- Transcript Requests
- Court-Appointed Counsel or County Attorney
- Retained Counsel
- Transcript Request Procedure
Court-Appointed Counsel or County Attorney
Court-Appointed Counsel for the defendant or the County Attorney will prepare the order for the Judge's signature stating the hearing date and hearing type, as well as if the costs are assessed to the County or to the State:
- If assessed to the County, a voucher is submitted to the County for payment out of the General Fund. The Payee on that voucher will be the Clerk of the District Court, and payment will be receipted in FullCourt when received.
- If assessed to the State, a voucher must be prepared by the County Attorney's office for them to submit to the County for payment out of their budget, except in Geary County. The clerk's office will prepare that voucher.
The form of order is attached. A state or county agency cannot be pre-billed. The voucher will be submitted after the transcript is received back with the exact cost.
If the hearing was taken by a court reporter, e-mail a copy of the order to the court reporter, as they handle their own requests and transcripts.
The request must be in writing from Retained Counsel and state the hearing date and hearing type. The written request will be file-stamped and scanned into the case in FullCourt. Again, if the hearing was taken by a court reporter, forward the request to the court reporter, as they handle their own requests and transcripts.
Retained Counsel who request a transcript must pay for it in advance. The clerk will open the case in FullCourt and generate the Transcript Estimate doc. The clerk will not notify the transcriptionist that a hearing needs to be transcribed until payment has been received from Retained Counsel. (An estimate is not necessary for requests by Court-Appointed Counsel, the County Attorney, or by a Judge.)
Transcript Request Procedure
It is imperative that a request for transcript be handled immediately. Transcript orders are processed in the order in which they are received, unless other arrangements are made. On average, most orders will be completed within 30 days.
Electronically Recorded Transcripts
If the hearing was electronically recorded, all requests will be sent to the transcriptionist by the clerk. If the transcriptionist needs assistance from a court reporter, she will then forward the request to her. When the transcriptionist sends those ER hearings to a court reporter to transcribe, the transcriptionist will notify the clerk that the court reporter should receive the transcript money (rather than the clerk receipting it in Odyssey).
The clerk will open the case in Odyssey and generate the Transcript Transmittal Sheet document. Along with this document, provide the written request, the courtroom notes, and the Court Minutes from Encompass to the transcriptionist.
Once Retained Counsel pays in advance for the transcript, the clerk will receipt it in the case in FullCourt in the Miscellaneous Payment window and selecting either the Electronic Transcriptionist Fee (Original) or the Electronic Transcriptionist Fee (Copy).
Request Was Made by Court-Appointed Counsel or County Attorney
If the request was made by Court-Appointed Counsel or County Attorney, and the order indicates the transcript cost is assessed to the County, a voucher is submitted to the County for payment out of the General Fund. The Payee on that voucher will be the Clerk of the District Court, and payment will be receipted in FullCourt when received.
Order Indicates the Transcript Cost Is Assessed to the State
If the order indicates the transcript cost is assessed to the State, a voucher must be prepared by the County Attorney's office for them to submit to the County for payment out of their budget, except in Geary County.The clerk's office will prepare that voucher. BIDS will not pay for a transcript of a preliminary hearing in a felony case. A voucher is submitted to the County for payment out of the General Fund. (If a transcriptionist prepares the transcript, the clerk submits the voucher. If a court reporter prepares the transcript, she will submit her voucher to the County.)
The only time BIDS will pay for a transcript (other than a preliminary hearing) is when the case has been appealed and the BIDS order for transcript forms are used. In those instances, BIDS should receive the cost statement for the transcript. They cannot be prebilled, so no demand for payment should be sent.
All original transcripts are given to the Clerk. The transcript will be file-stamped and scanned into the appropriate case in FullCourt. These transcripts will be accessible by the attorneys and public on FullCourt and E-Flex. The clerks may respond to a request that the transcript be e-mailed to an attorney or party.
If the County Attorney wants a copy of a transcript requested by Court-Appointed Counsel, they will receive the Certificate of Completion when the transcript is done. They can then pull up the transcript from FullCourt and print it.
Certificate of Completion
A Certificate of Completion will be prepared, filed, and mailed to the requesting party, as well as all parties on the case, for every transcript. Transcriptionists and court reporters are reminded to be careful of listing confidential addresses. (Simply put "Confidential Address" instead of the party's actual address.)
When a Public Defender files the Order for Transcript after the case has been appealed, the Certificate of Completion will actually be sent to the Appellate Defender's Office, as they will handle the appeal.
Refunds for Underestimated Cost
The transcriptionist will mail both the original and copy of the transcript to the Clerk. If the cost of completion is more than the estimate, the clerk will send a cost statement to the requesting party. Their copy will be held in the Clerk's office until the remaining balance is paid. Also, the original should not be scanned into FullCourt until the remaining balance is paid. If the cost of completion is less than what was estimated but more than $10.00, return a check for the overpayment to the requesting party with the copy of the transcript. The court reporter will mail a copy of the transcript directly to the requesting party, along with their cost statement if an amount is still due and owing.
If a request is received while the case is on appeal, and there is no such hearing listed in the request, a letter needs to be mailed to the requesting attorney with a notification that there is no such hearing, and mail a copy of the letter to the Appellate Court, the other attorney on the case, and the transcriptionist.
Handbook for Official Court Reporters
The handbook is on the Kansas Judicial Branch website and should be referred to by the court reporters for rules and statutes affecting them.