U.S. Courts - 2004 Annual Report of the Director

2004 Annual Report of the Director
Administrative Office of the U.S. Courts

Communication

The Administrative Office regularly communicated news and events of the federal courts during FY 2004 through the Judiciary’s public web site, www.uscourts.gov.

News and Information are Provided in Many Forms

Through its public affairs efforts, the Administrative Office communicated a clear and consistent message during FY 2004 about the federal Judiciary’s key issues and initiatives.

Reporters covering the federal courts regularly contacted the AO for reliable facts and information about the courts, as well as for explanations of issues, the implications of legislation, the meaning of national trends affecting the legal community, and positions of the Judicial Conference.

During FY 2004, the AO captured key events on video, ranging from devastation to Florida courthouses by hurricanes to hearings on federal sentencing guidelines by the U.S. Sentencing Commission. Increasingly, the AO posted video news clips on its public web site, www.uscourts.gov, to help illustrate major events for the public and court personnel. The public web site continued to be the Judiciary's primary and most efficient resource for the public, offering statistical reports, federal rules of practice and procedure, basic educational materials, and news from the Judiciary updated weekly.

Redesign of the J-Net intranet site was completed after a two-year effort that included interviews and testing with court employees, the target audience for the J-Net. The intranet site is an indispensable resource for court users, and is gaining greater importance as the Judiciary steps up its efforts to publish more information electronically, rather than in a traditional print format. Users can find information on the J-Net more quickly now, because of the cleaner design, consistent navigation, an improved search engine, and the organization of information into broad topical areas identified by court staff.

The AO communicated the Judiciary's key issues and accomplishments to various audiences through The Third Branch, the agency's monthly newsletter of record directed to judges and legislators, and through the Federal Court Management Report, the monthly newsletter published for court managers and employees.

National events and the Teachers Institute are highlights of the federal courts' outreach program. AO staff develop resources to support court outreach efforts. A hallmark of the program is the annual Open Doors to Federal Courts student event that in 2004 carried the theme, The Role of Courts in Balancing Liberties and Safety. More than 40 courthouses hosted more than 8,000 high school students for Open Doors programs.

The outreach program increased its impact by partnering with the CloseUp Foundation, which brings 32,000 high school students and their teachers to Washington, D.C. every school year. CloseUp has adopted three original programs offered by the federal courts. Other outreach program resources developed included a courthouse tour guide kit with tour scripts, activities, mock trials, jury simulations, and handouts. Educational materials provided on the Internet, J-Net, and a forthcoming CD-ROM center on lesson plans, activities, and basic information about the federal courts for use by teachers, judges, court staff, and attorneys across
the country.

Obtaining Feedback from the Courts

The AO reviewed how its managers solicit feedback from the courts. The review showed an extensive system for communicating with, and obtaining advice and input from, judges, court unit executives, and court staff, including:

Judicial Conference Committee Dialogue
The Director of the Administrative Office serves as Secretary to the Judicial Conference, and selected senior AO professional staff serve as committee chairs' primary points of contact with regard to committee charges and related business.
AO Advisory Group System
The Administrative Office’s advisory system allows AO managers to obtain input from the courts. AO managers meet semi-annually with members of the three advisory councils comprised of judges and Judiciary executives. The AO also relies on peer advisory groups and working groups of customers and users for advice when programs, products, or systems are under development.
Exposure Draft Process
The J-Net is used to post proposed program and policy guidance for comment by any judge or court staff member. Publication of these exposure drafts allows judges and court officials across the Judiciary to suggest modifications to improve the final guidance.
Web Sites and Electronic Bulletin Boards
A variety of web sites provide program information and are used to solicit court feedback. For example, J-Net web sites exist for benefits, training, finance and budget, information technology, court administration, probation and pretrial services, court security, and federal rules of practice and procedure. In addition, a number of electronic bulletin boards support a regular exchange of information with court staff, especially about information technology systems.
Newsletters and Regular E-mail Reports and Broadcasts
The AO publishes several periodical publications to keep judges and court employees informed, including The Federal Court Management Report, The Third Branch, and News and Views. Regular e-mail reports and broadcasts are used to notify judges and court managers about budget, policy or program matters, including the Director's Office Broadcast System and various court administration e-mail bulletins.
Routine Telephone Contact and Help Desks
AO staff have daily telephone contacts on a variety of issues with judges, court unit executives, and court managers. In addition, help desk support is available to provide advice and assistance for users of nationally supported applications.
FJTN Broadcasts
The AO uses the Federal Judiciary Television Network to offer training and critical information to court employees about administrative and operational topics, including information technology, security, procurement, benefits, etc. During live broadcasts, individuals in the courts can use a push-to-talk capability to ask questions or offer feedback to the instructors or presenters. They can also submit questions and comments by fax to be addressed on the air. Programs are recorded and rebroadcast at different times during the day to accommodate viewers in different time zones.
Meetings, Conferences and Training Sessions
When limited funds permit, AO representatives attend conferences of judges, unit executives, and others. These venues help the AO hear essential perspectives on court needs and use of services.
On-site Court Visits
Visits by AO staff to implement technical systems, perform financial audits, or provide other program and technical assistance result in valuable feedback on AO services.

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