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."
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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.
- Electronic exhibits are to be submitted only in these formats:
Exhibit Types | Allowable 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.
- 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.
- 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.)
- 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.
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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)
Habeas Corpus Petition
$5.00
Miscellaneous Case or filing any document that is not related to a pending case or proceeding
$52.00
Appeal Filing Fee
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
Reproduction of microfiche or microfilm of any court record (per page)
$7.00
Registry funds fee assessment
Any payment returned or denied due to insufficient funds or credit card chargebacks
$53.00
Retrieval of case records from the Federal Records Center
Second or more boxes (fee to be collected for each box)
$43.00
Fee to access records electronically
$11.00
Fee to pull and re-file records
$9.90
Witness Fee - daily
$40.00
Local Rules of Practice (Copies available on paper)
$7.50
Mileage Rate (per mile)
$0.67
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
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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)
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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
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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.
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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.
|
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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Last Updated: Tuesday, February 1, 2022
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:
Step | Screen |
This is the document attachment screen, which is presented in all public-user events. |
|
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. |
|
A new window will open. Locate your pleading in the location where it has been saved. |
|
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. |
|
Make sure the correct document is highlighted, and then click Open in CM/ECF to continue with document attachment. |
|
Attachments should also be uploaded at this time. Click Choose File to locate and confirm your attachment as indicated above. |
|
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. |
|
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. |
|
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. |
|
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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.
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Last Updated: Tuesday, October 11, 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.
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Last Updated: Wednesday, July 22, 2020