Calendaring in California State Court
Calendaring-related errors are the leading cause of malpractice lawsuits, particularly in California, where deadlines come from several supplies, including the Code of Civil Procedure, the California Rules of Court, and local rules. Usually, calculating a single deadline requires the application of several codes and rules. A single error, e.g., using an old rule, forgetting to add additional time based on the service method (or adding additional time when you should not), counting calendar days instead of court days, missing a holiday, or simply miscounting, will cause a calendaring error.
I cannot stress enough the importance of using a computerized calendaring program to calculate your deadlines. By computerized calendaring, I do not average that you manually calculate the deadline and go into it on a calendar on your computer, or that you use an electronic calendar to help you calculate the date that is five days before or after a given date. I average rules-based computerized calendaring, such as Deadlines On need or Abacus Law. With these programs, you simply go into an event, and they automatically calculate the deadlines for you in accordance with the applicable codes and rules.
already with rules-based computerized calendaring, however, you need to know how to calendar manually. What if you need to calendar something when your computer is down or far away? What if your computer is fully operational, but you do not know enough to tell it that something needs calendaring? You must know the calendaring steps.
Step 1: clarify the triggering event
A triggering event is anything which triggers one or more deadlines. A triggering event might be the filing of a document, the service of a document, or an turn up. For example: filing a complaint, serving a complaint, entering default, answering a complaint, serving interrogatories, serving interrogatory responses, a hearing date, a deposition date, settlement, etc. To clarify triggering events in your case, assume that everything you file with the court and/or serve on opposing counsel, and everything you are served with, including notices from the court, involves a triggering event, i.e., something needs to be calendared.
Step 2: clarify what is triggered
Once you have recognized that a triggering event has occurred, you need to clarify what has been triggered. For example: filing a complaint triggers the deadline to serve defendant and file Proof of Service of Summons, serving the complaint triggers the deadline for defendant to serve the response, a hearing on a motion triggers the deadline to file and serve notice of motion, opposition, and reply. Sometimes deadlines are triggered which are less obvious. Rules-based computerized calendaring may show deadlines you would not have thought of on your own. For example, filing a complaint also triggers the last day for plaintiff to challenge the estimate stated to the case, last day to keep up case management conference, first day for defendant to make a motion for summary judgment, last day to bring the action to trial.
Step 3: clarify the current codes and rules which apply to the deadlines
Once you have determined what is triggered, you need to clarify the current codes and rules governing the applicable deadlines. It is not enough to clarify the correct code section or rule number; you must be sure to apply the current deadline in the code section or rule. In California, the codes and rules are moving targets. The one you memorized last year or the year before may be different today. This is another assistance of rules-based computerized calendaring programs — they are updated to apply the current code sections and rules.
Step 4: Correctly apply those codes and rules
This is the most difficult part. It requires several steps which must be achieved in order and painstakingly applied. It involves identifying what to count, how to count, and then truly counting in conformance with certain very specific rules. Again, rules-based computerized calendaring programs do all of this immediately.
Step 4A: clarify the time frame for each triggered deadline
When calculating the due date for a response to a complaint, you have to know that the applicable time frame begins with the effective date of service (and you have to know how to determine the effective date of service). When calculating the due date for responses to written discovery, you have to know that the applicable time frame begins with the date the discovery was served, and ends with the date the responses are to be served.
Once you have identified the time period you need to count, you need to know exactly how to count the days in that time period.
Step 4B: clarify what date to start counting and what date to stop counting
C.C.P. § 12 provides: The time in which any act provided by law is to be done is computed by excluding the first day and including the last, unless the last day is a holiday, and then it is also excluded. consequently, if interrogatories are served on April 1st (the date, according to the proof of service, that they were mailed, faxed, etc.), in order to calculate the 30-day deadline to respond, you start counting with April 2nd as the first day, April 3rd as the second day, and keep counting until you reach the 30th day, May 1st. So long as the interrogatories were personally served, and so long as May 1st is not a weekend or a holiday, the deadline to serve responses is May 1st.
Step 4B(1): Counting or skipping interim weekends and California holidays
In order to calendar correctly, you must know whether to count or skip weekends and California holidays occurring during the applicable time frame. This depends upon whether you are supposed to count calendar days or court days. In that regard, unless a code or rule specifies court days, as is the case with notices of motion, oppositions, and replies under C.C.P. § 1005(b), you are supposed to count calendar days. consequently, five days method five calendar days.
Of course, you cannot count court days unless you know the holidays in the court in which your case is pending. You must be very careful to use a calendar which shows the California holidays. In addition to the federal holidays, California celebrates Lincolns Birthday (February 12th), Cesar Chavez Day (March 31st), and the day after Thanksgiving. For the period September 1, 2009 by June 30, 2010, California courts were also closed on the third Wednesday of each month, and those days were considered holidays for calendaring purposes.
Step 4B(2): Determine the last day – deal with weekends, holidays, and additional time
When calculating the last day to perform an act triggered by the service of a document (e.g., last day to respond to a discovery need, last day to make a motion to compel further responses to discovery), you must consider how the document which triggered the deadline was served. If it was personally served, there is one procedure; if it was not personally served, additional steps must be taken. In either case, you need to know what happens when the last day to do something lands on a holiday, and you need to know how to determine the last day.
C.C.P. § 12a(a) provides: If the last day for the performance of any act provided or required by law to be performed within a stated period of time is a holiday, then that period is hereby extended to and including the next day that is not a holiday. Holiday includes all of the California holidays and weekends. consequently, if the last day is a Saturday, the deadline would be extended to Monday, so long as it is not a holiday. If Monday is a holiday, then the deadline would be extended to Tuesday.
(a) For personal service, adjust when the last day falls on a weekend or California holiday
If the 30th day after interrogatories were personally served is a Saturday, this is the last day under C.C.P. § 12a(a). Since the last day is a weekend, the due date is extended to the next court day, Monday (unless it is a holiday).
(b) For a triggering document not personally served, first add the applicable extension of time to determine the last day, then adjust when the last day falls on a weekend or California holiday
As a general rule, documents may be served personally (also referred to as service by hand or hand delivery), by mail, by express mail, or overnight delivery (C.C.P. §§ 1011, 1013), and, so long as the recipient has agreed to accept service by these methods, service generally may be made by fax (C.R.C., Rule 2.306) or electronically (C.C.P. § 1010.6(a)(6) and C.R.C., Rule 2.260). Every method other than hand delivery has associated extensions of time.
These extensions of time are mandated because, for the most part, deadlines and notice periods start running from the date documents are served, not the date they are received by the opposing party. For example, responses to interrogatories are due 30 days after the interrogatories are served; a motion to compel further responses must be filed within 45 days after the responses to interrogatories are served; a deposition may be taken ten days after the notice of taking deposition is served; a motion may be heard 16 court days after notice of the motion is served.
Any method other than personal service will consequence in a delay between the act of service and the persons actual receipt of the document. In that regard, service by mail is deemed complete upon place in a USPS mail box (C.C.P. § 1013(a)), but the papers might not arrive in the recipients mail for days. Service by fax is deemed complete upon transmission of the complete document to the receiving partys fax machine (C.C.P. § 1013(e) and C.R.C., Rule 2.306(g)), but that does not average the document will be in the hands of the intended recipient that day. A document served electronically is deemed complete upon transmission (C.C.P. § 1010.6(a)(6)), but it may sit unopened in the recipients email inbox for hours, if not days.
To obviate any inherent prejudice in this delay in receipt of a document, various extensions of time are additional depending upon the kind of document served and the method by which it is served. These extensions of time are found in C.C.P. §§1013, 1005(b), and 1010.6. observe: By their own terms, these code sections are not always applicable! Fortunately, rules-based calendaring programs know when they are and when they are not.
Extensions for Service by Mail under C.C.P. § 1013 and 1005(b)
Add five days for service by mail to a person within California; ten days outside California, but within the U.S., and twenty days outside the U.S. These extensions would apply to notice periods for depositions, hearings on motions, and time to respond or act within a given time period.
Extensions for Fax/Overnight Delivery/Express Mail under C.C.P. § 1013 and 1005(b)
C.C.P. §1013 adds two court days; C.C.P. § 1005(b) (for motions only) adds two calendar days. These extensions would apply to notice periods for depositions, hearings on motions, and time to respond or act within a given time period. This two court day vs. two calendar day difference is an unfortunate one, which seems to invite errors. It is easy to forget which period of time you are supposed to add. Sometimes the consequence will be the same, e.g., when the next two days are non-holiday weekdays, they are both calendar days and court days. However, when one or both of the next two days fall on a weekend or a holiday, there is room for error.
Extensions for Electronic Service
C.C.P. § 1010.6 adds two court days to notice periods and time to respond or act.
Heres how these provisions would extend the time within which to respond to interrogatories, depending upon how they are served: service by mail on a party in California – five additional days; service by fax, overnight delivery or express mail – two additional court days; service by electronic service – two additional court days.
Were the extensions applied to service of a notice of motion, service by mail would extend the period by five days; fax, overnight delivery or express mail would extend the period by two days; and electronic service would extend the period by two court days.
It is at this point in the calendaring course of action that you provide for the additional days. It is imperative that you know where to add them.
Rule of Thumb
When calculating the last day to respond to a document not personally served, the last day is determined by counting the number of days allotted pursuant to the applicable code section or rule, and then closest adding the applicable extension of time. For example, if Saturday, November 14th is the 30th day after service of interrogatories by mail, to determine the last day, you simply continue counting until you reach the 35th day, November 19th. You do not make any adjustment for the fact that day 30 was a Saturday, because it is not the last day. If Saturday, November 14th is the 30th day after service of interrogatories by fax, to determine the last day, you simply continue counting two court days, to Tuesday, November 17th. You do not make any adjustment for the fact that day 30 was a Saturday, because it is not the last day.
Another Rule of Thumb
When in doubt, serve your responses earlier instead of later, and err on the side of giving more notice instead of less.
As you can see, winding ones way by the California state court calendaring maze is difficult at best. It certainly gets easier with experience, and simple calculations may become almost second character. However, given the continued changes in the codes and rules, the possible for human error at every step of the way, and the dire results of a missed deadline, rules-based computerized calendaring should be utilized.