PAI Instructions / Cheat Sheet COLS Legal Server

Transcription

1 PAI Instructions / Cheat Sheet COLS Legal Server Entering a PAI Case These questions are related to the Authorization for Release of Information (which should be signed in a PAI case, unless your only contact with the client is by telephone) to provide permission under Colorado ethics rules for CLS to speak with PAI attorneys, and PAI attorneys to speak with CLS, about a case. 1. When entering a case, on the Disposition page in the Full Intake form, there are two questions which are required for PAI cases. Since you may handle an advice/brief service case without seeing the client or having forms signed, having the client answer these two questions allows you to handle this as a PAI case. a. Answers to both questions above should be Yes in all PAI client files. b. If you have a signed Authorization, upload it into the Legal Server documents folder for this case. 2. On the Disposition page of the Full Intake form, for the field Program, click on PAI-Pro Bono.

2 3. Under the Cases tab, once you have selected your case, on the Main Profile page, under Case Details (scroll down to see this), indicate that your case is a PAI case. This is important for reports, so be sure to do this for all your PAI cases. The question appears as PAI Case? with the default answer N/A. a. Click on the words PAI Case? and you ll see an expanded section where you can answer Yes or No to that question. If this is a PAI case, answer Yes and then click the Continue button. (Remember, Continue is your Save button!) When the page re-loads, the PAI Case? question is answered Yes. 4. Be sure to upload any signed retainer that you have for this case into the COLS LegalServer documents folder.

3 Referring a PAI Case 1. Referring a case in the Main Profile, under Actions, choose Place with pro bono user. a. Complete the fields on the next screen, and click Continue. b. There is another option, Recommend Pro Bono/Other User, but that is not as easy to use. 2. Upload the referral letters to attorney and to client into the COLS Legal Server documents folder for the case.

4 Closing a PAI Case 1. When closing a case, in the Close Case section, there are PAI-case related questions related. If you answer yes to the PAI Case? question here, three additional questions will drop-down that you ll need to answer. Go to Actions, then Close Case. On the 2 nd page/screen of the Case Closing form you will see these questions about 1/3 rd of the way down the screen. Complete the following: (1) the total number of hours donated in this case by PAI attorney(s), (2) the total value of those donated case hours, and (3) whether the case was a contract case, or not. With this information, Legal Server will be able to generate a report on In-Kind donations at the end of the year You will no longer have to compile that information for Accounting! NOTE! If you have more than one PAI attorney working on a case, you can list their time separately in timekeeping, but put the summary for all PAI attorney time in the closing case PAI section.

5 PAI Timekeeping 1. Case Timeslip - PAI entries include: a. Funding code enter 7 for PAI time OR you can use another funding code if you need to attribute your time to a specific grant such as VALE; b. Activity Type PAI Case Related is the choice for your PAI case work; and c. PAI Time field choose Staff PAI Time 2. Matter (add Outreach) Timeslip: d. Enter the appropriate funding code (this time we chose LSC instead of PAI); e. Under PAI Time you should have a choice that says Staff PAI Time

6 3. Supporting Activity Timeslip Again, enter the appropriate funding code, and select Staff PAI Time for the PAI Time field Leave Timeslip - Again, enter the appropriate funding code, and select Staff PAI Time for the PAI Time field. You will enter this under Add Supplemental Activity.

7 4. To enter a PAI attorneys time, go to Timekeeping, and from the Actions drop-down menu, choose Add Pro Bono Advocate Case Time. Enter all time for the attorney at the end of the case, or regularly during the case - your choice. (But, you can enter a maximum of 18 hours on one Timeslip. COLS LegalServer assumes that no one would work more than 18 hours in one day and limits a Timeslip to that maximum.) a. You ll need to enter the Caseworker (PAI Attorney) start typing in their first and last name, then choose from the drop-down list. Attorneys must be on the list for you to enter their time. b. Choose the Funding Code. c. The Activity Type should show as PAI Case Related. If not, select it. d. Designate the PAI attorneys time (under the question PAI Time ) as either PAI - Pro Bono or PAI - Contract. The rest of the Timeslip is the same as any other case-related Timeslip.

8 5. To enter time for another volunteer such as a law student, intern, volunteer paralegal, or an attorney who s not licensed in Colorado, etc. a. Follow the instructions in 5 above, but b. Choose the option under PAI Time that reads: PAI Other Volunteer