Judge Mary P. Hatcher
Individual Rules, Standing Orders & Policies
Communication
Chambers
Phone
Document Format Requirements3 rules
Unless the applicable division procedures provide otherwise, proposed orders must be submitted in editable Microsoft Word format and must follow Judge Hatcher’s posted Proposed Order Formatting Guide.
- File type
- Word
- Proposed order
Submit proposed family law orders in editable Microsoft Word format to jgrubb@circuit5.org.
- File type
- Word
- Proposed order
Proposed orders that do not follow the posted formatting instructions may be returned for correction.
Document Filing Requirements20 rules
Petition: (Including U.C.C.J.A. allegations / or separate affidavit of Children)
Notice of Social Security Number per Fam. Law Form 12.901(j)
Complete Parenting Plan if there are any minor children
Child Support Guidelines Worksheet per Rule 12.285(j)
- Document
- Child support guidelines worksheet
Include
- •Per Rule 12.285(j).
Financial Affidavit for both Parties or exception:
PDF of FJ to include Parties' Names and Addresses, unless included in Agreement or PP
Settlement Agreement(s) as to all financial and property issues signed by both Parties.
Answer, Default entered, or Answer and Waiver by Respondent.
Motion / Waiver of Hearing / Final Hearing Testimony signed by both Parties.
- Document
- Motion waiver or final hearing testimony
Include
- •Signed by both parties
Income Deduction Order (All Support) / Income Withholding Order (if Child Support)
The Judge’s signature block must appear on a page containing substantive order text.
Enter the filing date for each listed item or mark it “N/A” where appropriate. Email the completed checklist and the documents identified in its Attachments section to jgrubb@circuit5.org for the Court’s review.
Proposed Order with a certificate of service
- Document
- Proposed order
Include
- •Certificate of service
Proposed orders must follow Judge Hatcher’s posted formatting instructions and include a complete certificate of service.
- Document
- Proposed order
Must include
- •Certificate of service
A Portal Stamped Submission Copy of the completed corresponding Checklist
If the parties request entry of a final judgment without a personal appearance, counsel must complete the Required Checklist for Entry of Final Judgment without Personal Appearance.
A Portal Stamped Submission Copy of the Motion or Petition
Proposed orders must include a complete certificate of service.
- Document
- Proposed order
Must include
- •Certificate of service
Cover letters must be mailed directly to the assigned Judge’s office along with the following: A Portal Stamped Submission Copy of the completed corresponding Checklist A Portal Stamped Submission Copy of the Motion or Petition Proposed Order with a certificate of service
Include the case number and the matter addressed in the email subject line.
Include
- •Case number
Filing & Service rules
Electronic Filing Rules
The completed checklist and all required documents must be emailed.
You must email this COMPLETED checklist with all documents required herein.
Civil cases
Page 1 | Required Checklist for Entry of Final Judgement without Personal Appearance
Please DO send your proposed orders to the Judicial Assistant via US Mail ONLY (orders via email will not be accepted).
Please DO send your proposed orders to the Judicial Assistant via US Mail ONLY (orders via email will not be accepted).
Page 1 | DO’S, DO NOT’S & NOTES
All documents must be filed with the Clerk rather than the Judge.
All documents must be filed with the Clerk’s office, not the Judge’s office.
Page 1 | GENERAL INFORMATION
Parties must not send proposed orders directly to the Clerk.
Please DO NOT send proposed orders to the Clerk.
Page 1 | DO’S, DO NOT’S & NOTES
Probate proposed orders must not be e-filed through the e-portal and will be rejected if submitted that way.
Please DO NOT attempt to e-file proposed orders through the e-portal (they will be rejected by the Clerk).
Page 1 | DO’S, DO NOT’S & NOTES
Copies-to-conform and stamped return envelopes are not required because the court will electronically file and serve the orders through the e-Portal.
Please DO NOT send copies to conform or stamped, self-addressed envelopes. All orders will be e-filed and e-served upon everyone in the e-Portal.
Page 1 | DO’S, DO NOT’S & NOTES
Filing Timing and Cure Windows
A scheduling request remains unconfirmed until the court confirms the date and time, and no Notice of Hearing may be filed or served before that confirmation.
Selecting a time submits a request; it does not confirm a hearing or place the hearing on the Court’s calendar. Do not file or serve a Notice of Hearing until the Court confirms the date and time.
Page 1 | SCHEDULING HEARINGS — GENERAL REQUIREMENTS
An email-coordinated hearing date is not secured until reconfirmed, after which the Notice of Hearing must be filed and served within 24 hours.
When parties coordinate a hearing date and time by email with the Judicial Assistant, the agreed-upon date and time are not secured until the Judicial Assistant reconfirms that they remain available. Once the Judicial Assistant reconfirms availability, the scheduling party must file and serve the Notice of Hearing within twenty-four (24) hours.
Page 1 | SCHEDULING HEARINGS — GENERAL REQUIREMENTS
The Clerk has three business days to accept an order e-filed from the judge’s office.
The Clerk’s office has 3 business days to accept the e-filing of an order from the Judge’s office.
Page 1 | NOTES RE: CERTIFIED COPIES
Probate proposed orders are held for 10 days pending all documentation, after which the submitted materials may be destroyed.
Proposed orders received will be held for ten (10) days pending receipt of all applicable documentation. After that time, the documents submitted with the cover letter may be destroyed.
Page 1 | PROCEDURES FOR SUBMITTING PROPOSED PROBATE ORDERS
Service and Proof of Service Rules
The scheduling party must file and serve the Notice of Hearing on all required parties after confirmation.
Once confirmed, the scheduling party is responsible for filing and serving the Notice of Hearing on all required parties.
Page 1 | SCHEDULING HEARINGS — GENERAL REQUIREMENTS
All orders will be e-filed and e-served upon everyone in the e-Portal.
All orders will be e-filed and e-served upon everyone in the e-Portal.
Page 1 | DO’S, DO NOT’S & NOTES
Filing Fees and Waivers
All payments must be submitted directly to the Clerk of Courts; do not send any form of payment to the Judge’s office.
Please DO NOT send ANY form of payment to the Judge’s office – ALL payments should be submitted to the Clerk of Courts directly.
Page 1 | DO’S, DO NOT’S & NOTES
A party filing a case should not prepay for certified copies at the time of filing.
Certified copies should NOT be prepaid when filing your case.
Page 1 | NOTES RE: CERTIFIED COPIES
A mailed request for certified copies must include the applicable fees and a self-addressed stamped envelope.
If requesting certified copies by mail, please include the appropriate fees and a self-addressed stamped envelope(s).
Page 1 | NOTES RE: CERTIFIED COPIES
A party may purchase certified copies in person no sooner than three business days after receiving the electronically served order.
Certified copies of the order can be purchased, in person, 3 business days AFTER you receive your e-serviced Order from the Judge’s office, by a party to the case.
Page 1 | NOTES RE: CERTIFIED COPIES
Filing Bundling Requirements
The vital statistics form must be submitted separately.
SEPARATE Vital Statistics Form
Civil cases
Page 1 | ATTACHMENTS: INITIAL BELOW CONFIRMING ATTACHED OR MARK N/A IF APPROPRIATE
All agreements must be attached to the final judgment in one PDF file.
All Agreements attached to Final Judgement in ONE PDF file
Civil cases
Page 1 | ATTACHMENTS: INITIAL BELOW CONFIRMING ATTACHED OR MARK N/A IF APPROPRIATE
Final Disposition Form 1.998 must be submitted separately.
SEPARATE Final Disposition form - Form 1.998
Civil cases
Page 1 | ATTACHMENTS: INITIAL BELOW CONFIRMING ATTACHED OR MARK N/A IF APPROPRIATE
Adjournment & Extension Requirements
Only the scheduling party or the court may cancel a probate hearing or trial.
Only the party that scheduled the hearing, or the Court, has the authority to cancel the hearing.
Page 1 | PROCEDURES FOR CANCELLING HEARINGS/TRIALS
A continuance, rescheduling, or cancellation request must be promptly reported and filed, but the hearing remains calendared unless the court grants or confirms it.
If a hearing will not proceed, promptly notify Judge Hatcher’s office and file the appropriate notice or motion. A request or motion to continue or reschedule a hearing does not remove it from the calendar unless the Court grants the request or otherwise confirms the cancellation.
Page 1 | CANCELLING, RESCHEDULING, OR CONTINUING A HEARING
The hearing may be cancelled if an attorney or party is inappropriately dressed.
Hearings start promptly at the time designated on your Notice of Hearing. If you are inappropriately dressed, your hearing may be cancelled.
Page 1 | GENERAL INFORMATION
Chambers Communication Rules
Ex parte communications about a pending case outside the presence of all parties or lawyers cannot be considered by the judge.
Judges are not permitted to consider ex parte communications from one party outside the presence of all parties and/or lawyers concerning a case before the Court.
Page 1 | EMAILING THE JUDICIAL ASSISTANT
Emergency motions must be filed with the Clerk, and copies emailed to jgrubb@circuit5.org, along with any related supporting documents and cover letter.
Emergency motions must be filed with the Clerk, and copies emailed to jgrubb@circuit5.org, along with any related supporting documents and cover letter.
Page 1 | PROCEDURES FOR EMERGENCY FILINGS
A party seeking to cancel a probate hearing or trial must both file the cancellation notice and immediately email the judge’s office.
In addition to filing your notice of cancellation, immediately notify the Judge’s office by email when a hearing is to be cancelled.
Page 1 | PROCEDURES FOR CANCELLING HEARINGS/TRIALS
After emailing an emergency motion and supporting papers, counsel must also telephone the judge’s office because email is not continuously monitored.
YOU MUST also call the Judge’s office to inform them of the emergency motion after submission via email, as the email is not constantly monitored.
Page 1 | PROCEDURES FOR EMERGENCY FILINGS
Email to the Judicial Assistant may be used for hearing scheduling, proposed-order submission, and other court-related functions and inquiries.
An email to the Judicial Assistant should be strictly for the purposes of scheduling a hearing, submission of proposed orders, or other court-related functions and inquiries.
Page 1 | EMAILING THE JUDICIAL ASSISTANT