OCA Support Units

 

Division of Administrative Services

The Division of Administrative Services provides a wide range of support services to OCA units and to the trial courts, including purchasing, contract procurement, accounts management and revenue processing. The Division also performs Statewide information management functions including maintaining attorney registration, retainer and closing statement information and adoption affidavits, as well as overseeing the Continuing Legal Education Department.

Attorney Registration
All attorneys admitted to practice in New York State are required to file a biennial registration form and pay a fee. This Office notifies attorneys of registration, collects fees and maintains a database of admitted and registered attorneys. For further information or assistance,
call: 212-428-2800.

Criminal History Search
The Criminal History Record Search Unit performs searches of the UCS's Criminal Records and Information Management System database to provide individuals' criminal histories in New York to members of the public, private corporations and public agencies. The database includes records from all 62 NY Counties and a search is $65 per name/date of birth. Town and Village data is limited. Please read the CHRS FAQ for more information. For further information or assistance, call: 212-428-2810.

 

Fiduciaries and other Court Appointees
All persons or entities whose appointments are governed by Part 36 of the Rules of the Chief Judge must be enrolled on an approved list established by the Chief Administrative Judge of the Courts. (Categories of appointment governed by Part 36 are: Guardian, Guardian Ad Litem, Law Guardian (Privately Paid), Court Evaluator, Attorney for Alleged Incapacitated Person, Court Examiner, Supplemental Needs Trustee, Receiver, Referee, Counsel, Accountant, Auctioneer, Appraiser, Property Manager and Real Estate Broker). Applicants may apply on-line or may contact OCA for a hard-copy application. For further information or assistance, call: 212-428-2818.

 

Retainer & Closing Statements 
Pursuant to 22 NYCRR Parts 603.7 and 691.20, every attorney who enters into a contingent-fee agreement in any case involving personal injury, property damage, wrongful death, or claims in connection with condemnation or change of grade proceedings in the First and Second Departments must file a statement of the retainer with the OCA. These retainer statements include the date of agreement, plaintiff name and terms of compensation.

Effective May 28, 2003, the Appellate Division 4th Department repealed sections 1022.2 and 1022.3 therefore removing the requirement that attorneys practicing in the 4th Department file statements with OCA. 

In addition, in any case or proceeding that requires a retainer statement to be filed, a closing statement must be filed within 15 days after the attorney receives or shares in any sum received in connection with the claim.  This statement must include information indicating the gross amount of the settlement or award (if any), the net distribution between client and attorney, and a breakdown of other expenses and disbursements.  A closing statement must also be filed if an action is abandoned or if the agreement is terminated without recovery.

For further information or assistance, call: 212-428-2807

 

Adoption Affidavits
In accordance with the rules of the respective Appellate Divisions, 22 NYCRR Parts 603.23 (1st Dept.), 691.23 (2nd Dept.), 806.14 (3rd Dept.), and 1022.33 (4th Dept.), all attorneys in adoption proceedings must file an affidavit with the OCA concerning the adoption.  The objective of the filing is to maintain a record of attorneys and agencies involved in adoptions and to record the fees, if any, charged for their services.

Effective on October 8, 2003 an administrative order was issued by the Chief Administrator updating the Uniform Rules of the Family and Surrogates Courts [22 NYCRR $205.53.(b)(7), 207.55(b)(7)] to no longer require that a receipt of this filing be presented to the court prior to the entry of the decree.  The rule change was made to permit adoptions to proceed to finalization upon affirmation of the attorney that the affidavit had been filed in the hope to expedite the resolution of adoption cases.

For further information or assistance, call: 212-428-2807

 

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Division of Professional & Court Services

The Division of Professional and Court Services (DPCS) houses twelve main Offices responsible for a broad and eclectic array of statewide programs and initiatives that support the courts and court users. The Division’s Offices include Grants and Contracts, Alternative Dispute Resolution (ADR), The Americans with Disabilities Act (ADA) unit, The Children’s Centers Program, Continuing Legal Education (CLE); The Guardian Assistance Network (GAN), Language Access (OLA), Legal Information (OLI), The Parent Education and Awareness Program (PEAP), Production of the Record (OPR), Records Management (ORM) and Trial Court Support (TCS). The DPCS has also piloted, launched or otherwise supports a variety of additional projects and statewide initiatives including Attorney for the Child Contracts, the Online Dispute Resolution Program (ODR), the Court Appointed Special Advocates Program, and the Lawyers Assistance Program. The Division’s Grants and Contracts Office provides fiscal monitoring and support to each of these programs as well as the Judiciary Civil Legal Services contracts and all federally funded initiatives. Call (212) 428-2760 or Email DPCS@nycourts.gov.


Offices & Initiatives within the Division include:


Grants & Contracts
The Grants and Contracts Office is responsible for managing external funding awarded to the court system, contracting with legal and human service organizations, and for purchasing a broad array of services and commodities to support court operations. The Grants and Contracts Office also provides fiscal monitoring and support to each of the DPCS Offices and Initiatives.


Alternative Dispute Resolution
The ADR Office is responsible for promoting the development and use of ADR programs throughout the courts at every level. ADR office staff also manage the Community Dispute Resolution Centers Program, which operates pursuant to Judiciary Law, Article 21A. 


The Americans with Disability Act 
The ADA is a federal law prohibiting discrimination against qualified individuals with disabilities. The Statewide ADA Coordinator is supported by two senior staff from the DPCS. Together, they assist the courts and public in providing access to services and reasonable accommodations for court users who qualify under the ADA.


Children’s Centers in the Courts 
The Statewide Children’s Centers Program offers a “safe haven” to New York's most vulnerable children who would otherwise find themselves in the middle of crowded courthouses and busy courtrooms. New York State’s Children’s Centers Program is a statewide network of 31 childcare centers housed primarily in Family Courts and a few Criminal, District and City Courts.


Continuing Legal Education 
The New York State Continuing Legal Education Program mandates specified content for and amount of continuing legal education for attorneys admitted in New York and practicing New York law. A CLE Board considers policy issues and CLE staff reviews course applications and oversees the activities of Accredited CLE Providers. 


Guardian Assistance Network
The Guardian Assistance Program provides statewide training, individual support, and non-legal advice to “lay guardians” appointed in NYS Supreme Court under Mental Hygiene Law Art. 81 to act as surrogate decision-makers for an incapacitated relative or friend. GAN is a hybrid program that balances providing training and dissemination of information to larger groups of lay guardians while also offering individual consultations.  


Office of Language Access 
The Office of Language Access is responsible for the prompt, accurate and consistent delivery of language access for court users who are not proficient in the English language. This includes interpretation for spoken word languages, sign language, translation services, research regarding languages of lesser diffusion, and outreach for all languages. 


Legal Information and Law Libraries
The Office of Legal Information supports UCS court law libraries and administers reference and general customer services to the judiciary, court personnel, and the public. The office also oversees and coordinates numerous remote services including 1-800-COURT- NY, question@nycourts.gov, and Ask a Law Librarian.


Parent Education and Awareness Program
The New York State Parent Education and Awareness Program is designed to educate divorcing or separating parents about the impact of their breakup on their children. The PEAP program maintains a list of certified providers to which judges make referrals and updates and distributes the Parent Handbook and other materials to the network of certified providers.


Office of the Production of the Record 
The Office of the Production of the Record ensures the accuracy, protects the integrity, and supports access to the record of court proceedings heard throughout the NYS Unified Court
System. OPR serves as an administrative resource regarding the Rules and Regulations
pertaining to court reporters, electronically recorded court proceedings, audio transcription
vendor services, transcript production, page rates, and union negotiated contractual issues. The Office assists in the development and implementation of policies and best practices that support the NYS Unified Court System’s access to justice commitment by ensuring that the highest standards of record quality and accuracy are met.


Office of Records Management
The Office of Records Management facilitates proper records management practice across the UCS by promulgating guidelines for the creation, retention, preservation, and use of records in all formats (paper, micrographic, and electronic). The Records Management Unit also oversees the Brooklyn Army Terminal Records Center and assists with disaster recovery when necessary.


Trial Court Support 
The Office of Trial Court Support (TCS) facilitates the effective, efficient, and consistent operations of New York State's trial courts by providing operational expertise and guidance to non-judicial court staff. TCS assists OCA administrators and court managers by analyzing operational issues for problem-solving efforts; implementing new legislation and policies; refining and standardizing court procedures; recommending best practices; conducting local, regional, or statewide training; and developing instructional materials, operations manuals, and court forms. TCS also leads the statewide initiative to convert all new and existing web content, forms, and instructional materials into plain language. 

 

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Division of Human Resources

The Division of Human Resources provides support services encompassing personnel administration; labor relations and professional development. For further information or assistance, call: (212) 428-2515 or E-mail HRQuestions@nycourts.gov

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Division of Technology

The Division of Technology provides information processing and technology services for the UCS. The court system relies on computer technology to perform an ever increasing number of tasks - including the assignment of new cases, the tracking of pending and closed case histories, the production of court calendars and reports of caseload activity. For further information or assistance, contact Technology@nycourts.gov

eCourts
A variety of court case information is available on-line at eCourts. Using our free case information services you can find future appearance dates for cases in Criminal, Family and Housing Court. You may also view information on both active and disposed cases in Civil Supreme and Local Civil Courts, and by signing up for our free eTrack case tracking service you can receive email notifications about activity in Civil Supreme, Local Civil and Criminal Court cases. For more information contact ecourts@nycourts.gov.

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Division of Financial Management

The Division of Financial Management is responsible for the preparation, review and implementation of the Judiciary budget. It also helps develop fiscal policies and procedures and performs other related functions. For further information or assistance, call: 518-453-8600 or E-mail DFM@nycourts.gov.

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Counsel's Office

Counsel's Office serves as the law department of the Office of Court Administration, providing legal assistance on all administrative matters affecting the Unified Court System. It represents judges and nonjudicial employees in state and federal court proceedings where the issues raised affect the administration of the courts (where judges are sued in their judicial capacity, they are represented by the Attorney General's Office), and it appears on behalf of the court system in proceedings before state and federal administrative agencies (such as the State Division of Human Rights and federal EEOC). It also drafts charges and prosecutes all disciplinary proceedings brought against nonjudicial employees.

NYS Unified Court System
Office of Court Administration
Counsel’s Office
25 Beaver St, 10th floor
New York, NY 10004

212-428-2150

In its legislative capacity, Counsel's Office is responsible for preparing the court system's Legislative Program and for providing on-going contact with the Legislature to support its enactment into law. The Office also provides comments to the Legislature and the Governor on proposed legislation affecting the courts. Counsel's Office provides staff counsel to each of the advisory committees (civil practice, criminal practice, Family Court, Surrogate's Court, local courts) that propose to the Chief Administrator legislation and rules affecting practice and procedure in the courts.

Counsel's Office is also responsible for drafting the administrative and procedural rules affecting the court system. The administrative rules are contained in Parts 1 through 50 of the Rules of the Chief Judge and Parts 101 through 150 of the Rules of the Chief Administrator. The procedural rules are contained in the Uniform Rules for the Trial Courts (Part 200 through 221 of the Rules of the Chief Administrator). The Office staffs the Advisory Committee on Judicial Ethics and assists in advising judges on the application of the Rules of Judicial Conduct promulgated by the Chief Administrator.

Counsel's Office negotiates and drafts contracts for goods and services for the Unified Court System and serves as a legal resource for issues that may arise with respect to contracts drafted by the district offices. It also serves handles Freedom of Information Law (FOIL) requests for administrative records of the court system.

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Court Facilities Unit

Under New York State law, local governments are responsible for providing and maintaining facilities for the Unified Court System. The Court Facilities Unit works with these localities to assist them in meeting their responsibilities. It assists local municipalities in designing new court facilities and in renovating existing ones. The Unit also assists localities with the scheduling and coordination of tenant services such as cleaning, painting, carpeting and electrical needs. For further information or assistance, call: 212.428.2968.

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Office of Court Research

The Office of Court Research supports the Court's need for caseload activity statistics. These data are used for budgeting, forecasting, public information, evaluating new initiatives and managing the court system on a daily basis.

In addition to providing caseload activity statistics, this Office also provides jury system support and operations research services to all State courts. Jurors and those interested in serving as jurors can visit NYJuror.com. For further information or assistance, call the jurors' hotline at 1-800-NY-JUROR or E-mail nyjuror@nycourts.gov.

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Office of Public Affairs

The Office of Public Affairs strives to enhance the public's understanding of the court system through community outreach and education projects. It also keeps court employees informed of the work of the Judiciary. For further information or assistance, call: 212-428-2116.

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Office of Public Information

The Office of Public Information serves as the spokesperson for the court system. It is responsible for communicating with the media and for publicizing the initiatives and programs implemented by the courts. For further information or assistance, call: 212-428-2500 or E-mail publicinformation@nycourts.gov .

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Office of Diversity & Inclusion

The Office of Diversity & Inclusion manages the court system's long-standing commitment to equal employment opportunity and ensuring a diverse workforce that reflects the community. The office also oversees an informal procedure for employees and job applicants to address employment related discrimination matters. For further information please call 212-428-2540 or e-mail: diversity@nycourts.gov.

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Office of the Inspector General

The Office of the Inspector General is responsible for the investigation and elimination of misconduct and misfeasance. There are two specialized units within the Office of the Inspector General: the Office of the Managing Inspector General for Bias Matters, which investigates allegations of bias based upon race, sex, sexual orientation, age, marital status, disability, national origin or religion, and the Office of the Managing Inspector General for Fiduciary Appointments, which investigates matters involving fiduciary appointments within the court system.

For further information or assistance, contact:
Inspector General's Office
Toll-Free 1-866-656-1439 or E-mail ig@nycourts.gov

Managing IG for Bias Matters
Toll-Free Complaint Number 1-877-2EndBias
or E-mail kporter@nycourts.gov

Managing IG for Fiduciary Matters
646-386-3515 or E-mail ecandrev@nycourts.gov

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Division of Internal Audit Services

The Division of Internal Audit Services provides internal audits and financial investigations within the Judiciary. Thereunder, Internal Audit Services assists management in attaining its goals by furnishing necessary information, analyses, appraisals, and recommendations.

The Internal Control Office is responsible for overseeing the court system’s internal control processes which have been adopted to safeguard assets, check the accuracy and reliability of accounting data, promote operational efficiency and encourage adherence to prescribed managerial policies. Its mission is to help court managers monitor court operations and identify and correct internal control weaknesses before they become major problems.

For further information or assistance, call: 518-238-4303 or email audit@nycourts.gov

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Department of Public Safety

The Department of Public Safety, headed by the Chief of Public Safety, is responsible for developing uniform guidelines, policies, and procedures for ensuring safety throughout the State Court System. It oversees the implementation of emergency preparedness planning and procedures in the courts. This includes the completion of emergency plans for each court location, as well as conducting and reviewing evacuation drills. The Chief of Public Safety also oversees the management of judicial threats, reviews and assists in the development of security planning for new and existing facilities, and is responsible for developing standards and curricula for the Court Officers Academy and for the Court Officers Rules and Procedures Manual. The Department also serves as a liaison between the law enforcement and public safety community, at the local, state and federal levels. For further information or assistance, E-mail DPS1@nycourts.gov

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