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COVID-19 update

Continuation of Priority OAH Operations

OAH is grateful to each of you for your patience and diligence as we have all worked together through the many changes in our professional and personal lives that have occurred over the past few weeks.

At the beginning of March, OAH had over 60 people coming to the office to work. Only a few had worked from a remote location at times. Over 30 worked exclusively in the office using a desktop computer and this week, for the first time, are now working remotely with new, state-issued laptops and VPN.

We have monitored workflows through this transition. Though there initially were some small, isolated and intermittent delays, workflows today are operating normally.

We are also meeting with bar leaders on a weekly basis to learn what is working, what is not working, and what continuous improvement we can implement together to support us all in this difficult time.

In that spirit, we offer you some updated information below and some helpful reminders. In the coming weeks, we also hope to continue our investigation into additional technologies and remote platforms that might improve proceedings that are currently occurring by telephone.

Updated information

Stipulation Status Conferences

Beginning Monday, April 6, 2020, judges will email parties on cases that have been reported settled if more than 45 days have passed without receipt of a Stipulation for Settlement. Parties will receive contact by the block-assigned judge in each individual case. Judges will schedule telephone calls or other follow-up contact as needed to assist parties in submitting a final stipulation for review and approval by the court.

The goal of this temporary procedure is to encourage parties to finalize stipulations while Stipulation Status Conferences are suspended due to COVID-19.

Interpreters

OAH remains committed to providing court certified and court rostered interpreters. We have successfully contracted with University Language Center to continue to provide this service by telephone for proceedings being heard by telephone.

Asbestos

Asbestos conferences have been moved to telephone. If you have not received the conference call number, please contact trina.lebarron@state.mn.us.

Electronic signatures

OAH recognizes three types of signatures:

1. A typographical signature can be created by typing /s/ and the filer's name on the signature line. Typing /s/ alone is not sufficient.
2. An electronic signature may be placed on the document as a photo file.
3. Handwritten traditional signatures on scanned documents are permitted.

This complies with Minn. Stat. 325L.07.

Exhibits

C-Track supports the electronic filing of audio, video, and image files when “Exhibits” is selected for the filing type. The following formats are accepted up to 25MB.

Also remember, all exhibits must be be eFiled at least one day in advance of the proceeding, regardless of the proceeding's location. This means all exhibits for 239 and 106 conferences, motion hearings, attorney fee hearings, and in-person and video evidentiary hearings must be eFiled. This direction supersedes any other order that requires paper or email filings.

Reminders

Continuances for in-person hearings

Judges will contact parties with in-person hearings scheduled from Monday, March 30 through Friday, April 10, 2020. Decisions on continuances will be made on a case-by-case basis, recognizing that in some situations hearings can effectively occur by telephone and some priority situations may require an in-person hearing for the protection of personal financial resources or other priority legal services described in Executive Order 20-20. 

Judges will also use their authority to grant continuances on a case-by-case basis without requiring signatures by the requesting party, as provided in Minn. Stat. 176.341, subd. 4.

Room capacity for in-person hearings

For priority matters that are not continued and cannot effectively take place by telephone, we will use a larger hearing room that will accommodate social distancing of 6 feet between participants. Extra seating has been removed from all hearing rooms. Each remaining chair’s location is marked by blue tape. These markings provide a visual cue on seating areas that are 6 feet away from one another.

Conference rooms are also available for an attorney and their client to confer in private while maintaining a distance of 6 feet.

A sign listing room capacity is posted outside each hearing room and conference room.

Telephone proceedings

The following proceedings will remain by telephone: mediations; asbestos conferences; settlement conferences; 239 conferences; 106 conferences; pretrial conferences; motion hearings; and attorney fee hearings. 

Please make sure the assigned judge has a telephone number to reach you. If Executive Order 20-20 results in your unavailability, please communicate your unavailability to the assigned judge as quickly as possible.

Other courts

Judicial Branch 

If you have a matter before a court in the Minnesota Judicial Branch, visit the Judicial Branch website for information. The general COVID-19 orders of the Judicial Branch do not apply to matters before the OAH.

Work Comp Court of Appeals

If you have a matter before the Work Comp Court of Appeals, visit the WCCA website for information. The general COVID-19 orders of the WCCA do not apply to matters before the OAH.

What we need from you

Watch for more updates

The COVID-19 outbreak is an evolving situation, and our response will continue to evolve with it. We will use this GovDelivery system to notify court users of any other changes caused by COVID-19. If you need to register, visit OAH's website and use the popup window to sign up.

Ask questions

If you have any questions, please reply to this email.