§ 1-508 Required Data Elements

A. Definitions. In this section, the following definitions apply: “Director” means the Director of the Administrative Office of the Courts (AOC). “Case management system (CMS)” means the information system that captures, maintains, and provides access to data related to cases, enabling systematic control of records through their lifecycle. “Clerk of superior court” means a person elected to the office provided by Article 6, Section 23 of the Arizona Constitution. “Court” means the appellate, superior, juvenile, justice, and municipal courts and probation departments in each county. “Court leadership” means the presiding judge of a court, superior court administrator, justice court administrator, municipal court administrator, chief probation officer, juvenile court director, clerk of court, and chief judge of the court of appeals. “Data elements” means the set of data elements and codes adopted by the Arizona Judicial Council. “Implement” means adding and using required data elements in a case management system.

B. Applicability. The following section governs courts’ implementation and reporting of the required data elements adopted by the Arizona Judicial Council.

C. Purpose. Required data elements for courts are promulgated to ensure the quality, completeness, and consistency of Arizona court data across the judicial branch for case management, allocation of resources, and data integration projects between the courts and other justice system stakeholders.

D. Administration. The Director will provide a phased implementation schedule for the required data elements.

E. General Provisions for Court Leadership.

1. All courts must collect in their CMS and other information systems the required data elements pursuant to a phased implementation schedule promulgated by the Director. The required data elements will be listed in the most current version of Attachment A and published on the required data elements website. Court leadership is responsible for collecting all required data elements.

2. Court leadership must establish policies and procedures on the proper use and entry of the required data elements, including staff training and regular data quality review.

3. Court leadership must update annually the Arizona Required Data Elements Checklist. Court leadership in the superior court must coordinate the submission of a consolidated checklist for the superior court and the clerk of superior court. The presiding judge of each limited jurisdiction court, the clerk of the superior court in each county, and each juvenile and probation department director must sign the completed checklist and forward their approval to the presiding judge of the superior court of the county by January 31st of each calendar year. The presiding judge of the superior court in each county, or their designee, must review and sign their approval of the completed checklist and forward it to AOC court services division by March 1st of each calendar year. This requirement does not include juvenile and probation departments until specifically required by administrative directive.

F. Requests for Extension of Time to Implement Data Elements. Court leadership may request an extension of time to implement a required data element based on a compelling business reason, along with a plan for timely implementation, as follows:

1. With the approval of the presiding judge of the county, written requests for extension of time to implement a required data element may be submitted to the Administrative Office of the Courts in a manner determined by the Director.

2. The Director shall review and render a written decision on requests for extensions of time to implement a required data element. Adopted by Administrative Order No. 2022-35, effective April 6, 2022. Technical Amendment by Administrative Order 2022-122, effective October 5, 2022. 1 01/04/2022 Attachment A – Arizona Required Data Elements and Event Codes Required Data Elements Category 1: Case Civil Family Probate Dependency Juvenile Criminal Traffic Data Element x x x x x x x Court Case Identifier x x x x x x x Court x x x x x x x Primary Case Category x Civil Case Category x Civil Case Type x Probate case type x Dependency case type x Criminal case type x Family case type x Traffic case type x Associated legal issue x x x x x x x Current Case Status x x x x Specialty Court Assignment x Procedural Track x x x x x x x Case Initial Filing Date x x x x x x x Case Disposition Category x x x x x Case disposition detail x x x x x x x Case Manner of Disposition x x x x x Disposition Date x x x x x x x Case closed date x x x x x x x Judicial Officer Identifier x x x x x x x Appeal filed x x x x x x x Interpreter Flag x Case Closure Reason x x x ICWA case flag x x x Fee waiver date x Minors involved flag x x Interstate Flag x x International Flag x Finding of Domestic Violence Flag x x Dependency Court Judgment Flag x x x Initiating Instrument x Detention Flag x x Law Enforcement Agency x x Law Enforcement Arrest Tracking Number x x Law Enforcement Incident Tracking Number x CMV Indicator x Traffic Accident Indicator x Fatality Indicator 2 01/04/2022 Category 2: Participant Civil Family Probate Dependency Juvenile Criminal Traffic Data Element x x x x x x x Party Name x x x x x x x Party Opt-in to Text Notifications x x x x x x x Type of Electronic Service x x x x x x x Alias x x x x x x x Date of Birth x x x x x x x Race x x x x x x x Ethnicity x x x x x x x Gender x x x x x x x Special Needs/ADA Flag x x x x x x x Zip Code x x ICWA child flag x x x Relationship to Action - probate, family, dependency x Relationship to Action - civil x Date of Death x x Driver License/State ID Number x x x Driver License/ID State x x x FBI Number x x Biometrically Linked Number x x x Driver License Country x Country x Endorsement Code x License Class Code x License Restriction Code x Parenthood Status x x Legally Emancipated x x Dually Adjudicated Flag Category 3: Attorney/Advocate Civil Family Probate Dependency Juvenile Criminal Traffic Data Element x x x x x x x Attorney/Advocate Name x x x x x x x Firm Name x x x x x x x Attorney/Advocate Address x x x x x x x Attorney/Advocate ID Number x x x x x x x Attorney/Advocate E-mail Address x x x x x x x Attorney/Advocate Phone Number x x x x Pro Hac Vice x x State of Admission x x x x x x x Attorney/Advocate Entry Date x x x x x x x Attorney/Advocate End Date x x x x x x x Limited Scope x x x x x x x Associated party/participant x x X Attorney Waiver 3 01/04/2022 x x x x x x x Attorney Type x x x x x Advocate type Category 4: Status Civil Family Probate Dependency Juvenile Criminal Traffic Data Element x x x x x x x Case Status Date x x x x x x x Case Status x x x x x x x Reason Placed on Inactive Category 5: Pleadings Civil Family Probate Dependency Juvenile Criminal Traffic Data Element x x x x x x x Pleading Date x x Filing Party x Complaint x x x x Answer x Cross-Claim x Counterclaim x 3rd-Party Claim x Answer to Cross Claim x Answer to Counter Claim x Answer to 3rd-Party Claim x x Intervenor Claim x Answer to Intervenor claim x x x x x x x Amended x Amount in Controversy x Initial Probate Pleading Type x Subsequent Probate Pleading Type x x x Fee waiver date Category 6: Motions and Filings Civil Family Probate Dependency Juvenile Criminal Traffic Data Element x x x x x x x Date Filed x x x x x x x Filing party x x x x x x x Motion/Filing type x x x x x x x Pleading/Motion Outcome x x x x x x x Agreed/Stipulated Category 7: Hearings and Events Civil Family Probate Dependency Juvenile Criminal Traffic Data Element x x x x x x x Scheduled Event Date x x x x x x x Judicial Officer x x x x x x x Parties Present 4 01/04/2022 x x x x x x x Attorneys/Advocates Present x x x x x x x Hearing/Event Outcome x x x x x x x Interpreter Present x x x x x x x Interpreter Language x Civil Hearing Type x x Criminal and Traffic Hearing Type x Dependency Hearing Type x Family Hearing Type x Juvenile Hearing Type x Probate Hearing Type x x x x x x x Remote witness x x x x x x x Remote party(s) x x x x x x x Conference Type x x x x x Days in trial x x x x x Trial de Novo Category 8: Orders Civil Family Probate Dependency Juvenile Criminal Traffic Data Element x x x x x x x Order Date x x x x x x x Order Title x Probate Order Type x x x x x x x Result x x With Prejudice x Costs/Fees Awarded x x x x Evaluation ordered x x x x Evaluation type x x x Evaluation party x Guardian/Conservator Role Granted x x x x x Warrant Issued x x x x x Warrant Returned x x x x x Warrant Reason Category 9: Charges Civil Family Probate Dependency Juvenile Criminal Traffic Data Element x x x Offense Date x x x Arrest Date x x x Charge Identifier x x x Charge Filing Date x x x Charge Filed by x x x Filing Charge Statute/Ordinance Number x x x Filing Charge Description x x x Filing Charge Degree x x x Filing Charge Degree Detailed 5 01/04/2022 x x x Disposition Charge Statute/Ordinance Number x x x Disposition NCIC Code x x x Disposition Charge Description x x x Disposition Charge Degree x x x Charge Disposition Date x x x Charge Sentencing Date x x x Charge Manner of Disposition x x x Charge Disposition x x x Charge Dismissal Actor x x x Record transmitted to SDLA x x x Date transmitted to crime information center x Agency ID x Legal Speed Rate x Recorded Speed Rate x Offense location x Ticket Number x Citation date x Adjudicated Delinquent x Probation/Technical Violation x Violation reason x Vehicle type x Hazardous Material x x Plea Type x x Plea Date Category 10: Pre-trial-Intake Civil Family Probate Dependency Juvenile Criminal Traffic Data Element x x x Risk Assessment Instrument x x x Risk Assessment Score x x Pretrial Release Decision x x Bond Hearing Type x x Bond Type x x Bond Amount x x x Condition(s) of release x x Pretrial Release Revocation Reason x x Deferral x x Summons Issued x Grand Jury Indictment x Referral Date x Referral Source Type x Referral Source Detail x Intake Decision Date x Intake Decision x Living Arrangement 6 01/04/2022 x Diversion Eligibility Flag x Assessment Flag x Waiver Decision x Pre-adjudication Detention x Pre-adjudication Detention Reason x Detention Type x Placement Type Category 11: Diversion Civil Family Probate Dependency Juvenile Criminal Traffic Data Element x x x Diversion Entry x x x Diversion Exit x x x Diversion Exit Type Category 12: Civil Judgment Civil Family Probate Dependency Juvenile Criminal Traffic Data Element x x x Judgment Date x x x Prevailing Party x Judgment against Category 13: Sanctions Civil Family Probate Dependency Juvenile Criminal Traffic Data Element x x Sentence Type(s) x x Sentence Length x x Unit of Sentence Length x x Sentence Conditions x x Concurrent/ Consecutive Sentence Flag x x Time Served Credit Length x x x x Monetary Penalty Type x x x x Monetary Penalty Amount x x x Monetary Penalty Amount Balance to Date x x x Restitution Amount x x x Restitution Amount Balance to Date x x x Alternative Fine Indicator x x x Payment plan x x x DL Suspension Length x x x DL suspend start x x x DL suspend end x x CDL disqualification Length x x CDL disqualifying start x x CDL disqualifying end x Disposition Type(s) x Disposition Conditions x x x Community Service Hours 7 01/04/2022 Category 14: Dependency-Permanency Civil Family Probate Dependency Juvenile Criminal Traffic Data Element x Plan Implementation Date x Plan Implementation Type x Child Case Closure Date x Child Case Closure Reason Category 15: Probate Review & Monitor Civil Family Probate Dependency Juvenile Criminal Traffic Data Element x Inventory Due Date x Inventory Filed Date x Waiver x Accounting Due Date x Accounting Type x Accounting Filed Date x Well-being Report Due Date x Well-Being Report Filed Date x Bond Ordered/Set x Bond Type x Bond Filed x Event Reminder x Qualification Date Category 16: Post-Trial Civil Family Probate Dependency Juvenile Criminal Traffic Data Element x x Probation Violation x x Failure type x x x Violation Outcome Category 17: ADR Civil Family Probate Dependency Juvenile Criminal Traffic Data Element x x x x Referral Date x x x ADR Date x Court Ordered x Type of ADR x x x x Result of ADR x x Hearing/Event Outcome 8 01/04/2022 Category 18: Juror Management Civil Family Probate Dependency Juvenile Criminal Traffic Data Element X X Race X X Ethnicity X X Gender Required Event Codes Event Codes Court Type Case Specific Questionnaire General and Limited Jurisdiction Case Specific Responses General and Limited Jurisdiction Response to Petition to Expunge Records General and Limited Jurisdiction Reply to Response to Petition to Expunge Records General and Limited Jurisdiction Request Court Reporter General and Limited Jurisdiction Notice of Intent to Retain Jurisdiction General and Limited Jurisdiction Application for Restoration of Right to Possess Animals General and Limited Jurisdiction Application to Possess Animals - Good Cause Exception General and Limited Jurisdiction Application: Certificate of Second Chance General Jurisdiction Certificate: Of Second Chance General Jurisdiction Notice: of Application for Interstate Transfer General Jurisdiction Reply: To application for Interstate Transfer General Jurisdiction Minute Entry: Expungement Hearing General Jurisdiction Appearance Reason: Expungement General Jurisdiction