

maintenance is longer on Sundays, from 12:00 a.m. – noon.

Efiling may slow down prior to system maintenance at 12:00 a.m. This may relate to efiling

volume, network, and other technical variables outside of JEFS and could cause the efiling

submission to fail. To avoid this problem, JEFS Users should provide sufficient time to address

technical issues prior to filing deadlines.

If JEFS is unavailable due to technical problems, JEFS Users should submit a paper document to

the appropriate court clerk for lodging. If JEFS is unavailable due to natural or unforeseen

circumstance that causes closure of the courts, filing deadlines may be extended by order of the

Supreme Court as has happened in the past. JEFS Users should check the Judiciary website for

special orders extending deadlines in the event of unanticipated court closures.

JEFS Users will be automatically logged out of the system after 60 minutes of inactivity.

Form of Documents

The first page of each document must have at least a 3-inch top margin or a 3-inch-by-3-inch

space in the top right corner to accommodate the electronic JIMS filing stamp. The bottom

margin must be at least an inch for the JIMS certification stamp.

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If you have any questions about the form of efiled documents, please call the Third Circuit Court

at (808) 961-7400 for Hilo or (808) 322-8750 for Kona or email: CFC.3CC@courts.hawaii.gov

Filing Fees

Attorneys may pay filing fees by credit card at the time of efiling by using the Hawai’i Information

Consortium secure online credit card system. There is no additional fee for online payment by

the Judiciary, however, there is a 2.6% processing fee assessed by HIC.

Attorneys may also opt to “Pay Later” at the courthouse or by mail. Payment must be made in

cash (in person only), check, cashier’s check, money order or credit card within 10 days of efiling.

Checks should be made payable to “Clerk of the Court.”

Under/over payments will be reviewed by court staff in the Legal Documents Branch in Hilo at

(808)961-7400, in Kona at (808) 322-87850 or Estate and Probate (808)961-7650, as appropriate.

If you have any questions about your fee assessment or under/over payments, please contact

these offices directly.

Non-payment of Filing Fees

If a court filing fee is not paid within 10 days of efiling, the document will be stricken and the

claim or case may be dismissed.

Civil Information and Additional Claims Information Sheets

Any initial civil complaint filed pursuant to HRCP 3 must still be accompanied by a civil information

sheet that is filed separately from the complaint. Any affirmative pleading filed after the initial

complaint must also be accompanied by an additional claims information sheet and must be

separately filed upon the filing of the affirmative pleading. If a case is transferred from district

court to circuit court, the plaintiff must file a civil information sheet within 7 days after filing of

the noticing of docketing.

Fillable civil information and additional claims information sheets in PDF format will available on

the Judiciary’s website before the JIMS launch.

For further information, please refer to HRCP 3 and 3.1, recently amended for JEFS

implementation.

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PDF – Formatting, Bookmarks and the 10 MB limit

JEFS accepts document files in PDF format only. PDF documents may be created in several ways:

• In some versions of Microsoft Word, you may “save as” and select “PDF.” In other versions

of Word, you may select “Adobe PDF” on the toolbar and then select “Convert to PDF.”

• In recent versions of WordPerfect, you may select “publish to PDF” from the File menu.

• Most copy machines now include software that allows you to scan the document to create a

PDF document. Please refer to the manufacturer instructions.

JEFS will not accept PDF documents greater than 10MB. Content and formatting of the document

may impact the overall file size in PDF format. For example,

• Documents signed with a “/s/” will be smaller in size than with an original or inked signature.

• Documents comprised of text only will be much smaller in file size than a document that

contains graphics or color images.

• Resolution of scanned documents should be set no less than 200 dpi (dots per inch) and no

greater than 300 dpi. Lower resolution scans will not print with sufficient quality and higher

resolution scans will considerably increase file size.

Before efiling, JEFS Users should view the file size and divide the document into separate PDF

documents as needed. If the JEFS User has Adobe Acrobat Professional, PDF files can also be

“optimized” to reduce file size.

Documents should be scanned using optical character recognition (OCR) when possible.

In addition to a numbered index, documents efiled with multiple sections should have assigned

PDF bookmarks.

Documents Filed in Error

An attorney who efiles a document in the wrong case, efiles an incorrect version of a document,

adds the wrong party to the case, or files a document in error, should immediately call the Third

Circuit Court Legal Documents Branch at (808) 961-7400 for Hilo or (808) 322-8750 for Kona. Be

prepared to provide the Case ID, the docket number, the description of the erroneous efiling,

and the efiling date and time.

In some instances, the clerk is not allowed to change the entry without court order. In such cases,

the filing party will need to efile a motion to correct the record. The clerk’s corrective action, if

allowed, will generate a Notice of Correction (NOC) that will be emailed to JEFS Users and sent

by U.S. mail for non-JEFS Users.

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Importance of Docket Codes When Efiling Documents

When efiling a document, it is of critical importance that the filing party take great care to input the

proper docket code that corresponds to the document being filed. Therefore, each efiler must take the

time to study and familiarize themselves with the many docket codes that are available. See Appendix B,

infra. Using a generic docket code (e.g., MOT) instead of a specific docket code that was created for the

specific document being filed (e.g., MR) could result in the document being suspended in limbo

Notice of Electronic Filing (NEF)

After a document is efiled, JIMS sends a Notice of Electronic Filing (NEF) 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 should 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) can 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 may use wet signatures or they may esign documents by typing his or her name in the

space usually reserved for a handwritten signature preceded by “/s/” (e.g., “/s/ Jane Lawyer”).

Obtaining Hearing Dates

A filing party must obtain a hearing date before efiling any hearing motion. In a civil case the

Circuit and District Courts of the Third Circuit, filing parties shall obtain hearing dates by

contacting the appropriate court staff at the following divisions/districts:

1. The filing party shall call the appropriate court staff for a hearing date:

Division #1 – (808) 961-7464 or email 1stDivisionSched.3CC@courts.hawaii.gov

Division #2 – (808) 961-7454 or email 2ndDivisionSched.3CC@courts.hawaii.gov

Division #3 – (808) 443-2210 or email 3rdDivisionSched.3CC@courts.hawaii.gov

Division #4 – (808) 322-8755 or email 4thDivisionSched.3CC@courts.hawaii.gov

Judiciary Electronic Filing System (JEFS) Guide for Third Circuit, Circuit Court Users

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North/South Hilo and Puna District Civil – (808) 961-7515

Kona District Civil – (808) 322-8703

North/South Kohala and Hamakua District Civil – (808) 443-2030

2. It is the filing party’s responsibility to fill in the assigned date, time and location of the

hearing before filing a motion in JEFS. Also, Rule 7.2 of the Rules of Circuit Court requires

below the title of the document on the first page to indicate:

(a) The title of the motion;

(b) The name of the judge;

(c) The hearing date and time, if applicable; and

(d) The trial date or “none” if a trial has not been set

3. e filing party must conventionally serve self-represented parties who are not JEFS Users.

4. Filing party to provide 2 courtesy copies to the Circuit Court (unless waived by the court).

No courtesy copies are required for District Court.

Motions to Intervene

Attorneys should efile Motions to Intervene together with a proposed Order as one document

entitled “Motion for ______”.

The procedure is as follows”

1. Attorney to add the intervening party or business via submit on existing case.

2. Attorney to upload document and select intervening party/business as filing party.

3. Attorney does not add him or herself until the court rules on the motion.

4. The motion will be reviewed by the assigned judge and the order will be efiled by the

court staff granting or denying the motion. The proposed Order for judge’s signature

shall include the attorney caption at the top left corner of the first page.

Ex Parte Motions

Attorneys should efile Ex Parte motions together with the proposed order as one document

entitled “Ex Parte Motion for _____”.

The procedure is as follows:

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1. The ex parte motion will be reviewed by the assigned judge and a separate order will

be efiled by court staff granting or denying the ex parte motion. The proposed Order

for the judge’s signature shall include the attorney caption at the top left corner of the

first page.

2. Orders (granting or denying) will be efiled.

Courtesy Copies

In Circuit Court cases, two courtesy copies of filed motion (hearing, non-hearing, and ex parte

motion), responses or oppositions to motions, replies and documents relating to any motion

(e.g., a joinder, statement of position, etc.) must be delivered to the chambers of the assigned

judge promptly after filing. All exhibits attached to the motion, opposition or response, or

other document must be tabbed. These requirements are set forth in RCCH Rule 7.2(g)(6).

For district courts statewide, no hard copy courtesy copies shall be required to be provided to

the court.

Certified Copies of Court Documents

Certified copies of court documents filed in JEFS can be purchased from eCourt Kokua, the

website through which the public may access court information online. An electronic

certification will appear in red on the bottom on the first page of the document.

Alternatively, certified copies of court documents may be purchased at the courthouse.

Conventionally certified copies will contain the traditional embossed seal.

Submission of Proposed Orders, Decrees and Judgments

Proposed orders, decrees and judgments should be filed with a cover sheet as the first page

(e.g., Proposed Order Denying Motion to Dismiss) as required by HEFSR 9.1.

Please do not file proposed orders, etc. unless you have first attempted to secure or have

secured approval as to form from all other parties as required by RCCH 23(a).

If a proposed order, decree, or judgment is not approved as to form within the time specified in

RCCH 23(b) or is disputed, then you may file a Notice of Submission with 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, decree, or judgment. The following docket codes should be used when filing proposed

orders, etc.:

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CIRCUIT COURT

“NSUB” = Notice of Submission “PJDG” Proposed Judgment

“PORD” = Proposed Order “PDOC” = Proposed Document

DISTRICT COURT

“PJDG” = Proposed Judgment “PORD” = Proposed Order

“PROP” = Proposed “PDOC” = Proposed Document

The court will review and sign proposed orders, decrees and judgments which will be filed by

court staff. Prevailing parties are required to conventionally serve the self-represented parties

and non-JEFS Users.

For judgments or orders that require a notice of entry, the prevailing party should also prepare and file

the notice of entry with the proposed order and/or judgment, and deliver to the assigned judge fully

addressed, stamped envelopes for service of non-JEFS Users and self-represented parties. Please make

sure to include a cover sheet with the envelopes specifying the case name, civil number, and docket

number, filing date and title of the proposed order or judgment. The court clerk shall serve the notice of

entry on parties who are not JEFS users or who have not consented to electronic service as provided for

in HRCP Rule 5.

Subpoenas and Summons and Return of Service

Upon request, registered attorney JEFS Users may obtain signed and sealed electronic PDF

subpoena and summons forms from the Legal Documents Branch. The PDF subpoena and

summons forms will not be accessible on the Judiciary’s internet website.

Self-represented parties must fill out subpoena and summons forms and present them to the

Legal Documents Branch for a file stamp and seal.

Once a subpoena or summons or is served, the Return of Service is either: (1) scanned and efiled

by the JEFS User or (2) conventionally filed by the self-represented party at the Legal Documents

Branch where it will be scanned and efiled into JIMS by the clerk.

With respect to HRCP 45(a) subpoenas, Legal Documents staff will provide hard copy, blank,

signed and sealed subpoena forms to attorneys and self-represented parties who appear in

person at the courthouse and request them from Legal Documents.

Parties will be required to file the first page of the subpoena/summons form at issuance and the

second page after service.

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Return of Service

Process Servers shall submit the complete Return of Service to the attorney for efiling.

Court Forms

Third Circuit forms can be accessed on the court forms webpage or in person at:

District Court

https://www.courts.state.hi.us/self-help/courts/forms/hawaii/district_court_forms

Circuit Court

https://www.courts.state.hi.us/self-help/courts/forms/hawaii/circuit_court_forms

Hale Kaulike N/S Kohala & Hamakua Keahuolu Courthouse

777 Kilauea Avenue 67-5187 Kamamalu St 74-5451 Kamakaeha Avenue

Hilo, HI 95720 Kamuela, HI 96743 Kailua-Kona, HI 96740

Enhancements

The Judiciary welcomes suggestions on how JEFS can be improved. Attorneys can call the

Statewide JIMS Civil help desk at (808)534-6644 or email their suggestions to

helpdesk.requests@courts.hawaii.gov. Suggestions after November 29, 2019 may be made to the Legal

Documents Branch at Third Circuit Court Hilo, 808-961-7400, Kona, 808-322-8750, or email

CFC.3CC@courts.hawaii.gov

Contact Information/Support

General questions after the launch of JIMS Civil can be directed to the Third Circuit Court:

Ululani Johnasen, Third Circuit, Hilo, 808-961-7400, or email CFC.3CC@courts.hawaii.gov

Or

Norine Lauro, Third Circuit, Kona, 808-322-8750, or email CFC.3CC@courts.hawaii.gov

The Circuit and District divisions of the Third Circuit can be reached at:

Division #1 – (808) 961-7464 or email 1stDivisionSched.3CC@courts.hawaii.gov

Division #2 – (808) 961-7454 or email 2ndDivisionSched.3CC@courts.hawaii.gov

Division #3 – (808) 443-2210 or email 3rdDivisionSched.3CC@courts.hawaii.gov

Division #4 – (808) 322-8755 or email 4thDivisionSched.3CC@courts.hawaii.gov

North/South Hilo and Puna District Civil – (808) 961-7515

Kona District Civil – (808) 322-8703

North/South Kohala and Hamakua District Civil – (808) 443-2030

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Specific questions relating to the Court Annexed Arbitration Program (808)961-7428, and Estate

and Probate (808)961-7650 should be directly addressed to them.

APPENDIX A: Statewide Location Codes for all Civil Cases

These are the statewide location codes used in JEFS/JIMS with the Third Circuit Court location code

highlighted:

Court Circuit Location Code Description

Circuit 1C - FIRST HK ALAKEA

Circuit 1C - FIRST HP PUNCHBOWL

Circuit 1C - FIRST KK KANE`OHE

Third Circuit -

Circuit WA WAILUKU DIVISION

SECOND

Circuit 3C - THIRD KN KONA DIVISION

Circuit 3C - THIRD SH NORTH AND SOUTH HILO DIVISION

Circuit 5C - FIFTH UM LIHU`E DIVISION

District 1D - FIRST EW `EWA DIVISION

District 1D - FIRST HN HONOLULU DIVISION

District 1D - FIRST KP KANE`OHE DIVISION

District 1D - FIRST WH WAHIAWA DIVISION

District 1D - FIRST WN WAI`ANAE DIVISION

District 2D - SECOND HA HANA DIVISION

District 2D - SECOND LH LAHAINA DIVISION

District 2D - SECOND LN LANA`I DIVISION

District 2D - SECOND ML MOLOKA`I DIVISION

District 2D - SECOND WA WAILUKU DIVISION

District 3D - THIRD HM HAMAKUA DIVISION

District 3D - THIRD KA KA'U DIVISION

District 3D - THIRD KN KONA DIVISION

District 3D - THIRD NH NORTH HILO DIVISION

District 3D - THIRD NK NORTH KOHALA DIVISION

District 3D - THIRD PN PUNA DIVISION

District 3D - THIRD SH NORTH AND SOUTH HILO DIV

District 3D - THIRD SK SOUTH KOHALA DIVISION

District 5D - FIFTH UM LIHU`E DIVISION

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APPENDIX B: Docket Code Listing for Circuit and District Court Civil Cases

This is the entire list of the document filing codes available in JEFS for Circuit and District Court Civil

Cases:

APPENDIX B: Docket Code Listing for Circuit Court Civil Cases

This is the entire list of the document filing codes available in JEFS for Circuit Court Civil Cases:

Civil JEFS Docket Code list with JEFS Category (sorted by Description)

Code Description JEFS Category

AOA Acceptance of Appointment SPT - Supporting Documents

ACA Acknowledgement of Authority SPT - Supporting Documents

ACKRT Acknowledgment of Receipt SVC - Service

AOR Acknowledgment of Receipt MSC - Miscellaneous

AS Acknowledgment of Service SVC - Service

ACIS Additional Claims Info Sheet SPT - Supporting Documents

ADFC Affid/Dec Re: Atty Fees,Cost COU - Counsel

AF Affidavit SPT - Supporting Documents

AFF Affidavit Filed SPT - Supporting Documents

AAW Affidavit of Attesting Witness SPT - Supporting Documents

AOM Affidavit of Mailing SVC - Service

AOP Affidavit of Publication SVC - Service

AFOS Affidavit of Service SVC - Service

ACAMO Amended Complaint;Money owed COM - Complaint

AMJUD Amended Judgment JDG - Judgment

ANOA Amended Notice of Appeal NOT - Notice

ANH Amended Notice of Hearing NOT - Notice

AMPET Amended Petition PET - Petition

ARG Annual Rpt of Guardian RPT - Reports and Findings

ANSW Answer RSP - Response

AAD Answer & Disclosure RSP - Response

ANCMP ANSWER TO COMPLAINT RSP - Response

ANSCL Answer; Addt'l Claims RSP - Response

AB Answering Brief SPT - Supporting Document

AATS App Approv Transf Settl Rights APP - Application

AIA App Inf Appt Pr (w/o will) APP - Application

AIW App Inf Prob Will-Inf Appt PR APP - Application

AIAA App Iss of Acknow of Authority APP - Application

APDEC Appeal fr Dec Dir of Cust Svcs NOT - Notice

AWS Appear & Ack of Service SVC - Service

APP Application APP - Application

ARW Appr Req & Waiver of Notice SPT - Supporting Documents

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APR Approval SPT - Supporting Documents

APJO Approval & Joinder SPT - Supporting Documents

ATA Attorney Affirmation SPT - Supporting Documents

BKSR Bankruptcy Status Rpt RPT - Reports and Findings

BC Birth Certificate SPT - Supporting Documents

BUDGT Budget SPT - Supporting Documents

CCWIL Cert Copy Last Will & Testamnt SPT - Supporting Documents

CNOTX Cert re:No Est & Trnsfr Tx Due SPT - Supporting Documents

CERT Certificate DOC - Document

CD Certificate of Death SPT - Supporting Documents

CM Certificate of Mailing SVC - Service

CS Certificate of Service SVC - Service

CROA Certified Record on Appeal SPT - Supporting Documents

COA Change of Address MSC - Miscellaneous

COATH Charge Under Oath DOC - Document

CIT Citation PET - Petition

CIS Civil Information Sheet SPT - Supporting Documents

CLA Claim DOC - Document

CST Closing Statement STM - Statements

COMR Commissioner's Report RPT - Reports and Findings

CMP Complaint COM - Complaint

CAMD Complaint Amended COM - Complaint

CMPS Complaint and Summons COM - Complaint

9LTR Confidential Letter - HCCR9 CNF - Confidential Documents

CONST Consent RSP - Response

CWILL Copy of Will SPT - Supporting Documents

CDROA Counter Designation of ROA SPT - Supporting Document

CCLAI Counterclaim COM - Complaint

CCL Creditor's Claim DOC - Document

XCL Cross Claim COM - Complaint

DJCGW Decla Jdg Cred Garnish Wages SPT - Supporting Documents

DEC Declaration SPT - Supporting Documents

DECAS Declaration Re: Attempt Svc SVC - Service

DECRE Decree SPT - Supporting Documents

DJT Demand for Jury Trial DOC - Document

DFN Demand for Notice NOT - Notice

DEPO Deposition DOC - Document

DEDE Deposition Desig of Depo of DOC - Document

DR Designation of Record SPT - Supporting Document

DISCL Disclaimer SPT - Supporting Documents

DISC Disclosure of SPT - Supporting Documents

DST Distribution St & Acct of Comm SPT - Supporting Documents

DOC Document DOC - Document

RA Document SPT - Supporting Documents

EMEPP Emergency Ex Parte Petition PET - Petition

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EOD Entry of Default EVS - Event Status

ERRAT Errata Re: SPT - Supporting Documents

EXPTS Ex Parte - Ext for PTS MOT - Motion

EXPUB Ex Parte - Svc by Publication MOT - Motion

ETD Ex Parte App-Depo Writ Interog APP - Application

EPFA Ex Parte Approval Final Accts PET - Petition

EX29 Ex Parte Ext for Def Judgmnt MOT - Motion

EX28 Ex Parte Ext for Service MOT - Motion

EMOE Ex Parte Mot-Exam Judg Debtor MOT - Motion

EXPM Ex Parte Motion MOT - Motion

EXPMP Ex Parte Motion/Petition MOT - Motion

EPPRL Ex Parte Pet to Renew Letters PET - Petition

EPP Ex Parte Petition PET - Petition

EPTRO Ex Parte Petition for TRO PET - Petition

EPIC Ex Parte-Iss out of state depo MOT - Motion

MIGS Ex Parte-Issue Garnishee Sumns MOT - Motion

EPIG Ex Parte-Pet for Ign Interlock PET - Petition

EPSUM Ex Parte-serv by Cert Mail MOT - Motion

EFJ Exempl Foreign Judgment COM - Complaint

EXH Exhibit SPT - Supporting Documents

EL Exhibit List DOC - Document

EPSA ExParte Seal Settlem Agreement PET - Petition

FE Fee Exemption Form DOC - Document

APPRC Filing Fee Waiver Request APP - Application

FNW Final Naming of Witnesses DOC - Document

FR Final Receipt SPT - Supporting Documents

FLAG Flag Sheet OTH - Other Documents

FSO Free Standing Ord of Restituti ORD - Order

667 HRS 667-17 Affirmation DOC - document

9INFC Info Confidential Doc - HCCR9 CNF - Confidential Documents

9INF Info Confidential Ntc - HCCR9 CNF - Confidential Documents

IPI Informal Probate Info Sheet SPT - Supporting Documents

INTP Intervention COM - Complaint

IN Inventory SPT - Supporting Documents

JOIN Joinder SPT - Supporting Documents

JOW Joinder and waiver of Notice SPT - Supporting Documents

JDG Judgment JDG - Judgment

JNEOJ Judgment & Not Entry of Judg JDG - Judgment

JP Judgment for Possession JDG - Judgment

JONO Judgment on Order Granting JDG - Judgment

LCIS Land Crt Info Sheet SPT - Supporting Documents

LT Letter MSC - Miscellaneous

LOA Letters of Administration SPT - Supporting Documents

LOCON Letters of Conservatorship SPT - Supporting Documents

LOCG Letters of Consvtrshp & Grdshp SPT - Supporting Documents

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LOG Letters of Guardianship SPT - Supporting Documents

LSA Letters Special Administration SPT - Supporting Documents

LTEST Letters Testamentary SPT - Supporting Documents

LE List of Exhibits DOC - Document

LW List of Witnesses DOC - Document

MER Memo in Reply/Response to MEM - Memorandum

MEMO Memorandum MEM - Memorandum

MEO Memorandum in Opposition MEM - Memorandum

MES Memorandum in Support of MEM - Memorandum

MEP Memorandum of Pretrial MEM - Memorandum

MDJ Mot-Default Judg/Summary Judg MOT - Motion

MSALE Mot-for Confirmation of Sale MOT - Motion

MOT Motion for MOT - Motion

MR Motion for Reconsideration MOT - Motion

MTAX Motion for Taxation of Costs MOT - Motion

MTCD Motion to Compel Discovery MOT - Motion

MCON Motion to Continue MOT - Motion

MD Motion to Dismiss MOT - Motion

MEXP Motion to Expunge MOT - Motion

MQSH Motion to Quash MOT - Motion

MSA Motion to Set Aside MOT - Motion

MVAC Motion to Vacate MOT - Motion

MSJ Motion/Summary Judgment MOT - Motion

MPSJ Mot-Partial Summary Judgment MOT - Motion

MTWC Mtn for Withdrawal/Sub of Cnsl MOT - Motion

NOM Nomination SPT - Supporting Documents

NHM Non-Hearing Motion MOT - Motion

NWDL Not W/drawal of Mtn Filed On NOT - Notice

NBR13 Not-Chapter 13 Bankruptcy Peti NOT - Notice

NTCE Notice NOT - Notice

NA Notice of Appeal NOT - Notice

DISM Notice of Dismissal NOT - Notice

NOPD Notice of Dismissal - Partial NOT - Notice

NEJ Notice of Entry of Judgment NOT - Notice

NOH Notice of Hearing NOT - Notice

NREMV Notice of Removal NOT - Notice

NSET Notice of Setting NOT - Notice

NTDEP Notice of Taking Deposition NOT - Notice

NTXA Notice of Tax Appeal NOT - Notice

NOAT Notice-Appeal/Req Tr De Novo NOT - Notice

NAPP Notice-Appearance /Counsel NOT - Notice

NBR Notice-Bankruptcy NOT - Notice

NDO Notice-Dismissal w/o Prejudice NOT - Notice

NDW Notice-Dismissal w/Prejudice NOT - Notice

NEJO Notice-Entry Judgment/Order NOT - Notice

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NLP Notice-Lis Pendens NOT - Notice

NPF Notice-Payment of Fees NOT - Notice

NPA Notice-Pendency of Action NOT - Notice

NOR Notice-Resetting NOT - Notice

NSUB Notice-Submission NOT - Notice

NTS Notice-Trial Setting NOT - Notice

NTSC Notice-Trial Setting Conf NOT - Notice

OBJ Objections SPT - Supporting Documents

OR Official Receipt OTH - Other Documents

OB Opening Brief SPT - Supporting Document

OCTRA Ord for Cert and Trans of ROA SPT - Supporting Document

OT Other OTH - Other Documents

PDC4 Pet/Adm to Drug Court TIV PET - Petition

PDC5 Pet/Adm to Drug Court TV PET - Petition

PAST Pet-Appt Successor Trustee PET - Petition

PGF Pet-Det Good Faith Settlement PET - Petition

PTCT Petiti-Amend Trans/Number PET - Petition

PAIA Petition - Adj Intest/Appt PR PET - Petition

PDH Petition - Determination Heirs PET - Petition

PASA Petition Appt of Sp Admin PET - Petition

PET Petition for PET - Petition

PRLTR Petition to Renew Letters PET - Petition

PWC Petition Withdraw as Counsel PET - Petition

PPCR Petition-Post Convict Relief PET - Petition

PACA Petn for Allowance of Claim PET - Petition

PACSG Petn-Appt Conservator&Guardian PET - Petition

PPW Petn-Probate Of/Representative PET - Petition

PSTMT Position Statement STM - Statements

PTS Pre Trial Statement STM - Statements

PMAIL Proof of Mailing SVC - Service

POSM Proof of Service by Mail SVC - Service

PSERV Proof of Service by Mail SVC - Service

PFOF Prop Find Facts, Cncl of Law DOC - Document

PROP Proposed DOC - Document

PDOC Proposed Document DOC - Document

PJDG Proposed Judgment JDG - Judgment

PJI Proposed Jury Instructions DOC - Document

PORD Proposed Order DOC - Document

REC Receipt DOC - Document

RNPA Rel of Not of Penden of Action DOC - Document

RG Release of Garnishee DOC - Document

RLIEN Release of Lien DOC - Document

CCR Remanded from Circuit Court CS - Case Status

RENUN Renunciation SPT - Supporting Documents

REPLY Reply RSP - Response

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RB Reply Brief SPT - Supporting Document

RMSTR Report of Master SPT - Supporting Documents

RKK Report-Kokua Kanawai RPT - Reports and Findings

RAV Req for Audio-Video Recording DOC - Document

WDWE Req Wdwl of Exhs & Receipt DOC - Document

REQ Request MOT - Motion

RAFEE Request for Attorney Fees and COU - Counsel

EXREQ Request for Default by Clerk MOT - Motion

IFP Request for In Forma Pauperis MOT - Motion

RT Request for Transcript DOC - Document

REXAP Request to Excuse Appearance DOC - Document

PRE Request to Exempt CAAP MOT - Motion

RED Request-Entry Default MOT - Motion

REDEF Request-Entry Default by Clerk MOT - Motion

RESP Response RSP - Response

RPTS Responsive Pretrial Statement STM - Statements

RE Return of Records/Exhibits MSC - Miscellaneous

ROS Return of Service SVC - Service

RM Returned Mail COR - Correspondence

RACR Rqst Access Court Record-HCCR APP - Application

SATIS Satisfaction OTH - Other Documents

SJD Satisfaction-Judgment DOC - Document

RAS Service-Return/Acknowledgement SVC - Service

SETTA Settlement Agreement DOC - Document

SCST Settlement Conf Statement STM - Statements

ST Statement of STM - Statements

SM Statement of Mailing SVC - Service

SM12 Statement of Mailing; Exh 1&2 SVC - Service

SMAB Statement of Mailing; Exh A&B SVC - Service

SCSE Statement of the Case STM - Statements

SIP Statement/Interested Person STM - Statements

SCN Statement-Claim And Notice COM - Complaint

STR Status Report RPT - Reports and Findings

SFDWO Stip Dis w/oPrej all Cla & Pty STI - Stipulations

SFDW Stip Dism w/Prej all Cla & Pty STI - Stipulations

SCON Stip to Continue Case STI - Stipulations

SJUDG Stipulated Judgment JDG - Judgment

STIP Stipulation to STI - Stipulations

STDSM Stipulation to Dismiss STI - Stipulations

SCH Stipul-Continue He/Order STI - Stipulations

SIPW Stmnt Infml Prob Will/Appt PR STM - Statements

SIPR Stmnt Intest Informal Appt PR STM - Statements

SUB Subpoena SBP - Subpoena

SDT Subpoena Duces Tecum SBP - Subpoena

SUG Suggestion of Death SPT - Supporting Documents

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SUMM Summons SPT - Supporting Documents

SCROA Supp Cert Record on Appeal SPT - Supporting Documents

SUP Supplement SPT - Supporting Documents

TOP Transcript of Proceedings MSC - Miscellaneous

TRS Trust Rgistration Statement STM - Statements

VEDTH Verification of Death SPT - Supporting Documents

WON Waiver-Notice NOT - Notice

WILL Will Deposit SPT - Supporting Documents

WDW Withdrawal DOC - Document

WSUB Withdrawal & Substi of Counsel COU - Counsel

WEL Witness and Exhibit Lists DOC - Document

WL Witness List DOC - Document

WRD Written Request for Disclosure DOC - Document

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.

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

New Cases: Efile Petition and Proposed Order Setting Date, Time and Place of hearing. The court will

schedule and efile the order.

Pending cases: Contact the chambers of the probate judge hearing the case.

Ex Parte Petitions

Attorneys should efile Ex Parte Petitions together with the proposed documents and order as

one document entitled “Ex Parte Petition”.

The procedure is as follows:

1. The ex parte petition will be reviewed by the assigned judge and a separate order will

be efiled by court staff granting or denying the ex parte motion. The proposed Order

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for the judge’s signature shall include the attorney caption at the top left corner of the

first page.

2. Orders (granting or denying) will be efiled.

Informal Applications

Shortly after the application and supporting documents are efiled, the original will and certified copy of

the Death Certificate shall be submitted to the court.

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 efiled with proposed letters attached. Certified letters may be

obtained through eCourt Kokua or in manage my cases.

Subpoenas

For assigned contested cases, the procedures described under the “Subpoenas and Summons” section

for civil cases should be followed

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APPENDIX D: Docket Code Listing

For Probate Court Cases

This is the entire list of the document filing codes available in JEFS for cases before the probate court:

RA Document

9INF Info Confidential Ntc - HCCR9

9INFC Info Confidential Doc - HCCR9

9LTR Confidential Letter - HCCR9

AAD Answer & Disclosure

AAW Affidavit of Attesting Witness

ACA Acknowledgement of Authority

ADFC Affidavit/Dec Re: Attorney Fees, Cost

AFF Affidavit Filed

AIA App Informal Appt PR (w/o will)

AIAA App Issuance of Acknow of Authority

AIW App Informal Probate Will-Informal Appt PR

AMPET Amended Petition

ANH Amended Notice of Hearing

AOA Acceptance of Appointment

AOP Affidavit of Publication

APJO Approval & Joinder

APP Application

APR Approval

ARG Annual Report of Guardian

ARW Appr Request & Waiver of Notice

BC Birth Certificate

BUDGT Budget

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CCL Creditor's Claim

CCWIL Cert Copy Last Will & Testament

CD Certificate of Death

CNOTX Cert re: No Est & Transfer Tax Due

COA Change of Address

CONST Consent

CS Certificate of Service

CST Closing Statement

CWILL Copy of Will

DEC Declaration

DEDE Deposition Designation of Depo of

DEPO Deposition

DFN Demand for Notice

DISC Disclosure of

DISCL Disclaimer

DJT Demand for Jury Trial

DOC Document

EL Exhibit List

EMEPP Emergency Ex Parte Petition

EPFA Ex Parte Approval Final Accts

EPIC Ex Parte-Issue out of state depo

EPP Ex Parte Petition

EPPRL Ex Parte Pet to Renew Letters

EPSA Ex Parte Seal Settlement Agreement

ERRAT Errata Re:

ETD Ex Parte App-Depo Writ Interrog

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EXH Exhibit

EXPM Ex Parte Motion

FLAG Flag Sheet

FNW Final Naming of Witnesses

FR Final Receipt

IFP Request for In Forma Pauperis

IN Inventory

IPI Informal Probate Info Sheet

JDG Judgment

JOIN Joinder

JOW Joinder and waiver of Notice

LOA Letters of Administration

LOCG Letters of Conservatorship & Guardianship

LOCON Letters of Conservatorship

LOG Letters of Guardianship

LSA Letters Special Administration

LT Letter

LTEST Letters Testamentary

MD Motion to Dismiss

MEO Memorandum in Opposition

MER Memo in Reply/Response to

MES Memorandum in Support of

MIGS Ex Parte-Issue Garnishee Summons

MOT Motion for

MR Motion for Reconsideration

MSJ Motion/Summary Judgment

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NA Notice of Appeal

NAPP Notice-Appearance /Counsel

NOH Notice of Hearing

NOM Nomination

NPA Notice-Pendency of Action

NTCE Notice

NTDEP Notice of Taking Deposition

OBJ Objections

OR Official Receipt

OT Other

PACA Petition for Allowance of Claim

PACSG Petition-Appt Conservator&Guardian

PAIA Petition - Adj Intest/Appt PR

PASA Petition Appt of Special Admin

PAST Petition-Appt Successor Trustee

PDH Petition - Determination Heirs

PDOC Proposed Document

PET Petition for

PJI Proposed Jury Instructions

PMAIL Proof of Mailing

PORD Proposed Order

PPW Petition-Probate Of/Representative

PSERV Proof of Service by Mail

PWC Petition Withdraw as Counsel

RACR Request Access Court Record-HCCR

RAS Service-Return/Acknowledgement

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REC Receipt

RENUN Renunciation

REQ Request

RESP Response

REXAP Request to Excuse Appearance

RKK Report-Kokua Kanawai

RMSTR Report of Master

RNPA Release of Not of Penden of Action

RT Request for Transcript

SCH Stipulation-Continue He/Order

SCON Stipulation to Continue Case

SCROA Supplemental Cert Record on Appeal

SCST Settlement Conference Statement

SDT Subpoena Duces Tecum

SETTA Settlement Agreement

SIP Statement/Interested Person

SIPR Statement Intest Informal Appt PR

SIPW Statement Informal Probate Will/Appt PR

SM Statement of Mailing

SM12 Statement of Mailing; Exhibits 1&2

SMAB Statement of Mailing; Exhibits A&B

STIP Stipulation to

SUB Subpoena

SUMM Summons

SUP Supplement

TRS Trust Registration Statement

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VEDTH Verification of Death

WDW Withdrawal

WDWE Request Withdrawal of Exhibits & Receipt

WEL Witness and Exhibit Lists

WILL Will Deposit

WON Waiver-Notice

WSUB Withdrawal & Substi of Counsel