Source: https://www.sccourts.org/clerkOfCourtManual/displaychapter.cfm?chapter=1
Timestamp: 2019-02-20 23:41:00
Document Index: 70082693

Matched Legal Cases: ['§14', '§ 17', '§ 14', '§ 63', '§ 15', '§ 14', '§ 15', '§ 17', '§ 15', '§ 30', '§ 63', '§ 63', '§ 63', '§ 44', '§ 63', '§ 30', '§ 63', '§ 63', '§ 63', '§ 44', '§ 63']

1.1 Opening and Distribution of Mail
The objective of an efficient mail receiving operation is to sort, open and distribute mail as quickly and accurately as possible. To promote consistency, you may wish to formulate a written policy or guidelines clearly informing staff of mail protocol. Instructions for the following should be included:
Identification of any mail that should not be opened, such as items marked "personal" / "confidential".
1.3.1 Initiating Documents - Depending on the type of action, these will include:
Verify that the documents filed are originals. Reference: S.C. Code §14-17-510.
Assign a case number (see Assigning Case Numbers) and enter information on computer system
Return the copy (ies) of the filed document, if provided by attorney or relevant party, with the case number added, to the attorney or party who filed the papers. If certified copies are requested, prepare them as noted in Preparing Copies.
Verify that the case number is included on the document. If not, return the document to the individual submitting it and request that this information be provided. Some courts, where filings are light, may elect to look up case numbers or call the attorney for the information.
Verify that the document is an original and that sufficient copies, if required, are provided (see Chapter 5, Chapter 6 and Chapter 7 for specific requirements in criminal, civil and Family Court matters).
If a fee is required (example: lis pendens, not filed with the original papers) verify that the fee is attached.
Make copies of the documents and distribute as required (see Chapter 5, Chapter 6 and Chapter 7 for distribution in criminal, civil and Family Court matters).
Record filing in CMS..
If the document modifies any information previously reported to Court Administration in CMS, record the changed information on the computer system and transmit the modified information via electronic transfer to Court Administration.
It is critical for personnel who receive and process case initiating documents to readily recognize the case type and associated filing fees or other costs that must be collected at the commencement of the case. Attorneys who regularly practice in the court are well aware of the required filing fees, but it is still incumbent on the clerk's office to verify the appropriate amount. Following such verification, one of the following actions will occur: issuance of a receipt, posting of the amount to the attorney's individual account, or passing the remittance to the bookkeeper for receipt and posting. In rare instances, filing fees may be waived (Chapter 7 and Chapter 8).
1.4.1 Receipts
Depending upon local practice, receipts for filing fees may be prepared by the case processing clerk or a cashier. In larger courts, the issuance of receipts for all funds in the clerk's office is often centralized in a cashiering operation to ensure consistent and accurate accounting procedures are followed.
Insure that the amount remitted is the correct amount. If an underpayment is received, it is strongly recommended that the document not be filed until the appropriate fee or an order granting a motion for leave to proceed in forma pauperis is provided. Return the document to the person intending to file it and inform them of the appropriate filing fee. (See also 6.3.1)
If an overpayment is received, the clerk may accept the filing and return the excess amount. In the alternative, the entire payment may be returned with a request for the correct amount to be remitted. You may wish to consult with your county treasurer as to the preferred method in your county.
Prepare the receipt - receipts should be pre-numbered or computer-generated. The minimum information acceptable is: date, amount, case number, and from whom received. Additional information which may be desired is: case name, form of payment, check number and the initials of the staff person issuing the receipt.
Fees should be remitted for each case when filed. Some counties, however, permit attorneys and law firms to accumulate filing fees based on ledger cards or books kept by the clerk's office. Periodic bills for the accumulated amount are prepared and sent to the firms. Although this practice is strongly discouraged, if it is the local practice, it is important to keep timely records and to ensure that the procedure is understood by all parties. Abuses such as delayed payment after billing should not be tolerated.
(Refer to Chapter 2 for more detail on fees, processing, distribution, deposits, etc.)
1.5 Assigning Case Numbers
In 1974 a uniform case numbering system was adopted for cases filed in South Carolina courts. Each case number identifies the year (two digits), court (CP , GS, DR, or JU), county (numeric code) and sequential number of that case within a given calendar year. For example, case number 2012-CP-40-000147 would be the 147th Common Pleas case filed during 2012 in Richland County (#40 on the county code list). (See Chapter 7 for County Code List.)
Case numbers are assigned when a case initiating document is filed. The case number is entered on the original and all copies of that document returned to the filing attorney or party. It is crucial that careful control be exerted over the assignment of case numbers so that no two cases are given the same number and that no case number is skipped.
New case numbers are not assigned to cases that are continued. (See Chapters 5, 6 and 7 for criminal, civil and Family Court situations.)
Cases remanded from the Court of Appeals, Supreme Court or Bankruptcy Court for re-trial in Common Pleas, General Sessions or Family Court retain the original case number and are restored using the restored date process in CMS and FCCMS.
CMS can assign numbers as new case information is entered on the system.
The case file folder, or case jacket, is the central repository for all documents filed in a court case. It is important to establish an active filing system that provides ready access to files when needed. This affords appropriate security and ensures positive file control whenever case jackets are removed from the clerk's office by other court staff or judges.
There is no standard for the case jacket used in the clerk's offices and a wide variety of folders and envelopes are used. The jacket and other filing supplies should be selected based on the envisioned use of the file throughout the life of the court case. The folder should be of a suitable weight considering the amount of handling envisioned. At the very least, the folder should be of letter size because Rule 10(d) of the South Carolina Rules of Civil Procedure requires letter size (8-½" x 11") documents to be filed in the courts. Legal size filing equipment can usually be easily modified to accommodate orderly filing of letter size folders. Folders may be color coded by case type or be of the standard manila color and color coded with tabs. File folders should have a factory installed two inch file fastener normally in the number two position. Only the amount of material the folder is designed for (one-half to three-fourths of an inch) should be placed in a folder before a second folder is initiated. Capacity is determined by the "score" marks on the lower front of the folder. Pre-numbered file folders are desirable if the quantity of each case type can be estimated for the year. The case title can be typed on a self-adhesive label and be placed on the front of the folder.
Comment: Some courts use extensive amounts of printing on case jackets and often these data blocks are ignored or not consistently used. Placing notes and annotations on the front of the jacket does provide a quick review of case status, however, such notes and annotations should not be considered an official record. Entries on the face of the folder should be made consistently.
Affix self adhesive label with case name to the upper right hand corner of the jacket.
File the case jacket with active pending cases or pass on to other case processing as appropriate.
1.6.2 Placing Subsequent Documents in the Case Jacket
If a clerk's initials are required after performing a function such as indexing or docketing, check for the initials.
Fasten the case papers in the jacket according to the filing date, the most recent on top. (Reverse chronological order is normally preferred because the items that are most frequently reviewed are the items most recently filed.)
Insert a cross-reference sheet in the case jacket to note the location of papers and exhibits that are filed in a special location, such as confidential , financial statement, psychological reports, etc.
If an additional jacket is needed due to the volume of material, place the same case number on the second jacket and designate it as Number 2 of 2 and place it behind the first jacket which should then be marked Number 1 of 2.
Access to the case jacket by non-clerical personnel should be established in written procedures that are carefully monitored and enforced by all court personnel. Not being able to find a jacket when needed is one of the most frustrating--but correctable--problems facing courts. Case jackets, except sealed and confidential files, are generally public records and may be made available to the public. The following guidelines for making records available are recommended:
Fulfill a request to see a record only if the requesting party knows the name of the case or case number. (Any other requests, such as for general research, should be granted only with the approval of the clerk or deputy, in accordance with any special requirements.)
Case jackets (i.e.case file folders) should be viewed by the public or parties only in the Clerk of Court office suite. They should not be removed from the clerk of court office suite.
Confidential cases can be reviewed in the clerk's office only by persons allowed access.
Jacket control should be enforced by consistently replacing the checked out jacket with an out card or an out folder. (This device indicates exactly who has the case jacket and when they took it.) CMS also provides a mechanism for tracking case files.
There are several options to consider concerning how active court cases are filed, what equipment to use, and the location and arrangement of the filing equipment in the office.
The most common filing system for court cases is a sequential arrangement by case number and year. Some courts, however, strictly separate active cases and disposed cases. The system to be used should be worked out for each case type based on the most efficient method for each clerk's office.
Cases entered on judgment roll are no longer active cases, but they need to remain accessible to title searchers and others. (See 1.18.2)
Define and limit the persons responsible for refiling. (Refiling should be controlled to reduce misfiling.)
Once case records are closed and considered for moving to an inactive record storage area, they are normally removed from filing equipment and boxed. Immediate access required for the active jackets is not required once records have been closed for a short period of time except for cases entered on the judgment roll. Those cases for which a judgment is not enrolled should be considered for storage in an inactive storage area.
Clearly label boxes. (Include case numbers, date boxed, retention code, assigned shelf space number.)
When a jacket is retrieved from a box, replace it with a cross reference sheet or out card with date removed and purpose, i.e., review or reopened.
Replace jackets in same place in box upon completion of review or new disposition.
The CMS and EDS will provide the process for clerks of court to report data to Court Administration. Ideally, data should be transmitted on a daily basis; however, local procedures will determine who and how often data is transmitted. Data should be transmitted at a minimum of once a month.
1.8 Preparing and Distributing Notices
Throughout the life of all court cases, the clerk's office is the focal point for communication of planned and scheduled events. Proper and timely communication to the parties, witnesses, counsel, and concerned agencies is crucial to the functioning of the judicial system. The attorneys representing parties and the solicitor have primary responsibility for the preparation, distribution or service of notices for hearings and trials. It may often be necessary to give appropriate and accurate information to pro se litigants so that the process and procedures for noticing are followed correctly.
NOTE: In some types of cases when the parties cannot be found after diligent efforts, service by publication in the local newspaper can be made. Requirements for proof of service by publication are specified in Rule 4(g),SCRCP.
Time standards specify periods of time within which certain actions must occur. By using time standards, the courts can determine how long cases are taking to reach disposition and identify cases that are not progressing in a normal fashion. Failure to comply with these standards has varying effects on different types of cases.
Pursuant to Rule 3(a) of the SC Rules of Criminal Procedure, within 15 days of arrest the magistrate (or any other official authorized to issue a warrant), shall forward to the Clerk of Court the original arrest warrant, bond document, and other papers pertaining to the case. Pursuant to (b) of this Rule, the Clerk of Court shall, within 2 business days from the receipt of the warrant from the issuing official, forward a copy of the arrest warrant to the solicitor.
1.9.2 Preliminary Hearings
Exceptions: Hearing is not to be held if defendant is indicted by the grand jury or waives indictment before preliminary hearing is held.
Indictment on arrest should be prepared by the solicitor within 90 days of receipt of the arrest warrant from the Clerk of Court. The indictment shall be filed with the Clerk of Court.
1.9.5 Common Pleas Cases
Pursuant to Rule 40, SCRCP (as amended 2007), the following time standards are quoted, verbatim:
The last sentence of Rule 40(b), SCRCP, establishes a minimum period of time following the joinder of a new party during which the action may not be called for trial without the consent of all parties. The 2007 amendment extends this period from 120 days to 180 days, and measures this period from the date the newly joined party is served with process, rather than the filing date of the pleading adding the new party. As before, the 180 day exclusion may be waived with the consent of all parties.
Note: Pursuant to Rule 53(e), SCRCP, when a matter has been referred, any appeal from any order or judgment issued by the master or special referee shall be to the Supreme Court or the Court of Appeals as provided by the South Carolina Appellate Court Rules.
The 365 Day Benchmark is a tool designed to move family court cases forward to completion and dismiss pending cases which have had no activity and no intent to further the action. The Family Court Benchmark order dated August 27, 2014 may be found here. The 365 Day Benchmark should not be used dismiss DSS abuse and neglect and juvenile cases.
Cases properly stricken under the 270 Administrative Strike order can be restored. Procedures for restoring those cases are located in Chapter 7 of the manual at Section 7.10.3. Cases dismissed pursuant to the 365 Day Benchmark may not be restored unless the case was dismissed improperly or in error.
Orders signed by the judge authorize, direct or prohibit certain actions by the parties involved. All orders must be filed with the Clerk of Court. The clerk is responsible for delivering the Notice of Entry of Judgment to parties according to the provisions of Rule 77(d), SCRCP.
In specified circumstances the clerk may sign certain types of orders (i.e., orders of reference by consent, cases of default, and foreclosure.)
Distribute notice of entry of judgment as necessary – Rule 77(d), SCRCP.
If the order disposes of part or all of case, make appropriate entries in CMS. Transmit data to Court Administration.
Take other action as required by order. For example, Order of Reference--send file to master. Order of Judgment--determine if it must be entered on judgment rolls. (See 1.18)
The Form 4C-Judgment in a Civil Case form must be attached to all Common Pleas orders that include information to enroll in the judgment index. The Form 4F-Judgment in a Family Court Case must be attached to all Family Court orders that include information to enroll in the judgment index. The clerk will review the Form 4C or Form 4F to determine the judgment information to be indexed, and the clerk is not responsible for reading the order to determine judgment index information.
Form 4C and Form 4F are not required to be submitted to the Court with orders that do not include information to enroll in the judgment index. If the clerk receives such an order without Form 4C attached, the clerk should enter and process the order pursuant to Rule 58 and Rule 77(d), SCRCP (i.e., the clerk should serve notice of entry of the judgment by mail or provide the attorneys with copies of the signed order by other means).
The section “For the Clerk of Court Office Use Only” should be completed by the clerk. as it has been with the previous version of Form 4.
Form 4C is not required to be attached to Transcripts of Judgment, Confession of Judgment, or the PPP Civil Judgment form.
For additional information regarding Form 4C and Form 4F, you may review the instructions included with the Form 4C and Form 4F in the forms section of this website.
When the clerk receives an order that includes judgment enrollment information for the judgment index, he or she should verify that a Form 4C or Form 4F is attached.
The clerk will review the form to determine what should be entered in the judgment index.
The clerk will file the Form 4C or Form 4F with the order.
Appeals from judgments, orders and decrees in the Circuit and Family Courts are initiated by the parties directly with the appellate court. The Clerk of Court receives a copy of the Notice of Intent to Appeal (or Notice of Appeal) which is clocked in and filed in the jacket of the case from which the appeal was taken. Further involvement in the appeal by the Clerk of Court follows on order from the appellate court.
If appeal is from a judgment that was enrolled, note appeal in Judgment Roll. (See 1.18.2)
File Notice in case jacket. NOTE: Some courts pull jackets of cases on appeal and file them in a separate location during the appeal.
Assemble requested materials (e.g., evidence, exhibits, original pleadings, etc.).
If the case is remanded from the Court of Appeals or Supreme Court for re-trial in Common Pleas, General Sessions or Family Court retain the original case number and restore the case using the restored date process in CMS and FCCMS.
File decision in case file.
Please note: From time to time, summary court appeals decided by the Circuit Court may be appealed to the Court of Appeals or the Supreme Court. When the case is remitted back to the Circuit Court by the Court of Appeals or the Supreme Court, the Circuit Court Clerk of Court is responsible for sending the remittitur back to the Summary Court which originally heard the case.
1.12 Exhibits: Their Acceptance, Storage, and Disposition
Records or articles known as exhibits are introduced as evidence in court proceedings to support litigation. No matter what form the exhibit takes, it should be properly controlled and carefully monitored until returned or destroyed pursuant to an order of the court. Each exhibit should be considered a one of a kind item that is irreplaceable if lost, stolen or misplaced. Exhibits often are not appropriate for storage with the case file because of the difference in the control, disposition and relative importance of the exhibits. In South Carolina, it is the responsibility of the court reporter to mark exhibits during a trial and annotate the exhibit index, list or log.
PLEASE NOTE: The 2008 Post Conviction DNA Procedures Act provides that for certain offenses, evidence should be preserved until the convicted person is released from incarceration, dies while incarcerated or is executed. If the person was convicted or adjudicated on a guilty or nolo contendere plea, the evidence must be preserved for seven years from the date of sentencing, or until the person is released from incarceration, dies while incarcerated or is executed—whichever occurs first, S.C. Code § 17-28-320(B). A January 9, 2009 memorandum from SC Court Administration provides a summary of the 2008 Post Conviction DNA Procedures Act and may be accessed by clicking on the link above.
After completion of a day's proceedings the court reporter must turn over exhibits to the Clerk of Court for safe keeping. A receipt should be furnished to the court reporter. (This could be an annotated copy of the exhibit list.)
Court reporters must not release any exhibit that was entered and accepted as evidence to any person other than the clerk. The clerk has responsibility for exhibits once received.
During the trial, exhibits should be kept locked in a secure file in the clerk's office or the courtroom. (Narcotics, weapons, money, and valuables, or sensitive material should be guarded or secured in a file cabinet during court recesses and lunch hours.)
Rejected exhibits and others to be withheld from the jury should be kept separate.
If the attorneys or a judge takes an exhibit from the clerk or the court reporter during the trial, a note should be made of the number of the exhibit and the person who has it.
Note: In special circumstances, if there are very large or bulky exhibits to be entered in the trial, special procedures should be encouraged, such as the attorneys stipulating that photographs or samples of the exhibits will be suitable. This will preclude storage problems of large narcotics seizures, automobile fenders, etc. The clerk is responsible for exhibits which have been received until their authorized destruction or return.
The clerk's office, exhibit storage and exhibits should be well controlled in a safe and secure room separate from the case files or, in the case of contraband, valuables, and money in a safe.
Exhibits may be kept in numerical order by case type or indexed on a card system with the location and destruction or return date indicated.
Note: The goal of the exhibit storage system should be to return or destroy exhibits as soon as practical and legally feasible and also to identify those exhibits that may need to be kept for a long period of time pending long-term felony sentences or a protracted appeals process. (See Chapter 3 and Rule 606, SCACR, for additional information)
SLED Regulation 73-140 governs the preparation of Controlled Substance Evidence for Destruction and allows for all controlled substance evidence and paraphernalia to be returned to the seizing officer or to the authorized representative of the seizing officer's law enforcement agency after the conclusion of the trial or plea.
The clerk of court shall prepare a transfer document which shall contain at least the following information:
Reference: S.C. Code of Regulations 73-140, Preparation of Controlled Substance Evidence for Destruction
1.13 Information Access
Much of the information filed in the Clerk of Court offices is of interest to the public. With few exceptions , these are public records which may be viewed on request. Some degree of control, however, must be exercised over when and where materials may be reviewed.
Judgment rolls are in great demand by title searchers, while individual case files may be of interest to individuals or the media. In any event, these are all official records of the court, and the Clerk of Court is responsible for their integrity.
As a general rule, the public should not have direct access to active case jackets, and access to closed records should be monitored. In no event should case jackets be removed from the courthouse. Except for review by judges or use in court, case jackets should not be allowed to leave the clerk's office. Records should be retrieved by a staff member, signed out to the individual, and reviewed in a designated area of the clerk's office pursuant to § 14-17-570 SC Code.
The following records are not subject to general public review and should be filed in a locked file cabinet or restricted access file room:
Juvenile Delinquency (S.C. Code § 63-19-2010) - This is covered in the section on Juveniles.
ACCESS TO CONFIDENTIAL RECORDS IS LIMITED TO THOSE WITH A LEGITIMATE INTEREST IN THE PROCEEDING.
See 7.18.1 for a discussion of the special issues connected with access to Family Court records.
1.13.3 Providing Copies
The clerk's office is frequently requested or required to provide copies of documents and records to the court or to the public. Policies for charging for public copies are set locally, but should be published and applied uniformly. Fees for certified copies are set by statute.
Regular copies. Depending on the arrangement of the office, copies may be made by members of the public or by a staff person. Procedures should be established so that documents to be copied are returned promptly to their original location.
Certified copies. Certified copies require official notation on the document that the copy is a true copy of the original. To prepare certified copies:
Apply certification stamp to document. Enter Clerk of Court's signature and initials of processing clerk.
The development of the statewide information system has reduced the burden upon the Clerks of Court for reporting various types of information to other agencies. Some direct reporting requirements remain, however, for both financial and non-financial aspects of the clerks' responsibilities.
Certificates reporting divorces and annulments
W/in 30 days of the filing of the decree
Certificates of Adoption (Not handled by child placing agency)
1.14.2 Financial
Monies received by the Clerk of Court are disbursed to a number of different offices and agencies. Monthly reports accounting for various portions of these monies accompany these disbursements. Chapter 2 discusses the details of these transactions.
The Clerk of Court performs various functions or services not directly related to court case activity, but important to state regulation of businesses or services provided to the public. In this capacity, the Clerk of Court's office provides a central repository for certain types of public information. These functions usually include providing the necessary forms, recording appropriate information, maintaining public access to the recorded information, and forwarding copies of recorded forms to the issuing agency.
In addition to state licenses, individual counties may also require licenses that the clerk issues, such as rolling store, hawkers and peddlers, and dance halls. Procedures for these county licenses are not included in this manual. Clerk required to issue local licenses may wish to develop and include those procedures in a local appendix.
a. Notaries public are licensed by the Secretary of State. Notaries must register with the Clerk of Court in any county in which they wish to work as a notary public.
The Clerk of Court should maintain a supply of petitions to be appointed Notary Public and applications for change of name of Notary Public for distribution as requested.
Verification: Verification that an individual is a registered notary is sometimes requested. When such a request is received the Notary Public book is consulted.
b. Appointed Officials: Appointed officials, such as deputy clerks and constables, must register their commissions with the Clerk of Court. The Public Officials book provides information on the registration requirements for each type of appointment, and serves as a reference for the clerk in these matters.
At one time, court security was a matter of concern only during high-risk or controversial trials. However, in recent years, court security has become a daily concern to everyone who works in or around the court in most jurisdictions around the country. Security incidents are not only sensational headline seeking events and disasters, but also daily occurrences which could disrupt court activity such as medical emergencies, fires, and minor disturbances in the hallways.
Court security can be defined as the procedures, technology, and architectural features needed to ensure both the safety of people and property within the courthouse and nearby grounds and the integrity of the judicial process. Security is needed on a daily basis, not just during special trials, but must not be so visible as to become repressive.
Establishment of a local committee comprised of representatives of the court , local law enforcement agencies and others with responsibility for or concerns about court security can be a useful mechanism for planning, implementing and improving security measures. One person should be responsible for overall courthouse security, usually from a local law enforcement agency. However, involvement of the clerk's office is central to the effectiveness of any security plan because the clerk's staff and bailiffs are present in the offices and courtrooms where incidents are likely to occur.
Familiarity with a security plan by all personnel can foster a security conscious attitude that will allow many types of incidents to be taken care of in the normal course of business. Plans should be designed to facilitate an immediate and appropriate response to any sudden and extraordinary situation, as well as to address routine security concerns for personnel and funds in the courthouse. Emergency planning should address responses to fire, bomb threats , major medical emergencies, prisoner escapes, floods, either from bursting pipes or weather; disturbances in the courtroom or public areas and hostage situations.
The effectiveness of the emergency and general security plans depends on how current they are, whether or not they are practiced by court personnel, and whether or not they are understood by everyone working in the system. Documented emergency plans are a component of good management and may save lives and prevent or reduce injuries. They also avoid liability and support operations during or after an emergency situation.
Clerk office personnel should be aware of courthouse security, emergency and contingency plans.
Training in emergency procedures should be provided to clerks office personnel.
Personal security procedures for self defense and risk avoidance such as working after hours.
Bailiffs and clerks should be instructed on signs of potential disturbances.
Emergency procedures for notification of law enforcement agency should be established and practiced.
Emergency evacuation procedures for fire and bomb threats should be established.
All personnel should be instructed in signs of a potential disturbance and who to notify.
Forms are the tools of the trade in the clerk's office. They comprise a large percentage of the communication to and from the court. Proper management of forms can help ensure an orderly workflow and a more efficiently run court system in general. A good forms management program can stem the proliferation of unnecessary forms, help to improve forms design, and control costs. As a starting point a catalog or list of all the forms used in the court should be developed, and a record kept of the quantities used.
Many of the forms used in the Circuit and Family Courts are designed by Court Administration. These forms are accessible on the Judicial Department’s website at www.sccourts.org/forms/.
Because the needs of each court require the development of additional forms for local use, a similar listing of local forms should be developed and updated periodically.
Organize each category. One approach might be by type of form or user: Internal Administration, Financial Forms, Form provided to Attorneys Forms, provided to the public.
Another approach might be by jurisdiction: Common Pleas, General Sessions, Family Court Child Support, etc.
Document the ordering history and cost for each form. (This should help in timely ordering of the correct quantity.)
Change local forms as needed--consolidate or redesign. Contact Court Administration if a form used locally may be appropriate for statewide use.
Send helpful comments to Court Administration and other offices which provide forms when improvement ideas emerge.
Once the basic steps have been taken, other opportunities to improve efficiency and cost effectiveness of the forms program become evident. These include the establishment of policies and procedures for purchasing forms, monitoring the use of the forms, and periodic review of each form for needed changes or possible improvements.
Forms analysis is simply a process of asking critical questions about each form used. Good analysis leads to better forms design. A sample Forms Design Questions and Checklist follows this chapter for reference.
In every court action, a judgment is rendered that dismisses the action against a party or finally determines the rights of a party to the action. The judgment may take the form of an order or a decree. When multiple claims or multiple parties are involved in one action, there may be more than one judgment rendered before the entire action is resolved.
For a discussion of the types of judgments see Chapters 5, 6 and 7.
Once rendered, a judgment must be entered by the clerk. Entry of judgment is accomplished through the use of the Entry of Judgment form. Pursuant to S.C. Code § 15-35-510, the clerk of court must keep, among the records of the court, a book for the entry of judgments, to be called the "abstract of judgments." The entry of judgment is recorded in the Case Management System pursuant to S.C. Code § 14-17-595, which provides that a public record required to be kept by a clerk of court including, but not limited to, a book, journal, index, paper, writing, written record, and written findings may be maintained in a computer system provided that a paper or microfilm record must be maintained on all permanently valuable records.
Enrolling a judgment is a separate procedure that is required when the judgment affects title to or lien upon property. Enrolling the judgment provides notice to those individuals who may want to determine whether property is or may be encumbered.
Not all judgments must be enrolled. For example, the court may order that a particular judgment should not be enrolled. Additionally, the following types of cases generally will not affect title to property and we recommend that they should not be enrolled:
Dismissals and non suits (See SCRCP Rule 41).
Settlements (unless made upon order of the court which requires future payment of a sum of money or affects title to real or personal property)
Cases stricken pursuant to SCRCP Rule 40(j)
Jury verdicts making no monetary award (or possession of property) to any party.
Other final judgments not awarding money or clearly not affecting the title to real or personal property.
Note: When in doubt as to whether real or personal property is affected, the final judgment should be enrolled.
In addition, the following cases represent confidential and sealed records and should not be entered in the judgment rolls:
See Chapter 7 concerning confidentiality of Family Court records.
1.18.1 Entry of Judgment
Unless otherwise ordered by the court, all judgments are to be entered. Note that § 15-35-350 permits the filing and entry of a "confession of judgment" without the prior filing of a summons and complaint and service. Entering a judgment pursuant to Rule 58, SCRCP, is a separate procedure from enrolling a judgment on the Index of Judgments.
Fill out the Entry of Judgment Form (see Chapters 5, 6 and 7)
Make copies and mail to all parties affected by the judgment.
Reference: SCRCP Rule 58; Rule 77(d).
1.18.2 Enrolling a Judgment
Unless otherwise ordered by the court, if the judgment affects real or personal property it must be enrolled.
Use the original case number to enroll judgment. If a General Sessions or Family Court judgment is being enrolled in Common Pleas Court, assign such judgments a CP number.
Include the following information: case name, nature of judgment, date of entry of judgment, costs as allocated.
Reference: SCRCP 78(b); Chapter 2.
1.18.3 Transcript of Judgment
From time to time the Clerk of Court is called upon to issue or file a transcript of judgment. A transcript of judgment is a certification by the person issuing it, that a judgment has been entered in his/her court and reflects the entries on that court's docket book. By filing a transcript of judgment from the magistrate court in the circuit court, or from one circuit court in another circuit, notice of that judgment is on record to serve as public notice of the judgment.
Verify that the information reported is correct as reflected in the Judgment Roll and includes:
Collect filing fee for transcripts from magistrate or federal courts, but not from other circuit courts.
Create Judgment Roll file or file by Judgment Roll number in Transcript of Judgment file according to local practice.
A copy of a foreign judgment authenticated in accordance with an act of Congress or the statutes of this State may be filed with the Clerk of Court of any county in which the judgment debtor resides or owns real or personal property. Along with the foreign judgment, an affidavit of the judgment creditor or his attorney must be filed with the clerk stating that the judgment is final, that it is unsatisfied in whole or in part indicating the amount remaining unpaid on the judgment, and whether the judgment is further contested.
Upon receipt of a foreign judgment with affidavit and appropriate filing fee:
Assign Common Pleas case number following procedures outlined in Section 1.5 of this manual.
Provide stamped copy (with assigned case number) to attorney or filing party.
Create case jacket following procedures outlined in Section 1.6 of this manual.
Change of Venue may be ordered because the action was filed in the wrong location originally, or because for some reason a fair trial cannot be had in the county where filed. (See also 3.1.3)
Upon receipt of order to change venue:
Make certified copies of all documents in case jackets and place in chronological order in the case jacket. If making certified copies is impractical, an order of the court may be requested to eliminate this requirement. (See 1.13.3)
Forward original case documents and evidence, together with a certified copy of the order and a transmittal acknowledging receipt for use by receiving court, to the court as directed in the order.
Reference: General Sessions: § 17-21-80; Common Pleas: § 15-7-110, SCRCP 82(b).
Consider order for change of venue as the case initiating document and treat it as a new case.
Use the date the case was received in your court as the filing date. If the order transferring venue requires that the case be tried according to its filing date in the county of origin, make appropriate arrangements to assure the case will appear on the trial roster out of numerical sequence.
If case transferred is a General Sessions case, the costs and expenses of the trial will be paid by county where the Bill of Indictment was found.
Proceeds from any fines imposed will be directed to the clerk having original jurisdiction.
1.19.2 Transfer of Case to Another County or Magistrate’s Court
Occasionally, a case that was filed in a particular circuit court may not be heard there. Instead, it may be sent to the magistrate court if that court also has jurisdiction in the matter, or it may be transferred to another county if a transfer of case is ordered. When either of these circumstances arise, the Clerk of Court must forward the records to the appropriate office. It is recommended that the county transferring the case request a receipt from the receiving county. These cases shall continue to use their originating county’s case number, and upon completion of the trial, all documents and exhibits shall be transferred to the originating county.
1.19.3 Remanding Warrant to Magistrate Court
When it is determined that a criminal case should be sent back to the magistrate for prosecution, the solicitor advises the clerk in writing that a case has been "remanded" disposition and an explanation of the action taken that makes the case able to be tried in magistrates court. This may vary by circuit.
Transmit information to Court Administration using the appropriate disposition.
If the Chief Administrative Judge orders a civil case be transferred from circuit court to magistrate court, the Clerk of Court must close the circuit court case and send the case materials to the other court.
Make one certified copy of order, plus sufficient copies to distribute to parties or their attorneys.
Mail copies to parties or attorneys to notify them the case has been transferred.
Send information to Court Administration electronically during next scheduled transmission.
A case may be transferred from the U.S. District Court to the Circuit Court to be disposed. A U.S. District Court judge will sign an order to transfer or remand the case to the trial court level. When the Federal Court remands a case to the Circuit Court, the county clerk of court will receive, as an attachment to an e-mail, a copy of the remand order and the Notice of Electronic Filing (NEF). Attorneys of record are responsible for supplementing the state record with all documents filed in Federal Court.
Beginning September 1, 2005 attorneys who remove cases from the Circuit Court to the Federal Court must e-file the case records as an attachment to the Petition for Removal. As a result of Electronic Case Filing (ECF), there is no longer a need for the county clerks of court to send a copy of the records to the Federal Courts.
Collect $150 filing fee unless case was previously filed in the Circuit Court. The fee may be assessed at the time the attorney of record provides the hard copy of the file from the Federal Court.
Access to public records is provided for by the South Carolina Freedom of Information Act, Title 30 of the Code of Laws of South Carolina, 1976.
(c) “Public record” includes all books, papers, maps, photographs, cards, tapes, recordings, or other documentary materials regardless of physical form or characteristics prepared, owned, used, in the possession of, or retained by a public body. Records such as income tax returns, medical records, hospital medical staff reports, scholastic records, adoption records, records related to registration, and circulation of library materials which contain names or other personally identifying details regarding the users of public, private, school, college, technical college, university, and state institutional libraries and library systems, supported in whole or in part by public funds or expending public funds, or records which reveal the identity of the library patron checking out or requesting an item from the library or using other library services, except nonidentifying administrative and statistical reports of registration and circulation, and other records which by law are required to be closed to the public are not considered to be made open to the public under the provisions of this act; nothing herein authorizes or requires the disclosure of those records where the public body, prior to January 20, 1987, by a favorable vote of three-fourths of the membership, taken after receipt of a written request, concluded that the public interest was best served by not disclosing them. Nothing herein authorizes or requires the disclosure of records of the Board of Financial Institutions pertaining to applications and surveys for charters and branches of banks and savings and loan associations or surveys and examinations of the institutions required to be made by law. Information relating to security plans and devices proposed, adopted, installed, or utilized by a public body, other than amounts expended for adoption, implementation, or installation of these plans and devices, is required to be closed to the public and is not considered to be made open to the public under the provisions of this act.
S.C. Code § 30-4-40 was updated in May 2017 and sets out matters which are specifically exempt from disclosure. You may wish to obtain a copy of this code section and place it within easy access of this chapter.
Be aware that the following Family Court actions are statutorily exempt from disclosure: child abuse and neglect (§ 63-7-1990), adoption (§ 63-9-780), juvenile records (§ 63-19-2020), abortion for minors (§ 44-41-34(d)) and termination of parental rights (§ 63-7-2600). Please refer to Chapter 7 for more detailed information.
Fees for searching for or making copies of records
Pursuant to § 30-4-30(B), SC Code, the public body may establish and collect fees as provided for in this section. The public body may establish and collect reasonable fees not to exceed the actual cost of the search, retrieval, and redaction of records. The public body shall develop a fee schedule to be posted online. The fee for the search, retrieval, or redaction of records shall not exceed the prorated hourly salary of the lowest paid employee who, in the reasonable discretion of the custodian of the records, has the necessary skill and training to perform the request. Fees charged by a public body must be uniform for copies of the same record or document and may not exceed the prevailing commercial rate for the producing of copies. Copy charges may not apply to records that are transmitted in an electronic format. If records are not in electronic format and the public body agrees to produce them in electronic format, the public body may charge for the staff time required to transfer the documents to electronic format. However, members of the General Assembly may receive copies of records or documents at no charge from public bodies when their request relates to their legislative duties. The records must be furnished at the lowest possible cost to the person requesting the records. Records must be provided in a form that is both convenient and practical for use by the person requesting copies of the records concerned, if it is equally convenient for the public body to provide the records in this form. Documents may be furnished when appropriate without charge or at a reduced charge where the agency determines that waiver or reduction of the fee is in the public interest because furnishing the information can be considered as primarily benefiting the general public. Fees may not be charged for examination and review to determine if the documents are subject to disclosure. A deposit not to exceed twenty-five percent of the total reasonably anticipated cost for reproduction of the records may be required prior to the public body searching for or making copies of records.
"Public Relations" is the technique of developing and keeping goodwill with the people you serve. Being aware of how the clerk's office, and the judicial system in general, is perceived by lawyers, lay persons and even other government entities and professional organizations, is primary to maintaining good public relations.
Work life becomes second nature to most of us. We learn the routines and the "language" of the field we're in; it is easy to forget how confusing and intimidating the judicial system was when we first entered into it. Remembering those first days of uncertainty, and even fear, can go a long way in enabling clerk and their staff to maintain patience when in contact with the general public. Individuals have various responses to the court system: fear, awe, hostility, respect, indifference, and confusion. Providing assistance and instruction in a professional and pleasant manner creates not only a positive public image, it also creates an atmosphere of cooperation.
There may be occasions when the clerk or staff come into contact with representatives of the media. An understanding of which records are confidential and those which are not is essential on the part of the clerk's office. Generally, most records are public information. Exceptions are those records specifically identified by statute and any record which has been ordered sealed by a judge. If there is any question regarding the confidentiality of a record, contact your chief administrative judge or South Carolina Court Administration.
In Family Court the following are confidential records: adoptions (§ 63-9-780) , abuse and neglect (§ 63-7-1990), termination of parental rights (§ 63-7-2600) , abortion for minors (§ 44-41-34(d)), and juvenile records (§ 63-19-2020).
In circuit court the following are confidential records: expungements and abortions for minors.
The following procedures are provided as general guidelines when a deaf person or a non-English speaking person, who is a juror, witness, or a party to a legal proceeding is in need of an interpreter:
1. The clerk of court is to complete an order of appointment for an interpreter, SCCA/262, and obtain the judge’s signature on the order. (A list of interpreters is available through Court Administration).
2. The clerk of court should notify the interpreter of their appointment.
3. Once the interpreter’s services have been rendered, it is the interpreter’s responsibility to complete a timesheet, SCCA/264, and also the Request for Payment, SCCA/263.
4. The timesheet, SCCA/264, should detail the actual hours spent interpreting at the completion of the court proceeding. Interpreters will be compensated for mileage but not for travel time.
5. The interpreter should have the completed Request for Payment form, SCCA/263, ready to be signed by the judge at the completion of the hearing, trial, or plea. It may be necessary for the clerk of court to be a conduit between the judge and the interpreter in order to obtain the judge’s signature.
6. The clerk of court should mail the original or a certified true copy of these forms to Court Administration.
7. The clerk of court should retain a copy or the original of these forms for the court’s record.
The amount of payment that the court interpreter will receive is set by the May 20, 2004 order of the Chief Justice ($25.00 per hour for non-certified foreign language interpreters , $45.00 per hour for certified foreign language interpreters, and $45.00 for deaf/sign language). The Judicial Department will not compensate for amounts in excess of the rates set forth by the order of the Chief Justice. Any fee incurred from the services provided by the interpreter that exceeds the amounts per hour set forth by the above referenced order will be the responsibility of the County.
The Common Pleas and General Sessions Self-Audit Reports identifies cases with discrepancies in disposition information in addition to cases that are in the Case Management System (CMS) but have not been reported to the South Carolina Judicial Department (SCJD). The cases listed in the Self-Audit Report must be re-reported to the SCJD once the correct disposition is verified. For General Sessions Cases, where the disposition code reported to the SCJD is inaccurate and later corrected, it is the responsibility of the Clerk of Court to contact SLED to provide the correct disposition.
To perform a Self-Audit for Family Court cases, compare the Family Court Pending Cases Over 365 Days Report that has been generated from the County Stats Self-Audit Portal SCJD website to the list of cases in your respective county. Cases that are disposed in your system should not show pending on the SCJD report. If a record is identified that the SCJD report shows as pending but it has ended, check the confirmation report to see if there is an error message. If the confirmation report does not indicate an error for that record, retransmit the record. You can also see when your files were transmitted, statistics for each transmission, and any errors documented in the File Log by selecting the File Log tab.
A confirmation report is sent after each transmission. If a case has an error, it will not be updated in the SCJD system. Please correct and re-report any errors with your next transmission. After data from all counties has been transmitted for the month, SCJD generates monthly reports of caseload data for each circuit, by county. Please be sure that a confirmation report is received after each transmission. Not all transmissions from the clerk of court to the SCJD are successful and the file may not be received. Receipt of a confirmation report will ensure that the transmission was successful and the data was transmitted to SCJD.
The Clerks of Court are to verify that self-audits have been completed for Common Pleas, General Sessions, and Family Court Cases. To verify that a self-audit has been completed, select the Verification Tab and enter the date the self-audit was completed for each court, then select submit. Verification for each court type will be submitted to Court Administration.
1.24 Signature Stamps
Rule 11 of the SC Rules of Civil Procedure requires that every pleading, motion or other paper of a party represented by an attorney shall be signed in his individual name by at least one attorney of record who is an active member of the South Carolina Bar, and whose address and telephone number shall be stated. A party who is not represented by an attorney shall sign his pleading, motion or other paper and state his address.
From time to time the clerk of court may receive a document that has a signature stamp in place of an original signature. Rule 11, SCRCP, does not indicate that the signature must be an original signature. The clerk should accept any filing that has a signature stamp as well as a filing with an original signature.
1.25 Fraudulent or Sham Legal Documents
SECTION 30-9-30. Filing of written instruments concerning real or personal property; false or fraudulent documents
1.26 Pro Se Filings When Party is Represented by an Attorney
Clerks should not accept filings from a pro se party who is represented by counsel in that matter. However, should a pro se party file a motion to relieve or substitute counsel, these filings should be accepted by the clerk. Miller v. State, 388 S.C. 347, 697 S.E.2d 527 (2010),states in part:
"We also take this opportunity to remind judges and clerks of court of our directive in Foster not to accept substantive documents, with the exception of motions to relieve counsel, filed pro se by a party who is represented by counsel."