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F.
Uniform Recordkeeping and Information System

1. Magistrates Disposed Traffic Docket

(a) Magistrate

By Order of the Chief Justice dated May 24, 1983, recordkeeping procedures promulgated by S.C. Court Administration shall be utilized by all magistrates. The following is a description of the mandatory recordkeeping system now in effect.

1. MAGISTRATES DISPOSED TRAFFIC DOCKET

Instructions for Use:

The Magistrates' Traffic Docket forms will be used as the official record of all criminal traffic-related court proceedings in magistrates' courts in South Carolina. They will replace all existing magistrates' docket books for the entry of traffic cases and all books, ledgers or other forms now used to record traffic cases should be abandoned and put in storage. The docket forms supplied by Court Administration will document all traffic cases originating from uniform traffic tickets or warrants approved by the Attorney General's Office. Uniform Traffic Tickets are supplied by the Department of Highways and Public Transportation.

Complete case information should be entered on uniform traffic docket immediately after disposition has been reached. Do not skip lines on the docket; enter 10 cases per page. Scheduled Time Payments should be entered when they are received and identified by case number, receipt number, defendant and trial date. Enter "STP" in front of the defendant's name to alert SCCA data entry personnel that this does not represent a new case. Under "Disposition" note the remaining number of payments. (See the sample docket page). Non-Resident Violator Compact cases should be handled in the same manner. Enter "NRVC" in front of the defendant's name and enter the case number, receipt number, amount collected and trial date in the appropriate columns. The court must clearly indicate that a Scheduled Time Payment or NRVC entry does not represent a new case and is shown for accounting purposes only. (NRVC members are listed on pp V - 37 Bench Book)

At the end of each month, (or more frequently, if required by local Administrative Order) magistrates' traffic docket forms should be separated and the top, original copy should be placed in the Magistrates' docket book data binder or filed in an orderly place of safekeeping. The second and the third copies should be mailed to Court Administration (1015 Sumter Street, Suite 200, Columbia, SC 29201-3739). The fourth copy should be transmitted to the county treasurer with a check from the court for the month's fines, fees and assessments pursuant to S.C. Code Ann. § 22-1-70 and S.C. Code Ann. § 22-1-90. These dockets forms do not supplant the reports now used for the transmittal of fees and assessments.

TRAFFIC DOCKET INSTRUCTIONS

TRAFFIC (TITLE 56) CASES ONLY

FORM SCCA/506 (REV 2/99)

1. Judge Name: Enter the last name, the first name and the middle initial, if any, of the presiding magistrate. Only one magistrate's court cases should be entered on a single docket sheet.

2. Judge Code: In the boxes provided, enter the magistrate's four digit judge code number.

3. County: Enter the magistrate's county of jurisdiction.

4. County Code: Enter the two digit county code.

5. Month, Year: In the boxes provided, enter the month and year in which the cases appearing on this docket sheet were disposed (i.e., June 2001 is shown as 06 01). Note that only disposed cases within a single month are shown on a single docket page.

6. Docket Page Number: Docket pages should be numbered sequentially within each year. The first docket page used in January should be No. 1, the last used in December should reflect the last docket page number for the court year. Docket page numbering re-starts at 1 every January.

7. Defendant Name: Enter the last name, the first name and the middle initial, if any, of the defendant as it appears on the charging paper.

8. S.I.D. Number: This is for SLED use only; leave it blank.

9. Charging Document No.: Enter number appearing on the defendants charging document. Include any letter or letters of the alphabet used as a prefix or suffix to the charging document number, note ticket number A000 is not the same as 000A.

10. File Date: This entry should show the date in which the charging paper was received by the court, after being served on the defendant. In the case of "NRVC" Non Resident Violators Compact and "STP" Scheduled Time Payments this date would be the date of the subsequent action or payment date.

11. Disposition Date: This entry should show the date on which the case was disposed. A disposition may occur through a bench or jury trial, trial in absence, a decision to nol-pros a case, a plea of guilty, or a bond forfeiture. This disposition date is never affected by scheduled time payment agreements, or the non-resident violators compact procedure or by the sign off of the ticket.

12. Sex, Race: Enter the defendant's sex and race as it appears on the charging paper. For example, if the defendant is a white female, the "W" and "F" should be encircled or if typed, "XX" should be typed to cover "W" and "F" If unknown, leave blank.

13. Drivers License Number and Date of Birth: Enter the defendant's drivers license number to include the state that issued the license and date of birth as they appear on the charging paper. If either is unknown, enter "UK".

14. Offense and Offense Code Numbers: Enter the specific charge as shown on the arrest warrant or other charging paper. You can use the statute numbers and short description for convenience. Standardized abbreviations of offenses (for example, FR. CK. for fraudulent check) are encouraged. Offense code numbers are now referred to as the "CDR" Criminal Description Code and are found in the back of the Offense section of this book. Enter the appropriate four digit code.

15. Affiant or Officer/ORI: Enter the name of the individual who swore out the warrant, or made the arrest. Enter the O.R.I. number of the arresting agency. (See PP VIII-73 to 76 for list of ORI numbers).

16. Sentence and Disposition Code: Enter the disposition code number in the box provided. Disposition code numbers may be found at the bottom of each form. If the disposition code is 1, 2, or 3 (i.e., a conviction), the court's sentence must be written in the following format: fine (if any), imprisonment (if any), conditions of suspension (optional). For example, "$200.00 or 30 days"; "$200.00 or 20 days, suspended to $50.00; or $100.00, suspended to $25.00 and spec. conditions". Using this format clarifies the specific elements of the sentence.

17. TOT. COLLECT/REF. RECEIPT/CK #: Enter on line " + $_______" the total amount collected. Enter on line " - $ _______" the total of any refund. Enter on line " # _______" the receipt number or check number. Enter on line "Amt. Due" any monies owed the court.

18. FINE: Enter the total amount of the fine that would be retained by the county.

19. ASSESSMENT: Enter the 107.5% assessment in this column.

20. $25.00 VICTIM SURCHARGE: This column is used to enter the $25.00 victim surcharge.

21. $25.00 LAW ENFORCEMENT FUNDING SURCHARGE: This column is used to enter the $25.00 law enforcement funding surcharge.

22. Miscellaneous:

a. STP or Bench Warrant: When scheduled time payment funds are collected in a month other than when the case was disposed, enter "STP" before the defendant's name. This will alert data entry personnel to ignore the case since it will have already been reported in the month it was originally disposed. ALSO NOTE: S.C. Code Ann. § 14-1-20-(B) REQUIRES THAT "STP," PAYMENTS BE TURNED OVER TO THE COUNTY TREASURER IN THE MONTH THAT THEY ARE COLLECTED AND THAT A 3% COLLECTION FEE MUST BE COLLECTED. Should a defendant be brought before the court on a bench warrant concerning a previously disposed case, the proceedings should be noted in the docket and "BW" precede the defendant's name.

DEFENDANT A: Illustrates a normal bond forfeiture of $300.00 by the defendant; the amount collected for the bond remains as the total amount collected and remitted to the treasurer.

Illustrates a normal bond forfeiture of $300.00 by the defendant; the amount collected for the bond remains as the total amount collected and remitted to the treasurer.
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DEFENDANT B: Illustrates a case which had to be continued into the next month. If the $300.00 bond will not be remitted to the treasurer until final disposition (next month), merely strike through the amount so as not to add it in with the amounts actually being remitted to the county treasurer. Strike through in such a way that the amount can still be read. As a continued case, the disposition code of 9 should be used.

Illustrates a case which had to be continued into the next month. If the $300.00 bond will not be remitted to the treasurer until final disposition (next month), merely strike through the amount so as not to add it in with the amounts actually being remitted to the county treasurer. Strike through in such a way that the amount can still be read. As a continued case, the disposition code of 9 should be used.
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DEFENDANT C: Illustrates a finding of not guilty Jury Trial and the refunding of the bond. Enter "-$ 300.00" the amount of the refund, and the check number "66552" and the receipt number "A 000001".

Illustrates a finding of not guilty Jury Trial and the refunding of the bond. Enter "-$ 300.00" the amount of the refund, and the check number "66552" and the receipt number "A 000001". If an amount has been entered the Amount Collected Field it should be stricken through legibly so the amounts are excluded from total remitted to the county treasurer.
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DEFENDANT D: Illustrates a finding of guilty when the total fine is greater than the bond collected, this defendant had posted $300.00 as a bond on receipt number "A 000001", and then paid an additional $100.00 on receipt number "A 000006".

Illustrates a finding of guilty when the total fine is greater than the bond collected, this defendant had posted $300.00 as a bond on receipt number "A 000001", and then paid an additional $100.00 on receipt number "A 000006".
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DEFENDANT E: Illustrates the trickiest case, when a defendant is found guilty, but sentenced to an amount less than the bond posted. The defendant posted a $300.00 and was found guilty and fined $150.00 and refunded $150.00 on check number 66552.

Illustrates the trickiest case, when a defendant is found guilty, but sentenced to an amount less than the bond posted. The defendant posted a $300.00 and was found guilty and fined $150.00 and refunded $150.00 on check number 66552.
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DEFENDANT F: Schedule Time Payments (STP): After a finding of guilty, the judge may authorize the defendant to pay in installments. The docket entries should look like this. This trial was held on 02/12/06, and the defendant made the first of three (3) scheduled time payments the first entry should be made on 02/12/06 and look like this. The Amount Due $209.00 reflects what is owed the court and the $9.00 or 3% has been added to the total fine imposed.

Schedule Time Payments (STP): After a finding of guilty, the judge may authorize the defendant to pay in installments. The docket entries should look like this. This trial was held on 6/01/01, and the defendant made the first of three (3) scheduled time payments the first entry should be made on 06/01/01 and look like this. The Amount Due $206.00 reflects what is owed the court and the $9.00 or 3% has been added to the total fine imposed.
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The second docket entry would be made on the date of next payment in this case it was on 03/12/06. (Note: Put "X" in disposition code and File Date is the date of payment 03/12/06 the Disposition Date should reflect the date of original trial in this case was 02/12/06.)

The second docket entry would be made on the date of next payment in this case it was on 06/15/01. (Note: Put "X" in disposition code and File Date is the date of payment 06/15/01 the Disposition Date should reflect the date of original trial in this case was 06/01/01. STP should be placed in front of the defendants' name.)
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The final entry on the 04/12/06 when the last payment was made. (Note: Put "X" in disposition code and File Date is the date of payment 04/12/06 the Disposition Date should reflect the date of original trial in this case was 02/12/06.)

The final entry on the 07/15/01 when the last payment was made. (Note: Put "X" in disposition code and File Date is the date of payment 07/15/01 the Disposition Date should reflect the date of original trial in this case was 06/01/01. STP should be placed in front of defendants' name.)
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NOTE: The Disposition date on all entries is that of original trial "02/12/06" and every time you receive money a docket entry is made. Do not wait until all payments are made and then make one docket entry. S.C. Code Ann. § 14-1-209(B) & S.C. Code Ann. § 14-17-725 require monies collected during a month be turned over to the county and state treasurers in the month that it is collected.

DEFENDANT G: Non-resident Violator Compact (NRVC) See PP V-31 through V-37 for more information on NRVC. This entry would be made on the scheduled trial date after the defendant is tried in his/her absence.

Non-resident Violator Compact (NRVC) See PP V-31 through V-37 for more information on NRVC. This entry would be made on the scheduled trial date after the defendant is tried in his/her absence.
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This entry would be made when payment is received on 07/15/01. Note: Put an "X" in disposition code.

This entry would be made when payment is received on 07/15/01. Note: Put an "X" in disposition code. NRVC in front of the name must be entered.
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NOTE: When docketing old NRVC or STP, transmit only those assessments that were applicable when the case was originally tried, not what they are now.

If payment is received before separation of the docket, the original entry may be amended.

If payment is received before separation of the docket, the original entry may be ammended. By striking through NRVC the Amount Due of $300.00 and then adding the Total Amount Collected "300.00" and receipt number "A 000001" and the distribution of fine information the entry would look like this.
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DEFENDANT H: Bench Warrant (BW) Should the defendant, be brought before the court on a bench warrant concerning a previously disposed case, the original entry would look like this.

Bench Warrant (BW) Should the defendant, be brought before the court on a bench warrant concerning a previously disposed case, the original entry would look like this.
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This entry would be made when the Judge decided to allow the individual to pay a fine of $300.00, for not paying the fine when it was due on 02/12/06.

This entry would be made when the Judge decided to allow the individual to pay a fine of $300.00, for not paying the fine when it was due on 08/19/01. (Note: Put "X" in disposition code and BW in front defendants' name.)
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DEFENDANT I: Should a defendant be found in contempt of court, the entry would look like this. Put an "X" in disposition code. Although no charging paper is used for contempt of court, however some computer systems will not allow entry without a charging document, It may be necessary to void a warrant and use that number for entry purposes only.

Should a defendant be found in contempt of court, the entry would look like this. Put an "X" in disposition code. Although no charging paper is used for contempt of court, however some computer systems will not allow entry without a charging document, It may be necessary to void a warrant and use that number for entry purposes only.
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DEFENDANT J: Assume the following entry on page 5 line 4, on 06/01/01was made, but later determined it had one of the following errors or problems:

Assume the following entry on page 5 line 4, on 06/01/01was made, but later determined it had one of the following errors or problems.
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Correction / Problem # 1. $300.00 was entered, and the fine that the ticket / warrant reflect that the fine is $250.00 and your receipt is for $250.00. The Court has overpaid $25.00 to the county treasurer and $25.00 to the state treasurer. Subtract this $50.00 from this page total and reduce the amount of fine and assessments accordingly. The entry should look like this: (Note: Put "X" in disposition code and note page and line number of original entry).

$300.00 was entered, and the fine that the ticket / warrant reflect that the fine is $250.00 and your receipt is for $250.00. The Court has overpaid $25.00 to the county treasurer and $25.00 to the state treasurer. Subtract this $50.00 from this page total and reduce the amount of fine and assessments accordingly. The entry should look like this.
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Correction / Problem # 2. A check was returned from the bank marked Non-Sufficient Funds (NSF). Subtract this $300.00 from this page total, and subtract these assessments from this page total. The entry should look like this: (Note: Put "X" in disposition code, and note page and line number of original entry).

A check was returned from the bank marked Non-Sufficient Funds (NSF). Subtract this $300.00 from this page total, and subtract these assessments from this page total. The entry should look like this: (Note: Put "X" in disposition code, and note page and line number of original entry).
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When the individual makes the NSF check good or pays cash, the entry should look like this:

When the individual makes the NSF check good or pays cash, the entry should look like this.
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DEFENDANT K: was convicted of Driving Under The Influence "DUI". He must be fined $992.00. The $992.00 is equal to a $400.00 fine in accordance with S.C. Code Ann. § 56-5-2930, $430.00 assessment in accordance with S.C. Code Ann. § 14-1-207 (107.5%), $25.00 surcharge in accordance with S.C. Code Ann. § 14-1-211, $25.00 law enforcement funding surcharge in accordance with Proviso 35.11, $100.00 surcharge in accordance with S.C. Code Ann. § 14-1-211(A)(2) and a $12.00 DUI assessment in accordance with S.C. Code Ann. § 56-5-2995(A). The total fine and assessments are $992.00. No portion of the fine or the assessments may be waved or suspended.

was convicted of Driving Under The Influence "DUI". He must be fined $737.00. The $737.00 is equal to a $300.00 fine in accordance with S.C. Code Ann. § 56-5-2930, $300.00 assessment in accordance with S.C. Code Ann. § 14-1-207, $25.00 surcharge in accordance with S.C. Code Ann. § 14-1-21, $100.00 surcharge in accordance with S.C. Code Ann. § 14-1-211(A)(2) and a $12.00 DUI assessment in accordance with S.C. Code Ann. § 56-5-2995(A). The total fine and assessments are $737.00. No portion of the fine or the assessments may be waved or suspended.
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2. Magistrates Pending Traffic Docket

INSTRUCTIONS FOR USE

Pending Traffic Dockets will record and track traffic cases that are not disposed of on the trial date appearing on the Uniform Traffic Ticket. These pending dockets will be used to record cases that have been postponed due to jury trial requests, requests for continuance by the prosecution or defense, or any other reason. Regardless of whether cases are filed with the court in a timely fashion by law enforcement or what day of the month the court acquires jurisdiction over the case through possession of the charging paper (the trial officer's copy - green copy), if the date of trial on the ticket expires without disposition the case must be entered on a pending traffic docket. Cases that are disposed of on or before the trial date appearing on the uniform traffic ticket should not appear on the Pending Traffic Docket but should be entered directly on the Traffic Docket.

To place a case on a Pending Traffic Docket, enter the defendant's name, uniform traffic ticket number and the file date (i.e., the date the court acquired the charging paper). Use of the Offense, Bond Amount Received and Scheduled Trial Date columns is optional and provided only for the court's internal recordkeeping.

At the end of each month, or more often if the court wishes, the Pending Traffic Docket should be separated and the top, original copy should be sent to South Carolina Court Administration. These cases will remain pending on computer until a disposition is submitted on a Traffic Docket. No other updates or monthly report on a pending case previously submitted is necessary.

The second page is for the court's internal recordkeeping. When all cases on a pending docket page are disposed and entered onto the traffic dockets, the court's copy should be removed from the Pending Docket Book and placed in storage until completion of the court's annual audit by the county.

PENDING TRAFFIC DOCKETS

1. Judge Name: Enter the last name, the first name, and the middle initial, if any, of the presiding magistrate. Only one magistrate's cases should be entered on a single docket sheet.

2. Judge Code: In the boxes provided, enter the magistrate's three digit code number.

3. County: Enter the magistrate's county of jurisdiction.

4. County Code: Enter the two digit county code.

5. Month, Year: In the boxes provided, enter the month and year for which these cases are being reported.

6. Pending Docket Page Number: Enter a sequential pending docket page number. The first pending docket page used in each year will be No. 1 and proceed through December. The first docket page used in the next year will again be No. 1 and proceed in the same manner.

7. Defendant Name: Enter the last name, the first name and the middle initial, if any, of the defendant as it appears on the uniform traffic ticket.

8. Ticket Number: Enter the uniform traffic ticket number here.

9. File Date: This is the day, the green copy of the uniform traffic ticket "trial officer's copy" was presented to the court for filing.

10. Offense: Enter the specific violation charged on the citation by abbreviated title or code section number.

11. Bond Amount Received: Enter the amount of the bond posted by the defendant, if any, here.

12. Scheduled Trial Date: Enter the scheduled trial date, if known, here.

Pending Traffic Docket

3. Magistrates Disposed Criminal Docket

Instructions for Use

The Magistrates Criminal Docket forms will be used as the official record of Criminal non-traffic court proceedings in all magistrates' courts in South Carolina. They will replace all existing magistrates' Criminal Docket Books for the entry of criminal non-traffic cases. All books, ledgers or other forms now used should be abandoned and put in storage. The docket forms supplied by Court Administration will document all criminal cases originating from uniform numbered arrest warrants or tickets approved by the Office of the Attorney General (e.g., Department of Natural Resources and The Department of Revenue "ABC" tickets).

Complete case information should be entered on the uniform criminal docket immediately after disposition has been reached. Do not skip lines on the docket, enter 10 cases per page. Scheduled Time Payments should be entered when they are received and identified by case number, receipt number, defendant and trial date. Enter "STP" in front of the defendant's name to alert SCCA data entry personnel that this does not represent a new case. Under "Disposition" note the number of payments remaining. (See the sample docket page). The court must clearly indicate that a scheduled time payment does not represent a new case and is shown for accounting purposes only.

At the end of each month, magistrates' traffic docket forms should be separated and the top, original copy should be placed in the Magistrates' Docket Book data binder or filed in an orderly place of safekeeping. The second and the third copies should be mailed to Court Administration (1015 Sumter Street, Suite 200, Columbia, SC 29201-3739). The fourth copy should be transmitted to the county treasurer with a check from the court for the month's fines, fees and assessments pursuant to S.C. Code Ann. § 22-1-70 and S.C. Code Ann. § 22-1-90. High caseload courts may wish to submit these disposition forms weekly.

CRIMINAL DOCKET SHEET INSTRUCTIONS

FORM SCCA/502 (7-88)

1. Judge Name: Enter the last name, the first name, and the middle initial, if any, of the presiding magistrate. Only one magistrate's cases should be entered on a single docket sheet.

2. Judge Code: In the boxes provided, enter the magistrate's four digit judge code number.

3. County: Enter the magistrate's county of jurisdiction.

4. County Code: Enter the two digit County Code.

5. Month, Year: In the boxes provided, enter the month and year in which the cases appearing on this docket sheet were disposed (i.e., June 2001 is shown as 06 01). Note that only disposed cases within a single month are shown on a single docket page.

6. Docket Page Number: Docket pages should be numbered sequentially within each year. The first docket page used in January should be No. 1, the last used in December should reflect the last docket page number for the court year. Docket page numbering re-starts at 1 every January.

7. Defendant Name: Enter the last name, the first name, and the middle initial, if any, of the defendant as it appears on the charging paper.

8. S.I.D. Number: This is for SLED use only; leave it blank.

9. Charging Document No.: The preassigned number appearing on the standard arrest warrant, Department of Natural Resources summons, uniform traffic ticket, see pp V-2 (a) and V-2 (b) for the only non-traffic offenses which may be charged on a uniform traffic ticket. (For non-traffic cases only), etc. Include any letter or letters of the alphabet used as a prefix or suffix to ticket or warrant number, note ticket number A000001 is not the same as 000001A.

10. File Date: This entry should show the date in which the charging paper was returned to the court after service or the date the ticket was received by the court, after being served on the defendant.

11. Disposition Date: This entry should show the date on which the case was disposed (Date of Trial). A disposition may occur through a bench or a jury trial, trial in absence, a decision to nol-pros a case, a plea of guilty, or a bond forfeiture. This disposition date is never affected by scheduled time payment agreements, or the non-resident violators compact procedure or by the signing of the ticket.

12. Sex, Race: Enter the defendant's sex and race as it appears on the charging paper. For example, if the defendant is a white female, the "W" and "F" should be encircled or if typed, "X" should be typed to cover the "W" and "F". If unknown, leave blank.

13. Social Security Number and Date of Birth: Enter the defendant's social security number and date of birth as they appear on the charging paper. If either is unknown, enter "UK".

14. Offense and Offense Code Numbers: Enter the specific charge as shown on the arrest warrant or other charging paper. You can use the statute numbers and short description for convenience. Standardized abbreviations of offenses (for example, FR. CK. for fraudulent check) are encouraged. Offense code numbers are now referred to as the "CDR" Criminal Description Code and are found in the back of the Offense section of this book. Enter the appropriate four digit code.

15. Affiant or Officer/ORI: Enter the name of the individual who swore out the warrant, or made the arrest. Enter the O.R.I. number of the arresting agency. See PP VIII-73 to VIII-76 for list of ORI numbers.

16. Sentence and Disposition Code: Enter the disposition code number in the box provided. Disposition code numbers may be found at the bottom of each form. If the disposition code is 1, 2 or 3 (i.e., a conviction), the court's sentence must be written in the following format: fine (if any), imprisonment (if any), conditions of suspension (optional). For example, "$200.00 or 30 days"; "$200.00 or 20 days, suspended to $50.00; or "$100.00, suspended to $25.00 and spec. conditions". Using this format clarifies the specific elements of the sentence.

17. Tot. Collect/Ref. Receipt/Ck #: Enter on line " + $_______" the total amount collected. Enter on line " - $ _______" the total of any refund. Enter on line " # _______" the receipt number or check number. Enter on line "Amt. Due" any monies owed the court.

18. Fine: Enter the total amount of the fine that would be retained by the county.

19. Assessment: Enter the 100% assessment in this column.

20. $25.00 Conviction Surcharge: This column is used to enter the $25.00 conviction surcharge.

21.  $25.00 Law Enforcement Funding Surcharge: This column is used to enter the $25.00 law enforcement funding surcharge.

22. Should the court handle the following types of cases that require special handling or splitting of fines as outlined in the Fees and Cost Memorandum under "Exceptions to the General Rule" it is recommended that a separate docket page be used for each type of exception handled.

DEFENDANT A: Scheduled Time Payments (STP) Should the judge; after a finding of guilty, authorize the defendant to pay in installments payments "Scheduled Time Payments S.C. Code Ann. § 17-25-350" (STP), the trial and first payment should be docketed like this. This trial was held on 02/10/06, and this entry should be made on the same day.

Scheduled Time Payments (STP) Should the judge; after a finding of guilty, authorize the defendant to pay in installments payments "Scheduled Time Payments S.C. Code Ann. § 17-25-350" (STP), the trial and first payment should be docketed like this. This trial was held on 06/01/01, and this entry should be made on the same day.
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This entry would be made one month later 03/10/06 when the second and final payment is made. Put an "X" in disposition code.

This entry would be made one month later 07/15/01 when the second and final payment is made. Put an "X" in disposition code. STP should be placed in front of defendant's name on second entry.
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NOTE: Disposition Date on all entries is that of original trial, but file date changes to the date the money is collected.

DEFENDANT B: Bench Warrant (BW) When a defendant is arrested and brought before the court because of a bench warrant concerning a previously disposed case, the entry on his original trial date of 02/10/06 would look like this:

Bench Warrant (BW) When a defendant is arrested and brought before the court because of a bench warrant concerning a previously disposed case, the entry on his original trial date of 06/01/01 would look like this.
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This entry would be made when the Judge decided on 07/15/06 to give the individual 30 days for not paying the fine when it was due.

This entry would be made when the Judge decided on 07/15/01to give the individual 30 days for not paying the fine when it was due.
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DEFENDANT C: Should a defendant be found in contempt of court, the entry would look like this. Put an "X" in disposition code. Although no charging paper is used for contempt of court, however some computer systems will not allow entry without a charging document, it may be necessary to void a warrant and use that number for entry purposes only.

Should a defendant be found in contempt of court, the entry would look like this. Put an "X" in disposition code. Although no charging paper is used for contempt of court, however some computer systems will not allow entry without a charging document, it may be necessary to void a warrant and use that number for entry purposes only.
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DEFENDANT D: Assume the following entry on page 5 line number 1 was made.

Assume the following entry on page 5 line number 1 was made.
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Correction / Problem # 1. $465.00 was entered but the check was returned from the bank marked “insufficient funds.” The county and the state treasurer's were overpaid $465.00. The entry should look like this. Put an "X" in disposition code. Subtract the $465.00 from the appropriate columns this month reducing what the court would distribute to these individuals/funds.

$225.00 was entered but the following month error is descovered. $125.00 on receipt "B 000001" was received and not $225.00 as reported previously. The county, and the state treasurer's were overpaid $100.00. The entry should look like this. Put an "X" in disposition code. Subtract the $50.00 from the appropriate columns this month reducing what the court would distribute to these individuals/funds.
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Correction / Problem # 2. The defendant made the check good on 04/12/06 and the following entry would be made to resend the money to the State and county, along with bad check charge.

A check was returned from the bank marked Non-Sufficient Funds (NSF), it was docketed it on page 5, line # 1. Subtract the $225.00 and subtract the appropriate assessments from this month's docket. The reversing entry should look like this: put an "X" in disposition code.
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4. Magistrates Pending Criminal Docket

Instructions for Use

The Pending Criminal Docket will be used to track criminal (non-traffic) cases on a monthly basis. These reports will be made at the end of each month to SCCA and will document new cases that will be pending into the next month or longer.

A case will be considered filed with a court when a charging paper is returned, thus conferring jurisdiction upon the magistrate to try the case. Charging papers for criminal non-traffic cases include, but are not limited to, uniform numbered arrest warrants, Department of Natural Resources tickets, Department of Revenue "ABC" tickets, Public Service Commission tickets and Litter Control tickets.

At the end of each month, all pending cases not previously reported to SCCA should be included on the Pending Criminal Docket. Pending criminal cases reported in earlier months need not be reported again. This will mean that any pending case the court receives during a month's time period must be reported, unless disposed of before the end of the month. For example, if a warrant is returned to the court June 6th, and disposed June 30th, case information and disposition should be entered onto the Criminal Docket only. If a case is filed the last week in June and is still pending the first day of July, it should be reported to SCCA on a Pending Criminal Docket form.

At the end of each month, separate the Pending Criminal Docket form and mail the top, original copy to SCCA (1015 Sumter Street, Suite 200, Columbia, SC, 29201). These cases will remain pending until the case appears as disposed on a Criminal Docket form. The second copy is for the court's internal recordkeeping. When all the cases on a page of the Pending Criminal Docket have been disposed, it should be removed from the Pending Criminal Docket Book and placed in storage until completion of the county's annual audit.

PENDING CRIMINAL DOCKET

1. Judge Name: Enter the last name, the first name, and the middle initial, if any, of the presiding magistrate. Only one magistrate's cases should be entered on a single docket sheet.

2. Judge Code: In the boxes provided, enter the magistrate's four digit code number.

3. County: Enter the magistrate's county of jurisdiction.

4. County Code: Enter the two digit County Code.

5. Month, Year: In the boxes provided, enter the month and year for which these cases are being reported.

6. Pending Docket Page Number: Pending docket pages should be numbered sequentially within each year. You should begin with page number 1, on January 1 of each year, through the last page that is used on December 31.

7. Defendant Name: Enter the last name, first the name, and the middle initial, if any, of the defendant as it appears on the charging paper.

8. Warrant or Ticket Number: Enter the preassigned number appearing on the standard arrest warrant, Department of Natural Resources summons, etc.

9. File Date: Enter the date the charging paper was physically returned and presented to the court following service by law enforcement.

10. Offense: Enter the offense shown on the charging paper by code section or title. Note: The use of this column is optional.

11. Bond Amount Received: Enter the amount of bond received by the court's, if any, here.

12. Scheduled Trial Date: Enter the scheduled trial date, if known, here.

NOTE: The pending criminal docket reflects criminal non-traffic cases that are pending on the last day of each month and are previously unreported to South Carolina Court Administration. A case that is filed and concluded within the same calendar month should be reported only on the criminal docket form SCCA/502, not the pending criminal docket.

Pending Criminal Docket

5. Magistrates Disposed Civil Docket

Instructions for Use

The Magistrates' Civil Docket forms will be used as the official record of civil court proceedings in magistrates' courts in South Carolina. They will replace all existing magistrates' civil dockets and all books, ledgers or other forms now used to record civil cases should be abandoned and put in storage. The civil docket forms and binders will be supplied by Court Administration and may be reordered as is necessary.

Civil cases should be entered on the docket immediately following their disposition. This may occur through settlement, bench trial, jury trial, default, transfer or some other disposition. (See disposition codes at the bottom of each docket page.) Enter 10 cases per page; do not skip lines.

At the end of each month, magistrates' civil docket forms should be separated and the top, original copy should be placed in the Civil Docket Book data binder or filed in an orderly place of safekeeping. The second copy should be mailed to Court Administration (1015 Sumter Street, Suite 200, Columbia, SC, 29201). Please note that, unlike the traffic and criminal dockets, there is no third copy to send to the county treasurer. Magistrates will make their monthly reports of civil fees collected through submitting the Pending Civil Docket.

Upon implementation of the Magistrates' Civil Docket form, all pending cases shown in the court's original docket books should be transferred to the Magistrates' Pending Civil Docket forms. Immediately following disposition, the cases should be entered onto the Civil Docket forms. The magistrate's summary court reports for civil cases should be discontinued upon adoption of this system.

CIVIL DISPOSED DOCKET SHEET

1. Judge Name: Enter the last name, the first name, and the middle initial, if any, of the presiding magistrate. Only one magistrate's cases should be entered on a single docket sheet.

2. Judge Code: In the boxes provided, enter the magistrate's three digit code number.

3. County: Enter the magistrate's county of jurisdiction.

4. County Code: Enter the two digit County Code.

5. Month, Year: In the boxes provided, enter the month and year in which the cases appearing on this docket sheet page were disposed (e.g. June, 2001 is shown as 06 01). Note that only disposed cases within a single month are shown on a single docket page.

6. Docket Page Number: Docket pages should be numbered sequentially within each year. The first docket page used on January 01, should be No. 1, the last used on December 31, should reflect the last docket page number for the court in that year.

7. Defendant Name: Enter the last name, the first name, and the middle initial, if any, of the defendant as it appears on the civil paper. Enter only one name per case.

8. Case Number: Identify the civil case by sequential number. The first case in year 2001 will appear as 2001-00001, the second case 2001-00002, etc. The first case in year 2002 will appear as 2002-00001, the second case 2002-00002. (Note: The South Carolina Court Administration computer printout will identify these cases by judge, county, year and the number assigned to them.)

9. Filing Date: Enter the date on which the civil case was filed with the court (usually the date the civil fee was accepted).

10. Plaintiff: Enter the name of the plaintiff by the last name, the first name and the middle initial, if any.

11. Cause of Action: Enter the cause of action as it appears on the civil paper. Abbreviations are permissible, such as: S & C for Summons and Complaint; C&D for Claim and Delivery; and Evict. For Eviction.

12. Fee Paid: Enter the dollar amount of the civil filing fee paid by the plaintiff when the case is filed. Any subsequent fees collected by the court should also be entered in this space and on a Pending Civil Docket form (for a report to the County Treasurer).

13. Service Date/Return Date: Enter the date the civil paper (copy) is served on the defendant and the date the original civil paper is returned to the judge after proper service.

14. Served By: Enter the name of the constable or officer who served the civil paper.

15. Disposition Date: Enter the date the case was disposed.

16. Disposition: Proper civil case disposition notations may be found at the bottom of each civil docket page. Appropriate code numbers should be entered in the box provided. The word "transferred" should be entered if the case is transferred to another judge for disposition along with the name of the receiving judge. If the verdict is the result of a jury trial, or if there are special conditions set by the court, this also should be noted here.

17. Judgment Amount: Enter the total dollar amount of the judgment entered against the defendant as a result of the plaintiff's claim, if any.

18. Cross-Reference to Pending Civil Docket Page: This entry is optional and provided for the court's internal recordkeeping, if so desired. The number of the pending civil docket page(s) is entered here, providing a cross-reference between the disposed civil docket and the pending civil docket pages.

Magistrate Civil Docket

6. Magistrates Pending Civil Docket

Instructions for Use

Pending Civil Docket forms will be used to record all civil cases as they are filed in magistrates' courts. When a civil case is initiated and the fee is paid, the case should be entered by defendant name, civil case number, date of filing, filing fee and receipt number. The plaintiff (or any other information) may also be noted on the right-hand side of the form, however, this is optional.

This information will serve several purposes. The top original copy will be sent to SCCA at the end of every month for computer entry. These pending cases will remain on file until removed by the receipt of civil docket forms showing their disposition. No monthly updates on these cases are required.

The second copy will be for the court's use. It will serve as a record of civil fees collected as well as a listing of pending cases. Each court may make as much use of this form as a device for tracking pending cases as it sees fit. When all cases on a page have been disposed and all information has been transferred to the civil docket, the pending pages should be removed from the pending docket book and stored in an orderly place of safekeeping.

The third copy of the Pending Civil Docket form will serve as the magistrate's monthly report to the county treasurer of civil fees collected. These copies should be transmitted to the county treasurer's office with a check for the total amount of fees collected pursuant to S.C. Code Ann. §§ 22-1-70 and 22-1-90.

Upon adoption of the Pending Civil Dockets, the civil cases sections of the magistrates' monthly summary court report form, the age of civil cases section and the reports of cases 90 days old or older may be immediately discontinued.

PENDING CIVIL DOCKET

1. Judge Name: Enter the last name, the first name, and the middle initial if any, of the presiding magistrate. Only one magistrate's cases should be entered on a single docket sheet.

2. Judge Code: In the boxes provided, enter the magistrate's four digit code number.

3. County: Enter the magistrate's county of jurisdiction.

4. County Code: Enter the two digit county code.

5. Month, Year: In the boxes provided, enter the month and year in which the cases appearing on this docket form are pending.

6. Pending Docket Page Number: Enter the sequential pending docket page number. The first docket form used in a year will be No. 1 and the pending docket pages will be numbered in sequence through December. The first form used on January 01, of the new year will again be pending docket page No. 1.

7. Defendant Name: Enter the last name, the first name, and the middle initial, if any, of the defendant as it appears on the civil paper. Enter only one name per case.

8. Civil Case Number: Identify the civil case by sequential number. The first case in 2001 will appear as 2001-00001, the second case 2001-00002, etc.

9. File Date: Enter the date on which the civil case was filed with the court.

10. Filing Fees: Enter the dollar amount of the civil filing fee paid by the plaintiff.

11. Filing Fee Assessments: Enter the dollar amount of the civil filing fee assessments paid by the plaintiff.

12. Receipt Number: Enter the receipt number for the filing fees collected.

13. Plaintiff and/or Cause of Action: Enter the name of the plaintiff or the cause of action.

14. Page Total of Civil Fees: Enter the total amount of filing fees shown here

Pending Civil Docket