Judge Maria Ruhl
Individual Rules, Standing Orders & Policies
Limits & Logistics
Courtesy Copies
Evidentiary Exhibits
- At Least 3 Days Before Hearing
Hearing Materials
- As Directed by Judicial Assistant
- At Least 3 Business Days Before Hearing
Motion, Evidence, Case Law, Response
Proposed Order, Cover Letter
- Before Submission
Adjournments
- For a cancellation within 24 hours of the hearing, immediately call and email the judicial assistant, provide the cancellation notice and reasons, and submit any necessary stipulation or order by the original hearing time.
Request must include
Communication
Chambers
Document Format Requirements11 rules
If you are authorized to appear by Zoom, you must appear with a working camera. You may not appear by telephone. This includes Court Reporters.
The Court will not open links of any kind. All submissions shall be in a format acceptable to the Court.
Send electronic hearing materials to Family Division 2 as a single PDF file.
- File type
- Hearing materials
Formatting
- •Electronic hearing materials must be provided as a single PDF file
Court's wording
Electronic copies of hearing materials should be sent to Family Division 2 (email address to be updated). The Court will accept these documents in electronic format only if provided as a single PDF file.
All dispositions requiring DNA and fingerprints are required to be done in person, in front of the Judge.
Formatting
- •The disposition must be conducted in person before the judge
All proposed orders must be in Word format only and must be accompanied by a cover letter that is also submitted though the ePortal. The cover letter must be in PDF/A format.
Do not include any unnecessary marks on documents, including headers or footers (e.g., firm names, internal coding, watermarks, etc.) within the proposed Order.
Dependency Hearings: Unless specifically instructed, the court will continue to hold the following dependency hearings remotely: Judicial Reviews, Dependency Docket Sounding and non-evidentiary hearings scheduled for less than 30 minutes.
The Court’s preference is that it be: text searchable; paginated with page numbers exactly matching the index pagination; bookmarked consistent with the index.
The court generally uses 12-point Times New Roman font with one-inch margins when drafting proposed orders.
- Font
- Times New Roman
- Font size
- 12 points
- Margins
- 1 inch
- Proposed order
Volunteers: Guardian ad Litem volunteers may always appear on Zoom without permission or notice to the court.
If size limitations prevent the emailing of the PDF file as a single file, multiple files may be provided or submit to the Court via a USB flash drive.
Document Filing Requirements26 rules
Please utilize account named “Juvenile Division (Judge Maria Ruhl)” for all for in-person and remote hearings.
Do not include a directive such as “hold this proposed order for x days for an objection to be lodged”. If the paperwork has not been reviewed by all parties, it should not be sent to the Court.
A written email request for hearing time must attach the motions and DINs and include the agreed duration, requested appearance type, general timeframe, trial-docket status, and relevant scheduled hearings; phone requests are not accepted.
Court's wording
To request hearing time from the Court, the following information must be included in the email (phone calls not accepted): list of motions and DIN (motions must be attached to email) agreed total length of time needed by attorneys and/or pro se litigants requesting appearance (either in-person or remote) – requesting party will be notified if a further motion will be required general time frame requesting the hearing to be held (5 days, 30 days, etc.) if you are on a trial docket other scheduled hearings for the same case or related cases that impact the request
As such, no “add on” cases are permitted on Wednesdays and no evidentiary hearings will be conducted on Wednesdays.
Do not submit consolidated forms. All Stipulations must be a standalone document and filed prior to submitting an order to the Court. Motions and Stipulations not e-filed will not be considered.
If party agreement is not stated in the proposed order, the cover letter must confirm prior agreement; the court will not sign without clear agreement, consent, or counsel’s affirmation of opposing counsel’s approval.
Court's wording
If the agreement is not contained in the proposed order, it must be indicated in the cover letter that all parties previously agreed to the form and content of the order. The cover letter must accompany the proposed order that is filed through ePortal. The court will not sign proposed orders/judgments without clear evidence of agreement or consent by all parties or counsel’s affirmation that opposing counsel has approved the form and content of the order/judgment.
A party waives objections by failing to timely object to the motion unless, before the date of the proceeding, the party establishes good cause for failure to timely object.
Include a detailed service list in the proposed order. Service list must have more than names, include the method of service (complete email or mailing address)
A party seeking an emergency or hardship hearing should file a detailed, sworn, verified motion describing good-faith efforts to resolve the matter, the issues and need for expedition, the basis for waiving mediation, and the time needed for each party’s presentation.
Court's wording
If a party believes there is a factual basis for setting an emergency or hardship hearing, a detailed, sworn and verified motion setting forth the following should be filed: that the movant first conferred with or made a good faith effort to contact opposing party to resolve the matter without Court intervention (efforts to be delineated in the motion re: contact and resolution); the issue(s) that need to be resolved on an expedited basis and why they require an expedited hearing; the basis for the waiver of any required mediation; the amount of time needed, taking into account each party’s presentation.
Following a hearing, the court may ask the prevailing party to submit a proposed order. Do not submit a proposed order until all parties have reviewed and approved the proposed order.
File a compliant Notice of Hearing immediately after reserving hearing time; hearings may not be set unilaterally.
Court's wording
A Notice of Hearing must be filed immediately after reserving hearing time and must conform to the Twelfth Judicial Circuit’s Standards of Professionalism. Hearings are not permitted to be set unilaterally.
Once a motion has been set for hearing, additional motions may not be “cross-noticed,” “piggybacked,” or substituted during the time reserved for the original motion without the express consent of opposing counsel and the court.
An emergency or hardship motion’s verification must use the specified sworn verification form.
Court's wording
The verification must be in the following form: Verification State of Florida County of Sarasota Before me, the undersigned authority, personally appeared, ____________________ who is personally known to me or produced valid identification and after being duly sworn deposes and says: I have reviewed the foregoing facts listed in the Emergency and/or hardship Motion and find the same to be true and correct and I understand that I am swearing or affirming under oath as to the truthfulness of each and every claim made in this Motion and that the punishment for knowingly making a false statement includes fines and/or imprisonment. Further affiant sayeth not. ____________________________ (name of movant) Sworn to and subscribed before me this _____ day of _________________, by _________________who is personally known to me or who produced _________ as identification and who did take an oath. Signed: ____________________________ (Notary Public) My Commission Expires:
The Court may allow testimony to be provided remotely if all parties consent and approved by the Court. A stipulation between the attorneys and/or pro se litigants does not automatically grant the relief requested. If approved, the court will enter an order.
Do not use back-to-back slots to lengthen a hearing; a case may not occupy more than one hearing slot per standard business day, and back-to-back hearings will be canceled.
Court's wording
Do not schedule back-to-back slots to obtain more hearing time (i.e., two back-to-back 15-minute slots to obtain 30 minutes of hearing time). This includes motions made by both parties. One case number should not take up more than one hearing slot in a standard business day. Back-to-back hearings will be canceled by the Court.
Do not submit one proposed order for two (2) case numbers. Each case number must have its own document.
All parties, attorneys and participants need permission to appear by Zoom for hearings that are noticed for in-person hearings.
The judge decides whether emergency or hardship treatment is warranted; the Court will issue directions by order and may require a written response, and failure to follow the stated steps may support denial.
Court's wording
The judge will determine whether the issues qualify as an “emergency” under the prevailing case law or whether a hardship exists thus justifying the waiver of mediation or the setting of an expedited hearing. The court will prepare an order advising the parties how to proceed. The court may issue an order requesting the non-moving party to file a written response. Failure to follow the steps as outlined in this section will constitute a basis for denial of the motion.
You are responsible to ensure the notice of hearing contains the appropriate ADA notice and the appropriate DIN for each motion to be heard. When drafting a Notice of Hearing for a remote hearing, you must include Judge Ruhl’s Zoom credentials.
All motions must be filed with the Clerk prior to reserving hearing time.
In some cases, the court will ask each party to submit a proposed order. Make sure to abide by any deadlines that the court gives, and all parties are copied.
For an unagreed order, disclose any out-of-office or vacation response received from another party in the cover letter.
Court's wording
If any party submitting an order which has not been previously agreed to by all parties, receives an “out of office” or “vacation response” from any other party, it is the submitting party’s obligation to include this information in the cover letter.
Parties may stipulate to determination on written submissions; the stipulation must be signed by all parties, filed with the Clerk, and accompanied by copies of all materials submitted for review.
- Document
- Stipulation for submission without hearing
Must include
- •Proposed order
Court's wording
Nothing precludes the parties from stipulating those matters be determined based solely on written submissions (written motions, written responses with legal analysis and proposed orders). Any such stipulation must be signed by all parties, filed with the clerk, and copies of all paperwork to be submitted to our office for review.
In Dependency cases set for trial, the court will enter a pre-trial order with discovery and conference deadlines.
For dependency cases, trials are set at arraignment pursuant to the requirements of Fla. Stat. 39. For delinquency cases, trials are set pursuant to the rules of juvenile procedure.
The Delinquency cases will follow the rules of juvenile procedure.
Filing & Service rules
Electronic Filing Rules
First provide covered juvenile requests to the State Attorney’s Office; then file the documentation with the Clerk and submit a proposed order through the ePortal.
All requests for juvenile release from commitment programs, requests to terminate supervision and/or jurisdiction, and requests related to a youth’s home pass status must be provided to the State Attorney’s Office first. The requesting party shall file all documentation with the clerk, then submit a proposed order through the ePortal.
Page 1 | K. Other Division Procedures
Do not file a proposed order with the Clerk of Court.
Do not file your proposed Order with the Clerk of Court
Page 1 | D. Submission of Orders
Do not email proposed orders to the Court.
Do not email your proposed order to the Court.
Page 1 | D. Submission of Orders
Submit proposed orders and judgments through the ePortal.
Effectively immediately, proposed orders/judgments are required to be submitted through the ePortal. See Administrative Order 22-1.2.
Page 1 | D. Submission of Orders
Filing Timing and Cure Windows
For an unagreed proposed order, allow five business days for objections, state in the cover letter that no objection was made, and wait until the period lapses before submission.
When submitting a proposed order which has not been previously agreed to, the cover letter must indicate that the parties were provided five (5) business days to make an objection and failed to do so. Do not submit the proposed order until the five (5) business days have lapsed.
Page 1 | D. Submission of Orders
Requests for orders to show cause or violations of probation must be received by noon on the Thursday before the requested Tuesday docket; later requests carry over to the following Tuesday.
In order to allow adequate advanced notice to all parties, the cut-off time to receive requests to issue Order(s) to Show Cause and/or Violations of Probation (“VOP’) is 12 p.m. on Thursday immediately prior to the Tuesday delinquency docket requested. All requests received after 12 pm on the cut-off day will be carried over to the following Tuesday’s docket.
Page 1 | K. Other Division Procedures
A written objection to Zoom must be filed within 10 days after service of the motion, unless the court directs another period.
A party may file an objection in writing to the use of Zoom within 10 days after service of the motion or within such other period as may be directed by the court.
Page 1 | A. Remote Appearance
The four-week period begins when the Court receives the last post-hearing submission.
The four (4) weeks begins upon the court’s receipt of the last post-hearing submission (e.g., transcripts, supplemental briefs, legal authority, proposed orders).
Page 1 | D. Submission of Orders
Motions and objections should be concluded at least three business days before the hearing.
For the court to provide ample notice to the parties and court staff, all motions and objections should be concluded no less than 3 business days prior to the hearing.
Page 1 | A. Remote Appearance
Service and Proof of Service Rules
Serve the motion requesting remote appearance, the Notice of Hearing, and the original motion on everyone entitled to notice, including the court.
A copy of the motion along with the Notice of Hearing as well as the original motion scheduled to be heard must be served on all who are entitled notice of the proceeding, including the court.
Page 1 | A. Remote Appearance
Before submitting an order for signature, provide a copy to all parties.
Any party submitting an order for signature must have previously provided a copy to all parties.
Page 1 | D. Submission of Orders
For electronically submitted orders, the judicial assistant serves the order by email, and the certificate of service must include every recipient’s email address.
If an order is submitted electronically, the judicial assistant will serve the Order on the parties via email. The certificate of service must be complete and include the email addresses for all recipients.
Page 1 | D. Submission of Orders
If additional U.S. mail copies need to be served, please modify the certificate of service accordingly for the movant to complete such actions.
If additional U.S. mail copies need to be served, please modify the certificate of service accordingly for the movant to complete such actions.
Page 1 | D. Submission of Orders
Courtesy Copy Requirements
Provide courtesy copies of all agreed and disputed evidentiary exhibits to all parties and the Court at least three days before the hearing.
Courtesy copies of any evidentiary exhibits (all agreed and not agreed) shall be provided to all parties, and to the court at least three (3) days prior to the date of the hearing.
Page 1 | G. Exhibits for Evidentiary Proceedings
The Court must receive all hearing materials at least three business days before the hearing.
The Court must receive all materials no later than three business days prior to the hearing.
Page 1 | E. Courtesy Copies
Before submitting through the ePortal, provide all parties and attorneys a courtesy copy of the proposed order and cover letter in their required formats.
The submitting party must ensure all parties/attorneys receive a courtesy copy of both the proposed order (Word format) and cover letter (PDF/A) prior to submission.
Page 1 | D. Submission of Orders
Paper copies may be used only when the submitting party cannot provide electronic copies.
Paper copies may be utilized only if the submitting party is unable to provide electronic copies.
Page 1 | E. Courtesy Copies
For larger hearings, follow the deadline provided by the judicial assistant when the hearing is set.
For larger hearings, the judicial assistant will provide a deadline at the time of setting.
Page 1 | E. Courtesy Copies
If PDF delivery is not possible, the Court would appreciate paper copies of the motion, directly relevant evidence and case law, and opposing parties’ filed responses.
If unable to send in PDF format, the Court would appreciate a paper copy of the motion, the directly relevant evidence (if applicable), only directly relevant case law and any responses filed by opposing parties.
Page 1 | E. Courtesy Copies
Filing Bundling Requirements
Do not submit two orders for the same case simultaneously through the ePortal.
Do not submit two (2) orders for the same case at the same time in the ePortal. This will cause an error and one or both orders may be erased.
Page 1 | D. Submission of Orders
Pre-Motion Conference Requirements
A motion showing good cause is required to request conversion of a hearing to Zoom.
If requesting a hearing be converted to Zoom, a motion showing good cause must be filed.
Page 1 | A. Remote Appearance
The Court may, in its discretion, hold emergency or expedited hearings during alternative, unconventional work hours.
Emergency or expedited hearings may occur during alternative, unconventional work hours at the court’s discretion.
Page 1 | F. Emergency & Other Urgent Matters
Adjournment & Extension Requirements
For a cancellation within 24 hours of the hearing, immediately call and email the judicial assistant, provide the cancellation notice and reasons, and submit any necessary stipulation or order by the original hearing time.
If a cancelation is necessary within 24-hours of the scheduled hearing, call and email the judicial assistant immediately. You will be asked to provide a copy of the Notice of Cancelation and identify the reason(s) for the cancelation (i.e. scheduling conflict or resolved outstanding issues). Please be prepared to submit a stipulation and/or order where necessary. The deadline for these documents would be the time of the original scheduled hearing.
Page 1 | B. Hearing Procedures
Chambers Communication Rules
Copy all parties on every written communication with the judicial assistant, including email.
All written communication with the judicial assistant, including, but not limited to, email communication, must be copied to all parties in the “cc” line, each and every time.
Page 1 | C. Communications with the Court
A self-represented person may address the judge in court only when the case is properly scheduled and all parties are present; case discussions with the judge outside court or without all interested parties are prohibited.
You may absolutely address the Judge in court for so long as your case is properly scheduled on the court docket and all parties are present during your conversation with the Judge. You may not discuss your case or your child’s case with the Judge outside of court nor outside of the presence of all interested parties.
Page 1 | Frequently Asked Questions
Hearing time may be scheduled in open court by agreement; hearings not scheduled in court by the clerk must be scheduled through JACS.
Hearing time may be scheduled in open court by agreement of the parties and the court. All hearings, that are not scheduled in court by the clerk, must be scheduled on the Judicial Automated Calendaring System (“JACS”).
Page 1 | B. Hearing Procedures
If JACS shows no slot for a hearing of 30 minutes or less, email a written hearing-time request with all sides copied or it will not be reviewed.
If time slots do not appear on the JACS drop down menu for hearings 30 minutes or less in length, please email the request for hearing time in writing with all sides copied. If all parties are not copied, the request will not be reviewed.
Page 1 | B. Hearing Procedures
Cancel a hearing by emailing the judicial assistant with the specified subject line and attached document, and immediately notify opposing counsel or party and the court.
Please email the judicial assistant to cancel a hearing. Please indicate “Notice of Cancelation,” case number and case style in the subject line of the email (attach document). You also must immediately send notice of cancelation to opposing counsel or party, including the court.
Page 1 | B. Hearing Procedures
File the original emergency motion with the Clerk, deliver or email a copy to the Court, and call the judicial assistant to advise that the motion was filed.
The original motion shall be filed with the clerk, and a copy hand-delivered or emailed to the court and a phone call placed to the judicial assistant advising of the motion.
Page 1 | F. Emergency & Other Urgent Matters
Do not litigate by letter or email; file and schedule the appropriate motion if the parties cannot agree.
The court does not allow litigation by letter or email. If the parties cannot agree on an issue, the appropriate motion should be filed and set for hearing.
Page 1 | D. Submission of Orders
The Court considers case arguments only when made in court or in properly filed documents by parties.
The Court is only allowed to consider arguments made in the courtroom and in documents properly filed by actual parties in the case as authorized by law and the Rules of Court.
Page 1 | Requirements & Information
Do not call or email the Court to speak with the judge about a case.
Please do not call or email the Court expecting to speak with a Judge about any case.
Page 1 | Requirements & Information
Schedule hearings of 30 minutes or less using JACS.
All hearings 30 minutes in length or less must be scheduled using the Court’s JACS.
Page 1 | B. Hearing Procedures
Coordinate alternative hearing time for a particularly complex dependency case requiring extraordinary Court time instead of using a Wednesday dependency docket.
If any party believes a particularly complex dependency case will require an extraordinary amount of the court’s time, the party will coordinate alternate hearing time, rather than utilize a Wednesday Dependency docket, to ensure adequate time can be dedicated to the complex nature of any given case.
Page 1 | K. Other Division Procedures
A letter to the judge will be shared with all parties and will not be reviewed because it may be improper.
If you write the Judge a letter, a copy of the letter will be provided to all parties and will not be reviewed by the Judge as the communication may be deemed improper.
Page 1 | Frequently Asked Questions
Read the requirements before calling the judicial assistant’s office.
Do not call the office without first reading the requirements. The answers to most questions are in the requirements.
Page 1 | Requirements & Information
To schedule a hearing requiring more than one hour, email the judicial assistant.
Hearings Longer than 30 Minutes: Please contact the Court’s Judicial Assistant via email at SRQJUV@jud12.flcourts.org to schedule hearings requiring more than one hour.
Page 1 | B. Hearing Procedures
Do not call to ask about an order’s status; after four weeks without a ruling, the movant may email the judicial assistant to report that the matter has been under advisement for four weeks.
Do not call to ask about the status of the order. If four (4) weeks have elapsed without a ruling, the movant may email the judicial assistant to advise the matter has been under advisement for four (4) weeks.
Page 1 | D. Submission of Orders