AE Divisional News

Division AE: Courtroom 9C 

This is divisional news only. See the Divisional Instructions for more detailed information.

Trial Information

Trials are currently being set OCTOBER 21 - DECEMBER 20, 2019. *Non-Jury trials & Foreclosure trials could be set sooner.   

Emergency Hotline for the PBC Courthouse

The hotline number is (561) 355-6744 and is available during weather/emergency situations to provide information regarding courthouse closures.

Emergency Motions

All emergency motions must be filed with the Clerk of Court and will be forwarded to the judge, or alternate judge for review.

Suspension Dates

Division AE does not post suspension dates.  All UMC and special set hearings are scheduled online on available dates.

Emails to the Court

Division AE email address:  CAD-DIVISIONAE@PBCGOV.ORG.

Division AE does NOT accept email transmission of copies of motions, memoranda, proposed orders, or other correspondence.  Exceptions may be made when the Court specifically requests such a transmittal.

UMC/Special Set Hearings (scheduled online AND hearing dates are to be coordinated with all parties of record)

 Online Scheduling

All hearings must be scheduled online.  Be sure to upload a copy of the motion at the time of scheduling.  You do NOT need to forward copies of the notice & motion for UMC hearings (they are to be uploaded at the time you schedule the hearing). 

  • UMC: 10-minutes or less (all parties) -- Monday - Thursday at 8:45 A.M. - 9:30 A.M. (documents can be added to the hearing date via e-Courtesy for UMC hearings only) 
  • SPECIAL SETS: 15 minute and 30-minute hearings -- Monday - Thursday and some Fridays and are scheduled online.   Upload a copy of the motion to the hearing date.  All other documents are to be sent via hardcopy at least five (5) business days prior to the hearing.
  • See Divisional Instructions for more detailed information.

UMC CANCELLATIONS: If you resolve or re-set your UMC hearing, please be sure to cancel your hearing online, so the date is available for other cases. Special set hearings cannot be cancelled unless the case has settled or the motion has been resolved by Agreed Order. Motions to Continue must be set on the Court's UMC calendar. The judicial assistant cannot continue hearings or trials.

Special Sets: Each case is permitted to have only ONE special set hearing on the online calendar, unless specifically authorized by the Court. For cases that have more than one pending motion, the parties need to work together and have all the motions heard at one time on the Court's trial docket. See Divisional Instructions for more detailed information.

Motions for Summary Final Judgment, unless based on a default, will not be heard on the UMC Calendar and must be specially set.  ***Uncontested motions for summary judgment are to be set on the UMC CALENDAR.

Foreclosures - Cases Assigned to Div. AE

Some foreclosure trials will continue to be scheduled before senior judges.  For Division AE cases, motions to continue a hearing or trial currently set before a senior judge will be heard on the Division AE UMC calendar (see below for more detailed information regarding UMC hearings). ALL MOTIONS TO RESET SALE DATE OR CONTINUE A HEARING OR TRIAL MUST BE SET FOR HEARING PRIOR TO THE SCHEDULED DATE.

Uncontested Summary Judgment motions will continue to be scheduled online and the motions will be heard by a senior judge. Contested motions are to be scheduled pursuant to the divisional instructions. Depending on the number of hearings set, this procedure may change. Please check for updates in the future.

Appointment of Guardian Ad Litem/Administrator Ad Litem: The 15th Judicial Circuit uses a wheel system for appointments of approved attorneys. Do NOT send any orders with names of attorneys. The section for appointment is to be blank for the Court to insert a name, address and phone number.

Frye Standard

After a lengthy and laborious process, Judge Gillen has determined that in Florida state courts, questions concerning admissibility of expert testimony are to be determined under the Frye standard, not Daubert. See Judge Gillen's March 24, 2017 Order in the Forms and Orders section.

E-Courtesy Documents

Judge Gillen's division utilizes E-Courtesy.  It is located in the Online Services section and is for submission of documents that are related to hearings that are scheduled online for UMC hearings only. Do not submit orders through E-Courtesy. See the instructions below for submission of orders/dismissals/judgments, etc.

Note: All documents for review must be timely filed and uploaded at least 2 business days prior to a scheduled hearing date. The Court prepares for hearings at least 24 hours in advance. Select the online hearing date and attach a copy of the document.  Documents that are not timely furnished will not be able to be viewed unless they are timely uploaded through E-Courtesy, as it typically takes at least 2-3 business days for images of e-filed documents to be viewable on the Clerk's docket.

Service of Documents On Pro Se Parties

The Court requires that all documents be furnished to pro se parties via U.S. Mail, UNLESS the party has filed a written designation for eservice of court documents. Do not add a pro se party's email to documents or the state portal unless an email designation has been filed by the party.

Court Call

You must contact the judicial assistant each time you want to make arrangements for a Court Call appearance. A Court Call appearance is only permitted provided one party will be attending the hearing in person. All UMC Court Call appearances must be made at least two (2) full business days prior to the court hearing, to allow Court Call time to prepare paperwork for the Court. All special set Court Call appearances must be made at least five (5) business days prior to the court hearing. Failure to do so will require your attendance at the scheduled hearing. At least one party is required to appear in person at the hearing. Please make your Court Call requests as soon as a hearing is scheduled to avoid a personal appearance. See the Divisional Instructions for more details.

Unfortunately when the judicial assistant is out of the office, Court Call requests cannot be approved. See the Divisional Instructions for more information.

Documents E-Filed through the State E-Portal

DOCUMENTS TAKE APPROXIMATELY 2-3 DAYS TO BE DOCKETED AND VIEWABLE. It is extremely important to timely file your documents for the judge's review.

Division AE will E-Serve Trial Orders via Eservice to Registered Parties Only.  

Note: Only the pro se parties that have filed a Notice of Email Designation will be served the documents via email. Any pro se party that has NOT filed a Notice of Email Designation must receive all documents via U.S. Mail. The party that submits the Notice to Set Trial is required to mail the Order to any and all unrepresented parties via U.S. Mail.

Trial Exhibits:

See Forms & Orders for Clerk's instructions & labels for trial exhibits.

Notice of Settlement:

When a case is settled as to ALL PARTIES and is currently set on a trial docket, Plaintiff's counsel shall file a Notice of Settlement with the Clerk and e-mail a copy to the Court's divisional e-mail: CAD-DIVISIONAE@PBCGOV.ORG. The Notice must state that all issues are resolved and indicate what trial docket it is set on. Please see the Divisional Instructions for more detailed information.

Trial Calendar: The CURRENT trial docket is posted online.

Jury Instruction Supplement to Trial Order

See Forms & Orders

Courtroom Media Requests for Trial

You must complete the Media Request Form located on the 15th Circuit Court website with sufficient notice to process the request. Under Circuit Web Applications click View All Web Applications and select the Media Request Form. All equipment used must be approved by Court Technology to be sure it is compatible with the Court Technology equipment.  The judicial assistant does not handle any courtroom issues or requests regarding equipment used for trials.

Submission of Orders/Judgments  - All Orders/Judgments are to contain the names of all record counsel and names and addresses of unrepresented parties.  

Do not submit orders to the divisional CAD - follow instructions below:

Online Services

  • ALL orders/dismissals/judgments, etc. should be submitted through the online services system without a signature line, as the orders will be signed electronically and will be e-filed and e-served. If the order being submitted is regarding a hearing held in open court, the date of that hearing and the parties in attendance must be included in the first sentence of the order. All orders/judgments are to be reviewed by all counsel of record prior to submission. Do not submit any orders in advance of an upcoming hearing.
  • Orders submitted for cases involving pro se litigants must include language that the moving party will be serving the pro se party with a copy of the order via US Mail.
  • NOTE: When setting a hearing online, the Order Setting Hearing is immediately uploaded for signature (be sure to hit the submit button 2 times). DO NOT DO A NOTICE OF HEARING FOR A SPECIAL SET HEARING. The online scheduling system does not allow you to hold dates, so you must be sure the date is coordinated with all parties prior to setting the hearing. All motions must be filed and docketed with the Clerk prior to scheduling a special set hearing. All orders must include the motion filing date.
  • Orders/dismissals/judgments, etc. must be in WORD FORMAT with the case style & case number on the left margin. Do not use tables or macros with the case style or attorney names.
  • To submit your order/judgment: Click the online services button at the top.

Motions for New Trial

The motion is to be forwarded to the judge for review.  DO NOT set the matter for hearing unless the Court authorizes it.

Ex-Parte Motions for Discovery

The motion must contain a "separate certification signed by counsel" substantially similar to this: I hereby certify that I have in good faith conferred or attempted to confer with the opposition in an effort to resolve the issue without court action.

Motions to Withdraw

Motions to Withdraw With Client Consent: Submit an Order granting the motion.   The Order should indicate the name of the attorney that is withdrawing, name of client and address where all future documents are to be sent, and if there is anything pending that is time sensitive. Do not include your client's email address unless they have registered for eservice.  Also, indicate that your office will be providing a copy of the order via U.S. Mail to the client.  You can upload the order online and attach a copy of the motion and client's written consent. 

Motions to Withdraw Without Client Consent: Must be set for hearing with notice to all parties, as well as the client.

E-service To The Court

Only certain documents are permitted to be e-served to the Court. General communications are NOT handled via e-mail. See the instructions listed above for submission of orders.

Recorded Documents

Please review Amendment to Florida Rule of Judicial Administration 2.520(d)(1):

Documents prepared and filed by the Court or by any party to a proceeding which are to be recorded in the public records of any county, require a 3-inch by 3-inch blank space at the top right-hand corner on the FIRST page, and a 1-inch by 3-inch blank space at the top-right hand corner on each subsequent page, which shall be reserved for use by the Clerk of Court.

**Any document (Judgment/Dismissal, etc.) that does NOT have the required 3x3 blank space will NOT be recorded. Please see Divisional Instructions for a list of documents that are recorded.