HomeMy WebLinkAboutResolutions - 2023.05.25 - 38241
AGENDA ITEM: Grant Acceptance with the Michigan Supreme Court State Court Administrative
Office for Legal Self Help Centers Grant Program - FY 2023
DEPARTMENT: Clerk/Register of Deeds
MEETING: Board of Commissioners
DATE: Thursday, May 25, 2023 7:28 PM - Click to View Agenda
ITEM SUMMARY SHEET
COMMITTEE REPORT TO BOARD
Resolution #2023-2918 _ 23-91
Motion to adopt the attached suggested resolution.
ITEM CATEGORY SPONSORED BY
Grant Gary McGillivray
INTRODUCTION AND BACKGROUND
The Oakland County Clerk’s Office is entering into a grant agreement with the State Court
Administrative Office (SCAO) for a SCAO Legal Self-Help Center Grant to assist the people of
Oakland County in accessing their legal system. The Clerk’s Office operates the e-Services Center
on the ground floor of the Oakland County Courthouse which provides free access to eight
computer stations for use by customers in e-filing court documents, searching court records,
obtaining copies of records, and access to legal help via michiganlegalhelp.org. The e-Services
Center has seen a spike in walk-in customers since reopening post-pandemic with a noticeable
increase of “In Pro Per” customers preparing their cases. Clerk’s office personnel staff the e-
Services Center but are not able to provide the guidance that so many customers need.
Oakland University’s Paralegal Certificate Program is ABA approved and offered through the
University’s College of Business, Marketing and Public Administration. The OU Program
Administration will identify students with the requisite level of aptitude, maturity, and availability to
provide an on-site presence at the e-Services Center. Grant funding will be utilized to compensate
these participants on a contract basis to assist customers in the e-Services Center, among other
things.
The grant will benefit Oakland County by facilitating paralegal students to aid in assisting customers
with identifying and completing appropriate legal forms, supporting legal research, navigating the
Michigan Legal Help site, assistance with e-filing, and providing basic guidance. Approval of the
grant will result in assistance in the form of paralegal students and other legal professionals able to
assist customers in preparing their cases would enhance the value and utility of this resource to the
greater Pontiac and Oakland County communities.
This grant will not transfer, create, delete or reclassify any positions. Approval of the grant will not
require a match.
BUDGET AMENDMENT REQUIRED: Yes
Committee members can contact Michael Andrews, Policy and Fiscal Analysis Supervisor at
248.425.5572 or andrewsmb@oakgov.com, or the department contact persons listed for additional
information.
CONTACT
Lisa Brown, County Clerk / Register of Deeds
Frederick Miller, Deputy Clerk Register of Deeds-DEO
ITEM REVIEW TRACKING
Gary McGillivray, Board of Commissioners Created/Initiated - 5/25/2023
David Woodward, Board of Commissioners Approved - 5/25/2023
Hilarie Chambers, Executive's Office Approved - 5/30/2023
Lisa Brown, Clerk/Register of Deeds Final Approval - 5/30/2023
AGENDA DEADLINE: 06/04/2023 7:28 PM
ATTACHMENTS
1. shc-grant-application-OAKLAND COUNTY CLERK
2. shc-grantprogramdetails-final (1)
3. GrantAgreement-OaklandCo
4. Michigan State Court Administrative Self-Help Schedule A
5. Grant Review Sign-Off
COMMITTEE TRACKING
2023-05-16 Legislative Affairs & Government Operations - Recommend to Board
2023-05-25 Full Board - Adopted
Motioned by: Commissioner Yolanda Smith Charles
Seconded by: Commissioner Christine Long
Yes: David Woodward, Michael Spisz, Penny Luebs, Karen Joliat, Kristen Nelson, Christine
Long, Robert Hoffman, Philip Weipert, Gwen Markham, Angela Powell, Marcia Gershenson,
William Miller III, Yolanda Smith Charles, Brendan Johnson, Ajay Raman (15)
No: None (0)
Abstain: None (0)
Absent: Charles Cavell, Gary McGillivray, Janet Jackson, Michael Gingell (4)
Passed
May 25, 2023
RESOLUTION #2023-2918 _ 23-91
Sponsored By: Gary McGillivray
Clerk/Register of Deeds - Grant Acceptance with the Michigan Supreme Court State Court
Administrative Office for Legal Self Help Centers Grant Program - FY 2023
Chair and Members of the Board:
WHEREAS the Oakland County Clerk’s Office serves as Clerk of the Court to the Sixth Judicial
Circuit Court and operates the e-Services Center on the ground floor of the Oakland County
Courthouse in Pontiac, Michigan which provides free access to eight computer stations for use by
customers in e-filing court documents, searching court records, obtaining copies of records, and
access to legal help via michiganlegalhelp.org.
WHEREAS the Michigan Supreme Court State Court Administrative Office (SCAO) has awarded
funding to the Oakland County Clerk/ Register of Deeds in the amount of $40,000 as a part of the
Legal Self Help Centers Grant Program.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners accepts
the 2023 SCAO Legal Self Help Centers Grant for the period of June 1, 2023 through May 31, 2024
in the amount of $40,000. No additional personnel or local match is required.
BE IT FURTHER RESOLVED that with acceptance of the grant, the Oakland County Board of
Commissioners hereby appoints the County Clerk/ Register of Deeds, Lisa Brown, as the Grant
Administrator as required by the State.
BE IT FURTHER RESOLVED that the Chair of the Board of Commissioners is authorized to execute
the contract agreement and that the Chairperson may approve amendments and extensions within
fifteen percent (15%) of the original award, consistent with the original agreement as approved.
BE IT FURTHER RESOLVED that acceptance of this grant does not obligate the County to any
future commitment, and continuation of this program is contingent upon future levels of grant funding.
BE IT FURTHER RESOLVED that the budget shall be amended as reflected in the attached
Schedule A – Budget Amendment.
Chair, the following Commissioners are sponsoring the foregoing Resolution: Gary McGillivray.
Date: May 25, 2023
David Woodward, Commissioner
Date: May 30, 2023
Hilarie Chambers, Deputy County Executive II
Date: May 30, 2023
Lisa Brown, County Clerk / Register of Deeds
COMMITTEE TRACKING
2023-05-16 Legislative Affairs & Government Operations - Recommend to Board
2023-05-25 Full Board - Adopted
Motioned by Commissioner Yolanda Smith Charles seconded by Commissioner Christine Long to
adopt the attached Grant: Grant Acceptance with the Michigan Supreme Court State Court
Administrative Office for Legal Self Help Centers Grant Program - FY 2023.
Yes: David Woodward, Michael Spisz, Penny Luebs, Karen Joliat, Kristen Nelson, Christine Long,
Robert Hoffman, Philip Weipert, Gwen Markham, Angela Powell, Marcia Gershenson, William
Miller III, Yolanda Smith Charles, Brendan Johnson, Ajay Raman (15)
No: None (0)
Abstain: None (0)
Absent: Charles Cavell, Gary McGillivray, Janet Jackson, Michael Gingell (4)
Passed
ATTACHMENTS
1. shc-grant-application-OAKLAND COUNTY CLERK
2. shc-grantprogramdetails-final (1)
3. GrantAgreement-OaklandCo
4. Michigan State Court Administrative Self-Help Schedule A
5. Grant Review Sign-Off
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Lisa Brown, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true
and accurate copy of a resolution adopted by the Oakland County Board of Commissioners on May
25, 2023, with the original record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the Circuit Court at
Pontiac, Michigan on Thursday, May 25, 2023.
Lisa Brown, Oakland County Clerk / Register of Deeds
State Court Administrative Office
Legal Self-Help Centers Grant Program
FY 2023 Application
Applicant Organization: Oakland County Clerk’s Office
“the e-Services Center”
1. Please tells us about your organization and why you are interested in hosting a
legal Self-Help Center.
The Oakland County Clerk’s Office serves as Clerk of the Court to the Sixth
Judicial Circuit Court. For several years, the Clerk’s Office has operated the e-
Services Center on the ground floor of the Oakland County Courthouse in
Pontiac, Michigan which provides free access to eight computer stations for use
by customers in e-filing court documents, searching court records, obtaining
copies of records, and access to legal help via michiganlegalhelp.org.
For several years, the e-Services Center worked in tandem with the Oakland
County Board of Commissioners’ Law Library as a Self-Help Center to provide
basic legal resources to the public. The Law Library was closed at the onset of
the pandemic and has since been closed permanently, leaving the e-Services
Center as the only locally available resource of this kind for the public.
Predictably, the e-Services Center has seen a spike in walk-in customers since
reopening post-pandemic with a noticeable increase of “In Pro Per” customers
preparing their cases.
Clerk’s office personnel staffs the e-Services Center but are not able to provide
the guidance that so many customers need. The potential of customer legal
assistance in the form of paralegal students and other legal professionals able to
assist customers in preparing their cases would enhance the value and utility of
this resource to the greater Pontiac and Oakland County communities.
2. Please identify all key program staff who would be working with the Self-Help
Center, including their contact information. Provide a brief overview of their
role with self-help center.
Page 2 of 6
The e-Services Center is staffed daily by Oakland County Clerk’s Office staff,
supervised by Oakland County Chief Deputy Clerk Jennifer Howden –
howdenj@oakgov.com / 248-858-2944.
3.If you currently operate a self-help center, please provide an overview of the
current services provided.
The Oakland County Clerk’s e-Services Center provides free access to eight
computer stations for use by customers in e-filing court documents, searching
court records, obtaining copies of records, and access to legal help via
michiganlegalhelp.org. Customers are also able to make photocopies, order
certified copies of records as well as conduct genealogy research.
4.Self-Help Center Operation Details. Provide an overview of the proposed new
self-help center or proposed expansion of services of an existing center.
a. Operating Format. Please describe the operating format for the center (e.g.
staffed, kiosk, virtual, other, etc.). If staffed, please provide an overview of
the staffing model (i.e. employees or volunteers).
b.Services to be Provided. Please provide a description of the services to be
provided by the self-help center. If you are an existing center, please
describe the expanded/additional services to be provided if awarded grant
funds under this program.
Enhanced services to be provided as result of this grant funding
include providing paralegal students to aid in assisting customers
Oakland University’s Paralegal Certificate Program is ABA
approved and offered through the University’s College of Business,
Marketing and Public Administration. The OU Program
Administration will identify students with the requisite level of
aptitude, maturity, and availability to provide an on-site presence at
the e-Services Center. Grant funding will be utilized to compensate
these participants on a contract basis to assist customers in the e-
Services Center.
Page 3 of 6
with identifying and completing appropriate legal forms, supporting
legal research, navigating the Michigan Legal Help site, assistance
with e-filing, and providing basic guidance.
c.Target Populations to be Served. Please provide a description of the target
geographic and demographic populations to be served. For existing centers,
this may be an increase in capacity to serve current target populations.
While the staff keep daily records of numbers of customers and
types of services accessed, they do not capture geographic or
demographic information. That said, it stands to reason that
customers utilizing the e-Services Center are, generally,
economically challenged, as evidenced by the high number of “In
Pro Per” customers.
Since reopening post-pandemic, the Clerk’s e-Services Center has
provided service to 6,363 customers including 2,455 self-
representing customers preparing their cases.
The City of Pontiac, where the County Courthouse and the Clerk’s
e-Services Center is located, is among the most diverse communities
in all southeast Michigan with high rates of poverty (27.7%) and
disability (16.6%) and with a relatively low rate of household
broadband access (79.2%).
d.Center Location(s) and Hours. Please provide a description of the
location(s) of your proposed or existing legal self-help center, as well as the
business hours you will be available to serve patrons.
The e-Services Center is located on the ground floor of the Oakland
County Courthouse at 1200 N. Telegraph Road in Pontiac,
Michigan. The center is open to the public every Monday through
Friday from 8:30 a.m. to 4:30 p.m. except on county holidays.
Our intent is to utilize this grant funding to facilitate on-site
assistance for as large a window as our student-partners' schedules
and availability allow, understanding that this may be two or three
Page 4 of 6
days each week. Hours will be set and established and clearly
communicated to customers.
e. Fees. Please list and provide a description of any fee you intend to charge
patrons who receive services from your proposed or existing legal self-help
center as a result of funding you may receive under this grant program.
Access to the computer stations is free of charge. Any fees charged
are consistent with state statute (court filing fees, for example) and
the Sixth Judicial Circuit’s Local Administrative Order 2021-03
(which regulates requests for access, inspection, and reproduction of
public court case records and creation of new case records).
Examples of fees include copies ($1/ page) and certified copies ($10
each).
There would be no additional fees charged in association with an
expansion of service facilitated by this grant.
5.Community Need. Please provide an overview of why the proposed services are
needed within the target community.
With a population of over 1.2 million, Oakland County is the second most
populous in Michigan and the Sixth Circuit Court, with 19,412 total filings in
2022, is among the busiest courts in the state. The City of Pontiac, where the
County Courthouse and the Clerk’s e-Services Center is located, is among the
most diverse communities in all southeast Michigan with high rates of poverty
(27.7%) and disability (16.6%) and with a relatively low rate of household
broadband access (79.2%).
Since reopening post-pandemic, the Clerk’s e-Services Center has provided
service to 6,363 customers including 2,455 self-representing customers preparing
their cases.
6.Budget. Please complete the provided budget detail worksheet.
Page 5 of 6
attached
7.Audit Report. If your organization is a 501(c)(3), please provide a copy of your
most recent audit report. A certified review of financials may be provided in lieu
of an audit report, if unavailable.
Audit and budget information for Oakland County can be accessed here:
https://www.oakgov.com/mgtbud/fiscal/
8.Accounting. Please provide a brief description of the accounting system
employed by your organization and the individuals and/or entities responsible for
the accounting process.
Oakland County utilizes the WorkDay platform for accounting
countywide. The Fiscal Services Department, with oversight by the
Oakland County Clerk/ Register of Deeds and the Oakland County Board
of Commissioners, is responsible for the accounting process including
management of grant funds.
9.Other. Provide any other relevant information that you believe the review panel
should know when making a determination on your application.
TOTAL COURT
EXPLORER
COPY
REQUESTS
E-
FILING
- PRO
PER
E-FILING -
ATTORNEY
GENERAL
QUESTIONS FORMS
LEGAL
SELF
HELP
REFER
RAL
LEGAL
SELF
HELP
USE SITE
TOTAL 6363 1237 697 2455 30 1043 543 71 287
DAILY
AVG 31.8 6.2 3.5 12.3 0.2 5.2 2.7 0.4 1.4
The above table represents the daily tracking of customers categorized by
services accessed at the e-Services Center from April 2022 through
February 2023, over the eleven months after reopening from pandemic
closure.
Page 6 of 6
With almost 32 customers each day, the center is clearly highly utilized,
particularly by people representing themselves and trying to navigate the
legal system independent of formal assistance.
Deployment of additional capacity at this location, facilitated by this grant,
will “meet people where they are” and deliver support to those most in
need of guidance in accessing the state’s One Court of Justice.
10.Letters of Support (optional). Please attach one or more letters of support from a
community partner.
Michigan Supreme Court
State Court Administrative Office
Legal Self-Help Centers
Grant Program Guidelines
FY 2023
State Court Administrative Office (SCAO)
Legal Self-Help Center Grant Program Guidelines FY2023
Page | 2
Contents
I. Self-Help Center Services in Michigan ............................................................................................... 3
II. Grant Announcement ....................................................................................................................... 3
a. Summary .......................................................................................................................... 3
b. Support for Legal Self-Help Centers in Michigan ........................................................... 4
c. Grant Process Timeline .................................................................................................... 4
d. Grant Submission Instructions ......................................................................................... 4
III. Selection Process and Criteria ......................................................................................................... 4
a. Grant Review Panel .......................................................................................................... 4
b. Priority Investment Areas................................................................................................. 4
c. Maximum Grant Award ................................................................................................... 5
d. Notification....................................................................................................................... 5
e. Grant Agreement and SIGMA Registration ..................................................................... 5
IV. Grant Application Guidelines and Requirements ............................................................................ 5
a. Program Criteria ............................................................................................................... 5
b. Format and Content .......................................................................................................... 5
c. Application Details ........................................................................................................... 6
d. Fiscal Management .......................................................................................................... 6
i. Budget Components and Template .................................................................................. 6
ii. Non-Permitted Expenditures ............................................................................................ 6
V. Budget Terminology ........................................................................................................................ 6
State Court Administrative Office (SCAO)
Legal Self-Help Center Grant Program Guidelines FY2023
Page | 3
I. Self-Help Center Services in Michigan
Legal Self-Help Centers provide services to those who are seeking to solve legal problems
through providing legal information, forms, resources, guidance, and referrals to help educate
and empower them to more effectively advocate for themselves within the legal system. The
first 1 self-help center in Michigan was established in 2002. Michigan has taken a fairly
decentralized approach to opening and operating self-help centers and 26 legal self-help centers
have been established across the state since 2002.
The Michigan Justice for All Commission (Commission), created by the Michigan Supreme
Court in 2021, is working to ensure that everyone in Michigan is able to access legal services
when needed. The Commission is working with the State Court Administrative Office (SCAO)
to expand and enhance effective, efficient, and sustainable self-help center services across
Michigan.
II. Grant Announcement
a. Summary
As part of its effort to achieve 100% access to justice, the Commission is advocating for
resources to expand legal assistance and self-help services throughout Michigan. In
fiscal year 2023, the legislature appropriated $500,000 to SCAO to expand legal self-help
center services in Michigan. SCAO has established a grant program to award and
disburse these funds. The grant program will continue to award funds each year that
funds are available. The Commission is hoping to secure an increase in this amount in
future years after more data on the usage and utility of self-help centers is available.
SCAO has established a grant program to administer the allocation and distribution of the
funds appropriated for the expansion of legal self-help center services in Michigan.
Nonprofit and governmental organizations seeking to expand existing self-help centers
and establish new centers in Michigan are eligible to apply.
These guidelines set forth the administrative and programmatic requirements for the
SCAO legal self-help center grant program for fiscal year 2023.
For further information contact:
Noah A. Bradow
Councils and Commissions Manager
Michigan Supreme Court
State Court Administrative Office, Field Services Division
BradowN@courts.mi.gov
517-373-4601
1 Legal Assistance Center located in Grand Rapids, MI. https://legalassistancecenter.org/
State Court Administrative Office (SCAO)
Legal Self-Help Center Grant Program Guidelines FY2023
Page | 4
b. Support for Legal Self-Help Centers in Michigan
Michigan Legal Help (MLH) has provided support for self-help centers in Michigan for
over ten years and will continue to do so. New centers established under this program can
expect MLH staff to assist with holding planning meetings; creating and executing a
timeline to opening a center; outreach, including brochures for the community and
signage for the center; selecting appropriate equipment for the center; and initial
navigator training for staff working at a self-help center. All existing centers can expect
MLH to provide ongoing training; updates on changes to the law or forms; and support to
the statewide network of self-help center affiliates through the Self-Help Center Alliance.
c. Grant Process Timeline
The following is the timeline for the fiscal year 2023 grant cycle:
• Application Period Opens: February 1, 2023
• Application Review Starts: March 1, 2023
• Application Period Closes: March 31, 2023
• Rolling Application Review and Award Notification Period: March 1 thru April
28, 2023
• Grantee Contracting and Disbursements: April through May 2023
• Quarterly Report Due: July 2023 (specific dates TBD)
• Quarterly Report Due: October 2023 (specific dates TBD)
• Quarterly Report Due: January 2024 (specific dates TBD)
• Final Report Due: March 31, 2024 (specific dates TBD)
d. Grant Submission Instructions
All grant application materials must be submitted via email to JFAC@courts.mi.gov no
later than 5:00pm eastern standard time on March 31, 2023. Please use the following
subject line for your emailed materials “Self-Help Center Grant Application
Materials.”
III. Selection Process and Criteria
a. Grant Review Panel
All timely submitted grants will be reviewed by a panel of individuals and considered for
funding.
b. Priority Investment Areas
The panel will prioritize funding those applications that integrate the following priority
investment areas:
• Targeted service of underserved geographic and demographic populations;
State Court Administrative Office (SCAO)
Legal Self-Help Center Grant Program Guidelines FY2023
Page | 5
• Use of staffed self-help center model;
• New or existing self-help centers that maximize resources and the number of
individuals served;
• Demonstrated community partnerships and engagement.
c. Maximum Grant Award
The maximum grant award for the fiscal year 2023 program is $100,00 for grant
proposals establishing a new self-help center and $75,000 for proposals to expand
services of existing centers.
All grants will be disbursed in a lump-sum payment up front subject to quarterly
expenditure reporting.
d. Notification
The SCAO will send applicants written notice via email of the decision to approve or
deny the grant application. A decision to deny an applicant may not be appealed but does
not prohibit resubmission of an application in a subsequent funding cycle.
e. Grant Agreement and SIGMA Registration
All applicants receiving an approved award determination must sign a grant agreement
before disbursement of any grant funds. Additionally, all grantees are required to become
a registered vendor in the State of Michigan’s SIGMA financial system.
IV. Grant Application Guidelines and Requirements
a. Program Criteria
All applicants must agree to and meet the following criteria:
• comply with application process requirements;
• agree to an SCAO audit of financial records related to the grant program, if
requested;
• comply with the Self-Help Center Best Practices adopted by SCAO;
• comply with grant program and data reporting requirements;
• comply with required staff and volunteer training provided by Michigan Legal
Help;
• agree to not use grant funds to supplant existing funding for new or existing self-
help center operations.
b. Format and Content
The grant application must contain the following items presented in the order listed
below:
State Court Administrative Office (SCAO)
Legal Self-Help Center Grant Program Guidelines FY2023
Page | 6
1. Application Summery Sheet must appear as the first page of the application;
2. Responses to the corresponding application questions;
3. An Appendix containing relevant supporting documentation. Each item in the
Appendix must be clearly labeled;
4. Program Budget (must be prepared using the provided budget detail worksheet.
c. Application Details
All applicants are required to complete the grant application document provided.
d. Fiscal Management
i. Budget Components and Template
All applicants must complete the provided budget template, which includes the
following components:
• Accounting
• Contractual
• Equipment
• Travel
• Personnel (i.e. salaries and fringe benefits)
• Operating Expenses
• Other
See the budget terminology companion below for additional details and
description of these items.
ii. Non-Permitted Expenditures
1. Supplanting of Existing Funds. No expenditures shall be made with
awarded grant funds that would result in the supplanting of existing
funding received for operation of the self-help center.
2. Advertising / Promotional Materials. Upon request, MLH will provide
materials such as signage and brochures at no cost to a Self-Help Center.
Since these materials are provided by MLH, they are not a permitted
expenditure under this grant program.
V. Budget Terminology
Accounting
Fees paid for contractual services by persons or organizations that perform the activities of
designing and maintaining financial, staff, program, or property records. This includes
State Court Administrative Office (SCAO)
Legal Self-Help Center Grant Program Guidelines FY2023
Page | 7
summarizing, analyzing, verifying, controlling, and certifying expenditures and receipts. Costs
incurred for the performance of financial audits and agreed upon procedures are also appropriate.
Contractual
Amounts paid for services rendered by persons who are not on payroll. This category also
includes the services of an interpreter to make accommodations under the American Disabilities
Act. The center board is responsible for determining if the relationship is that of a contractual
nature or employee per IRS regulations.
Equipment
Equipment includes items necessary for the operation and provision of the self-help center
program services proposed under the grant. Examples include, but are not limited to, the
following:
• Office - adding machines, phones, copy machines, computers, software, and equipment
maintenance contracts
• Furniture – desks, chairs, filing cabinets, tables, display easels.
Funding Sources
• SHC Grant Funds – Financial support received from SCAO under the Self-Help Center
grant program. This does not include any grant funding the organization receives from
other sources.
• Agency Funds - Financial support contributed to the center by itself or an umbrella
organization.
• Other Grant Funds - This includes any grant funds the organization receives for the
center—other than those provided by the SCAO legal self-help center grant program.
• In-Kind - Support that is given in which no cash transaction is realized. Examples of in-
kind support are: volunteer time, donated office space, and donated furniture.
Operating Expenses
• Insurance - Liability: Insurance that protects the center in the event of property loss or
damages.
• Maintenance - expenditures for repairs and maintenance services that are not provided
directly by personnel or landlords.
• Postage - Examples: bulk mailings, postage stamps, and express mail.
• Printing - Expenditures for job printing, brochures, newsletters, and binding.
State Court Administrative Office (SCAO)
Legal Self-Help Center Grant Program Guidelines FY2023
Page | 8
• Rent - expenditures for office space or self-help facilities.
• Supplies - expenditures for all supplies that are necessary for the operation of the center.
Examples: pens, paper, printer paper, etc.
• Telephone and Internet - expenditures for telephone service including both local and
long-distance charges and internet service provider fees. This line item is also appropriate
for website hosting fees.
• Utilities - expenditures for services usually provided by public utilities such as water,
sewage, electricity, gas, and garbage.
Other
Expenses that are not related to any of the previously mentioned categories. These must be
itemized and described separately.
Personnel
• Wages - gross (before federal, state, local taxes) amounts paid to employees. These
amounts can be paid on an hourly or salary basis.
• Benefits - amounts paid by the center on behalf of employees for fringe benefits. These
amounts are not included in gross salary but are over and above and are generally not
paid directly to employees. Examples: health insurance, dental insurance, life insurance,
employer paid FICA and Medicare, worker compensation, unemployment insurance,
disability insurance, and retirement plans.
Travel
Grant funds may be used to reimburse travel expenses incurred as a result of the regular duties or
training of staff subject. Reimbursements using grant funds may not exceed the approved SCAO
rates.2 Any reimbursements over these amounts must be paid by other sources.
2 The schedule of approved travel rates can be accessed at https://www.courts.michigan.gov/48d45c/siteassets/court-
administration/resources/travel.pdf
State Court Administrative Office
Legal Self-Help Center Grant
Agreement Between
STATE COURT ADMINISTRATIVE OFFICE
(SCAO)
and
GRANTEE:
Oakland County
(Clerk’s Office e-Services Center)
Contract Number: SCAO-2023-095
Grant Amount: $40,000
Contents
1. DEFINITIONS GOVERNING AGREEMENT .................................................................. 3
2. PERIOD OF AGREEMENT ............................................................................................... 5
3. AGREEMENT AMOUNT AND BUDGET ....................................................................... 5
4. RELATIONSHIP ................................................................................................................. 5
5. SIGMA SYSTEM FOR AWARD MANAGEMENT ......................................................... 5
6. CHANGE IN GRANTEE CONTACT ................................................................................ 5
7. USE OF FUNDING ............................................................................................................. 6
8. PAYMENT PROCESSING ................................................................................................. 6
9. SCOPE OF SERVICES ....................................................................................................... 7
10. STATEMENT OF WORK .................................................................................................. 7
11. DATA REPORTING REQUIREMENTS ........................................................................... 7
12. STAFF AND VOLUNTEER TRAINING ........................................................................... 7
13. MICHIGAN LEGAL SELF-HELP CENTER GUIDELINES ............................................ 8
14. RIGHTS TO WORK PRODUCT ........................................................................................ 8
15. WRITTEN DISCLOSURE .................................................................................................. 8
16. INSURANCE ....................................................................................................................... 9
17. RECORD MAINTENANCE/RETENTION AND INSPECTION ..................................... 9
18. AUTHORIZED ACCESS .................................................................................................... 9
19. CONFIDENTIAL INFORMATION ................................................................................... 9
20. NOTIFICATION OF CRIMINAL OR ADMINISTRATIVE INVESTIGATIONS......... 10
21. AGREEMENT/REDUCTION/SUSPENSION/TERMINATION .................................... 10
22. FINAL REPORTING UPON TERMINATION ................................................................ 11
23. SEVERABILITY ............................................................................................................... 11
24. LIABILITY AND INDEMNIFICATION ......................................................................... 11
25. MICHIGAN LAW ............................................................................................................. 12
26. DEBT TO STATE OF MICHIGAN .................................................................................. 12
27. DISPUTES ......................................................................................................................... 12
28. COMPLIANCE WITH APPLICABLE LAWS AND AGREEMENTS ........................... 12
29. AMENDMENT TO AGREEMENT.................................................................................. 12
30. ENTIRE AGREEMENT .................................................................................................... 12
31. PROGRAM REVIEW OR SITE VISIT ............................................................................ 13
32. DELIVERY OF NOTICE .................................................................................................. 13
33. GRANTEE’S AUTHORIZING OFFICIAL ...................................................................... 14
34. SIGNATURE OF PARTIES.............................................................................................. 14
Legal Self-Help Center Grant Agreement Page 3 of 19
1. DEFINITIONS GOVERNING AGREEMENT
The definitions below govern the terms used in this Agreement.
1.01 The term “Agreement” as used in this document means the Agreement between the State
Court Administrative Office (the “SCAO”) and Grantee, and includes any subsequent
amendments thereto.
1.02 The term “Approved Expenses” means all Program Expenses that have been timely
reported to the SCAO and verified by SCAO as an eligible expense not subject to
recoupment from grantee.
1.03 The term “Authorizing Official” means the individual, named by the application
organization, who is authorized to act for the Grantee and to assume the Grantee’s
obligation imposed by laws, regulations, requirements, and conditions that apply to grant
awards.
1.04 The term “Confidential Information” means confidential and/or Proprietary Information
belonging to the SCAO which is disclosed to the Grantee or which the Grantee otherwise
learns of during the course of or as the direct or indirect result of rendering its Services
for the SCAO. Confidential or Proprietary Information is information not generally
known to third parties or to others who could obtain economic value from their disclosure
or use of the information. This includes all proprietary technical, financial, or other
information owned by SCAO or any of its vendors, including by way of illustration, but
not limitation, computerized data, codes, programs and software, written material,
inventions, whether or not patented or patentable, designs, works of authorship, works
subject to or under copyright protection, trade secrets or trademark, protected material,
performance standards concepts, formulae, charts, statistics, financial records and reports
of the SCAO or any entity otherwise affiliated with the SCAO. Confidential or
Proprietary Information also includes all confidential and proprietary material that the
Grantee may design, author, create, distribute or produce during the term of this
Agreement when rendering Services thereunder. “Confidential Information” also
includes all individualized, nonaggregated data relating to individuals, including, but not
limited to, personally identifiable information (“PII”) and information protected by the
Health Insurance Portability and Accountability Act. All information gained during the
course of Grantee’s retention should be presumed confidential unless the information is
clearly identified otherwise or the circumstances of disclosure demonstrate it not to be
confidential.
1.05 The term “Effective Date” means the date upon which this Agreement becomes effective,
which is the date the Agreement is signed by both Parties. If the Parties do not sign the
Agreement on the same date, the latest specified date will become the Agreement’s
effective date.
1.06 The term “Employee Benefits” means any and all employee benefits the SCAO provides
to its employees, including, but not limited to, workers’ compensation, retirement,
Legal Self-Help Center Grant Agreement Page 4 of 19
pension, insurance, fringe, educational training, holiday/sick/vacation pay benefits, or any
other similar benefits.
1.07 The term “Grant Amount” is the amount specified as “Grant Amount” on the first page of
this Agreement.
1.08 The term “Grantee” as used in this Agreement includes the Grantee(s)/party(ies) with
which the SCAO is contracting.
1.09 The term “Inventions, Patented and/or Copyrighted Materials” means such writings,
inventions, improvements, or discoveries whether or not under an existing copyright,
patent or copyright/patent application or any other third party intellectual property right
that were written, invented, made, or discovered by the Grantee, including its employees
and/or agents jointly with the SCAO while engaged in Services under this Agreement.
1.10 The term “Liabilities” means any and all liabilities, obligations, damages, penalties,
claims, costs, fees, charges, and expenses, including, but not limited to, fees and expenses
of attorneys and litigation related to the Services provided.
1.11 The term “Parties” includes the SCAO, Grantee, and all of their employees.
1.12 The term “Program Expenses” means all expenses including, but not limited to, license
fees and all other types of fees, memberships and dues, insurance premiums, copying
costs, telephone costs and all other types of costs, and all salary and expenses incurred by
the Grantee, and all other compensation paid to the Grantee’s employees or
subcontractors that the Grantee hires, retains or utilizes for the Grantee’s performance
under this Agreement. This term also includes Travel Expenses as defined below.
1.13 The term “Services” refers to the goods, services, program activities, projects and
initiatives that the Grantee agrees to develop or deliver under this Agreement, as
described in the Scope of Services, Scope of Work, and all descriptions of services in any
attachments and amendments to the Agreement.
1.14 The term “SHCGP” refers to the Legal Self-Help Center Grant Program which is the
subject of this Agreement.
1.15 The term “Taxes” refers to any and all federal, state, and local taxes, including, but not
limited to, income taxes, social security taxes, unemployment insurance taxes, and any
other taxes or fees for which Grantee is responsible.
1.16 The term “Travel Expenses” means expenses Grantee incurs for travel including lodging,
mileage, and meals that the Grantee incurs in the reasonable fulfillment of the terms of
this Agreement. Travel expenses may not exceed the state rate or your local rate,
whichever is the lesser expense.
1.17 The term “Work Product” refers to documents, reports, programs, manuals, tapes and
videos prepared under this Agreement and amendments thereto. It also includes computer
data such as programs and software in various stages of development and source codes
Legal Self-Help Center Grant Agreement Page 5 of 19
and object codes, and any other work product prepared by the Grantee under this
Agreement and amendments thereto.
2. PERIOD OF AGREEMENT
2.01 This Agreement shall commence upon the Effective Date, and terminate on May 31,
2024, unless an exception is explicitly granted by the SCAO.
3. AGREEMENT AMOUNT AND BUDGET
3.01 This Agreement incorporates the Grantee’s approved grant application request and most
recently approved budget. The SCAO agrees to provide funding in an amount not to
exceed the Grant Amount. In no event does this Agreement create for the Grantee’s
benefit a lien against or entitlement to any other funds of the SCAO or the Michigan
Supreme Court.
4. RELATIONSHIP
4.01 No employer/employee relationship exists between the Parties. Further, no employee or
agent of the Grantee is an employee of the SCAO.
4.02 The SCAO is not obligated either under this Agreement or by implication to provide, and
is not liable to the Grantee for failure to provide, the Grantee with Employee Benefits.
The Grantee is not eligible for and will not receive any Employee Benefits from the
SCAO.
4.03 The Grantee is responsible for payment of all Taxes arising out of the Grantee’s Services
in accordance with this Agreement.
4.04 The Grantee does not, and shall not, have the authority to enter into contracts on the
SCAO’s behalf.
5. SIGMA SYSTEM FOR AWARD MANAGEMENT
5.01 The Grantee must register or update their account in the State of Michigan SIGMA
Vendor Self Service to receive distribution of this SHCGP grant administered by the
SCAO. The SIGMA Vendor Self Service website is
https://sigma.michigan.gov/webapp/PRDVSS2X1/AltSelfService
6. CHANGE IN GRANTEE CONTACT
6.01 The Grantee must submit a contract amendment to the SCAO, notifying the SCAO of any
changes in agency contacts or authorizing officials, including changes in names, mailing
addresses, e-mail addresses, and telephone numbers.
Legal Self-Help Center Grant Agreement Page 6 of 19
7. USE OF FUNDING
7.01 Payments from the SHCGP funds may only be used to cover program expenses that are
related to the operation and delivery of services for a legal self-help center. See the
SHCGP Guidelines for further information regarding eligible expenses and Grantee
agrees to comply with all SHCGP Guidelines. These Guidelines are attached as
Attachment C and may also be accessed at
https://www.courts.michigan.gov/48fbd3/siteassets/committees,-boards-special-
initiatves/justiceforall/shc-grantprogramdetails-final.pdf
7.02 SHCGP funds cannot be used to pay expenses that will be or have been reimbursed by
the Grantee or another funding source program.
7.03 The Grantee must develop and implement effective internal controls to ensure that
funding decisions under the SHCGP award constitute eligible uses of funds.
7.04 The Grantee must submit expenditure reports to the SCAO quarterly, which are due on
the dates listed below:
• July 31, 2023
• October 31, 2023
• January 31, 2024
• June 14, 2024 (final report)
7.05 The Grantee shall prepare quarterly expenditure reports using the provided expenditure
reporting template identified as Attachment B in this agreement.
7.06 To assure that expenditures are proper and in accordance with the terms and conditions of
the award and approved project budgets, the Grantee’s fiscal reports under this
Agreement must include a certification, signed by an official who is authorized to legally
bind the Grantee. The Grantee must certify that to the best of its knowledge reports are
true, complete, and accurate, and the expenditures, disbursements, and cash receipts are
for the purposes set forth in the award’s terms and conditions, and have been incurred by
the Grantee. The Grantee is aware that any false, fictitious, or fraudulent information, or
the omission of any material fact, may subject the Grantee to criminal, civil, or
administrative penalties for fraud, false statements, false claims, or otherwise.
7.07 The Grantee shall submit quarterly expenditure reports to SCAO via email by sending
them JFAC@courts.mi.gov with the subject line “SHCGP Quarterly Report”.
8. PAYMENT PROCESSING
8.01 The Grantee agrees to lawfully use the grant funds for the purposes and under the
conditions specified in this Agreement and in the SHLP Guidelines.
8.02 Only program Services and Program Expenses outlined in the approved budget incurred
during the grant period are eligible for approval. Program Expenses incurred that are not
Legal Self-Help Center Grant Agreement Page 7 of 19
identified in the approved budget or are incurred outside the grant period will not be
approved.
8.03 The Grantee is aware that this is a lump-sum grant awarded at the beginning of the grant
period and all Expenses are subject to eligibility determination and approval by the
SCAO. Grantee’s reported Program Expenses that are not approved by SCAO are
subject to recoupment.
8.04 Approved Travel Expenses cannot exceed the lesser of the Grantee’s published travel
rates or allowable State of Michigan travel rates.
8.05 Any unobligated balance of grant funds held by the Grantee at the end of the Agreement
period will be returned to the SCAO.
9. SCOPE OF SERVICES
9.01 The Grantee shall use reasonable best efforts and devote such time, attention, skill,
knowledge, and professional ability as necessary to most effectively and efficiently carry
out and perform the Services.
10. STATEMENT OF WORK
10.01 The Grantee agrees to undertake, perform, and complete the Services described in their
approved grant application. This includes the delivery of legal self-help services. The
Grantee may not assign the performance of Services under this Agreement to any other
entity or person who is not an employee or volunteer of the Grantee except with prior
written approval of the SCAO. If performance is so assigned, all requirements in this
Agreement shall apply to such performance and the Grantee shall be responsible for the
performance of such Services.
11. DATA REPORTING REQUIREMENTS
11.01 The Grantee agrees to timely provide all applicable data, including complete and accurate
reports as identified in Attachment A related to this Agreement.
11.02 When any required report is 30 calendar days past due, a delinquency notice will be sent
notifying the Grantee that it has 15 calendar days to comply with the reporting
requirement. When any required report is 45 calendar days past due, the Grantee’s
funding award, minus the total amount from Grantees approved expenditure reports, will
be rescinded and the SCAO will send a notice of recoupment notice to the Grantee. The
Notices will be sent as provided in Section 32 of this Agreement.
12. STAFF AND VOLUNTEER TRAINING
12.01 Grantee agrees to use reasonable best efforts to ensure all program staff or volunteers
complete self-help training provided by Michigan Legal Help, if offered.
Legal Self-Help Center Grant Agreement Page 8 of 19
13. MICHIGAN LEGAL SELF-HELP CENTER GUIDELINES
13.01 The Grantee shall use their best efforts to follow and engage in the activities outlined in
the Michigan Legal Self-Help Center Guidelines adopted by the SCAO. The operational
guidelines included here as Attachment D and available online at
https://www.courts.michigan.gov/48fbde/siteassets/committees,-boards-special-
initiatves/justiceforall/draft-shc-guidelines.pdf
14. RIGHTS TO WORK PRODUCT
14.01 SCAO agrees that all reports, programs, manuals, tapes, listings, documentation, and any
other work product created under this Agreement, and amendments thereto (the “Work
Product”), belongs to the Grantee. Any Work Product created under this Contract shall
be used for the public good.
14.02 The Grantee grants SCAO a perpetual, royalty-free, unlimited license to the Work
Product for non-commercial purposes to use, display, reproduce and distribute final
versions of such Work Product as SCAO sees fit.
14.03 The Grantee may publish or distribute any printed or visual reports or press releases
relating to the services provided under this Agreement but may not include information
about SCAO or its role without SCAO’s permission.
14.04 The Grantee shall safeguard the Grantee’s property, materials and Work Product. The
SCAO is not responsible and will not be subject to any Liabilities for any claims related
to the loss, damage, or impairment of Grantee’s property, materials and/or Work Product.
14.05 Section 14 of this Agreement survives termination or expiration of this Agreement.
15. WRITTEN DISCLOSURE
15.01 The Grantee shall promptly disclose in writing to the SCAO all Inventions, Patented
and/or Copyrighted Materials jointly with the SCAO or singly by the Grantee or the
Grantee’s employees or agents while engaged in Services under this Agreement. As to
each such disclosure, the Grantee shall specifically point out the features or concepts
related to the Inventions, Patented and/or Copyrighted Materials that are new, unique, or
different such that they may qualify for copyright, patent, or other intellectual property
protection. Further, upon the SCAO’s request, the Grantee shall assist the SCAO in
determining and acquiring copyrights, patents, or other such intellectual property
protection for any Inventions, Patented and/or Copyrighted Materials for which the
SCAO desires to obtain such protection.
15.02 The Grantee warrants that as of the Effective Date of this Agreement, there are no such
Inventions, Patented and/or Copyrighted Materials for which the Grantee seeks protection
or which the Grantee desires to remove from this Agreement. Further, the Grantee
warrants that its performance under this Agreement will not infringe upon or
misappropriate any third party’s Inventions, Patented and/or Copyrighted Materials.
Legal Self-Help Center Grant Agreement Page 9 of 19
16. INSURANCE
16.01 The Grantee is self-insured/has procured insurance in an amount and scope sufficient to
cover all claims and Liabilities related to the Grantee’s Services, Grantee’s performance
of or failure to perform as required under the Contract and as required by law.
17. RECORD MAINTENANCE/RETENTION AND INSPECTION
17.01 All record retention guidelines set by the SCAO and/or the Grantee must be adhered to if
they require additional years beyond retention guidelines stated herein. The Grantee’s
accounting system must be maintained to keep grant records separate from the Grantee’s
other financial records.
17.02 The Grantee agrees to maintain adequate program and fiscal records and files, including
source documentation to support program activities and all expenditures made under the
terms of this Agreement, as required. The Grantee must assure that all terms of this
Agreement will be appropriately adhered to and that records and detailed documentation
for the project or program identified in this Agreement will be maintained in accordance
with generally accepted accounting principles and will be kept for at least five years after
the SCAO’s final payment to the Grantee. The Grantee is responsible for the costs to
retain these records.
17.03 If an audit begins before the five-year period expires, and it extends past that period, the
Grantee must retain all records until the audit is complete.
18. AUTHORIZED ACCESS
18.01 The Grantee must permit, upon reasonable notification and at reasonable times, access by
authorized representatives of the MSC, the SCAO, the Michigan Department of Treasury
and State Auditor General, or any of their duly authorized representatives, to records and
documentation related to this Agreement, as authorized and required by law. The SCAO
and/or an outside team may conduct on-site monitoring visit(s), evaluations and/or grant
audit(s) any time during the grant period. All grant records and personnel must be made
available during any visit, if requested. The Grantee shall work cooperatively with the
monitoring, audit and/or evaluation team to permit full review of the program. Based on
the audit, the SCAO may adjust payments. If the audit reveals that the SCAO overpaid
the Grantee, the Grantee must immediately refund those amounts to the SCAO.
19. CONFIDENTIAL INFORMATION
19.01 To ensure the Grantee effectively performs the Services, the SCAO may disclose
Confidential Information to the Grantee. The Grantee shall not disclose Confidential
Information to any third party without prior approval from the SCAO. If disclosure of
Confidential Information is required by law or court order, the Grantee must notify the
SCAO within five (5) business days as provided in Section 32 of this Agreement before
Legal Self-Help Center Grant Agreement Page 10 of 19
disclosure and shall reasonably cooperate with the SCAO to narrowly tailor disclosure
and obtain protective orders or other relief as appropriate.
19.02 The Grantee agrees to return all Confidential Information to the SCAO immediately upon
the termination of this Agreement and permanently delete any electronic copies of the
data stored by the Grantee within 30 calendar days after the conclusion of this
Agreement. If requested by the SCAO, the Grantee will provide written confirmation that
deletion has been completed.
19.03 The recipient is required to take reasonable measures to safeguard protected personally
identifiable information and other information the State of Michigan designates as
sensitive or the recipient considers sensitive consistent with applicable state, local, and
tribal laws regarding privacy and responsibility over confidentiality.
20. NOTIFICATION OF CRIMINAL OR ADMINISTRATIVE
INVESTIGATIONS
20.01 If the Grantee becomes aware of a criminal or administrative investigation or charge that
directly or indirectly involves grant funds referenced in this Agreement, the Grantee shall
immediately notify the SCAO that of the investigation or charge as provided in Section
32 of this Agreement.
21. AGREEMENT/REDUCTION/SUSPENSION/TERMINATION
21.01 The SCAO and/or the Grantee may reduce the project budget, suspend, or terminate this
Agreement without further liability or penalty to the SCAO under any of the following
circumstances:
A. If any of the terms of this Agreement are not adhered to by the Grantee.
B. If the Grantee fails to make progress satisfactory to SCAO toward the project
goals, objectives, or strategies set forth in this Agreement, including but not
limited to a determination by the SCAO after second quarter expenditure reports
are submitted, in its sole discretion, that project funds are not reasonably likely to
be fully expended by the termination date.
C. If the Grantee proposes or implements substantial changes to the Scope of
Services/Work such that, if originally submitted, the application would not have
been selected for funding.
D. The Grantee submits false certification or falsifies any other report or document
required hereunder.
E. If the Grantee is convicted of any activity referenced in Section 20 of this
Agreement during the term of this Agreement or any extension thereof.
Legal Self-Help Center Grant Agreement Page 11 of 19
F. If the SCAO terminates this Agreement under Section 21.01, the Grantee is not
eligible for SCAO grant funding for two years. After the two-year period, the
Grantee must verify in writing with SCAO that the Grantee has corrected the
issues
G. If funding for this Agreement becomes unavailable to the SCAO due to
appropriation or budget shortfalls.
21.02 Each Party has the right to terminate this Agreement without cause, including termination
by the Grantee if the Grantee has indicated that they do not plan to spend all or some of
the grant funds. If the Grantee is the terminating party, the Grantee must notify the
SCAO in writing of such termination. The Grantee will still be required to fulfill the
grant reporting requirements under Attachments A and B as required by the terms of the
grant and as otherwise directed by the SCAO. The termination date of this Agreement
will be the date that the Grantee has met all grant reporting requirements as determined
by the SCAO.
21.03 Any unused Grant Amount funds are subject to recoupment from Grantee.
21.04 Any funds received by the Grantee that are expended in a manner that does not comply
with applicable federal and state laws, guidelines, rules, and regulations shall be returned
to the State of Michigan. Any amounts subject to recovery must be repaid within 120
calendar days of receipt of any notice of recoupment.
22. FINAL REPORTING UPON TERMINATION
22.01 Except as provided in Section 22.02, should this Agreement be terminated by either
party, within 30 calendar days after the termination, the Grantee shall provide the SCAO
with all financial and other reports required as a condition of this Agreement. The
Grantee shall immediately return to the SCAO any grant funds paid to the Grantee in
excess of Grantee’s approved expenses.
22.02 If this Agreement is terminated by the SCAO for the Grantee’s failure to meet the grant
management requirements, the Grantee shall not be eligible to seek future grant funding
from the SCAO.
23. SEVERABILITY
23.01 If any provision of this Agreement or of any document attached to or incorporated by
reference is waived or held to be invalid, such waiver or invalidity shall not affect other
provisions of this Agreement.
24. LIABILITY AND INDEMNIFICATION
24.01 The Grantee is responsible for Liabilities and Program Expenses that result from the
Grantee’s performance or nonperformance under this Agreement. This subsection does
not waive governmental immunity as provided by law.
Legal Self-Help Center Grant Agreement Page 12 of 19
24.02 The Grantee warrants that, before entering into this Agreement, it is not subject to any
Liabilities or Expenses that could interfere with performance under this Agreement.
24.03 The SCAO is not responsible for Liabilities and Expenses that result from the Grantee’s
or Grantees’ agents’ performance, nonperformance, or property.
24.04 If Grantee contracts with a private third party to carry out the Grantee’s responsibilities
under this Agreement, then in that contract Grantee will require the private third parties
to indemnify SCAO and the Michigan Supreme Court (“MSC”), including their officers,
and employees (the “SCAO, MSC and related entities”) from any Liabilities that may be
imposed upon, incurred by, or asserted against the SCAO, MSC and related entities
arising from the acts or omissions of the private third-party under such contact. Any
private third party who will not agree to such provisions may not be utilized by Grantee
to perform services under this Agreement. This subsection does not waive governmental
immunity as provided by law.
25. MICHIGAN LAW
25.01 This Agreement shall be subject to, and shall be enforced and construed under, the laws
of Michigan.
26. DEBT TO STATE OF MICHIGAN
26.01 The Grantee covenants that it is not, and will not become, in arrears to the State of
Michigan or any of its subdivisions upon contract, debt, or any other obligation to the
State of Michigan or its subdivisions, including real property, personal property, and
income taxes.
27. DISPUTES
27.01 The Grantee shall notify the SCAO in writing of the Grantee’s intent to pursue a claim
against the SCAO for breach of any term of this Agreement within 10 business days of
discovery of the alleged breach as provided in Section 32 of this Agreement.
28. COMPLIANCE WITH APPLICABLE LAWS AND AGREEMENTS
28.01 The Grantee will comply with applicable federal and state laws, guidelines, rules, and
regulations in carrying out the terms of this Agreement.
29. AMENDMENT TO AGREEMENT
29.01 This Agreement, including but not limited to the scope of work and project budget
changes, may only be amended by a writing signed by all Parties.
30. ENTIRE AGREEMENT
Legal Self-Help Center Grant Agreement Page 13 of 19
30.01 This Agreement contains the entire agreement between the parties. It does not include
any other written or oral agreements, except the following:
A. Data Reporting Requirements (Attachment A),
B. Quarterly Program Expenditure Reporting (Attachment B)
C. Legal Self-Help Center Grant Program Guidelines (Attachment C)
D. Michigan Self-Help Center Guidelines (Attachment D)
E. Approved grant budget in grant application;
31. PROGRAM REVIEW OR SITE VISIT
31.01 The SCAO may review the Grantee’s performance onsite. As part of the review, the
SCAO may interview team members, observe staff meetings, review files, review data,
and review financial records.
32. DELIVERY OF NOTICE
32.01 Written notices and communications required under this Agreement shall be delivered in
one of two forms to all of the individuals listed below: (1) by electronic mail; or (2) by
overnight delivery sent by a nationally recognized overnight delivery service to the
following:
32.02 The Grantee’s contacts are:
Jennifer Howden
Chief Deputy Clerk
Oakland County Clerk’s Office
1200 N. Telegraph Rd.
Pontiac, MI 48341
howdenj@oakgov.com
and
Fred Miller
Deputy County Clerk/Register of Deeds
Oakland County Clerk’s Office
1200 N. Telegraph Rd.
Pontiac, MI 48341
millerf@oakgov.com
32.03 The SCAO’s contacts are
Noah A. Bradow
State Court Administrative Office
Michigan Hall of Justice
P.O. Box 30048
Lansing, MI 48909
Legal Self-Help Center Grant Agreement Page 14 of 19
BradowN@courts.mi.gov
and
Ryan Gamby
State Court Administrative Office
Michigan Hall of Justice
P.O. Box 30048
Lansing, MI 48909
Gambyr@courts.mi.gov
33. GRANTEE’S AUTHORIZING OFFICIAL
33.01 The Grantee’s “Authorizing Official” is the individual who signs this Agreement. The
Authorizing Official must be a person who is authorized to enter into a binding contract
for the Grantee.
33.02 Only one person may sign this Agreement as the Grantee’s Authorizing Official. The
Grantee might have more than one individual who is authorized to enter into binding
contracts for the Grantee that is receiving funds, or the Grantee’s local rules might
provide that multiple people must sign contracts. In either case, the Authorizing
Official’s signature on this Agreement represents the mutual agreement and acceptance
of this Agreement by all persons who are authorized to enter into binding contracts for
the Grantee.
34. SIGNATURE OF PARTIES
34.01 This Agreement is not effective unless signed by both Parties.
34.02 The signatures on this Agreement are electronic through the DocuSign system.
34.03 The DocuSign system requires an agent of the Grantee to send this Agreement to the
Grantee’s Authorizing Official for the Authorizing Official’s review and signature.
Selecting the dropdown below confirms that the Agreement can be sent to the Grantee’s
Authorizing Official for signature.
34.04 The DocuSign system requires an SCAO staff member to send this Agreement to an
agent of the SCAO for review and signature.
Oakland County Clerk’s Office State Court Administrative Office
________________________________ _____________________________________
Authorizing Official’s Signature Authorizing Official’s Signature
________________________________ Elizabeth Rios
Authorizing Official’s Name Authorizing Official’s Name
Legal Self-Help Center Grant Agreement Page 15 of 19
________________________________ Deputy State Court Administrator
Authorizing Official’s Title Authorizing Official’s Title
________________________________ _____________________________________
Date Signed by Authorizing Official Date Signed by Authorizing Official
Attachment A:
“Data Reporting Requirements”
Data Collection Activities
For this grant period, each grantee will be required to collect some data regarding access to the
self-help center services provided. Grantees must submit data collection reports each quarter
along with their expenditure reports. The deadline for reporting are as follows:
• July 31, 2023 (Q1)
• October 31, 2023 (Q2)
• January 31, 2024 (Q3)
• June 14, 2024 (Q4 - final report)
What Data Must be Collected?
For this grant cycle, grantees may satisfy your data reporting requirements through any of the
following options:
1. Existing Organizational Data Collection
If your organization is currently collecting data regarding the delivery of self-hep center
services, you can satisfy your data reporting requirements by reporting your existing data
collection statistics.
2. Michigan Legal Help Survey Instruments
If your organization does not currently have a data collection process in place, you may
utilize the Michigan Legal Help (MLH) user survey instruments that may be delivered
pre-and-post-service delivery. A staff survey is also provided to capture the service
delivery experience from the self-help center staff perspective. Examples of the surveys
are attached here for illustration purposes. Data collected via the surveys will be shared
with grantees periodically, as well as upon request.
Please contact Michigan Legal Help’s Statewide Self-Help Center Coordinator, Charlie
Campbell at Ccampbell@lsscm.org for additional details.
3. New Organizational Data Collection System
Your organization may choose to establish a data collection process and instrument that
does not utilize the MLH user surveys. When establishing a new data collection process,
consideration should be given to collecting the following type of information:
a. whether an individual has previously visited the SHC;
b. topic area(s) in which an individual sought assistance;
c. demographic information include:
i. zipcode;
ii. age;
iii. gender;
iv. race / ethnicity;
v. annual household income before taxes;
d. user satisfaction and experience;
Attachment B:
Quarterly Program Expenditure Reporting Template
* An editable Excel version of the template will be provided to grantee.
Reporting Organization:
Report Contact Name & Email:
Report Start Date:
Report End Date:
* Reporting Instructions * ‐‐>
Total Grant Funds Awarded: $0.00 * amount of grant funds awarded
Total Expenditures ‐ Q1: $0.00 * total amount of expenditures reported for quarter 1
Total Expenditures ‐ Q2: $0.00 * total amount of expenditures reported for quarter 2
Total Expenditures ‐ Q3: $0.00 * total amount of expenditures reported for quarter 3
Total Expenditures ‐ Q4: $0.00 * total amount of expenditures reported for quarter 4
Total Funds Remaining: $0.00 * Calculated remaining grant funds after reported expendtures
Expenditure Category
(select from dropdown)
SHC Grant Funds
Expenditure Amount Expenditure Description
TOTAL $0.00
Michigan Supreme Court
Legal Self‐Help Centers Grant Program
Quarterly Expenditures
Grant Funds Balance
Quarterly Expenditure Report
In the area provided below, please list all individual expenditures made with grant funds during the reporting period.
For each reported expenditure select the category for the expenditure, enter the amount for the line item, and provide
a brief description of the expenditure. Insert additional lines if necessary to report all expenditures.
Note: For both the Wages/Salary and Fringe Benefits total expenditure for the reporting period may be listed as one
line item.
Supporting Documentation:
Please attach supporting documentation for each expenditure (i.e. invoice/reciept, payroll report etc.).
Submitting Your Report:
Send completed report and supporting documentation to JFAC@courts.mi.gov with the subject line "SHCGP Quarterly
Report"
Reporting Organization:
Report Contact Name & Email:
Report Start Date:
Report End Date:
* Reporting Instructions * ‐‐>
Total Grant Funds Awarded: $25,000.00 * amount of grant funds awarded
Total Expenditures ‐ Q1: $3,500.00 * total amount of expenditures reported for quarter 1
Total Expenditures ‐ Q2: $14,166.00 * total amount of expenditures reported for quarter 2
Total Expenditures ‐ Q3: $0.00 * total amount of expenditures reported for quarter 3
Total Expenditures ‐ Q4: $0.00 * total amount of expenditures reported for quarter 4
Total Funds Remaining: $21,500.00 * Calculated remaining grant funds after reported expendtures
Expenditure Category
(select from dropdown)
SHC Grant Funds
Expenditure Amount Expenditure Description
Personnel ‐ Wages/Salaries $2,916.00 Salary payments for 1 FTE
Personnel ‐ Fringe Benefits $1,100.00 Fringe benefit cost for FTE
Equipment $9,900.00 3 desktop computers, 3 monitors, and 3 printer/scanners
Operating Expenses ‐ Printing $200.00 2 toner cartridges
Operating Expenses ‐ Supplies $50.00 1 box of pens, 2 packs of legal pads
TOTAL $14,166.00
Quarterly Expenditures
Grant Funds Balance Tracker
In the area provided below, please list all individual expenditures made with grant funds during the reporting period.
For each reported expenditure select the category for the expenditure, enter the amount for the line item, and provide
a brief description of the expenditure. Insert additional lines if necessary to report all expenditures.
Note: For both the Wages/Salary and Fringe Benefits total expenditure for the reporting period may be listed as one
line item.
Supporting Documentation:
Please attach supporting documentation for each expenditure (i.e. invoice/reciept).
Submitting Your Report:
Send completed report and supporting documentation to JFAC@courts.mi.gov with the subject line "SHCGP Quarterly
Report"
Michigan Supreme Court
Legal Self‐Help Centers Grant Program
** EXAMPLE Quarterly Expenditure Report **
MI Community Self‐Help Center
Noah A. Bradow, BradowN@courts.mi.gov
1/1/2023
3/31/2023
Attachment C:
Legal Self-Help Center Grant Program Guidelines
* NOTE: These guidelines are also accessible online at
https://www.courts.michigan.gov/48fbd3/siteassets/committees,-boards-special-
initiatves/justiceforall/shc-grantprogramdetails-final.pdf
Michigan Supreme Court
State Court Administrative Office
Legal Self-Help Centers
Grant Program Guidelines
FY 2023
State Court Administrative Office (SCAO)
Legal Self-Help Center Grant Program Guidelines FY2023
Page | 2
Contents
I. Self-Help Center Services in Michigan ............................................................................................... 3
II. Grant Announcement ....................................................................................................................... 3
a. Summary .......................................................................................................................... 3
b. Support for Legal Self-Help Centers in Michigan ........................................................... 4
c. Grant Process Timeline .................................................................................................... 4
d. Grant Submission Instructions ......................................................................................... 4
III. Selection Process and Criteria ......................................................................................................... 4
a. Grant Review Panel .......................................................................................................... 4
b. Priority Investment Areas................................................................................................. 4
c. Maximum Grant Award ................................................................................................... 5
d. Notification....................................................................................................................... 5
e. Grant Agreement and SIGMA Registration ..................................................................... 5
IV. Grant Application Guidelines and Requirements ............................................................................ 5
a. Program Criteria ............................................................................................................... 5
b. Format and Content .......................................................................................................... 5
c. Application Details ........................................................................................................... 6
d. Fiscal Management .......................................................................................................... 6
i. Budget Components and Template .................................................................................. 6
ii. Non-Permitted Expenditures ............................................................................................ 6
V. Budget Terminology ........................................................................................................................ 6
State Court Administrative Office (SCAO)
Legal Self-Help Center Grant Program Guidelines FY2023
Page | 3
I. Self-Help Center Services in Michigan
Legal Self-Help Centers provide services to those who are seeking to solve legal problems
through providing legal information, forms, resources, guidance, and referrals to help educate
and empower them to more effectively advocate for themselves within the legal system. The
first 1 self-help center in Michigan was established in 2002. Michigan has taken a fairly
decentralized approach to opening and operating self-help centers and 26 legal self-help centers
have been established across the state since 2002.
The Michigan Justice for All Commission (Commission), created by the Michigan Supreme
Court in 2021, is working to ensure that everyone in Michigan is able to access legal services
when needed. The Commission is working with the State Court Administrative Office (SCAO)
to expand and enhance effective, efficient, and sustainable self-help center services across
Michigan.
II. Grant Announcement
a. Summary
As part of its effort to achieve 100% access to justice, the Commission is advocating for
resources to expand legal assistance and self-help services throughout Michigan. In
fiscal year 2023, the legislature appropriated $500,000 to SCAO to expand legal self-help
center services in Michigan. SCAO has established a grant program to award and
disburse these funds. The grant program will continue to award funds each year that
funds are available. The Commission is hoping to secure an increase in this amount in
future years after more data on the usage and utility of self-help centers is available.
SCAO has established a grant program to administer the allocation and distribution of the
funds appropriated for the expansion of legal self-help center services in Michigan.
Nonprofit and governmental organizations seeking to expand existing self-help centers
and establish new centers in Michigan are eligible to apply.
These guidelines set forth the administrative and programmatic requirements for the
SCAO legal self-help center grant program for fiscal year 2023.
For further information contact:
Noah A. Bradow
Councils and Commissions Manager
Michigan Supreme Court
State Court Administrative Office, Field Services Division
BradowN@courts.mi.gov
517-373-4601
1 Legal Assistance Center located in Grand Rapids, MI. https://legalassistancecenter.org/
State Court Administrative Office (SCAO)
Legal Self-Help Center Grant Program Guidelines FY2023
Page | 4
b. Support for Legal Self-Help Centers in Michigan
Michigan Legal Help (MLH) has provided support for self-help centers in Michigan for
over ten years and will continue to do so. New centers established under this program can
expect MLH staff to assist with holding planning meetings; creating and executing a
timeline to opening a center; outreach, including brochures for the community and
signage for the center; selecting appropriate equipment for the center; and initial
navigator training for staff working at a self-help center. All existing centers can expect
MLH to provide ongoing training; updates on changes to the law or forms; and support to
the statewide network of self-help center affiliates through the Self-Help Center Alliance.
c. Grant Process Timeline
The following is the timeline for the fiscal year 2023 grant cycle:
• Application Period Opens: February 1, 2023
• Application Review Starts: March 1, 2023
• Application Period Closes: March 31, 2023
• Rolling Application Review and Award Notification Period: March 1 thru April
28, 2023
• Grantee Contracting and Disbursements: April through May 2023
• Quarterly Report Due: July 2023 (specific dates TBD)
• Quarterly Report Due: October 2023 (specific dates TBD)
• Quarterly Report Due: January 2024 (specific dates TBD)
• Final Report Due: March 31, 2024 (specific dates TBD)
d. Grant Submission Instructions
All grant application materials must be submitted via email to JFAC@courts.mi.gov no
later than 5:00pm eastern standard time on March 31, 2023. Please use the following
subject line for your emailed materials “Self-Help Center Grant Application
Materials.”
III. Selection Process and Criteria
a. Grant Review Panel
All timely submitted grants will be reviewed by a panel of individuals and considered for
funding.
b. Priority Investment Areas
The panel will prioritize funding those applications that integrate the following priority
investment areas:
• Targeted service of underserved geographic and demographic populations;
State Court Administrative Office (SCAO)
Legal Self-Help Center Grant Program Guidelines FY2023
Page | 5
• Use of staffed self-help center model;
• New or existing self-help centers that maximize resources and the number of
individuals served;
• Demonstrated community partnerships and engagement.
c. Maximum Grant Award
The maximum grant award for the fiscal year 2023 program is $100,00 for grant
proposals establishing a new self-help center and $75,000 for proposals to expand
services of existing centers.
All grants will be disbursed in a lump-sum payment up front subject to quarterly
expenditure reporting.
d. Notification
The SCAO will send applicants written notice via email of the decision to approve or
deny the grant application. A decision to deny an applicant may not be appealed but does
not prohibit resubmission of an application in a subsequent funding cycle.
e. Grant Agreement and SIGMA Registration
All applicants receiving an approved award determination must sign a grant agreement
before disbursement of any grant funds. Additionally, all grantees are required to become
a registered vendor in the State of Michigan’s SIGMA financial system.
IV. Grant Application Guidelines and Requirements
a. Program Criteria
All applicants must agree to and meet the following criteria:
• comply with application process requirements;
• agree to an SCAO audit of financial records related to the grant program, if
requested;
• comply with the Self-Help Center Best Practices adopted by SCAO;
• comply with grant program and data reporting requirements;
• comply with required staff and volunteer training provided by Michigan Legal
Help;
• agree to not use grant funds to supplant existing funding for new or existing self-
help center operations.
b. Format and Content
The grant application must contain the following items presented in the order listed
below:
State Court Administrative Office (SCAO)
Legal Self-Help Center Grant Program Guidelines FY2023
Page | 6
1. Application Summery Sheet must appear as the first page of the application;
2. Responses to the corresponding application questions;
3. An Appendix containing relevant supporting documentation. Each item in the
Appendix must be clearly labeled;
4. Program Budget (must be prepared using the provided budget detail worksheet.
c. Application Details
All applicants are required to complete the grant application document provided.
d. Fiscal Management
i. Budget Components and Template
All applicants must complete the provided budget template, which includes the
following components:
• Accounting
• Contractual
• Equipment
• Travel
• Personnel (i.e. salaries and fringe benefits)
• Operating Expenses
• Other
See the budget terminology companion below for additional details and
description of these items.
ii. Non-Permitted Expenditures
1. Supplanting of Existing Funds. No expenditures shall be made with
awarded grant funds that would result in the supplanting of existing
funding received for operation of the self-help center.
2. Advertising / Promotional Materials. Upon request, MLH will provide
materials such as signage and brochures at no cost to a Self-Help Center.
Since these materials are provided by MLH, they are not a permitted
expenditure under this grant program.
V. Budget Terminology
Accounting
Fees paid for contractual services by persons or organizations that perform the activities of
designing and maintaining financial, staff, program, or property records. This includes
State Court Administrative Office (SCAO)
Legal Self-Help Center Grant Program Guidelines FY2023
Page | 7
summarizing, analyzing, verifying, controlling, and certifying expenditures and receipts. Costs
incurred for the performance of financial audits and agreed upon procedures are also appropriate.
Contractual
Amounts paid for services rendered by persons who are not on payroll. This category also
includes the services of an interpreter to make accommodations under the American Disabilities
Act. The center board is responsible for determining if the relationship is that of a contractual
nature or employee per IRS regulations.
Equipment
Equipment includes items necessary for the operation and provision of the self-help center
program services proposed under the grant. Examples include, but are not limited to, the
following:
• Office - adding machines, phones, copy machines, computers, software, and equipment
maintenance contracts
• Furniture – desks, chairs, filing cabinets, tables, display easels.
Funding Sources
• SHC Grant Funds – Financial support received from SCAO under the Self-Help Center
grant program. This does not include any grant funding the organization receives from
other sources.
• Agency Funds - Financial support contributed to the center by itself or an umbrella
organization.
• Other Grant Funds - This includes any grant funds the organization receives for the
center—other than those provided by the SCAO legal self-help center grant program.
• In-Kind - Support that is given in which no cash transaction is realized. Examples of in-
kind support are: volunteer time, donated office space, and donated furniture.
Operating Expenses
• Insurance - Liability: Insurance that protects the center in the event of property loss or
damages.
• Maintenance - expenditures for repairs and maintenance services that are not provided
directly by personnel or landlords.
• Postage - Examples: bulk mailings, postage stamps, and express mail.
• Printing - Expenditures for job printing, brochures, newsletters, and binding.
State Court Administrative Office (SCAO)
Legal Self-Help Center Grant Program Guidelines FY2023
Page | 8
• Rent - expenditures for office space or self-help facilities.
• Supplies - expenditures for all supplies that are necessary for the operation of the center.
Examples: pens, paper, printer paper, etc.
• Telephone and Internet - expenditures for telephone service including both local and
long-distance charges and internet service provider fees. This line item is also appropriate
for website hosting fees.
• Utilities - expenditures for services usually provided by public utilities such as water,
sewage, electricity, gas, and garbage.
Other
Expenses that are not related to any of the previously mentioned categories. These must be
itemized and described separately.
Personnel
• Wages - gross (before federal, state, local taxes) amounts paid to employees. These
amounts can be paid on an hourly or salary basis.
• Benefits - amounts paid by the center on behalf of employees for fringe benefits. These
amounts are not included in gross salary but are over and above and are generally not
paid directly to employees. Examples: health insurance, dental insurance, life insurance,
employer paid FICA and Medicare, worker compensation, unemployment insurance,
disability insurance, and retirement plans.
Travel
Grant funds may be used to reimburse travel expenses incurred as a result of the regular duties or
training of staff subject. Reimbursements using grant funds may not exceed the approved SCAO
rates.2 Any reimbursements over these amounts must be paid by other sources.
2 The schedule of approved travel rates can be accessed at https://www.courts.michigan.gov/48d45c/siteassets/court-
administration/resources/travel.pdf
Attachment D:
Michigan Legal Self-Help Center Guidelines
* NOTE: These guidelines are also accessible online at
https://www.courts.michigan.gov/48fbde/siteassets/committees,-boards-special-
initiatves/justiceforall/draft-shc-guidelines.pdf
(DRAFT)
Michigan
Legal Self-Help Center Guidelines
Michigan
Justice for All Commission
Page 2 of 13
Michigan
Justice for All Commission
Table of Contents
About Legal Self-Help Services ........................................................................................................ 3
Self-Help Services in Michigan ......................................................................................................... 3
Core Principles of Self-Help Services ............................................................................................... 4
Self-Help Center Programs and Services ......................................................................................... 5
I. Self-Help Center Services ..................................................................................................... 5
II. Service Delivery .................................................................................................................... 8
III. Program Integrity and Quality Assurance ......................................................................... 8
IV. Program Evaluation .......................................................................................................... 9
Self-Help Center Operations ........................................................................................................... 9
I. Operational Models .............................................................................................................. 9
II. Facilities .............................................................................................................................. 10
III. Staff ................................................................................................................................ 11
IV. Volunteer Program ......................................................................................................... 11
VII. Marketing and Communication ...................................................................................... 11
VII. Stakeholders, Relationships, and Collaboration ............................................................. 12
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About Legal Self-Help Services
Across Michigan, just as across the nation, there are vast unmet civil legal needs. For
most, traditional legal representation is out of reach. As a result, 70–80 % of people who
appear in civil court are not represented by a lawyer but represent themselves. The self-
represented encounter a legal system that was not designed for them and remains complex,
opaque, and unwelcoming. This is our Justice Gap.
Work is ongoing on many fronts to meet this challenge. Efforts are underway to expand
legal aid services and pro bono legal services for those with low income. Courts are working to
simplify their processes and become more accessible. Access to personal legal self-help
services is essential in meeting the civil legal needs of the public.
Legal self-help services make available to those who are seeking to solve basic legal
problems or to use courts on their own legal information, forms, resources, guidance, and
referrals to help educate and empower them to more effectively use and to better advocate for
themselves within the legal system.
With origins in the late 1990’s, legal self-help services have grown over the years. In
some places such as California, New York, and Maryland, self-help services are widely available
and their effectiveness well-demonstrated. In other parts of the country, the development of
legal self-help services has been less comprehensive, developing within some courts and
communities but not at all in others.
Self-Help Services in Michigan
The Michigan Justice for All Commission (JFAC), created by the Michigan Supreme Court
in 2021, has undertaken to assure that everyone in Michigan is able to access the legal services
they need when they need them. Toward that goal, the JFAC Self-Help Center Work Group is
working to expand and enhance effective, efficient, and sustainable self-help center services
across Michigan.
Michigan is fortunate to have Michigan Legal Help (MLH), a nationally recognized online
legal self-help platform, as the backbone of legal self-help services for the people of Michigan.
The Michigan Legal Help website, and its companion Spanish site, Ayuda Legal de Michigan,
offer articles on a wide variety of substantive and procedural legal topics along with the ability
to use document assembly Toolkits to prepare legal forms and court filings. The MLH Guide to
Legal Help directs users to resources on the site and other sources of additional legal services,
for individuals who might need more assistance with a legal issue. Existing and new Michigan
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Justice for All Commission
self-help centers can build their services with Michigan Legal Help at the core and can further
leverage that tool by helping the public to make the best possible use of Michigan Legal Help.
Michigan is also fortunate that the Michigan Supreme Court’s State Court
Administration Office (SCAO) provides a suite of legal forms for use by courts, lawyers, and the
public. Many, not initially designed for public use, will be part of a comprehensive plain
language forms revision project to make them simpler and more user friendly in the coming
years.
Even with these resources, many without the technology tools and skills to work
effectively online risk being left behind. It is also true that very often people just need or want
to talk to someone about their unique circumstances who can engage directly to listen to their
needs, answer their questions, and help them to better understand the path to legal problem
solving. For that reason, it is essential to assure that staffed, effective legal self-help centers are
available to everyone in Michigan.
Currently across Michigan, twenty-five counties have self-help centers, located in thirty-
seven separate sites. More than seventy-five percent of Michigan residents have a self-help
center in their county. Existing centers are diverse – located in courts, law libraries, public
libraries, and community centers. Many are affiliated with Michigan Legal Help and use it
exclusively. Many are in libraries, some in law libraries. A few are independent, nonprofit
organizations. The services offered are diverse as well, ranging from busy, robustly staffed
centers to those with some dedicated staff to those consisting unstaffed computer kiosks.
These Guidelines are designed to serve as an outline of best practices for self-help
centers in Michigan with the expectation that they will be used to expand and enhance
effective, efficient, and sustainable self-help center services across Michigan. Recognizing that
we all must begin where we are, the intention is to help start new centers, expand and elevate
existing centers, and to support the important services they all provide.
Core Principles of Self-Help Services
Commitment to Public Service
Self-help centers must be focused on meeting the legal needs of the public and should
be a source of neutral, accurate, and reliable legal information and guidance.
Commitment to Excellence
Self-help centers must assure that they have the legal expertise to support the services
they provide and assure that individuals with sufficient knowledge and training are
responsible for the design, scope, implementation, delivery, and oversight of self-help
services.
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Justice for All Commission
Commitment to Respect
Self-help centers must provide service that is welcoming, kind, respectful, empathetic,
and empowering. Self-help center patrons should feel seen, heard, and understood.
Commitment to Neutrality
Self-help services must be neutral such that that all persons seeking assistance receive
the same level of service and such that others do not influence the services provided.
Commitment to Clarity
All self-help center communications, including forms, resources, tools, signage, and
materials must be clear, simple, and accessible following the principles of plain language
writing and user-centered design.
Self-Help Center Programs and Services
I. Self-Help Center Services
a. Eligibility for Services
Self-help services should be available to all unrepresented persons, without
income limitations or other criteria for service. Self-help centers must not
discriminate based on race, color, national origin, religion, age, physical or
mental disability, sex, gender identity, sexual orientation, marital status,
pregnancy, or parenthood.
b. Fees for Services
Basic legal self-help services must be free including legal information, resources,
guidance, and referrals. Some reasonable costs for resources (such as copies)
may be charged to recoup costs expended by the center for providing those
resources.
c. Scope of Services
Self-help centers should help with as broad a range of substantive legal areas as
they can competently and effectively provide, prioritizing areas of greatest need.
Each self-help center should intentionally identify and make clear the kinds of
legal issues with which they are able to help.
Areas of greatest need include family matters such as divorce, custody,
paternity, child support, and parenting time, housing matters such as eviction,
security deposits, and repairs, consumer matters such as responding to a claim
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Justice for All Commission
for debt, garnishments, and payment plans, and small claims cases. Requests for
assistance with guardianships and probate indicate growing needs in these
areas.
Self-help services should be limited to civil matters, although some matters filed
in criminal cases such as a request to waive fines and fees or a request for
expungement of a criminal conviction are quasi-civil and appropriate areas for
self-help assistance.
Self-help centers should not assist in the filing of general civil cases for which it
would be necessary to craft a unique complaint consistent with the applicable
jurisdictional requirements and the elements of the cause of action that form
the basis of the complaint.
d. Legal Information v. Legal Advice
Self-help centers may provide general legal information, define legal terms and
concepts, explain a legal process, describe procedural options, explain what a
form may be used for and what it requires, and review forms for completeness.
Self-help centers may not recommend a course of action, suggest what someone
should or ought to do, predict an outcome, prepare the substance of a form or
pleading, or suggest that someone has no legal remedy. Self-help centers may
act as scribes, helping people who can’t read or read English complete legal
forms by reading questions and recording answers.
Self-help center staff may provide legal information, but not legal advice. Staff
should be well trained on this distinction and how to manage those limitations in
interactions with patrons.
e. No Attorney-Client Relationship, Waiver
Self-help centers should make clear that they are not providing legal advice, legal
representation, or taking responsibility for any aspect of a patron’s legal matter
or case and that no attorney-client like relationship is suggested or created when
services are provided. This can be accomplished by disclosure of these
limitations in signage, a service agreement or waiver, and/or by direct
communication to each patron. Self-help centers should be aware that where
and how conversations with patrons occur may affect perceptions of the limits of
self-help center services.
f. Confidentiality
Communications with self-help center patrons should be private to the extent
that information shared with self-help center staff should not be communicated
publicly, with the opposing party to the case or matter should that person also
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Justice for All Commission
seek assistance, or with the court. Self-help center communications with patrons
are not confidential in the same way that attorney-client communications are
confidential.
Some affiliated organizations such as libraries have stricter duties of
confidentiality. This provision is not intended supersede those duties or to limit
communication with courts about general procedural issues.
g. Limits on All Self-help Center Staff and Volunteers
Self-help center staff and volunteers regardless of education, experience, or
license, including paralegals and licensed attorneys, are subject to the same
limitations on self-help services including providing legal information only,
refraining from creating or suggesting an attorney-client relationship, and
assuring appropriate self-help center confidentiality.
h. Should a self-help center offer legal clinics, workshops, or lawyer-for-the-day
programs, the role and scope of services provided by the lawyers involved in
such should be clearly defined both internally for the self-help center and for the
public who participate in such programs and should include, where appropriate,
clear agreements about those legal services.
i. Assistance Limited to Self-Represented Persons
Self-help center assistance should not be provided to persons who are
represented by an attorney. The self-help center may assist persons receiving
limited representation by an attorney with the parts of their case or matter for
which they are responsible.
j. Referrals – Legal
Self-help centers should offer referrals to other legal services such as legal aid,
legal clinics, and to attorneys when the assistance needed is beyond the scope or
capacity of the self-help center. The self-help center should not refer to
individual attorneys or firms but should refer to the local or state bar lawyer
referral service or to an established list of attorneys providing limited scope legal
services.
Lawyers or others who volunteer at the self-help center, including at clinics or
workshops, should be prohibited from referring matters to themselves, their
firms, or other individual attorneys or firms.
k. Referrals – Community Services
Self-help centers should maintain or have access to a directory of community
services that may be able to assist with patrons’ non-legal needs and refer
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Justice for All Commission
patrons to these services when appropriate including housing assistance,
domestic violence services, disability advocacy, alternate dispute resolution
services, discrimination agencies and advocates, and the like.
II. Service Delivery
a. Delivery Channels
Self-help centers should provide services in person, either directly or remotely.
Other remote delivery channels may also be appropriate including services by
phone, email, text, chat, or video conference. Self-help centers should be
intentional in their choice of service delivery channels to assure that they have
the capacity, expertise, and technology to effectively deliver services by the
chosen methods.
b. Customer Service
Self-help centers must provide excellent customer service, to engage with those
needing assistance in ways that are welcoming, kind, respectful, empathetic, and
empowering. The self-help center should be the place where people are and feel
seen, heard, and understood. The self-help center should be a source of neutral,
accurate, and reliable legal information and guidance.
Self-help center staff should be trained and familiar with the challenges faced by
people attempting to solve legal problems and use the courts on their own. This
includes understanding the impact and effect of stress, trauma, and varied
cultural and economic circumstances on capacity, problem solving, and the
ability to self-represent. The SHC Coordinator will provide these trainings.
c. Accessibility
Self-help center services should be accessible to persons with disabilities. Self-
help center design should use the physical configuration of the space and
technology to eliminate barriers to service. If possible, self-help centers should
try to assist patrons with a preferred language other than English through staff
or a tool such as Language Line.
III. Program Integrity and Quality Assurance
a. Legal Resources
Self-help centers should have access to the legal resources and reference
materials needed to support the services provided.
b. Education and Training
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Justice for All Commission
Self-help centers will assure that all staff and volunteers have access to the initial
and ongoing education and training necessary to support the self-help services
provided. This should include an understanding of the justice gap, the access to
justice movement, the needs and challenges of the self-represented, the self-
help center service model, providing high-quality customer service, Michigan
court structure and jurisdiction, the relevant aspects of civil procedure, and the
substantive and procedural aspects of the areas of legal assistance provided by
the self-help center. The SHC Coordinator/SHC Network will provide these
trainings.
c. Program Development/Innovation
Self-help centers that offer forms or resources other than those provided by
Michigan Legal Help should have a process for form and resource development,
review, and quality assurance.
d. Complaints
Self-help centers should have a process for receiving and addressing patron
complaints. Self-help centers that are programs of courts, libraries, or others
may use that organization’s complaint process.
IV. Program Evaluation
Data Collection and Reporting
The Self-Help Center Alliance will create a common framework for self-help center data
collection to allow for the compilation of statewide data about self-help center services
to advocate for and support funding for self-help center services. Self-help centers
should cooperate with statewide data collection and reporting efforts including
alignment with standard data metrics and processes.
Self-Help Center Operations
I. Operational Models
Self-help centers are nonprofit programs offering legal self-help services to persons
who are not represented by counsel. Self-help centers can operate as programs and
services provided by courts, public libraries, law libraries, universities, or as
independent, nonprofit organizations. The stakeholder community seeking to offer
self-help services should be intentional in selecting the operational model that best
meets the needs of their community and with the understanding that the choice of
operational model will impact funding, structure, and other operational needs.
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Justice for All Commission
II. Facilities
a. Location
The self-help center location should be selected to best meet the needs of the
community it intends to serve. Options include locations at or near a courthouse,
at or near court related services, or at locations familiar to the public such as
libraries and community centers. Consideration should be given to public access
including hours, security, parking, and bus service.
b. Hours
Self-help centers should offer consistent hours, make clear the hours during
which staff assistance is available, and make sure that the self-help center hours
are posted and easy for the public to find. Self-help center hours should be
aligned with community needs and the self-help center capacity. Consideration
should be given to staffing for high volume hours which may include normal
business hours, lunch hours, and evening and weekend hours.
c. Space
Self-help centers should be clearly visible and easily accessible, ideally close to
the building entrance or, if not, have clear, visible signage directing the public to
the self-help center location. Self-help centers should be configured and
furnished in a way that supports the service delivery model and meets the needs
of the public and the staff including adequate and functional furnishings,
equipment, and supplies. Space and configuration consideration should be given
to the possible need for patrons to wait for service, take time to complete
paperwork and use computers, and be accompanied by their children.
d. Equipment and Technology
Self-help centers should have the equipment and technology needed by patrons
and staff. This would include, at a minimum, computers, printers, copiers,
scanner, and adequate internet service. Where appropriate, the self-help center
may wish to offer public wi-fi to support patron devices and have the capacity to
fax documents. Consideration should be given to the IT services that will be
necessary to install, support, and maintain self-help center technology.
Self-help centers should have the software needed to support both patron
services and staff operational needs. Electronic access to court records where
available and to court registers of actions (where available) is essential to
effective legal self-help services.
e. Security
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Justice for All Commission
Self-help centers should have safety, security, and emergency plans that provide
for protocols and training in case of fire, threat, or another emergency, and/or
follow the security and emergency plans for the building they occupy.
III. Staff
Self-help centers should have staff with the education, training, skills, and experience
needed to provide quality self-help services. Self-help center staff may include
attorneys, paralegals, and/or other trained staff.
Self-help centers should have a director to manage and oversee the services and
operations of the self-help center.
The director should be familiar with the challenge of access to justice, the needs of self-
represented litigants, court structure and jurisdiction, court processes, rules, and
procedures, and the substantive legal areas in which the self-help center provides
services. .
IV. Volunteer Program
Trained, supervised volunteers can help to provide self-help services. Using volunteers
can be an effective way to leverage limited staff to expand self-help center services. A
self-help center using volunteers should have a structured volunteer program that
includes recruitment, training, supervision, management, and recognition. Such a
program may include interns who volunteer for academic credit.
A self-help center using volunteers should be prepared to and able to commit the time
necessary to sustain the program. Time and resources will be needed to recruit and
train volunteers, manage volunteer schedules, and supervise volunteers. The volunteer
program should be structured to assure consistency and continuity. Self-help centers
should be aware of and plan for the staffing and infrastructure needed to develop and
sustain a volunteer program.
Experienced, skilled staff should assure adequate supervision of volunteers when
serving the public to assure that the public receives quality service and addresses any
needs that are beyond the skills of volunteers.
VII. Marketing and Communication
MLH provides marketing materials (SHC-specific brochures and signage, and generic
business cards) free of charge to all SHCs wishing to use them. Otherwise, self-help
centers should develop and maintain the tools, resources, and capacity to effectively
communicate their services to the public and to stakeholders and employ the principles
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Michigan
Justice for All Commission
of plain language and user-centered design to assure communications are accessible
and easy to understand.
VII. Stakeholders, Relationships, and Collaboration
a. Stakeholders
Positive, ongoing relationships with self-help center stakeholders are essential
for success. Stakeholders who understand and support the self-help center can
help to communicate the availability of self-help center services and advocate
for support of the self-help center in the community. Stakeholders can also
provide a valuable perspective to aid in identifying community needs and
evaluating self-help center programs and services.
Self-help centers should identify their key stakeholders. Stakeholders may
include courts, including Friends of the Court, legal aid providers, libraries,
community social service providers – particularly including those providing
domestic violence, housing, and 211 services, as well as neighborhood
associations, faith communities and organizations, and others.
Having identified key stakeholders, self-help centers should work to develop and
sustain ongoing collaborative relationships based in an understanding of one
another’s goals, needs, programs, and services. Regular and ongoing
communication with key stakeholders will assure positive and sustainable
working relationships. The self-help director should lead in creating and
sustaining relationships and assuring regular communication.
b. Relationships with Courts
Self-help centers should develop and sustain strong working relationships with
the courts in their community. Regular communication and collaboration is
needed to keep the self-help center informed of changes in court operations, to
assure that the self-help center receives feedback about the quality and
effectiveness of their services, and to assure that the unique voice offered by
self-help center leadership and staff grounded in their work with the public and
self-represented litigants is present and considered in the development of court
operations and functions. Court and self-help center representatives should
meet regularly to exchange information and ideas.
c. Other Community Relationships
Self-help centers should develop mutually supportive relationships with
community organizations where members of the public are served. By
exchanging program information and promotional materials, self-help centers
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Justice for All Commission
can be well positioned to refer and receive referrals from community
organizations.
d. Michigan Self-Help Center Alliance
Self-help centers should actively participate in the Michigan Self-Help Center
Alliance to facilitate professional development of self-help center staff; increase
collaboration, coordination, and communication among centers; access shared
resources including education, training, and tools for communication and
outreach; and support the effort to expand and fund self-help center services
across Michigan.
Oakland County, Michigan
CLERK/REGISTER OF DEEDS - MICHIGAN STATE COURT ADMINISTRATIVE OFFICE LEGAL SELF-HELP CENTER GRANT
Schedule "A" DETAIL
R/E Fund Name Division Name
Fund #
(FND)
Cost Center
(CCN) #
Account #
(RC/SC)
Program #
(PRG)
Grant ID (GRN)
#
Project ID #
(PROJ)
Region
(REG)
Budget
Fund
Affiliate
(BFA)
Ledger
Account
Summary Account Title
FY 2023
Amendment
FY 2024
Amendment
FY 2025
Amendment
R General Fund Grants County Clerk Administration FND10101 CCN2010210 RC615463 PRG125000 GRN-1004131 615000 Grants Fees and Collections $40,000 $-$-
Total Revenues $40,000 $-$-
E General Fund Grants County Clerk Administration FND10101 CCN2010210 SC730373 PRG125000 GRN-1004131 730000 Contracted Services $35,100 $-$-
E General Fund Grants County Clerk Administration FND10101 CCN2010210 SC750294 PRG125000 GRN-1004131 750000 Material and Supplies 4,900 --
Total Expenditures $40,000 $-$-
GRANT REVIEW SIGN-OFF – Register of Deeds
GRANT NAME: Michigan Supreme Court State Court Administrative Office Legal Self-Help Centers Grant FY2023
FUNDING AGENCY: Michigan Supreme Court State Court Administrative Office
DEPARTMENT CONTACT PERSON: Fred Miller 248-858-2134
STATUS: Grant Acceptance (Greater than $10,000)
DATE: 05/12/2023
Please be advised the captioned grant materials have completed internal grant review. Below are the returned comments.
The Board of Commissioners’ liaison committee resolution and grant acceptance package (which should include this sign-
off email and the grant agreement/contract with related documentation) may be requested to be placed on the agenda(s) of
the appropriate Board of Commissioners’ committee(s) for grant acceptance by Board resolution.
DEPARTMENT REVIEW
Management and Budget:
Approved – Sheryl Johnson (05/11/2023)
Human Resources:
Approved by Human Resources. No position impact – Heather Mason (05/11/2023)
Risk Management:
Approved. Grant allows the County to self-insure the insurance requirements. – Robert Erlenbeck (05/11/2023)
Corporation Counsel:
Approved – Sharon Kessler (05/12/2023)