Limits & Logistics
Courtesy Copies
Case Law, Legal Authority
- Prior to Hearing
Communication
Other Contacts5 contacts
Chambers2 contacts
Document Format Requirements3 rules
Proposed orders must be in MS Word format.
- File type
- Word
Do not expect the court to use its resources to print your notebooks, exhibits, case law, etc.
The court prefers documentary exhibits not be placed in binders or other binding that impairs their separation for the clerk after the hearing.
Court's wording
The Court prefers that documentary evidence/exhibits are NOT placed into 3-ring binders, binding combs, spiral binding or other methods that impair the Court’s ability to easily separate the exhibits for presentation to the Clerk of Court following the hearing.
Document Filing Requirements14 rules
Update contact information using Form 2.603 whenever the email account registered for electronic service changes.
Court's wording
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.
If a party believes there is a factual basis for setting an emergency hearing, a detailed motion setting forth the following must be filed: (1) the issues to be resolved, (2) reasons why an emergency hearing is necessary, and (3) the amount of time needed for each party’s presentation.
Please provide the following information: case number, title of motion, date it was filed or clerk tag number, and length of time requested for this hearing.
Any request for a CMC or status conference must articulate the reasons for the necessity of the conference.
Requests to use communication technology for an appearance must be made by motion.
Please note that you must use the approved Santa Rosa County checklist form.
A written motion by a party to present testimony through Zoom must set forth good cause why the testimony should be allowed by Zoom and must specify whether each party consents to the form requested.
The Notice of Hearing shall include the Meeting ID Number which can be obtained from the Judicial Assistant.
PLEASE DO NOT SUBMIT COMPETING ORDERS.
Written consent of the client must be filed with the Clerk of Court and opposing counsel (if any) must have no objection to the withdrawal/substitution.
The moving party must prepare, serve, and file the Notice of Hearing.
Please do not submit a proposed order to the Court for signing until all parties have reviewed and approved the language and its entry.
All notices of hearing must contain the Americans with Disabilities Act (ADA) notification required by Florida Rule of General Practice and Judicial Administration 2.540.
The Notice should include: (1) the title of each motion scheduled; (2) the date of filing for each motion scheduled; (3) the date and time of the hearing, along with reference to the time zone; (4) the length of the hearing.
Filing & Service rules
Electronic Filing Rules
Submit proposed orders through the ePortal using the Proposed Order button, selecting Santa Rosa and the correct judge.
Submission Method: All proposed orders are to be submitted via the ePortal, by way of the “Proposed Order” button and selecting Santa Rosa in the drop-down list and selecting the correct Judge.
Page 1 | D. Submission of Orders and Judgments
E-file the checklist and file every document listed on it before the court can enter final judgment.
This checklist must be e-filed, and all documents listed on the checklist must be filed before the Court can enter the final judgment.
Page 1 | G. Exhibits for Evidentiary Proceedings
Filing Timing and Cure Windows
Unless the court states otherwise at the hearing, submit an order memorializing the ruling within 30 days after the hearing.
Unless otherwise stated by the Court during a hearing, any orders memorializing the Court’s rulings made during a hearing shall be submitted within 30 days of the hearing.
Page 1 | D. Submission of Orders and Judgments
A motion must be properly filed in the court record before the hearing is scheduled.
NOTE: The motion must be properly filed in the court record prior to scheduling the matter for a hearing.
Page 1 | B. Scheduling Procedures
Proposed Final Judgments for Dissolution of Marriage by Special Affidavit should only be submitted after the 10-day waiting period has expired, and if there are no objections.
Proposed Final Judgments for Dissolution of Marriage by Special Affidavit should only be submitted after the 10-day waiting period has expired, and if there are no objections.
Page 1 | G. Exhibits for Evidentiary Proceedings
The court will not schedule hearing time for a motion that is not properly filed in the court record.
The Court does not offer hearing time for motions that are not properly filed in the court record.
Page 1 | B. Scheduling Procedures
Submit exhibits and case law at least 48 hours before the hearing unless the scheduling order provides otherwise.
Exhibits and caselaw must be submitted at least 48 hours prior to hearing unless otherwise addressed in your scheduling order.
Page 1 | G. Exhibits for Evidentiary Proceedings
Attorneys should prioritize proposed orders according to their subject matter because some orders are needed sooner than 30 days.
Some orders are needed sooner than 30 days, and the attorneys should prioritize the proposed orders based upon the subject matter at issue.
Page 1 | D. Submission of Orders and Judgments
Service and Proof of Service Rules
Attorneys and self-represented litigants must make and receive service by email, generally through the Florida Courts E-Filing Portal, unless excused.
All attorneys and self-represented litigants must make and receive service by e-mail, which is generally through the Florida Courts E-Filing Portal, unless excused.
Page 1 | A. Communications with the Judicial Office
The moving party must file and serve a Notice of Cancellation on all attorneys and unrepresented parties.
The moving party shall also file and serve a Notice of Cancellation to all attorneys and any unrepresented parties.
Page 1 | B. Scheduling Procedures
A matter seeking court action or intervention must be properly filed and copies distributed to all litigants, attorneys, and entities entitled to notice.
Any matter for which a party seeks court action or intervention must be properly filed in the court file with copies distributed to all litigants, attorneys, and entities entitled to notice.
Page 1 | A. Communications with the Judicial Office
If case law or other authority is provided to the court, provide the same material to all other parties.
If provided to the Court, parties must also provide the same documents or authority to all other parties.
Page 1 | E. Courtesy Copies of Case Law and Other Documents
Courtesy Copy Requirements
The court appreciates receiving case law and legal authority before hearings.
The Court appreciates receiving case law and legal authority prior to hearings to be as prepared as possible for each hearing.
Page 1 | E. Courtesy Copies of Case Law and Other Documents
Chambers Communication Rules
Attorneys and self-represented litigants must provide an email address for receiving signed orders electronically unless excused.
All attorneys and self-represented litigants must provide an e-mail address to receive signed orders electronically, unless excused.
Page 1 | A. Communications with the Judicial Office
Copy all parties on emails to the judicial office unless the communication is legally authorized ex parte.
All parties must be copied on any e-mail directed to the judicial office, unless an ex parte communication is authorized by law.
Page 1 | A. Communications with the Judicial Office
The moving party must confirm the opposing party's availability before selecting a hearing date and time on OnceHub.
The moving party is responsible for confirming the opposing party’s availability before selecting a date and time on OnceHub.
Page 1 | B. Scheduling Procedures
After the parties agree on a date, the moving party must notify the judicial assistant so the date and time can be confirmed.
Once a date is agreed upon, the moving party must advise the judicial assistant so that the selected date and time can be confirmed.
Page 1 | B. Scheduling Procedures
Do not add a motion to an existing hearing unless opposing counsel agrees, time permits, and the judicial assistant confirms the additional motion.
Do not ADD motions to an existing hearing UNLESS opposing counsel agrees, time permits, and the party has contacted the judicial assistant to confirm the additional motion.
Page 1 | B. Scheduling Procedures
Communications about pending or impending proceedings must comply with Canon 3's restrictions on ex parte and other communications outside the parties' presence, unless authorized by law.
All communications with the judicial office must comply with Canon 3 of the Code of Judicial Conduct, which prohibits a judge from initiating, permitting, or considering ex parte communications and from considering other communications outside the presence of the parties concerning a pending or impending proceeding, unless authorized by law.
Page 1 | A. Communications with the Judicial Office
The moving party must request a hearing on a filed motion and coordinate it with the other parties and the judicial assistant.
The moving party is responsible for requesting hearings on motions filed in the court file and to coordinate that hearing with the other parties and the JA.
Page 1 | B. Scheduling Procedures
A hearing is required if the client has not signed consent or opposing counsel objects to withdrawal.
If the client has not signed consent or opposing counsel has an objection to the withdrawal, a hearing is required.
Page 1 | H. Pretrial Procedures and Conferences
An additional motion may be added to an existing hearing only if all parties agree, time permits, and the judicial assistant confirms it.
Additional motions may be added to an existing hearing ONLY if all parties agree, time permits, and the party has contacted the judicial assistant to confirm the additional motion.
Page 1 | B. Scheduling Procedures
If the parties cannot agree on a proposed order, the non-drafting attorney must send the court a letter explaining the disagreement.
If the parties cannot agree on a proposed order, the non-drafting attorney shall send a letter to the Court explaining the disagreement.
Page 1 | D. Submission of Orders and Judgments
If the court grants a request for a case management or status conference, the moving party must schedule it under the stated scheduling procedures.
If the court grants the request for a CMC or status conference, the moving party must schedule the CMC or status conference pursuant to the procedures noted under the above Scheduling Procedures.
Page 1 | H. Pretrial Procedures and Conferences
Do not seek court relief or action by email.
The Court does not accept e-mails seeking relief or action by the Court.
Page 1 | A. Communications with the Judicial Office
If a hearing is no longer necessary, immediately notify the judicial assistant by both phone and email.
Upon determining a hearing is no longer necessary, contact the JA immediately by calling and emailing the judicial assistant at noelle.martin@flcourts1.gov and 850-981-5541.
Page 1 | B. Scheduling Procedures
The judicial office does not accept text messages.
The judicial office does not accept text messages.
Page 1 | A. Communications with the Judicial Office
The subject line of the email should indicate the intent to cancel a hearing and the date of hearing.
The subject line of the email should indicate the intent to cancel a hearing and the date of hearing.
Page 1 | B. Scheduling Procedures
Final hearings and hearings expected to last more than one hour may be scheduled by coordinating with opposing counsel and the judicial assistant using one of the listed methods.
ALL Final Hearings, no matter the length, and other hearings expected to last longer than one hour may be scheduled using one of the following methods: arrange a conference call with opposing counsel’s office first, then contact the JA at 850-981-5541 office; or email the judicial assistant, copying all parties without attorneys and all attorneys- include (a) the request for hearing, (b) the title of the motion at issue, (c) the date the motion was filed, and (d) the amount of time needed; or obtain dates by phone from the judicial assistant to coordinate with opposing party/parties and then contact the judicial assistant once an agreement is reached.
Page 1 | B. Scheduling Procedures
Request an interpreter for a hearing or trial from Court Administration by phone or email.
If an interpreter is needed for a hearing or trial, please contact Court Administration to request an interpreter at (850) 595-4533 or Trinidad.SerranoBennitt@flcourts1.gov.
Page 1 | K. Other Division Procedures
Do not leave a voicemail to confirm a hearing date.
Please do not leave a voicemail to confirm a hearing date, as the date may no longer be available.
Page 1 | B. Scheduling Procedures
The judicial assistant does not hold hearing dates, which are confirmed first come, first served.
The judicial assistant does not hold dates and times and hearings are confirmed on a first come/first served basis.
Page 1 | B. Scheduling Procedures
Filing a motion with the clerk alone does not bring the matter before the judge.
Merely filing a motion with the Clerk will not bring the matter before the Judge.
Page 1 | B. Scheduling Procedures
Counsel may schedule motion hearings of 60 minutes or less through OnceHub, but the application is unavailable to parties without attorneys.
Counsel may schedule a motion hearing of 60 minutes or less using OnceHub (online hearing application), at Judge Darlene F. Dickey - Online scheduling. This application is currently not available for parties not represented by an attorney.
Page 1 | B. Scheduling Procedures
The court will not consider unsolicited communications from non-parties.
Unsolicited communications from non-parties will not be considered by the court.
Page 1 | A. Communications with the Judicial Office
Parties may contact the judicial office only in accordance with the stated practices and procedures.
Parties may only contact the judicial office in accordance with these practices and procedures.
Page 1 | A. Communications with the Judicial Office
Hearing time is protected on the judge's calendar only after the judicial assistant confirms the date and time.
Protecting hearing time on the Judge’s calendar happens only after the judicial assistant has confirmed the date and time.
Page 1 | B. Scheduling Procedures
A person with a disability needing an accommodation must contact the ADA Liaison at least seven days before the appearance, or immediately if fewer than seven days remain; hearing- or voice-impaired persons may call 711.
If you are a person with a disability who needs any accommodation in order to participate in this proceeding, you are entitled, at no cost to you, to the provision of certain assistance. Please contact Court Administration, ADA Liaison, Santa Rosa County, 4025 Avalon Boulevard, Milton, Florida, 32583, Phone (850) 623-3159, Fax (850) 982-0602, ADA.SantaRosa@flcourts1.gov at least 7 days before your scheduled court appearance, or immediately upon receiving this notification if the time before the scheduled appearance is less than 7 days; if you are hearing or voice impaired, call 711.
Page 1 | K. Other Division Procedures
Emails to the judicial office must identify the case number, case name, and relevant matter in the subject line.
The subject line of any e-mail must contain the case number, case name, and relevant matter (e.g., 2024 DR 001234 – Doe v. Doe – 2-Hour Hearing Requested).
Page 1 | A. Communications with the Judicial Office
Do not include the judicial assistant in back-and-forth coordination while parties arrange hearing dates.
Due to the high volume of emails, DO NOT include the judicial assistant in the coordination process, or the “back and forth” between the people scheduling the hearings.
Page 1 | B. Scheduling Procedures
The judicial assistant strives to provide a substantive response to inquiries within three business days.
The judicial assistant strives to substantively respond to all inquiries within THREE business days.
Page 1 | A. Communications with the Judicial Office
The judicial assistant offers available hearing dates to everyone until the hearing time is filled.
NOTE: The judicial assistant offers first available dates and times to everyone until hearing time has been filled.
Page 1 | B. Scheduling Procedures
If the judicial assistant cannot respond substantively within three business days, the office will acknowledge receipt and indicate when to expect a response and whom to contact for immediate assistance.
If the judicial assistant is unable to substantively respond within THREE business days, your message will be acknowledged as received with an indication of when to expect a substantive response and alternate contact for immediate assistance.
Page 1 | A. Communications with the Judicial Office
The judicial assistant is not authorized to provide legal advice.
The judicial assistant (JA) is not authorized to provide legal advice.
Page 1 | A. Communications with the Judicial Office
Contact the judicial assistant by email or phone to confirm that a hearing date and time remain available.
The JA can be reached at noelle.martin@flcourts1.gov or 850-981-5541 to confirm that the hearing date and time are still available.
Page 1 | B. Scheduling Procedures
Filing a motion does not automatically provide the judge with a copy.
The Judge does not automatically receive a copy of every motion filed.
Page 1 | B. Scheduling Procedures
When the judicial assistant is out of the office, the office will acknowledge receipt and provide an expected response time and alternate contact for immediate assistance.
When the judicial assistant is out of the office, your message will be acknowledged as received with an indication of when to expect a substantive response and an alternate contact for immediate assistance.
Page 1 | A. Communications with the Judicial Office