CM/ECF User Manual

Conventionally Filed Exhibits

Details

Exhibits such as recordings or physical objects that cannot be filed electronically must be filed conventionally. See LR5-6(a). When submitting a conventionally filed exhibit, two copies of the conventional filing and caption cover page must be submitted to the Clerk's Office (one Court copy and one Judge's copy) for docketing.

Conventionally filed submissions must include:

  • A case caption cover page. (Example caption: CONVENTIONALLY FILED Exhibits 1-12 to Declaration of John Smith, Docket # 34.); 
  • The conventional filing (DVD, CD, external media device, etc.); and
  • A judge's copy of cover page and conventional filing, stamped "Judge's Copy."
Last Updated: Wednesday, August 30, 2023

Submission Requirements for Electronic Trial Exhibits

Details

In order to ensure that the Court, jury, and other parties have access to electronically submitted exhibits, the following requirements apply to their submission.

  1. Electronic exhibits are to be submitted only in these formats:
    Exhibit TypesAllowable File Types
    Documents .pdf
    Images .jpg, .gif, .png, .pdf
    Video and Audio Recordings .avi, .mpg, .mp3, .mp4

    In addition, exhibit files are not to be encoded with any proprietary software, and must be readable by computers running Microsoft Windows software without the need to install any additional proprietary tools.

  2. File sizes are not to exceed 500MB. Exhibits exceeding this size limit must be separated into smaller files. Images may be reduced in size by reducing their dimensions, usually with minimal effect to viewing quality.
  3. PDF files must also be optimized for fast web view. (Visit the Adobe website at adobe.com on the Support & Learning page for instructions on optimizing PDF files for fast web view.)
  4. Documents and images must be properly oriented for viewing.

Submission of noncompliant exhibits violates Local Rule 5-6(b). If the Court determines that a submitted exhibit does not meet the above requirements, the Court will request that it be resubmitted in a format that complies with the above requirements.

Last Updated: Wednesday, March 29, 2023

Court Fees

Details

Following are fees to be charged for services provided by the district courts. No fees are to be charged for services rendered on behalf of the United States, with the exception of those specifically prescribed in items 4(b), 4(e), and 4(f). No fees under this schedule shall be charged to federal agencies or programs that are funded from judiciary appropriations, including, but not limited to, agencies, organizations, and individuals providing services authorized by the Criminal Justice Act, 18 U.S.C.§ 3006A, and Bankruptcy Administrator programs.

Fees required for new civil cases opened electronically, notices of appeal, and pro hac vice applications are to be paid via the Court’s Case Management/Electronic Case Files (CM/ECF) system. Payment for a new civil case opened electronically is made by the attorney during the filing of the case initiating document. Payment for notices of appeal and pro hac vice applications may be made during electronic filing of those documents. See CM/ECF User Manual, Section 5 - Electronic Filing Protocols and the Electronic Public Access Fee Schedule.

Effective December 1, 2023

Filing Fees

New Civil Case (Complaint, Notice of Removal, Prisoner Civil Rights Complaint)
$405.001
Habeas Corpus Petition
$5.00
Cuban Liberty and Democratic Solidarity (LIBERTAD) Act 19962
$7,202.00
Miscellaneous Case or filing any document that is not related to a pending case or proceeding
$52.00

Appeal Filing Fee

Notice of Appeal3
$605.00
Appeal to District Judge from Conviction by US Magistrate Judge in a Misdemeanor Case
$41.00

Attorney Admissions Fees

Admission of Attorney to General Practice (New Application or Reinstatement)
$225.00
Special Admission - Pro Hac Vice
$300.00
Duplicate Certificate of Attorney Admission
$21.00
Certificate of Good Standing
$21.00

Miscellaneous Fees

Issuance of an Apostille
$50.00
Record search (for each name or item searched)4
$34.00
Certification of any document5
$12.00
Exemplification of any court record5
$24.00
Reproduction of any document and providing a copy in paper form (per page)6
$0.50
Reproduction of recordings of proceedings7
$34.00
Reproduction of microfiche or microfilm of any court record (per page)
$7.00
Registry funds fee assessment
See LR 67-1(d)
Any payment returned or denied due to insufficient funds or credit card chargebacks
$53.00
Retrieval of case records from the Federal Records Center
First box
$70.00
Second or more boxes (fee to be collected for each box)
$43.00
SmartScan Option
Fee to access records electronically
$11.00
Fee to pull and re-file records
$9.90
Fee per page
$0.65
Witness Fee - daily
$40.00
Local Rules of Practice (Copies available on paper)
$7.50
Mileage Rate (per mile)
$0.67
Processing fee for an offense charged on a federal violation notice8
$30.00
Reproduction or transmittal of an electronic record9
$33.00

No change policy: Due to financial management policies established by the Administrative Office of the U.S. Courts, the Clerk's Office is not able to provide change. Exact payment for services is required.

The Clerk's Office currently accepts the following methods of payment:

  • Money Order
  • Check (business, cashier, certified or personal)
  • Credit Card (Visa, MasterCard, American Express and Discover)

Checks and money orders must be made payable to: CLERK, U.S. DISTRICT COURT

1 Includes a $55 administrative fee for filing a civil action, suit, or proceeding. This fee does not apply to applications for a writ of habeas corpus or to persons granted in forma pauperis (IFP) status under 28 U.S.C. § 1915.

2 P.L. 104-114, 110 Stat. § 885 (1996). This fee is in addition to the filing fee prescribed in 28 U.S.C. § 1914(a) for instituting any civil action other than a writ of habeas corpus.

3 Notice of Appeal fee includes both the District Court docket fee ($5.00, see 28 U.S.C. § 1917) and the Appellate Court filing fee. One payment of $605.00 per appeal should be tendered to the Clerk, United States District Court.

4 This fee shall apply to services rendered on behalf of the United States if the information requested is available through electronic access.

5 This fee applies whether the certification is made directly on the document or by separate instrument. The stated fee does not include the $0.50 per page reproduction fee. When remitting payment, please include the per-page document reproduction fee (as outlined in section 4(e) above) in addition to the standard fee for certifications and/or exemplifications.

6 This fee shall apply to paper copies made from either: (1) original or electronic documents; or (2) microfiche or microfilm reproductions of the original records. This fee shall apply to services rendered on behalf of the United States if the record requested is available through electronic access.

7 For reproduction of recordings of proceedings, regardless of the medium, $34, including the cost of the medium. This fee shall apply to services rendered on behalf of the United States, if the reproduction of the recording is available electronically.

8 This fee is assessed for each violation notice processed through the Central Violations Bureau (CVB).

9 For reproducing and transmitting in any manner a copy of an electronic record stored outside of the court's electronic case management system, including but not limited to, document files, audio recordings, and video recordings, $33 per record provided. Audio recordings of court proceedings continue to be governed by a separate fee in item 4(f) of this schedule.

Last Updated: Tuesday, January 2, 2024

Procedure for Criminal Bonds Secured by Real Property

Details

Procedure for Criminal Bonds Secured by Real Property.pdf

Forms

Surety Information Sheet (AO100B)

Detention Order Pending Trial (AO-472)

Name Date added  
Agreement to Forfeit Property - ORD Revised Version.pdf
05/31/2018
Certificate of Sufficiency Criminal.pdf
05/31/2018
Form Motion for Exoneration of Bond.pdf
05/31/2018
Form Motion for Order to Show Cause.pdf
05/31/2018
Notice of Compliance with Pre-Release Conditions and Order of Release.pdf
05/31/2018
Order Setting Conditions of Release.pdf
05/31/2018
Order of Detention.pdf
05/31/2018

Last Updated: Thursday, March 16, 2023

Drop Box Procedures - Portland Division

Details

Exclusions

UNDER NO CIRCUMSTANCES should any of the following documents or items be placed in the drop boxes:

  • Checks, money orders, or currency of any kind,
  • Emergency matters or time sensitive materials,
  • Submissions requiring a fee payment (like case initiating documents), or
  • Sealed or in camera documents.

CM/ECF Registered Users are reminded that unless otherwise limited by these procedures, local rules, or other order of the court, all pleadings, documents (including attachments and exhibits), and other papers in civil and criminal cases are to be filed electronically through the CM/ECF system.

Location and Hours

Drop boxes for civil and criminal case filings are located in a designated room off of the first floor lobby of the Mark O. Hatfield U.S. Courthouse located at 1000 S.W. Third Avenue in Portland, Oregon.

The drop boxes are accessible for use from 7:00 a.m. until 5:30 p.m. Pacific Time, Monday through Friday, except during holidays or days where the Courthouse is otherwise closed.

Document Receipt and Filing Times

Documents submitted to the drop box will be filed as of the date of submission.

Documents will be retrieved from the drop boxes periodically throughout the day at the following hours: 8:30 a.m., 2:30 p.m., and 4:30 p.m.

Submission Requirements and Procedure

All documents must be formatted in compliance with LR 10 and must be securely fastened.  The Clerk's Office is not responsible for unfastened pleadings which may fall apart after placement in the box.

All filings should consist of a clearly marked "Original" and a clearly marked "Judge's Copy" (See LR 5-8).

Using the date stamp machine provided, the filer must place a RECEIVED stamp indicating the date of submission in the center of the top page for each and all documents and copies tendered.  The documents should then be carefully placed in the slots provided, separating civil case from criminal case submissions.

Anyone requiring a conformed copy of the document(s) submitted must include an addressed envelope having sufficient pre-paid postage thereon with a third, clearly marked “Conformed Copy” of the document(s).

Questions

Questions may be sent via email to or by regular mail to:

Clerk’s Office
Mark O. Hatfield United States Courthouse
1000 S.W. Third Avenue, Suite 740
Portland, OR 97204-2930
Tel.: 503-326-8000

Last Updated: Friday, June 12, 2020

Overview

Details

This manual provides basic instruction for using Case Management/Electronic Case Files (CM/ECF) in the District of Oregon. CM/ECF, in conjunction with Public Access to Court Electronic Records (PACER), allows Registered Users to file, retrieve, and view civil and criminal public documents.

The United States District Courts initiated electronic filing in 1990. Information about how to locate civil and criminal case information pre-dating 1990 may be found in Section 12 of this manual.

Last Updated: Monday, November 30, 2020

Glossary of Terms

Details

Term

Description

CM/ECF

Case Management/Electronic Case Files.

CM/ECF NextGen

The latest version of CM/ECF, which introduced Central Sign-on (CSO).

CSO

Central Sign-on, a NextGen module that allows public users to access CM/ECF with their PACER credentials.

Division Codes

Venue codes assigned to the separate Divisional Offices of the Court. See LR 3-2.

  • Eugene: 6
  • Medford: 1
  • Portland: 3
  • Pendleton: 2

Docket Entry

A pleading, order, or other document entered on the docket sheet. Each entry includes a filing date, document number, and docket text. Supplemental docket text supplied by a filer will appear in italicized text. Docket entries are created by users selecting events from the available civil and criminal menus that most accurately describe the proceeding being recorded or document being filed.

Docket Sheet

The Court's permanent record of case filings and proceedings is referred to as the docket sheet. Docket sheet information for a case includes the names of the parties or litigants, attorney information, and general statistical data. Docket sheets also contain a chronological list of the pleadings and other documents filed in a case (docket entries).

Document

Any pleading, motion, exhibit, declaration, affidavit, memorandum, order, notice, or other filing made part of the Court's record.

Fed. R. Civ. P.

Federal Rules of Civil Procedure

Fed. R. Crim. P.

Federal Rules of Criminal Procedure

File Size Limitation

The maximum upload size allowed for a single PDF, which is 75 MB.

Access Restricted to Counsel of Record and Case Participants

Access that restricts document viewing to a case's participants.

LR

Local Rules of Civil Procedure

NEF

Notice of Electronic Filing, an e-mail notice delivered to case participants at the completion of filing.

PACER

Public Access to Court Electronic Records is an electronic public access gateway that allows anyone to obtain public case information, including docket sheets and documents, from any federal court. Registration for a PACER account is free, but there may be a fee associated with accessing case information.

Party

Plaintiff(s), petitioner(s), defendant(s), respondents(s), or any other named participant in a case.

PDF

Portable Document Format, the file format that is used to store documents in CM/ECF.

PST

Pacific Standard Time - refers to all hours stated in this manual including Standard or Daylight Savings, whichever is applicable.

Registered User

An attorney or pro se litigant who has been granted e-filing privileges in CM/ECF. See LR 1-5(l).

Remote Public Access

Access to view a document available via PACER. Access to electronic case files is available for all parties and the public at each divisional office of the Court during regular business hours. A copy fee for reproduction of an electronic document will be charged in accordance with the Schedule of Fees.

Schedule of Fees

A list of services provided by the Court and the fees associated with those services.
Last Updated: Thursday, June 4, 2020

System Capabilities

Details

A Registered User with a web browser, word processing software, PDF creation software, and access to the Internet will be able to use CM/ECF to perform the following functions:

  • Electronically file documents;
  • Receive notification of filings and orders made in cases in which the Registered User is a participant;
  • View official docket sheets and documents associated with any public case; and
  • View various case-related reports.
Last Updated: Thursday, February 20, 2020

User Experience

Details

Basic computer knowledge and skills are necessary in order to use CM/ECF.

Registered Users should have a working knowledge of the operating systems on their computers, including web browsing, opening and closing programs, word processing, PDF creation, and printing.

Last Updated: Thursday, February 20, 2020

Hardware and Software Requirements

Details

Note: Some versions of Safari make finding and uploading PDF files into CM/ECF difficult or impossible. Apple users should use an alternative browser, such as Mozilla Firefox or Google Chrome.

The following are the minimum requirements for using CM/ECF:

  • A personal computer;
  • A high-speed Internet connection;
  • A compatible browser that supports 128-bit encryption and has javascript and cookies enabled;
  • A word processor that is able to create PDF files, such as Microsoft Word;
  • Software and/or flatbed scanner to convert documents to PDF format;
  • Software to read PDF documents;
  • A valid, active e-mail account.
Last Updated: Thursday, February 20, 2020

CM/ECF and PACER Assistance

Details

For assistance regarding electronic filing, contact the Clerk's Office at 503-326-8000.

For assistance regarding the viewing of federal court case information or the recovery of login credentials, visit the PACER Service Center website at pacer.uscourts.gov.

Last Updated: Friday, June 26, 2020

The Court Website

Details

The Court website (ord.uscourts.gov) contains information relating to the work of the Court, including this manual, the Local Rules, Standing Orders, Court Policies, and Court contact information.

Last Updated: Thursday, February 20, 2020

Introduction

Details

Only registered CM/ECF users are granted access to file in CM/ECF. As of January 21, 2020, all public users of CM/ECF—including attorneys and self-represented parties who have been granted filing privileges—must access CM/ECF using credentials for an upgraded individual PACER account.

Individuals seeking to become registered users must request CM/ECF filing privileges via PACER by applying for admission or, for those already admitted or for self-represented parties that are allowed to e-file, submitting a registration request. Attorneys admitted to the bar prior to January 21, 2020, but who have never registered for a CM/ECF account should contact the Court for assistance.

Last Updated: Tuesday, February 1, 2022

New District of Oregon CM/ECF Users

Details

Attorneys that have not been admitted and self-represented parties that have not previously been allowed to e-file are required to apply for admission or request registration using an upgraded individual PACER account.

Attorneys Seeking General Admission to Practice in the District of Oregon

Attorneys seeking admission to practice in the District should follow the instructions on the Court's website under Admissions to request admission through PACER.

Pro Hac Vice Admission

Attorneys from other districts seeking to appear pro hac vice in this District should follow the instructions on the Court's website regarding admission pro hac vice. Attorneys seeking pro hac vice admission to the District of Oregon must file a Motion to Appear Pro Hac Vice in the case in which they wish to appear and may need to also request CM/ECF registration via PACER.

Self-Represented Parties

Self-represented parties wishing to e-file should follow the instructions on the Court's website regarding registering for CM/ECF access as a self-represented party.

Last Updated: Tuesday, February 1, 2022

Previous CM/ECF Users

Details

Individuals who had filing access to CM/ECF before January 21, 2020, including admitted attorneys and self-represented parties who were granted access to e-file in a case must submit a registration request using an upgraded individual PACER account to link that PACER account to an existing CM/ECF filing account. See Submitting a Registration Request in PACER, below.

Last Updated: Tuesday, February 1, 2022

Submitting a Registration Request in PACER

Details

Use these instructions if:

  • You are an attorney who has been admitted to the bar of the U.S. District Court of the District of Oregon, but you have not filed electronically since before January 21, 2020. 
  • You are a self-represented party who has been granted access to e-file in one or more of your cases. 
  • You are a member of the media and would like to register for a media noticing account.

Step

Action

1

Navigate to pacer.uscourts.gov. Mouse over the Manage Your Account panel under What can we help you accomplish? and click on Manage My Account Login. Click the Log in to Manage My Account button and log in with your upgraded PACER credentials.

2

Click on the Maintenance tab.

3
  • Attorney Filers: click the Attorney Admissions/E-File Registration link.
  • Self-Represented Party Filers: click the Non-Attorney E-File Registration link.
  • Media Noticing Account: click the Non-Attorney E-File Registration link. IMPORTANT: Type MEDIA or MEDIA ACCOUNT in the Firm/Office Field.

4

Select District for Court Type and Oregon District Court for Court. Click Next.

5

Click the E-File Registration Only button and follow the instructions. The request will be sent to the District of of Oregon, where generally it will be processed in under 24 hours. You may check the status of your request in PACER by clicking the Check E-File Status link under the Maintenance tab.
Last Updated: Tuesday, February 1, 2022

Accessing CM/ECF

Details

Navigate to ecf.ord.uscourts.gov. The browser will be redirected to PACER. Enter valid PACER credentials and a client code, if necessary. Successful logins will be redirected back to CM/ECF.

The client code field is an optional field available on the login screen for PACER tracking purposes. Any client code is entered for a transaction will be reflected on the billing statement generated by the PACER Service Center.

Because CM/ECF is accessed with PACER credentials, user name and password maintenance must be done through PACER's lost username or lost password utilities or by contacting PACER directly. The user's e-mail address, in addition to either the account number or date of birth and first and last names, are required to reset a username or password in PACER. The Court is unable to reset a user's PACER username and password.

Last Updated: Tuesday, February 1, 2022

Events

Details

After logging into CM/ECF, registered users will be able to use the main menu to file documents or perform other tasks.

s5 p001

The filing events are organized by category:

Menu Item

Types of Events

Civil

Civil case filings, such as motions, notices, service documents, responses, replies, and answers.

Criminal

Criminal case filings, such as plea-related documents, motions, responses, replies, appeal documents, notices, and trial documents.

Query

Run name searches, create docket activity reports, look up case numbers, etc.

Reports

Access the written opinions report, run civil and/or criminal case reports, calendar event reports, docket sheet reports, etc.

Utilities

View Court information, link a PACER account to a CM/ECF account, review billing history, etc.

Search

Search for events.

Civil Events

The menus of events under the Civil selection include: Open a Civil Case, Initial Pleadings and Service, Motions and Related Filings, Other Filings, and Attorney Admissions.

Criminal Events

The menus of events under the Criminal selection include: Charging Instruments and Pleas, Motions and Related Filings, and Other Filings. Selection of the links under those headings reveals the individual docket events.

To electronically file a Trial Memorandum in a civil case, for example, you would first select Civil from the main menu and click on the Trial Documents menu under Other Filings. The event Trial Memorandum appears under the Trial Documents menu.

s5 p002

Last Updated: Thursday, February 20, 2020

Search Function

Details

If you are having trouble finding a specific event, click the Search function and start typing the name of the event you wish to file. A list of all events that include the word entered in the search field will be displayed.

s5 p003

Find the correct event and click on the event name to begin the filing process.

Last Updated: Thursday, February 20, 2020

Browser "Back" and "Forward" Buttons

Details

DO NOT USE the browser BACK and FORWARD buttons to navigate through CM/ECF. If an event was selected in error or incorrect information was entered on a prior screen, navigate back to the Civil or Criminal menu and begin again.

Last Updated: Thursday, February 20, 2020

Creating and Filing Documents

Details

The standard format for electronically filed documents is Portable Document Format or PDF. At the time of filing, CM/ECF evaluates the document for compliance with PDF standards and will reject PDFs with the following content:

  • JavaScript
  • encryption
  • password protection
  • scripts that can launch an external application
  • internal attachments
  • embedded audio or video

CM/ECF will also reject

  • PDF files that are not compliant with PDF standards,
  • that were created with Mac OS X using a fillable form in a Safari browser, or
  • that were created with Mac OS X and MS Word with the option "best for printing" selected.

In addition to the above requirements, the District of Oregon prohibits unflattened fillable forms and requires that all PDF documents be text-searchable.

More information about creating, uploading, and viewing PDFs is available on the PACER website.

Creating Compliant PDF Documents

There are three primary methods for creating PDF documents: (1) saving a document as a PDF directly from the word processing program, (2) printing a document to PDF, or (3) scanning documents from paper into PDF. All PDF documents filed in CM/ECF are required to be text-searchable. LR 5-2(b).

Saving as PDF

Saving a document to PDF directly from your word-processing program is the preferred method of creating PDFs. Most PDFs created this way are optimized and meet text-searchable requirements.

Printing to PDF

In some instances, printing to PDF is preferable. This is the case for any PDF-fillable form or for any PDF or document that contains scripts or code. NOTE: If CM/ECF blocks a PDF from being uploaded, printing the file to PDF frequently solves the problem.

Scanning to PDF

Scanning a document creates an image, and, therefore, scanned documents are much larger than documents saved directly to PDF. In addition, an optical character recognition (OCR) program requirements.

PDF Fillable Forms

DO NOT upload a PDF fillable form to CM/ECF. Instead, print or flatten the fillable PDF before uploading it to CM/ECF so that the fields are removed.

PDF/A

PDF/A is an International Standards Organization (ISO) standard document format. PDF/A documents are self-contained and do not rely on or access information outside of the document itself to display the information contained within the document. Accordingly, the PDF document appears, and will continue to appear, identical to the document from which it was created, no matter where or when it is accessed. As a result, most PDF/A documents will have a slightly larger file size.

The District of Oregon does not require filings to be in PDF/A format at this time.

File Size Limits

PDF files that exceed 75 MB will not be accepted by CM/ECF. Files that exceed this limit must be broken down into smaller, separate files and uploaded as attachments to the main document.

Uploading Documents:

StepScreen
This is the document attachment screen, which is presented in all public-user events. image165
REMINDER: PDF Fillable Forms should be flattened prior to attachment, and pursuant to LR 5-2(b), all pleadings and documents, including attachments and exhibits, must be filed as text-searchable PDF files unless otherwise directed by the Court.
The main document should be the pleading. Click Choose File to locate the document for attachment. image168
A new window will open. Locate your pleading in the location where it has been saved. image172
Prior to attachment, it is recommended that the PDF be reviewed to ensure it is accurate and is the correct attachment. This can be done by right clicking on the PDF and selecting the Open option. The PDF will open on your screen for review. After confirming the PDF is correct, click the X in the upper right corner of the PDF to close it. image174
Make sure the correct document is highlighted, and then click Open in CM/ECF to continue with document attachment. image176
Attachments should also be uploaded at this time. Click Choose File to locate and confirm your attachment as indicated above. image179
Each attachment must be labeled with a Category from the drop-down menu or a Description in the free text field. It is not necessary to enter both a Category and Description. image182
The first attachment(s) should be any exhibit(s) to the pleading, such as the required state court pleadings for a Notice of Removal. The next attachment should be the Civil Cover Sheet (JS44) followed by individual summons(es) for issuance. Multiple summons(es) may be attached as a single PDF document. Civil Cover Sheet and Summons are selections available in the Category drop-down menu. image185
NOTE: Attaching a PDF to the Attachment 1 option causes the Attachment 2 option to appear. Repeat the attachment process as needed to attach all necessary documents.
When all documents have been added, click Next to continue. image188
Last Updated: Tuesday, October 11, 2022

Paying Filing Fees

Details
StepScreen
The next screen presents five questions to determine the status of any filing fees for a complaint or notice of removal. pay.gov process1
These selections indicate exemption or waiver of the filing fee and will allow you to proceed without payment of fees through Pay.gov. If you select either of these options, please proceed to the Party this Filing is Against section below. pay.gov process2
This selection initiates the online payment process through PACER and Pay.gov. pay.gov process3
The next screen verifies the filing fee. Click Next to be redirect to PACER for payment. If prompted, log in with valid PACER credentials. image199
If you have a saved a default filing fees payment method in PACER, that payment method will be selected by default. To use a different payment method, click Enter a Credit Card and complete the required fields. image201
If you do not have a default filing fees payment method specified in PACER, enter the payment information and click Next. image204

The next screen is the payment confirmation screen. If you need to modify any  information, click Back.

Otherwise, enter any additional e-mail addresses that should receive a copy of the receipt, check the box to authorize payment, and click Submit.

IMPORTANT! Although the fee has now been paid, the filing has not been perfected in CM/ECF, so do not close the tab or window.

You will immediately be redirected back to CM/ECF to complete the transaction.		 image207
Last Updated: Tuesday, October 11, 2022

Requesting a Refund for a Duplicate Payment on Pay.gov

Details

Standing Order 2011-9 (see 2011-9 In Re Policy to Refund Electronic Filing Fees.pdf ) grants the Clerk's Office authority to issue a refund for duplicate or erroneous fee payments made via Pay.gov. A CM/ECF Registered User who makes a duplicate or erroneous fee payment through Pay.gov will receive a Notice of Electronic Filing (NEF) alerting the user to the duplicate payment and a deadline by which a request for refund is due. Refund requests may be filed only for duplicate or erroneous fee payments and only after a Registered User receives a notice of duplicate payment. Below are instructions for filing a refund request and tips on how to avoid making duplicate payments in the future.

Requesting a Refund

Requests for a refund of duplicate or erroneous payments must be made in writing in pleading form and filed in CM/ECF using the "Request for Refund of Fees Paid Electronically" event, which may be found using the search feature. The pleading must contain the name, address, and telephone number of the party requesting the refund. See Sample Request for Refund of Pay.gov Payment.pdf .  During filing, the user will be prompted to link to the filing for which the duplicate payment was made.

The written request for a refund must be accompanied by supporting documentation, including a copy of the electronic payment receipt and a copy of the NEF from the system transaction in CM/ECF during which the erroneous payment was made. This documentation is to be added as attachments to the main document during the filing process.

Upon receipt of the refund request and verification of the error, the Clerk's Office will process the refund to the same credit card used to make the erroneous payment. A notice of the refund will be recorded in the associated case docket in CM/ECF. Refunds will not be issued by check.

Avoiding Erroneous Payments

To avoid making duplicate payments:

  • Never use the browser back and forward buttons to navigate within CM/ECF.
  • Do not complete the payment screens and then close the browser window or navigate away from the application. Always wait until Pay.gov redirects you back to CM/ECF to complete the transaction. Like other CM/ECF transactions, there will be a final warning screen where you can review the docket text and submit the transaction.
  • If, either due to a system or user error, the transaction is not completed but you have completed the payment screens, do not refile your pleading. If you attempt to refile, you will be prompted to make the payment again.
  • Do not click the "Submit Payment" button more than once from the Online Payment, Step 2 screen. Be patient while the payment processes. A successful payment will generate an NEF that includes the Agency Tracking ID number from Pay.gov.
  • To cancel a transaction from within Pay.gov, click either the "Cancel" button or the "Return to your originating application" link that appear on both the Online Payment, Step 1, and Online Payment, Step 2, pages. This will end the payment process, and the event will not be docketed. A display message will confirm that that the payment process has been canceled, and the event will not be completed.
  • Sanctions for Repeat Offenders

In the event an attorney or law firm repeatedly makes erroneous payments and corresponding refund requests, the Court may consider remedial action, including an order to show cause as to why that attorney or law firm should not be barred from making future payments electronically.

Last Updated: Tuesday, October 11, 2022

Procedure in the Event of a CM/ECF Outage

Details

In the event that the Court declares the CM/ECF filing system to be unavailable for filing, the Clerk’s Office will post a Notice of CM/ECF System Outage on this website’s homepage to alert users to the outage. The Clerk's Office will also post a notice when CM/ECF returns to normal operation. Notices of scheduled outages for maintenance tasks will be posted in advance of the outage, and users should monitor this website for notices of scheduled outages. CM/ECF undergoes scheduled maintenance at 4 a.m. daily for approximately one hour.

Definitions

  • System Outage: Any period lasting more than two hours during which CM/ECF is not operational due to scheduled or unscheduled maintenance.
  • Emergency Filings: Time-sensitive filings, such as filings due during the outage, filings nearing statute of limitations deadlines, requests for emergency injunctive relief, and notices of appeal.

E-Filing During an Outage

During a system outage, as defined above, registered users may submit emergency filings as defined above via e-mail to the following address: . Counsel or self-represented parties who are concerned about whether a filing must be submitted to the Clerk to ensure its timeliness should also submit the filing by e-mail during the outage.

Filing via e-mail will commence on the date and time stated in the Court’s Notice of CM/ECF System Outage and will end at the time the Court posts a notice that the system is operational, or, in the event of a scheduled outage, the stated end of the maintenance window. Any documents sent to this e-mail address outside of the time period identified in the Court's official notices will not be docketed by the Court.

PDF documents submitted via e-mail must conform to all current requirements as outlined in the Local Rules and the CM/ECF User Manual. Documents submitted via e-mail during the outage will be deemed filed upon the date received. They will be docketed by court staff as soon as practical after CM/ECF returns to normal operation.

Last Updated: Wednesday, March 15, 2023

Inserting Hyperlinks in Filings

Details

CM/ECF will accept documents with hyperlinks, and they may be included in filings. LR 5-2(c). Some judges prefer that sources be hyperlinked in pleadings. For information on how to create hyperlinks, refer to the documentation for your application, i.e., Microsoft Word or Adobe Acrobat.

Last Updated: Thursday, February 20, 2020

The Court's Case Numbering System

Details

Thousands of cases are filed each year in the District of Oregon, and CM/ECF assigns a unique case number to each case when it is opened. The full case number (seen on the case assignment form you receive from the Court) will be formatted as follows:

  • Division Code: For statistics tracking and case management purposes, each case number includes a division code, which is the number before the colon. See LR 3-2 for a list of the division codes and their corresponding counties.
  • Year Initiated: The number after the division code represents the year in which the case was initiated.
  • Case Type: The two-letter code after the hyphen refers to case type. There are several case types, but most filers will see CV for a civil action or CR for a criminal case.
  • Case Number: The next number is simply the next available number, starting at 1 and counting up as far as required in a given year.
  • Assigned Judge Initials: In cases where a judge has been assigned, a two-letter code representing the assigned judge is appended to the end of the case number. See Appendix J. The assigned judge code should be included in the caption of any pleading filed in the case. When calling the Clerk's Office about an active case, it is essential to give the complete case number, including the judge initials. 
Last Updated: Thursday, February 20, 2020

Notice of Electronic Filing (NEF)

Details

At the conclusion of a filing transaction, the system will generate a Notice of Electronic Filing (NEF) to confirm that the document has been filed and served on the parties who are Registered Users. The NEF displays the recipient's names, primary e-mail addresses, and secondary e-mail addresses (if any). The NEF will also indicate which case participants (if any) who were not served electronically. The filing party is responsible for effecting service in hard copy on parties who were not served electronically.

NEFs each contain a hyperlink to the main document attached to the docket entry. "Paperless" orders do not include a link because the entire order is visible as the docket text and included as part of the NEF.

Registered Users have two options to receive NEFs: either per filing or as a daily summary report that is generated only if case activity has occurred. These preferences may be changed in your PACER account.

NEF Details:

Step

Screen

The date and time of the filing are documented in the NEF. The time is recorded as Pacific time (PDT) based on the location of CM/ECF.

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The case name and number, the filing party, the document number assigned to the entry, and the judge assigned to the case are listed in the NEF.

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The docket text of the entry is also displayed.

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NEF recipients are listed below this line.

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Parties who are not Registered Users who require service by another means are listed below this line.

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Each document attached to the entry receives an electronic document stamp verifying that it was filed in CM/ECF.

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NOTE: Some e-mail systems follow hyperlinks to check for security risks, which will use up the "free look," so e-mails from CM/ECF should be exempted from this type of scanning.

The "Free Look"

With the exception of transcripts of proceedings and documents filed under seal or otherwise restricted, each recipient of an NEF receives a "free look" at the filed document. Any subsequent access to the document will result in assessment of applicable PACER fees.

Restricted Documents

Only Registered Users associated with the case as counsel or party of record may view documents filed with restriction levels. Users attempting to access such documents will be prompted to log in before the document may be viewed. These document types include, but are not limited to, the following:

  • Documents filed in Social Security cases;
  • Documents filed in criminal cases PRIOR to November 1, 2004;
  • Documents restricted pursuant to a protective order in a civil case;
  • Documents filed ex parte; and
  • Party consents to jurisdiction by a U.S. magistrate judge.
Last Updated: Thursday, May 5, 2022

Applying for a Media Noticing Account

Details

The District of Oregon uses media noticing accounts to allow media professionals to receive Notices of Electronic Filing (NEFs) in selected cases. Note: clicking on a link included in an NEF will result in PACER fees.

Last Updated: Wednesday, December 21, 2022

E-mail Notification Message Failures

Details

Service of a document to a Registered User is deemed complete upon filing the document in CM/ECF, at which point the system transmits the NEF. Fed. R. Civ. P. 5(b). To ensure proper service, it is essential that Registered Users maintain current, working e-mail addresses in CM/ECF and PACER. Furthermore, it is important that interference with the NEF not occur after it leaves the Court's mail server, such as being deemed junk mail by a spam filter. The Court cannot stress enough that NEF delivery failures will not excuse missed deadlines.

Temporary or Non-Permanent Failure Bouncebacks

An NEF transmission may fail if the recipient's mailbox is too full or if the recipient's e-mail is otherwise unavailable. Usually the recipient's e-mail provider will deliver such messages at a later time, resulting in a delay. Though a bounceback message will be delivered, the Court will not retransmit the NEF unless the message fails permanently.

Permanent Failure Bouncebacks

When an NEF message permanently fails for an e-mail address, the Court receives a bounceback. The Court will use current case information as well as the Oregon State Bar directory (or other state bar directory resources) to attempt to locate the attorney and will attempt to resend such messages to the correct primary e-mail address for Registered Users, however, incorrect secondary e-mail addresses associated with CM/ECF accounts that generate permanent delivery failures will be removed from the account without any further notice.

Attorneys will be asked to comply with LR 83 by submitting a notice of change of address in their pending cases and/or cases on appeal. A motion for substitution of counsel or notice of withdrawal or substitution of counsel may be requested.

If the Clerk's Office is unable to reach the party or parties involved, the transaction failure will be documented on the case docket. Court staff will instruct opposing counsel to complete service in hard copy of an undeliverable filed document if the other attempts to complete notification fail. Court staff will complete service in hard copy of an undeliverable court-generated document if the other attempts to complete notification fail.

Last Updated: Wednesday, July 22, 2020

Notice of Change of Address or Representation by an Attorney

Details

Pursuant to LR 83-10, any notices of change of business address and/or e-mail address must be made in pleading form and filed in the pending cases and in cases on appeal. An e-mail or letter to the Court is NOT sufficient. Registered Users are responsible for updating their own user account information in PACER.

Last Updated: Wednesday, July 22, 2020