Statewide Planning Initiative Work Groups

Work Group 2A – Assuring a Consumer Friendly System

 

Work Group 2A - Final Work Group Report

 

 

Work Group 2A Issue List*

The law and process are complicated and not easily understood. How do we make the current system more accessible and user-friendly and remove barriers that, for some, appear insurmountable?  

In a judicial system that is designed to function best when each party is represented, how do we assure access to justice for self-represented litigants in the administrative hearing process and throughout all levels of the Maine Court system?  

Examples of issues to be considered include:

- Training and support regarding issues affecting low/moderate income people

- Plain language forms etc.

- Intake, advice, information and referral systems, consolidated statewide intake

- Web-based legal information, online forms, video conferencing and other technology innovations

- The role of Court clerks and state agency staff

- Court assistance offices or self-help centers to provide support for self- represented litigants

- Specific impediments faced by those with limited phone access or transportation, language diversity, distance or disability barriers

- Education and training to overcome bias and inequities and show value of each individual, rapport and capacity building within diverse communities to reduce barriers

- Education on so many levels – internet, audio, video, churches/temples/mosques youths and seniors

- Take justice out to the people in their own environments

- Mandated continuing education on diversity issues

- Educate self-represented litigants about what to expect regarding services, what they can gain, problems they will face, etc.

- Put resources into ombudsman, mediation and arbitration, expanded ADR with a focus to accommodate the interests of low-income Mainers

- Increased utilization of properly trained, educated and supervised non-lawyer  participation

- Expand small claims court model

- Best practices for state and local administrative agencies, analysis and report on state agency procedures

- New roles for lay advocates in the court system, increased utilization of properly trained, educated and supervised non-lawyer participation, volunteer screeners at courthouses

- Eliminating rules of evidence in non-jury trials involving self-represented litigants

 *These issues will be split between Work Group 2A and 2B.

 

Information/Resources

 

Washington Access to Justice Board provides guidance on Ensuring Equal Access to the Courts for People with Disabilities. ( 4/2/06 )

California Commission on Access to Justice releases report on Language Barriers to Justice in California ( 9/15/05 )

National Association of Judiciary Interpreters and Translators - http://www.najit.org/   

          Bibliography on standards, ethics and policies.
          Free manual on security for court interpreters.

          Direct Speech in Legal Settings

          Equal Access as it Relates to Translation and Interpretation

Public Opinion California
The survey interviewed over 2,400 randomly selected California adults and over 500 practicing attorneys regarding their (a) knowledge about the courts and the sources of that knowledge, (b) perceived and experienced barriers to court access, (c) experiences as jurors, litigants, attorneys, or consumers of court information, (d) expectations for what the courts should be doing, and (3) sense of the accessibility, fairness, and efficiency of the courts.  The report Trust and Confidence in the
California Courts, 2005:  A Survey of the Public and Attorneys and a companion volume, Executive Summary of the Methodology with Survey Instruments, and a News Release with Executive Summary can be downloaded at http://www.courtinfo.ca.gov/reference/4_37pubtrust.htm.

GENERAL

Many states have nice web sites which give some good visibility to the issue.  Washington State in particular has an informative site that includes many publications: http://www.wsba.org/atj/publications/default.htm

A cooperative project of Chicago-Kent College of Law, the Institute of Design, and the National Center for State Courts have gotten together to reengineer civil court processes from a customer prospective:  http://a2j.kentlaw.edu/a2j

LAW LIBRARIES

National Center for State Courts, Future Trends in State Courts, 2004, Reaching Out to Self-Represented Litigants Through Virtual Reference and Education, Gail Warren, State Law Librarian, Virginia State Law Library, Supreme Court of Virginia

As noted in Beyond the Boundaries: The Report of the Special Committee on the Future of Law Libraries in the Digital Age, the number of attorneys using court and county law library services is decreasing while the number of public patrons, particularly self-represented litigants, is rapidly increasing. When the majority of court library users shifts from the bench and bar to the public, the value of a public law library in the courthouse may be questioned, yet members of the public rely on the resources and services of a public law library to answer basic questions about the law, provide a better understanding of the judicial system, and locate legal information online. At the same time, the availability of legal information on the Web, be it from a government or commercial Web site, has expanded exponentially; yet many individuals are not prepared to navigate an increasingly complicated World Wide Web or evaluate the credibility of legal information they find online.  http://www.ncsconline.org/WC/Publications/Trends/CtLibrTrends2004.html

Law Librarians Share Experiences with Wireless Network Access
Court Technology Bulletin – June, 2006, Compiled by Peggy Rogers,
National Center for State Courts, Knowledge and Information Services http://www.ncsconline.org/D_Tech/courttechbulletin/Uploads/LawLibraryWiFi.pdf

HOTLINES

www.legalhotlines.org - This website is sponsored by the AARP Foundation Technical Support for Legal Hotlines Project which is supported by a grant from the United States Administration on Aging. The Project provides technical assistance to legal hotline managers and developers. The website provides a compilation of hotline-related materials produced by the Project as well as those produced by numerous other programs.

Hotline Outcomes Assessment Study
The Project for the Future of Equal Justice has engaged the Center for Policy Research, Denver to conduct a study of the effectiveness of centralized telephone legal advice, brief service, and referral systems (“Hotlines”) in the delivery of civil legal assistance. The Center for Policy Research is a non-profit research firm that specializes in planning, developing, and testing projects to improve the effectiveness and efficiency of the justice system.

Phase I - The study consisted of three phases.  Phase I, completed in March 2000, used existing data to compare “before” and “after” caseload statistics in programs that had adopted Hotline systems to determine the effect of the Hotline system on the number of clients served and the levels of brief and extended services.  The full report is available at:
The Hotline Outcomes Assessment Study Final Report - Phase I
.

Phase II - Phase II of the study was conducted in the spring and summer of 2000 to explore the feasibility of answering these types of questions using survey research techniques. The specific objectives of Phase II were to develop and test a data collection procedure and instrument that would generate reliable information about Hotline outcomes. A draft data collection instrument was designed that could be administered over the telephone by non-lawyers to Hotline clients about their problems, their experience with the Hotline, and the outcomes of their calls; and it was tested at two Hotlines, Statewide Legal Services of Connecticut (SLS) and the Northwest Justice Project Coordinated Legal Education, Advice and Referral (CLEAR). Phase II led to a number of conclusions about the feasibility of assessing outcomes to legal problems using survey research techniques.

Based on the pre-test results gleaned in Phase II, PFEJ funded a full-scale survey of Hotline clients to learn more about whether clients understand the advice they are given, whether they follow up on it, and whether they realize a satisfactory resolution of their problems.

Phase III - Phase III of the Study researched whether clients understand the advice they are given by Hotlines, whether they follow up on it, and whether they realize a satisfactory resolution of their problems. The study methodology included:

  • Generating samples of callers at five legal Hotlines that were representative of the total universe of clients served at legal services programs;
  • Conducting telephone interviews with 2,034 callers three to six months after they contacted the Hotlines and eliciting their general reactions to the Hotlines, as well as the specific outcomes of their cases;
  • Having experienced legal services lawyers generate both factual and evaluative assessments of outcomes, which were based on a review of case files and interview notes, including verbatim responses to questions about legal outcomes; and
  • Analyzing the resulting data set to produce profiles of callers across the five sites and outcome patterns with special attention to the client, case, and advice characteristics of cases with favorable and unfavorable outcome patterns.

Both The Hotline Outcomes Assessment Study - Final Report Phase III and the Executive Summary are available.

LANGUAGE

ABA STANDARD 4.6 ON COMMUNICATION IN THE PRIMARY

LANGUAGES OF PERSONS SERVED

STANDARD - DRAFT

A provider should assure that all language groups within its low income communities have access to its services and should assist persons using its services in their primary language.

http://www.abanet.org/legalservices/sclaid/civilstandards.html

TRAINING FOR COURT CLERKS

http://jecclassroom.unm.edu/clerkethics/07.htm - Judicial Education Center, Ethics for Clerks

MISC. RESOURCES

Legal Needs LSC Justice Gap report at www.lsc.gov

Legal Services Corporation Resource Library www.lri.lsc.gov

Court-related issues at http://www.ncsconline.org/D_Research/index.html

Michigan "Our Continuing Need to Increase Public Confidence in the Legal Profession" – Provides a history of the organized equal access activities in Michigan.

NATIONAL CENTER FOR STATE COURTS

            NCSC Publications & Resources

            Online Publications & Resources

            Print Articles & Reports


NCSC Publications & Resources

Richardson, John Gregory.  Bias in the Court: Focusing on the Behavior of Judges, Lawyers and Court Staff in Court Interactions.   Williamsburg , VA : National Center for State Courts, 1997.  (KF8725 .R53)

Establishing and Operating a Task Force or Commission on Racial and Ethnic Bias in the Courts.  Williamsburg , VA : National Center for State Courts, 1995.  (KF9223 .E88 1995)

Herman, Madelynn M. Diversity in the Courts.  Report on Trends in the State Courts, 2002 Edition, National Center for State Courts (December 2002).  Includes best practice list.

Glover, Denise Marie. A Total Approach to Diversity: An Assessment and Curriculum Guide for State Courts. Williamsburg , VA : NCSC, 1997. (KF8700 .G58)

Management of a Court Interpreter Program.  NCSC Best Practice Institute (2002). Describes promising management strategies for court interpreter programs.

Overcoming the Language Barrier: Achieving Professionalism in Court Interpreting.” State Court Journal – Special Issue. Williamsburg , VA : National Center for State Courts, 20:1 (1996) This article provides information on court interpreting from a judge's prospective, recommendations for judges, and current actions by states across the country in the field of court reporting.

Hewitt, William E. "Court Interpretation: Model Guides for Policy and Practice in the State Courts." Williamsburg , VA : National Center for State Courts, 1995. (KF8807 .H49).  This article provides information on the importance of language interpretation in the courts, training for court interpreters, and a guide for judges concerning the standard for interpreted proceedings.

For further information on court interpretation, please see the Court Interpretation Resource Guide and Court Interpretation Frequently Asked Questions from the NCSC CourTopic Database as well as the NCSC Research Division’s WebPages on Court Interpretation.  These pages include links to the National Consortium for State Court Interpreters. This program has been selected as one of 15 semi-finalists for the 2002 Innovations in American Government Award sponsored by the Kennedy School of Management at Harvard University . 

Hewitt, William E. Court Interpretation Services in the Federal and State Courts—Reasons and Options for Inner-Court Coordination Final Report.  Williamsburg , VA : National Center for State Courts, 1998.  (KF8807 .C68)

Hewitt, William E. Managing Language Problems: A Court Interpreting Education Program for Judges, Lawyers, and Court Managers. Williamsburg , VA : National Center for State Courts, 1997.  (KF8807 .H486)

Online Publications & Resources

Combating Race and Ethnic Bias        

Access and Fairness Fact Sheet.  California Judicial Council (January 2003). California has been very active in their efforts to increase access and fairness in the courts. Recent accomplishments and current projects are outlined.  For links to various race, ethnic, and gender bias reports mentioned in this fact sheet as well as programs and activities, see the California Judicial Council’s website.

Stevens, Sylvia.  A New Requirement:  MCLE Rule 3.3 and what it Means to You.  The Oregon State Bar Bulletin (May 2001).  Article describes the new MCLE requirement, approved by the Oregon Supreme Court, which encompasses ethics and professionalism as well as the role of lawyers concerning racial and ethnic issues, gender fairness, disability issues and access to justice.

Ramirez, Deborah et al.  A Resource Guide on Racial Profiling Data Collection Systems: Promising Practices and Lessons Learned.  Department of Justice Monograph (November 2000). This study explains general goals and limitations of data collection, gives recommendations for traffic-stop data collection, and provides recommendations for further study in racial profiling.

Justice for All—Bias Free Behavior and Language in our Courts.  West Virginia Supreme Court Task Force on Gender Fairness in the Courts, Implementation Committee booklet (May 2000).  Booklet provides information on practicing bias-free behavior, dealing with bias in the courtroom, and provides recommendations for alternatives to biased language and actions.

Reducing Racial Disparity in the Criminal Justice System - A Manual for Practitioners and Policymakers Washington , DC : The Sentencing Project (October 2000).  This comprehensive publication discusses the definition and importance of racial disparity, the causes of racial disparity, and the manifestations of racial disparity at key decision points in the justice system.  It also provides a research design to identify and understand racial disparity and offers options for reducing this disparity.

Commission on Race and Ethnic Diversity in the Profession.  American Bar Association. Projects and programs include: the Judicial Clerkship Program, Minority Counsel Program, Minority In-House Counsel Group, the Conference of Minority Partners, the Multicultural Women Attorney Network, and the Spirit of Excellence Awards.

Working to Insure Fairness in Oregon’s Justice System. Access to Justice for all Committee.  Oregon Courts.  This comprehensive Web site provides links to numerous race and ethnic bias reports as well as gender bias reports.

Bias-Free Behavior in the Courts.  Michigan Supreme Court Task Force on Gender Issues in the Courts and Task Force on Racial/Ethnic Issues in the Courts.  (1989) A practical booklet/guide that provides suggestions for bias-free behavior in the courts and the rights and responsibilities of judges, court employees, citizens using the court, and attorneys representing litigants in court.

ABA Fairness in the Courts Website ABA Section of Litigation's Gender, Racial, and Ethnic Bias in the Courts Task Force.  Site is devoted to countering gender, racial and ethnic bias in the courts.  Features remedies used by courts, local bar associations and individual lawyers; an electronic meeting place for sharing ideas about ending bias in the courtroom. 

Increasing Diversity          

Fetter, Theodore J.  New Jersey’s Program to Build and Develop a Diverse Workforce.” NCSC CourTopic Database ( November 18, 2002 ).  As a founding member of the Consortium of Race and Ethnic Bias Task Forces, New Jersey has been very active in addressing minority concerns in their courts and has instituted many programs to combat race and ethnic bias.  This article describes various initiatives the New Jersey Judiciary has instituted to combat bias in the courts such as, outreach in hiring, a minority law clerk program, training, investigation of complaints, and the Supreme Court Committee on Minority Concerns.  See also, Minority Concerns Reports from the New Jersey Judiciary.

The Massachusetts Legal Services Diversity Coalition Model Action Plan.  A summary from the Legal Services Corporation website.    

Diversity Programs and Model Policies.  Bar Association of San Francisco . 

Encourage Diversity Initiatives.  Professionalism of Lawyers and Judges. Website provides information on Albany County Bar Association Diversity Internship Program and the Diversity Training Program started by the Permanent Advisory Committee on Women and Minorities in the Courts to the Supreme Court of Rhode Island.

Reichenburg, Neil E.  Best Practices in Diversity Management.  International Personnel Management Association, May 2001.This presentation provides information on the importance of diversity, diversity best practice organizations, and a comparison between the diversity programs of the state of Oklahoma, the state of Washington, the state of Wisconsin, and the City of St. Petersburg, FL.

Steele, Jeanna.  Establishing Best Practices in Diversity.  Minority Corporate Council Association. The MCCA's Roundtable has been working since 1999 to represent minorities in corporate law departments through the refinement of the Diversity Best Practices.

Wong, Herbert Z.  Best Practices in Diversity Strategies and Initiatives.  Coast Guard Diversity Summit , April 1999. This presentation provides an overview of the "best practices" in diversity strategies, as well suggestions for applicability and implementation of these strategies for a variety of organizations.

Best Practices in Diversity from the St. Louis Business Diversity Initiative.  This article describing the St. Louis Business Diversity Initiative explains the necessity and importance of a diverse workforce and supplier base for corporations in and around St. Louis

Improving Court Interpretation          

Improving Interpretation in Wisconsin’s Courts: A report on court-related interpreting and translation with recommendations on statute and rule changes, budget items, interpreter training programs and certification tests, and judicial and professional education programs. Madison , WI : Committee to Improve Interpreting and Translation in the Wisconsin Courts, 2000. (KFW 2926 T72 C66).  This report directed towards the Wisconsin Director of State Courts provides suggestions and recommendations on statute and rule changes, budget items, interpreter training programs and certification tests, and education programs.

Access to Justice Journal: Special Issue on Interpretation. Vol. 1, no. 1 (Summer 1999). Oregon Judicial Department, Access to Justice for All Committee. Journal is presented to educate readers on fairness related programs, activities, and issues along with the work of the Access to Justice for All Committee.  

Combating Gender Bias            

Shafran, Lynn Hecht and Norma J. Wickler.  Gender Fairness in the Courts: Action in the New Millennium.   National Judicial Education Program, A project of NOW Legal Defense and Education Fund in cooperation with the National Association of Women Judges, 2001.  This implementation strategy manual discusses: key components to achieve and secure gender fairness in the courts, strengthening gender bias task forces and implementation standing committees as vehicles for reform, and integrating gender fairness concerns into court planning and reform initiatives.

Guidelines for Gender Neutral Courtroom Procedures. The Texas Center for Legal Ethics and Professionalism (2001).  Contains information on recognizing gender bias, how gender bias is manifested in the courtroom, suggested ways to avoid gender bias, and responsibility for eliminating gender bias in the courtroom.

New York’s Efforts to Assess Bias Against Women in the Courts.  New York State Task Force on Women in the Courts (2001).  Recommendations and a summary of findings by the New York State Task Force on Women in the Courts.  Assesses progress towards the goal of a court system free of bias for all.

Shafran, Lynn Hecht, Norma J. Wickler and Jill Crawford. The Gender Fairness Strategies Project: Implementation Resources Directory.  National Judicial Education Program, A project of NOW Legal Defense and Education Fund in cooperation with the National Association of Women Judges, 1998.  This article presents the Directory's information on Substantive Law Areas, Collaboration with Others, and useful resources/products.

Shafran, Lynn Hecht and Norma J. Wickler.  Operating a Task Force on Gender Bias in the Courts: A Manual for Actions. Washington , DC : The Foundation for Women Judges, 1986.  Report on Foundation's task force provides information on the process to create and begin a task force, data collection methods, dissemination findings and recommendations, implementing reforms, and response of the judicial and legal community.

Model Policies and Reports.  Women in the Legal Profession. Website provides information for women concerning alternative work schedules, attrition, careers & compensation, diversity, family, gender bias in the courts, quality of life, sexual harassment, and sexual orientation. 

Print Articles & Reports

Combating Race & Ethnic Bias

Miller, Oronde A. and Rebecca Jones Gaston.  A Model of Culture-Centered Child Welfare Practice.”  Child Welfare: Special Issue: Perspectives on Cultural Competence, vol. LXXXII, no. 2 (March/April 2003): 235.  Due to many overlapping programs and issues between child welfare and the courts, the courts can learn from the research and principles outlined in this special issue.

In the Interest of Justice: Cultural Awareness in California Courts.  Stockton , CA : Daly Video Services, 2002.  A video about the struggles of Southeast Asians in the courtroom.

The New Jersey Judiciary Minority Law Clerk Recruitment Program.   Teaneck , NJ : 12th National Consortium of Task Forces and Commissions to Eliminate Racial and Ethnic Bias in the Courts, 2000.

A Judge's Guide to Bias Free Court Proceedings. Minnesota Gender Fairness Implementation Committee. Minnesota Gender Fairness Implementation Committee, Minnesota Implementation Committee on Multicultural Diversity and Fairness, Conference of Chief Judges, and Minnesota District Judges Association, 2000. (KFM5910.5 .D5 J83)

Flores, Carmen. The Court as Employer: Best Practices for Ensuring a Bias Free Environment and Attaining a Diverse Workforce. NJ Courts, 2000. (KFN2310.5 .A3 F58)

Simpson, Elgin. Nevada Supreme Court Task Force Implementation Committee for the Elimination of Racial, Economic and Gender Bias in the Justice System 1999 Interim Report.  Las Vegas , NV : Nevada Supreme Court Task Force, 1999.  (KFN1110.5 .A3 S56)

Edwards, Lonzy F.  Race Relations for Court Personnel: A Guide to Handling Racial Bias for Judges, Lawyers, Neutrals, and their Staffs.   Macon , GA : Magnolia Pub. Co. , 1998.  (KF9223 .E38 1998)

A Systemic Approach Toward the Elimination of Racial and Economic Bias in Nevada's Justice System: Report to the Nevada Supreme Court.  Nevada. Supreme Court. Task Force for the Study of Racial and Economic Bias in the Justice System, 1997.  (KFN11110.5 .A3 N4)

 

Increasing Diversity

Ghannam, Jeffrey. “Making Diversity Work.” ABA Journal (March 2001): 58.

Flores, Carmen. The Court as Employer: Best Practices for Ensuring a Bias Free Environment and Attaining a Diverse Workforce. NJ Courts, 2000.  (KFN2310.5 .A3 F58)

Geong, Wilson.  Work Force Diversity Resource Directory for Washington State Courts. Olympia: WA: The Commission, 1997.  (KFW 524.5 .W67 1997)

Just Us On Justice: A Dialogue on Diversity Issues Facing Virginia Courts: A Multi-part Curriculum for Institutionalizing Diversity Training in the Virginia Judicial System.   lexandria , VA : McKinley Group, 1998.  (KFV2910.5 .D5 J9 1998)

Recruitment/Workforce Diversity Education Program. Washington State Minority and Justice Commission, 1996. (KFW510.5 .D5 R44)

Jones, Shirley.  Valuing Diversity: Resource Materials. Salt Lake City, UT: Education Division, The Administrative Office of the Courts, 1993.  Materials and program developed under grant JI-92-02B-A-160 of the State Justice Institute to implement training of staff and judges regarding the value of diversity. (KFU508 .J66 1993)

Nile, Lauren N.  Developing Diversity Training for the Workplace: A guide for Trainers.  Washington, D.C.: National Multicultural Institute, 1994.  (HF5549.5 .M5 N55)

The Court’s Image: Diversity Training for Court Administrators: Humane Court Management.  Michigan Judicial Institute, 1992. (KFM4710.5 .D5 C68

Improving Court Interpretation

Best Practices Manual on Interpreters in the Minnesota State Court System. MN: Supreme Court, Court Interpreter Advisory Committee, 1999.  (KFM5926 .T72 M5)

Gonzalez, Vasquez and Holly Mikkelson. Fundamentals of Court Interpretation. Durham, NC: Carolina Academic Press, 1991. (KF8807 .G66)       

Combating Gender Bias

Mills, Linda G.  A Penchant for Prejudice: Unraveling Bias in Judicial Decision Making.  Ann Arbor: University of Michigan Press, 1999.  Discusses unraveling bias, a mandate for a uniform and affective justice, uniformity and affectivity, disengaging discourses, signifiers of stereotyping, and planning for prejudice.  (KF3650.5 .M55 1999)

When Bias Compounds: Insuring Equal Justice for Women of Color in the Courts.  New York, NY: National Judicial Education Program to Promote Equality for Women and Men in the Courts, 1998.  “A model judicial education curriculum.”  Discusses the implications of stereotypes for women of color in the courts, the intersection of race and gender and its implications for the law, findings of the task forces on racial and ethnic bias in the courts respecting women of color, women of color attorneys in the courts and the profession, stereotypes about African American women and implications for the courts, controlling the courtroom and the courthouse, women of color as victims of gender-based violence, action planning, and the cultural defense and cultural evidence.  (KF478 .W53 1998) 

Gender Bias: Guidelines for Judicial Officers: Avoiding the Appearance of Bias. California . Judicial Council. Advisory Committee on Access and Fairness. San Francisco , CA : The Judicial Council, 1996. (KFC77.6 .G4 G46)

 

   

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