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vaces guidelines and user`s manual

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1. numbers in the Brief must correspond with the page numbers in the page footer o The Briefs shall contain a Table of Contents o The cover page Table of Contents Table of Authorities and all entries therein must be bookmarked to the appropriate page The bookmarks shall be placed in an outline format and shall be bookmarked according to each heading the Table of Contents o Briefs shall be set to open with a Bookmarks Panel and Page layout in its initial view o The Page Layout shall be set to Single Page with Magnification set to Fit Width o The brief shall open to the cover page Set the page number of the cover page by inserting a space Ifthe message The page number cannot be left blank 1s generated check the thumbnail page number for the cover page The thumbnail page number for the cover page must be none which means the cover page thumbnail does not have a page number B Appendices Appendices must be PDF files and must meet the criteria below o PDF A compliant o Appendices must be text searchable o Appendices must be scanned with an Optical Character Recognition OCR feature Ifa scanned image PDF must be used the paper document should typically be scanned at 300 dpi or higher depending on what is necessary to make the image easily readable with the black and white setting unless the original document contains a color image Ifthe original of an image included in the appendix is displayed n
2. Office of the Executive Secretarv Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL OVERVIEW PAGE 1 4 A eBrief Support The system 1s available for eBrief submissions during the operating hours of 7 00 AM to 12 00 AM EST Users in the process of uploading an eBrief submission before 12 AM will be able to complete the submission process up to the 2 00 AM EDT system maintenance window shut off eRecord Support The system 1s available for eRecord submissions during the operating hours of 7 00 AM to 3 30 PM EST on business days only Users in the process of uploading an eRecord submission before 3 30 PM will be able to complete the submission process Hil VACES ROLES AND FUNCTIONS The term User encompasses Administrators Administrator Filers and Filers Administrator Only The Firm s Administrator can support organizational account management and can perform the following tasks o Manage the Organization s contact information o Grant user access and permissions o Add or delete other users o Update users contact information and o Unlock and reset users passwords IMPORTANT It is strongly recommended that all Organizations including Sole Practitioners designate a backup or secondary Administrator either as an Administrator Only user or an Administrator Filer user for the sole purpose of supporting a primary Administrator user Office of the Executive Secretary
3. and or the user has a fast connection the screen will display briefly Ifthe user has larger files to upload or the servers have high activity and or the user has a slow connection the screen will display longer Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL SYSTEM NAVIGATION Step 7 cont d File Count 2 Progress Document Uploads are in Progress Please Wait PAGE 3 5 9 30 15 2 33 PM Docome 7 777 poamwnityp SES Progress nT Legal Brief sme vs jones pot Opening Briel 8261 KS Append smith vs jones pal Appendix 814 18 KB A 0 J Comment Once the system completes the upload process a confirmation screen will display confirming the user s submission in the order in which they were attached The system will indicate if the submission was successful and the information details below will display Case number Court of submission Submission date and time Short style case name Case number File count the number of documents submitted gt Confirmation number Name of submitter Submitter s email Submitter s telephone number Submitter s notes and Files submitted and associated document type Step 8 Print the confirmation Comment Users can print the confirmation using the Printer Friendly Version button on the top right of the page Electr nte document s submilled succe
4. Comment The Forgot Password screen will display User Name Sd password Sd Forgot User Name Enter the User Name Forgot Password Click OK Comment The Forgot Password screen will display the User Name entered and the security questions chosen during the initial login setup Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL SYSTEM NAVIGATION Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Office of the Executive Secretary PAGE 3 22 Provide the answers entered during the initial login setup to the security questions Enter the information requested in the CAPTCHA security verification box Comment The user must enter the exact randomly generated character string displayed If the information does not match an error message will appear Ifthe security verification is unreadable the user may request a new security image by clicking on the link to generate a new one or have the security codes read aloud by clicking on the speaker icon Click Submit Comment A message will display indicating an email notification will be sent with a new temporary password to the email address associated with the account IMPORTANT It is advised that the user log into the system as soon as possible where the system will require the user to change this password upon login NOTE Ifthe user did not request a password reset contact the Firm s Administrat
5. all instructions To complete the Firm s registration process Step 1 Click on the Complete Registration link within the registration email Comment The user s default web browser will open and navigate to the Complete Registration screen where the Administrator can create the User Name and Password Step 2 Create a User Name Comment If a user name has already been assigned to another user an error message will display Create and enter a Password Step 3 Create and enter a Password Office of the Executive Secretary Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL REGISTRATION Step 4 Step 5 Step 6 Step 7 Office of the Executive Secretary PAGE 2 10 Re enter the Password Comment Safeguard your password only an Organization s Administrator or the System Administrator can reset passwords Enter the organization s PIN Personal Identification Number from the Firm s VACES Registration Application IMPORTANT gt The PIN must match the number submitted on the Registration Application Ifthe PIN does not match or meet the minimum password requirements an error message will appear gt The administrator has up to five invalid attempts to enter the matching PIN NOTE If the fifth attempt fails The link to the Complete Firm Registration page will expire and an error message will appear If this occurs Administrators must contact the SCV or CAV Cle
6. and Notices 3 8 Page numbering 3 6 Retention requirements 3 7 Sealed Documents 3 7 Signature 3 8 Technical failures 3 8 History 3 14 New Brief Submsissions 3 2 Overview 3 1 Settings User Profile 3 18 Account information 3 19 Change Password 3 19 Forgot Password 3 21 Forgot User Name 3 21 Password reset 3 20 Personal amp Contact Information 3 19 Security Information 3 19 Department of Judicial Services Rev 12 15
7. applicable Enter the Suffix if applicable Enter the Title Enter the Email address Enter the Phone number Enter the phone Ext if applicable Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL REGISTRATION PAGE 2 3 Step 4 j Enter the Fax number if applicable cont d k Enter the mailing address Ifthe mailing address of the Administrator is the same as the Firm s check the box labeled Use the same address as organization fnot enter the mailing address 1 Enter Address 1 2 Enter any additional address information in Address 2 if applicable 3 Enter the City 4 Select the State from the drop down list 5 Enter the Zip code 6 Enter the Email address 7 Enter the Phone number 8 Enter the phone Ext if applicable 9 Enter the Fax number if applicable Step 5 Complete Section 4 Authorizing Party Signature section a Enter the authorizing party s Signature b Enter the Date Comment The authorizing party s signature and the date are required to establish the Firm s account Step 6 After the application 1s completed and signed scan and email the form to the Court Administrator Supreme Court of Virginia at scvbriefs courts state va us Court of Appeals of Virginia at cavbriefs courts state va us Comment A confirmation notification will be emailed to the designated Authorized Party to complete the registration process
8. areas Case Information Documents and Notes NOTE If during an eBrief submission a filer encounters an issue in the upload process of a document the system will prevent further document uploads and the filing will need to be resubmitted To submit an eBrief Step 1 Open a web browser and navigate to the Login page Step 2 Enter the Login credentials a Enter the user name b Enter the password Step 3 Click Login Comment Once the user has logged into the VACES successfully the Home page will display Step 4 Enter the Case Information a Select a court from the Court drop down list Office of the Executive Secretary Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL SYSTEM NAVIGATION PAGE 3 3 Step 4 cont d Case Information Court Select Court Select Court Case Number Court of Appeals of Virginia Supreme Court of Virginia Comment Users can choose one of the following gt Court of Appeals of Virginia or Supreme Court of Virginia NOTE Depending on the Court choice an applicable example for the Case Number field will display b Enter the Case Number c Enter the short Case Style Short Style Example Jones v Commonwealth Step 5 Enter the Document details a Upload the documents Documents b Click Browse to locate the appropriate file s needed for submission Comment A system window appears from which the do
9. user s password O Unlocks user s account and Deletes user accounts from the current system VII SETTINGS USER PROFILE The Settings screen permits users to make updates to their profile or change their security questions and VACES password Users can perform the functions below Make updates to their profile Change security questions or Reset the VACES password Office of the Executive Secretary Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL SYSTEM NAVIGATION PAGE 3 19 Users can update any information regarding their profile with the exception of their User Name User Names cannot be changed once set by the Administrator The User Profile screen contains the following elements Account Information Personal amp Contact Information Change Password NOTE If the Firm has access to another system like VJCS changing the user s password will change the password to that system as well A Account Information Security Questions The Account Information section provides users the ability to edit and or change their security questions and or answers Using the drop down lists users can perform the following tasks o Select and answer new security questions or o Change the answer to existing security questions B Personal amp Contact Information The Personal amp Contact Information section provides users the ability to make personal and contact information changes which i
10. 19 Chans PassWord m CE 3 19 APPENDIX A DOCUMENT TYPES FOR EBRITEES sssssssssssssssscsccceesccsseeees A 1 A SUPREME COURT OF VIRGINIA SCV cccccceeeeeeececeeeceeeeaeeeeeessseseesees A 1 B COURT OF APPEALS OF VIRGINIA CAV FOR EBRIEFS A 2 INDEX PA canted E 5 O Index 1 Office of the Executive Secretary Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL OVERVIEW PAGE l 1 CHAPTER 1 OVERVIEW The Virginia Appellate Courts Electronic System VACES 1s designed for users associated with a registered Agency Business Law Firm Organization Tribunal to submit documents briefs and records electronically for existing Supreme Court of Virginia SCV and Court of Appeals of Virginia CAV cases This manual is organized to provide an overview of the system with detailed instructions on how to use VACES and is intended to serve as a training and resource guide for VACES users L INTRODUCTION Pursuant to Rules 5 26 and 5 32 effective July 1 2015 briefs and appendices filed with the Supreme Court of Virginia in appeals of right after the granting of a petition for appeal or after the docketing of an original jurisdiction petition shall be transmitted to the Clerk of Court and to all counsel of record in accordance with the following guidelines Pursuant to Rules 5A 19 and 5A 25 effective July 1 2015 briefs and appendices filed with th
11. B Pro Se Registration VIRGINIA APPELLATE COURTS EBRIEF SYSTEM VACES REGISTRATION APPLICATION Fields marked with an asterisk are required Complete All Sections Section 1 Contact Information BG as Name First Name APP PS addis pua Office of the Executive Secretary Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL REGISTRATION PAGE 2 4 Individuals registering as a pro se filer for system access permission must complete all sections of the application To request system access Step 1 Step 2 Step 3 Office of the Executive Secretary Enter Section 1 Contact Information sy ho ao ss 5 5B a epe Enter your Last Name Enter your First Name Enter your Middle Initial if applicable Enter your Suffix 1f applicable Enter your Title if applicable Enter your Email address Enter your Address 1 Enter any additional address information in Address 2 if applicable Enter the City Select the State from the drop down list Enter the Zip code Enter your Phone number Enter the phone extension if applicable Enter the Fax number 1f applicable Complete Section 2 Signature section a b Sign the registration application Enter the signature Date Comment Your signature and the date are required to request access to the system After the application is completed and signed scan and email the form to the Court Admin
12. Click the Change Password link located on the right side of the screen Comment A password entry screen will display Enter the current password into the Please enter your current password field Create a new password and enter into the New password field Comment The same password may not be re used Re enter the password into the Confirm new password field Click Save Comment This system will update with the password change It may take up to five minutes for the system to synchronize after resetting the password Your password has been reset successfully Please give the system upto 5 minutes to update the user account before logging into the system Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL SYSTEM NAVIGATION Step 7 cont d PAGE 3 21 NOTE To discard changes click Cancel The application will display a message indicating all information entered will be discarded and then request confirmation of the action Click Cancel to continue editing 2 Forgot User Name Users who have forgotten their Login User Name must contact the Firm Administrator who can retrieve their User Name from the Account Details screen Please contact your office administrator to retrieve your User Name 3 Forgot Password To reset a forgotten password Step 1 Step 2 Step 3 Office of the Executive Secretary Click the Forgot Password link located on the Login screen
13. DAR submissions Comment Notes has a 1000 character limit The message on the side of the text box will indicate how many characters remain Notes Examples The criminal record and the habeas record are being submitted as separate DAR submissions Original record was previously submitted this submission supplements that record Step 8 Click Submit once all case information is entered and all required PDF attachments are listed NOTE The document upload progress screen will appear displaying the progress of the file s being uploaded by the system Ifthe user has small files to upload or the servers have low activity and or the user has a fast connection the screen will display briefly Ifthe user has larger files to upload or the servers have high activity and or the user has a slow connection the screen will display longer Comment Once the system completes the upload process a confirmation screen will display confirming the user s submission in the order in which they were attached The system will indicate if the submission was successful and the information details below will display Appellate Court of submission Appellant s name Short style case name Tribunal name Tribunal Judge s Tribunal case number Submitter Confirmation number Submission date and time Records submitted and associated record type and Total number of documents submitted ww ww ww ww ww w
14. Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL OVERVIEW PAGE 1 5 B Filers A Filer 1s a user who files a document electronically and shall have the same responsibility as a person filing a document in paper form for ensuring that the document is properly filed complete and readable 1 eBrief Filers can use the system to perform the following functions Submit eBriefs for appeals of right or cases granted docketed by SCV and CAV Receive event notifications by email and View the user s eBrief submissions history up to 30 days 2 eRecord Filers can use the system to perform the following functions Send digital appellate records electronically to CAV and SCV Receive event notifications by email and View the user s eRecord submissions history up to 30 days Administrator Filer An Administrator Filer user can support both the organizational account management as an Administrator and the electronic document filings as a Filer as described in the previous two sections The sole additional feature given to the Administrator Filer is that the user can view all of the Organization s eBrief or eRecord submissions up to 30 days instead of only the eBrief or eRecord submissions filed by the individual IV SYSTEM FUNCTIONS A Software Hardware Administrators must ensure that users equipment and software meet requirements for connecting to the VACES and that the
15. ES Terms and Conditions of Use IMPORTANT Be sure to follow all instructions To log into the system for the first time Step 1 Open a web browser and navigate to the Login page https eapps courts state va us usermgmt initialLogin action appC ontext DRS Office of the Executive Secretary Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL REGISTRATION Step 1 cont d Step 2 Step 3 Step 4 Step 5 Step 6 Office of the Executive Secretary PAGE 2 12 Comment The VACES login window will display Enter the Login credentials provided by the Administrator a Enter the User Name b Enter the temporary password Click Login Comment The system will route to the password reset screen Users will see a password expiration message instructing the user to set a new password Create and enter a new password in the Please enter your new password field Comment Safeguard your password only an Administrator or a backup Administrator can reset your password Re enter the password in the Please confirm your new password field Comment If the passwords do not match or do not meet the minimum password requirements an error message will appear See Chapter 3 section VII SETTINGS USER PROFILE sub section C PASSWORD within this manual for the criteria on creating a password Enter the information requested in the CAPTCHA security verification box Comment The user mus
16. N PAGE 3 17 B Edit Existing User Required Fields Edit User or Manage Links Administrator Only Administrator Filer Filer Last Name l First Name Middle Name Suffix Same as firm address Address 1 Address 2 City State Y Zip l I Email Phone Ext Logon Information User Name jsmithacmelaw Password For your security all passwords must meet the following requirements They must be at least 8 characters in length and Confirm Password They must not contain the user s account name and They must use at least 3 of the folowing 4 characteristics English upper case letters A Z English lower case letters a z Numbers 0 9 Special characters 0 45 8 Users are required to change their passwords every 90 days Passwords may not be re used To edit an existing user s account Step 1 Click Account Management and then select the Account User Management option from the menu bar Comment The Account Details screen will display Step 2 Click the edit icon located next to the appropriate user s name Comment The Edit User screen will display Step 3 Edit the User Information Step 4 Make the necessary changes and then click Submit Comment A confirmation screen will display indicating that the user s account updated successfully The system will generate an email confirmation to the user t
17. RIEFS PAGE A 1 APPENDIX A DOCUMENT TYPES FOR EBRIEFS Depending on the Court selected from the drop down option list when completing the Documents section on the Submission screen users have the ability to choose one of the Document Types below for each document listed The Document Type is a mandatory field and must be selected A SUPREME COURT OF VIRGINIA SCV When users select the Court drop down list option Supreme Court of Virginia the Document Types listed below will display DOCUMENT TYPES Amicus Curiae Brief Amicus Curiae Brief Amended Corrected Replacement Amicus Curiae Brief Supplemental Appellee s Respondent s Brief Appellee s Respondent s Brief Amended Corrected Replacement Appellee s Respondent s Brief Supplemental Appendix Appendix Amended Corrected Replacement Appendix Supplemental Guardian Ad Litem Brief Guardian Ad Litem Brief Amended Corrected Replacement Guardian Ad Litem Brief Supplemental Letter Brief Letter Brief Amended Corrected Replacement Letter Brief Supplemental Opening Brief Opening Brief Amended Corrected Replacement Opening Brief Supplemental Petition for Rehearing Petition for Rehearing Amended Corrected Replacement Petition for Rehearing Supplemental Rehearing Response Rehearing Response Amended Corrected Replacement Rehearing Response Suppleme
18. SUPREME COURT OF VIRGINIA VACES 464646464646464646446464646464646 b 1n100001 GUIDELINES FOR SUBMISSION OF ELECTRONIC BRIEFS APPENDICES AND RECORDS AND USER S ADMINISTRATOR S MANUAL FOR THE VIRGINIA APPELLATE COURTS ELECTRONIC SYSTEM VACES GUIDELINES AND USER S MANUAL TABLE OF CONTENTS PAGEi CHAPIBRTI OVERVIBW i ite destext dskYn jaddatta EE ire nacds 1 1 Te INTRODUCTION l l 1 As BAS ata l 1 D JADDOHOICGS iii A aa l 2 C Disital Appellate Records o si a i A a A l 3 IL SUPPORT oia ad dao dada 1 3 ie CBAECE UPON l 4 Bi FERC CORE SUDOR ii a it ia l 4 IIL VACES ROLES AND FUNCTIONS in i e i EEEE l 4 A Administrator Only issa a UE e cides l 4 Be l Ie ER l 5 Ci e i 1 5 IN Sro EM PUNCITON Si aicign 1 5 As Mottware Hard Wale a asa A A dd l 5 B JNavi atioti B AI il i A A l 6 Es HOM ea 1 6 IB TAN l 7 E Account Management is ti is l 7 l AM L MIST l 7 G NA do 1 7 He a EE EE EET l 7 EEUU iii kk elu a a l 7 CHAPTER 22 REGISTRATION on od 2 1 Il OVERVIEW ias 2 1 Il COMPLETE VACES REGISTRATION APPLICATION e eenenzznnnenzznnnnna 2 1 As Initial Brick Registration l e i ta 2 1 B Pro Se Registration inkanta e uva auae auae Suse edes egeo uud ossa 2 3 Ca ImiabeRecord Repisira iet a i HR eue MD UE ME DM IUE 2 5 D Update Organization tota addict 2 7 TT COMPLETE REGISTRATION e Lo iO 2 9 NA FIRST TIIME USERS O ee eee 2 11 A a Ha ey a obediant fuma Ror te Sete on a nee nem TS
19. System Selection page Select the Virginia Appellate Courts Electronic Systems VACES option to continue Virginia Judiciary Electronic Systems Please select the system you wish to access from the following list AUK wilco TLE Liens Aer ai qual qracrchaan ed lidera img AA ir current pea mantel setts ing CLES electronically dil el kas G ta All ewa dor FHF ere of elecci n briefs 10 Thr Supreme Court oF Minginea and tas Court of Appeals ol Virginum Tir cosas where appaia vero pr nbed Virginia Judicinry Cellestiana System MACE Allow users lo record parynmanis made py defendants and to submit indormabon deo thes Bech boast thes pannes Office of the Executive Secretary Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL SYSTEM NAVIGATION PAGE 3 2 II NEW BRIEF SUBMISSIONS foo Virginia Appellate Courts eBrief System Welcome ta the Virginia Appeliate Court e amp rief System This system alis the electronic submission of case briefs and appendices ta the Supreme Court of Virginia and Court of Appeals of Virginia Teenty fhe 25 documents mary be upicaded per submission POF lie sime i imbad to 1508 Select lelah Ur desq ied drop erit ipie faker The Submission screen displays as the Home page for registered Filers whether their designated role is Filer Only or Administrator Filer Users can enter case information and upload documents The screen is divided into three
20. agement visible for users designated as Administrators Settings Help Logout C Home The Home link will display once users log into the system successfully Depending on the user s role the Home page displays as one of the screen options below o Account Details screen Users designated as Administrator Only will see the Account Details screen as their Home page o Submission screen Users with filing privileges will see the Submission screen as their Home page o See section III VACES ROLES AND FUNCTIONS within this chapter for further details Office of the Executive Secretary Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL OVERVIEW PAGE 1 7 D History The History link allows users the capability to view submissions made within the past 30 days The Submission History screen displays history based on the user s role o Administrators with filing privileges will see all submissions made by the Firm s users o Registered Filers will only see submissions made by the user See Chapter 3 section IV HISTORY within this manual for further details E Account Management Only users designated as Administrator have the ability to view the Account Management link on the menu bar This feature allows the user the capability to manage the Administrator s account and perform administrative tasks on behalf of the Firm and its users See Chapter 3 section VI ACCOUNT MANAGEMENT wi
21. aring Panel Reply Brief Rehearing Panel Respondent Brief Reply Brief Supplemental Brief Office of the Executive Secretary Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL INDEX Appendix A eBriefs Document Types A 1 Court of Appeals of Virginia A 2 Supreme Court of Virginia A 1 Overview 1 1 Appendices 1 2 Briefs 1 1 Digital Appellate Records 1 3 Introduction 1 1 Registration 2 1 Complete Registration 2 9 Complete VACES Registration Application 2 1 Initial eBrief registration 2 1 Initial eRecord registration 2 5 Pro Se registration 2 3 Update Organization Information 2 7 First Time Users 2 11 Accept Terms amp Conditions 2 13 Initial login 2 11 Set security questions amp answers 2 13 Overview 2 1 Roles and Functions 1 4 Administrator Only 1 4 Administrator Filer 1 5 Filers 1 5 eBrief 1 5 eRecord 1 5 Support 1 3 eBrief 1 4 eRecord 1 4 System Functions 1 5 Account Management l 7 Help 1 7 History 1 7 Office of the Executive Secretary Index 1 Home 1 6 Logout 1 7 Navigate To 1 7 Navigation Bar 1 6 Settings 1 7 Software Hardware 1 5 System Navigation 3 1 Account Management 3 15 Action Icon Keys 3 18 Add new user 3 15 Delete user 3 17 Edit existing user 3 17 Digital Record Submissions 3 9 eBriefs and Appendices Submittals 3 6 Filing and Service of Briefs amp Appendices 3 6 Hyperlinks 3 6 Orders
22. aturally in a landscape format that image must be rotated so the image in the electronic appendix can be viewed in the same plane as the other pages of the appendix o All pages except the cover page in the Appendix must have a page number located 1n the center section of the page footer and all pages must be properly rotated for viewing The page numbering in the Table of Contents 1s not to be included in the page numbering sequence of the Appendix and shall be assigned thumbnail page numbers using Roman Numerals e g 1 11 111 1v etc The thumbnail page numbers in the Appendix must correspond with the page numbers in the page footer Office of the Executive Secretary Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL II OVERVIEW PAGE 1 3 o Appendices shall contain a Table of Contents and all entries therein shall be bookmarked according to each heading in the Table of Contents o Appendices shall open with the Bookmarks Panel and Page layout in its initial view o The Page Layout shall be set to Single Page with Magnification set to Fit Width o Appendices shall open to the cover page Set the page number of the cover page by inserting a space If the message The page number cannot be left blank is generated check the thumbnail page number for the cover page The thumbnail page number for the cover page must be none which means the cover page thumbnail does not have a page number o Ev
23. cument s to be uploaded are selected IMPORTANT VACES only accepts PDF documents c Highlight the file or files needed and then click OK NOTE Single or multiple documents can be selected for upload d Select the Document Type from the drop down list for each document uploaded Office of the Executive Secretary Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL SYSTEM NAVIGATION Step 5 cont d Step 6 Step 7 Office of the Executive Secretary PAGE 3 4 e Repeat steps 5a through 5d until all required files are imported Comment In the alternative a user may select the documents needed and drag and drop multiple files into the patterned box NOTE To delete any unwanted files select the red in the Delete column Document Document Type Delete Paes Mar x Mn Answer and Counterclaim Document pdf selet File Type B Comment Notes has a 1000 character limit The message on the side of the text box will indicate how manv characters remain Notes Example This brief is late so I am filing a motion for extension of time by mail with the Clerk Click Submit once all case information is entered and all required PDF attachments are listed NOTE The file upload progress screen will appear displaving the progress of the file s being uploaded bv the svstem Ifthe user has small files to upload or the servers have low activity
24. e Court of Appeals of Virginia in appeals of right or after the granting of a petition for appeal shall be transmitted to the Clerk of Court and to all counsel of record in accordance with the following guidelines A person who files a document electronically shall have the same responsibility as a person filing a document in paper form for ensuring that the document is properly filed complete and readable Registered users can submit case briefs appendices and digital appellate records electronically to the SCV and the CAV through the VACES The system allows users to submit up to twenty five documents with each submission Document submissions exceeding 150 MB Portable Document File PDF size limit must be uploaded as separate volumes A Briefs Briefs must be PDF files and must meet the criteria below o PDF A compliant o PDF files must be text searchable o The Briefs shall not be created by using a scanner to produce the PDF file o All pages except the cover page in the Brief must have a page number located in the center section of the page footer The page numbering in the Table of Contents and Table of Authorities 1s not to be included in the page numbering sequence of the Brief and shall be assigned thumbnail page numbers using Roman Numerals e g 1 11 111 iv etc The thumbnail page Office of the Executive Secretary Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL OVERVIEW PAGE 1 2
25. eb browser and navigate to the Login page Comments Step 2 Enter the Login credentials a Enter the user name b Enter the password Step 3 Click Login Office of the Executive Secretary Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL SYSTEM NAVIGATION PAGE 3 10 Step 3 Comment Once the user has logged into the VACES cont d successfully the Home page will display Step 4 Enter the Case Information a Select whether this is a Resubmission or not using the radio button options Comment Yes indicates to the appellate court that this submission is a replacement of a previous submission submitted in error b Select a court from the Appellate Court Name drop down list Comment Users can choose one of the following Court of Appeals of Virginia or Supreme Court of Virginia c Enter the short Case Style Short Style Example Jones v Commonwealth d Enter the Appellant s Name e Enter the Tribunal Name f Enter the Tribunal Judge s Comment If more than one Judge s name needs to be entered click Add Additional Judge s Add Additional Judge Additional Tribunal Judge s g Enter the Tribunal Case Number Comment If more than one case number entry 1s needed click Add Additional Case Number Add Additional Case Number Additional Case Number s Step 5 Enter the Document details a Upload the documents Documents Office of the E
26. efi uet teta eee 2 11 Office of the Executive Secretary Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL TABLE OF CONTENTS PAGE 1 B Set Security Questions and Answers occccccccnnnnnnnnnononcnnnnnonnnnnnnnnnnnnnnnnnnnnnnonononnnnnnnns 2 13 C Accept Terms and Conditions of US ooooonnnnnnccoccnonononnnnnnnononnnnnnonnnnnnnnnnnnnnnnnnnnnnnnnss 2 13 CHAPTERS SYSTEM NAVIGA FIONA ERE eto D M EIS 3 1 k OVERVIEW dat dia 3 1 IL INEW BRIEF SUBMISSIONS sd 3 2 TIL BRIEES AND APRENDICES SUBMITTA Sais 3 6 Pes JPape NutHbel HU acia 3 6 B EDOTI S enun a EE A 3 6 C Filing and Service of Briefs and Appendices ococcccccccccnnnnnonicancnonncncnnnnnnncnoccccnnononos 3 6 D Sealed Document e dM A 3 7 Es Retention Require miellls addict 3 7 Pe TA 3 8 E Technical Eau ao 3 8 El Orders and NOHCeS ican ae tents bot tum abe elut sd eh eae t dre ei E Su 3 8 IV DIGITAL RECORD SUBMISSIONS 11 e eeeeee enun nnne nnns nnn TEE 3 9 Ve ISLOR uc Tc 3 14 XT ACCOUNT MANAGEMENT preisso na tanien eus aa aet glad ana 3 15 A Add New Uset xiii 3 15 B EMCE SUNE USE ronssin e i a 3 17 SEE IAN RE TU UU 3 17 D XcHoHlcon RES A AS A euentu in MR DEI Odds 3 18 VI SETTINGS USER PROFIL Lea dda 3 18 A Account Information Security Questions s ssseeeeeeeeeeecccceesseeeeeaassssessees 3 19 B Personal amp Contact Information eenennnnnnnnnnnnnnnnnnnanannnnnnnnnnn nn nn nanna 3
27. ement option from the menu bar Comment The Account Details screen will display Step 2 Click New User Comment The New User Registration screen will display Step 3 Enter the User Information Office of the Executive Secretary Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL SYSTEM NAVIGATION PAGE 3 16 Step 3 a Select one of the user s role types below from the radio cont d button options Administrator Only Administrator Filer or Filer Enter the Last Name Enter the First Name Enter the Middle Name if applicable Enter the Suffix 1f applicable Enter the user s mailing address onogc Ifthe user s address 1s the same as the Firm check the Same as the firm address box Ifthe address is not the same as the Firm s address enter the user s address 1 Enter Address 1 2 Enter any additional address information in Address 2 if applicable 3 Enter the City 4 Select the State from the drop down list 5 Enter the Zip code 6 Enter the user s Email address 7 Enterthe user s Phone number 8 Enter the telephone extension if applicable 9 Enter the user s Fax number if applicable Step 4 Click Register Comment A confirmation screen will display indicating that the new user has been registered successfully Office of the Executive Secretary Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL SYSTEM NAVIGATIO
28. ery reasonable attempt must be made to ensure that all pages in the Appendix are readable including date stamps handwritten notes photographs etc o All pages in the Appendix must be aligned properly for viewing without rotation C Digital Appellate Records Registered users can submit documents electronically to the SCV and the CAV through the VACES The system allows Users to submit up to twenty five documents with each submission Individual file size cannot exceed 150 MB Documents must meet the Digital Appellate Record Standards for the Court of Appeals of Virginia located at http www courts state va us online vaces resources dar standards pdf SUPPORT If the user does not get a satisfactory answer to questions or problems by reviewing this document which is also accessible through the Help link on the VACES navigation bar the user may contact the SCV or CAV Clerk s Offices When the VACES is unavailable a message will display the Hours of Operation page instead of the Login page when the system 1s unavailable Clicking the Return to the Web site of Virginia s Judicial System hyperlink will route to the external link http www courts state va us The system 1s available daily including weekends and holidays from 7 00 AM to 12 00 AM Eastern Daylight Time EDT If a user is still logged into the system as of 12 00 AM EDT the user will be automatically logged out of the system upon clicking any button link icon etc
29. ffix 1f applicable Enter the Title Enter the Email address Enter the Organization s PIN Personal Identification Number nmaa Comment The Administrator must create the PIN and should keep a record of it in order to complete the registration process Office of the Executive Secretary Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL REGISTRATION Step 4 Step 5 Step 6 Office of the Executive Secretary PAGE 2 6 Enter Section 3 Administrator Information a Select the appropriate Administrator role type using the radio button options Enter the Last Name Enter the First Name Enter the Middle Initial if applicable Enter the Suffix 1f applicable Enter the Title Enter the Email address Enter the Phone number Enter the phone Ext if applicable Enter the Fax number if applicable Enter the mailing address ES EE decor dr Ifthe mailing address of the Administrator is the same as the Firm s check the box labeled Use the same address as organization fnot enter the mailing address 1 Enter Address 1 2 Enter any additional address information in Address 2 if applicable 3 Enter the City 4 Select the State from the drop down list 5 Enter the Zip code 6 Enter the Email address 7 Enter the Phone number 8 Enter the phone Ext if applicable 9 Enter the Fax number if applicable Complete Section 4 Authorizing Party Si
30. gnature section a Enter the authorizing party s Signature b Enter the Date Comment The authorizing party s signature and the date are required to establish the Firm s account After the application is completed and signed scan and email the form to the Court Administrator Supreme Court of Virginia at scvrecords courts state va us Court of Appeals of Virginia at cavrecords courts state va us Comment A confirmation notification will be emailed to the designated Authorized Party to complete the registration process Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL REGISTRATION PAGE 2 7 D Update Organization Information Select One LI Update Organization Information Complete Sections 1 3 amp 4 only To update an existing system account complete sections 1 3 and 4 of the application Step 1 Select Update Organization Information Step 2 Enter Section 1 Organization Information a b C Ag mp Aa Enter the Organization Name Enter Address 1 Enter any additional address information in Address 2 if applicable Enter the City Select the State from the drop down list Enter the Zip code Enter the Organization s Phone number Enter the phone Ext 1f applicable Enter the Fax number 1f applicable Step 3 Enter Section 2 Administrator Information Office of the Executive Secretary SE EE Select the appropriate admin
31. hat the account has been updated C Delete User NOTE Administrators cannot delete their own account while logged into the system because the icon need for this action is not available Another administrator is needed to complete this type of action Office of the Executive Secretary Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL SYSTEM NAVIGATION PAGE 3 18 To delete a user s account Step 1 Click Account Management and then select the Account User Management option from the menu bar Comment The Account Details screen will display Step 2 Click the delete icon located next to the appropriate user s account A dialog box will display asking 1f you are sure you want to delete the account gt If yes click OK to continue deleting the account gt ITfno click Cancel to abandon the action and the system will return to the Home screen Comment A confirmation screen will display indicating that the account deleted successfully NOTE Ifthe user has access to multiple Virginia Judiciary Electronic Systems VJCS VACES GALR etc deleting them from one system will not delete them from the other s D Action Icon Keys The action keys located on the right of the user s name provide Administrators the ability to perform the tasks below Q Enables grants Administrator privileges Disables removes Administrator privileges Edits user s account information 8 Resets
32. ief or appendix o Any error message received in response to the attempt o Documentation that the brief or appendix was later successfully resubmitted if applicable and o A motion requesting that the Court accepts the resubmitted brief or appendix Ifthe document was supposed to be filed with the Supreme Court the documentation regarding the technical failure may be submitted by hard copy to the Clerk of the Supreme Court of Virginia Ifthe document was supposed to be filed with the Court of Appeals of Virginia the documentation regarding the technical failure may be submitted by hard copy to the Court of Appeals of Virginia H Orders and Notices The Court may transmit notices orders and other documents electronically Office of the Executive Secretary Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL SYSTEM NAVIGATION PAGE 3 9 IV DIGITAL RECORD SUBMISSIONS The Submission screen displays as the Home page for registered Filers whether their designated role is Filer Only or Administrator Filer Users can enter case information and upload records documents The screen is divided into four areas Case Information Documents Contact Information and Notes NOTE If during an eRecord submission a filer encounters an issue in the upload process of a document the system will prevent further uploads and the filing will need to be resubmitted To submit an eRecord Step 1 Open a w
33. istrator Supreme Court of Virginia at scvbriefs courts state va us Court of Appeals of Virginia at cavbriefs courts state va us Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL REGISTRATION PAGE 2 5 C Initial eRecord Registration REGISTRATION APPLICATION Fields marked with an asterisk are required Select One LI Initial Registration LI Update Information Complete All Sections Complete Sections 1 3 amp 4 only Section 1 Organization Tribunal Information o Organization Tribunal Administrators registering for the first time initial registration for system access permission must complete all sections of the application o Organizations with an existing system account must complete sections 1 3 and 4 For a new system account complete all sections of the application Step 1 Select Initial Registration Step 2 Enter Section 1 Organization Tribunal Information a Enter the Organization Name b Enter Address 1 c Enter any additional address information in Address 2 if applicable Enter the City Select the State from the drop down list Enter the Zip code Enter the Organization s Phone number Enter the phone Ext if applicable Enter the Fax number if applicable mega tho A Step 3 Enter Section 2 Authorizing Party Information Enter the Last Name Enter the First Name Enter the Middle Initial if applicable Enter the Su
34. istrator role type using the radio button options Enter the Last Name Enter the First Name Enter the Middle Initial if applicable Enter the Suffix 1f applicable Enter the Title Enter the Email address Enter the Phone number Enter the phone Ext if applicable Enter the Fax number if applicable Enter the mailing address Ifthe mailing address of the Administrator is the same as the Firm s check the box labeled Use the same address as organization If not enter the mailing address 1 Enter Address 1 2 Enter any additional address information in Address 2 if applicable Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL REGISTRATION PAGE 2 8 Step 3 3 Enter the City cont d 4 Select the State from the drop down list 5 Enter the Zip code 6 Enter the Email address 7 Enter the Phone number 8 Enter the phone Ext if applicable 9 Enter the Fax number if applicable Step 4 Complete Section 4 Authorizing Party Signature section a Enter the authorizing party s Signature b Enter the Date Comment The authorizing party s signature and the date are required to update the Firm s account Step 5 After the application 1s completed and signed email the form to the appropriate Court Administrator gt For eBrief registration Supreme Court of Virginia at scvbriefs courts state va us Court of Appeals of Virginia at cavbriefs courts sta
35. ly served However if the file size of the appendix makes it impossible to transmit by email to counsel the appendix shall be uploaded to a CD or other form of electronic transmission and mailed to counsel within one business day of its electronic filing with the Court The required paper copies of the briefs and appendices shall be filed with the Clerk within one business day after the electronic filing o No paper copies are required to be provided to counsel o If self represented parties have not provided an email address one paper copy of any brief or appendix shall be mailed to those parties within one business day of the electronic filing with the Court o The electronic briefs and appendix shall be considered the official version of the briefs and appendix in the case D Sealed Documents Sealed briefs and appendices must be clearly marked as such on the cover page of the document Each page of a sealed document must be watermarked at not more than 10 opacity with the word SEALED in red Arial font scaled relative to target page and rotated across the page at a 45 angle In the event that the appendix contains some sealed documents those sealed documents must be collected in a separate volume of the appendix clearly marked as sealed o Sealed documents must be transmitted by mail or commercial courier service to opposing counsel and not emailed o Ifthe briefs or appendices include some passages that must be redacted for
36. n file size If the brief or appendix file size 1s larger than 150 MB it must be uploaded as separate documents with each volume containing a Table of Contents for that volume A volume shall not begin or end in the middle of a document B Hyperlinks Hyperlinks are permitted but not required However the use of hyperlinks 1s limited to other portions of the same electronic document or other documents filed in the appeal documents filed in the lower tribunal that are part of the record on appeal and authorities included in the same file as the brief or appendix IMPORTANT Hyperlinks to external sites are prohibited C Filing and Service of Briefs and Appendices The electronic version shall be transmitted to the Clerk and each counsel of record or self represented party by 11 59 PM on the deadline for filing such brief or appendix o Ifa briefis electronically transmitted on a weekend or holiday it will be considered filed as of the next business day and all deadlines affected by the Office of the Executive Secretary Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL SYSTEM NAVIGATION PAGE 3 7 filing date 1 e deadlines for filing the appellee s brief and the appellant s reply brief shall be calculated from that filing date o Electronic briefs are required to be emailed to counsel or parties simultaneous with the electronic filing thereof o If feasible the appendix should also be simultaneous
37. ncludes the following elements Name Address Phone numbers and Email address IMPORTANT Users must click Save to complete the update action To discard changes click Cancel o Click OK to continue with the action or o Click Cancel to continue editing The application will return to the Home screen C Change Password If the Firm s users have access to other Virginia Judiciary Electronic Systems VJCS VACES GALR etc changing the user s password will change the password for all other systems as well as the VACES o Password resets will apply for all registered Virginia Judiciary Electronic Systems 1 e VJCS VACES GALR etc Office of the Executive Secretary Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL SYSTEM NAVIGATION PAGE 3 20 o Passwords must meet the following criteria Beat least eight characters in length Must not contain the user s name and Must use at least three of the following four characteristics English upper case letters A Z English lower case letters a z Numbers 0 9 and Special characters NOTE Users can change or request a new password from their VACES administrator or backup administrator 1 Password Reset To reset a login password Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Office of the Executive Secretary Open a web browser and navigate to the Login page Select Settings
38. ns of Use Terms on the Terms amp Conditions page o By accepting these Terms this demonstrates that the user wishes to proceed with the VACKS registration The system will then route to the Home page Office of the Executive Secretary Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL REGISTRATION PAGE 2 14 o Users who select Decline will be routed to the Login page and will not be permitted to access the system until they accept the Terms o As the Terms are updated users will be asked to agree again in order to retain access to the VACES Office of the Executive Secretary Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL SYSTEM NAVIGATION PAGE 3 1 CHAPTER 3 SYSTEM NAVIGATION L OVERVIEW i ay Virginia Appellate Courts Electronic Sygic The user s Home page view will depend on the role assigned by the Administrator To access the VACES Step 1 Open a web browser and navigate to the Login page https eapps courts state va us usermgmt initialLogin action appC ontext DRS Comment The VACES login window will display Step 2 Enter the Login credentials a Enter the user name b Enter the password Step 3 Click Login Comment Once the user has logged into the VACES successfully the Home page will display NOTE If the user has access to multiple Virginia Judiciary Electronic Systems VJCS VACES GALR etc the Login page will navigate to the
39. ntal Reply Brief Office of the Executive Secretary Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL APPENDIX A DOCUMENT TYPES FOR EBRIEFS PAGE A 2 DOCUMENT TYPES Reply Brief Amended Corrected Replacement Reply Brief Supplemental SEALED Amicus Curiae Brief SEALED Appellee s Respondent s Brief SEALED Appendix SEALED Guardian Ad Litem Brief SEALED Letter Brief SEALED Opening Brief SEALED Petition for Rehearing SEALED Rehearing Response SEALED Reply Brief B COURT OF APPEALS OF VIRGINIA CAV When users select the Court drop down list Court of Appeals of Virginia the Document Types listed below will display DOCUMENT TYPES Amicus Curiae Brief Amicus Curiae Brief Amended Appellee Brief Appellee Brief Amended Appendix Appendix Amended Appendix Supplemental Guardian Ad Litem Brief Guardian Ad Litem Brief amended Letter Brief Opening Brief Opening Brief Amended Rehearing En Banc Amicus Curiae Brief Rehearing En Banc Appellee Brief Rehearing En Banc Opening Brief Rehearing En Banc Reply Brief Rehearing Panel Amicus Curiae Brief Office of the Executive Secretary Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL APPENDIX A DOCUMENT TYPES FOR EBRIEFS PAGE A 3 DOCUMENT TYPES Rehe
40. o to the Complete Firm Registration page IMPORTANT The Complete Firm Registration link will be valid for up to 24 hours after being generated Ifthe 24 hour period has elapsed the Administrator must contact the SCV or CAV Clerk s office to request that the registration email be re sent Ifthe Complete Firm Registration link within the registration email is visited more than five times an error message will display II COMPLETE VACES REGISTRATION APPLICATION The organization s authorizing party or pro se filer must first complete the VACES Registration Application and return to the SCV or CAV Clerk s Office to begin the registration process All fields indicated with an asterisk on the registration application are required and must be completed A Initial eBrief Registration VIRGINIA APPELLATE COURTS EBRIEF SYSTEM VACES REGISTRATION APPLICATION Fields marked with an asterisk are required Select One Initial Registration Update Organization Information Complete All Sections Complete Sections 1 3 amp 4 only Select ALL Virginia Judiciary Electronic System accounts that you are currently registered with by checking the appropriate box CI vics Section 1 Organization Information Office of the Executive Secretary Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL REGISTRATION PAGE 2 2 o Firm Administrators registering for
41. or for further assistance Navigate to the Login page and enter the Login credentials a Enter the User Name b Enter the temporary password Click Login Comment The system will route to the password reset screen Users will see a password expiration message instructing the user to set a new password Create and enter a new password in the Please enter your new password field Re enter the password in the Please confirm your new password field Comment If the passwords do not match or do not meet the minimum password requirements an error message will appear See the password criteria above within this section Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL SYSTEM NAVIGATION Step 10 Step 11 Office of the Executive Secretary PAGE 3 23 Enter the information requested in the CAPTCHA security verification box Comment The user must enter the exact randomly generated character string displayed If the information does not match an error message will appear Ifthe security verification is unreadable the user may request a new security image by clicking on the link to generate a new one or have the security codes read aloud by clicking on the speaker icon Click Login Comment A message will display indicating the password reset was successful Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL APPENDIX A DOCUMENT TYPES FOR EB
42. organization has the minimum system and software requirements to use and operate the system In order to use the VACES the user s equipment must meet or exceed the following software and hardware requirements o A computer operating with internet access o Internet browser software such as Microsoft Internet Explorer version 10 or higher Mozilla Firefox version 34 or higher and Google Chrome 39 or higher Compatibility View for Internet Explorer should not be turned on Office of the Executive Secretary Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL OVERVIEW PAGE 1 6 o Adobe Reader or equivalent software to view Portable Document Format PDF documents PDF reader software 1s free and downloadable from various websites and o The correct security settings on the computer that allow it to accept cookies from the VACES In addition to the requirements above users must use PDF A compliant file software to convert documents to a PDF and should not use a scanner unless absolutely necessary There are several PDF writer conversion programs available on the Internet as well as existing functionality within many newer word processing programs B Navigation Bar The navigation bar is visible once the user successfully logs into the system Users have the ability to move between the system s screens below Home History visible for users with filing privileges Account Man
43. rk s office to resend a registration email Enter the information requested in the CAPTCHA security verification box Comment The administrator must enter the exact randomly generated character string displayed If the security verification Does not match an error message will appear Is unreadable administrator may request a new security image by clicking on the link to generate a new code or have the security codes read aloud by clicking on the speaker icon Click Submit Comment A confirmation screen will display indicating that the Firm s registration is complete Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL REGISTRATION PAGE 2 11 Step 7 Updated user details saccesstully Please wait ep to 5 mim for U d cont Confirm User Registration IV FIRST TIME USERS The following users will not be required to change update their password Users with an existing Virginia Judiciary Electronic Systems account VJCS VACES GALR etc because their password 1s applicable for all systems and The designated Administrator on the VACES Registration Application A Initial Login Upon logging into the system for the first time users will be required to perform the following tasks o Create a password o NOTE The password provided is temporary and will expire immediately upon the initial login o Choose and answer three security questions and o Read and accept the VAC
44. sion Date Time in descending order NOTE If the Submission History table lists more than 10 submissions a scroll bar will appear This may vary depending on the user s computer screen resolution font size and monitor size Locate the entry needed and then click 1ts Documents icon Comment The screen will display a list of documents attached to the entry selection Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL SYSTEM NAVIGATION PAGE 3 15 Step 4 cont d mem EE Unos x o o NOTE If the user does not have any filings within the preceding 30 days the system will display a message that no entries are available Step 5 Click the documents icon or another location on the screen to close the document window VI ACCOUNT MANAGEMENT This section is for users designated as an Administrator Administrators must ensure that users equipment and software meet the VACES system requirements which are accessible in the Terms and Conditions of Use End User License Agreement In order to use this system browser cookies must be turned on Itis the Administrator s responsibility to communicate User Names and Passwords to their Firm s new users All fields indicated with an asterisk are required and must be completed A Add New User To add new user s account Step 1 Click Account Management and then select the Account User Manag
45. ssfully Confirmation number 1234567 VIRGINIA APPELLATE COURTS EBRIEF SYSTEM DOCUMENT SUBMISSION SUMMARY p Court SUPREME COURT OF VIRGINIA Case Number 123456 Case Style SMITH V JONES Confrmabon Number 1234567 Submission Date Time 9 30 15 2 33 PM APPENDIX SMITH VS JONES PDE Total remitir of documents submitted 2 Office of the Executive Secretary Kew Submission Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL SYSTEM NAVIGATION PAGE 3 6 Step 8 NOTE A confirmation email will be sent to the email address cont d associated to the account and contain the following submission details Case number Court of submission Submission date and time Case style case name File count the number of documents submitted Confirmation number Name of submitter Submitter s email address Submitter s telephone number Submitter s notes and Files submitted and associated document type ww ww ww ww ww ww ww ww ww ww ww III BRIEFS AND APPENDICES SUBMITTALS A Page Numbering Page numbering should begin with the first page of the body of the brief or appendix starting with number Any pages preceding the first page of text 1 e tables of contents and tables of authorities shall be numbered with lowercase Roman numerals 1 11 111 etc The cover page of the brief or appendix shall contain no page number NOTE VACES will not accept documents that exceed 150 MB i
46. t enter the exact randomly generated character string displayed Ifthe information does not match an error message will appear Ifthe security verification is unreadable the user may request a new security image by clicking on the link to generate a new one or have the security codes read aloud by clicking on the speaker icon Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL REGISTRATION PAGE 2 13 Step 7 Click Login Comment A message will display indicating the password reset was successful and then the system will route users to the Select Security Questions and Answers screen B Set Security Questions and Answers Select Secunty Questions and Answers Users will be prompted to select and answer three security questions on the Security Questions page during the initial login process To set the Login security questions and answers Step 1 Enter the Login credentials a Enter the User Name b Enter the Password Step 2 Press Login Comment The system will route to the Select Security Questions and Answers screen Step 3 Choose three different security questions using the drop down lists Step 4 Provide unique answers for each security question selected Step 5 Click Save amp Continue Comment The system will route to the Terms amp Conditions screen C Accept Terms and Conditions of Use Users are encouraged to carefully read and accept the Terms and Conditio
47. tact listed if applicable First contact s email address 1f applicable First contact s telephone number if applicable gt Name of second contact listed if applicable Second contact s email address if applicable Second contact s telephone number if applicable and Submitter s notes Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL SYSTEM NAVIGATION V HISTORY PAGE 3 14 This section is for Filers Submission Date Time 04 07 2015 09 51 The History screen provides users the ability to view eBrief or eRecord submissions made within the past 30 days NOTE Users must have successfully created new submissions in order for the Submission History table to display the status of document uploads If there are no submissions made within the past 30 days to display a message will display Clickable actions icons either expand or collapse document details Multiple rows can expand at the same time The system has a ToolTip mouse over for each icon button option To view a previously submitted eBrief or eRecord Step 1 Step 2 Step 3 Step 4 Office of the Executive Secretary Open a web browser and navigate to the Login page Enter the Login credentials Comment Once the user has logged into the VACES successfully the Home page will display Select History from the menu bar Comment The submission history will appear in order by Submis
48. te va us For eRecord registration Supreme Court of Virginia at scvrecords a courts state va us Court of Appeals of Virginia at cavrecords a courts state va us Comment A confirmation notification will be emailed to the Firm s Administrator when the update is complete Office of the Executive Secretary Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL REGISTRATION PAGE 2 9 III COMPLETE REGISTRATION gt y Virginia Appellate Courts Electronic System Complete Registration ittama JA E DOFJACME LAA RENTON please enter me laicos iiermaliss in pampini pour VADES reeniramen ap Lives armes reagi De at mand characters stari vith intier borda nel reed more than 7 Please creado your WACES user ID Turk ate bk pial dinbi 7 Fort youi seculity all precia miril merl Me Poe rexusperienis Pisase enter your VACES user pasveord Fieste rs anter your VACES uper pamend They mat acr cnn me users Act aT And Please entes the FIH tabriti d with the region Fas aecurzy purp ses please hype She characters yiu aee iri Hat image pe 4 Upon signing into the system for the first time initial login users will be required to perform the following tasks Create a password Choose and answer three security questions and Read and accept the VACES Terms and Conditions of Use IMPORTANT The registration link will expire within 24 hours of being generated Be sure to following
49. the public both a redacted brief or appendix and an unredacted brief or appendix must be filed with the Court served on counsel and must be clearly marked as such o All information required by law to be redacted e g social security numbers shall be redacted for all briefs and appendices whether those briefs or appendices are for the Court and counsel or for public view E Retention Requirements Counsel shall retain paper and electronic versions of the briefs and appendices for at least one year after issuance of the mandate by the appellate court Office of the Executive Secretary Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL SYSTEM NAVIGATION PAGE 3 8 F Signature A handwritten signature is not required on the briefs See Rules 5 26 h 5A 20 h and 5A 21 h In lieu of a handwritten signature the brief may be digitally signed using the conventional electronic signature s G Technical Failures A person who files a document electronically shall have the same responsibility as a person filing a document in paper form for ensuring that the document is properly filed complete and readable However if technical problems with the VACES result in a failure to timely receive the electronically filed brief or appendix counsel shall provide to the clerk of the appellate court on the next business day o All documentation which exists demonstrating the attempt to electronically file the br
50. the first time initial registration for system access permission who do not have an existing Virginia Judiciary Electronic System account VJCS VACES GALR etc must complete all sections of the application o Firms with an existing system account must complete sections 1 3 and 4 For a new system account complete all sections of the application Step 1 Step 2 Step 3 Step 4 Office of the Executive Secretary Select Initial Registration Enter Section 1 Organization Information D XE pm pa Enter the Organization Name Enter Address 1 Enter any additional address information 1n Address 2 if applicable Enter the City select the State from the drop down list Enter the Zip code Enter the Firm s Phone number Enter the phone Ext 1f applicable Enter the Fax number if applicable Enter Section 2 Authorizing Party Information ES US Enter the Last Name Enter the First Name Enter the Middle Initial if applicable Enter the Suffix if applicable Enter the Title Enter the Email address Enter the Firm s PIN Personal Identification Number Comment The Administrator must create the PIN and should keep a record of it in order to complete the registration process Enter Section 3 Administrator Information ES Select the appropriate Administrator role type using the radio button options Enter the Last Name Enter the First Name Enter the Middle Initial if
51. thin this manual for further details F Settings The Settings link allows users the capability to update their account and contact information See Chapter 3 section VII SETTINGS USER PROFILE within this manual for further details G Navigate To Users with access to multiple Virginia Judiciary Electronic Systems VJCS VACES GALR etc can click the Navigate Tel link and the system will route users to the system selected H Help Users can click the M Hel icon and the system will route users to the VACES GUIDELINES AND USER S MANUAL in a new browser window I Logout Users can click the Logout icon to log out of the VACKS securely Once clicked the system will route to the Login screen Office of the Executive Secretary Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL REGISTRATION PAGE 2 1 CHAPTER 2 REGISTRATION L OVERVIEW This section is for users defined as Administrator on the VACES Registration Application To begin the registration process the firm s authorizing party must first complete the VACES Registration Application and return the application to the SCV or CAV Clerk s Office Once the Clerk processes the application the Firm s Administrator as defined on the VACES Registration Application will receive an email notification from the System Administrator that will provide a link to complete the Firm s registration process Click on the link within the email to g
52. w ww ww ww ww ww Office of the Executive Secretary Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL SYSTEM NAVIGATION Step 9 Office of the Executive Secretary PAGE 3 13 Print the confirmation Comment Users can print the confirmation using the Printer Friendly Version button on the top right of the page Electronic document s submitted successfully 40 Confirmation number 100140 VIRGINIA APPELLATE COURTS ERECORDS SYSTEM DOCUMENT SUBMISSION SUMMARY Appellate Court Supreme Court of Virginia Appellant Case Style Jone ommo es v Commonwt Tribunal Virginia State Bar Tribunal Judge s Tribunal Case Number Primary Submitted By r 100140 Confirmation Numbe Submission Date Time 06 12 2015 11 29 Document Type Test less than 150MB pdf Amicus Curiae Brief TEST1 pdf Appendix New Submission NOTE A confirmation email will be sent to the email address associated with the account and contain the following submission details Appellant s name Court of submission Submission date and time gt Case style case name Tribunal name Tribunal division gt Tribunal case number s gt Tribunal case filing type Tribunal Judge names s Confirmation number File count by the number of document types submitted Name of submitter Submitter s email address gt Submitter s telephone number gt Name of first con
53. xecutive Secretary Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL SYSTEM NAVIGATION PAGE 3 11 Step 5 b Click Browse to locate the appropriate file s needed for cont d submission IMPORTANT VACES only accepts PDF documents c Highlight the file or files needed and then click OK NOTE Single or multiple documents can be selected for upload d Select the Document Type from the drop down list for each document uploaded IMPORTANT Failure to adhere to document Naming Conventions will result in rejection of the submission See Digital Appellate Record Standards on naming conventions e Repeat steps 5a through 5d until all required files are imported Comment In the alternative a user may select the documents needed and drag and drop multiple files into the patterned box 7 Select File s NOTE To delete any unwanted files select the red in the Delete column Step 6 Enter additional Contact Information if applicable Comment The application will populate Contact Information fields with the users information associated to the account NOTE If more than one contact number entry is needed click Add Additional Contact Office of the Executive Secretary Department of Judicial Services Rev 12 15 VACES GUIDELINES AND USER S MANUAL SYSTEM NAVIGATION PAGE 3 12 Step 7 Enter any pertinent notes in the Notes text box abeas record are being submitted as separate

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