Training Notes are short articles intended to share practical procedures, workflows, and lessons learned from the day-to-day work of a municipal court clerk’s office.
These notes are not meant to replace formal training or legal guidance, but rather to share practical insights that may help other clerks navigate the operational side of court administration.
- Two Conferences. Two Purposes.
MMCCA Summer Conference Hosted by: Mississippi Municipal Court Clerks Association (MMCCA)Location: Golden Nugget Casino & Resort, Biloxi, MississippiWhen: Wednesday & Thursday of MML Week PurposePractical, day-to-day training focused on real clerk operations, workflow, and problem-solving. What to Expect Funding & TravelFunded by each municipality. Typical planning includes: Clerks typically travel the day before and return… Read more: Two Conferences. Two Purposes. - DUI Non-Adjudication: Step-by-Step Clerk Process
This workflow has been confirmed with Mississippi DPS Driver Services and reflects a compliant, real-world clerk process. Download DUI Non-Adjudication Step-by-Step Process Step 1: Plea & Entry into Non-Adjudication Program At this stage, the case is “Pending Non-Adjudication”. Step 2: Clerk’s Initial Reporting to DPS (Within 5 Days) The clerk must submit the following to… Read more: DUI Non-Adjudication: Step-by-Step Clerk Process - Understanding SONAR in Municipal Court: What Clerks Need to Know
There has been a little confusion across courts regarding how cases appear in the SONAR registry and how non-adjudication dispositions are reflected in Driver Services records. This article is intended to provide a clear, practical explanation based on direct communication with Mississippi DPS Driver Services. The Core Issue Most confusion does not come from misunderstanding… Read more: Understanding SONAR in Municipal Court: What Clerks Need to Know - Arrest Tracking Numbers (ATN) & Court Disposition Reporting
One area that often causes confusion for new clerks is Arrest Tracking Numbers (ATNs) and how they relate to court disposition reporting. Understanding this process is critical, because it directly affects the accuracy of a person’s criminal history. What is an ATN? When fingerprints are taken—whether by traditional ink roll or through a LiveScan machine—the… Read more: Arrest Tracking Numbers (ATN) & Court Disposition Reporting - What Every Clerk Should Check Before Court Starts
Before court begins, there are a few key things that should always be verified. Taking a few minutes to check these items can prevent confusion, delays, and unnecessary stress once court is in session. Quick Pre-Court Checklist Before court starts, make sure: Why This Matters Once court begins, things move quickly. If something is missing… Read more: What Every Clerk Should Check Before Court Starts - NCIC: What Clerks Need to Know
The National Crime Information Center (NCIC) is a computerized index of criminal justice information maintained by the FBI. It includes data such as: NCIC is available to authorized criminal justice agencies at the federal, state, and local level and operates 24 hours a day, 365 days a year. Purpose of NCIC The purpose of NCIC… Read more: NCIC: What Clerks Need to Know - Domestic Abuse Protection Orders (DAPO): Clerk Procedures and Key Differences
This section provides a general overview of how Domestic Abuse Protection Orders (DAPOs) are processed in municipal court, including the difference between ex parte, temporary, and final orders. Note:Always reference the Mississippi Attorney General’s Office – Bureau of Victim Assistance website, under the Court Forms section, for the most current protection order forms and procedures.… Read more: Domestic Abuse Protection Orders (DAPO): Clerk Procedures and Key Differences - DUI Disposition Reporting: What the Statute Requires (In Plain Terms)
Mississippi Code § 63-11-37 outlines what must be reported after a DUI conviction and how quickly that reporting must happen. This is one of the most important reporting responsibilities in the clerk’s office. What the Statute Says (Simplified) In plain terms: After a DUI conviction, the court must send the following to the Department of… Read more: DUI Disposition Reporting: What the Statute Requires (In Plain Terms) - DUI: Driving Under the Influence
This section outlines the applicable state statutes related to DUI cases.Miss. Code Ann. § 63-11-30 DUI cases can be confusing at first. If you are a new clerk, I recommend printing a copy of the applicable statutes and sitting down with your prosecutor to walk through them. They can often explain DUI laws in a… Read more: DUI: Driving Under the Influence - Records Retention: How Long Do I Have to Keep Everything?
Municipal courts in Mississippi receive records retention guidance from the Mississippi Department of Archives and History (MDAH). For the most accurate and up-to-date information, I have included a link above to the official MDAH records retention schedule. At the time of this posting, the most recent version available on the MDAH website is dated Tuesday,… Read more: Records Retention: How Long Do I Have to Keep Everything? - Proper Docketing Techniques: Your Paper File and Computer File Should Match
From day one in this field, I’ve always believed this: You should be able to hand your computer file or your paper file to someone who has no knowledge of the court system, and they should be able to read it from start to finish and clearly understand what happened. Your case management system, your… Read more: Proper Docketing Techniques: Your Paper File and Computer File Should Match - DUI License Suspension from MS DPS
The screenshot below is a page from the reference book that DPS handed out during a conference in the last couple of years. More to come on this topic. Related Article: DUI: Driving Under the Influence - Domestic Violence Case Disposition Checklist for Clerks
When a domestic violence case is concluded and the judge renders a judgment, there are several critical steps that must be completed to ensure the case is properly documented and reported. Following a consistent process helps ensure: Below is a practical checklist to follow after disposition. Step 1: Finalize and File the Court Order Step… Read more: Domestic Violence Case Disposition Checklist for Clerks - Felony Initial Appearances and Preliminary Hearings: What New Clerks Need to Know
Rules 5 and 6 of the Mississippi Rules of Criminal Procedure (linked above) cover arrest procedures, initial appearances, and preliminary hearings. These rules begin around page 19 of the printed version and outline what must happen after a defendant is arrested. This is one of those areas where the law is consistent, but how it… Read more: Felony Initial Appearances and Preliminary Hearings: What New Clerks Need to Know - Expungements: Clerk Procedures
Expungements allow certain criminal records to be removed from public access when authorized by statute and ordered by the court. While eligibility is determined by the judge and applicable law, the clerk’s office is responsible for processing the petition, entering the order, and notifying the appropriate agencies. The outline below describes a typical workflow for… Read more: Expungements: Clerk Procedures