Limits & Logistics
Courtesy Copies
Hearing Cancellation Notice
Notice of Cancellation
Notice of Hearing
- Before Hearing Confirmation
Previously Filed Document
Communication
Chambers
Document Format Requirements12 rules
All notices of court proceedings to be held in a public facility must contain the statement below in bold face, 14-point Times New Roman or Courier font.
- Font size
- 14 points
DO NOT use DJMCA format codes (DDDD, JJJJ, CCCC) for the signature block.
Proposed orders are to be submitted in Word format. In the event the proposed order requires an attachment that cannot be accomplished via Word, you may use the “Signed Proposal” option, which will allow filing of a PDF.
- File type
- Word
- Proposed order
All submissions must be titled with the date of hearing and party. For example, 01/01/26 Plaintiff or Defendant- John Doe if more than one defendant.
Proposed orders are to be submitted in Word format.
- File type
- Word
- Proposed order
All notices of court proceedings to be held in a public facility must contain the statement below in bold face, 14-point Times New Roman or Courier font.
Formatting
- •The accommodation statement must use 14-point Times New Roman or Courier font
DO NOT use DJMCA format codes (DDDD, JJJJ, CCCC) for the signature block.
Proposed orders are to be submitted with Judge Duncan’s preferred signature block as shown below.
All notices must use Central Time; counsel’s different time zone may also be included in the notice of hearing.
Court's wording
Please note this is a Santa Rosa County case, which is in CT (Central Time Zone), therefore all notices MUST be for CT. You are welcome to include counsel’s time zone in the NOH if it differs from the Court’s.
All proposed orders should be titled the same as the title of the order you are submitting. Also, it is not necessary to include “proposed” in the title (i.e. Order on Plaintiff’s Motion to Compel).
In the event the proposed order requires an attachment that cannot be accomplished via Word, you may use the “Signed Proposal” option, which will allow filing of a PDF.
All proposed orders should be titled the same as the title of the order you are submitting.Also, it is not necessary to include “proposed” in the title (i.e. Order on Plaintiff’s Motion to Compel).
Document Filing Requirements26 rules
Efforts to coordinate the hearing must be noted on the Notice of Hearing.
- Document
- Notice of hearing
Must include
- •Efforts to coordinate the hearing
For a ZOOM hearing, the notice of hearing must include the confirmation’s ZOOM information and match the confirmation email.
Court's wording
If the scheduled hearing is via ZOOM, the ZOOM information provided in the confirmation MUST be included in the NOH. Confirm the ZOOM information on the NOH is the same as provided in the confirmation email.
Only the party who set the hearing may cancel it, and it is that party’s responsibility to file a written notice of cancellation of the hearing.
Motions to Compel that are filed due to NO responses will now be addressed without a hearing. Please efile proposed order compelling a response within thirty (30) days and reserving jurisdiction to award attorney fees if applicable.
Notices of proceedings in a public facility must include the specified ADA accommodation statement.
Court's wording
All notices of court proceedings to be held in a public facility must contain the statement below in bold face, 14-point Times New Roman or Courier font. 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, FL 32583 Phone (850) 623-3159 Fax (850) 983-0602 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.
A motion must contain a certificate stating that the moving party conferred with opposing counsel and that counsel could not agree on a resolution.
- Document
- Motion
Must include
- •Certificate of conference
Court's wording
Before filing any motion, except as noted in paragraph c, the moving party shall confer with counsel for the opposing party in a good faith effort to resolve the issues raised by the motion, and the motion shall contain a statement certifying that the moving party has conferred with opposing counsel and that counsel have been unable to agree on the resolution of the motion (the “Certificate”).
The certificate shall set forth the date of the conference, the names of the participating attorneys, and the specific results achieved.
Every proposed order must include the specified paragraph about the sole attorney serving an order or judgment on certain unrepresented parties.
Court's wording
All proposed orders must include the last paragraph (before DONE and ORDERED) the following statement: In cases wherein one party is unrepresented (pro se), it is the responsibility of the sole attorney in the case to serve within five business days this [order or judgment [upon any pro se party who does not have access to and is not a registered user of the Florida Court e-Filing Portal.
Submit proposed orders with Judge Duncan’s specified signature block.
- Document
- Proposed order
- Placement
- Signature block
Court's wording
Proposed orders are to be submitted with Judge Duncan’s preferred signature block as shown below. DONE and ORDERED in Milton, Santa Rosa County, Florida. _________________________________ J. Scott Duncan Circuit Court Judge
Do not include a certificate of service to be completed by the judicial assistant.
After scheduling you must e-file a proposed Order Scheduling Non-Jury Trial, including the date/time/ZOOM information provided in the email confirmation.
All originals documents (i.e.. note and mortgage) must be filed with the Clerk of Courts Prior to scheduling a Motion for Summary Judgment or Non-Jury Trial in a foreclosure case.
Please file a Notice for Readiness for Trial once the case is ready to be set for a Jury/Judge trial.
All proposed orders must include the last paragraph (before DONE and ORDERED) the following statement:
Only the party who set the hearing may cancel it, and it is that party’s responsibility to file a written notice of cancellation of the hearing.
The certificate must state the conference date, participating attorneys, and specific results; the movant must arrange the conference, and repeated failures or refusals to confer should be described specifically.
Court's wording
b. The certificate shall set forth the date of the conference, the names of the participating attorneys, and the specific results achieved. It shall be the responsibility of counsel for the movant to arrange for the conference. Counsel is expected to respond promptly to inquiries and communication from opposing counsel. Repeated failure or refusal of a party or attorney to so confer should be set out with specificity in the certificate.
Efforts to coordinate the hearing must be noted on the Notice of Hearing.
Please file a Notice for Readiness for Trial once the case is ready to be set for a Jury/Judge trial.
All notices of court proceedings to be held in a public facility must contain the statement below in bold face, 14-point Times New Roman or Courier font.
After scheduling you must e-file a proposed Order Scheduling Non-Jury Trial, including the date/time/ZOOM information provided in the email confirmation.
All hearing notices must state the hearing time in Central Time; counsel may also include a different time zone.
Court's wording
Please note this is a Santa Rosa County case, which is in CT (Central Time Zone), therefore all notices MUST be for CT.You are welcome to include counsel’s time zone in the NOH if it differs from the Court’s.
Motions to Compel that are filed due to NO responses will now be addressed without a hearing.Please efile proposed order compelling a response within thirty (30) days and reserving jurisdiction to award attorney fees if applicable.
Do not include a certificate of service to be completed by the judicial assistant.
A Zoom hearing notice must include the Zoom information from the confirmation email and match it exactly.
Court's wording
If the scheduled hearing is via ZOOM, the ZOOM information provided in the confirmation MUST be included in the NOH.Confirm the ZOOM information on the NOH is the same as provided in the confirmation email.
Under the Documents tab, please click “Hearing Materials – JUDGE DUNCAN ONLY” to attach and submit any documents that counsel would like to present for judicial review (i.e. caselaw or proposed exhibits). All submissions must be titled with the date of hearing and party.For example, 01/01/26 Plaintiff or Defendant-John Doe if more than one defendant.
The parties may efile a stipulated order including the number of days agreed to or submit a proposed order with the number of days blank for Judge Duncan to decide.
Filing & Service rules
Electronic Filing Rules
Submit proposed orders and hearing materials through the Florida Courts E-Filing Portal using the E-Filing Map and the specified jurisdiction, submission option, and judge-selection steps.
Proposed orders and hearing materials are submitted through the Florida Courts E-Filing Portal. This is done via the “E-Filing Map”. You will find Santa Rosa under “Select a Filing Jurisdiction”. Check the “Submit Proposed Order(s) to Judiciary (Court)” option then “File Now”. From there you will proceed to enter the case information, select “Duncan, J. Scott” and proceed to “Next” or the Documents tab.
Page 4 | PROPOSED ORDERS & HEARING MATERIAL
Submit proposed orders through the “Order” option under the Documents tab.
Under the Documents tab, please click “Order” to attach and submit proposed orders.
Page 5 | PROPOSED ORDERS
After scheduling a foreclosure non-jury trial, e-file a proposed scheduling order containing the date, time, and ZOOM information from the confirmation email.
After scheduling you must e-file a proposed Order Scheduling Non-Jury Trial, including the date/time/ZOOM information provided in the email confirmation.
Page 6 | Non-Jury Trials for Foreclosures
Submit materials for judicial review through the “Hearing Materials – JUDGE DUNCAN ONLY” option under the Documents tab.
Under the Documents tab, please click “Hearing Materials – JUDGE DUNCAN ONLY” to attach and submit any documents that counsel would like to present for judicial review (i.e. caselaw or proposed exhibits).
Page 6 | HEARING MATERIAL
A signed proposed order or judgment will be e-filed.
Once the proposed order or judgment is signed, it will be e-filed.
Page 1 | Proposed Orders
Submit proposed orders and hearing materials through the Florida Courts E-Filing Portal using the E-Filing Map.
Proposed orders and hearing materials are submitted through the Florida Courts E-Filing Portal.This is done via the “E-Filing Map”.
Page 1 | Proposed Orders & Hearing Material
The parties may e-file a stipulated order stating the agreed number of days.
The parties may efile a stipulated order including the number of days agreed to or submit a proposed order with the number of days blank for Judge Duncan to decide.
Page 3 | Motions to Compel and Motions for Extension
A proposed order or judgment is e-filed after it is signed.
Once the proposed order or judgment is signed, it will be e-filed.
Page 5 | PROPOSED ORDERS
Filing Timing and Cure Windows
Motions must be filed and docketed before hearing time is scheduled.
Any motion(s) must be filed and docketed before scheduling hearing time.
Page 1 | SCHEDULING CIVIL HEARINGS
File the Notice of Hearing after scheduling the summary-judgment hearing.
After scheduling, please file the NOH as instructed under the NOTICE OF HEARING section above.
Page 6 | Motions for Summary Judgment
Wait until one to two days before the hearing to file the proposed Final Judgment.
Please wait until 1-2 days prior to the hearing to file the proposed Final Judgment. see PROPOSED ORDERS
Page 6 | Motions for Summary Judgment
Motions must be filed and docketed before hearing time is scheduled.
Any motion(s) must be filed and docketed before scheduling hearing time.
Page 1 | Scheduling Civil Hearings
After filing the Notice for Readiness for Trial, schedule a Case Management Conference through OnceHub.
After filing the notice, please schedule a Case Management Conference via OnceHub.
Page 1 | Setting a Civil Jury/Judge Trial
In a foreclosure case, file all original documents, such as the note and mortgage, with the Clerk of Courts before scheduling a summary judgment motion or non-jury trial.
All originals documents (i.e.. note and mortgage) must be filed with the Clerk of Courts Prior to scheduling a Motion for Summary Judgment or Non-Jury Trial in a foreclosure case.
Page 1 | Foreclosure Cases
File the proposed final judgment one to two days before the non-jury trial hearing.
Please wait until 1-2 days prior to the hearing to file the proposed Final Judgment.see PROPOSED ORDERS
Page 1 | Non-Jury Trials for Foreclosures
Allow at least five business days for a proposed order to be processed before making a status inquiry if it is not found on the clerk’s system.
To check the status of a specific proposed order to see if a ruling has been made by the Judge, you should first check the clerk’s system to see if it has been docketed. If the order is not found, an email to the JA at tressie.leatherman@flcourts1.gov can be sent (allow a minimum of five (5) business days to process proposed orders) to inquire the status of said order.
Page 1 | Proposed Orders
Please wait until 1-2 days prior to the hearing to file the proposed Final Judgment. see PROPOSED ORDERS
Please wait until 1-2 days prior to the hearing to file the proposed Final Judgment. see PROPOSED ORDERS
Page 1 | Motions for Summary Judgment
Service and Proof of Service Rules
After three unsuccessful coordination attempts on separate days, the requesting party may set the hearing unilaterally with at least two weeks’ notice to the noncooperating opposing counsel.
If after 3 attempts on separate days have been made to coordinate a hearing and counsel does not cooperate or respond, the requesting party may unilaterally set a hearing giving at least two weeks’ notice to the opposing counsel who failed to cooperate or respond.
Page 1 | SCHEDULING CIVIL HEARINGS
The submitting party or counsel must provide copies to parties omitted from the service list.
It is the responsibility of the submitting party/counsel to provide copies to any party not included on the service list.
Page 5 | PROPOSED ORDERS
The sole attorney must serve the order or judgment within five business days on an unrepresented party who lacks access to and is not registered on the Florida Court e-Filing Portal.
All proposed orders must include the last paragraph (before DONE and ORDERED) the following statement: In cases wherein one party is unrepresented (pro se), it is the responsibility of the sole attorney in the case to serve within five business days this [order or judgment [upon any pro se party who does not have access to and is not a registered user of the Florida Court e-Filing Portal.
Page 5 | PROPOSED ORDERS
The submitting party or counsel must provide copies of the signed order or judgment to any party not on the service list.
It is the responsibility of the submitting party/counsel to provide copies to any party not included on the service list.
Page 1 | Proposed Orders
Serve or provide the cancellation notice to the Court, all participants including any self-represented party, and any secured court reporter.
A courtesy copy must be provided to the Court and all participants, including any pro se party, and court reporter if one was secured.
Page 1 | Notice of Cancellation
Courtesy Copy Requirements
A courtesy copy of the Notice of Hearing must be provided to the Court for the hearing to be fully confirmed and added to the calendar.
A COURTESY COPY OF THE NOTICE OF HEARING MUST BE PROVIDED TO THE COURT FOR THE HEARING TO BE COMPLETELY CONFIRMED AND ADDED TO THE CALENDAR.
Page 2 | NOTICE OF HEARING
A cancellation notice’s courtesy copy must be provided to the Court, all participants including any pro se party, and any secured court reporter.
A courtesy copy must be provided to the Court and all participants, including any pro se party, and court reporter if one was secured.
Page 3 | NOTICE OF CANCELLATION
Do not submit courtesy copies of material already filed in the case.
Please DO NOT submit courtesy copies of anything that has already been filed in the case.
Page 6 | HEARING MATERIAL
Provide a courtesy copy of a cancellation notice to the Court, all participants including any self-represented party, and any secured court reporter.
A courtesy copy must be provided to the Court and all participants, including any pro se party, and court reporter if one was secured.
Page 1 | Notice of Cancellation
Provide the court a courtesy copy of the notice of hearing for the hearing to be confirmed and calendared.
A COURTESY COPY OF THE NOTICE OF HEARING MUST BE PROVIDED TO THE COURT FOR THE HEARING TO BE COMPLETELY CONFIRMED AND ADDED TO THE CALENDAR.
Page 1 | Notice of Hearing
Do not submit courtesy copies of documents already filed in the case.
Please DO NOT submit courtesy copies of anything that has already been filed in the case.
Page 1 | Hearing Material
Pre-Motion Conference Requirements
Before filing a motion, the moving party generally must confer in good faith with opposing counsel, using a substantive in-person or telephone conversation, and provide a complete certificate documenting the conference and its results.
Before filing any motion, except as noted in paragraph c, the moving party shall confer with counsel for the opposing party in a good faith effort to resolve the issues raised by the motion, and the motion shall contain a statement certifying that the moving party has conferred with opposing counsel and that counsel have been unable to agree on the resolution of the motion (the “Certificate.”) a. The term “confer” as used herein, means a substantive conversation either in person or by telephone in a good faith effort to resolve the motion without court action and does not envision an exchange of ultimatums by email, fax, or letter. Certification that counsel has attempted to confer with opposing counsel is not sufficient. The court may sua sponte deny motions that fail to include an appropriate and complete certificate under this section. b. The certificate shall set forth the date of the conference, the names of the participating attorneys, and the specific results achieved. It shall be the responsibility of counsel for the movant to arrange for the conference. Counsel is expected to respond promptly to inquiries and communication from opposing counsel. Repeated failure or refusal of a party or attorney to so confer should be set out with specificity in the certificate.
Page 3 | Certificate of Good Faith Conference
Before moving to dismiss for failure to state a cause of action, the party must confer with opposing counsel and, if requested, stipulate to an order allowing a curative amended pleading instead of the motion.
d. A party alleging that a pleading fails to state a cause of action will confer with counsel for the opposing party before moving to dismiss, and, upon request of the other party will stipulate to an order permitting the filing of a curative amended pleading in lieu of filing a motion to dismiss.
Page 4 | Certificate of Good Faith Conference
A required conference must be a substantive, good-faith in-person or telephone conversation; email, fax, or letter exchanges and certification of an attempt alone are insufficient, and an incomplete certificate may result in denial.
a. The term “confer” as used herein, means a substantive conversation either in person or by telephone in a good faith effort to resolve the motion without court action and does not envision an exchange of ultimatums by email, fax, or letter. Certification that counsel has attempted to confer with opposing counsel is not sufficient. The court may sua sponte deny motions that fail to include an appropriate and complete certificate under this section.
Page 1 | Certificate of Good Faith Conference
Before moving to dismiss for failure to state a cause of action, the party must confer and, if requested, stipulate to an order permitting a curative amended pleading instead of the motion.
d. A party alleging that a pleading fails to state a cause of action will confer with counsel for the opposing party before moving to dismiss, and, upon request of the other party will stipulate to an order permitting the filing of a curative amended pleading in lieu of filing a motion to dismiss.
Page 1 | Certificate of Good Faith Conference
Before filing a motion, the moving party must confer in good faith with opposing counsel and include a certificate stating that the parties could not resolve the motion, subject to the stated exceptions.
Before filing any motion, except as noted in paragraph c, the moving party shall confer with counsel for the opposing party in a good faith effort to resolve the issues raised by the motion, and the motion shall contain a statement certifying that the moving party has conferred with opposing counsel and that counsel have been unable to agree on the resolution of the motion (the “Certificate”).
Page 1 | Certificate of Good Faith Conference
The conference and certificate requirements do not apply to appropriate ex parte, uncontested, judgment-on-the-pleadings, summary-judgment, or other dispositive motions.
c. No conference, therefore no certificate, is required for appropriate ex-parte motions, uncontested motions, judgment on the pleadings, summary judgment, or other dispositive motions.
Page 4 | Certificate of Good Faith Conference
Adjournment & Extension Requirements
For an extension, parties may e-file a stipulated order stating the agreed number of days or submit a proposed order leaving that number blank for the judge to decide.
The parties may efile a stipulated order including the number of days agreed to or submit a proposed order with the number of days blank for Judge Duncan to decide.
Page 1 | Motions
Chambers Communication Rules
For a 1.5- to 2-hour hearing, do not confirm through OnceHub; email the Judicial Assistant after everyone agrees on one or two dates.
DO NOT PROCEED TO CONFIRM THROUGH ONCEHUB if hearing will be 1.5-2 hours. Please email me once everyone has agreed on one or two dates and I will remove it from OnceHub and confirm the date/time.
Page 2 | SCHEDULING CIVIL HEARINGS
After scheduling an in-person hearing through OnceHub, email the Judicial Assistant to have it converted from Zoom to in-person.
For IN-PERSON hearings please schedule via OnceHub. OnceHub automatically schedules hearings by ZOOM. Once the hearing has been scheduled, please email tressie.leatherman@flcourts1.gov to have the hearing converted to in-person.
Page 2 | SCHEDULING CIVIL HEARINGS
Email the Judicial Assistant to schedule hearings longer than two hours.
HEARINGS OVER 2 HOURS, PLEASE EMAIL Tressie.leatherman@flcourts1.gov
Page 2 | SCHEDULING CIVIL HEARINGS
A hearing may not be cross-noticed without express authorization from opposing counsel and Judge Duncan’s office, and a motion will not be heard unless it is properly scheduled and noticed.
Do not “cross notice” a hearing without having express authorization from opposing counsel and Judge Duncan’s office. The judge will not hear a motion(s) which has not been properly scheduled and noticed.
Page 3 | NOTICE OF HEARING
If a case set for trial settles, notify the judicial assistant immediately and cancel any scheduled hearings.
If your case is set for trial and settles, notify the J.A. immediately and also cancel any hearings that may be scheduled.
Page 6 | Setting a Civil Jury/Judge Trial
If a case set for trial settles, immediately notify the judicial assistant and cancel any scheduled hearings.
If your case is set for trial and settles, notify the J.A. immediately and also cancel any hearings that may be scheduled.
Page 1 | Setting a Civil Jury/Judge Trial
For a 1.5-to-2-hour hearing, do not confirm through OnceHub; email after the parties agree on one or two dates so the court can confirm the hearing.
DO NOT PROCEED TO CONFIRM THROUGH ONCEHUB if hearing will be 1.5-2 hours. Please email me once everyone has agreed on one or two dates and I will remove it from OnceHub and confirm the date/time.
Page 1 | Scheduling Civil Hearings
After scheduling an in-person hearing through OnceHub, email the court to convert it from Zoom to in person.
For IN-PERSON hearings please schedule via OnceHub.OnceHub automatically schedules hearings by ZOOM.Once the hearing has been scheduled, please email tressie.leatherman@flcourts1.gov to have the hearing converted to in-person.
Page 1 | Scheduling Civil Hearings
Email the court to schedule hearings longer than two hours.
HEARINGS OVER 2 HOURS, PLEASE EMAIL Tressie.leatherman@flcourts1.gov
Page 1 | Scheduling Civil Hearings
If a case or issue is resolved, immediately notify Judge Duncan’s office and cancel all scheduled hearings.
If a case or issue is resolved, please notify Judge Duncan’s office immediately and cancel all scheduled hearings so that time can be made available for other hearings.
Page 1 | Notice of Cancellation
When a case or issue is resolved, notify Judge Duncan’s office immediately and cancel all scheduled hearings.
If a case or issue is resolved, please notify Judge Duncan’s office immediately and cancel all scheduled hearings so that time can be made available for other hearings.
Page 3 | NOTICE OF CANCELLATION
To check the status of a specific proposed order to see if a ruling has been made by the Judge, you should first check the clerk’s system to see if it has been docketed. If the order is not found, an email to the JA at tressie.leatherman@flcourts1.gov can be sent (allow a minimum of five (5) business days to process proposed orders) to inquire the status of said order.
To check the status of a specific proposed order to see if a ruling has been made by the Judge, you should first check the clerk’s system to see if it has been docketed. If the order is not found, an email to the JA at tressie.leatherman@flcourts1.gov can be sent (allow a minimum of five (5) business days to process proposed orders) to inquire the status of said order.
Page 6 | PROPOSED ORDERS
To check the status of a specific proposed order to see if a ruling has been made by the Judge, you should first check the clerk’s system to see if it has been docketed. If the order is not found, an email to the JA at tressie.leatherman@flcourts1.gov can be sent (allow a minimum of five (5) business days to process proposed orders) to inquire the status of said order.
To check the status of a specific proposed order to see if a ruling has been made by the Judge, you should first check the clerk’s system to see if it has been docketed. If the order is not found, an email to the JA at tressie.leatherman@flcourts1.gov can be sent (allow a minimum of five (5) business days to process proposed orders) to inquire the status of said order.
Page 1 | Proposed Orders
A non-jury foreclosure trial may be scheduled through OnceHub after the Notice for Trial is filed.
Once a Notice for Trial is filed, you may schedule via OnceHub.
Page 6 | Non-Jury Trials for Foreclosures
Questions about the stated procedures may be directed to Tressie Leatherman by email.
If you have any questions about any of the above information, please feel free to contact our office by emailing Tressie Leatherman at tressie.leatherman@flcourts1.gov or calling 850-981-5542.
Page 6 | CONCLUSION
Questions about the procedures may be directed to the office by email or phone.
If you have any questions about any of the above information, please feel free to contact our office by emailing Tressie Leatherman at tressie.leatherman@flcourts1.gov or calling 850-981-5542.
Page 1 | Conclusion