Limits & Logistics
Courtesy Copies
Case Law
- At Least 3 Business Days Before Hearing
Non Exhibit Document
- Email • At Least 3 Business Days Before Hearing or Trial
Pre Marked Exhibit, Exhibit Index
- By Specific Order Deadline or 5 Business Days Before Hearing
Adjournments
- A hearing may be cancelled only with the Court’s written agreement, and the Court must be notified at least 24 hours before a cancellation request.
- Before filing a continuance motion, contact opposing counsel and state their position; submit an agreed order if all parties agree, or set a hearing if necessary when there is an objection, and upload a proposed order.
Request must include
Communication
Chambers
Document Format Requirements4 rules
Each case or document should be provided as a separate file.
The Court will not accept electronic devices (i.e., videos, flash drives, etc.) sent via US Mail; you may submit a physical copy at hearing/trial.
For parties who have not consented to email service, provide stamped, blank, unaddressed envelopes to the Judicial Assistant by mail or hand delivery, clipped together with a sticky note stating the case name and number.
Court's wording
If there are parties who have not consented to use of e-mail service, stamped envelopes should be mailed or hand delivered to the Judicial Assistant, Amber Allen. Please clip the envelopes together, along with a sticky note that indicates the case name and case number. PLEASE DO NOT ADDRESS THE ENVELOPES; LEAVE THE ENVELOPES BLANK BUT BE SURE TO ADD THE PROPER POSTAGE.
Do not send proposed orders by United States Mail or email unless the proposed order is in PDF format.
- File type
- Proposed order
Document Filing Requirements19 rules
Every proposed order must include the specified county-specific order and certificate-of-service coding after its body.
- Document
- Proposed order
- Placement
- Body of the document
Must include
- •Certificate of service
Court's wording
All proposed orders shall include the following coding after the body of the proposed order. This coding allows our computer system to input the proper dates and signatures for processing. DONE AND ORDERED in Chambers at Gainesville, Alachua County, Florida on DDDD. JJJJ CERTIFICATE OF SERVICE I HEREBY CERTIFY that copies have been furnished by U.S. Mail or via filing with the Florida Courts E-Filing Portal on MMMM. CCCC AAAA DONE AND ORDERED in Chambers at Macclenny, Baker County, Florida on DDDD. JJJJ CERTIFICATE OF SERVICE I HEREBY CERTIFY that copies have been furnished by U.S. Mail or via filing with the Florida Courts E-Filing Portal on MMMM. CCCC AAAA
If you have your client’s written consent to withdraw there is no need to set your Motion to Withdraw for hearing. Instead, please file a consent to withdraw signed by the client in the court file. Please submit your proposed order with the client’s contact information to the e-portal for the case division.
A motion to withdraw and its proposed order must include the client’s address and email address, if any.
Court's wording
When filing a Motion to Withdraw as Attorney of Record, you are required to include the client’s contact information, including address and e-mail address if any, within the text of the Motion and any proposed order on same.
If the continuance is agreed to by all parties, please submit an Agreed Order to the appropriate e-portal for the case’s division.
Your proposed order must include your client’s contact information and indicate that your client has 30 days to retain new counsel and have counsel file a notice of appearance or your client shall be deemed to be proceeding pro-se unless the party must be represented per the rules of civil procedure.
An emergency motion must be titled “Emergency Motion” and explain the emergency, the needed ruling date, and why a ruling is needed by that date.
Court's wording
A party requesting emergency action must include the words “Emergency Motion” in the title of the motion and must set forth in detail the nature of the emergency, the date by which a ruling is necessary, and the reason the ruling is needed by the stated date.
Stipulations for substitution of counsel between law firms shall be signed by both the former attorney, the new attorney taking over the case and must include written client consent. The Stipulation shall be filed in the court file.
You must use the hearing request form to email all hearing requests to AllenA@circuit8.org .
Once confirmation of the hearing date has been received by email from the judicial assistant, a notice of hearing shall be prepared by the moving party.
The notice of hearing shall include the full title of the motion and filing date, the length of the hearing, and shall advise if the hearing will be conducted in person or via Zoom.
A PROPOSED ORDER GRANTING THE ZOOM APPEARANCE MUST BE UPLOADED TO THE CASE’S DIVISION PORTAL AT LEAST 3 BUSINESS DAYS PRIOR TO THE SCHEDULED COURT DATE.
- Document
- Zoom appearance motion
Must include
- •Proposed order
Additionally, all proposed orders granting withdrawal shall be accompanied by the filing of an email designation form for the client or notice to the Court that an email designation has been previously filed.
A unilateral hearing notice must include the specified statement, and counsel must be prepared to prove their attempts to coordinate with opposing counsel.
Court's wording
Any hearings scheduled unilaterally pursuant to these instructions must include a note on the Notice of Hearing stating “Set Unilaterally Pursuant to Judge Van Vorst’s Divisional Instructions.” Further, counsel attending any hearing unilaterally set pursuant to these instructions will be expected to present proof of attempts to coordinate with opposing counsel at the hearing.
Pursuant to Florida Rules Procedure, all motions to withdraw or for substitution of counsel must contain the client’s signature/consent and specific reason(s) for the withdraw/substitution.
All emergency motions must be verified. Emergency motions must be e-mailed to the judicial assistant for the Court’s review.
In order to file a motion for Zoom appearance, you must have a fully operational camera. Use of your camera is required for Zoom appearances.
Should an additional party or address be required for service of the order that is not contained in the court file, please type the name of the party who is to receive the order, as well as that party’s e-mail/e-service address OR mailing address at the end of the AAAA block in the Certificate of Service.
- Document
- Proposed order
- Placement
- Certificate section
Must include
- •Certificate of service
Evidence should not be filed with the Clerk.
A party seeking a date-certain ruling on a time-sensitive motion that is not an emergency may file an “Expedited Motion,” which must state the needed ruling date and why it is needed by then.
Court's wording
A party whose time-sensitive motion does not qualify as an emergency motion but who nonetheless requires an expedited ruling by a date certain may file an expedited motion. An expedited motion must include the words “Expedited Motion” in the title and must set forth in detail the date by which an expedited ruling is needed and the reason the ruling is needed by the stated date.
Filing & Service rules
Electronic Filing Rules
Proposed orders must be submitted through the E-Portal.
All proposed orders must be submitted through the E-Portal.
Page 1 | Scheduling Procedures
Submit proposed orders through the Florida Courts E-Filing Portal; a proposed order sent by mail or email must be in PDF format.
Proposed orders shall be submitted via the Florida Courts E-Filing Portal (www. https://www.myflcourtaccess.com/). Do not send proposed orders by United States Mail or email unless the proposed order is in PDF format. Please see the instructions above for formatting.
Page 1 | Submission Method
Filing Timing and Cure Windows
File a Zoom-appearance motion and upload its proposed granting order to the case’s division portal at least three business days before the scheduled court date.
ALL MOTIONS FOR ZOOM APPEARANCE MUST BE FILED IN THE COURT FILE AT LEAST 3 BUSINESS DAYS PRIOR TO THE SCHEDULED COURT DATE. A PROPOSED ORDER GRANTING THE ZOOM APPEARANCE MUST BE UPLOADED TO THE CASE’S DIVISION PORTAL AT LEAST 3 BUSINESS DAYS PRIOR TO THE SCHEDULED COURT DATE.
Page 1 | Remote Appearance
Failure to timely file the Zoom-appearance motion and upload the correct order will result in denial.
Failure to timely file the motion and upload the correct order to the EPORTAL, will result in denial of the motion.
Page 1 | Remote Appearance
For each party or witness who will testify, email a copy of their driver’s license or photo ID to the Court at least three business days before the hearing.
If a party or witness will provide testimony at the scheduled hearing, the Court must receive by email to AllenA@circuit8.org, a photograph copy of their driver’s license or photo ID no later than three (3) business days prior to the hearing.
Page 1 | ID Requirement
An email pointing out an error does not toll the deadline for rehearing or reconsideration.
While an email may suffice in the correction of scrivener’s errors, please remember that emails pointing out errors do not toll the time for rehearing or reconsideration under the Rules.
Page 1 | Motions for Re-hearing/Reconsideration
Service and Proof of Service Rules
Serve the client with the motion to withdraw and notice of hearing, and include the client’s name and contact information in both certificates of service.
You are also required to serve on your client a copy of the Motion to Withdraw and a Notice of Hearing. You must include your client’s name and contact information in the certificate of service for both the Motion to Withdraw and the Notice of Hearing.
Page 1 | MOTIONS TO WITHDRAW AS THE ATTORNEY OF RECORD
Pre-mark each item of evidence for identification and serve a copy on all parties by Certified U.S. Mail at least ten business days before the hearing.
If you intend to present any evidence or documents to the court at your hearing, you must pre-mark all items for identification (ex. “Petitioner’s Exhibit A, B, C..”) and serve a copy via Certified US Mail to all parties no less than ten (10) business days prior to the hearing.
Page 1 | Exhibits for Evidentiary Proceedings
Include digital exhibits that cannot be mailed on the properly marked exhibit list and hand-deliver them to opposing counsel or the party at least ten business days before the hearing.
Digital Exhibits that cannot be sent via US Mail (i.e., videos, flash drives, etc.) must be included on the exhibit list (and properly marked) and hand delivered directly to the opposing counsel or party no later than ten (10) business days prior to the hearing.
Page 1 | Exhibits for Evidentiary Proceedings
Courtesy Copy Requirements
The Court must receive paper copies of all pre-marked exhibits and each side’s exhibit index by the specific-order deadline or, if none is stated, five business days before the hearing.
In addition, a paper copy of all pre-marked exhibits, along with an Index of Exhibits from each side, shall be received by the Court via Certified US Mail or by hand delivery to the Court’s Gainesville office no later than the deadline contained in your specific order, or five (5) business days prior to the hearing date.
Page 1 | Exhibits for Evidentiary Proceedings
Email non-exhibit documents for the Court’s review to the Court and opposing party at least three business days before the hearing or trial, providing each case or document as a separate file.
All other non-exhibit documents that a party wishes the Court to review must be provided to the Court and the opposing party by email to allena@circuit8.org at least three (3) business days prior to the hearing or trial. Each case or document should be provided as a separate file.
Page 1 | Courtesy Copies of Case Law and Other Documents
Cases being relied upon by the parties at a hearing or trial should be provided to opposing counsel and the Court no later than three (3) business days prior to the hearing. However, the Court will always consider any law applicable to the matters being litigated. Litigants should highlight the parts of a law or case that they believe are pertinent to the issues at hand.
Cases being relied upon by the parties at a hearing or trial should be provided to opposing counsel and the Court no later than three (3) business days prior to the hearing. However, the Court will always consider any law applicable to the matters being litigated. Litigants should highlight the parts of a law or case that they believe are pertinent to the issues at hand.
Page 1 | Courtesy Copies of Case Law and Other Documents
Pre-Motion Conference Requirements
Before requesting hearing time, confirm that the motion has been filed, served on all parties, and docketed; no hearing time will be given for a motion that is not filed and docketed.
Please confirm that your motion has been filed, served on all parties, and docketed prior to requesting hearing time. No hearing time will be given for motions that are not filed and docketed.
Page 1 | Scheduling Procedures
Adjournment & Extension Requirements
A hearing may be cancelled only with the Court’s written agreement, and the Court must be notified at least 24 hours before a cancellation request.
No hearing shall be cancelled unless the parties have the written agreement from the Court. Please notify the Court at least 24 hours in advance of any requests to cancel.
Page 1 | Cancelling Hearings
Before filing a continuance motion, contact opposing counsel and state their position; submit an agreed order if all parties agree, or set a hearing if necessary when there is an objection, and upload a proposed order.
You must contact opposing counsel to determine if they have an objection prior to filing a Motion for Continuance. The Motion must be filed with the Clerk of Court and must indicate if opposing counsel objects to the continuance. If the continuance is agreed to by all parties, please submit an Agreed Order to the appropriate e-portal for the case’s division. If the opposing party objects to the continuance, it may be necessary to set a hearing on the Motion but still upload a proposed order to the appropriate e-portal for the case’s division. Please see the procedure for scheduling a hearing. The Court will evaluate the Motions for Continuance on a case-by-case basis even if the opposing party agrees or does not object to the continuance.
Page 1 | Continuance Procedure
Chambers Communication Rules
Requests to set hearings and motions to set hearings must be emailed to the judicial assistant in accordance with the scheduling procedures.
All requests to set hearings must be emailed pursuant to the scheduling procedures above. Please be advised that filing a motion to set hearing must be emailed to the judicial assistant, AllenA@circuit8.org, and a hearing must be requested pursuant to the scheduling procedures.
Page 1 | Pretrial Procedures and Conferences
Email the Court a copy of a motion for rehearing or reconsideration upon filing.
Upon filing said motion, email a copy Court for review.
Page 1 | Motions for Re-hearing/Reconsideration
After filing and serving an emergency motion, email a copy to the Judge’s office for review.
A copy of any “Emergency” motion e-filed with the Clerk of Court and served upon opposing counsel should be provided to the Judge’s office for review by emailing AllenA@circuit8.org.
Page 1 | Emergency and Other Urgent Matters
Communications to the judicial office must be emailed to the specified address with the case number and county code, case name, and relevant matter in the subject line.
All communications to the judicial office must be submitted by e-mail to AllenA@circuit8.org. The subject line must contain the case number including the county code, case name, and relevant matter (e.g., 01-2024-CF-001234-A: State v. Doe – 2-Hour Hearing Requested).
Page 1 | Communications with the Judicial Office
Requests and motions to set trial or final hearing must be emailed to the judicial assistant in accordance with the scheduling procedures.
All requests to set trial or final hearing must be emailed pursuant to the scheduling procedures above. Please be advised that filing a motion to set trial or final hearing must be emailed to the judicial assistant, AllenA@circuit8.org, and a hearing must be requested pursuant to the scheduling procedures.
Page 1 | Setting Case for Trial or Final Hearing
Do not call or email the Court to speak with a judge about a case.
Please do not call or email the Court expecting to speak with a Judge about any case.
Page 1 | Communications with the Judicial Office
Attorneys and self-represented litigants must provide an email address for electronic receipt of signed orders and update it using Form 2.603 when the registered service account changes, unless excused.
All attorneys and self-represented litigants must provide an e-mail address to receive signed orders electronically, unless excused. Fla. R. Gen. Prac. & Jud. Admin. 2.516. It is the responsibility of attorneys and self-represented litigants to update their contact information using Form 2.603 any time there is a change in the e-mail account registered for electronic service.
Page 1 | E-Filing Portal Contact Information
Hearing requests must be submitted by email using the hearing request form; requests are not accepted by telephone.
You must use the hearing request form to email all hearing requests to AllenA@circuit8.org . Hearing requests are not accepted by telephone.
Page 1 | Scheduling Procedures
Parties must coordinate hearing availability; a party may set a hearing unilaterally only after a good-faith scheduling effort and three unanswered attempts by email or phone.
It is mandatory that all parties consult with one another regarding their availability for hearing. If a hearing is unilaterally set without any effort to coordinate a date and time with opposing counsel, that matter will not be heard by the Court. However, if a party has made a good faith attempt to schedule a hearing with opposing counsel and counsel has failed to respond after three (3) attempts via email and/or phone, then the party may schedule the hearing unilaterally.
Page 1 | Hearing Availability
If the judge needs to see or act on a filed motion, provide a copy to the Judicial Assistant by email.
When a motion is e-filed the Judge does not always receive a copy. If you file a motion that the Judge needs to see or act upon, you must provide a copy to the Judicial Assistant, AllenA@circuit8.org.
Page 1 | Scheduling Procedures
Do not call the Court expecting to speak with a judge about a case.
Please do not call the Court expecting to speak with a Judge about any case.
Page 1
The Court will not consider unsolicited communications from non-parties, and parties must follow the stated procedures when contacting the judicial office.
Unsolicited communications from non-parties will not be considered by the Court. Parties may only contact the judicial office in accordance with these practices and procedures.
Page 1 | Communications with the Judicial Office
Comments for the Court should be mailed to the Clerk’s Office.
If you have a comment to make, please mail it to the Clerk’s Office.
Page 1 | Communications with the Judicial Office
Mail any comments to the Clerk’s Office in the appropriate county.
If you have a comment to make, please mail it to the Clerk’s Office in the appropriate county.
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Questions about whether a motion has been filed and docketed should be directed to the Alachua County Clerk of Court.
If you have questions about whether your motion is filed and docketed, please contact the Alachua County Clerk of Court.
Page 1 | Scheduling Procedures